RFP for Real Estate Services 2026

Request for Proposals (RFP) for
Professional Commercial Real Estate
Brokerage Services
RFP release date: July 17, 2026
Submission due date: August 5, 2026
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246
www.washingtoncountymn.gov
Washington County is an equal opportunity organization and employer

Table of Contents
1. Introduction ...................................................................................................................................................... 3
1.1. Background Information ................................................................................................................................. 3
1.2. Schedule .......................................................................................................................................................... 3
1.3. County Authorized Representative ................................................................................................................. 3
2. Scope of Services ............................................................................................................................................... 4
2.1. Mandatory Services ........................................................................................................................................ 4
2.2. Deliverables .................................................................................................................................................... 4
2.3. Qualifications .................................................................................................................................................. 5
3. Proposal Content............................................................................................................................................... 5
3.1. Cover Letter .................................................................................................................................................... 5
3.2. Qualifications and Experience ........................................................................................................................ 5
3.3. Portfolio Examples .......................................................................................................................................... 5
3.4. Artificial Intelligence ....................................................................................................................................... 5
3.5. Conflict of Interest .......................................................................................................................................... 5
3.6. Appendix A - County's Standard Terms and Conditions ................................................................................ 5
3.7. Appendix B - References ................................................................................................................................. 6
3.8. Appendix C - Fee Schedule ............................................................................................................................. 6
4. Proposal Submittal ............................................................................................................................................ 6
5. Proposal Evaluation and Selection .................................................................................................................... 6
5.1. Evaluation Committee .................................................................................................................................... 6
5.2. Evaluation Criteria .......................................................................................................................................... 6
5.3. Final Selection ................................................................................................................................................. 7
5.4. Conditions of this RFP ..................................................................................................................................... 7
6. Proposal Questions ........................................................................................................................................... 7
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1. Introduction
The purpose of this Request for Proposals (RFP) is for Washington County to secure services for Commercial
Real Estate Brokerage Services. The County is seeking a five-year contract. These services will go through the
RFP solicitation process every five (5) years at minimum.
1.1. Background Information
Washington County, Minnesota is the fifth most populous county in Minnesota with a diverse population,
including longtime residents, young professionals and families, and new immigrant communities. Over the
last 20 years, Washington County has experienced rapid growth from a rural, farming community to an
expanding urban area.
The County was established in 1849 and has the powers, duties, and privileges granted counties by state
law, codified in Minn. Stat. 373. The County serves an area of 423 square miles, with an estimated
population of 262,748. The County's fiscal year begins on January 1 and ends on December 31. The County is
governed by a five-member County Board of Commissioners representing separate districts. In addition, the
Offices of County Attorney and Sheriff are elected on a countywide basis.
The County offers a full range of services including property tax administration, law enforcement and
corrections, public works, parks, solid waste management, library, community health, county extension,
human resources, courts, and general administration. The County employs approximately 1,400 employees.
The Building Services Division within the Public Works Department operates 20+ buildings within the
County. The division is responsible for acquiring, building, maintaining and disposing of facilities throughout
the County.
1.2. Schedule
Washington County anticipates the following schedule:
Schedule Due Date
RFP Release Date 7/17/26
Questions Due 7/24/26
Addendum Release Date 7/28/26
Proposals Due 8/5/26
Notification of Award 8/7/26
Commencement Date 8/14/26
Completion Date 7/31/31
1.3. County Authorized Representative
The County Authorized Representative for this RFP is:
Jill Schroeder
jill.schroeder@washingtoncountymn.gov
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2. Scope of Services
The successful Contractor will have the ability to perform all the functions below. Contractors who cannot
provide the full range of requested services may submit a proposal, but must clearly note any services listed
in this request which would not be provided. Contractors are also encouraged to highlight any services for
which they possess particularly notable qualifications.
The successful Contractor will be property ownership agnostic and will present a portfolio of properties
represented by multiple owners.
2.1. Mandatory Services
The successful Contractor will have the ability to perform all the functions under mandatory services.
2.1.1. Identify available properties for lease or purchase that meet County-defined space,
location, and budgetary requirements.
* Research and identify available properties (leased and for sale) matching specifications
provided by the County for each assignment, including location, square footage, zoning,
parking, accessibility (ADA) and budget parameters.
* Prepare comparative site analyses, including pricing, condition, and suitability summaries
for County review.
* Recommend additional studies
2.1.2. Conduct market research and comparable-property analysis to support site selection
decisions.
2.1.3. Coordinate and accompany County staff on property tours and site evaluations
2.1.4. Negotiate lease terms, purchase price, and other material terms on the county's behalf,
subject to County approval authority and in cooperation with assigned County staff.
* Broker must provide written documentation of the negotiation process, terms of
agreements, letters of intent, etc.
* Assist or coordinate in third-party due diligence services as required by project (including
but not limited to surveys, title searches and appraisals) as authorized by the County
* Verify zoning compliance and permitted use for each prospective property
2.1.5. Assist with or coordinate due diligence, including coordination of appraisals, surveys,
environmental assessments, title review, and zoning verification.
2.1.6. Provide required documentation to finalize the approved real estate transaction,
including materials required for escrow
2.1.7. Provide advisor support through closing
2.2. Deliverables
2.2.1. Maintain records of hours spent, sites reviewed and status
2.2.2. Attend County Board or department meetings as requested to present findings or
recommendations
2.2.3. Review and evaluate all submitted proposals for properties and conduct due diligence as
requested by County staff. Identify a short list of options.
2.2.4. Assist in preparation of board presentations as requested by County staff.
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2.3. Qualifications
2.3.1. Current, active real estate broker license(s) in the State of Minnesota for the firm and all
assigned brokers, in good standing
2.3.2. Demonstrated experiences with both lease and purchase transactions across multiple
property types (office, public facility, land).
3. Proposal Content
The following will be considered minimum contents of the proposal and must be submitted:
3.1. Cover Letter
Introduce the Contractor submitting the proposal and state the Contractor's understanding of the services.
Include name, address, telephone number, and email address of a minimum of two contact people, as well
as the names of any others participating in the proposal.
3.2. Qualifications and Experience
Provide demonstrated qualifications and experience that proves the ability to perform the services and
meet the requirements of this RFP.
3.3. Portfolio Examples
Provide up to three examples of projects you have completed. Public projects, such as State, City, School
District or University projects are preferred. Describe in detail the services provided for each project, the
timeline, and the challenges that were presented by the project. Each project should be described in no
more than one page with a font size no smaller than 8 pt.
3.4. Artificial Intelligence
Describe how your organization incorporates artificial intelligence (AI) or machine learning into the
proposed solution and/or service delivery pursuant to the County's Artificial Intelligence Policy 3007
available at https://www.washingtoncountymn.gov/bids. Include a description of specific use cases,
functionality, and the role AI plays in supporting outcomes. Additionally, describe your approach to AI
governance, including data sources, privacy and security protections, bias mitigation, transparency, and any
human oversight involved.
3.5. Conflict of Interest
The Contractor must identify any potential conflict of interest it may have with the County or any other
party or entity that may be affected by the terms of this RFP and responsive proposals. The Contractor
agrees that, should any conflict or potential conflict of interest become known, it will immediately notify the
County of the conflict or potential conflict, and will advise the County whether it will or will not resign from
the other engagement or representation. Unless waived by the County, a conflict or potential conflict may,
in the County's discretion, require withdrawal or rejection of the Contractor's proposal.
3.6. Appendix A - County's Standard Terms and Conditions
Submit a signed Appendix A, as the Contractor to whom the contract is awarded shall be required to comply
with the terms and conditions contained therein.
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3.7. Appendix B - References
Submit a completed Appendix F, which includes three references for organizations currently utilizing your
services that are similar in size and with similar needs as Washington County. Provide at least two
references that are public, such as State or City government or school districts or universities. You may
provide reference for individual team members to meet this requirement as long as the team member will
be assigned to the project. Reference may overlap with your portfolio.
3.8. Appendix C - Fee Schedule
Provide all fees associated with the proposed contract for services in a complete and understandable form
as a separate, clearly identified PDF document.
4. Proposal Submittal
All proposals, once submitted, become the property of the County. They will not be returned to the
Contractor. Submission of a proposal indicates acceptance by the Contractor of the conditions contained in
this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract
between the County and the selected Contractor.
* Proposals will be limited to no more than five (5) pages in length, excluding a cover sheet, a cover
letter, table of contents, portfolio, and appendices. The font shall be no smaller than 11-point with
the exception that 8-point font may be used within the portfolio of work.
* Proposal must be combined as one document, except for the separate fee schedule to ensure fees
can be evaluated independently from technical and qualification components.
* Proposals should identify the responding firm within a header or footer on each page.
All proposals must include Proposal Content set forth in Section 3 and be sent electronically to the County
Authorized Representative.
Contractors must submit to the e-mail address above with a subject line clearly marked as Professional
Commercial Real Estate Brokerage Services, no later than August 5, 2026 at 4:00 CST.. Late submittals will
not be considered.
5. Proposal Evaluation and Selection
The County will evaluate the information the Contractor provides in response to this RFP.
* Step one will consist of a review to determine which proposals comply with all mandatory
submission requirements. Non-compliant proposals will, subject to the express and implied rights of
the County, be disqualified and not evaluated further.
* Step two will consist of scoring each compliant response based on the evaluation criteria below.
5.1. Evaluation Committee
The evaluation committee consists of representatives of Washington County.
5.2. Evaluation Criteria
The criteria and assigned weight on which proposals will be evaluated are:
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Evaluation Criteria Points
Expressed understanding of the services and requirements of 10
this RFP
Qualifications and Experience 20
Evaluation of Portfolio of work 30
Cost 20
References 20
Total 100
5.3. Final Selection
The Contractor with the highest evaluated score will be selected. It is anticipated but not guaranteed that
the selection of a Contractor will be completed by August 5, 2026. Following notification of the selected
Contractor, the County reserves the right to negotiate project scope, pricing, and related terms to ensure
alignment with project needs and available resources. It is expected a contract will be executed between
both parties by August 15, 2026.
5.4. Conditions of this RFP
* This RFP process does not obligate the County to award a contract or complete the services.
* The County reserves the right to waive any minor irregularities.
* The County reserves the right to reject any or all proposals.
* The County reserves the right to request additional information or clarifications from Contractors.
* The County reserves the right to interview any, all, or none of the Contractors.
* The County reserves the right to enter into a contract with more than one Contractor.
* If the RFP process concludes by withdrawal, cancellation or rejection of all proposals, the County
reserves the right to issue another RFP for this service.
* The County shall not be liable for any expenses incurred by the Contractor including but not limited
to expenses associated with the preparation and submission of the proposal.
* Proposals submitted become a matter of public record. All data collected, created, received,
maintained, or disseminated for any purposes by the activities of the Contractor because of this RFP
is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as
amended, the Minnesota Rules implementing such Act now in force or as adopted, as well as
Federal Regulations on data privacy.
6. Proposal Questions
To notify the County of any inconsistency or ambiguity in this RFP and for all questions pertaining to this
RFP, all questions and notifications must be sent via e-mail by July 24, 2026 at 4:00pm CST to the County
Authorized Representative.
Only written questions and notifications will receive responses. Washington County reserves the right to
disregard questions received after July 24, 2026 at 4:00pm CST. An addendum will be issued through the
same communication medium as this RFP was originally distributed no later than July 28, 2026.
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Appendix A - County's Standard Terms and Conditions
A contract will be prepared by Washington County upon selection of a firm. The following provisions must be
included in any contract and are non-negotiable.
I. Cost And Payment
The Contractor will provide to the County clear documentation of work completed, dates of work, and
location of work. Contractor invoice(s) will reflect charges in accordance with the Cost Proposal
provided. Invoices should be submitted to pw-payables@washingtoncountymn.gov. Contractor
invoice(s) will be paid within 30 days of receipt of the invoices providing proper documentation is
presented. Payments made under this Contract shall be in the form of Automated Clearing House (ACH),
check, or Virtual Credit Card (VCC). The County may withhold payment for failure to provide service to
comply with any of the provisions of this agreement; no interest penalty shall accrue against the County.
Charges such as, but not limited to, mileage reimbursement, fuel, trip or parking charges, consumable
incidental materials, etc. shall be included in the Contractor's overhead and included on the Cost
Proposal provided. These charges will not be reimbursed if labeled as "miscellaneous charges."
II. Nondiscrimination
The Contractor agrees to comply with the nondiscrimination provision set forth in Minnesota Statute
181.59 and not discriminate on the basis of race, creed, color, or national origin. The Contractor's failure
to comply with this requirement may result in cancellation or termination of the Contract, and all money
due or to become due under the Contract may be forfeited for a second or any subsequent violation of
the terms or conditions of this Contract.
III. Compliance with Law
The Contractor shall comply with all applicable Federal law, State statutes, Federal and State
regulations, and local ordinances now in effect or adopted during the performance of the services
herein until completion of said services. Failure to meet the requirements of the above shall be a
substantial breach of the Contract and will be cause for cancellation of this Contract.
IV. Possession of Firearms on County Premises
Unless specifically required by the terms of this Contract or the person it is subject to an exception
provided by 18 USC 926B or 926C (LEOSA) no provider of services pursuant to this Contract or
subcontractors shall carry or possess a firearm on County premises or while acting on behalf of
Washington County pursuant to the terms of this Contract. Violation of this provision is grounds for
immediate suspension or termination of this Contract.
V. Subcontracting and Assignment
The Contractor shall not enter into any subcontract for performance of any services contemplated under
this Contract; nor novate or assign any interest in the Contract, without the prior written approval of the
County. Any assignment or novation may be made subject to such conditions and provisions as the
County may impose. If the Contractor subcontracts the obligations under this Contract, the Contractor
shall be responsible for the performance of all obligations by the subcontractors.
VI. Subcontractor Prompt Payment
Pursuant to Minnesota Statute 471.425 subd. 4a., Contractor shall pay any subcontractors within 10
days of the Contractor's receipt of payment from the County for undisputed services provided by the
subcontractor. The Contractor shall pay interest of 112 percent per month, or any part of a month, to the
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subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly
interest penalty payment for an unpaid balance of $100 or more is $10. For an unpaid balance of less
than $100, the Contractor shall pay the actual penalty due to the subcontractor. The subcontractor shall
have third party rights under this Contract to enforce this provision.
VII. Data Practices
All data collected, created, received, maintained, or disseminated for any purpose by the activities of the
Contractor, because of this Contract shall be governed by the Minnesota Government Data Practices
Act, Minnesota Statutes Chapter 13 (Act), as amended and the Rules implementing the Act now in force
or as amended. The Contractor is subject to the requirements of the Act and Rules and must comply
with those requirements as if it is a governmental entity. The remedies contained in section 13.08 of the
Act shall apply to the Contractor.
VIII. Audits, Reports, Records and Monitoring Procedures/Records Availability & Retention
Contractor's books, records, documents, and accounting procedures and practices, and other evidence
relevant to this audit clause are subject to the examination, duplication, transcription and audit by the
County and either the Legislative or State Auditor, pursuant to Minn. Stat. 16C.05. The Contractor
agrees to maintain books, records, documents, accounting procedures and practices, and other
evidence relevant to this audit clause for a period of six (6) years from the date services or payment
were last provided or made or longer if any audit in progress requires a longer retention period.
IX. Indemnification
The Contractor agrees it will defend, indemnify, and hold harmless the County, its officers and
employees against any and all liability, loss, costs, damages, and expenses which the County, its officers,
or employees may hereafter sustain, incur, or be required to pay arising out of the negligent or willful
acts or omissions of the Contractor in the performance of this Contract.
X. Insurance Requirements
The Contractor agrees that it will at all times during the term of this Contract, keep in force the following
insurance protection in the limits specified:
A. Commercial General Liability with Contractual liability coverage in the amount of $1,500,000 per
occurrence with a $3,000,000 aggregate. An excess or umbrella liability policy may be used in
conjunction with primary coverage limits to meet the minimum limit requirements.
B. Professional Liability coverage in the amount of $2,000,000 per wrongful act or claim with a
$4,000,000 annual aggregate.
C. Automobile coverage in the amount of $1,500,000 on a combined single limit basis and include
hired and non-owned.
D. Worker's Compensation in statutory amount (if applicable) of bodily injury by accident in the
amount of $500,000 each accident, bodily injury by disease in the amount of $500,000 each
employee, and bodily injury by disease in the amount of $500,000 policy limit.
Washington County shall be listed as additional insured as it relates to Commercial General Liability,
Professional Liability, and Automobile Liability.
Prior to the effective date of this Contract, the Contractor will furnish the County with a current and
valid proof of insurance certificate indicating insurance coverage in the amounts required by this
Contract. This certificate of insurance shall be on file with the County throughout the term of the
Contract. As a condition subsequent to this Contract, Contractor shall ensure that the certificate of
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insurance provided to the County will at all times be current. The parties agree that failure by the
Contractor to maintain a current certificate of insurance with the County shall be a substantial breach of
the Contract and payments on the Contract shall be withheld by the County until a certificate of
insurance showing current insurance coverage in amounts required by the Contract is provided to the
County.
Any policy obtained and maintained under this clause shall provide that it shall not be cancelled,
materially changed, or not renewed without thirty days' notice thereof to the County.
XI. Independent Contractor
Nothing within the Contract is intended or should be construed in any manner as creating or
establishing the relationship of co-partners between the parties or as constituting the Contractor as the
agent, representative, or employee of the County for any purpose or in any manner whatsoever. The
Contractor is to be and shall remain an independent Contractor with respect to all services performed
under this Contract.
The Contractor will secure, at its own expense, all personnel required in performing services under the
Contract. Any and all personnel of the Contractor or other persons, while engaged in the performance of
any work or services required by the Contractor under this Contract shall have no Contractual
relationship with the County and shall not be considered employees of the County.
The Contractor acknowledges and agrees that as an independent contractor they are solely responsible
for protecting their own business interests and assets. The Contractor shall, at their own expense, obtain
and maintain all insurance coverage that is customary and reasonably necessary for the services
provided under this Contract.
XII. Termination by County for Convenience
The County may terminate the Contract at any time and for any reason by providing the Contractor
written notice of such termination. Upon such termination the Contractor shall be entitled to
compensation for work activities in accordance with the Contract which were incurred prior to
termination.
XIII. Termination by County for Cause
The County may immediately terminate the Contract if the County determines that the Contractor has
failed to comply with any of the provisions of the Contract, for breach or default. Termination will be in
writing setting forth the manner in which the Contractor is in default.
The County in its sole discretion may, allow the Contractor a reasonable period of time not to exceed
ten (10) days, in which to cure the defect. In such case, the notice of termination will state the time
period in which cure is permitted and other appropriate conditions. If Contractor fails to remedy to the
County's satisfaction the breach or default of any of the terms, covenants, or conditions of this Contract
within ten (10) days after receipt by Contractor of written notice from County setting forth the nature of
said breach or default, County shall have the right to terminate the Contract without any further
obligation to Contractor. Any such termination for default shall not in any way operate to preclude
County from also pursuing all available remedies against Contractor and its sureties for said breach or
default.
XIV. Contractor Debarment, Suspension and Responsibility Certification
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