Project Information

Bid Title

Commercial Real Estate Leasing Agent & Property Management Services Rebid

Issuing Agency

Town of Westerly

Location

Rhode Island

Published Date

Apr 20, 2026

Closing Date

May 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-55

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	26-55
Bid Title:	Commercial Real Estate Leasing Agent & Property Management Services Rebid
Category:	Services (Professional, Support, Consulting and Misc. Services)
Status:	Open

Publication Date/Time: 4/20/2026 10:00 AM Closing Date/Time: 5/12/2026 2:00 PM Related Documents: 26-55 RFP Commercial Real Estate Leasing Agent and Property Management Services Rebid

Attachment Preview

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

REQUEST FOR PROPOSAL 26-55

COMMERCIAL REAL ESTATE LEASING AGENT & PROPERTY MANAGEMENT SERVICES

REBID

April 20, 2026

The Town of Westerly is hereby soliciting sealed proposals for the above referenced RFP

and you are hereby invited to submit a proposal for the Scope of Work described in this

Request for Proposal, in strict accordance with the RFP Documents.

TERMS AND CONDITIONS

RFPs shall be based on the Terms and Conditions as referenced in this Request for Proposal.

RFP DUE DATE/SUBMITTING INSTRUCTIONS

RFPs ARE DUE and MUST BE SUBMITTED on the enclosed, Attachment B, NO LATER THAN 2:00

p.m. May 12, 2026. Envelopes containing RFPs must be sealed and addressed to the

undersigned, at the Purchasing Department, 2nd Floor office, Westerly Town Hall, 55 Broad St.,

Westerly, RI 02891 and must be clearly marked with the Name and Address of Bidder, Bid Due

Date and Time, and RFP Number and Title. Bidders must include one original, and a Digital

copy for Public Use on a flash drive the Bid as defined in the Instruction to Bidders.

SITE VISITS

Site visit appointments can be scheduled by contacting Eileen Cardillo, Purchasing Agent

at 401-348-2599.

QUESTIONS

Questions regarding this solicitation must be emailed and received by the Purchasing Agent at

ecardillo@westerlyri.gov no later than 12:00 PM on May 4, 2026 in a Microsoft Word attachment

with the corresponding solicitation number. Questions, if there are any, and responses will be

posted on the Town of Westerly website at www.westerlyri.gov as an addendum to this

solicitation. Bidders are responsible for checking the Town’s website for all addenda distributed

in response to questions and requests for additional information.

1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.

2. Bid Price which exceed $50,000 must include a 5% Bid Bond and cost of Payment and

Performance Bonds. The successful Bidder will be required to post a 100% Payment and

Performance Bond.

3. Bidders shall note if their bid is based on Prevailing Wage (RIGL Sec 37-13-1 et seq.). The

successful bidder and its subcontractors, according to the law, must pay their workers at the

applicable prevailing wage rates (adjusted every July 1) for the various trades on a weekly

basis and submit certified weekly payroll as described in the Instructions to Bidders.

Prevailing wage rate schedules are available at the Rhode Island Department of Labor and

Training website at www.dlt.ri.gov.

4. Bidder’s prices shall include all Permits/Fees.

5. Quotes must be firm for a minimum of 120 days from date of submission.

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

6. Field Visits – Bidders shall confirm field measurements as part of the bidding process.

Bidders must satisfy themselves, by personal examination of the location of the

proposed work, and by such other means as they may prefer as to the actual conditions

and requirements of the work, work will be or is now being performed, and this

Contractor must employ, so far as possible, such methods and means in the carrying

out of his work as will not cause any interruption or interference with any other

contractor and a minimum of inconvenience and injury to other persons and property.

7. Bid Completeness - Pricing submitted on this project must be an all-inclusive price. The

intent of an all-inclusive Price is such that no Adds or Change Orders will be necessary.

8. If the Bidder submits a supporting/additional document with their bid, that document must

include page numbers.

9. Selection Criteria – While the fee/costs will be discussed and considered during the review

process, cost alone will not drive the selection decision.

10. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.

RFP DOCUMENTS

Attachment A – Scope of Work, Pages 3-6

Attachment B – Vendor Proposal, Pages 7 (Must be submitted in a separate sealed

envelope)

Attachment C – Instruction to Bidders, Pages 8-13

APPENDIX A – Bidder Certification, Pages 14-18

APPENDIX B – Standard Professional Services Agreement Pages 19-28

BIDDER CERTIFICATION and DISCLOSURE FORM: Bidders must include, complete, sign

and submit a Bidder Certification Form and all Federal Forms with each bid proposal. See

APPENDIX A.

This solicitation is available at www.westerlyri.gov . The Town of Westerly reserves the right to

reject any/all bids, waive any informalities in the bids received and to accept and award the bid to

the lowest evaluated bid deemed most favorable to the interest of the Town of Westerly.

The Town of Westerly does not discriminate based on age, color, gender, national origin, race,

religion, sexual orientation, or disability in accordance with applicable laws and regulations.

Regards,

Eileen Cardillo

Purchasing Agent

Town of Westerly/Westerly Public Schools

55 Broad Street

Westerly, RI 02891

ecardillo@westerlyri.gov

www.westerlyri.gov

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

ATTACHMENT "A"

SCOPE OF WORK

I. INTRODUCTION

The Town of Westerly (Town) is seeking proposals from qualified commercial real estate brokers and

professional property management firms to list, market, and manage the property located at 328

Atlantic Avenue in Westerly, RI and to provide property management services for the property.

The Town will review Respondents' qualifications and proposals, and may select one, based on the

submitted qualifications, proposed commissions/fees, and overall proposal content, as outlined in this

RFP notice. Town reserves the right to reject any or all submittals, waive technicalities or irregularities,

and to accept any submittals if such action is believed to be in the best interest of Town. The ideal

firm(s) will have experience marketing, leasing, and maintaining commercial and industrial properties.

II. PROPERTY INFORMATION

328 Atlantic Avenue, Assessor's Plat 166, lot 19 is located in the Shore Commercial Zoning District (SC-

G) which is intended to promote the use of waterfront locations for servicing local and tourist seasonal

businesses and water-related activities.

The property comprises approximately 7.51 acres or 327,135 square feet of land area. The parcel is

located in the Flood Zone, BFE 13 at the front, and BFE 14 at the rear which is under the jurisdiction of

the Coastal Resource Management Council. There are also significant wetlands at the rear of the

property.

Records indicate that the building was constructed in 1920. There is an existing structure on the property

that incorporates residential and commercial use. The structure encompasses a total of 9541 square feet

of gross floor area, with 6,437 used as living/habitable space.

The breakdown is delineated on the Tax Assessor Property Record Card: First floor, 5001 square feet;

Finished Attic, 204 square feet; Upper Story, finished, 1232 square feet; Patio, 1232 square feet;

Unfinished storage utility area, 700 square feet; Wooden deck, 324 square feet

The first floor is for commercial space and has historically been used for retail - a gift/souvenir shop,

previous water slide park and surf shop, and coffee house. For the second floor, there are two

established apartment units. Each unit has two bedrooms. There is an approved on-site wastewater

treatment system that has been approved by RIDEM - Application No. 1236-0355. The OWTS approval

secures both the residential and commercial use: 20 seat restaurant and the two, (2) bedroom units on

the second floor; bathroom access is also available for the patrons who park at public beach parking

lot. Further details can be found on their approved OWTS plan. Previous approvals from the Town also

show the authorization of mobile food trucks on the premise during the summer season

There is a conservation easement with RIDEM BK 2024 Pg 16175.pdf The conservation easement is in

perpetuity to the land, and the existing buildings are allowed to remain.

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

III. SCOPE OF SERVICES REQUIRED

The Town seeks qualified firms to provide property management and leasing services for the property.

The selected firm will perform management and leasing of the property, delivering services that

promote tenant satisfaction, protect the Town’s investment, and ensure optimal occupancy and

operational efficiency.

The scope of services includes, but is not limited to, the following:

• Leasing Services: The selected broker will be responsible for implementing effective marketing

and leasing strategies to attract and retain quality tenants, including, but not limited to the

following:

o Setting rents according to market demand and prepare market analysis of

property establishing fair market rental value during each rental period.

o Advertising and marketing available tenant suites, including placement of signage on

the property, listing property in relevant real estate databases;

o Physically showing property to prospective tenants and engaging with

prospective tenants;

o Advising prospective tenants on proposal submissions to Town and responding to inquiries;

o Advise Town on negotiations and lease terms as appropriate;

o Advise Town on market conditions, competitive lease terms, and tenant

improvement strategies;

o Deliver lease proposals for consideration by Town; and

o Assist with lease execution and tenant onboarding.

• Property Management Services: The selected property management firm will provide Town

with a range of services for the comfort, service, safety, and convenience of tenants, including,

but not limited to the following:

o Routine on-site property management and day to day oversight of weekly rentals and

annual commercial rentals;

o Advise us on any maintenance issues, including:

▪ Procure and manage utility services, equipment leases, and other operational

agreements as are required in the ordinary course of business for the

operation, maintenance and service of the property.

▪ Arrange weekly services, such as janitorial, cleaning services.

▪ Conduct limited facility inspections and develop maintenance plans, including

an annual inspection report with recommendations.

o Respond to after-hours emergencies and alarm calls;

o Conduct final inspection when units are vacated with a move out inspection report,

unit turnover including preparing vacated units for leasing; and

o Yearly inspection, to advise of maintenance needed;

o Prepare an annual income and expenses report for Town’s approval;

o Collect all rents, security deposits, and other charges payable to the Town of Westerly;

o Occupancy report for weekly rentals and maintain books and records;

o Address tenant service requests and concerns in a timely manner;

IV. CONTRACT TERM

Contract for services will commence on or about June 1, 2026 and shall be for an initial 12 month

term, with a one-year extension(s) granted at the sole discretion of Town.

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

V. PROPOSAL CONTENT

Each item listed in this section must be clearly addressed in the respondent’s proposal. If a response is

not applicable, indicate the reason. Label each response with the corresponding item letter and title.

1. Qualifications:

A. Letter of Interest – The letter of interest should briefly summarize the Respondent’s

qualifications and evidence of relevant experience and list staff that will be assigned to

the contract. Additionally, describe approach to providing services outlined in scope.

B. Experience – Describe Respondent’s relevant leasing and property management

experience for commercial and industrial properties of comparable size and use within

the last 36 months. Responses should include commercial real estate licensure

information and current listings.

C. References – Provide a list of references (tenant and building owner/client) Respondent

worked with in the last 36 months. References should include the name of the property

managed/leased, duration of services, and a brief summary of services provided. Include

contact information (name, phone & email) of the tenant and building owner/client.

D. Qualifications – Include resumes or bios, roles, responsibilities, and time commitment of

each key team member who will be assigned to this contract.

E. Insurance and Liability – See pages 9 – 11 in this solicitation.

F. Cost Proposal (Attachment B) – Submit in a separate sealed envelope.

2. Services:

A. Proposed work plan for marketing property—Describe proposed marketing plan

including targeted and exclusive advertising for the building. Describe signage,

advertising, social media, platforms or technology tools to be used and other work

proposed to market and lease the property.

B. Plan for targeting specific businesses that will be solicited for leasing the space in the

context of the vision for the property.

▪ The prospective tenants should be complimentary to the existing tenants;

governmental support, technology, service, institutional, or office uses. Retail,

manufacturing, and residential uses will not be permitted.

C. Lease Rates – Suggested lease rates to make the property attractive on the market yet

viable for the owner in regards to cash flow.

D. Vendor Services – Provide the vendor name, hourly rate, and overtime rate for the

following services:

▪ Janitorial services

▪ Snow removal

▪ Pest control

▪ Landscaping and lawn maintenance

E. Proposed performance standards or key performance indicators to be used in the

management and leasing of the property, to include, but not limited to, occupancy

standards, property maintenance standards, turnover maintenance timelines, response

times, and general service expectations.

3. Financial:

A. Proposed Commission and Fees – List the proposed commission/fees for the proposed

services for leasing and property management, including costs for all reimbursable

expenses, include discussion of fees due upon tenant renewal if applicable, or any other

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Commodity Codes

• NAICS 531210Offices of Real Estate Agents and Brokers
• NAICS 531311Residential Property Managers
• NAICS 531390Other Activities Related to Real Estate

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