HomeMy Public PortalAbout02-22-2011 library reportFormer Branch Libraries Reuse Advisory Committee
Angeline Kounelis & Vincent Piccirilli, Co -Chairs
Report to the Town Council
February 22, 2011
The Committee held its 91h meeting on February 16, 2011 at 7:00 PM in the Council Office. Present were
members Angeline Kounelis, Vincent Piccirilli, Rena Baskin, Neal Corbett, Maria Papadopoulos and Joseph
Previtera, along with Steven Magoon, Councilor Tony Palomba, and the Watertown Tab & Press reporter.
The Committee will re -publish the RFPs for lease, but with revisions to make them more attractive for bidders in
hopes of getting qualified bids. The key issues raised and discussed were as follows:
1. Reduce size of security deposit: It was voted to reduce the security deposit to $1,000 from $2,000 to
make it more affordable to small non-profit organizations to submit bids.
2. Increase length of bid period: It was voted to increase the bid period to 60 days from 30 days to allow
small non-profit organizations more time to submit bids.
3. Advertise more widely: The Committee requested that the Town seek additional places to advertise the
RFPs, particularly in places where non -profits seek information. Mr. Magoon was also asked to put signs
on the buildings, immediately, that say "For Lease by Town of Watertown" with the DCDP phone number.
4. Clarify requirement for submitting descriptive narratives, not plans: It was voted to change the wording of
the first three requirements in the "Project Description to Be Included" section to clarify that plans and
studies do not need to be submitted, and that narratives will be sufficient, and that the requirement on
zoning actions was clarified as being optional.
5. Hold a pre -bid conference to answer questions: It was voted to hold a pre -bid conference 15 days after
the publication date, to allow bidders to ask questions about the process. The questions and answers will
be published and sent to all bidders.
6. Have the Town perform major renovations: The point was raised that it would be easier to lease the
buildings if the Town would perform the major renovations itself. Upon discussion, it would appear that
this would exceed this Committee's mandate, with no funds from the Town Council for renovations, so no
further action was taken.
7. Encourage groups to partner and submit proposals: No changes made, as it was agreed that the RFPs
were clear in permitting this, and groups should understand their legal obligations before submitting a bid.
8. Provide better explanation on renovation costs: No changes made, as it was agreed that bidders should
exercise due diligence in estimating their costs before submitting a bid.
9. Allow more extensive exterior changes: No changes made, as it was agreed that the Committee only
wants to permit exterior changes that are historically appropriate.
10. Change requirement to allow no rent: No changes made, as it was agreed that each bidder's financial
circumstances are unique, and that bidders are free to propose any lease payment.
11. Change zoning: No changes made, as it was agreed that bidders are free to request any zoning actions
along with their proposal, such as application of the Assisted Living Overlay District.
The Committee authorized Mr. Magoon to proceed to make these changes, as well as changing dates and
indicating that the special legislation has passed, and asked him to publish the RFPs as early as possible in
March.
This report to the Town Council is only a summary, and minutes will be published after approval by the
Committee.
Prepared by: Vincent Piccirilli