Purchase and installation of (1) Plow Gear as specified for the Department of Public Works

Location:	Maine
Posted:	Jul 23, 2026
Due:	Jul 30, 2026
Agency:	Town of Scarborough, Maine
Type of Government:	State & Local
Category:	38 - Construction, Mining, Excavating, and Highway Mainenance Equipment
Solicitation No:	ITB 022027
Publication URL:	To access bid details, please log in.

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INVITATION TO BID 022027

Return this bid to:

ITB 022027 PW Plow Gear

PO Box 360

259 US Route One

Scarborough, ME 04070-0360

THIS IS NOT AN ORDER

DATE ITB ISSUED: 07/13/26

PLOW GEAR FOR THE DEPARTMENT OF PUBLIC WORKS PLOW TRUCK

SEALED BIDS MUST BE SUBMITTED TO THE PURCHASING AGENT, TOWN CLERK’S OFFICE, OR

DELIVERED TO THE OPENING LOCATION AND MUST BE TIME AND DATE STAMPED BY THE

PURCHASING AGENT OR HIS DESIGNEE PRIOR TO THE BID OPENING ON JULY 30, 2026, AT 10:00

AM.

THIS WILL NOT BE A PUBLIC BID OPENING.

F.O.B. POINT IF MAILED: FINAL DESTINATION

EMAILED AND/OR FAXED BIDS WILL NOT BE ACCEPTED.

LATE BIDS WILL NOT BE ACCEPTED.

ALL QUESTIONS REGARDING THIS ITB SHOULD BE DIRECTED IN WRITING TO KIM MORRISON,

PURCHASING SPECIALIST, AT (207) 730 4088 (FAX) OR KMORRISON@SCARBOROUGHMAINE.ORG.

THE PREFERRED METHOD IS VIA EMAIL.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE TOWN’S

WEBSITE, YOU MUST REGISTER WITH THE PURCHASING OFFICE TO RECEIVE

SUBSEQUENT AMENDMENTS.

LIAM GALLAGHER

ASSISTANT TOWN MANAGER

July 13, 2026

ITB 022027

INSTRUCTIONS TO BIDDERS

CONTRACT INTENT: This Invitation to Bid (ITB) is intended to result in the purchase and

installation of (1) Plow Gear as specified for the Department of Public Works. This bid is part of

a separate bid (ITB 012027) for the Cab and Chassis to which the aforementioned Plow Gear

will be installed. Please refer to ITB 012027 for details.

NOTICE OF INTENT TO AWARD: After the responses to this ITB have been opened and

evaluated, a tabulation of the bids will be prepared. It lists the name of each company or person

that offered a bid and the price they bid. It may also provide notice of the Town's intent to

award a contract(s) to the bidder(s) indicated. A copy of the Bid Tabulation will be mailed to

each company or person who responded to the ITB. Bidders identified for award are not to

proceed until a Purchase Order, Contract Award, Lease, or some other form of written notice is

given by the Purchasing Agent. A company or person who proceeds prior to receiving a

Purchase Order, Contract Award, Lease, or some other form of written notice from the

Purchasing Agent does so without a contract and at their own risk.

PAYMENT FOR TOWN PURCHASES: Payment for agreements for the undisputed purchase of

goods or services provided to the Town, will be made within 30 days of the receipt of a proper

billing or the delivery of the goods or services to the location(s) specified in the agreement,

whichever is later.

FEDERAL EXCISE TAX: The Town is exempt from all Federal Excise Tax.

STATE SALES TAX: The Town is exempt from all State of Maine Sales Tax.

SHIPPING DAMAGE: The Town will not accept or pay for damaged goods. The contractor

must file all claims against the carrier(s) for damages incurred to items in transit from the point

of origin to the ultimate destination within the Town of Scarborough. The Town will provide the

contractor with written notice when damaged goods are received. The Town may choose to

deduct the cost of the damaged goods from the invoice prior to payment. The contractor must

file all claims against the carrier(s) for reimbursement of the loss.

INDEMNIFICATION: The contractor shall indemnify, hold harmless, and defend the Town from

and against any claim of, or liability for error, omission or negligent act of the contractor under

this agreement. The contractor shall not be required to indemnify the Town for a claim of, or

liability for, the independent negligence of the Town. If there is a claim of, or liability for, the joint

negligent error or omission of the contractor and the independent negligence of the Town, the

indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “Town”, as used within this and the following article, include the employees,

agents and other contractors who are directly responsible, respectively, to each. The term

“independent negligence” is negligence other than in the Town’s selection, administration,

monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

INSURANCE: Without limiting contractor's indemnification, it is agreed that contractor shall

purchase at its own expense and maintain in force at all times during the performance of

services under this agreement the following policies of insurance. Where specific limits are

shown, it is understood that they shall be the minimum acceptable limits. If the contractor's

July 13, 2026

ITB 022027

policy contains higher limits, the Town shall be entitled to coverage to the extent of such higher

limits. Certificates of Insurance and copies of the actual policies must be furnished to the

Purchasing Agent prior to beginning work and must provide for a 30-day prior notice of

cancellation, non-renewal or material change of conditions. Failure to furnish satisfactory

evidence of insurance or lapse of the policy is a material breach of this contract and shall be

grounds for termination of the contractor's services.

Proof of insurance is required for the following:

The contractor shall furnish proof of adequate insurance coverage of the types, and to the limits,

specified below. Certificates of such insurance and copies of the actual policies shall be filed

with the Purchasing Agent within five (5) days following notification of the Bid Award.

WORKERS COMPENSATION:

The Contractor shall purchase and maintain during the life of this Contract Workers

Compensation Insurance for all employees employed in the course of performing services under

this Contract as awarded pursuant to these Specifications; and in case any work is sublet, the

Contractor shall require the Sub-Contractor to similarly provide Worker’s Compensation

Insurance for all of the latter’s employees, unless such employees are covered by the protection

afforded the Contractor. All coverage shall be in accordance with State of Maine laws in effect

and the requirements of the Workers Compensation Board.

LIABILITY INSURANCE:

The Contractor shall carry and maintain, until final written acceptance of the work by the town,

insurance as specified below and in such form as shall protect the Town of Scarborough and its

employees and officials from all claims and liability for damages and bodily injury including

accidental death and for property damage which may arise from operations under this Contract.

Except as otherwise stated, the amounts of such insurance shall be for each policy not less

than:

1. For liability, for bodily injury, including accidental death $400,000 on account of one

occurrence and $400,000 aggregate limit.

2. For liability for property damage $400,000 on account of any one occurrence and

$400,000 aggregate limit.

3. All policies shall be so written that the Purchasing Agent’s office of the Town of

Scarborough will be notified of cancellation or restrictive amendment at least thirty (30) days prior

to the effective date of such cancellation or amendment. Certificates of Insurance and copies of

actual policies from the Contractor’s insurance carrier shall be filed with the Town before

operations may begin. Certificates shall make no claims against the Town of Scarborough or its

officers for any injury to any of his officers or employees for damage to his trucks or equipment

arising out of work contemplated by this Contract.

July 13, 2026

ITB 022027

AUTOMOTIVE LIABILITY INSURANCE:

Automotive Liability Insurance with a minimum limit of liability for bodily injury, property damage,

or death in the amount of $400,000 for each occurrence and minimum liability for property

damage in the amount of $50,000/$100,000 aggregate.

Failure to supply satisfactory proof of insurance within the time required will cause the Town to

declare the bidder non-responsive and to reject the bid.

BRAND AND MODEL OFFERED: Specifications may contain certain brand names that may or

may not be proprietary. Bidders are encouraged to propose their company’s approved alternate

to such items and list them accordingly. The Town will not disqualify a bid if it offers items not

specific but meet minimum requirements to the Town’s Bid Specifications.

ANNOTATED LITERATURE: Bidders must annotate their product literature to identify for the

Town the location of the supporting information regarding each product specification set out in

this ITB.

SUPPORTING INFORMATION: The Town strongly desires that bidders submit all required

technical, specifications and other supporting information with their bid, so that a detailed

analysis and determination can be made, by the Purchasing Agent that the product offered

meets the ITB specifications and that other requirements of the ITB have been met. However,

provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer,

the Town reserves the right to request supplemental information from the bidder, after the bids

have been opened, to ensure that the products offered completely meet the ITB requirements.

The requirement for such supplemental information will be at the reasonable discretion of the

Town and may include the requirement that a bidder will provide a sample product(s) so that the

Town can make a first-hand examination and determination.

FIRM, UNQUALIFIED AND UNCONDITIONAL OFFER: Bidders must provide enough

information with their bid to constitute a definite, firm, unqualified and unconditional offer. To be

responsive a bid must constitute a definite, firm, unqualified and unconditional offer to meet all

of the material terms of the ITB. Material terms are those that could affect the price, quantity,

quality, or delivery. Also included as material terms are those which are clearly identified in the

ITB and which, for reasons of policy, must be complied with at risk of bid rejection for non-

responsiveness.

NEW EQUIPMENT: Equipment offered in response to this ITB must be new equipment. New

equipment means equipment that is currently in production by the manufacturer and is still the

latest model, edition or version generally offered. The equipment must be warranted as new by

the manufacturer and may not have been used for any purpose, other than display (not

demonstration), prior to its sale to the Town. The Town will not accept remanufactured, used, or

reconditioned equipment. It is the contractor's responsibility to ensure that each piece of

equipment delivered to the Town complies with this requirement. A contractor's failure to

comply with this requirement will cause the Town to seek remedies under breach of contract.

The Equipment offered must have been for sale to the general public for a period of not

less than five years.

July 13, 2026

ITB 022027

ACCESSORIES: When accessories are supplied, they must be certified to be compatible with

the rest of the equipment. Certification will be written evidence satisfactory to the Town that the

accessories are compatible. The bidder's failure to supply this evidence within the time required

by the Town will cause the Town to consider the bid non-responsive and reject the bid.

INSPECTION: Equipment offered will be subject to inspection and approval by the Town prior to

payment. The equipment and attachments must be in good repair and capable of performing

the work for which they were designed.

ALTERATIONS: The awarded bidder must obtain the written approval from the Purchasing

Agent prior to making any alterations to the agreed upon specifications (post-award) contained

in this ITB or subsequent Contract. The Town will not pay for alterations that are not approved

in advance and in writing by the Town.

DISCONTINUED ITEMS: In the event an item is discontinued by the manufacturer during the

life of the contract, another item may be substituted, provided that the Purchasing Agent makes

a written determination that it is equal to or better than the discontinued item and provided that it

is sold at the same price or less than the discontinued item.

ITEM UPGRADES: The Town reserves the right to accept upgrades to models on the basic

contract when the upgrades improve the way the equipment operates or improve the accuracy

of the equipment. Such upgraded items must be at the same price as the items in the basic

contract.

DELIVERY: Indicate, in the space provided under "Bid Schedule", the time required to make

delivery after the receipt of an order.

F.O.B. POINT: The F.O.B. point for all items purchased under this bid is the final destination

within the Town of Scarborough. Ownership of and title to the ordered items remains with

the contractor until the items have been delivered to their final destination and are

accepted by the Town.

PARTS BOOKS AND MAINTENANCE MANUALS: Parts books and maintenance manuals

must be provided at the same time that the equipment is delivered, preferably in Electronic

Version (CD, PDF, etc.). The cost of the parts books and maintenance manuals is to be

included in the bid price of the equipment.

CONTINUING OBLIGATION OF CONTRACTOR: Regardless of the terms and conditions of

any third-party financing agreement, the contractor agrees that none of its responsibilities under

this contract are transferable and that the contractor alone will continue to be solely responsible

until the expiration date of the contract. Such responsibilities include, but are not limited to, the

provision of equipment, training, warranty service, maintenance, parts and the provision of

consumable supplies. By signature on this ITB the bidder acknowledges this requirement and

indicates unconditional acceptance of this continuing obligation clause.

WORKMANSHIP & MATERIALS: All work must be performed in a thorough and workmanlike

manner and in accordance with current industry practices. The contractor will be held

responsible for the quality of the finished item. The Town will reject any item that does not meet

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Pre-Bid Date	Bid Opening	Awarded
-	7/30/2026	-

Purchase and installation of (1) Plow Gear as specified for the Department of Public Works

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