Request For Proposals: Lawn Care

1. Purpose

The North End Community Improvement Collaborative (NECIC) is seeking proposals from qualified and insured vendors to provide lawn care and grounds maintenance services only for NECIC-owned and operated properties and vacant lots.

This Request for Proposals (RFP) is intended to identify a vendor that demonstrates reliability, value, and the ability to meet NECIC’s operational and neighborhood stewardship needs. Janitorial and interior cleaning services are expressly excluded from this solicitation.

2. Organizational Background

NECIC is a nonprofit organization based in Mansfield, Ohio, dedicated to improving quality of life and economic opportunity in the North End community through staffing, farming, community organizing, and neighborhood-based initiatives.

3. Scope of Services

A. Lawn Care & Grounds Maintenance

The selected contractor will be responsible for providing lawn care and grounds maintenance services for twenty-seven (27) total NECIC-owned or managed lots and properties.

Services may include, but are not limited to:

• Mowing, trimming, edging, and general lawn maintenance

• Maintenance of vacant lots owned or managed by NECIC

• Seasonal lawn care (anticipated April–October, weather permitting)

• Removal or mulching of grass clippings

• Litter and debris removal prior to mowing

• Basic weed control along fence lines and hard edges

• Compliance with all local property maintenance codes

All labor, equipment, fuel, and materials shall be provided by the contractor.

Urban Farm – Special Conditions

The NECIC Urban Farm properties require additional coordination and care due to public use, programming, and market operations.

Locations Covered:

• 311 Bowman Street, Mansfield, OH 44906

• Adjacent frontage and visibility areas along West 5th Street

Special Requirements:

• Contractors must exercise caution around garden beds, fencing, signage, utility connections, and pedestrian areas.

• Equipment, clippings, and debris must be fully removed from public-facing areas upon completion of service.

Failure to meet these timing and coordination requirements may result in corrective action or non-payment for that service cycle.

4. Service Schedule & Expectations

• Lawn care services are expected on a weekly or bi-weekly basis during the growing season.

• Services must be sufficient to maintain code compliance and a clean, safe appearance.

• Vendors must be dependable, insured, and able to meet agreed-upon schedules.

• Clear communication and timely response to service needs are required.

5. Vendor Qualifications

Proposals must include:

• Company overview and years in business

• Relevant experience (nonprofit, commercial, or municipal preferred)

• Proof of current general liability and workers’ compensation insurance

• At least two (2) professional references

• Staffing plan and supervision structure

6. Pricing & Proposal Requirements

Proposals must include:

• Itemized pricing for lawn care and grounds maintenance services

• Identification of per-lot and/or bundled pricing

• Proposed service schedule

• Proposed billing frequency (monthly, bi-weekly, etc.)

• Disclosure of any additional fees or optional services

7. Term of Contract

NECIC anticipates entering into a service agreement with the selected vendor for an initial term of one (1) year, with the option to renew based on performance, funding availability, and organizational needs.

8. Evaluation Criteria

Proposals will be evaluated based on:

• Cost and overall value

• Experience and qualifications

• Ability to meet the scope and schedule requirements

• References

• Responsiveness and clarity of the proposal

NECIC reserves the right to accept or reject any or all proposals.

9. Insurance, Liability & Indemnification Requirements

NECIC shall not be responsible for any accidents, injuries, or damages incurred by the vendor, its employees, agents, or subcontractors in connection with the performance of services.

The vendor shall maintain all required insurance coverage for the duration of the contract, including general liability and workers’ compensation insurance, in amounts acceptable to NECIC.

The vendor agrees to defend, indemnify, and hold harmless NECIC, including its officers, agents, employees, tenants, and representatives, from and against any and all claims, demands, damages, losses, liabilities, costs, and expenses (including reasonable attorney’s fees) arising out of or related to the vendor’s performance or intended performance of services. These obligations shall not be limited by the amount or type of insurance maintained.

10. Termination

NECIC reserves the right to terminate any resulting service agreement, in whole or in part, for convenience or for cause.

• Termination for convenience may occur with thirty (30) days written notice.

• Termination for cause may occur immediately for nonperformance, unsafe practices, failure to maintain insurance, or violations of applicable laws or codes.

Upon termination, the vendor shall be compensated only for services satisfactorily completed through the effective date of termination.

11. Vendor Questions, Site Tour & Q&A Process

Vendors may submit written questions regarding this RFP to the contact listed below no later than February 20, 2026.

Optional site tours may be scheduled by appointment for NECIC properties.

NECIC may issue written addenda or clarifications in response to vendor questions. Any such addenda shall become part of this RFP.

12. Proposal Submission & Review

Proposals may be submitted electronically or by mail and will be reviewed on a rolling basis until a vendor is selected.

Submission Contact:
Eva Wehry
Executive Administrative Assistant
North End Community Improvement Collaborative
Phone: 419.522.1611
Email: eva@necic-ohio.org

Proposals must clearly reference “Lawn Care & Grounds Maintenance Services RFP” and include the vendor’s name.

NECIC reserves the right to reject any or all proposals, waive informalities, request additional information, negotiate with any vendor, or modify the procurement schedule. Issuance of this RFP does not obligate NECIC to award a contract, and NECIC shall not be liable for any costs incurred by respondents in connection with this RFP.