HomeMy WebLinkAbout2023 Tree Maintenance Servicesi:\finance\shared\bids & rfps\2023\2023 tree maintenance services.doc
VILLAGE OF OAK BROOK Purchasing Division 1200 Oak Brook Road Oak Brook, IL 60523 (630) 368-5164
REQUEST FOR PROPOSAL
TREE MAINTENANCE SERVICES
JUNE 2023
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TABLE OF CONTENTS
SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 1
A. NOTICE – POSTED ON VILLAGE WEBSITE THURSDAY, JUNE 15, 2023: ................................................... 1
B. PROJECT DESCRIPTION ............................................................................................................... 2
C. GENERAL TERMS AND CONDITIONS ..................................................................................................... 9
SECTION 2. PROPOSAL INSTRUCTIONS ............................................................................................... 20
A. GENERAL INFORMATION .................................................................................................................... 20
B. DOCUMENTS/INFORMATION TO BE SUBMITTED: .................................................................................. 20
C. PROPOSAL: ...................................................................................................................................... 21
D. REFERENCES ................................................................................................................................... 27
E. PROPOSERS CERTIFICATION ............................................................................................................. 30
F. SEXUAL HARASSMENT POLICY .......................................................................................................... 32
SECTION 3. REVIEW PROCESS ............................................................................................................. 33
A. EVALUATION OF PROPOSALS AND SELECTION .................................................................................... 33
B. BASIS OF AWARD ............................................................................................................................. 33
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Section 1. Request for Proposals
A. Notice – posted on Village website Thursday, June 15, 2023:
Village of Oak Brook Request for Proposals Tree Maintenance Services June 2023
The Village of Oak Brook is soliciting proposals for routine right-of-way tree pruning
services, and authorized additional work. Emergency pruning and/or removal may also be
included.
Proposals should be addressed to:
Rania Serences
Purchasing & Budgeting Coordinator
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
The closing date and time for receipt of proposals is Thursday, June 29, 2023, 3:00 P.M.
prevailing time. Proposals received after the submittal time will be rejected and returned
unopened to the sender.
A complete proposal package is on file for inspection and may be downloaded from the
Village’s website at www.oak-brook.org, or picked up at the Butler Government Center,
1200 Oak Brook Road, Oak Brook, Illinois 60523, between the hours of 8:00 A.M. and 4:30
P.M., Monday through Friday. There is no charge for the package.
The Village reserves the right to reject any or all proposals, waive or not to waive any
irregularities therein, and to accept the proposal considered to be in the best interest of the
Village.
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B. PROJECT DESCRIPTION
I. INTRODUCTION
The Village of Oak Brook (Village) is interested in obtaining proposals for Routine
Right-of-Way Tree Pruning Service and authorized additional work based on time
and material, as described below. The Term of this Contract will be for the four
calendar years (2023-2026). The first-year rates shall be in effect for the 2023
calendar. The 2nd, 3rd and 4th years will extend for annual periods thereafter.
Performance of the successful proposer will be verified by Village employees.
There will be a mandatory site inspection and random inspections as requested by
the Village.
II. PROPOSED SPECIFICATIONS
A. GENERAL INSTRUCTIONS
1. QUALIFICATIONS OF PROPOSERS:
To demonstrate qualifications to perform the Work, each Proposer must submit
written evidence, such as financial data, previous experience, present
commitments, and other such data as may be called for in the Contractor's
Information Report.
2. EXAMINATION OF CONTRACT DOCUMENTS AND INSPECTION OF WORK
ZONES:
It is the responsibility of each Proposer before submitting a Bid, to examine the
Contract Documents thoroughly, visit the pruning zones and familiarize themselves
with the areas, local conditions that may affect his work, progress, performance or
furnishing the work, consider federal, state, and local laws and regulations that may
affect cost, progress, performance or furnishing of the work.
B. GENERAL REQUIREMENTS AND TECHNICAL SPECIFICATIONS
1. SCOPE OF WORK:
The work included in this Request for Proposals shall be for the pruning of trees
located on public right-of-ways within the Village of Oak Brook. It shall include
hauling and disposing of all wood and debris and cleaning up by raking lawn areas
and sweeping sidewalks, streets and gutters and restoring the premises to its
original condition.
2. INTENT OF SPECIFICATION:
It is the intent of these specifications to achieve several goals: First to improve the
health and vigor of the trees, to improve their appearance, to provide safe passage
of traffic and pedestrians, and to reduce future maintenance cost through proper
pruning. All pruning must be appropriate and in keeping with the character of the
community. Each tree shall be pruned to enhance its individual characteristics. A
mass-produced or assembly line appearance will not be acceptable.
3. DESCRIPTION OF WORK:
Services requested consist of furnishing all labor, supervision, materials, tools,
equipment, incidentals, and expertise necessary for the pruning of all trees specified
by the Village. Emergency pruning and/or removal work may also be required.
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Since the work is of a potentially dangerous nature and requires special expertise, it
is to be performed by a company that derives a majority of its annual income from
arboricultural work and whose employees are highly trained and skilled in all phases
of tree service work.
4. PRE-WORK MEETING:
Upon execution of the contract with the successful Proposer, the Village will
schedule a meeting with the Contractor. In attendance shall be the Contractor’s
representative on the job.
5. PERFORMANCEOF WORK:
Timely performance of all work is of the essence. The right-of-way tree pruning
work to be performed shall be begin as soon as requested by the Village and
completed by December 31st of each year 2023 – 2026. This will be discussed
during the meeting that will be scheduled with the successful proposer.
6. FINAL ACCEPTANCE:
Acceptance of work shall be made upon successful completion of the pruning and
shall be to the satisfaction of the Village of Oak Brook.
7. DAMAGES TO PROPERTY:
The Contractor shall be responsible for any damage to properties caused by the
acts of his work during performance of the services and shall replace or restore to
its original condition any such damaged property at no cost to the occupant or
owner or the Village of Oak Brook. The Village shall be held harmless for all liability
under the Scope of Work of this request for proposals and subsequent contract.
8. LIQUIDATED DAMAGES:
It is essential to complete all right-of-way tree pruning within the time limits specified
by the Village. Failure to complete pruning on schedule shall result in a penalty of
two hundred and fifty ($250.00) per day. Such penalty shall be deducted from the
amount due the Contractor for the period of pruning in which the deficiency occurs.
The penalty as described herein may be waived at the sole discretion of the Village.
Such waiver to include excessive inclement weather, Acts of God or street
construction. It is also understood and agreed that if the Village determines the
Contractor failed to perform either by observing the established schedule or failing to
perform to the level of service established herein for more than two (2) consecutive
working days, the Village shall reserve the right to impose liquidated damages for said
failure to perform, but not as penalty. The Village will serve notice either personally or
in writing stating the reasons for imposing liquidated damages on the Contractor
providing twenty-four (24) hour notice to correct such items. If at the end of the twenty-
four (24) hour period the Contractor has not made the necessary corrections, the
Contractor shall pay liquidated damages to the Village. in the amount of $250.00 per
day. This failure to perform shall include repeated incidents of any of the following:
failure to perform any of the items under the scope of services, failure to respond to or
resolve Village complaints, failure to adhere to any and all terms and conditions
specified in the contract. The Village reserves the right to attempt to work through
these items prior to imposing liquidated damages.
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9. PAYMENT:
Payment for tree pruning shall be made at the contract unit price per actual number
of trees pruned and accepted by the Village. The invoice will show the number of
trees pruned and accepted by the Village, address of location, and the date of
pruning. Invoices can be submitted bi-monthly. In the event the Village shall
employ the Contractor for emergency or off-season work, the applicable rates will
apply as noted in the contract. Contractor shall be paid within thirty (30) days of
receipt of Contractor's invoice provided said invoice is consistent with the terms and
conditions of the Contract.
10. SAFETY:
The importance the Village attaches to safety cannot be overemphasized. The
Village reserves the right, at its discretion, to stop work or disallow payment for any
work performed where the proper safety precautions were not being observed. The
Contractor shall comply with all OSHA and Department of Labor requirements and
regulations.
11. CONTRACTOR'S DUTIES:
The Contractor shall supervise and direct the work, using his best skill and attention
and he shall be solely responsible for all construction means, methods, techniques,
sequences, and procedures and for coordinating all portions of the work under the
Contract. The Contractor shall at all times enforce strict discipline and good order
among his employees and shall not employ on the work or permit to be employed
any unfit person or anyone not skilled in the task assigned to him. All work shall be
performed in a businesslike manner following reasonable safety procedures and
using necessary safety equipment, such as traffic cones and street barricades. The
Contractor warrants to the Village that all work shall be of excellent quality, free
from faults and defects and in conformance with the Request for Proposals,
successful proposal, and subsequent contract. All work not conforming to these
requirements may be considered defective. The Contractor shall be responsible to
the Village for the acts and omissions of his employees.
12. TREE MEASUREMENT:
Contractor shall locate by measurement each tree to determine if said tree is to be
pruned. If a tree is located within 16 feet of back of curb or pavement edge, said
tree is to be pruned. If a tree is located on this sixteen-foot line, Village is to be
notified prior to any pruning. Village will determine if the tree in question is to be
pruned and so advise the Contractor.
13. MOBILIZATION/DEMOBILIZATION:
The Contractor shall be responsible for mobilizing all the proper and necessary
equipment required to complete the contract work and for demobilizing and
removing all equipment from the work site(s) upon completion of the contract work.
Mobilization/Demobilization shall be considered incidental to the Contract.
14. HOURS OF WORK:
No work shall be performed prior to 7:00 a.m. and shall be completed by 3:30 p.m.
Normal workdays shall be Monday through Friday. No work will be allowed on
Saturdays, Sundays, or Holidays except for designated Additional Work requested
by the Village.
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15. PRUNING SCHEDULE:
2023 Pruning shall be completed by December 31, 2023. 2024 Pruning shall be
completed by December 31, 2024. 2025 Pruning shall be completed by December
31, 2025. 2026 Pruning shall be completed by December 31, 2026.
16. NOTIFICATION OF UTILITY COMPANIES:
All pruning will be made on Village rights-of-ways at various addresses throughout
the Village. It will be the Contractor's responsibility to ensure, that where
necessary, all utility lines are cleared by the respective agency and any fees
required paid for by the Contractor.
17. RIGHT TO SUSPEND WORK:
The Village reserves the right to suspend the Work, wholly or in part, for such period
as may be necessary, due to unsuitable weather or such other conditions as are
considered unfavorable for the satisfactory prosecution of the Work.
18. CONTRACTOR'S PERSONNEL:
The Contractor shall employ competent foremen and laborers. None but workers
expert in their respective branches of work shall be employed where special skill is
required.
The Contractor shall always provide a qualified “Certified Arborist” for supervision of
EACH three-man crew while working under the contract. Each supervisor shall be
fluent in English and be authorized by the Contractor to accept and act upon all
directives issued by the Village's representative.
Labor Definitions shall be classified as follows:
A.) Common Labor - This classification describes labor having
minimal skills and used in ground operations
such as loading trucks, cutting limbs on the
ground, operating chippers, and raking and
cleaning up areas.
B.) Skilled Labor - This classification describes labor proficient
inworking in trees in either an aerial tower
truck or by use of climbing equipment and
having proficiency in operating all other related
mechanical equipment such as loaders, etc.
C.) Foreman - This labor classification shall be for providing
supervision of the emergency assistance work
force. They shall have responsibility for giving
directions, making decisions, and assuming
responsibility for all work completed by the
Contractor.
D.) Certified Arborist - This classification describes individuals who
have achieved a level of knowledge in the art
and science of tree care through experience
and by passing a comprehensive examination
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developed by some of the nation’s leading
experts on tree care.
The Contractor shall provide full time daily inspection and supervision by competent
"Certified Arborists" for EACH 3-man crew for the purpose of insuring that pruning is
properly done in accordance with the provision of the Contract. The Contractor's
supervisors shall always make themselves available at any place within the Village
limits during the regular workday to aid in resolving any problem matters that may
arise. There shall be one overall project supervisor who shall be the contact person
for the Village. The project supervisor will maintain contact with the Village's
representative.
Contractor's employees shall perform their duties in a quiet, orderly, and courteous
manner. Neither the Contractor nor his employees shall solicit gratuities of any kind
for the performance of any work included within the Contract.
A pruning crew shall consist of not more than three (3) people per each crew with
the required equipment to perform tree-pruning operations satisfactorily.
19. PRUNING OPERATIONS
A.) Pruning shall be done in accordance with standards presented in the
International Society of Arboriculture Best Management Practices: Tree Pruning and
the ANSI A300 (part 1) – 2017 Pruning.
B.) Each tree shall be evaluated on an individual basis and additional pruning
performed as follows:
1) Prune low limbs off to allow for unobstructed walking under the tree while
maintaining the bottom of the crown balanced.
2) Leave low limbs to provide privacy and maintain aesthetic quality of the
neighborhood.
3) Clearance from other trees shall be maintained for proper growth and
development, while maintaining a natural uniform shape.
4) Remove dead, dying, diseased, interfering, and weak branches
5) Remove water sprouts and trunk suckers that do not add to the shape of the
tree.
6) Clear roadway curb to a height of thirteen (13 ft.) feet. In this clearing, no
stubs are to be left and directional pruning techniques are to be used to reduce
future maintenance. At no time shall the 1/3 rule be broken. This clearing must
also be performed with consideration to crown shape and balance.
C.) Any structural weakness, decayed trunk or branches, split crotches or branches
shall be reported to the Village's representative.
D.) The Contractor shall measure each tree form the "back of curb or edge of
pavement" to determine if it is to be pruned, since no sidewalks exist to define the
parkway.
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E.) The Contractor shall notify all residents (Village to supply letters) prior to
beginning operations and meet with residents at their request to explain the pruning
objectives.
F.) A daily activity list is to be submitted to the Village at the end of each workday
noting the number of trees pruned and the locations of each.
20. TRAFFIC CONTROL:
The Contractor must provide proper warning signs, barricades, and/or other
protective devices. These shall be in accordance with the Manual of Uniform
Traffic Control Devices, e.g., tree trimming, one lane ahead, road closed, etc. If
proper barricading is not performed, the Village will stop work until such time that
proper street barricading is accomplished. No TOTAL Street closures will be
permitted without the advanced approval of the Village's representative.
21. DEBRIS REMOVAL:
All debris from tree pruning operations shall be removed from the site(s) and from
the Village the same day it is placed. No debris is to remain in the street or on
public or private property overnight. Payment for removal and disposal of debris is
to be included in the per tree unit price for tree pruning. All debris, equipment,
materials, etc. shall be removed as the work progresses so that the public may have
the use of the street a maximum amount of time.
The Village reserves the right to request wood chips and firewood-sized logs that
are generated from pruning activities be delivered to residents of the Village of Oak
Brook or the Village itself. Cost of delivery of wood chips is incidental to the
contract. Firewood sized logs will be allowed to be stacked neatly and left on the
parkways for homeowner pick up. This also is incidental to the contract price. The
Village representative will provide the Contractor with a list of addresses where
wood chips are requested. Prior to leaving firewood, the contractor will provide a
list of where homeowners are requesting firewood be left.
22. EQUIPMENT:
The equipment used for pruning shall be of sufficient type, capacity, and quantity to
perform the pruning work safely and efficiently as specified. No motorized
equipment will be permitted to be driven on the parkways, driveways, or public
walks during the duration of the contract without prior authorization from the Village.
All equipment to be used by the Contractor shall be listed on the Contractor's
Information Report. All such equipment can be subject to the inspection and final
approval of the Village.
23. RESTORATION:
The Contractor shall take all necessary precautions to eliminate damage to trees,
grounds, driveways, streets and curbs, sidewalks structures, and utilities on or
adjacent to the work site(s). Any damage shall be reported in writing to the property
owner and the Village on the day of occurrence. Any damage shall be repaired at
the Contractor's expense within ten (10) days of the occurrence (unless
demonstrable reason for a delay can be shown with the consent of the property
owner and/or the Village of Oak Brook. Should the damage not be rectified within
the agreed time or to the satisfaction of the property owner or the Village, the
Village can reserve the right to repair or replace that which was damaged, or assess
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the Contractor such costs as may be reasonable and related to damage caused by
the Contractor, and deduct said costs from any payment due the Contractor or
failure may be cause for termination of the Contract.
24. WEATHER:
For the purpose of the Contract, the National Weather Service at O'Hare
International Airport shall be the weather forecasting and reporting agency. Any
forecast by the National Weather Service shall be deemed to extend no more than
12 hours into the future. The Contractor may suspend or cancel pruning operations
if weather conditions are such that same cannot be carried out in a safe and
effective manner. If such suspension or cancellation occurs, the Contractor shall
immediately notify the Village's representative.
25. ADDITIONAL WORK
A. NEED AND RESPONSE:
Throughout the term of the contract, it may become necessary for the Contractor to
provide additional tree services. The Contractor shall provide 24-hour emergency
telephone numbers where the Owner can reach the Contractor. When contacted,
the Contractor shall respond within 8-hours.
When requested for additional work, the Contractor must be able to furnish, as a
minimum, the following quantity and types of equipment:
a.) (1) Aerial Tower (55ft.)
b.) (1) Clam Truck
c.) (1) Log Truck
d.) (2) Chippers
e.) (2) Chipper Trucks
f. ) (1) Crane Truck
g.) (1) Stumper
h.) (1) Semi Truck
i. ) (1) Utility/Pickup Truck
B. PERSONNEL:
The same provisions as found herein (item B-18); Contractor’s personnel apply to
this work.
C. RECORDS:
The Village shall originate all such “Work Orders”. Completed Work Orders shall be
returned to the Village and shall indicate the date, time, and location at which the
work was conducted. Included on said Work Order, shall be the employee’s name,
classification, hours worked, and the description and hours worked of each piece of
equipment used in performing the work.
D. MEASUREMENT AND PAYMENT:
The payment for services rendered shall be made for only those hours worked in
giving assistance. No allowances will be given for travel time to and from the work
site.
The HOURLY LABOR RATES as proposed for each labor classification in the
Proposal shall include all labor costs, fringe benefits, insurance, pension, overhead,
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and profit as required by the Contractor and shall include the furnishing of hand
tools, chain saws, miscellaneous equipment, and fuel for these tools. Payment for
EQUIPMENT RENTAL RATES shall include all costs of ownership, operation,
insurance, and costs of transporting the equipment to and from the work site.
26. EMERALD ASH BORER (MERIT) TREATMENT:
This item of work shall consist of injection of Tree-Age as prophylaxis for EAB
infestation. The treatment shall be applied per manufacturer’s specifications.
III. SPECIAL CONDITIONS
1. Proposer shall coordinate all activities with the Director of Public Works or
his designee.
2. Routine Tree Pruning must be completed by December 31st of each year
(2023 – 2026).
3. Upon presentation of an acceptable invoice for work rendered in the prior
month, the Village will pay the Proposer within the first thirty (30) working days after
receipt of said invoice for all work completed.
4. Cancellation of Contract - The Village reserves the right to cancel all or part
of this contract upon thirty (30) days written notice to the Proposer.
5. All vehicles being used by the Proposer during the term of this contract must
prominently display the name of Company.
6. Proposer shall not assign any right or interest under this Contract, nor orders
issued pursuant to the contract, nor delegate or subcontract any work or services
without the written approval of the Village.
7. Village reserves the right to add, delete or modify areas. Cost for added
and/or deleted areas to be negotiated between Village and Proposer.
8. Mandatory site inspections with a company management representative are
required after week 4 of the contract and anytime as requested by the Village.
C. General Terms and Conditions
1. PREPARATION AND SUBMISSION OF PROPOSALS:
A. The proposal shall be submitted in an opaque sealed envelope on or
before the time stated and shall bear the name of the individual, firm, or
corporation submitting the Proposal and the Proposal Name - “Tree
Maintenance Services”.
B. Proposers may attach separate sheets to the proposal for the purpose of
explanation, exception, alternate proposal and to cover unit prices, if needed.
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C. Proposers may withdraw their proposal either personally or by written
request at any time before the hour set for the proposal opening and may
resubmit it. No proposal may be withdrawn or modified after the proposal
opening except where the award of contract has been delayed for a period of
more than ninety (90) days.
D. In submitting this proposal, the proposer further declares that the only
person or party interested in the proposal as principals are those named herein;
and that the proposal is made without collusion with any other person, firm, or
corporation.
E. The proposer further declares that he has carefully examined this entire
Proposal Package, and he has familiarized himself with all the local conditions
affecting the contract and the detailed requirements of this work and
understands that in making the proposal he waives all rights to plead a
misunderstanding regarding same.
F. The proposer further understands and agrees that if his proposal is
accepted, he is to furnish and provide all necessary machinery, tools,
apparatus, and other means to do all of the work and to furnish all of the
materials specified in the request for proposals and contract, except such
materials as are to be furnished by the Village, in the manner and at the time
therein prescribed, and in accordance with the requirements therein set forth.
G. The proposer further agrees that if the Village decides to extend or
shorten the work, or otherwise alter it by extras or deductions, including
elimination of one or more of the items, as provided in the specifications, he will
perform the work as altered, increased, or decreased.
H. The proposer further agrees that the Village representative may at any
time during the progress of the work covered by this Contract, order other work
or materials incidental thereto and that all such work and materials as do not
appear in the proposal or contract as a specific item covered by a lump sum
price, and which are not included under the proposal price for other items in the
Contract, shall be performed as extra work.
I. The proposer further agrees to execute all documents within this
Proposal Package, for this work and present all these documents to the Village.
J. The proposer further agrees to execute all documents within this
Proposal Package, obtain a Certificate of Insurance for this work and present all
these documents within fifteen (15) days after the receipt of the Notice of Award
and the Contract by him.
K. The proposer further agrees to begin work not later than ten (10) days
after receipt of the Notice to Proceed from the Village, unless otherwise
provided, and to execute the work in such a manner and with sufficient
materials, equipment and labor as will insure its completion within the time limit
specified within the proposal package, it being understood and agreed that the
completion within the time limit is an essential part of the contract and time is of
the essence.
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L. By submitting a proposal, the proposer understands and agrees that, if
his proposal is accepted, and he fails to enter into a contract forthwith, he shall
be liable to the Village for any damages the Village may thereby suffer,
including any indirect and consequential damages.
M. No proposal will be considered unless the party offering it shall furnish
evidence satisfactory to the Village that he has necessary facilities, ability, and
pecuniary resources to fulfill the conditions of the Contract.
2. SUBSTITUTIONS:
A. Certain materials and equipment are specified by a manufacturer or trade
name to establish standards of quality and performance and not for the purpose
of limiting competition. Proposers are invited to submit proposals not only on
named items but also on items, which they propose for substitution of named
items. Products of other manufacturers may be substituted, if, in the opinion of
the Village, they are equal to those specified in quality, performance, design and
suitability for intended use. Where two or more items are specified, the selection
among those specified is the proposer’s option, or he may submit his bid on all
such items.
B. Proposals shall be based on services included in the specifications.
Substitutions for evaluating proposals will be considered only if proposed
substitutions are set forth in the sealed proposal and will only be accepted prior to
the award of the contract. The offer of substitutions shall be an integral part of
the proposal, appearing immediately after all requested bids and before the
signature of the bidder.
C. Substitutions of services other than those specified will not be considered in
the base proposal price. However, other substitutions may be listed in the
Proposal Form, with the indication of the change in the base proposal price for
the total cost.
D. In addition to the requirements heretofore mentioned, in order for substitutions
to qualify for consideration, the following shall accompany each proposal:
1. Each proposed substitution shall be itemized showing manufacturer name,
catalog number, quantity, unit cost and total cost. The proposal shall prepare
and submit forms to list his substitutions in the manner outlined.
2. Each proposal offering substitutions shall be accompanied by descriptive
literature, catalog data, complete technical specifications, and reports
of all pertinent tests concerning the proposed substitutions.
3. CONDITIONS:
A. The Village is exempt from Federal excise tax and the Illinois Retailer's
Occupation Tax. This proposal cannot include any amounts of money for these
taxes. The total amount proposal includes all applicable federal, state, and local
taxes of every kind and nature applicable to the work as well as all taxes,
contributions, and premiums for unemployment insurance, old age or retirement
benefits, pensions, annuities, or similar benefits and all costs, royalties and fees
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arising from the use on, or the incorporation into, the work, of patented or
copyrighted equipment, materials, supplies, tools, appliances, devices,
processes, or inventions. All claim or right to claim additional compensation by
reason of the payment of any such tax, contribution, premium, costs, royalties, or
fees is hereby waived and released by Proposer.
B. To be valid, the proposals shall be itemized so that selection for services may
be made.
C. The Village shall reserve the right to add or to deduct from the base proposal
and/or alternate proposal any item at the prices indicated in itemization of the
proposal.
D. All proposals shall be good for ninety (90) days from the date of the proposal
opening.
4. WARRANTY:
Proposer warrants that all work, equipment, labor, and materials furnished
hereunder will conform in all respects to the terms of the Proposal Package,
including all specifications and standards, and will be free of defects in materials
and workmanship. The Proposer also warrants that the work shall be performed
in accordance with the highest standards of professional practice, care, and
diligence practiced by recognized firms in performing services of a similar nature
in existence at the time of performance. The warranties expressed shall be in
addition to any other warranties expressed in this Proposal Package, or
expressed or implied by law, which are hereby reserved unto the Village.
5. PERFORMANCE CLAUSE:
In the event the quality of service becomes unacceptable, the Village reserves
the right to cancel the contract after giving thirty (30) day written notice.
6. INDEMNIFICATION:
The Proposer shall protect, indemnify, save, and hold forever harmless the Village
and/or its officers, officials, employees, volunteers and agents from and against all
liabilities, obligations, claims, damages, penalties, causes of action, costs and
expenses, including without limitation court costs, insurance deductibles and
attorney's fees and expenses, which the Village and/or its officers, officials,
employees, volunteers and agents may incur, suffer or sustain, or for which the
Village and/or its officers, officials, employees, volunteers and agents may
become obligated by reason for any accident, injury to or death of persons or loss
of or damage to property, or civil and/or constitutional infringement of rights
(specifically including violations of the Federal Civil Right Statutes), arising
indirectly or directly in connection with or under, or as a result of, this or any
Agreement by virtue of any act or omission of any of the Proposer's officers,
employees, subcontractor, and/or agents, provided that the Proposer shall not be
liable for claims, obligations, damages, penalties, causes of action, costs and
expenses arising solely by any act or omission of the Village's officers, officials,
employees, volunteers and/or agents.
The Proposer shall hold the Village harmless for any and all claims for labor,
material, apparatus, equipment, fixtures, or machinery furnished to the Proposer
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for the purpose of performing the work under the contract; and the payment of all
direct and indirect damages to any person, firm, company or corporation suffered
or sustained on account of the performance of such work during the time the
contract is in force.
7. INSURANCE:
Certificates of Insurance shall be presented to the Village within fifteen (15) days
after the receipt by the Proposer of the Notice of Award and the unexecuted
contract, it being understood and agreed that the Village will not approve and
execute the contract, nor will the proposal guarantee be returned until acceptable
insurance certificates are received and approved by the Village Attorney. The
Village of Oak Brook and the County of DuPage must be listed as certificate
holders and as additional insured. An additional insured endorsement must
accompany the certificate of insurance.
Each Proposer performing any work pursuant to a contract with the Village of
Oak Brook and each permittee working under a permit as required pursuant to
the provisions of Article III of Chapter 12 of the Code of Ordinances of the Village
of Oak Brook (hereinafter referred to as "Insured") shall be required to carry such
insurance as specified herein. Such Proposer and permittee shall procure and
maintain for the duration of the contract or permit insurance against claims for
injuries to persons or damages to property which may arise from or in connection
with the performance of the work under the contract or permit, either by the
Proposer, permittee, or their agents, representatives, employees, or
subcontractor.
A Proposer or permittee shall maintain insurance with limits no less than:
A. General Liability - $2,000,000 combined single limit per occurrence for
bodily injury, personal injury, and property damage, provided that when the
estimated cost of the work in question does not exceed $25,000, the required
limit shall be $1,000,000;
B. Automobile Liability (if applicable) - $1,000,000 combined single limit
per accident for bodily injury and property damage;
C. Worker's Compensation and Employer's Liability - Worker's
Compensation limits as required by the Labor Code of the State of Illinois and
Employer's Liability limits of $1,000,000 per accident.
Any deductibles or self-insured retention must be declared to and approved by
the Village. At the option of the Village, either the insurer shall reduce or
eliminate such deductible or self-insured retention as respects the Village, its
officers, officials, employees, and volunteers; or the Insured shall procure a bond
guaranteeing payment of losses and related investigations, claim administration
and defense expenses to the extent of such deductible or self-insured retention.
The policies shall contain, or be endorsed to contain, the following provisions:
D. General Liability and Automobile Liability Coverage -
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(1) The Village, its officers, officials, employees and volunteers AND DuPage
County are to be covered as additional insureds as respects to: liability
arising out of activities performed by or on behalf of the Insured; premises
owned, occupied, or used by the Insured. The coverage shall contain no
special limitations on the scope of protection afforded to the Village, its
officers, officials, employees, volunteers or agents and DuPage County.
(2) The Insured's insurance coverage shall be primary insurance as respects
the Village, its officers, officials, employees, volunteers and agents AND
DuPage County. Any insurance or self-insurance maintained by the
Village, its officers, officials, employees, volunteers or agents AND DuPage
County shall be in excess of the Insured's insurance and shall not
contribute with it.
(3) Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the Village, its officers, officials, employees,
volunteers or agents AND DuPage County.
(4) The Insured's insurance shall apply separately to each covered party
against whom claim is made or suit is brought except with respect to the
limits of the insurer's liability.
E. Worker's Compensation and Employer's Liability Coverage
The policy shall waive all rights of subrogation against the Village, its
officers, officials, employees, volunteers and agents AND DuPage County
for losses arising from work performed by the insured for the Village.
Each insurance policy shall be endorsed to state that coverage shall not be
suspended, voided, canceled, or not renewed by either party, reduced in
coverage or in limits except after thirty (30) days prior written notice by
certified mail has been given to the Village AND DuPage County. Each
insurance policy shall name the Village, its officers, officials and
employees, volunteers, and agents as additional Insureds. Insurance is to
be placed with insurers with a Best's rating of no less than A: VII.
Each Insured shall furnish the Village AND DuPage County with certificates
of insurance and with original endorsements effecting coverage required by
this provision. The certificate and endorsements for each insurance policy
are to be signed by a person authorized by that insurer to bind coverage on
its behalf. The certificates and endorsements are to be on forms approved
by the Village AND DuPage County and shall be subject to approval by the
Village Attorney before work commences. The Village AND DuPage
County reserves the right to require complete, certified copies of all
required insurance policies, at any time.
Each insured shall include all subcontractors as insureds under its policies
or shall furnish separate certificates and endorsements for each
subcontractor. All coverages for subcontractor shall be subject to all of the
requirements stated herein.
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8. SAFETY:
The Proposer and any subcontractor shall comply with all the provisions of the
Federal Occupational Safety and Health Act of 1970 (84 Stat. 1590), as
amended.
9. NON-DISCRIMINATING:
The proposer, its employees and subcontractor, agrees not to commit unlawful
discrimination and agrees to comply with applicable provisions of the Illinois
Human Rights Act, the U.S. Civil Rights Act and Section 504 of the Federal
Rehabilitation Act, and rules applicable to each.
10. EQUAL OPPORTUNITY:
The Proposer will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, ancestry, national origin, place
of birth, age, or handicap unrelated to bona fide occupational qualifications.
11. PREVAILING RATE OF WAGES:
The Village does not believe that the requirements of the Prevailing Wage Act
(820 ILCS 130), as amended, apply to the Routine Tree Maintenance Services
of the subsequent Contract. However, the Contractor is responsible for making
its own assessment of the Prevailing Wage Act’s requirements and if it applies
to the Contract.
All wages paid by the Contractor and each subcontractor shall be in
compliance with The Prevailing Wage Act (820 ILCS 130), as amended, except
where a prevailing wage violates a federal law, order, or ruling, the rate
conforming to the federal law, order, or ruling shall govern. If the Department of
Labor revises the wage rates, the revised rate, as made available on the
Department’s official website, shall apply to this contract and the Contractor will
not be allowed additional compensation because of said revisions. The
Contractor shall be responsible to notify each subcontractor of the wage rates
set forth in this contract and any revisions thereto.
Contractor will comply with the Illinois prevailing wage law, as amended from
time to time and made available on the Department of Labor’s official website.
Not less than the prevailing rate of wages as found by the Illinois Department of
Labor shall be paid to all laborers, workers and mechanics performing work
under the Contract. If the Department of Labor revises the prevailing rate of
wages to be paid laborers, workers or mechanics under the Contract, the
revised prevailing rate of wages shall apply to the Contract and Contractor shall
have the sole responsibility and duty to pay, and ensure that all Subcontractors
pay, the revised prevailing rate of wages to each person to whom a revised
rate is applicable. Revision of the prevailing wages shall not result in an
increase in the Contract sum or other cost to Village of Oak Brook. Contractor
shall indemnify, defend, and hold Village of Oak Brook harmless from any loss,
including but not limited to Village of Oak Brook’s attorney’s fees, resulting from
Contractor’s failure to comply with this prevailing wage clause. All bonds
applicable to the Contract shall include a provision as will guarantee the faithful
performance of the obligation to pay the prevailing rate of wages.
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The Contractor and each subcontractor shall make and keep, for a period of
not less than 3 years, records of all laborers, mechanics, and other workers
employed by them on the project; the records shall include each worker ’s
name, address, telephone number when available, last four digits of their social
security number, gender, race, ethnicity, veteran status, classification or
classifications, the hourly wages paid in each period, the number of hours
worked each day, the starting and ending times of work each day, the worker’s
hourly rate, the worker’s hourly overtime wage rate, the worker’s hourly fringe
benefit rates, the name and address of each fringe benefit fund, the plan
sponsor of each fringe benefit, if applicable, and the plan administrator of each
fringe benefit. The Contractor and each subcontractor shall submit monthly, in
person, by mail, or electronically a certified payroll to the Department of Labor,
through the database created by Section 5.1 of 820 ILCS 130. The certified
payroll shall consist of a complete copy of the records. The certified payroll
shall be accompanied by a statement signed by the contractor or subcontractor
which states that: (i) such records are true and accurate; (ii) the hourly rate
paid to each worker is not less than the general prevailing rate of hourly wages
required; and (iii) the contractor or subcontractor is aware that filing a certified
payroll that he or she knows to be false is a Class B misdemeanor.
Upon seven (7) business days’ notice, the contractor and each subcontractor
shall make available for inspection and copying at a location within this State
during reasonable hours, the records to the public body in charge of the
project, its officers, and agents, and to the Director of Labor and his deputies
and agents. The Contractor and each subcontractor shall permit his/her
employees to be interviewed on the job, during working hours, by compliance
investigators of the Department or the Department of Labor.
12. COPIES OF DOCUMENTS
The number of copies of Contract and Bond required to be executed is as follows:
Two (2) original counterparts of the Contract documents will be required to be
executed.
13. EXECUTION OF DOCUMENTS
The proposer, in signing his proposal on the whole or on any portion of the work,
shall conform to the following requirements:
Proposals signed by an individual other than the individual represented in the
Proposal documents shall have attached thereto a power of attorney evidencing
authority to sign the Proposal in the name of the person for whom it is signed.
Proposals which are signed for a partnership shall be signed by all of the
partners or by an attorney-in-fact. If signed by an attorney-in-fact, there shall be
attached to the Proposal a power of attorney evidencing authority to sign the
proposal, executed by the partners.
Proposals which are signed for a corporation, shall have the correct corporate
name thereof and the signature of the President or other authorized officer of the
corporation manually written below the corporate name.
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If such Proposal is manually signed by an official other than the President of the
Corporation, a certified copy of a resolution of the board of directors evidencing
the authority of such official to sign the Proposal should be attached to it. Such
Proposal shall also bear the attesting signature of the Secretary of the
corporation and the impression of the corporate seal.
The Contract shall be deemed as have been awarded when formal notice of
award shall have been duly served upon the intended awardee.
14. INDEPENDENT CONTRACTOR:
There is no employee/employer relationship between the Proposer and the
Village. Contractor is an independent Contractor and not the Village’s
employee for all purposes, including, but not limited to, the application of the
Fair Labors Standards Act minimum wage and overtime payments, Federal
Insurance Contribution Act, the Social Security Act, the Federal
Unemployment Tax Act, the Worker’s Compensation Act (820 ILCS 305/1, et
seq.). The Village will not (i) provide any form of insurance coverage,
including but not limited to health, worker’s compensation, professional liability
insurance, or other employee benefits, or (ii) deduct any taxes or related items
from the monies paid to Contractor. The performance of the services
described herein shall not be construed as creating any joint employment
relationship between the Contractor and the Village, and the Village is not and
will not be liable for any obligations incurred by the Contractor, including but
not limited to unpaid minimum wages and/or overtime premiums, nor does
there exist an agency relationship or partnership between the Village and the
Contractor.
15. ASSIGNMENT
Neither the Village nor the Proposer shall assign or transfer any rights or
obligations under this Agreement without the prior written consent of the other
party, which consent shall not be unreasonably withheld.
16. GOVERNING LAW
This Agreement shall be governed by, construed, and enforced in accordance
with the internal laws, but not the conflicts of laws rules, of the State of Illinois.
The forum for resolving any disputes concerning the parties’ respective
performance or failure to perform under this Agreement shall be the Circuit
Court for the Eighteenth Judicial Circuit, DuPage County, Illinois.
17. CONTRACT TERM
The Term of this Contract will be for the four (4) calendar years (2023-2026).
The first-year rates shall be in effect for the 2023 calendar. The 2nd, 3rd and 4th
years will extend for annual periods thereafter.
18. COMPLIANCE WITH LAWS
Proposer, in performing the work and fulfilling its obligations under the contract
must comply with all applicable provisions of the federal, State, and local laws,
regulations, rules, and orders.
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19. NON-WAIVER OF RIGHTS
No failure of the Village to exercise any power given to it hereunder or to insist
upon strict compliance by the proposer with its obligations hereunder, and no
custom or practice of the Village at variance with the terms hereof, and no
payment made constitutes a waiver of the Village’s right to demand exact
compliance with the terms hereof.
20. LIENS, CLAIMS, ENCUMBRANCES
Proposer warrants and represents that all the goods and materials ordered
herein are free and clear of all liens, claims, or encumbrances of any kind. If at
any time any notice of any lien is filed for or by reason of any equipment,
materials, supplies, or other item furnished, labor performed, or other thing
done in connection with the equipment or this Contract, then Proposer shall,
promptly and without charge, discharge, remove, or otherwise dispose of such
lien, or, if permitted by the Village, furnish a bond or other collateral satisfactory
to the Village to indemnify the Village against such lien. Until such discharge,
removal, or disposition, or furnishing of any permitted bond or other collateral,
the Village shall have the right to retain from any money payable under this
Contract an amount that the Village, in its sole judgment, deems necessary to
satisfy such lien and to pay the costs and expenses, including attorneys’ fees
and administrative expenses, of any actions brought in connection therewith or
by reason thereof.
21. NEGOTIATIONS
The Village reserves the right to negotiate specifications, terms, and conditions
which may be necessary or appropriate to the accomplishment of the purpose of
the RFP. The Village may require the entire proposal be made an integral part of
the resulting contract. This implies that all responses, supplemental information,
and other submissions provided by the proposer during discussions or
negotiations will be held by the Village as contractually binding on the successful
proposer.
22. PROPOSERS RESPONSIBILITIES
The selected Proposer will be required to assume responsibility for all services
offered in this proposal. The Village will consider the selected Proposer to be
the sole point of contact with regard to contractual matters, including payment
of any and all charges resulting from the contract.
23. FORCE MAJEURE
A force majeure occurrence is an event or effect that cannot be reasonably
anticipated or controlled and is not due to the negligence or willful misconduct
of the affected party.
Unless otherwise agreed in the agreement between the parties expressly or
impliedly, where a party to a agreement fails to perform one or more of its
contractual duties, the consequences set out in this clause will follow if and
to the extent that the party proves: (a) that its failure to perform was caused
by an impediment beyond its reasonable control; (b) that it could not
reasonably have been expected to have taken the occurrence of the
impediment into account at the time of the signing of the contract; and (c)
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that it could not reasonably have avoided or overcome the effects of the
impediment.
A party invoking this clause shall be presumed to have established the
conditions described in the preceding paragraph in the case of the
occurrence including, but not limited to, one or more of the following
impediments or other similar causes beyond the control of the proposer or the
Village in the performance of the agreement where non-performance, by
exercise of reasonable diligence, cannot be prevented:
• acts of God or natural disaster such as but not limited to violent storm,
cyclone, typhoon, hurricane, tornado, blizzard, earthquake, volcanic activity,
landslide, tidal wave, tsunami, flood, damage or destruction by lightning,
drought;
• acts of war (whether declared or not), armed conflict or the serious threat
of the same (including but not limited to hostile attack, blockade, military
embargo), hostilities, invasion, act of a foreign enemy, extensive military
mobilization;
• civil war, riot, rebellion, revolution, military or usurped power, insurrection,
civil commotion or disorder, mob violence, act of civil disobedience;
• acts of public enemies , acts of terrorism, sabotage, or piracy;
• plague, epidemic, pandemic, outbreaks of infectious disease or any
other public health crisis, including quarantine or other employee
restrictions;
• act of authority whether lawful or unlawful, compliance with any law or
governmental order, rule, regulation or direction, curfew restriction,
expropriation, compulsory acquisition, seizure of works, requisition,
nationalization;
• explosion, fire, destruction of machines, equipment, factories and of any
kind of installation, prolonged break -down of transport, telecommunication,
or electric current;
• general labor disturbance such as but not limited to boycott, strike and
lock-out, go-slow, occupation of factories and premises;
• shortage or inability to obtain critical material or supplies to the extent not
subject to the reasonable control of the subject Party.
The affected party shall provide the other party with written notice of any force
majeure occurrence as soon as the delay is known and provide the other party
with a written contingency plan to address the force majeure occurrence.
Furthermore, the affected party shall use its commercially reasonable efforts
to resume proper performance within an appropriate period of time.
Notwithstanding the foregoing, if the force majeure condition continues beyond
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30 days, the parties to the agreement shall jointly decide on an appropriate
course of action that will permit fulfillment of the parties’ objectives under the
contract.
Proposer shall not be entitled to an adjustment in agreement price or other
non-price related items caused by or within the control of proposer. Delay,
disruption, and interference attributable to and within the control of a
subcontractor or supplier shall be deemed to be within the control of proposer.
Section 2. Proposal Instructions
A. General Information
Three (3) copies of the proposal shall be submitted in a sealed envelope to:
Rania Serences
Purchasing and Budgeting Coordinator
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
and clearly marked on the outside of the envelope “Tree Maintenance Services” on or
before 3:00 p.m., Thursday, June 29, 2023. Any proposal received after this date and
time will be refused.
B. Documents/Information to be Submitted:
Proposal Form
References
Statement of Qualifications
• Provide background information on your firm including, but not
limited to, the age of the business, the number of employees, and
pertinent financial data that will permit the Village to determine
the capability of the proposer to meet all contractual
requirements.
• List the abilities, qualifications, and experience of the persons
who would be assigned to the engagement and their experience
on similar contracts.
Terms and Conditions
• List any terms and conditions which may apply to this contract
and are not included in this RFP.
Additional Information and Comments
• Include any other information you believe to be pertinent but not
specifically mentioned elsewhere.
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C. Proposal:
1. COST OF WORK:
The undersigned, acting for and on behalf of contractor and having familiarized himself
with conditions affecting the cost of the work and its performance and having carefully
examined and fully understood the entire bid package, hereby affirms, and agrees to
enter into a contract with the Village of Oak Brook, Oak Brook, IL.
To provide all supervision, labor, material, equipment, and all other expense items to
completely perform the work covered by all specifications for the work.
The undersigned submits herewith his bid as follows:
RIGHT-OF-WAY TREE PRUNING
Year 2023 2024 2025 2026
Season Winter Winter Winter Winter
Approximate
Number of
Trees 750 750 750 750
Unit Price $_________
$__________ $__________ $__________
Extended Cost $_________ $__________ $__________ $__________
Calendar Days
To complete __________ ___________ ___________ $__________
Quantity may vary by + or –20%
The Village is requesting pricing for the completion of Village Parkway and Facility
Properties Trees. At a minimum, include the following when conducting the inventory:
species, size, condition, site address, and site planting location including longitude and
latitude. Both electronic and hard copies are required.
Tree Inventory $ (to be completed by December 31,
2023)
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Time and Material Rates
(2023)
TIME & MATERIAL BASIS FOR AUTHORIZED ADDITIONAL WORK
LABOR: Straight Time Over-Time
ARBORIST $_________. ___/hour $_________. ___/hour
FOREMAN $_________. ___/hour $_________. ___/hour
SKILLED LABOR $_________. ___/hour $_________. ___/hour
COMMON LABOR $_________. ___/hour $_________. ___/hour
TOTAL PER
LABOR HOUR
$_________. ___/hour $_________. ___/hour
EQUIPMENT:
AERIAL TOWER 55ft. $__________. ___/hour Material Cost-% discount
CLAM TRUCK $__________. ___/hour from list price
LOG TRUCK $__________. ___/hour
CHIPPER $__________. ___/hour ____________%
discount
CHIPPER TRUCK $__________. ___/hour
CRANE TRUCK $__________. ___/hour
UTILITY TRUCK $__________. ___/hour
STUMPER $__________. ___/hour
SEMI TRUCK $__________. ___/hour
PICKUP TRUCK $__________. ___/hour
TREE SPADE $__________. ___/hour
DUMP DISPOSAL $__________. ___/yd.
Tree-Age TREATMENT $__________. ___/caliper inch (DBH)
Parkway Tree Planting $__________. ___/tree (tree supplied by the Village)
List any additional or equipment substitutes and their hourly rate:
Equipment Type: Hourly Rate:
____________________________________ _____________________
____________________________________ _____________________
____________________________________ _____________________
____________________________________ _____________________
ALL HAND AND HANDHELD POWER TOOLS AND EQUIPMENT SHALL BE
INCIDENTAL TO THE ABOVE COSTS.
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Time and Material Rates
(2024)
TIME & MATERIAL BASIS FOR AUTHORIZED ADDITIONAL WORK
LABOR: Straight Time Over-Time
ARBORIST $_________. ___/hour $_________. ___/hour
FOREMAN $_________. ___/hour $_________. ___/hour
SKILLED LABOR $_________. ___/hour $_________. ___/hour
COMMON LABOR $_________. ___/hour $_________. ___/hour
TOTAL PER
LABOR HOUR
$_________. ___/hour $_________. ___/hour
EQUIPMENT:
AERIAL TOWER 55ft. $__________. ___/hour Material Cost-% discount
CLAM TRUCK $__________. ___/hour from list price
LOG TRUCK $__________. ___/hour
CHIPPER $__________. ___/hour ____________%
discount
CHIPPER TRUCK $__________. ___/hour
CRANE TRUCK $__________. ___/hour
UTILITY TRUCK $__________. ___/hour
STUMPER $__________. ___/hour
SEMI TRUCK $__________. ___/hour
PICKUP TRUCK $__________. ___/hour
TREE SPADE $__________. ___/hour
DUMP DISPOSAL $__________. ___/yd.
Tree-Age TREATMENT $__________. ___/caliper inch (DBH)
Parkway Tree Planting $__________. ___/tree (tree supplied by the Village)
List any additional or equipment substitutes and their hourly rate:
Equipment Type: Hourly Rate:
____________________________________ _____________________
____________________________________ _____________________
____________________________________ _____________________
____________________________________ _____________________
ALL HAND AND HANDHELD POWER TOOLS AND EQUIPMENT SHALL BE
INCIDENTAL TO THE ABOVE COSTS.
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Time and Material Rates
(2025)
TIME & MATERIAL BASIS FOR AUTHORIZED ADDITIONAL WORK
LABOR: Straight Time Over-Time
ARBORIST $_________. ___/hour $_________. ___/hour
FOREMAN $_________. ___/hour $_________. ___/hour
SKILLED LABOR $_________. ___/hour $_________. ___/hour
COMMON LABOR $_________. ___/hour $_________. ___/hour
TOTAL PER
LABOR HOUR
$_________. ___/hour $_________. ___/hour
EQUIPMENT:
AERIAL TOWER 55ft. $__________. ___/hour Material Cost-% discount
CLAM TRUCK $__________. ___/hour from list price
LOG TRUCK $__________. ___/hour
CHIPPER $__________. ___/hour ____________%
discount
CHIPPER TRUCK $__________. ___/hour
CRANE TRUCK $__________. ___/hour
UTILITY TRUCK $__________. ___/hour
STUMPER $__________. ___/hour
SEMI TRUCK $__________. ___/hour
PICKUP TRUCK $__________. ___/hour
TREE SPADE $__________. ___/hour
DUMP DISPOSAL $__________. ___/yd.
Tree-Age TREATMENT $__________. ___/caliper inch (DBH)
Parkway Tree Planting $__________. ___/tree (tree supplied by the Village)
List any additional or equipment substitutes and their hourly rate:
Equipment Type: Hourly Rate:
____________________________________ _____________________
____________________________________ _____________________
____________________________________ _____________________
____________________________________ _____________________
ALL HAND AND HANDHELD POWER TOOLS AND EQUIPMENT SHALL BE
INCIDENTAL TO THE ABOVE COSTS.
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Time and Material Rates
(2026)
TIME & MATERIAL BASIS FOR AUTHORIZED ADDITIONAL WORK
LABOR: Straight Time Over-Time
ARBORIST $_________. ___/hour $_________. ___/hour
FOREMAN $_________. ___/hour $_________. ___/hour
SKILLED LABOR $_________. ___/hour $_________. ___/hour
COMMON LABOR $_________. ___/hour $_________. ___/hour
TOTAL PER
LABOR HOUR
$_________. ___/hour $_________. ___/hour
EQUIPMENT:
AERIAL TOWER 55ft. $__________. ___/hour Material Cost-% discount
CLAM TRUCK $__________. ___/hour from list price
LOG TRUCK $__________. ___/hour
CHIPPER $__________. ___/hour ____________%
discount
CHIPPER TRUCK $__________. ___/hour
CRANE TRUCK $__________. ___/hour
UTILITY TRUCK $__________. ___/hour
STUMPER $__________. ___/hour
SEMI TRUCK $__________. ___/hour
PICKUP TRUCK $__________. ___/hour
TREE SPADE $__________. ___/hour
DUMP DISPOSAL $__________. ___/yd.
Tree-Age TREATMENT $__________. ___/caliper inch (DBH)
Parkway Tree Planting $__________. ___/tree (tree supplied by the Village)
List any additional or equipment substitutes and their hourly rate:
Equipment Type: Hourly Rate:
____________________________________ _____________________
____________________________________ _____________________
____________________________________ _____________________
____________________________________ _____________________
ALL HAND AND HANDHELD POWER TOOLS AND EQUIPMENT SHALL BE
INCIDENTAL TO THE ABOVE COSTS.
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2. COSTS:
The undersigned contractor hereby affirms and states the prices proposed herein
constitute the total cost to the Village for all services involved in the respective items
and that this cost also includes all insurance, royalties, transportation charges, use of
all tools and equipment, superintendence, overhead expense, all profits and all other
work, services and conditions necessarily involved in the work to be done and
materials to be furnished in accordance with the requirements of the contract
documents considered severally and collectively. All proposals shall be held valid for a
period of ninety (90) days after the bid due date.
3. PRE-PROPOSAL MEETING:
None.
4. INSTRUCTIONS TO PROPOSERS:
The undersigned contractor shall comply with the Proposal Instructions hereto and
which are incorporated herein by reference.
5. TIME OF COMPLETION:
The undersigned affirms and declares that if awarded the contract for these services,
he will completely perform said contract in strict accordance with its terms and
conditions including the Pruning Schedule. Should the contractor fail to complete the
work within the number of calendar days stipulated in the contract or within such
extended time as may have been allowed, the contractor shall be liable to the Village
in the amount of Two Hundred and Fifty Dollars ($250) per calendar day of overrun in
contract time, not as a penalty, but as liquidated damages.
6. BID GUARANTEE:
None.
Firm Name:
Address:
City, State, ZIP:
Signature:
Name Printed:
Title:
Telephone: Date: _______________________
If a Corporation:
ATTEST:
____________________________
Secretary
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D. References
Your Company Name:
(Please Print)
The Proposer shall list five (5) current references with needs similar to the Village of Oak
Brook for whom Proposer has provided comparable services. Please include company
name, address, telephone number, year(s) employed by referenced firms, contact person,
and type of work you performed for that entity.
1. Company Name/Municipality:
Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
2. Company Name/Municipality:
Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
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3. Company Name/Municipality:
Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
4. Company Name/Municipality:
Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
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5. Company Name/Municipality:
Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
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E. Proposers Certification
The undersigned, being first duly sworn an oath, deposes and states that he has the authority
to make this certification on behalf of the proposer for the construction, product, commodity, or
service briefly described as follows:
“Tree Maintenance Services”
1) The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the Illinois
Compiled Statutes, 1993, the proposer is not barred from bidding on this agreement as
a result of a conviction for the violation of State of Illinois laws prohibiting bid-rigging or
bid-rotating.
2) The undersigned states under oath that, pursuant to Chapter 65, Section 5/11-42.1-1
of the Illinois Compiled Statutes, 1993, the proposer is not delinquent in the payment
of any tax administered by the Illinois Department of Revenue.
3) The undersigned certifies that, pursuant to Chapter 775, Section 5/2-105. of the Illinois
Compiled Statutes, 1993, the proposer has a written sexual harassment policy in place
including the following information:
a) An acknowledgment of the illegality of sexual harassment.
b) The definition of sexual harassment under State law.
c) A description of sexual harassment, utilizing examples.
d) The Consultant’s internal complaint process including penalties.
e) The legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights and the Human Rights Commission.
f) Directions on how to contact the Department or the Commission.
This business firm is: (check one)
_____ Corporation _____ Partnership _____ Individual
Firm Name: __________________________________________________
Address: ___________________________________________________
City, State, ZIP:
Signature: ___________________________________________________
Name Printed: ________________________________________________
Title:
Telephone: __________________________ Date: ____________________
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ATTEST:
___________________________
-SEAL-
SUBSCRIBED AND SWORN TO
before me this ______ day
of _____________, 2023.
_____________________________
Notary Public
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F. Sexual Harassment Policy
hereinafter referred to as “Proposer”
having submitted a bid/proposal for Tree Maintenance Services to the Village of Oak Brook,
DuPage/Cook Counties, Illinois, hereby certifies that said Proposer has a written sexual
harassment policy in place in full compliance with 775 ILCS 5/2-105(A)(4) including the
following information:
1) An acknowledgment of the illegality of sexual harassment.
2) The definition of sexual harassment under State law.
3) A description of sexual harassment, utilizing examples.
4) The proposer’s internal complaint process including penalties.
5) The legal recourse, investigative and complaint process available through the Illinois
Department of Human Rights and the Human Rights Commission.
6) Directions on how to contact the Department or the Commission.
7) An acknowledgment of protection of a complaint against retaliation as provided in
Section 6-101 of the Human Rights Act.
Each proposer must provide a copy of such written policy to the Illinois Department of Human
Rights upon request.
By:
Authorized Agent of Proposer
Subscribed and sworn to
before me this _____ day
of , 2023
___________________________________
Notary Public
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Section 3. Review Process
A. Evaluation of Proposals and Selection
The proposals received will be evaluated by the Village on the basis of professional
qualifications, previous experience on similar projects, key personnel assigned to the
project, satisfaction of previous clients on work performed for them, current billing rates of
the firm, and the proposal that best meets the needs of the Village. Firms will be contacted
during the evaluation if further information is needed. The Village may choose to interview
one or more firms before final selection is made.
This Request for Proposal does not commit the Village to award a contract, to pay any
costs incurred in the preparation of a proposal based on this request, or to procure or
contract for services. All proposals submitted in response to this Request for Proposal
become the property of the Village. The Village reserves the right to accept or reject any or
all proposals received as a result of this request, to negotiate with qualified consultants, or
to cancel in part or in its entirety the Request for Proposal, if it is in the best interest of the
Village to do so. The Village may require the proposer selected to participate in
negotiations concerning contract price or the nature and extent of services to be provided.
The results of such negotiations shall be incorporated into the final contract between the
Village and the proposer.
B. Basis of Award
Village staff will perform an evaluation of the proposals received. Appropriate finalist(s)
may be interviewed by the Village, after which a selection will be made.
The Village reserves the right to reject any or all proposals and to waive any informality or
technical error and to accept any proposal deemed most favorable to the interests of the
Village. The Village will review proposals based on the following criteria:
1. Compliance with RFP. Adherence to all conditions and requirements of the RFP.
2. Understanding of the Project. The proposers understanding of the engagement, the
Village’s objectives, and the nature and scope of the work involved.
3. Services to be Provided. The exact type and nature of the proposers proposed
services and how they accomplish the objectives of the project.
4. Qualifications of the Proposer. The proposer’s capability in all respects to perform
fully all contract requirements, and the integrity and reliability which will assure good
faith performance. This criterion includes:
• The experience of the firm and its record on projects of a similar nature.
• The availability of necessary personnel and other resources to successfully
complete the project specified herein on a timely basis.
5. Costs. Proposed contract price.
6. Ability, capacity, and skill to fulfill the contract as specified.
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7. Ability to supply the commodities; provide the services or complete the construction
promptly, or within the time specified, without delay or interference.
8. Character, integrity, reputation, judgment, experience, and efficiency.
9. Quality of performance on previous contracts.
10. Previous and existing compliance with laws and ordinances relating to the contract.
11. Sufficiency of financial resources.
12. Quality, availability and adaptability of the commodities, services, or construction, in
relation to the Village’s requirements.
13. Ability to provide future maintenance and service under the contract.
14. Number and scope of conditions attached to the proposal.
15. Record of payments for taxes, licenses, or other monies due the Village.