city of springfield PW27-20 tree planting.pdf

Agenda No. __________________

Ordinance No. ________________

CITY OF

Springfield ILLINOIS

CONTRACT BOOK

SECTION I -- INTRODUCTION SECTION V: -- PRICING

SECTION II -- INSTRUCTIONS TO BIDDERS SECTION VI: -- CERTIFICATIONS

SECTION III -- SCOPE OF CONTRACT SECTION VII: -- ADDENDA

SECTION IV -- TERMS & CONDITIONS SECTION VIII: -- CONTRACT

MISTY BUSCHER, MAYOR

CONTRACT INDEX NO:

CONTRACT NAME:

NAME OF BIDDER:

ADDRESS OF BIDDER:

RFP PW27-20

Fall 2026 UFC Tree Planting

CITY OF SPRINGFIELD, ILLINOIS

300 S. SEVENTH STREET,

ROOM #200

SPRINGFIELD, ILLINOIS 62701

SECTION I

1. INTRODUCTION

1.1 Summary

The City of Springfield, Illinois ("City") is accepting sealed bids for the RFP PW27-20 - Fall 2026 UFC Tree Planting. Bids must be submitted via the City's Bid Portal by Thursday, August 27, 2026, at 3:00 p.m. local time.

Department: Springfield Public Works Bid Security: n/a

1.2 Background

Springfield, the capital city of Illinois and seat of Sangamon County, has a population of 114,394 as of the 2020 census. The city's economy is driven by government agencies, healthcare, and medicine, with historical significance as the home of Abraham Lincoln from 1837 to 1861. Key attractions include the Abraham Lincoln Presidential Library and Museum, Lincoln Home, Old State Capitol, Lincoln-Herndon Law Offices, Lincoln Tomb, and historic Route 66.

1.3 Contact Information

Purchasing Agent Email: Purchasing@springfield.il.us 300 S. Seventh Street Phone: (217) 789-2191 Springfield, IL 62701

1.4 Timeline

The following timeline is a guide for planning purposes. The City reserves the right to adjust as needed:

Bid Released: August 6, 2026 Pre-Bid Meeting: n/a Pre-Bid Meeting/Site Visit: n/a Pre-Bid Location: n/a Questions Due to City: August 19, 2026, 12:00 p.m.

Response from City: August 19, 2026, 4:30 p.m.

Bids Due/Opening: August 27, 2026, 3:00 p.m.

Anticipated Award Date: October 6, 2026

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SECTION II

2. INSTRUCTIONS TO BIDDERS

2.1 Vendor Registration

Prospective bidders must register as vendors on the City of Springfield website at:

https://www.springfield.il.us/Registration/Options.aspx.

Registration enables receipt of bid opportunities and electronic submission of responses.

2.2 Retrieval of Bid/Proposal Documents

Bidders are responsible for accessing bid documents and addenda on the City’s website:

https://www.springfield.il.us/departments/OBM/OBMHome.aspx?Purchasing.

2.3 Submission of Bids/Proposals

Unless otherwise specified, bids must be submitted electronically via the City’s website in PDF format. All required documents (addenda, certifications, insurances, guarantees, bonds, etc.) must be included and complete.

2.4 Pre-Bid Meeting Attendance

Some bids may require a pre-bid meeting, which could be mandatory or non-mandatory.

For mandatory meetings, only attendees may submit bids. Meeting details will be posted on the City’s website.

2.5 Questions

Submit questions in writing via the Question/Answer Tab on the City's website by the specified deadline. Include the relevant section title for clarity. Responses will be posted on the website with sufficient time for bid preparation.

2.6 Addenda

Addenda will be posted on the City's website. Bidders are responsible for incorporating all addenda into their submissions. Failure to acknowledge addenda does not relieve bidders of their obligations under the contract.

2.7 Withdrawal of Bid

Bids may be withdrawn via the City's website prior to opening. After opening, bids cannot be withdrawn for 90 days without the City’s consent, except as permitted by regulation. Post-opening corrections or withdrawals require a written determination by the Purchasing Agent.

2.8 Rejection of Bids

The City reserves the right to reject any or all bids, waive technicalities, and accept the bid deemed in its best interest. Such decisions are final.

2.9 Bid Opening

Telephone, fax, email, or verbal offers will not be accepted. Bids will be publicly opened and read at the specified time. Late submissions will not be accepted.

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SECTION III

3. SCOPE OF WORK/PURCHASE

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INTENT

It is the intent of this contract to provide the City of Springfield, Office of Public Works with up to 800 trees, as specified below, including installation.

The contractor will be required to provide and plant the trees, on public parkways, at various locations throughout the City of Springfield as specified in this contract.

This work is funded by the City of Springfield and American Forests Urban and Community Forestry Initiative Program.

The term of this contract is anticipated to extend to the end of the fall planting season of 2026. Planting shall begin by November 1, 2026 and all planting shall be complete by January 15, 2027.

PROCEDURES

The Contractor shall include on the Proposal Sheet the time required to begin an assignment upon Notice to Proceed. This schedule will be subject to final approval, in writing, by the City Arborist. Plantings shall be completed during normal planting seasons under this contract. The contractor shall provide and plant the trees as specified in accordance with this contract.

• All trees will be planted in corporate limits of the City of Springfield.

• All trees will be planted in the public property parkways (the area between the sidewalk and curb) or areas designated by the City Arborist. Plantings are anticipated to be in residential areas.

• Planting shall begin by November 1, 2026 and all planting shall be complete by January 15, 2027.

• Under no circumstances shall a medium or large tree be planted under the overhead utility lines.

• Small trees shall have a minimum planting distance of 15 feet between each tree and at least 5 feet planting distance from any nearby stump.

• Medium trees shall have a minimum planting distance of 30 feet between each tree and at least a 5 feet planting distance from any nearby stump.

• Large trees shall have a minimum planting distance of 45 feet between each tree and at least a 5 feet planting distance from any nearby stump.

• Same Species trees shall not be planted next to or across the street from each other. Trees should be planted in a way that promotes biodiversity.

• The contractor shall contact the City Arborist, during working hours (Monday- Friday, 8:00 A.M. to 4:30 P.M.) whenever questions concerning corporate city limits, parkways, utility lines, or any other concern regarding this project arise. The City Arborist can be reached at: (217) 789-2255.

• Once all trees have been provided and planted per specifications, the contractor is to invoice the Office of Public Works to the attention of Brad Hamel, City Arborist, Room 203, Municipal Center West, 300 South 7th St, Springfield, IL 62701.

• The invoice must contain the following information:

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Page 4 of 56 August 6, 2026 o The address or location where trees were planted.

o The quantity and size of trees planted per address or location.

o The total cost for trees and installation.

• The City Arborist shall then confirm the work has been completed to specifications.

• Upon confirmation of the work being completed, the invoice shall be processed to be paid.

• Plantings shall be warranted for a period of one year from date of planting.

ACCEPTABLE TREE VARIETIES

800 trees are anticipated to be planted under this contract, which shall consist of small, medium, and large trees:

• The small trees shall not consist of more than 15% of one tree species.

• The medium trees shall not consist of more than 15% of one tree species.

• The large trees shall not consist of more than 15% of one tree species.

• The contractor will provide a one year, full replacement guarantee from the date of installation.

• No Maple species will be allowed.

• Substitutions will be considered upon request, contact the city arborist.

• Type 1 - Small Trees 2 inch caliper (measured 6” above root flair), ball and burlap, single stem, single leader trees:

o Dogwood (Cornus florida) o Japanese Lilac (Syringa reticulata) o American Smoke Tree (Cotinus obovatus) o Serviceberry (Amelanchier spp.)

o Common Witch-Hazel (Hamamelis virginiana) o Red Buckeye (Aesculus pavia) o Fringetree (Chionanthus virginicus) o Seaside Alder (Alnus maritima)

• Type 2 – Medium Trees 2 inch caliper (measured 6” above root flair), ball and burlap, single stem, tree form:

o American Hornbeam (Carpinus caroliniana) o Golden Rain Tree (Koelreuteria paniculata) o Black Gum or Tupelo (Nyssa sylvatica) o Ironwood (Ostrya virginiana) o Silverbell (Halesia Carolina) o Red horse-chestnut (Aesculus carnea) o Sassafras (Sassafras albidum) o Purple Catalpa (Catalpa × erubescens ‘Purpurea’) o Princeton American Elm (Ulmus americana ‘Princeton’) o New Harmony American Elm (Ulmus americana ‘New Harmony’)

• Type 3 – Large Trees 2 inch caliper (measured 6” above root flair), ball and burlap, single stem, tree form:

o Ginkgo (Male) (Ginkgo biloba) o Kentucky Coffee Tree (Male) (Gymnocladus dioicus) o Swamp White Oak (Quercus bicolor)

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Page 5 of 56 August 6, 2026 o Chinkapin Oak (Quercus muehlenbergii) o American Linden (Tilia americana) o American Beech (Fagus grandifolia) o River Birch (Betula nigra) o Regal Prince Oak (Quercus × warei ‘Regal Prince’) o Bald Cypress (Taxodium distichum)

PLANT MATERIAL SPECIFICATIONS

• All trees shall meet ANSI American Standard for Nursery Stock (ANSI Z60).

• All plant stock sources shall be suited for climatic zone No. 5

• All plant stock shall be freshly balled and burlapped. Such plants shall be adequately balled with firm balls of soil. All 2” inch caliper trees shall have a minimum root ball diameter of 22" and a minimum root ball length of 20".

• No stock shall be accepted if the ball is cracked or broken, if the plant is loose in the ball, or if the plant was dug the previous season or year.

• All plant material shall be adequately watered between the time the plants are dug and installation is made.

• Large trees shall be in single stem, single leader tree form and have a minimum height of 8-12 feet with the first branching located at 4-6 feet above ground level.

• Medium and Small trees shall be in single stem, tree form and have a minimum height of 5-8 feet with the first branching at 2-4 feet above ground level.

• All plants shall be specimen quality grade stock with a normal habit of growth; shall have straight-trunks, shall be healthy and vigorous, free from insects, diseases, mechanical injuries, or objectionable growth features.

• All plant material shall be tagged and clearly labeled by the nursery with the common name and size of the plant shown on the bidding list. The City Arborist reserves the right to reject any or all material not clearly tagged and labeled and to receive replacements correctly designated.

• The City Arborist reserves the right to refuse plant material which is of unsatisfactory condition, before, during and after planting.

• All plants will be subject to inspection and tagging by the Public Works City Arborist. At the request of the City Arborist, the contractor must identify the origin of where the trees were grown. The contractor will provide the name, location and telephone number of the grower.

• Trees that are grown in climatic zones other than # 5 may be subject to an extended guarantee period as determined by the City Arborist.

• The Office of Public Works reserves the right to compare bidders plants with written specifications.

PLANTING SPECIFICATIONS

• All trees must be purchased from U.S. Department of Agriculture Certified Nurseries.

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• All trees must be planted according to ANSI, ISA, or other nationally-recognized planting specifications, at a minimum.

• Tree size selection should correspond with the following ROW width:

o 3 – 6 feet: Small trees o 7 – 12 feet: Medium trees o 13+ feet: Large trees

• Hole Size - The hole shall be round. The diameter of the hole shall be one-and-a-half times the size of the root ball (Ex., A 22" diameter rootball = a 33" diameter planting hole).

• Hole Depth- The depth of the hole should be so that the top of the rootball is equal or slightly higher to the surrounding topsoil. The bottom of the hole shall remain undisturbed.

• Hole Scarification - The sides of the hole shall be scarified with a shovel to break the glaze left by planting equipment (tree spade, auger, etc.).

• The plant shall be placed in the hole and set and secured in a straight position.

• Any tree that leans will be reset by the contractor during the duration of the guarantee.

• Removal of obstructing materials around the root ball - All wire, metal bands, containers, twine, or rope secured around the root ball shall be removed.

• All rope, wire baskets, and burlap shall be removed prior to backfilling.

Backfilling

• When Backfill material from the existing hole is of poor quality, as determined by the City Arborist, it shall be substituted with a high grade top soil provided by the contractor.

• The backfill material shall consist of good texture and structure for adequate plant growth.

• The hole will be backfilled and tamped to the depth of the rootball.

• The remainder of the hole will then be backfilled and tamped.

• No soil shall cover the existing top of the rootball.

• Tree Ring - A 4" inch high soil ring will be constructed around the furthest outside perimeter of the planting hole, beyond the existing rootball. After the soil ring is constructed, all excess soil shall then be removed by the contractor.

• The tree will then be flooded with at least 10 gallons of water, provided by the contractor.

• The tree ring will then be filled with 4" inches of woodchip mulch (provided by contractor).

• Removal of obstructing material around the trunk - All wire, twine, rope and cables secured around the trunk and branches shall be removed before planting is completed.

INSTRUCTIONS

• Transporting and Handling of Plant Material - Plant material that is being transported to the job sites must be secured to prevent rolling off of the

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• Plant material must be covered at all times during transportation to prevent damage and drying out from wind.

• Plant material shall be handled in a manner as to cause the least amount of damage during the planting process.

• Plant material shall always be handled by the root-ball.

• Under no circumstances shall the plants be dragged, lifted, or pulled by the trunk or foliage parts in a manner that will loosen the roots in the ball.

• Plants shall not be thrown or bounced off a truck, trailer, or loader to the ground.

• Any abrasions of the bark or broken limbs caused in the planting operation shall be treated and corrected immediately.

• In cases where trees are apt to have their trunks scarred during the planting operation, the trunks shall be protected with padding.

• All branches shall be untangled and straightened before finishing the project.

• Underground Utility Check - All sites must be marked by the JULIE locating system for underground utilities before digging can begin. JULIE phone number: 1-800-892-0123

• Contractor will check each planting site for all underground utilities, such as, telephone, electric, gas, cable TV, water and any other underground utility that may interfere with the digging process.

• It is the responsibility of the contractor to notify the JULIE locating system before any digging begins.

• The contractor will be held responsible for damage to utilities.

• When utilities do come into question, an alternate site may be chosen with the approval of the City Arborist.

• Job Site Safety—It is the responsibility of the contractor to mark all job sites with the proper warning devices (warning signs, flagman safety cones, etc.)

• Any excavated planting sites that will be left open or pose a hazard to pedestrian or vehicle traffic shall be adequately barricaded to eliminate any possibility of an accident.

• Job Site Cleanup—The contractor shall promptly cleanup and remove any excess soil, branches, or other debris resulting from the project.

• Under no condition shall the accumulation of soil, branches, or other debris be allowed in such a manner as to result in a public hazard.

• Permits and Licenses—It is the responsibility of the contractor to acquire all necessary permits and licenses to complete the contract.

ANITICIPATED PLANTING LOCATIONS

The anticipated locations for all trees plantings under this contract will be provided at a later date after the contract is awarded. The City reserves the right to add or delete locations from this list at its sole discretion. There will be a list included that identifies ROW width for recommendation of small, medium, or large trees. Each location will have a white marking flag in the ground with the letter S, M, L written in black ink on each flag to identify tree size recommendation.

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EVALUATION/AWARD

• The contract will be awarded based on the lowest price per tree installed as specified in this contract. .

• The contractor shall be required to provide the following information on the Proposal Evaluation sheet:

o State varieties of trees available and quantities.

o State unit price per tree.

o State the number of days to begin the project after being notified of the contract award.

• The City of Springfield reserves the right to accept or reject any and all proposals.

• No quantities are guaranteed under this contract. The City will assign tree plantings under this contract based upon the lowest cost per variety and availability of said variety.

• The proposals received will be evaluated and scored as follows:

o Cost – up to 65 points (lower cost=higher points) o Varieties to be planted – up to 15 points o Caliper provided— up to 15 points (larger caliper=higher points) o Vendor’s business location (local preference)—up to 5 points

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SECTION IV

4. TERMS AND CONDITIONS

4.1. Ex Parte Communication

Please note that to insure the proper and fair evaluation of a proposal or bid, the City of Springfield prohibits ex parte communication (i.e., unsolicited) initiated by the Bidder to a City Official (i.e. City Aldermen, Mayor, etc.) or Employee evaluating or considering the proposal/bid prior to the time a selection has been made. Communication includes but is not limited to fax, phone calls, email and personal visit. Communication between Bidder and the City shall be directed in writing to the Purchasing Agent or designated contact person only. The Purchasing Agent will obtain the information or clarification needed. Ex parte communication may be grounds for disqualifying the offending Bidder from consideration or award of the proposal/bid and repeat offenders may be disqualified from future projects.

4.2 Bid Security

The City will not consider bids covering only a portion of the Specifications except as specifically required or permitted therein. In case of any conflict between the bidder's proposal and the Specifications contained in Section III, the Specifications contained therein shall be controlling.

(a) Bids will not be considered unless they are accompanied by bid security in the form of a Certified Check, Cashier's Check, Bank Draft, Bank Money Order or a Satisfactory Bid Bond payable to the City of Springfield, Illinois, in the amount or percentage stated in Section I – Introduction as a guarantee that the bidder will enter into a contract with the City if the bid is accepted.

(b) Bids and bid security shall be delivered in a separate sealed envelope marked and addressed as provided in article 2 above. All bid security must be identified with the Contract Index Number.

(c) A permanent bid bond, or annual bid bond, may be placed on file with the Office of Budget and Management, in lieu of delivering said bond with the proposal.

(d) Bid security will be returned to all bidders upon award of contract, or rejection of bids.

(e) The City reserves the right to retain the lowest responsible bidders bid security for failure to enter into a contract.

4.3. Withdrawal of Bid

No bidder may withdraw its bid for a period of ninety (90) days from the date of opening bids.

4.4. Delivery & Payment Terms

All materials shall be delivered DDP, Incoterms® 2020 Springfield, IL FREIGHT PREPAID.

Delivery will be considered in making the award and the Bidders/Consultants shall state, in the

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Page 10 of 56 August 6, 2026 spaces provided, expected delivery after receipt of Purchase Order. Failure to meet said delivery promises without prior consent of the City Purchasing Agent may be considered a breach of faith.

If payment terms are not indicated, terms of NET 45 days shall be applied by the City. Payment terms to apply after receipt of invoice or final acceptance of the products/services, whichever is later.

Payment terms offering less than 20 days for payment will not be considered.

4.5. Full Pricing and Contingencies

Please quote your best net price including delivery and discounts to meet the approval of the City.

Prices shall be stated in units of quantity specified. No additional charges shall be passed to the City, including any applicable taxes, delivery or surcharges. Prices quoted shall be the final cost to the City. The City shall hold the successful Bidder/Consultant to the bid pricing. Additional charges for contingencies discovered by the Bidder/Consultant at any time after the date of the opening of this bid may not be considered for payment by the City.

4.6. Substitutions

The Specification may, in some areas, be unique to a particular brand of product or type of service. If this situation exists, equal consideration will be given to all Bidders/Consultants whose items, in the opinion of the City, meets or exceeds performance in these areas.

4.7. Bid Evaluation

Bids will be evaluated and awarded to the lowest responsible, responsive Bidder. The quality of the services, conformity with the specifications, suitability to the requirements, delivery terms including length of time for delivery, qualifications and references will be taken into consideration in making an award. The City will be the sole judge of acceptability of any products offered.

4.8. Quality

The scope of work or specification is intended to procure a quality product or service. Quality must be proven to the satisfaction of the City to meet or exceed requirements as set forth in the scope of work. Items shall be manufactured according to the highest traditions of the industry and shall meet all commercial standards of quality. The City will be the sole judge of acceptable products/services.

Unacceptable products/services will be rejected and suitable price adjustments be made.

It is the bidder’s task to be familiar with the referenced items and to offer only products/services of equal or greater quality. Samples, when requested, must be furnished free of expense, and upon request, if not destroyed, may be returned at the Bidder’s risk and expense.

4.9. Recourse for Unsatisfactory Materials

Payment shall be contingent upon the City’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 City’s satisfaction by the successful bidder/consultant at no additional charge.

4.10. Investigation

Consultants must acquaint themselves with the policies of the City and may do so by contacting the Purchasing Agent. All questions as to the meaning of the scope of work must be resolved prior to the

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Page 11 of 56 August 6, 2026 bid submission deadline. It is the Consultant’s responsibility to check with Central Purchasing Department prior to submitting their bid to ensure that they have received all Addenda issued.

4.11. Proof of License, Permit, Etc.

Consultants must provide proof of conformance with any applicable Federal/State/Local permits, licenses, certifications, etc., as stated in the scope of work/specifications section. It is the Consultant’s responsibility to inquire about requirements of performing the job with the requesting department contact person.

4.12. Waiver

(a) In awarding a contract pursuant to sealed competitive bidding, the City Council may waive any variation from the bid requirements or defect in a bid which does not materially affect the competitive nature of the bid, is not in violation of any ordinance, statute or law and does not prejudice the rights of the public.

(b) The City Purchasing Agent may request clarification of a bid or any part thereof. Clarification shall mean the communication between the City and the bidder regarding the bid. Such communication shall not change the bid, the competitive nature of all bids or violate any ordinance, statute or law.

4.13. Specifications

The Specification may in some areas, be unique to a particular brand of product or type of service. If this situation exists, equal consideration will be given to all Bidders/Consultants whose items, in the opinion of the City, meets or exceeds performance in these areas.

4.14. Default By Bidders/Consultants/Contractor

In the event of default by Bidder/Consultants/Contractor, the City reserves the right to procure the services from other sources, and hold the Bidders/Consultants/Contractors liable for any excess costs occasioned thereby. Additionally, a contract shall not be assignable by the Bidders/Consultants/Contractors in whole or in part without the written consent of the City of Springfield.

4.15. Performance and Payment Bond

(a) The City may require Contractors to furnish a satisfactory performance bond and a bond for the payment of all materials used and for all labor performed in such work with good and sufficient sureties in amounts up to one hundred percent of the contract sum. In such case the Contractor shall also include in the bond a provision guaranteeing the faithful performance of any prevailing wage requirement.

(b) If, in the opinion of the City Purchasing Agent, such bonding is in the public interest the requirement shall be set forth in the Specifications contained in Section II of this booklet.

(c) When required by the Specifications, the Contractor shall furnish said bond within fourteen (14) calendar days after notification of the bid award. Failure to furnish a performance bond and a payment bond within the period specified shall be cause for rejection of the bid and any bid security may be retained by the City as payment for damages

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4.16. Termination

Failure to comply with the terms and conditions as herein stated shall be cause for termination of the contract. The City will provide a written notice of unsatisfactory performance and the Bidder/Consultant or Bidders/Consultants will be allowed adequate time, typically thirty (30) days, to take corrective action and accomplish satisfactory performance. If at the end of the stated time to correct, the City may deems that the Bidder/Consultant or Bidders'/Consultants' performance is still unsatisfactory, the contract may be terminated. The exercise of its right of termination shall not limit the City’s right to seek any other remedies allowed by law. The City's may also terminate the contract immediately if the applicable federal, state or City funding sources terminate or suspend funds, fail to appropriate funds, or otherwise make funds available for the contract.

4.17. Rejection of Bids, Waivers or Irregularity

The City 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 City. Any such decision shall be final. Any and all bids received in response to an advertisement may be rejected by the Mayor.

4.18. Prevailing Wage

See Addendum 7.1. (If Addendum 7.1 is not attached, this Section does not apply)

4.19. Responsible Bidder

To be considered a responsible bidder on a construction contract, a bidder must comply with all of the following requirements and present satisfactory evidence of that compliance to the appropriate construction agency:

(1) The bidder must comply with all applicable laws concerning the bidder’s entitlement to conduct business in Illinois.

(2) The bidder must comply with all applicable provisions of the Prevailing Wage Act.

(3) The bidder must comply with Subchapter VI (“Equal Employment Opportunities”) of Chapter 21 of Title 42 of the United States Code (42 USC 2000e and following) and with Federal Executive Order No. 11246 as amended by Executive Order No. 11375.

(4) The bidder must have a valid Federal Employer Identification Number or, if an individual, a valid Social Security Number.

(5) The bidder must have a valid certificate of insurance showing the following coverages:

general liability, professional liability, product liability, workers’ compensation, completed operations, hazardous occupation, and automobile.

(6) The bidder and all bidder’s subcontractors must participate in applicable apprenticeship and training programs approved by and registered with the United States Department of Labor’s Bureau of Apprenticeship and Training.

(7) For contracts with the City of Springfield, the City may establish additional requirements for responsible bidders. These additional requirements, if established, shall be set forth together with the other criteria contained in the invitation for bids, and shall appear in the appropriate volume of the Illinois Procurement Bulletin.

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(8) The bidder must submit a signed affidavit stating that the bidder will maintain an Illinois office as the primary place of employment for persons employed in the construction authorized by the contract.

(9) The bidder must not have any judgment or convictions of any federal, state or local law or regulation. The bidder must also disclose any pending case pertaining to a violation of any federal, state or local law or regulation.

4.20. Local Preference Policy

In accordance with the requirements of Section 38.45 of the City Purchasing Code, it is the policy of the City of Springfield to afford local vendors preference in the selection of the successful bidder if (1) the lowest bidding vendor is a responsible bidder and (2) the lower responsible bidders are not local vendors and (3) the lowest bidding local vendors bid is higher than the nonlocal vendor by no more than five (5) percent in the case of a city local vendor or by no more than three (3) percent in the case of a county local vendor.

Definitions - As used in this section the following definition shall apply unless the context otherwise requires: A local vendor means a bidder has established and maintained a physical presence in the city, in the case of a city local vendor, or in Sangamon County, Illinois, outside the city, in the case of a county local vendor, by virtue of the ownership or lease of all or a portion of a commercial building for a period of not less than twelve consecutive months prior to the submission of a bid; and the local vendor employs a minimum of two full-time employees at the location in the city, in the case of a city local vendor, or in Sangamon County, Illinois, outside the city, in the case of a county local vendor, and those employees spend the majority of their work time at the location in the city, in the case of a city local vendor, or in Sangamon County, Illinois, in the case of a county local vendor; and the local vendor is legally authorized to conduct business within the State of Illinois and the city, in the case of a city local vendor, or in Sangamon County, Illinois, outside the city, in the case of a county local vendor.

This provision shall not be applied to a contract if the funding source prohibits it through law, rule or regulation.

4.21. Local Labor Policy

See Addendum 7.3. (If Addendum 7.3 is not attached, this Section does not apply).

4.22. Security

The Bidder/Consultant represents and warrants to the City that neither it nor any of its principals, shareholders, members, partners or affiliates, as applicable, is a person or an 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 or Blocked Person. The Bidder/Consultant further represents and warrants to the City that the Bidder/Consultant and its principals, shareholders, members, partners, 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 Bidder/Consultant hereby agrees to defend, indemnify and hold harmless the City of Springfield, and all City elected or appointed officials, officers, employees, agents, representatives, engineers and attorneys, from and against any and all claims, damages, losses, risks, liabilities, and

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Page 14 of 56 August 6, 2026 expenses (including reasonable attorneys’ fees and costs) arising from or related to any breach of the foregoing representation and warranties.

4.23. Indemnification

Bidder/Consultant shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Consultant’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of City’s passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Bidder's/Consultant’s legal counsel unacceptable, then Bidder/Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation. The Bidder/Consultant shall promptly pay any final judgment rendered against the City (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of Illinois and will survive termination of this Agreement.

4.24. Multi-year Contracts

The City's fiscal year ends on the last day of February. The City's obligations on multi-year contracts and contracts extending from one fiscal year to another shall terminate immediately and without further payment being required if the City Council or applicable federal/state funding sources fail to appropriate, or otherwise make available, funds for the contract.

4.25. Severability

If any provision of this contract or any applications thereof is held invalid, such invalidity shall not affect other provisions or applications which can be given effect without such invalid provision or application.

4.26. Choice of Law and Forum

This contract is to be construed in accordance with the laws of the State of Illinois and any legal proceeding of any kind shall be filed in the Circuit Court of Sangamon County, Springfield, Illinois.

4.27. Execution of Contract

(a) The successful bidder will be required to execute the Contract Execution Page on the form provided in Section 8 of this booklet with signature acknowledged and signed in the manner set forth here.

1) In case of a corporation, the full legal name of the corporation and title of the officer signing must be stated, and any officer signing must be thereunto duly authorized to bind the corporation (the City reserves the right to require a certified copy of that section of Corporate Bylaws or other authorization by the Corporation which permits the person to execute the offer for the Corporation).

2) In the case of a partnership, the signature of at least one of the general partners must follow the firm name, using the term "member of the firm" or similar designation.

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3) In case of a sole proprietorship, the signature of the owner must follow the firm name using the term "doing business as," "sole owner," or similar designation.

4) In all cases the name of the individual signing shall be typed or printed below the signature.

(b) The City reserves the right to require of any bidder, such information necessary to satisfy the City of the bidder's qualifications and to withhold formal signing of the contract until such information is received.

4.28. Freedom of Information Act

Contractor acknowledges that the Freedom of lnformation Act, 5 ILCS 140/1 et seq. (the "ACT") places an obligation on the City to produce certain records that may be in possession of the Contractor and the Contractor’s bid documents after a final award has been made. Contractor shall comply with the retention and documentation requirements of the Local Records Retention Act 50 ILCS 205/1 et seq. and the Act and shall maintain all records relating to this Agreement in compliance with the Local Records Retention Act (complying in all respects as if the Contractor was, in fact, the City). Upon notice from the City, Contractor shall review its records promptly and produce to the City within two business days of said notice from the City the required documents which are responsive to a request under the Act. If additional time is necessary to comply with the request, the Contractor may request the City to extend the time to do so, and the City will, if time and a basis for extension under the Act permits, consider such extensions. In the event Contractor fails to produce the requested records or fails to produce the requested records within the time period required above and the City is assessed a fine, fee or penalty for failure to timely comply with Act do to Contractor’s actions, Contractor shall reimburse City for all fines, fee or penalties, including reasonable attorney’s fees, paid by the City.

4.29. Preference to Veterans

In accordance with the provisions of 330 ILCS 55/1 et seq,. in all employment to fill positions in the construction, addition to, or alteration of all public works contracted for by the City of Springfield, preference shall be given to persons who were engaged in the military or naval service of the United States in times of war and who were honorably discharged therefrom, and all persons who were engaged in such military or naval service during any of said times of war, who are now or may hereafter be on inactive or reserve duty in such military or naval service, who were honorably discharged therefrom, not including, however, persons who were convicted by court martial of disobedience of orders, where such disobedience consisted in the refusal to perform military service on the ground of alleged religious or conscientious objections against war. But such preference shall be given only to those persons who are found to possess the business capacity necessary for the proper discharge of the duties of such employment. No person contracting for such public works is required to give preference to veterans, not residents of the City, over residents thereof, who are not veterans.

4.30. Employment of Illinois Workers on Public Works Projects

(a) In accordance with the provisions of 30 ILCS 570/1 et seq,. whenever there is a period of excessive unemployment in Illinois, every Contractor on a public works project or improvement shall employ only Illinois laborers on such project or improvement provided that other laborers may be used when Illinois laborers as defined in this Act are not available, or are incapable of performing the particular type of work involved, if so certified by the Contractor and approved by the City Purchasing Agent.

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(b) A "period of excessive unemployment" as defined by this Act means any month immediately following two consecutive calendar months during which the level of unemployment in the State of Illinois has exceeded five percent as measured by the United States Bureau of Labor Statistics in its monthly publication of employment and unemployment figures.

(c) Commitment for Equal Employment Opportunity – Contractor shall adhere to the provisions of Chapter 93 of the 1988 City of Springfield Code of Ordinances, as amended, and particularly Section 93.09 regarding prohibition of unfair employment practices, and Section

93.13 regarding affirmative action programs.

Pursuant to Article VII, Chapter 38, Sections 38.62 and 38.63, of the Code of Ordinances of the City of Springfield, the City has a policy to promote and encourage: (1) the continuing economic development of minority and female owned and operated businesses; and (2) that minority and female owned and operated businesses participate in the City’s procurement process as both prime and subcontractors. The Contractor shall adhere to all such provisions of Chapter 38 as relates to Equal Employment Opportunity and Affirmative Action.

(d) Preference for Domestic Products - In accordance with the requirement of Section 38.35 of the City Purchasing Code authorizing the Purchasing Agent to "take into account other pertinent considerations" in the award of contracts, it is the policy of the City of Springfield that when all other financial considerations of bids are substantially equal, preference shall be afforded in the selection of the successful bidder to companies that offer domestic products. Pursuant to the Steel Products Procurement Act, 30 ILCS 565/1 et seq., all steel products used or supplied in the performance of public works contracts or subcontracts thereto involving an expenditure of $500.00 or more shall be manufactured in the United States.

(1) Definitions - As used in this section the following definitions shall apply unless the context otherwise "Product" means any article, material or supply, whether manufactured or non-manufactured, that is to be acquired by the City.

"Domestic Product" means a non-manufactured product that has been mined or produced in the United States, or a manufactured product determined to be domestic in accordance with the rules for determination of origin prescribed below “United States" means the several States, the Commonwealth of Puerto Rico, the District of Columbia, Guam, American Samoa, the Virgin Islands, and the Commonwealth of Northern Mariana Islands.

"Substantially Equal" means that the successful bid is within two percent (2%) of the next lowest responsible bid. However, the bids shall not be substantially equal where the two percent difference is equal to or greater than Ten Thousand Dollars ($10,000.00).

(2) Determination of Origin - In order for a manufactured product to be considered a domestic product the cost of the domestic components must exceed fifty percent (50%) of the cost of all its components, and the final assembly of the components to form the end product must take place in the United States.

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In determining the origin of components, each component must be treated as either entirely domestic or entirely foreign, based on the place where the component is mined, produced, or manufactured. Components of unknown origin must be treated as foreign.

The origin of subcomponents of components is immaterial.

Transportation costs to the place of incorporation into the end product and, in the case of foreign components, applicable duties, must be included in determining component costs. The cost of a component is the price that a manufacturer must pay to a Subcontractor or supplier for components. If the component is manufactured by the bidder or offeror, the cost of the component is the cost of labor and materials incorporated into the component and an allowance for profit and administrative and overhead costs attributable to that component under normal accounting principles.

“Component" means any article, material, or supply, whether manufactured or unmanufactured, directly incorporated into a product at the point of final assembly. In construction projects, materials delivered to the job site and incorporated directly into the improvement are components.

(3) Waiver by the City - The requirements of this Section may be waived where the Purchasing Agent and the Director of the Office of Budget and Management or their designees, jointly certify in writing to the Mayor that:

The City is in need of products, including spare parts, in order to either economically operate equipment or systems procured by the City prior to the effective date of this ordinance, or to meet public health, safety, or welfare concerns; or

The specified products are not manufactured or produced in the United States in sufficient commercial quantities or of a satisfactory quality to meet the City's requirements or cannot be manufactured or produced in the United States within the necessary time in sufficient quantities to meet the City's requirements; or

Federal or State funding could be jeopardized or the application of this requirement would otherwise be inconsistent with the best interest of the City.

4.31. Change Orders and Modifications

Any and all change to the contract, including change orders, shall be requested in writing to the Purchasing Agent or designated contact person, including the reason(s) and supportive documentation for the requested change. Any and all change orders shall also comply with and be subject to Section 33E-9 of the Illinois Criminal Code.

4.32. Specifications Shall Control

In case of any conflict between these Instructions and the Specifications contained in Section 4 “Scope of Work” and Section 5 “Proposal Pricing”, the Specifications contained therein shall control.

4.33. Asbestos

Unless otherwise provided in the Specifications, Contractors are forbidden to disturb any material suspected of containing asbestos. Asbestos has traditionally been used in insulating materials, fireproofing, acoustical products and roofing materials. The Contractor shall pay particular attention to

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Page 18 of 56 August 6, 2026 these areas. If the Contractor has any questions about any material, he should contact the Department of Building and Zoning at (217)789-2171.

4.34. Sales Tax Exemption

(a) Pursuant to State law, the City of Springfield is exempt from the payment of sales tax on any item it buys directly from a supplier. If the Contractor purchases items for the use of the City, the Contractor is also exempt from sales tax on items which at the end of the project become the property of the City of Springfield.

(b) Items which do not become the property of the City and items which are used up in construction (an example would be fuel oil for machinery) are taxable. Any questions about the taxability of specific items can be resolved by the Illinois Department of Revenue.

4.35. Entire Contract Clause

"Contract Documents" or "Documents" as used herein, shall refer to the Notice, Instructions to Bidders and General Conditions, Specifications and Drawings (if applicable), Proposal Form and Bid Sheet, the Contract Execution Page and any applicable addenda and any modifications thereof incorporated in the Documents. The Contract Documents form the entire contract and represent the final agreement between the parties’ subject only to modifications hereinafter agreed upon in writing and signed by the parties in accordance with these instructions.

4.36. Applicable Laws and Acts

The bidder's attention is directed to the fact that all applicable federal, state and municipal laws, ordinances, rules and regulations, and codes of all authorities having jurisdiction shall apply to the Contract Document throughout and they are deemed to be included herein the same as though herein written out in full; including but not limited to the Occupational Health and Safety Act, the Family and Medical Leave Act, the Fair Labor Standards Act, the Americans with Disabilities Act, the Age Discrimination in Employment Act, the National Labor Relations Act, the Federal Civil Rights Act, the Illinois Human Rights Act, the Illinois Wage and Hour Law, and the Prevailing Wage Act, and Percentages of city resident work hours on construction projects with an estimated contract value of $100,000 or more. Failure to comply with Federal, State, and Local Laws on prior bids and prior contract work may result in disqualification of a bidder on a subsequent bid. Contracts subject to bidding requirements shall be awarded to the lowest responsible bidder which includes consideration of a bidder’s compliance with Federal, State, and Local Laws. (See Section 38.35 of the City Code)

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REQUIRED FORMS

UNLESS OTHERWISE

STATED IN SECTION 3,

ONLY SECTIONS 5 & 6

OF THIS BOOKLET NEED

TO BE SUBMITTED FOR

BIDDING.

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SECTION V

5. PROPOSAL PRICING

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RETURN WITH BID

Contract Name

Contract Number

SMALL TREES

Item No. Common Name Unit Quantity Available Unit Cost

1 EA

2 EA

3 EA

4 EA

5 EA

6 EA

7 EA

8 EA

TOTAL COST:

MEDIUM TREES

Item No. Common Name Unit Quantity Available Unit Cost

9 EA

10 EA

11 EA

12 EA

13 EA

14 EA

15 EA

16 EA

17 EA

18 EA

TOTAL COST:

Black Gum or Tupelo (Nyssa sylvantica )

SCHEDULE OF PRICES

Fall 2026 UFC Tree Planting

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American Smoke Tree (Cotinus obovatus )

Dogwood (Cornus florida)

Japanese Lilac (Syringa reticulata)

Red Buckeye (Aesculus pavia )

Seaside Alder (Alnus maritima )

Serviceberry (Amelanchier spp. )

Common Witch-Hazel (Hamamelis virginiana )

Fringetree (Chionanthus virginicus )

American Hornbeam (Carpinus caroliniana)

Ironwood (Ostrya virginiana )

Carolina Silverbell (Halesia carolina )

Red horse-chestnut (Aesculus carnea )

Sassafras (Sassafras albidum )

Purple Catalpa (Catalpa × erubescens ‘Purpurea’ )

Princeton American Elm (Ulmus americana ‘Princeton’ ) New Harmony American Elm (Ulmus americana ‘New Harmony’ )

Golden Rain Tree (Koelreuteria paniculata )

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RETURN WITH BID

LARGE TREES

Item No.