Bids and RFPs

Mowing, Trimming, and Lawn Care Maintenance for Town Properties 

Three-Year Contract Term: May 1, 2026, through October 30, 2028 

This contract is between the Town of Parsonsfield, Maine, by and through its Municipal Officers, the Selectboard (referred to as “Selectboard”), and Contractor, which is a partnership / corporation (and referred to as “Contractor”). When the contract refers to “Contractor” it includes your employees and agents. The subject of this contract is Mowing, Trimming, and Lawn Care for Town Properties. A. SERVICES: What, When, Where. 

Contractor agrees to provide all the labor, materials, and equipment necessary to perform the mowing, trimming, and lawn care maintenance for the Town Properties as outlined in the attached mowing specifications from May 1, 2026, through October 30, 

2028. The properties within the community which need to be maintained are as follows: 

• the Town Office at 634 North Road
• the Town House cemetery on Merrill Hill Road
• North Parsonsfield cemetery at the corner of North Road and Merrill Hill Road.

2. INDEPENDENT CONTRACTOR. 

The contractor and his agents and employees, during the performance of this contract, shall act in an independent capacity and not as officers or employees of the Town of Parsonsfield. All workers needed to fulfill the obligations of this contract shall be employed by the Contractor and the Contractor shall be solely responsible for complying with applicable state and federal laws including, but not limited to, workman’s compensation law, employment security law, and minimum wage law. As an independent contractor, Contractor is responsible for maintaining the Contractor’s equipment in a safe, operable, and legal condition. 

The Contractor and his agents and employees will have no one under 16 years of age may operate power driven machinery. 

3. PERFORMANCE REQUIREMENTS. 

General Specifications (apply to all properties) 

1. Mowing will begin on or about May 1st each year and continue until or about October 15th each year or until mowing is no longer required.
   1. All grass will be mowed at a height of three inches (3”), but in no case will the maximum height exceeds four inches (4”).
   2. Mowing will take place during any portion of the year when the grass is above the 3 – 4 inch maximum.
   3. Trimming, raking, and removing (limbs brush and grass) will be completed on an as needed basis to always maintain a neat and clean appearance.
   4. All areas will be mowed / trimmed to the property lines and/ or pins and stonewalls.
   5. The Contractor agrees to do a “Spring Clean-up” of all areas. Clean up includes limbing, pruning and limbs or brush damaged or fallen during the winter and raking of grass areas needed to remove excess sand, trash, and other debris prior to the first mowing.
2. INSURANCE. 

The Contractor agrees to purchase and maintain commercial general liability insurance in an amount of one million ($1,000,000) dollars for personal injury, death or property damage claims, automobile liability, and worker’s compensation liability which may arise from mowing operations under the contract. The Contractor further agrees to indemnify, assume the defense of and save harmless the Town of Parsonsfield, its agents and employees from liability, actions, claims or damage for wrongful death, personal injuries or property damage suffered by any person or association, which results from the willful or negligent action or inaction of the Contractor in the performance of duties and the work performed under the contract. 

The Contractor shall carry Workers' Compensation Insurance or shall qualify as a selfinsurer with the State of Maine Workers' Compensation Board, all in accordance with the requirements of the laws of the State of Maine. E. INDEMNIFICATION. 

The Contractor agrees to hold the Town of Parsonsfield harmless from any claim of death, injury, property damage or other loss that may result from the Contractor’s performance of mowing operations under the contract. If such a claim is made against the Town of Parsonsfield, the Contractor shall defend the Town of Parsonsfield, and shall pay any amount (indemnify) for which the Town of Parsonsfield may be held liable in a legal action for such claims. 

F. SUPERVISION AND CONTROL. 

The Contractor, as an independent contractor, has a right and duty to supervise and control their own employees, agents, and equipment. The Town of Parsonsfield Selectboard or their designees have a right to inspect mowing operations and notify you of any problems, errors, or non-performance. The Selectboard may order that work be done in a satisfactory manner to be determined by them. G. BILLS AND CLAIMS. 

Contractor, as an independent contractor, is responsible for all costs and bills for labor, materials, equipment, fuel, and other items incurred in the performance of this contract. 

The Town of Parsonsfield will not pay such bills. 

8. BREACH OF CONTRACT. 

If the Contractor is in violation of any terms of the contract, or if a majority of the Selectboard votes that the work described in the contract is being performed unsatisfactorily, the Town of Parsonsfield shall immediately give oral notice to the Contractor. Upon receipt of such notice, the Contractor shall be given reasonable time (“Reasonable Time” may vary depending on the nature of the breach, and weather conditions) to comply with the terms and conditions of the contract or rectify the unsatisfactory work. If the Contractor still does not (for whatever reason) perform duties of the contract to the satisfaction of the Selectboard, or if the Contractor is not in compliance with the terms of the contract, the Town of Parsonsfield shall have the following options: 

1. Terminate the Contract: The Selectboard may terminate the contract by sending the Contractor a written notice, stating the reason for the termination. The contractor shall be paid for all work that is satisfactorily done at that time, but the remainder of the money due under the contract may be used to obtain another contractor to conduct mowing operations.
   1. Substitution: The Selectboard may hire a substitute contractor to conduct specified mowing operations for any period considered necessary.
   2. The Selectboard shall also seek any other legal remedies available to enforce the contract.
2. PAYMENT SCHEDULE. 

The Town of Parsonsfield will pay the contractor in five (5) equal installments in the 2nd warrant of each month, May through September. See Attached Payment Schedule. J. RENEWAL. 

The Town reserves the right and has the option to extend this contract for one (1) additional year, at the terms and conditions set forth herein. The Town must exercise its option by sending written notice thereof to the Contractor no later than three months before the expiration of this contract. 

K. ASSIGNMENT, AMENDMENT, SEVERABILITY, AND JURISDICTION. 

The Contractor’s rights and duties under this contract cannot be assigned or transferred by the Contractor to another person or entity without the express written consent of the Selectboard. This contract may be amended only by written consent of the Selectboard. 

If any part of this contract is declared by a court to be void and unenforceable, the rest of the contract continues to be valid and effective. This contract is governed by the laws of the State of Maine.t pay such bills. 

In witness whereof, the parties, or their duly authorized agents, execute this agreement on the 2^nd day of April 2025. 

FOR THE TOWN OF PARSONSFIELD                          FOR THE CONTRACTOR 

__________________________                                      _________________________

Selectboard, Chair                                                               Contractor

__________________________                                       

Selectboard 

_________________________ 

Selectboard