Taipei Economic and Cultural Office in San Francisco

REQUEST FOR PROPOSAL

Property Management of Office Building for Taipei Economic and Cultural Office in San Francisco in 2026 

1. GENERAL INFORMATION

2. PRELIMINARY PROJECT DESCRIPTION

3. SCOPE OF SERVICES

The Taipei Economic and Cultural Office in San Francisco (“TECO”) is soliciting proposals from qualified, licensed, and bonded firms to provide comprehensive property management services for its building in 2026.

The scope of services shall include, but is not limited to, all aspects of building property management and all items specified in the Attachment to this RFP. This includes the performance of all listed services as well as the completion of all mandatory annual inspections and maintenance in full compliance with applicable laws and regulations.

The Attachment provides a detailed description of the required services, including the frequency of service, pricing structure, and technical specifications. All specifications must be met. However, TECO is able to consider reasonable adjustments to operational details based on the contractor’s professional recommendations and expertise.

TECO 2026 Property Management Scope of Work

TECO prefers in-house personnel or service providers with whom the Proposer has an established working relationship, subject to TECO’s review and approval. TECO also reserves the right to continue cooperation with existing vendors if it determines that doing so is in the best interest of maintaining system consistency, operational continuity, and service compatibility.

4. SUBMISSION OF PROPOSALS

The proposal should include the following information:

• A cover letter that includes brief statements of the Proposer’ information, qualification, experience, and price quotes for the services.
• Certificates of company registration/business license in the US.
• A detailed scope of services/proposal for Item #1, 2, 3 and 4.
• A general proposal or at least one (1) page of scope of services for Item #5, 6, 7, 8, 19 and 20.
• The estimated costs for each service, including any potential variable costs.
• A list of subcontractors or third-party vendors (if applicable) for each service.
• Any relevant qualifications, experience, and past performance records of the Proposer and subcontractors (if applicable).

A total of five (5) hard copies of the proposal are required to be submitted to TECO in San Francisco before Dec. 17, 2025 at 5 pm (Pacific Time).

Proposals shall be submitted and clearly marked as “Proposal for Management Services for TECO in San Francisco”. Attn.: Elsie Tsai, TECO in San Francisco, 345 4^th Street, San Francisco, CA 94107

5. REVIEW OF PROPOSALS

Proposals will be reviewed and evaluated based on the following criteria:

• Experience and qualifications of the Proposer, Property Manager and Building Engineer that assigned to this project.
• Clarity and comprehensiveness of the proposed services.
• Total amount of service price, and its cost-effectiveness and value for money.
• Ability to meet the timeline, requirement and quality of performance outlined in this RFP and its Attachment.
• Feedback from references or past clients (if applicable).

The following preferred qualifications will also be taken into consideration during the evaluation process:

• Possession of in-house service capabilities or established relationships with reliable vendors.
• Ability to provide an on-site property manager who holds a valid license and/or possesses demonstrated qualifications and relevant experience.
• Proven experience in managing properties for Consulates or Embassies within the San Francisco area.

TECO should also investigate qualifications of all Proposers to whom the award is contemplated, and may request clarifications of proposals directly from one or more Proposers.

6. AWARD OF THE CONTRACT

The Award of the Contract will be made according to the “Regulation for Evaluation of the Most Advantageous Tender.” The total price proposed will be taken into consideration and shall be able to be negotiated. Price negotiation and award methods to be applied to Proposers that are reviewed and identified as being suitable for the acquisition shall be as follows:

• When there is only one Proposer suitable for the acquisition, the price negotiation method will be applied.
• When there are more than two Proposers suitable for the acquisition, the price negotiation method will be applied in sequence starting with the Proposer deemed most suitable for the acquisition, based on the criteria listed above.
• When there are two or more equally suitable Proposers, the price negotiation method will be applied in sequence starting with the Proposer with the lowest bid price.

7. ACCEPTANCE OR REJECTION OF PROPOSALS

TECO, in its sole discretion, reserves the right to accept or reject any proposals in the best interests of TECO. Proposals are subject to review and evaluation.

8. CONTRACT PERFORMANCE PERIOD

From January 1^st, 2026 to December 31st, 2026.

9. BUDGET

The total annual budget allocated for these services shall not exceed USD 785,839.

10. PROCURING ENTITY

Taipei Economic and Cultural Office in San Francisco (Address: 345 4^th Street, San Francisco, CA 94107)

Entity to accept and handle request for clarifications or complaints: the Procuring Entity.

The period for a Proposer to file a request for clarification to the Procuring Entity seeking explanation and/or clarification of the content of the Tender Solicitation Documents is one quarter of the tendering period starting from the date of publication or invitation to Proposer, with any segment of less than one day to be counted as one full day.

11. AUTHORIZED CONTACTS

Primary Contact: Elsie Tsai
Taipei Economic and Cultural Office in San Francisco
Address: 345 4th Street, San Francisco, CA 94107
Tel: 415-364-5617
E-Mail: cytsai02@mofa.gov.tw