Project Information

Bid Title

Housing Commission Maintenance Coordinator

Issuing Agency

Town of Lincoln

Location

Massachusetts

Published Date

Jan 29, 2026

Closing Date

Feb 20, 2026

Government Level

State & Local

Status

Closed

Ref. #

20260116

Original Source

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Bid Documents

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Project Description

Bid Number:	20260116
Bid Title:	Housing Commission Maintenance Coordinator
Category:	Housing
Status:	Open

Description: 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 no later than Friday, February 20, 2026 at 5:00PM. Publication Date/Time: 1/16/2026 2:15 PM Closing Date/Time: 2/20/2026 5:00 PM Submittal Information: Dan Pereira, Asst. Town Admin pereirad@lincolntown.org Contact Person: Daniel Pereira, Asst. Town Administrator, pereirad@lincolntown.org Download Available: www.lincolntown.org Qualifications: 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. Special Requirements: SUBMITTAL REQUIREMENTS: Submissions are due 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 Miscellaneous: 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.) Related Documents: Housing Commission Maintenance Coordinator Specifications 2026

Attachment Preview

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 20, 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 20, 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): ____________________________________________

Commodity Codes

• NAICS 561210Facilities Support Services

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