RFB 2026 Tree and Stump Removal 3.25.26

Request for Bids
Village of Cary
2026 Tree and Stump Removal
03/25/2026
This Request for Sealed Bids (RFB) is for the purpose of contracting with a qualified firm to provide all labor,
equipment, and materials necessary for the removal of trees and stump grinding of trees; disposal of removed
debris, site restoration; traffic control; and all other work specified herein within public right-of-way.
Prospective bidders are welcome to visit each removal location for inspection prior to bidding and must remain
on public property when viewing. A site visit with Village staff in attendance will not be scheduled.
Any communication regarding this RFB between the date of issue and the date of award is required to go
through the Contact Person listed below. Unauthorized contact with other Village staff is strictly forbidden.
GENERAL REQUIREMENT:
This is a Request for Sealed Bids. Bids will be opened and read publicly. The Village reserves the right to evaluate
bids for completeness and qualifications. One (1) original copy is to be submitted at the address below. No
electronic submission is allowed.
Mailing/Shipping Address:
Village of Cary
Attn: Caty Ward, Capital Projects Manager
755 Georgetown Drive
Cary, IL 60013
Drop-Off In-Person:
Same as Mailing Address.
8:30 am to 5:00 pm, Monday-Thursday, excluding holidays
8:30 am to 12:00 pm, Friday, excluding holidays
Contact Person:
Caty Ward
Capital Projects Manager
cward@caryillinois.com | (847) 639-0003 x 8106
SUBMISSION DATE AND TIME:
By 11:00 AM (CST), Monday, April 13th, 2026
Bids received after the submittal time will be rejected and returned unopened to the sender.
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Schedule of Events
03/25/2026 RFB Available on DemandStar/Euna OpenBids
04/06/2026 Contractor Questions Submitted via Email to cward@caryillinois.com by 12:00 PM
04/07/2026 Vendor Questions Answered via Addendum on DemandStar/Euna OpenBids by 3:00 PM
04/13/2026 Bids Due by 11:00 AM (CST) and Public Bid Opening at the Cary Municipal Center
GENERAL INFORMATION
TERMS AND CONDITIONS
RESERVED RIGHTS
The Village reserves the right at any time and for any reason to cancel this RFB and to reject any or all bids,
or to accept a portion of the bid or any alternate bid. The Village reserves the right to waive any immaterial
defect in any proposal. Unless otherwise specified by the offeror, the Village has no less than one hundred
and twenty (120) days to accept. The Village may seek clarification from the contractor at any time and
failure to respond promptly is cause for rejection. The Village may require submission of the best and final
offers.
INCURRED COSTS
The Village will not be liable in any way for any costs incurred by respondents in replying to this RFB.
AWARD
Award shall be made by the Village to the most responsive and responsible contractor whose bid is
determined to be the most advantageous, taking into consideration price and the evaluation criteria set
forth herein below.
NON-DISCRIMINATION
Contractor shall comply with the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq., as amended and any
rules and regulations promulgated in accordance therewith. Including, but not limited to the Equal
Employment Opportunity Clause, Illinois Administrative Code, Title 44, Part 750 (Appendix A), 775 ILCS 5/1-
102, which is incorporated herein by reference, and constituting of a written EEO Policy and a workforce
profile that demonstrates its EEO practices. Furthermore, the Contractor shall comply with the Public Works
Employment Discrimination Act, 775 ILCS 10/0.01 et seq., as amended. The Contractor must have a written
sexual harassment policy, which meets Illinois State Statutes, 775 ILCS, 15/3.
SECURITY
The Contractor represents and warrants to the Village that neither it nor any of its principals, shareholders,
members, partners or affiliates, as applicable, is a person or entity named as a Specially Designated National
and Blocked Person (as defined in Presidential Executive Order 13224) and that it is not acting, directly or
indirectly, for or on behalf of a Specially Designated National and Blocked Person. The Contractor further
represents and warrants to the Village that the Contractor and its principals, shareholders, members, partners,
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or affiliates, as applicable, are not directly or indirectly, engaged in, and are not facilitating, the transactions
contemplated by this Agreement on behalf of any person or entity named as Specially Designated National
and Blocked Person. The Contractor hereby agrees to defend, indemnify and hold harmless the Village, the
Corporate Authorities, and all Village elected or appointed officials, officers, employees, agents,
representatives, engineers and attorneys, from and against any and all claims, damages, losses, risks, liabilities,
and expenses (including reasonable attorneys' fees and costs) arising from or related to any breach of the
foregoing representation and warranties.
OSHA REQUIREMENTS
The Occupational Safety and Health Act of 1970 (OSHA) "guarantees workers the right to a safe and
healthful workplace". Under Section 5(a) (1) of the OSHA Act, the employer must "furnish to each of his
employees' employment and a place of employment which are free from recognized hazards that are
causing or likely to cause death or serious physical harm to his employees."
There are times when the Village must hire entities and individuals (contractors) to perform services. To
this end, contractors hired by the Village must perform their duties in a manner that is compliant with all
state and federal health and safety laws and industry guidelines. It is the responsibility of the contractor
to ensure that their personnel and subcontractors comply with all state and federal health and safety laws
and regulations and industry guidelines, including, but not limited to those set forth by: OSHA and related
regulations, the Safety Inspection and Education Act, the Health and Safety Act, the National Institute of
Occupational Safety and Health, the National Fire Protection Association, the Centers for Disease Control,
American Industrial Hygiene Association, the American Council of Governmental Industrial Hygienists, the
Environmental Protection Agency, and the Department of Transportation.
RIGHT TO PROTEST
Any actual or prospective bidder or Contractor who is aggrieved in connection with the solicitation or award
of a Contract may protest to the Contact Person. Any protest must be submitted in writing within ten (10)
calendar days from the issuance of the solicitation, addendum, and notice of award or other decision by the
Public Works Department.
ADDENDUM
Should the Contractor require any additional information about this Bid, please contact the Contact Person
with any questions by the deadline as outlined in the schedule of events. ANY AND ALL changes to these
specifications are valid only if they are included by Written Addendum to All Bidders. No interpretation of the
meaning of the plans, specifications, or other contract documents will be made orally. Failure of the bidder
to receive any such addendum or interpretation shall not relieve the bidder from obligation under this Bid as
submitted. All addenda so issued shall become part of the bid documents. Failure to request an interpretation
constitutes a waiver to later claim that ambiguities or misunderstandings caused by a bidder to improperly
submit a bid.
Response to these questions will be made by means of an addendum and posted on DemandStar/Euna
OpenBids. Only the Director of Public Works or someone designated by the Director of Public Works has the
authority to issue an addendum.
Addenda are written instruments issued by the Village prior to the date for receipt of bids, which modify or
interpret the Bid by addition, deletions, clarifications or corrections.
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Prior to the receipt of bids, addenda will be posted. Each contractor shall ascertain prior to submitting a bid
that all addenda issued have been received and, by submission of a bid, such act shall be taken to mean that
such contractor has received all addenda and that the contractor is familiar with the terms thereof and
understands fully the contents of the addenda. Addenda shall also be acknowledged by the bidder by
returning each issued addendum, signed, with the bid.
TAXES
The Village is exempt from paying Illinois Use Tax, Illinois Retailers Occupation Tax, and Federal Excise Tax.
PAYMENTS
Payment shall be made in accordance with applicable provisions of the "Local Government Prompt
Payment Act."
CONTRACTOR RESPONSIBILITIES
The selected Contractor will be required to assume responsibility for all services offered in this proposal.
The Village will consider the selected Contractor to be the sole point of contact with regard to contractual
matters, including payment of any and all charges resulting from the contract.
Any contract resulting from this RFB may not be assigned, in whole or in part without written consent of
the Village. If the Contractor attempts to make such an assignment without the written consent of the
Village, the Contractor shall nevertheless remain legally responsible for all obligations under the Contract.
INTERPRETATION or CORRECTION of REQUEST for BIDS
Contractors shall promptly notify the Contact Person of any ambiguity, inconsistency, or error, which they
may discover upon examination of the Requests for Bids.
Interpretations, corrections, and changes to the Request for Bid will be made by addendum.
Interpretations, corrections, or changes made in any other manner will not be binding.
COMPLIANCE WITH LAWS
The bidder hereto covenants and agrees to comply with all applicable federal, state, and local laws, codes,
ordinances, rules and regulations. Failure to comply with the terms of this provision shall constitute a
breach of contract and permit the Village to terminate this (Request for Bids) in accordance with the
termination provisions stated herein.
RECOURSE for UNSATISFACTORY MATERIALS
Payment shall be contingent upon the Village's inspection of and satisfaction with completed work. Any
defective work or materials, non-conformance to bid specifications, damaged materials, or unsatisfactory
installation shall be corrected to the Village's satisfaction by the successful bidder at no additional charge.
TERMINATION
Failure to comply with the terms and conditions herein stated shall be cause for cancellation of the contract.
The Village will give written notice of unsatisfactory performance, and the Contractor will be allowed thirty
(30) days to take corrective action and accomplish satisfactory control. If at the end of the thirty days, the
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Village deems the Contractor's performance still unsatisfactory, the contract shall be canceled. The exercise
of its right of cancellations shall not limit the Village's right to seek any other remedies allowed by law.
The successful bidder will agree that the resulting contract is made subject to available budgetary
appropriations and shall not create any obligation on behalf of the Village in excess of such appropriations.
In the event that no funds or insufficient funds are appropriated and budgeted, this Contract shall
terminate without penalty or expense to the Village thirty (30) days after written notification of
termination from the Village.
The successful bidder will agree that pursuant to requirements imposed under Illinois law, the Village shall
have 120 days after each election of Village board members to terminate this Contract, without cause and
without penalty.
REJECTION of BIDS, WAIVER of IRREGULARITIES
The Village reserves the right to reject any or all bids, to waive irregularities, and to accept that bid which is
considered to be in the best interest of the Village. Any such decision shall be considered final.
DELIVERY
Delivery will be considered in making the award and the bidders shall state, in the spaces provided expected
delivery after receipt of order. Failure to meet said delivery promises without prior consent of the Village will
be considered a breach of faith.
QUALIFICATIONS
Each firm submitting an RFB for this project shall submit detailed information concerning the professional
qualifications of the individual(s) assigned to carry out this project. Relevant project experience, logistical
capabilities and other relevant support data regarding the firm and assigned personnel must be included.
Each firm submitting a proposal for this project must provide at least three (3) references where projects
of a similar nature have been successfully completed and implemented. These references should provide
the name and address of the entity where the project was completed as well as a contact person.
TRAFFIC CONTROL
The Contractor shall coordinate in a manner approved by the Village that will cause as little inconvenience
to traffic as possible. The Contractor shall obtain, erect, maintain, and remove all signs barricades, flagmen,
and other traffic control devices as may be necessary for the purpose of regulating, warning, or guiding
traffic. Placement and maintenance of all traffic control devices shall be the responsibility of the Contractor
and in accordance with acceptable parts of Article 107.14 of Standard Specifications and the Illinois
Manual on Uniform Traffic Control Devices for Streets and Highways. All traffic protection will be
considered incidental to the cost of the Contract and will not be paid for separately. Roadways shall remain
open to two-way traffic during construction. Temporary lane closures with flagging may be acceptable with
necessary permits No roadway closures will be permitted without written consent from the Director of
Public Works. The Contractor shall be responsible for acquiring any traffic control requirements, permits,
permissions from Illinois Department of Transportation on any IDOT maintained roadways and right of
ways as well as McHenry County Department of Transportation for any county-maintained roadways and
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right of ways. Any damage to property, roadway, or concrete by the contractor will be the contractor's
responsibility to replace to preexisting or better condition.
INSURANCE
General The successful bidder shall maintain for the duration of the contract and any extensions thereof,
at bidder's expense, insurance that includes "Occurrence" basis wording and is issued by a company or
companies qualified to do business in the State of Illinois that are acceptable to the Village, which generally
requires that the company(ies) be assigned a Best's Rating of A or higher with a Best's financial size
category of Class XIV or higher, in the following types and amounts:
a) Commercial General Liability in a broad form, to include, but not limited to, coverage for the
following where exposure exists: Bodily Injury and Property Damage, Premises/Operations,
Independent Contractors, Products/Completed Operations, Personal Injury and Contractual
Liability; limits of liability not less than:
$1,000,000 per occurrence and $2,000,000 in the aggregate;
b) Business Auto Liability to include, but not be limited to, coverage for the following where exposure
exists: Owned Vehicles, Hired and Non-Owned Vehicles and Employee Non-Ownership; limits of
liability not less than:
$1,000,000 per occurrence combined single limit for:
Bodily Injury Liability and Property Damage Liability;
c) Workers' Compensation Insurance to cover all employees and meet statutory limits in compliance
with applicable state and federal laws. The coverage must also include Employer's Liability with
minimum limits of $100,000 for each incident.
EVIDENCE of INSURANCE
The successful bidder agrees that with respect to the above-required insurance that:
(a) The Village shall be provided with Certificates of Insurance evidencing the above required
insurance, prior to commencement of the contract and thereafter with certificates evidencing
renewals or replacements of said policies of insurance at least fifteen (15) days prior to the
expiration or cancellation of any such policies; the contractor shall additionally add the Village as
an "additionally insured" on relevant insurance policies;
(b) The contractual liability arising out of the contract shall be acknowledged on the Certificate of
Insurance by the insurance company;
(d) (c) The Village shall be provided with thirty (30) days prior notice, in writing,
of Notice of Cancellation or material change and said notification requirement shall be
stated on the Certificate of Insurance;
(e) Subcontractors, if any, comply with the same insurance requirements. In addition to
being named as an additional insured on the Certificate of Insurance, each liability policy
shall contain an endorsement naming the Village as an additional insured. A copy of the
endorsement shall be provided to the Village along with the Certificate of Insurance; and
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(f) Village of Cary
755 Georgetown Drive
Cary, IL 60013
(e) Insurance Notices and Certificates of Insurance shall be provided to:
Village of Cary
755 Georgetown Drive
Cary, IL 60013
The Contact Person shall be provided with Certificates of Insurance evidencing the above required insurance
prior to the commencement of this Agreement and thereafter with the certificates evidencing renewals or
changes to said policies of insurance at least fifteen (15) days prior to the expiration or cancellation of any
such policies.
The Village shall be named as additional insured on all liability policies, and the parties acknowledge that any
insurance maintained by the Village shall apply in excess of, and not contribute to, insurance provided by
successful bidder.
The contractual liability arising out of the Agreement shall be acknowledged on the Certificate of Insurance
by the insurance company. The Village shall be provided with thirty (30) days prior notice, in writing, of Notice
of Cancellation or material change, and said notification requirements shall be stated on the Certificate of
Insurance.
Acceptance or approval of insurance shall in no way modify or change the indemnity or hold harmless clauses
in this agreement, which shall continue in full force and effect.
HOLD HARMLESS CLAUSE
The Contractor agrees to indemnify, save harmless and defend the Village, their agents, servants, and
employees, and each of them against and hold them harmless from any and all lawsuits, claims, demands,
liabilities, losses and expenses, including court costs and attorney's fees, for or on account of any injury to
any person, or any death at any time resulting from such injury, or any damage to property, which may
arise or which may be alleged to have arisen out of or in connection with the work covered by this contract.
The foregoing indemnity shall apply except if such injury, death or damage is caused directly by the willful
and wanton conduct of the Village, their agents, servants, or employees or any other person indemnified
hereunder.
CHOICE OF LAW AND VENUE
The bidder agrees that this bid has been executed and delivered in Illinois and that their relationship and
any and all disputes, controversies or claims arising under this bid or any resulting contract shall be
governed by the laws of the State of Illinois, without regard to conflicts of laws principles. The bidder
further agrees that the exclusive venue for all such disputes shall be the Circuit Court of the 22nd Judicial
Circuit of McHenry County, Illinois, and the bidder hereby consent to the personal jurisdiction thereof.
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EVALUATION
Evaluation of proposals will be done by the Village staff. Bids will be evaluated on experience in doing
projects of a similar nature and adherence to specifications.
DIRECTIONS FOR SUBMISSION
Qualified individuals or firms are to submit one (1) original of the completed proposal along with any
support documentation.
All data and documentation submitted as part of this RFB shall become the property of the Village. After
award of this contract, all responses, documents, and materials contained in the RFB shall be considered
public information and will be made available for inspection in accordance with the Illinois Freedom of
Information Act.
All bids must be received no later than 11:00 AM on Monday, April 13th, 2026. Absolutely no bid will be
accepted after the time specified. Late proposals shall be rejected and returned unopened to the sender.
The Village does not prescribe the method by which proposals are to be transmitted; therefore, it cannot
be held responsible for any delay, regardless of reason, in the transmission of proposals.
ENVELOPES OR EMAILS ARE TO BE CLEARLY MARKED WITH THE RFB TITLE, TIME & DATE OF OPENING.
SUBMITTAL
Submit one (1) bid, multiple bids will not be accepted.
PRICING
The price offered shall be firm for at least 120 days after the latest time specified for submission of
proposals and thereafter until written notice is received from bidder. A schedule of values must be
provided by the Contractor prior to work commencing.
FREIGHT
Freight is all inclusive unless otherwise stated.
FUEL SURCHARGE
The Village does NOT accept any fuel surcharges.
EXPECTATION FOR EQUIPMENT/HARDWARE
It is the Village's expectation that the Contractor will provide all necessary equipment/hardware for
completing the work specified herein.
PROJECT PERMITTING
The Contractor shall be responsible for all permits and permit fees as may be required to
accomplish the work of this Contract. The Contractor shall be required to comply with all provisions of each
of the permits issued, post the necessary bonds in the required amounts, and furnish the necessary insurance
certificates. The contractor is responsible for notifying the contact person when the permit application has
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been submitted and providing progress updates on permit applications when requested. Any permit delays
and reason for permit delays will be communicated to the contact person immediately.
PROPERTY OWNER COORDINATION
The Contractor is responsible for coordinating work with the Owner and receiving approval to proceed with
work. The Contractor shall provide the owner with a work schedule within one week of the pre-construction
meeting. The Contractor shall notify the Owner of any changes to the work schedule and provide an
updated work schedule at the request of the Owner.
PROJECT TIMELINE
The contractor shall have sixty (60) days to complete the project from first mobilization. The Contractor is
prohibited from starting work prior to May 1, 2026. Substantial completion requires that all trees and tree
stumps are fully removed and landscape restoration is complete.
Substantial Completion: sixty (60) days from first mobilization.
Final Completion: No later than October 30, 2026
LIQUIDATED DAMAGES
Failure to comply with the substantial and final completion dates, including the landscape restoration, shall
result in the enforcement of liquidated damages in the amount of $250.00 per day for each and every calendar
day that the construction and restoration remain incomplete.
SITE CONDITIONS
The job site shall always be maintained with a neat and orderly appearance. Materials, equipment, and tools
no longer needed shall be removed or relocated in a timely manner. The Contractor shall complete removal
or cleanup of items requested by the Village within 24 hours unless otherwise specified.
The Contractor is responsible for work progressing in a timely manner, and work shall not remain in an
uncompleted state for long periods of time.
The Village is not responsible for site safety. The Bidder is solely and exclusively responsible for removal means,
methods, technologies, and site safety.
Waste/debris disposal is the responsibility of the contractor. Waste/debris disposal is prohibited at Village
owned property.
WARRANTY
Contractor warrants and guarantees to the Owner (Village) that all work will be in accordance with the
contract documents and will not be defective. Restoration including, but not limited to, concrete, asphalt, and
landscaping is under warranty for one year from the date of work completed. Contractor shall repair or replace
defective work within ten (10) business days of written notice.
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BID BOND
A bid bond for not less than five (5) percent of the bid amount must accompany all bids as a guarantee that if
the bid is accepted, the bidder will execute and file the proper contract. A bank cashier's check or certified
check equal to the amount specified is acceptable in lieu of a bid bond.
PAYMENT AND PERFORMANCE BONDS
Payment and performance bonds will not be required for contracts less than $50,000.00
Bid securities shall be released as follows:
1. The successful Bidder's security shall be retained until the required performance bond has
been furnished.
2. Bid securities of the proposing Bidders shall be held until the successful Bidder's performance
bond has been furnished, at which time the bid securities will be promptly returned to the
unsuccessful Bidders.
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