TOWN OF LINCOLN
MIDDLESEX COUNTY MASSACHUSETTS
TOWN OFFICES
16 Lincoln Road
Lincoln, MA 01773
Phone: 781-259-2600
Fax: 781-259-8735
www.lincolntown.org
INVITATION TO BID
Housing Commission Maintenance Coordinator
The Town of Lincoln seeks an individual or a firm with considerable property management
experience to oversee the management of the Town’s affordable housing units, as well as some
minor administrative responsibilities associated with the operations of those units. Submissions
are due to Daniel Pereira, Asst. Town Administrator at pereirad@lincolntown.org no later
than Friday, February 13, 2026 at 5:00PM.
MINIMUM QUALIFICATIONS
To be considered for this contract, each submitter must meet the minimum qualifications.
Submitting contractors must meet the stated qualifications and provide additional details as
requested:
• A minimum of eight years' experience as a residential property manager or licensed
contractor.
• Demonstrated knowledge of the building trades.
• Experience reflecting knowledge of non-profit or municipal protocol a plus.
• Ability to comprehend and remedy property related issues quickly and efficiently.
• Demonstrated ability to effectively communicate with tenants and town officials.
• At least two references.
• Proof of ability to acquire the required insurance as detailed in the sample contract,
adding the Town of Lincoln as an additional insured.
SCOPE OF SERVICES
The Maintenance Coordinator (MC) position provides property management for the Lincoln
Housing Commission Inventory for a one-year contract period, with the option to extend for two
additional one-year periods upon mutual agreement of both parties. Services to include, but not
limited to, emergency coverage, regular inspections, and status reports.
The MC shall provide and/or attend to:
• a minimum of four (4) hours per month responding to calls or performing administrative
duties such as preparing and posting reports. All activities shall be recorded and invoiced
monthly as part of the set monthly fee.
• additional as needed work – such work surpassing the four (4) hours of responses and set
duties per month to be paid at a set hourly rate; to be paid above and beyond the set
monthly fee. This work may involve securing building permits in accordance with state
and local requirements.
• a 24-hour emergency phone number and shall respond to calls within four (4) hours on
weekends and evenings and within one (1) hour between 8am and 4 pm or as reason
permits.
• oversight of all necessary property maintenance projects in conjunction with the Town of
Lincoln Housing Commission and its Facilities Manager (FM), to include, but not limited
to capital improvements, preventative maintenance, routine maintenance and repairs to
the units, mowing, plowing, and shoveling. All work must be coordinated with the town
to ensure compliance with public procurement law. The maintenance coordinator is not
directly responsible for procurement. Again, this work may involve securing building
permits in accordance with state and local requirements.
• keep updated an approved list of vendors, in accordance with Lincoln FM, working on
account to service repairs within the housing inventory on an as needed basis such as but
not limited to: Appliances, HVAC, Plumbing, Electrical, Roofing, etc. and maintain
Certificates of Liability and contact information.
• quarterly attendance at the Housing Commission meetings and other related meetings as
needed.
• twice annual inspections of inventory lot, structure, and systems of each followed by a
report for each to determine future budgets and maintenance schedules.
• a data format (WORD, EXCEL, Google docs, etc.) to maintain all reports, invoices and
repair history or schedules.
• Submit invoices for labor services at the end of each month.
• Submit reimbursements for supplies, materials, and equipment separately at the end of
each month. Please note the Town of Lincoln is a tax-exempt organization and will
provide you with the necessary documentation. Taxes will not be reimbursed.
SUBMITTAL REQUIREMENTS:
Submissions are due to Daniel Pereira, Asst. Town Administrator at
pereirad@lincolntown.org no later than Friday, February 13, 2026 at 5:00PM. Candidates
must submit the following as part of the consideration process:
• Statement of company insurances coverage including property and casualty, liability, and
workers compensation insurance. (Note: Prior to beginning work, the contractor must
supply the town with insurance certificates naming the Town of Lincoln as a co-insured
for all insurance except Workers Compensation.)
• The proposer should provide two (2) references (complete with all contact information).
• A signed price proposal sheet (Attachment A) that includes:
o The Individual or firms legal name, mailing address, phone number, email address
and Federal Identification Number
o A proposed monthly price for the Set Monthly Fee (The first 4 hours of work).
The proposal should break out pricing as follows:
January 2026 - December 2026
January 2027 - December 2027
January 2028 – December 2028
o A proposed hourly labor rate for the additional as needed work. (Services after 4
hours). The proposal should break out pricing as follows:
January 2026 - December 2026
January 2027 - December 2027
January 2028 – December 2028
o A proposed hourly rate for the oversight of property management projects. The
proposal should break out pricing as follows:
January 2026 - December 2026
January 2027 - December 2027
January 2028 – December 2028
The Town of Lincoln will award this contract to the responsible person/firm offering the
needed quality of service at the lowest price quotation over 3 years.
As the hours of this contract are not fixed, we will be using the following calculations
(based on sample hours only) to determine the lowest price
1. Set Monthly Fee x 12 months x 3 years = Total
Plus
2. Additional As-Needed Work (Hourly Labor Rate) x 4 hrs x 12 months x 3 Years = Total
Plus
3. Oversight of Property Management Projects (Hourly Rate) x 2 hrs x 12 months x 3 Years
= Total
Equals
4. Total Contract Value over 3 yrs (Actual payments will be based on hours worked.)
SAMPLE CONTRACT TERMS:
Please see Attachment B. Contract will be awarded within 30 days of a decision to award of
contract.
ATTACHMENT A
HOUSING COMMISSION MAINTENANCE COORDINATOR
PRICE PROPOSAL SHEET
Proposer (Individual/Firm) Legal Name: _____________________________________________
1. PROPOSER CONTACT & IDENTIFICATION INFORMATION
Legal Name: ___________________________________________________________________
Street: ________________________________________________________________________
City: ______________________________________ State: _________ ZIP: ________________
Phone Number: _______________________________
Email Address: _______________________________
Federal Identification Number (FEIN): _______________________________
(If Individual/Sole Proprietor: Tax ID/SSN as applicable)
Primary Contact Person (Name/Title): _______________________________________
2. SET MONTHLY FEE (FIRST 4 HOURS OF WORK)
Provide the proposed monthly fixed fee for services covering the first four (4) hours of work per
month.
January 2026 – December 2026: $_________________ per month)
January 2027 – December 2027: $_________________ per month (Subject to contract renewal)
January 2028 – December 2028: $_________________ per month (Subject to contract renewal)
3. ADDITIONAL AS-NEEDED WORK – HOURLY LABOR RATE (SERVICES
AFTER 4 HOURS)
Provide the proposed hourly labor rate for additional as-needed services after four (4) hours.
January 2026 – December 2026: $___________________ per hour
January 2027 – December 2027: $___________________ per hour (Subject to contract renewal)
January 2028 – December 2028: $___________________ per hour (Subject to contract renewal)
4. OVERSIGHT OF PROPERTY MANAGEMENT PROJECTS – HOURLY RATE
Provide the proposed hourly rate for oversight of property management projects.
January 2026 – December 2026: $__________________ per hour
January 2027 – December 2027: $__________________ per hour (Subject to contract renewal)
January 2028 – December 2028: $__________________ per hour (Subject to contract renewal)
5. PRICING STATEMENT / CERTIFICATION
The undersigned certifies that the pricing provided above is true, correct, and submitted in
accordance with the solicitation requirements. The undersigned further certifies that they are
duly authorized to submit this proposal and bind the proposer.
SIGNATURE (REQUIRED)
Authorized Signatory (Print Name): ________________________________________________
Title: _________________________________________________________________________
Signature: _____________________________________________________________________
Date: ____ / ____ / _______
Company Name (if applicable): ____________________________________________
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
