Town of Concord, Massachusetts
Office of the Town Manager
RFP #389
REQUEST FOR PROPOSALS
for
USE, OCCUPANCY, AND CARETAKER SERVICES
for
249 HARRINGTON AVENUE
Also known asTHE WHEELER/HARRINGTON HOUSEREQUEST FOR PROPOSALS USE, OCCUPANCY, AND CARETAKER SERVICES 249 HARRINGTON AVENUEAlso known asTHE WHEELER/HARRINGTON HOUSE TOWN OF CONCORD, MA The Town of Concord is requesting proposals from qualified individuals or registered non-profit organizations for the lease of the historic Wheeler/Harrington House located at 249 Harrington Avenue in Concord in accordance with Massachusetts General Laws, chapter 40, section 3 and chapter 30B, section 16. The Town of Concord purchased 15 acres of land for conservation purposes in 1973, on which the Wheeler/Harrington House was located. The house is believed to have been built by Josiah Wheeler in the 1740s and sold by his heirs to Joseph Harrington in 1827. Following its purchase in the 1970s, the Town established a revolving fund for care and maintenance of the house. To this point, the Town has rented the house to individuals agreeing to make substantial contributions to its maintenance, including remedial carpentry, landscaping, and maintaining the open and agricultural character of the immediate surrounding land, and maintaining a program of historical archaeology in exchange for less-than-market rent. All rental proceeds from the house are deposited into its revolving fund, and are thereafter available to support the cost of extraordinary repairs and maintenance. Repairs have been made by the individuals occupying and caring for the house, or by private contractors coordinated by the occupants and with the Town Manager’s prior approval. All significant repairs and all expenditures of Town funds on behalf of the Wheeler/Harrington House have been made only upon the approval of the Town Manager.In accordance with the Town Charter, the Town Manager is responsible for the use and management of the Wheeler/Harrington House. The Concord Historical Commission is, however, charged with making recommendations to the Town Manager as to the conditions and long-term plans for the house. The Historical Commission has determined that within the next several years, efforts should be made to have the house put forward, for the Town's consideration, a long-term plan for the House's historical preservation, with five, ten and twenty year programs of work. These will be among the items of discussion with regard to the house in the coming months and years.The Wheeler/Harrington House is a two story, three bedroom, one bath residence with approximately 2,100 square feet of living space. The parcel has an assessed value of $1,174,900[1]. The land on which the house is located and the surrounding conservation land is under the care and control of the Natural Resources Commission, and carries an assessed value of $819,100[2]. The successful proposer may, with the approval of the Natural Resources Administrator, share in the use and care of the immediately adjacent land, but will not have a leasehold interest in the land.
Proposers shall identify a monthly rental payment to the Town (Via Form B), which shall be in addition to all utility costs that shall be the responsibility of the proposer, and any out-of-pocket expenses that the proposer accepts in the care and maintenance of the house.
The minimum monthly rental payment which may be proposed is $1,200 per month for year one of the three-term lease[3]; rental payments shall increase by 2.5% per month in subsequent years beginning July 1, 2019. The lease of the Wheeler/Harrington House is being offered at this less-than-fair-market value to promote the public purpose of effectively maintaining this historic property while the Town continues to consider long-term care and maintenance alternatives. It is in the public interest that this historic property receives proper maintenance and repair while not in use as a public facility. It is the Town of Concord’s intention that the successful proposer will occupy the house and maintains it as a primary residence, while offering a reasonable opportunity for Town officials, citizens and other interested parties to visit the house (at pre-scheduled and agreed upon times) and to view the interior. It is also expected that the successful proposer will work cooperatively with the Assistant Town Manager, who serves as the landlord for the property. Additionally, the proposer shall work collectively with the Concord Historical Commission, the Natural Resources Commission and other in interested Town Boards regarding matters which affect the long-term care and disposition of the home.
The term of the lease shall be 3 years from date of Commencement, with the opportunity for additional 3-year extension upon mutual agreement of the parties. The lease will include a cancellation clause providing the Town of Concord with the option of cancellation upon ninety (90) days’ written notice to the lessee. The issuance of any subsequent RFP and lease shall also remain dependent upon the continued determination by the Town, acting through its Town Manager, that the house remains available for such use.
In responding to this Request for Proposals, proposers should outline a methodology for identifying milestones in the care and maintenance of the house, including, but not limited to: exterior maintenance such as painting and interior maintenance such as plumbing, heating and electrical systems. This may take the form of a schedule which includes 1-year increments of work, but must include a method by which the proposer will ensure coordination with the Town Manager and other interested parties regarding the ongoing care and maintenance of the house. The proposer will be expected to maintain records of projects and maintenance efforts accomplished including dates, times and costs of tenant input. Proposers should identify their ability and willingness to facilitate an annual inspection and conference where, as the tenant, they will review their accomplishments with the Town and plan together for the following year's programs.
Proposals must identify that the proposer shall pay all utility costs for the term of the lease. In addition, proposers must indicate their skills, abilities, methods and plans for keeping the house, driveway and adjoining walkways in good repair.
Proposers should anticipate that the lease agreement will identify the conditions outlined in this RFP, as well as any other standard terms that the Town of Concord may identify in preparation of the lease.
In order to be considered, proposals (please include two copies) must be received by 2:00 p.m., August 9, 2018 addressed as follows:
Ms. Kate Hodges, Assistant Town Manager
Concord Town House: Town Manager’s Office
22 Monument Square P.O. Box 535
Concord, MA 01742
Immediately thereafter, all proposals will be publicly opened in the Selectmen’s Room, Town House – second floor, 22 Monument Square. For individuals or organizations interested in submitting a proposal an on-site inspection will be held on site at 269 Harrington Avenue, Concord, MA, on Tuesday, July 24th at 4:00 PM; parking on-site is permitted.
All proposals must be presented in a sealed envelope clearly marked
For further information, please see RFP389 available on the website or by clicking here.
[1] Town of Concord, Department of Assessors, 2016 valuation and appraisal for total parcel.
[2] Town of Concord, Department of Assessors, 2016 valuation and appraisal, for land and grounds surrounding property.
[3] This equates to approximately 35% of the market-value for similar rentals in the area.