Tree Purchase and Planting Program

2026/2027 Tree Purchase and Planting
Program Due Date: September 28, 2026
Dear Sir or Madam,
The Village of Glendale Heights is presently seeking bids/proposals for the Fall 2026 and Spring 2027
and Fall 2027 Purchase and Planting Program for Replacement Parkway Trees within the Village
of Glendale Heights. The bid document, including specifications, has been enclosed for your review
and processing.
We encourage you to participate in our bid process and we will be happy to answer any questions you
may have regarding the enclosed documents. Thank you for your effort and time.
If I can be of further assistance, please do not hesitate to contact my office at (630) 909.5320
Respectfully,
Erin Rauscher
Management Analyst

NOTICE TO BIDDERS
Village of Glendale Heights
300 Civic Center Plaza
Glendale Heights, Illinois 60139
BID NUMBER: 2026-11 PW
FALL 2026, SPRING 2027, FALL 2027 TREE PURCHASE AND PLANTING PROGRAM
BID SPECIFICATIONS AND CONTRACT DOCUMENTS
Required for Use by: Department of Public Works
Bid Guaranty: Bid bond, certified check, bank draft, cashier's check or letter of credit in
an amount of ten percent (10%) of the contract total.
Performance Bond: N/A
Pre-Bid Meeting: N/A
Date and Time Due: September 28, 2026 11:00 a.m.
Legal Notice: Daily Herald, September 17, 2026
Contact Person: Erin Rauscher, Management Analyst
In the event bidder cannot submit a bid on the requirements as set forth in the
bid documents, he or she should return the no bid form with an explanation as
to why he or she is unable to bid on these requirements. Because of the large
number of firms listed on the Village's qualified bidder's list, it is necessary to
delete from these lists the names of those persons, firms or corporations who fail
to respond after having been invited to bid on a commodity or commodities.
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NOTICE TO BIDDERS
FALL 2026, SPRING 2027, FALL 2027 TREE PURCHASE AND PLANTING
PROGRAM
VILLAGE OF GLENDALE HEIGHTS
The Village of Glendale Heights will receive sealed bids for the Purchase and Planting of
Parkway Trees throughout the Village of Glendale Heights, Glendale Heights, IL. Bids are due
and will be opened and read aloud on September 28, 2026, 11:00 AM Local Time, at the
Village Hall, 300 Civic Center Plaza, Glendale Heights Il.
The Bidding Documents and Specifications for said services may be obtained and reviewed at
the Finance Department, 300 Civic Center Plaza, Glendale Heights, during regular business
hours.
A bid bond, properly certified check, bank draft, cashier's check or letter of credit payable to the
Village of Glendale Heights for not less than ten percent (10%) of the total bid amount will be
required for each bid.
Bids shall only be withdrawn with written consent of the President and Board of Trustees of
Glendale Heights. The Village of Glendale Heights reserves the right to reject any or all bids
and to waive any informality in the bidding.
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TABLE OF CONTENTS
Bid Specification Title ................................................................................. 2
Legal Publication ......................................................................................... 3
Table of Contents ......................................................................................... 4
Request for Bid/Specification Document ................................................ 5-11
General Terms and Conditions ............................................................. 12-18
Proposal Form ....................................................................................... 19-21
Certification Statement .............................................................................. 22
Hold Harmless Statement .......................................................................... 23
Qualification of Bidder Statement ............................................................. 24
References .................................................................................................. 25
Statement of No-Bid .................................................................................. 26
Bid Label ................................................................................................... 27
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VILLAGE OF GLENDALE HEIGHTS
REQUEST FOR BIDS
PURCHASE AND PLANTING OF FALL 2026, SPRING 2027 AND FALL 2027 PARKWAY TREES
The intent of this Request for Bids as is to secure price proposals for Purchase and Planting of
Replacement Parkway Trees throughout the Village of Glendale Heights, Glendale Heights, Illinois.
All sealed bid responses shall be clearly marked and are due to the Village of Glendale Heights by no later
than 11:00 a.m. Local Time on, September 28, 2026. All bid responses are to be delivered or mailed to:
SEALED BID - "PARKWAY TREE'S"
Finance Department
Village of Glendale Heights
300 Civic Center Plaza
Glendale Heights, IL 60139
The Village shall reject any bid response that is not in the custody of the Village of Glendale Heights
Purchasing Division by 11:00 a.m. Local Time on September, 2026 without exception. All late bids
received by the Village shall be returned unopened to the vendor submitting the bid. Bids that are in
transit (U.S. Mail, Federal Express, etc.) at the aforementioned time and date shall not receive consideration
and shall be returned unopened.
It is the responsibility of each vendor submitting a bid for this project to ensure that their bid is delivered to
the Village Finance Department prior to the aforementioned time. There is a label included on the final
page of the bid document. This can be affixed to the outermost packaging of your bid submittal to further
identify its contents.
Bid responses that are shipped or mailed to the Village of Glendale Heights with postage due shall be rejected
and returned to the vendor unopened.
Bids submitted to the Village through email, a facsimile machine or by telegram or mailgram will not be
accepted.
BID OPENING
There will be a public bid opening conducted on September 28, 2026 at 11:00 a.m. Local Time at the
Village Municipal Building, Floyd Brown Room, 300 Civic Center Plaza, Glendale Heights, IL. At this
public bid opening, the names of the vendors and the prices quoted for the project shall be read aloud.
In compliance with the Americans with Disabilities Act and other applicable federal and state laws, the bid
opening will be accessible to individuals with disabilities. Persons requiring auxiliary aids and/or services
should contact the Village Purchasing Division, preferably no later than five days before the opening.
VILLAGE'S CONTACT PERSON
The Village has designated the following person as the contact person reference this Request for Bids:
Erin Rauscher, Management Analyst
erin_rauscher@glendaleheights.org
FAX: (630) 260-9548
Any explanation, clarification or interpretation desired by a Contractor regarding any part of this
bid, shall by requested from Erin Rauscher, by September 24, 2026. Requests can be emailed to
erin_rauscher@glendaleheights.org or faxed to 630-260-9548. All emails and faxes must clearly
identify the bid number and title.
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The Village will assume no responsibility for oral instruction or suggestion. All official
correspondence in regard to the specifications should be directed to and will be issued by the
Village Finance Division.
The Village's representative for technical specification is:
Vince Cassata
630-909-5163
vince_cassata@glendaleheights.org
BID SUBMITTAL
* Each vendor shall submit duplicate copies, one original and one copy, of the pricing
proposal form, specification and exception sheets.
* Any deviations from the specifications shall be explained in detail and shall
accompany the proposal.
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VILLAGE OF GLENDALE HEIGHTS
SPECIFICATIONS
FALL 2026, SPRING 2027 & FALL 2027 TREE PURCHASE AND PLANTING PROGRAM
The Village of Glendale Heights is seeking bids for the Purchase and Planting of Replacement Parkway
Trees throughout the Village.
The 2026 Fall work is to be completed by November 1st, 2026, the Spring 2027 work is to be
completed by April 30th, 2027, and Fall 2027 work is to be completed by November 1st, 2027, or as
agreed upon by the Contractor and Director of Public Works or their designee.
THE WORK UNDER THIS PROJECT FOR REPLACEMENT OF DISEASED PARKWAY TREES
IS NOT A PREVAILING WAGE PROJECT.
SCOPE OF WORK
The Village of Glendale Heights, Public Works Department, proposes to contract to plant trees as further
outlined in these specifications. This work shall consist of digging and preparing plant holes; and of
furnishing, transporting, and planting balled and burlapped plants of specified size and type at various
planting locations throughout the Village as designated by the Director of Public Works or designee. The
program itself shall provide for the replacement of dead and diseased trees previously removed.
The Village of Glendale Heights shall only accept trees grown from local nurseries certified by the
Illinois Department of Agriculture. Nursery businesses must be located within a 100-mile radius of the
Village of Glendale Heights, with at least 100 acres of quality shade tree nursery stock of suitable size
and species listed on the Schedule of Prices. The 100 acres of nursery stock are to be in a site within the
100-mile radius to assure growing conditions similar to the climate in Glendale Heights. The Village will
inspect and select trees and shrubs to be supplied at the nursery site awarded the contract, prior to the
digging and root balling process. The Village will accept bids from landscape contractors having
established relationship with the Nursery providing the tree stock under this bid. Upon request, the
Village may require a letter from the Nursery confirming the established relationship of the landscape
contractor. The bidder will solely be responsible for the warranty of the planting, and tree stock provided
under this bid.
Bidders must be registered and in Good Standing with the State of Illinois Secretary of State to conduct
business in the State of Illinois at the time of the bid opening and contract period. Failure to be registered
and in Good Standing will disqualify your bid.
The contractor is to contact Erin Rauscher, Management Analyst, in writing with any clarification
questions about the extent and nature of the work contemplated under this contract. Upon request, a
qualified Village representative will accompany the Contractor to work areas for means of further
clarification of methods and procedures.
It is the intent of the Village to have as many trees purchased and planted as possible in accordance with
the following Specifications.
GENERAL SPECIFICATIONS- TREE PLANTING
1. General - This work shall consist of digging and preparing plant holes; and of furnishing,
transporting and planting balled and burlapped plants of the specified size and type at various locations
throughout the Village as designated by the Parks Foreman or their designee. Some planting locations
will be previous planting sites; and, roots and wire baskets may be encountered. To obtain the
desired location, hand-digging of some plant holes in proximity to buried utilities may be required.
This work shall also include all incidental operations such as mulching, bracing, trunk
protection, care of living plants and replacements of unsatisfactory plants.
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2. Plant Stock - Unless otherwise approved in writing by the Parks Foreman or designee, trees
selected for planting shall be locally nursery grown within a 100-mile radius of the Village of
Glendale Heights. Plants shall be of the size and type specified, and shall be true to their name as
specified. All plants shall be tagged with a durable waterproof label containing the botanical name of
the plant. All plantings utilized to complete the program must be obtained from a single nursery source,
although the nursery may have multiple growing fields. The Village will permit stock to be from more
than one nursery as may be necessary to provide the stock requested.
All trees shall be balled and burlapped with a single layer of untreated burlap. The basal flare of trees
shall be the top of the ball. Any and all soil above the basal flare shall be removed before digging
and preparing the ball. Balls are to be no less in width and depth than sizes generally accepted as
standard for the plant's size and the species root system. Balls are to be firm, properly tied using a "star"
pattern, and in the best possible condition. Trees shall have a single trunk, free from scars, wounds and
borers. Trees shall have single leaders, be well branched and shall be free of branches to a minimum of
five feet but not higher than one-half the total height of the tree. All deciduous trees shall have their
central leader intact. Species, which have other characteristics of growth and crown, shall exhibit the true
form and growth characteristics of the species.
Plants shall be subject to inspection by the Village prior to delivery and planting.
3. Handling of Plants - Plants shall be handled with extreme care so as to minimize damage to the
trunk, crown and root system. During transportation, care shall be exercised to prevent drying out and
injury.
4. JULIE - The successful bidder shall be responsible for contacting JULIE (Joint Utility Locating
Information for Excavations) for location of underground utilities. No planting shall begin in an area
until a JULIE dig number is obtained and all utilities have been located and marked.
5. Marking - The Parks Foreman or designee shall be responsible for marking the locations for all
trees to be planted.
6. Preparing the Planting Hole - The diameter of the planting hole shall be no less than TWO FEET
greater than the diameter of the tree ball. The depth of the planting hole shall be equal to the depth of the
root ball.
In wet clay soils and in other areas of poor drainage, the tree balls shall be set two inches higher than
ground level.
7. Planting - The plant, with the burlap around the root ball, shall be placed in the hole in a plumb
position. Backfill the bottom one-third of the hole, firmly working the soil around and under the root ball
to give it support. The backfill shall be selected excavated soil in a loose and friable condition. Heavy
clay soils may be amended by the addition of organic material. If the root ball is in a wire basket, the top
tier of the wire basket shall be removed. The lacing shall be loosened and removed. The burlap shall be
rolled off the top and down the sides of the ball. The burlap shall be cut and removed above the backfill.
Backfilling shall be completed around the root system in such a manner as to eliminate air pockets.
A berm of backfill material shall be constructed around the perimeter of the planting hole; and then, a
thorough watering shall be completed to saturate the backfill. This watering shall be performed during
the same day of planting. After the backfill settles, as a result of the watering, additional backfill shall be
placed to match the level of the finished grade.
No planting operations shall take place during inclement weather or in frozen soil.
8. Pruning - If the plants are handled carefully, no pruning should be required; however, if branches are
damaged or broken, they shall be removed.
All pruning shall be done with sharp tools in accordance with the best horticultural practices.
9. Trunk Protection - All single stem deciduous trees shall be provided with a four and one-half inch
diameter by four-foot-high TREE PRO (TM) or approved equal translucent, loose fitting trunk protector.
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10. Mulching - A four-inch layer of mulch shall be placed over the planting hole following initial
watering, completion of backfill after settlement and installation of trunk protection. Mulch shall be
shredded hardwood bark or coarse peat moss.
11. Bracing - Bracing will not be required; however, the contractor shall maintain all trees in a plumb
position for the entire guarantee period. As needed the Contractor shall be responsible to straighten tree
during the warranty period.
12. Clean-up - All sod, excess soil, debris, rubbish and unsuitable material resulting from the planting
operations shall be removed and disposed of by the Contractor. The site shall be returned to the same
state that existed prior to the planting work.
13. Care Instructions - The Contractor shall furnish written instructions on the proper care of the newly
planted trees to any residence where a tree is being planted, including watering instructions.
14. Inspection - All work must be completed to the satisfaction of the Parks Foreman or designee any
questions as to the proper procedure or quality workmanship will be resolved by the same.
15. Basis of Payment - This work will be paid for at the Contract unit price for each type plant installed,
which price shall include all materials, equipment, tools, labor and other incidentals necessary to
complete the work as specified.
OTHER REQUIREMENTS
Utilities
It shall be the Contractor's responsibility to locate buried utilities when the possibility exists of a conflict
with utilities and the work to be done under this contract. Under this contract, plant holes that are in the
proximity of the buried utilities shall require hand digging.
Supervision by Contractor
The successful bidder guarantees that supervisory personnel (at minimum Crew Leader) will be on site to
address day-to-day working questions and concerns of the employer. There must be at least one working
supervisor (at minimum Crew Leader) who speaks and understands English fluently while all tree-
planting services are being performed.
Workers
The Contractor is expected to employ only cooperative, professional, competent and efficient personnel.
It is expected that the Contractor will maintain positive relations with those residents affected, displaced
or inconvenienced by the work. Further, it is expected that the Contractor shall be courteous and
respectful toward the residents of the community, public and private property.
Upon the request of the Parks Foreman or designee, any incompetent, unfaithful, abusive or disorderly
workers in their employment shall be removed. Only worker's expert in their respective branches of
work shall be employed where special skill is required.
Obstruction of Streets and Right-of-Ways
The Contractor shall arrange to keep sidewalks open for pedestrian traffic wherever possible, and to
provide proper traffic control devices in accordance with the Illinois Manual on Uniform Traffic Control
Devices on Village, County or State roadways.
The Contractor shall remove all surplus materials and debris from the streets as the work progresses so
that the public may have the use of the streets a maximum amount of time.
Sodded Areas
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No vehicles of any kind shall be placed, parked, or operated upon or over any sodded areas at any time,
except as authorized by the Parks Foreman or designee.
Accident Prevention
The Contractor shall exercise every precaution at all times for the protection of person and properties.
The safety provisions of all-applicable laws and ordinance shall be strictly observed.
Any practice obviously hazardous in the opinion of the Parks Foreman or designee, shall be immediately
discontinued by the Contractor upon their receipt of instructions from the Parks Foreman or designee, to
discontinue such practice.
The Contractor shall abide by all EPA and OSHA safety standards and regulations. The Contractor is
required to follow the safety requirements for tree care operations as presented in the most current version
of American National Standards Institute ANSI Z1331.1.
Damage
Repair of all damage done to sidewalks, driveways, curbs, streets, fire hydrants, buffalo boxes, street and
traffic signs, light standards or other structures, lawns, other trees, or any other public or private property
during the operations of this contract shall be at the Contractor's expense. Note that the Contractor is not
authorized to drive equipment onto private property without previous authorization from the property
owner.
Repairs or replacements shall be accomplished as soon as possible, but no later than thirty (30) days after
the date of damage has occurred.
Water
Village water for construction purposes will be available to the Contractor at no cost. The Contractor will
use the Village filling station located at 1635 Glen Ellyn Road. Hours of operation are 7:00 a.m. to 3:00
p.m. - Monday through Friday.
Maintenance Bond/Retainage
The Village may retain ten percent (10%) of the payment amount for the entire guarantee period. In lieu
of retainage, the Village may accept a ten percent (10%) Maintenance Bond. Such Bond shall be of good
and sufficient Surety approved by the Village. Bond to be furnished at the Contractor's expense and shall
be due prior to the payment of said final payment authorization.
Guarantee
The Contractor shall guarantee each plant a minimum of eighteen months after the planting date or by
mutual agreement between the Village and Contractor. Upon notification by the Village, the Contractor
shall remove and replace any dead or otherwise unacceptable trees with the same type as originally
planted within thirty days of written notice from the Village.
Correction of work After Final Payment
Neither the final payment on this Contract by the Village nor any provision in these Contract Documents
shall relieve the Contractor of the responsibility of negligence in the furnishing and installation of faulty
materials or for faulty workmanship which shows up within the guarantee period of the work performed
under this Contract nor of the responsibility of remedying such faulty workmanship and material
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