Hampden County Regional Retirement Board Request for Proposal

Office Space Lease

Notice of Request for Proposals for Lease of Office Space
Hampden County Regional Retirement Board

The Hampden County Regional Retirement Board ("HCRRB"), a regional public agency providing retirement system administration services to local governments in Hampden County (seventeen towns and fourteen districts), hereby issues this Notice of Request for Proposals for the lease of approximately 3,000 square feet of Class A office space in conformance with Massachusetts General Laws Chapter 32, Section 23 and applicable 

regulations of the Massachusetts Public Employee Retirement Administration Commission ("PERAC"). 

Summary of Requirements:

HCRRB seeks proposals for office space meeting the following minimum requirements: 

1. Space Requirements. Minimum 3,000 rentable square feet of Class A office space, fully compliant with the Americans with Disabilities Act, in move-in condition on a single floor, including:  
   1. Minimum four (4) separate offices and preferably up to seven (7) enclosed offices 
   2. Large conference room for exclusive HCRRB use capable of accommodating public meetings and audio/video presentations 
   3. Open reception area and workspace for minimum three (3) computer workstations 
   4. Kitchenette/break room with sink, hot and cold water, and counter space
   5. Storage/mail area of approximately 200 square feet 
   6. Network/telecommunications room of approximately 100 square feet, climate-controlled and secured 
   7. Minimum two (2) ADA-compliant restrooms 
2. Location Requirements. Reasonable proximity to the geographic center of Hampden County with excellent access to State Route 5 and Interstate 91. Locations within one-quarter (1/4) mile of Route 5 and one-half (1/2) mile of Interstate 91 are highly desirable.  
3. Parking Requirements. Minimum twenty (20) parking spaces available for HCRRB staff, Board members, retirement system members, and visitors from 8:00 A.M. through 7:00 P.M. five days per week, located within 660 feet (one-eighth mile) of the office entrance. Landlord shall maintain parking areas and be responsible for snow removal and ice treatment.  
4. Lease Term. Initial term of five (5) years commencing on or about October 1, 2026, with at least one option to renew for an additional five (5) year period at HCRRB's sole discretion.  
5. Lease Structure. Level monthly payment lease inclusive of base rent, real estate taxes, building insurance, utilities (water, sewer, electricity, heat, air conditioning), common area maintenance, HVAC operation and maintenance, parking, snow removal, grounds maintenance, and building exterior maintenance. HCRRB responsible only for interior janitorial and cleaning services within demised premises. 
6. Annual Budget. HCRRB's current approximate annual office space budget is $50,127.00. Proposals shall provide comparable value. 

Proposal Submission Requirements:

Proposers must submit one (1) original and four (4) copies of proposals in sealed envelopes, separated into two envelopes:

1. Envelope One – Qualifications Proposal containing all information, documentation, and attachments excluding the Lease Cost Proposal Summary, including:  
   1. Completed Response Form for Proposal Submittal 
   2. Detailed floor plan meeting RFP specifications 
   3. Building and property description with photographs 
   4. Narrative response addressing all RFP requirements 
   5. Certificate of Authority 
   6. Massachusetts Tax Compliance Statement 
   7. Certificate of Non-Collusion 
   8. Evidence of property ownership or control 
   9. References from at least three (3) current or former tenants 
   10. Financial capacity documentation (optional but encouraged) 
2. Envelope Two – Price Proposal containing only the completed Lease Cost Proposal Summary specifying total annual lease cost for each year of initial term and renewal option term(s), description of all costs included and excluded, and rent escalation methodology.  

Both envelopes must be enclosed in a single outer sealed envelope clearly marked "RFP for Lease of Office Space – HCRRB" with proposer name and address. 

Submission Deadline and Address:

Sealed proposals must be received by September 18, 2026, at 2:00 P.M. at: 

Hampden County Regional Retirement Board 
67 Hunt Street, Suite 202, Agawam, MA 01001 
Attention: Karen Martin, Executive Director 

Proposals received after the deadline will not be accepted. 

Requests for Information:

Questions regarding this RFP must be submitted in writing to Karen Martin, 

Executive Director at [e-mail] or 67 Hunt Street, Suite 202, Agawam, MA 01001 by August 25, 2026, by 2:00 P.M.. Responses to all questions will be issued as written addenda to all proposers of record. 

RFP Availability:

A complete copy of the Request for Proposals is available at the website for the HCRRB - https://hcrb.org/ or by contacting Karen Martin, Executive Director, at Hampden County Regional Board of Retirement, 67 Hunt St 

Suite 202, Agawam, Massachusetts 01001, during normal business hours: Monday – Friday: 8:00 a.m. – 4:00 p.m., Telephone: [phone] or [e-mail]

Evaluation and Award:

HCRRB will evaluate proposals using a two-stage process: 

1. Stage One – Qualifications Review. HCRRB staff and evaluation committee will review Qualifications Proposals to determine responsiveness to minimum requirements and evaluate comparative criteria. Price Proposals will remain sealed during Stage One. 
2. Stage Two – Price Review and Final Selection. Price Proposals of responsive, responsible proposers will be opened and reviewed. HCRRB will determine the proposal offering best value considering both qualifications scores and price. 

HCRRB reserves the right to reject any and all proposals if the Board determines that rejection serves the best interests of the retirement system. 

Legal Authority:

This procurement is conducted pursuant to Massachusetts General Laws Chapter 32, Section 23 and applicable PERAC regulations governing public retirement board real estate leases. 

Publication Date: 

August 19, 2026 

Issuing Authority:

Hampden County Regional Retirement Board 
Karl J. Schmaelzle,Chairman/Treasurer 
67 Hunt Street, Suite 202,  
Agawam, MA 01001 
[phone] 

Date published:	August 19, 2026