Request For Proposals for an Event Venue Lease at the Philander Chase Knox House at Valley Forge National Historical Park


Subject: Request For Proposals for an Event Venue Lease at the Philander Chase Knox House at Valley Forge National Historical Park
Solicitation Number: VAFO_LEASE_PCK_HOUSE
Notice Type: SOLICIT
NAICS: 53
Notice Published: 04-02-24
Response Due: 06-03-24

Agency: Department of the Interior
Office: NATIONAL PARK SERVICE
Contact: Pat Madden This email address is being protected from spambots. You need JavaScript enabled to view it. Ph: (610) 783-1005
Office Address: DENVER, CO 80225
Place of Performance: Malvern, PA 19355


Click for official SAM (FBO) notice, additional information, and accompanying attachments

SUMMARY OF LEASING OPPORTUNITY This Request for Proposals (RFP) provides the opportunity for any interested individual or organization, hereinafter referred to as Offeror to submit proposals to the National Park Service (NPS, Lessor) to lease NPS property at Valley Forge National Historical Park for use as an Event Venue under the following general terms and conditions. The selected offeror (Offeror, you, your) will have exclusive negotiation rights to enter into a lease based on the attached Sample Lease (See Attachment A). Elements of your proposal may be incorporated into the Lease at Lessors discretion. Overview of Property Offered for Lease The Philander Chase Knox (PCK) house is a beautiful historical building with a rich history located in a private and picturesque setting. It is a truly exceptional place to hold events.The mailing address is 151 Library Lane, Malvern, PA 19355 Use of the Lease Premises Lessee will use the Premises for the following authorized use: venue for private events such as weddings, corporate retreats and family parties. Key information about the authorized use is summarized below. Please refer to the draft Operating Plan, Exhibit C to the Lease for more detailed information. Key information about the authorized use: Lessee has the right to schedule an event or events on each and every day of the term of the Lease. Lessee is granted exclusive use of the Premises the day before, the day of, and the day after any event and non-exclusive use of the Premises on all other days during the term of the Lease. Lessor may cancel events in the event of public health, weather or other emergencies, or an uncompleted repair or maintenance project within the Lease Premises that causes a safety issue that cannot be mitigated. Furthermore, Lessor may modify how the Lease Premises may be used in the event of a public health, weather or other emergencies. For example, the Lessor may impose occupancy limits during public health emergencies. The interior of the Premises will be available year-round. The interior and exterior of the Premises will be available April through October of each year of the Lease Term. All events will end no later than 11:00 PM, with last Lessee staff leaving the site by 1:00 AM. Event capacity as determined by Lessor is thirty (30) people for indoor-only events and two hundred (200) people for indoor/outdoor events held April through October. Lessee will be permitted to construct a leveling platform with a tent to serve as a ballroom space for larger indoor/outdoor events and leave it in place for the seven-month outdoor event season beginning in April and ending in October. Due to limited parking capacity, Lessee will be required to valet park event guests vehicles at nearby parking area(s). Due to limited wastewater capacity, Lessee will be required to provide an accessible mobile restroom(s) for all events. Alcohol is permitted. Lessee and any contractor hired by the Lessee must comply with all applicable laws and maintain any required licenses, permits and/or certificates. Lessee will not permit events that it has reason to believe may involve excessive drinking and/or disorderly behavior. Candles and other open flames are: Not permitted in the house Permitted on the terrace Permitted in the tent so long as the tent itself and all linens are fire retardant and Lessee has fire extinguisher(s) on site and its staff/contractors are trained to use a fire extinguisher. The fireplaces are not permitted to be used. NPS will require the Lessees clients to get a permit for any professional photography outside of the Lease Premises. NPS will allow professional photographers authorized under Commercial Use Authorizations to photograph clients within the Lease Premises during periods of non-exclusive use. During a government shutdown, access to leased facilities is permitted. However, no recreational uses outside of the inholding/leased facility on park lands are permitted. Nature of the Use Granted by the Lease Lessee is granted exclusive use to the Premises on the day before, the day of, and the day after an event as defined in the Lease. In the case of multiple Events booked on consecutive days, exclusive use to the Premises is authorized on the day before the first Event, the day of each Event, and the day after the last consecutive Event. During exclusive use, NPS staff will retain the right to access the Premises to periodically monitor use and in emergency situations. Lessee is granted non-exclusive or shared use of the Premises on all other days during the term of the Lease. Lessee may maintain an office for sales, marketing, and event management purposes. The exterior portions of the Premises, with the exception of the Lessees tent, will be open to the public and the interior portions of the Premises may be used by the NPS for normal operations including meetings, facilitation of volunteer projects, and visitor access to the library (by appointment). The Lessee will develop and maintain a scheduling calendar accessible by the Lessor to ensure there are no scheduling conflicts between events and NPS use. Please carefully review the draft Lease and Operating Plan (Exhibit C to the Lease) for details on the exclusive and non-exclusive use granted by the Lease. Term of the Lease The Lease term could commence as early as May 1, 2026, with rent and property insurance beginning upon Lease commencement. However, the actual Lease commencement date is subject to negotiation between the NPS and the selected Offeror. The maximum lease term is ten (10) years, though could be shorter, subject to negotiation between the NPS and the selected Offeror. Rent NPS is required under 36 CFR Part 18 to receive, at a minimum, fair market value rent. The amount of rent will be negotiated subsequently with the selected offeror, provided that, the final rent must at least equal fair market rental value as determined by the National Park Service. Annual Rent Annual Rent is the minimum rent the Lessee will pay in each Lease year. Annual Rent in Lease Year 1 is a minimum of $100,000. Annual Rent will increase by the consumer price index (CPI) for each successive Lease Year after Lease Year 1 to account for inflation, rounded to the nearest dollar. Annual Rent will be payable on the last day of each Lease Year. In the event total Percentage Rent remitted in a given Lease Year exceeds the Annual Rent due that year, no Annual Rent is due. In the event total Percentage Rent remitted in a given Lease Year is less than the Annual Rent due that year, the difference between the amount of Annual Rent due that year and the amount of Percentage Rent remitted that same year will be due to the Lessor as Annual Rent on the last day of the Lease Year. Offeror is responsible for proposing Annual Rent in Lease Year 1 in the Proposal Response (see Criterion 6). An Offeror may submit a higher Annual Rent in Lease Year 1 to increase the competitiveness of their proposal. Percentage Rent In addition to Annual Rent, the Lessee shall pay Percentage Rent to the Lessor for each event. This amount must be a set percentage of Gross Revenue. The Offeror, at its sole discretion, may offer more than one form of percentage rent if it chooses to do so. Percentage Rent will be payable in arrears on a monthly basis by the fifteenth day of each calendar month. Once the total Percentage Rent paid during any Lease Year equals the total Annual Rent due for that Lease Year, no additional Annual Rent payment will be required; however, Percentage Rent payments shall continue. Offeror is responsible for proposing Percentage Rent in its Proposal Response (see Criterion 6). This amount must be a set percentage of Gross Revenue. The Offeror, at its sole discretion, may offer more than one form of percentage rent if it chooses to do so. Percentage Rent(s) will remain constant over the entire Lease Term. Offeror will be required to project the total Percentage Rent in each Lease Year and include those figures in its response. Provided NPS fully accepts the revenue assumptions in an Offerors proforma, higher Percentage Rent compared to that proposed by other Offerors will increase the competitiveness of a proposal. Insurance During the term of this Lease, the Lessee shall maintain General Liability, Property, Workers Compensation and Employers Liability, and Business Interruption and Extra Expense insurance in amounts set by the Lessor. Further information regarding insurance requirements can be found in Attachment A (Sample Lease). Lessees insurance coverage amounts will be periodically reviewed by the Lessor. These reviews will ensure the Lessee has appropriate coverage in light of any changing circumstances. At Lease inception, property insurance in the amount of $2,000,000 and commercial general liability insurance in the amount of $2,000,000 single / $4,000,000 aggregate will be required. Maintenance Lessors Responsibilities Lessor will be responsible for scheduled repair and maintenance of the buildings within the Lease Premises, provided funding is available. Lessees Responsibilities Lessee will be responsible for any unscheduled, emergency work (e.g. after-hours drain clearing, plumbing or electrical work) necessary to ensure the successful operation of the event venue. Lessee will be responsible for routine housekeeping of the Philander Chase Knox house and its exterior facilities including, but not limited to, its tent and bathroom trailer. Lessee will be responsible for grounds maintenance within the Lease Premises (including gravel valet lot) at its expense. This includes maintaining the grass and the grounds in good condition, including, without limitation, regular grass mowing, care of ornamental plantings, snow removal and trash removal. Lessor will be responsible for all tree maintenance unless agreed to in advance and in writing by both parties. Projects Lessor plans to reconstruct Library Lane during the Lease Term. NPS will coordinate with Lessee to minimize the impact on Lessees operations. Lessor may undertake other projects intended to improve the Lease Premises or utilities serving the Lease Premises during the Lease Term. Lessor will coordinate with Lessee to minimize the impact on Lessees operations. Lessee may be required at its expense to add fill, grade, stabilize and make other improvements necessary to stabilize the ground within the tent footprint and prevent settling under the bathroom trailer. Utilities The Lessor shall provide fuel oil, electricity, water and wastewater for the PCK House; provided, however, the Lessor will bill the Lessee for any estimated utility usage attributable to Lessee operations. The Lease Premises has two different electric services one serves the PCK house and the other serves the outdoor event area including the tent. The Lessor will be the account holder on the electric account that serves the house and Lessee will be the account holder on the electric account that serves the tent. If and when, the Lessor adds the Library to Lease Premises, the Lessor may require Lessee to become the account holder on the electric account that serves the house. The Lessee is solely responsible for all other utilities including telephone, cable and internet access. Subject to advance written approval by the Lessor of any utility service, the Lessee at its sole expense shall make all arrangements with appropriate utility providers (including the Lessor where applicable), for all utilities not provided by the Lessor and furnished to the Premises. Any utility service provided by Lessor will be subject to the Lessors established policies and procedures for provision of utility services to third parties. Other Terms and Conditions The proposed terms and conditions of the offered Lease are as described in Attachment A, Sample Lease included in this RFP and are consistent with 36 CFR Part 18. Parking Due to the layout of the Premises and limited available parking, Lessee will be required to valet park all cars for all events. Event parking is permitted in the four-vehicle lot across from the front door of the PCK house; approximately one-half of the circle adjacent to the PCK kitchen screen porch; and the PCK gravel valet lot.