COQ Quote.pdf

City of Quincy, Illinois

REQUEST FOR QUOTES

Quotes for:

Annual Fall Tree Planting

Program

Issue Date: 09/05/25

“Quotes For: 2025 ANNUAL FALL TREE PLANTING PROGRAM”

“Due Date: September 19, 2025, Time: 10:00 o’clock a.m.”

Quotes shall be submitted to the following address:

City of Quincy – Purchasing Department 730 Maine Street, Suite # 226

Quincy, Illinois 62301

Quotes shall be enclosed in a sealed envelope with the return address and the following clearly marked on the outside of the envelope:

Request for Quotes – Annual Fall Tree Planting Program

All quote envelopes must be clearly marked with the above statement written on the outside of the quote packet. The City of Quincy assumes no responsibility for unmarked envelopes being considered for award. Only one (1) quote per envelope.

It is requested that completed quotes shall be either typewritten or handwritten in blank ink only.

Electronic or Facsimiles will not be considered. Quotes received after the quote due date will not be considered for award and will be returned unopened.

REQUEST FOR QUOTES

ANNUAL FALL TREE PLANTING PROGRAM

DUE: Friday, September 19, 2025 (10:00 am)

QUOTE:

The City of Quincy is requesting a quote for the purchase of trees for its annual fall tree program.

1) The City has identified ten varieties of trees for the program and is seeking your cost per tree for each variety.

a. If your company offers a discount for buying multiples of the same tree, please note that in your quote

i. For example: The cost to purchase one tree is $225, but if you purchase six of the same variety, the cost would be $200 per tree.

2) Please note on the quote form if you have no access to a specific variety of tree or if you have limited access (fewer than 10 available).

3) The City of Quincy will select the quantity of trees to be purchased based on the prices quoted and funding available.

a. The City intends to purchase a minimum of 25 trees.

4) Forms with prices missing will not be considered unless the form states that your company does not have access to a specific variety of tree

a. If there is a mathematical error, the unit price will govern.

b. Quotes will not be accepted for award unless signed by an authorized agent of the company and all pertinent information filled in.

5) The Trees will be planted between November 1, 2025-December 15, 2025 or as weather conditions dictate, so the trees should be available for review and delivery by October 27, 2025.

6) The per-tree cost should include any and all additional fees and charges.

7) The City of Quincy has included Indemnification and Hold Harmless information as well as Insurance requirements. Please refer to Exhibit A.

The specifications below provide guidelines for the trees to be purchased by the City of Quincy.

1) All trees must be burlap wrapped.

a. Bare-root and containerized trees will not be accepted.

2) The root ball must be a minimum of 24 inches in diameter with the trunk in the center of the ball.

3) All trees must be a minimum of 2 inches in diameter, as measured 6 inches from the top of the root ball.

4) The ornamental varieties must be 8 to 10 feet tall while the shade trees must have a large canopy and be 12 feet tall.

5) Trees shall be first class, nursery-grown representatives of their normal species and varieties. They shall have normal well-developed branches and vigorous root systems.

Trees shall be free from insects, diseases, sunscalds, knots, stubs or other objectionable disfigurements. Thin weak trees will not be accepted. All trees must show the appearance of normal health and vigor in strict accordance with these specifications.

6) Trees shall be free of branches (under trimmed) no higher from the ground line than one-half the total height of the tree. Trees shall have single leaders, be well branched and have reasonable straight stems. These specifications cover general species, but some varieties may have other characteristics of growth that may be acceptable.

7) All trees must be state certified and meet American Association of Nursery and

Landscape Associates standards.

8) Adequate fertilizer is to be applied by the nursery for each tree. Tree wrap constructed of Kraft paper with an asphalt liner shall be installed for all trees to adequately wrap the tree from the ground to the lowest branch.

9) From the acquisition of the trees until the trees are dug up in the fall, the trees are to be maintained by watering and fertilizing to provide the best possible tree for survival after planting. When dug, they shall be dug with care to avoid injury to the tree or loss or damage to the roots.

10) All trees shall be tagged with proper identification.

11) The City of Quincy reserves the right to adjust quantities to match available funding.

A purchase order for the exact amount will be issued to the successful vendor.

12) The nursery must provide adequate same type tree replacements for trees deemed unacceptable.

13) If the nursery cannot provide adequately sized trees, the city reserves the right to purchase trees elsewhere.

14) All trees shall be within the same USDA growth zone 5. Proof of zone purchase is required upon delivery.

15) An onsite inspection of nursery stock shall be conducted by the Quincy Tree

Commission or its designee.

Questions regarding the Annual Fall Tree Planting Program should be referred to:

Jason Parrott, Planning Director

217-228-4515

ALTERNATE QUOTE 1:

The City of Quincy is requesting Alternate Quote 1 to plant the trees purchased for the annual fall tree program.

1) Alternate Quote 1 should include the cost of your company planting the trees in late 2025 within the public right of way along streets within the City of Quincy.

a. If your company offers a discount for planting multiple trees, please note that in your quote.

i. For example: The cost to plant 1 tree is $200, the cost to plant 20 trees is

$175/tree, and the cost to plant 50 trees is $150/tree.

2) The trees will be planted and mulched between November 1, 2025-December 15, 2025 or as weather conditions dictate.

3) The per-tree planting cost should include any and all additional fees and charges.

4) If Alternate Quote 1 is approved, the winning quote will be required to provide a written guarantee, along with their quote amount, that trees planted in the fall of 2025 will fully bud out in the spring of 2026. If the trees do not fully bud out, they will be replaced by the bidder at no charge to the City of Quincy.

ALTERNATE QUOTE 2:

The City of Quincy is requesting Alternate Quote 1 to plant the trees purchased for the annual fall tree program with root barriers.

1) Alternate Quote 2 should include the cost of your company planting the trees in late 2025 within the public right of way along streets within the City of Quincy, including the furnishing and installation of up to 12 feet of 12-inch deep root barrier at each location adjacent to sidewalks and curbs where/when conditions allow.

a. Root barriers shall be plastic and have ground locking anti-lift tabs (see diagram)

b. If your company offers a discount for planting multiple trees, please note that in your quote.

i. For example: The cost to plant 1 tree is $200, the cost to plant 20 trees is

$175/tree, and the cost to plant 50 trees is $150/tree.

2) The trees will be planted between November 1, 2025-December 15, 2025 or as weather conditions dictate.

3) The per-tree planting cost should include any and all additional fees and charges.

4) If Alternate Quote 2 is approved, the winning quote will be required to provide a written guarantee, along with their quote amount, that trees planted in the fall of 2025 will fully bud out in the spring of 2026. If the trees do not fully bud out, they will be replaced by the bidder at no charge to the City of Quincy.

QUOTE FORM

PURCHASE OF TREES FOR FALL TREE PROGRAM

Tree Variety Per Tree Cost Availability of Tree

Presidential Gold Ginko

Crimson Spire Oak

Rugged Ridge Maple

Afterburner Black Tupelo

New Horizon Elm

Raspberry Spear Crabapple

Redbud

Sourwood

Japanese Lilac

Japanese Flowering Cherry

ALTERNATE QUOTE 1 FORM

PLANTING OF TREES FOR FALL TREE PROGRAM

(No Root Barrier)

Planting Cost per Tree: $_______________________

ALTERNATE QUOTE 2 FORM

PLANTING OF TREES FOR FALL TREE PROGRAM

(Root Barrier)

Planting Cost per Tree: $_______________________

Company Name: __________________________________________________

Company Address/State/ZIP: ___________________________________________________

Authorized Signature: ___________________________________________________

Contact Person:_ ____________________________________________________

Phone/Email: ____________________________________________________

Date: _____________________________________________________

Indemnification and Hold Harmless EXHIBIT A

The Contractor, at its own expense, will protect, defend, indemnify, and hold harmless the City and its elected and appointed officers, employees, or agents from and against any acts, omissions, or negligence by the Contractor that may rise out of this agreement.

Insurance

If stipulated in the Scope of Services, the limits of liability for the insurance required by this section shall provide coverage for not less than the following amounts or greater where required by law or regulation.

1) Worker’s Compensation:

a) Worker’s Compensation shall be provided in accordance with the provisions of the Illinois Worker’s Compensation Act, as amended. Coverage may be provided by a group self-insured authorized in Section 4 (a) of the Act and approved pursuant to the rules of the Illinois Department of Insurance.

2) Commercial General Liability:

Required liability insurance coverage shall be written in the occurrence form and shall provide coverage for the contractor’s operations or any subcontractors operations (contingent or protective liability) completed operations, broad form property damage, hazards of explosion, collapse and underground and contractual liability. The general aggregate limit shall be endorsed on a per project basis.

a) General Aggregate Limit $2,000,000

b) Products $2,000,000

c) Each Occurrence Limit $1,000,000

Coverage shall provide by an endorsement in the appropriate manner and form, the city, its officers, employees, agents, and consultants (if any) shall be named as additional insured with respect to the policies (general and umbrella if required) for occurrences arising in whole or in part out of the work and operations performed.

3) Comprehensive Automobile Policy:

This policy covers owned, non-owned, and hired vehicles.

a) Bodily Injury and Property Damage Liability Limit Each

Occurrence: $1,000,000

4) Umbrella Policy:

Any umbrella policy shall provide excess limits over and above the other insurance limits stated. The contractor may purchase insurance for the full limits required or by a combination of primary policies for lesser limits and remaining limits provided by the umbrella policy.

5) General Insurance:

All insurance shall remain in force during the contract period, covering occurrences happening on or after the effective date and remaining in effect during the performance of the work and at all times thereafter when the contractor may be correcting, removing, or replacing defective work until this contract expires.

Termination or refusal to renew shall not be made without thirty days prior written notice to the city by the insured and the policies shall be endorsed so as to remove any language restricting or limiting liability concerning this obligation.

A certificate of insurance by the insurer issuing the policy and endorsements setting forth the coverage limits, and endorsements shall be filed with the city before the city will execute the contract. A certificate of insurance shall include a statement that “the coverage and limits conform to the minimums required in the contract documents”. In no event shall any failure of the city to receive certificates or to demand receipts be construed as a waiver of the contractor’s obligation to obtain and keep in force the required insurance.

All costs as specified herein shall be considered as included in the cost of the contract. The contractor shall at his/her own expense and risk of delay, cease operations if the required insurance is terminated or reduced below the required amounts. Coverage in the minimum amounts set forth herein shall not be construed to relieve the contractor to indemnify in excess of the coverage in accordance with the contract.

EXHIBIT A