village of oak park 2026-08-12-root-collar-excavation-rfb.pdf

SECTION I

REQUEST FOR BIDS

INSTRUCTIONS AND SPECIFICATIONS FOR:

Village of Oak Park 2026 Root Collar Excavation Bid Number: 26-121

Issuance Date: 08/12/2026

The Village of Oak Park will receive Bids from qualified contractors to preform Root Collar Excavation services during the calendar year 2026 pursuant to this Request for Bids. Bids will be accepted at the Public Works Center, 201 South Blvd., Oak Park, IL 60302 Monday through Friday, 7:30 a.m. to 4:00 p.m. local time until 1:00 p.m. on Wednesday, August 26, 2026. Bids will be reviewed and the results of the review will be presented to the Village Manager of the Village of Oak Park.

Specifications and bid forms may be obtained at http://www.oak-park.us/bid or at the Public Works Center at the address listed above or by calling 708-358-5700.

The Village Board of Trustees reserves the right to accept or reject any and all bids or to waive technicalities, or to accept any item of any bid. Information is available from the Forestry Superintendent, Grant Jones at 708-358-5700 or gjones@oak-park.us.

Do not detach any portion of this document. Upon formal award to the successful Bidder, a written agreement will be executed for the Project in substantially the form attached.

Submission of Bids The Bid shall be submitted on the Bid form included herewith. The Bid shall be submitted in a sealed envelope marked “BID: 26-121 Root Collar Excavation”, shall bear the return address of the bidder, and shall be addressed as follows:

TO: Grant Jones, Forestry Superintendent Department of Public Works 201 South Blvd.

Oak Park, IL 60302

SECTION II

BID INSTRUCTIONS, TERMS AND CONDITIONS

Preparation and Submission of Bid:

All Bids must be delivered to the Public Works Center by the specific time indicated on the cover page. Bids arriving after the specified time will not be accepted. Mailed bids that are received by the Village after the specified hour will not be accepted regardless of the post-marked time on the envelope. Bids must be signed by an officer of the company who is authorized to enter into agreements on behalf of the company. Bids shall be sealed in an envelope and marked as stated on the cover page.

Contract Term The initial contract term shall be from the date of award to December 31, 2026. The Village of Oak Park has the right to renew the contract on an annual basis for two (2) optional one-year terms (January 1 to December 31). The Bidder shall begin performing the services within fourteen (14) days of a notice to proceed from the Forestry Superintendent or his designee.

Contract Renewal The Village will have the right to renew the contract for two (2) additional one (1) year terms with all terms and conditions, other than price, remaining the same. The Village will allow the Bidder to increase or decrease the contract price for each annual renewal.

Upon written request from the Bidder, on or before October 20 of each year of the Agreement, the cost of the services provided under the Agreement may be adjusted as follows:

The contractor shall submit a request for adjustment to the Village based upon the average of the published monthly Index (as defined below) for the period October through September for the previous year. The Index shall be the United States Department of Labor, Bureau of Labor Chicago Statistics, Revised Consumer Price Index for all Urban Wage Earners for Chicago- Naperville-Elgin, IL-IN-WI (all items, 1982-84 = 100).

Notwithstanding anything contained in this Request for Proposals to the contrary, an annual adjustment shall not be greater than five percent (5.0%) of the previous year's cost for services provided under this Agreement in any year.

Any applicable adjustment shall take effect on January 1st.

Notice to Proceed Work shall begin within fourteen (14) days from the Notice to Proceed from the Village’s Forestry Superintendent, Grant Jones. All work shall be completed in accordance with the detailed specifications set forth herein, unless the Forestry Superintendent grants an extension.

Recertification If the Village renews the contract for an additional one-year term, the Bidder will provide the Village with a renewed certification in the form in Section V indicating that it continues to be eligible to contract with units of local government. If a contractor or subcontractor is not able to certify that it continues to meet all requirements, it shall provide a detailed explanation of the circumstances leading to the change in certification status.

Award of Agreement The Agreement will be awarded in whole or in part to the responsible Bidder or Bidders whose bids, conforming to the request for bids, will be most advantageous to the Village; price and other factors considered.

Costs of Preparation The Village will not be responsible for any expenses incurred in preparing and submitting a Bid or entering into the applicable Agreement.

Taxes Not Applicable The Village of Oak Park as an Illinois municipality pays neither Illinois Sales Tax nor Federal Excise Tax (State Tax Exemption Identification Number E9998-1823-06). Contractors should exclude these taxes from their prices.

Withdrawal of Bids:

Any Contractor may withdraw its Bid at any time prior to the time specified in the advertisement as the closing time for the receipt of Bids, by signing a request therefore. No Contractor may withdraw or cancel its Bid for a period of sixty (60) calendar days after the advertised closing time for the receipt of Bids. The successful Contractor may not withdraw or cancel its Bid after having been notified that the Bid was accepted by the Village Board of Trustees.

Investigation of Contractors The Village will make such investigations as are necessary to determine the ability of the Contractor to fulfill Bid requirements. If requested, the Contractor should be prepared to present evidence to the Village of Oak Park of ability and possession of necessary facilities and financial resources to comply with the terms of the attached specifications and Bids. In addition, the Contractor shall furnish the Village with any information the Village may request, and shall be prepared to show completed work of a similar nature to that included in its Bid.

The Village reserves the right to visit and inspect the premises and operation of any Contractor.

Rejection of Contractor The Village will reject any Bid from any person, firm or corporation that appears to be in default or arrears on any debt, agreement or the payment of any taxes. The Village will reject any Bid from a Contractor that failed to satisfactorily complete work for the Village under any previous agreement.

Conditions Contractors are advised to become familiar with all conditions, instructions and specifications governing the work. Contractors shall be presumed to have investigated the work site, conditions and scope of the work before submitting a Bid.

Compliance with Applicable Laws The Bidder will strictly comply with all ordinances of the Village of Oak Park and Village Code and laws of the State of Illinois.

Governing Law All agreements entered into by the Village of Oak Park are governed by the laws of the State of Illinois without regard to conflicts of law. Any action brought to enforce an agreement with the Village of Oak Park must be brought in the state and federal courts located in Cook County, Illinois.

Subletting of Agreement No agreement awarded by the Village of Oak Park shall be assigned or any part sub-agreement without the written consent of the Village of Oak Park or as noted in the Contractor’s Bid. In no case shall such consent relieve the Contractor from its obligations or change the terms of the Agreement.

Interpretation of Agreement Documents:

Any Contractor with a question about this Bid may request an interpretation thereof from the Village. If the Village changes the Bid, either by clarifying it or by changing the specifications, the Village will issue a written addendum, and will mail a copy of the addendum to all prospective Contractors. The Village will not assume responsibility for receipt of such addendum. In all cases, it will be the Contractor’s responsibility to obtain all addenda issued.

Contractors will provide written acknowledgment of receipt of each addendum issued with the Bid submission.

Minority Business and Women Business Enterprise Requirements The Village of Oak Park, in an effort to reaffirm its policy of non-discrimination, encourages the efforts of Contractors and subcontractors to take affirmative action in providing for Equal Employment Opportunity without regard to race, religion, creed, color, sex, national origin, age, handicap unrelated to ability to perform the job or protected veteran’s status.

Licenses The Contractor shall be responsible for becoming a licensed Contractor in the Village.

Agreement The selected bidder shall enter into an Agreement with the Village to complete the Project in a form substantially similar to the Agreement attached hereto. The Agreement shall be executed by the Contractor and returned within ten (10) calendar days after the Agreement has been mailed to the Contractor. The Contractor shall execute three copies of the Agreement. One fully executed copy will be returned to the Contractor. See Section XI for a sample copy of the agreement.

Fees and Cost In the event any action is brought to enforce any agreement entered into by the Village of Oak Park, or to collect any unpaid amount from the Village of Oak Park, each party bears the responsibility of paying its own attorneys’ fees and costs.

Dispute Resolution The Village of Oak Park does not agree to mandatory arbitration of any dispute.

Village of Oak Park Logo or Likeness Use The official logo of the Village of Oak Park is not to be used in any form. Use of the Village logo is strictly prohibited by law and such use could subject the proposer to disqualification or termination of contract.

Living Wage/Minimum Wage See Section XI – Agreement.

Hold Harmless See Section XI - Agreement.

Insurance See Section XI - Agreement.

Termination of Agreement See Section XI - Agreement.

FOIA Requirements By submitting a bid or otherwise responding in any way to this request for bids, the bidder acknowledges the following:1. This public body is subject to the Freedom of Information Act, 5 ILCS 140/1, et seq. (“FOIA”), and any and all information submitted by the bidder to this public body is subject to disclosure to third parties in accordance with FOIA. 2. If the bidder intends for the public body to withhold the bidder’s trade secrets, commercial information, or financial information from disclosure to a third party in response to a FOIA request, the bidder must include with its bid submittal a written notification specifically identifying such information, along with a statement that disclosure of such information will cause competitive harm to the bidder, as provided by FOIA Section 7(1)(g), 5 ILCS 140/7(1)(g). Any content not so marked by the bidder at the time of bid submittal will be presumed to be open to public inspection. The bidder may be required to substantiate the basis for its claims at a later time. 3.

Notwithstanding timely notice received from a bidder in accordance with Section 7(1)(g), the public body reserves the right, in its sole discretion and subject only to applicable law, to withhold or release the subject information in response to a FOIA request.

SECTION III

GENERAL SPECIFICATIONS

Scope of Work The Village is seeking Bids from qualified contractors to perform root collar excavations around younger trees. Excess soil and mulch shall be removed and the root collar exposed. Any girdling roots should be managed appropriately. If a tree is planted too deep, care should be taken to avoid making a hole which could become a trip hazard. Instead, the change in grade should be gradual. A light layer of mulch should be installed to cover any exposed roots without burying the root collar.

Responsibility of Contractor The selected contractor shall furnish all labor, supervision, tools, equipment, materials and supplies, and other means necessary for performing and completing the work, including debris hauling, and shall obtain and pay for any required permits.

ISA Certified Arborist On Staff Bidders for the Village Parkway Tree Pruning contract are required to have an ISA Certified Arborist on staff at all times. Include documentation showing at least one current employee is a certified arborist with your company’s bid. Bids from contractors who do not have a Certified Arborist on staff will not be considered for the Root Collar Excavation contract.

Extent of Services The Contractor will provide services at the times required in the detailed specifications and on an as needed basis. The scope of services is limited to those times, locations, and tasks provided by the Forestry Superintendent to the Contractor.

Alterations, Omissions and Extra Work The Village of Oak Park reserves the right to increase or decrease the quantity of any item or portion of the work, or to omit portions of the work as may be deemed necessary.

Method of Payment The Village of Oak Park will pay monthly, all undisputed of invoices within 30 days of approval as provided in the Local Government Prompt Payment Act, 50 ILCS505/4. The maximum interest rate for any payment not made within 30 days of approval is 1%.

Change Orders Change Orders: Changes in the Work may be agreed to after execution of the Agreement, and without invalidating the Agreement, if the Change Order is in writing and signed. Any changes to the scope of work which result in an increase in the agreement price will be subject to an agreement addendum which must be signed by both parties. Any such Change Order will be prepared by the Village. The Contractor may only proceed with the Change upon receipt of the written Change Order signed by the Village.

Emergency Changes: Contractor may perform work not included in the Scope of Work if necessary to remedy a condition that poses an immediate threat to persons or property. Work of this nature shall be carried out only to the extent of bringing the condition under control.

The Village shall be notified immediately. A Change Order will then be negotiated and executed for the work performed, and for work remaining, if any.

Minor Changes (Field Orders): The Village may verbally authorize minor changes in the Scope of Work in order to prevent a delay in the progression of the Work. These field orders may not involve a change in the agreement price or be inconsistent with the Scope of Work.

Changes Due to Unknown Conditions: The Contractor is not responsible for Changes in the Work that are due to conditions that were not reasonably observable or conditions that have changed. In such cases, the Contractor shall notify the Village and a Change Order will be negotiated.

Any Change which results in a total agreement price in excess of $10,000 must be approved by the Village of Oak Park Board of Trustees.

Correction of Work Prior To Final Payment The Village has the right to stop work if the Contractor fails to carry out the work in a manner acceptable to the Village. If the Village deems the Contractor’s work unacceptable, at the Village’s election, the Contractor shall do one of the following:

1. Promptly repair or replace the defective work, without expense to the Village, including costs associated with repairing any damage to property caused by the replacement work; or;

2. If the Village deems it unacceptable to have the Contractor correct work which has been incorrectly done, a deduction from the agreement price shall be made based on the costs to the Village to have the work repaired. Such a deduction from the agreement price shall in no way affect the Village’s other remedies or relieve the Contractor from responsibility for defects and related damage occurring as a result of defective or unacceptable work.

Bidder’s Representative The bidder shall have at all times a competent foreman or superintendent on the job that shall have full authority to act for the bidder, and to receive and execute orders from the Village Manager or appointed representative. Any instructions given to such superintendent or person executing work for the bidder shall be binding on the bidder as though given to him personally.

Bidder’s representative must be proficient in the use and interpretation of the English language.

Workers The bidders shall employ competent laborers and shall replace, at the request of the Director of Public Works any incompetent, unfaithful, abusive or disorderly workers in their employ. Only workers expert in their respective branches of work shall be employed where special skill is required. Inappropriate behavior or examples of unproductive work effort will not be tolerated. The Village has the right to require a bidder’s employee to be immediately removed from the work crew if the above behavior is exhibited.

Time of Work Bidder shall only work on weekdays, (Monday through Friday), from 7:30 a.m. to 4:30 p.m. No work will be allowed on weekends or on legal holidays as recognized by the Village of Oak Park, except as authorized by the Director of Public Works.

Dispute Resolution All disputes, including collection disputes, shall be brought in the Circuit Court of Cook County, Illinois. This agreement shall be interpreted in accordance with the laws of the State of Illinois.

In any dispute resolution process, each party shall bear its own costs, including attorney’s fees.

Any purported agreement between the parties that states terms contrary to this paragraph will be deemed per se invalid.

Reporting Requirements The following forms must be completed in their entirety, notarized and included as part of the Bid document. Failure to respond truthfully to any question on the list or failure to cooperate fully with further inquiry by the Village of Oak Park will result in disqualification of your Bid.

Detail Specifications

1. Location of Root Collar Excavation Work The location of the work is known as: PUBLIC RIGHT-OF-WAY within the Village of Oak Park, Illinois, on right-of-way or on property furnished by the owner. All root collar excavation work is to be done in accordance with the enclosed specifications.

There are two areas of focus for this year: 1) between Roosevelt Rd (south) and Garfield St (north) and Clinton Ave (west) and S Grove Ave (east) and 2) between Harrison St (south) and Madison St (north) and S East Ave (west) and S Elmwood Ave (east) (See map below). Depending upon the bids received, this area could expand or shrink depending upon cost.

2. Commencement of Work For the Root Collar Excavation contract, the work can begin as soon as the contract is signed. All work for this contract season should be completed by November 30th unless the Forestry Superintendent grants an extension or identifies an early termination date.

3. Method of Measuring Trees to be pruned shall be measured per inch of diameter. The diameter shall be measured at a point four feet (4’) six inches (6”) above the highest ground level at the tree and will be determined by dividing the measured circumference at that point by 3.1416.

4. Root Collar Excavation

Prior to beginning work, the bidder shall set up a modular guarding system, plywood, or other debris containment barricade to contain flying debris and maintain public safety. Rake any coarse wood debris or fresh mulch away from the root collar.

Use compressed air tool (air spade or air knife) to remove excess soil to expose root collar (first true roots or buttress roots). If the root collar is more than six inches below the parkway’s natural grade, stop work and report the location to the Forestry Superintendent.

Use the air tool to excavate out a minimum of 1 foot and maximum of 3 feet radius from the center of the tree to create a ring that matches the existing grade at the site. If the root collar is below the parkway’s natural grade, please taper the change in grade to make it more gradual and avoid creating a trip hazard.

Remove any burlap or twine that is exposed.

Remove any adventitious roots that have formed above the root collar. Sever stem girdling roots with care and dependent upon tree health, size, and location of the stem girdling root. Use a sharp chisel or bypass pruners to cut any roots.

If a girdling root is 2 inches in diameter or larger, it shall be partially severed. Cut a v-shaped notch in the upper half of the girdling root. Report any trees with girdling roots larger than two inches in diameter to the Forestry Superintendent.

Apply a light layer of mulch when the work is complete. This shall cover any exposed roots; however, the root collar shall still be visible.

The work site shall be immediately cleaned up at the conclusion of work and any mud shall be cleaned from the sidewalk, street, or any other object near the work site.

The bidder is responsible for disposing of any excess soil, debris, and/or mulch. This shall be removed from the site. Payment for the removal and disposal of any debris is to be included in your price.

All work shall be completed according to the manufacture’s safety recommendations and the current version of the ANSI Z133 Safety Requirements.

5. Reporting The Bidder is responsible for keeping the Village updated on its work on a weekly basis. Trees skipped during the root collar excavation will be deducted from the billed amount.

6. Property Damage The Bidder shall take great care to avoid damaging adjacent property. Bidder shall be held responsible for all damage to property including, but not limited to, windows, vehicles, and siding. All damage will be the responsibility of the Bidder to repair to its original condition and to the satisfaction of the Village.

7. Idling of Equipment The Department of Public Works has a “No Idling” policy. A copy of the policy is available from the Department of Public Works if needed. The bidder is expected to adhere to this policy as they are an extension of the Public Works Department staff.

8. Leaf Blower Noise Restriction The contractor shall use battery-powered leaf blowers and comply with the Village’s leaf blower ordinance (Section 8-41-1). The contractor shall comply with the Village’s noise ordinance (Section 17-1-30-H) which states leaf blowers must not exceed 65 decibels per the manufacturer’s specifications. Contractor must meet all requirements outline within the Village Code. Copies of the code can be found on the Village Website or provided by the Department of Public Works.

9. Periodic Inspection Upon request the contractor must provide the location of crews working within the Village. The Forestry Superintendent or his representative will periodically inspect the work and will always be available should any problems arise. The Forestry Superintendent can be contacted at 708-358-5700.

10. Obstruction of Streets and Rights-of-Way The bidder shall arrange to keep sidewalks open for traffic when possible, and to block portions of the streets only when deemed necessary to protect private property.

The bidder 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. Bidder is to erect appropriate warning signs and furnish adequate barricades that identify the work zone for the motoring public and pedestrians.

11. Accident Prevention The bidder shall exercise every precaution at all times for the protection of the persons and properties. The safety provisions of all applicable laws and ordinances shall be strictly observed. Any practice obviously hazardous in the opinion of the Forestry Superintendent or authorized representative shall be immediately discontinued by the bidder upon their receipt of instructions from the Forestry Superintendent, or authorized representative, to discontinue such practice.

The bidder shall abide by all applicable laws, standards, and regulations that apply to the completion of the work, including EPA and OSHA safety standards and regulations.

12. Motorized Equipment Under no circumstances shall any motorized equipment be permitted to be driven on the private property or driveways without prior authorization from the resident and the Forestry Superintendent while performing work under the provisions of this contract.

13. Parking No off-street parking for equipment shall be provided for by the Village of Oak Park on any of the Village’s public properties except as may be designated by the Forestry Superintendent.

14. Pedestrian Traffic Control While landscape maintenance work is taking place, the bidder shall block off the sidewalk to pedestrian traffic immediately adjacent to the work site if there is a reasonable concern of harm to pedestrians.

15. Vehicle Parking Issues It shall be the bidder’s responsibility to ensure the proposed work area each day is clear of vehicles. The Village will provide a limited number of “No Parking” signs for the contractor. It is the responsibility of the bidder to move the signs and have them in place for the next day’s work. The Village will not assist the bidder with contacting residents to move vehicles if they have not properly posted parking restrictions.

SECTION IV

BID FORM (Pricing)

The undersigned bidder agrees to all terms and conditions of the preceding specifications for Root Collar Excavation work and will furnish all the insurance documents as stipulated. The unit prices listed below should be for 2026 only.

Please provide a per tree price based upon the two diameter sizes listed below. No trees larger than 9 inches in DBH will be included in the project.

DBH Range Estimated Number of Trees Price Per Tree Total Cost Per Size Class

2-6 inches 205

7-9 inches 36

Total Price

BID FORM CONTINUED – PROPOSAL SIGNATURE SHEET

Proposal Signature:

State of ) County of )

(Type Name of Individual Signing) being first duly sworn on oath deposes and says that the bidder on the above Bid is organized as indicated below and that all statements herein made on behalf of such bidder and that their deponent is authorized to make them, and also deposes and says that deponent has examined and carefully prepared their Bid from the Agreement Specifications and has checked the same in detail before submitting this Bid; that the statements contained herein are true and correct.

Signature of bidder authorizes the Village of Oak Park to verify references of business and credit at its option.

Signature of bidder shall also be acknowledged before a Notary Public or other person authorized by law to execute such acknowledgments.

Dated: /____/2026

Organization Name (Seal - If Corporation) By:

Authorized Signature Address

Telephone

Subscribed and sworn to before me this day of , 2026.

______________________________ in the State of _____________________. My Commission Notary Public

Expires on ____/____/_______

BID FORM CONTINUED

Complete Applicable Paragraph Below

(a) Corporation The bidder is a corporation, which operates under the legal name of

______________________________and is organized and existing under the laws of the State of

_______________. The full names of its Officers are:

President

Secretary

Treasurer

The corporation does have a corporate seal. (In the event that this Bid is executed by a person other than the President, attach hereto a certified copy of that section of Corporate By-Laws or other authorization by the Corporation that permits the person to execute the offer for the corporation.)

(b) Partnership Names, Signatures, and Addresses of all Partners

The partnership does business under the legal name of ____________________, which name is registered with the office of __________ in the county of

(c) Sole Proprietor The bidder is a Sole Proprietor whose full name is . If the bidder is operating under a trade name, said trade name is , which name is registered with the office of in the county of .

Signed:

Sole Proprietor

In compliance with the above, the undersigned offers and agrees, if his/her Bid is accepted within ninety

(90) calendar days from date of opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered at the designated point within the time specified above.

MUNICIPAL QUALIFICATION REFERENCE SHEET

Bidders shall furnish a minimum of four (4) references from projects similar in scope within the last two

(2) years.

MUNICIPALITY

ADDRESS

CONTACT

PHONE

WORK

PERFORMED

SECTION V

BIDDER CERTIFICATION

______ , as part of its Bid on an agreement Root Collar Excavation Services for the Village of Oak Park, hereby certifies that said bidder selected is not barred from proposing on the aforementioned agreement as a result of a violation to either Section 33E-3 or 33E-4 of Article 33E of Chapter 38 of the Illinois Revised Statutes or Section 2-6-12 of the Oak Park Village Code relating to "Proposing Requirement.

(Authorized Agent of bidder selected)

Subscribed and sworn to before me this day of , 2026.

Notary Public’s Signature - Notary Public Seal -

SECTION VI

TAX COMPLIANCE AFFIDAVIT

, being first duly sworn, deposes and says:

that he/she is of (partner, officer, owner, etc.)

(bidder selected)

The individual or entity making the foregoing Bid or proposal certifies that he/she is not barred from entering into an agreement with the Village of Oak Park because of any delinquency in the payment of any tax administered by the Department of Revenue unless the individual or entity is contesting, in accordance with the procedures established by the appropriate revenue act, liability for the tax or the amount of the tax. The individual or entity making the Bid or proposal understands that making a false statement regarding delinquency in taxes is a Class A Misdemeanor and, in addition, voids the agreement and allows the municipality to recover all amounts paid to the individual or entity under the agreement in civil action.

By:

Its:

(name of bidder if the bidder is an individual) (name of partner if the bidder is a partnership) (name of officer if the bidder is a corporation)

The above statement must be subscribed and sworn to before a notary public.

Subscribed and sworn to before me this day of , 2026.

Notary Public’s Signature - Notary Public Seal -

SECTION VII

ORGANIZATION OF BIDDING FIRM

Please fill out the applicable section:

A. Corporation:

The Contractor is a corporation, legally named _________________________________ and is organized and existing in good standing under the laws of the State of ____________. The full names of its Officers are:

President

Secretary

Treasurer

Registered Agent Name and Address:

The corporation has a corporate seal. (In the event that this Bid is executed by a person other than the President, attach hereto a certified copy of that section of Corporate By-Laws or other authorization by the Corporation that permits the person to execute the offer for the corporation.)

B. Sole Proprietor:

The Contractor is a Sole Proprietor. If the Contractor does business under an Assumed Name, the Assumed Name is , which is registered with the Cook County Clerk. The Contractor is otherwise in compliance with the Assumed Business Name Act, 805 ILCS 405/0.01, et. seq.

C. Partnership:

The Contractor is a Partnership which operates under the name _____ The following are the names, addresses and signatures of all partners:

Signature Signature

(Attach additional sheets if necessary.) If so, check here .

If the partnership does business under an assumed name, the assumed name must be registered with the Cook County Clerk and the partnership is otherwise in compliance with the Assumed Business Name Act, 805 ILCS 405/0.01, et. seq.

D. Affiliates: The name and address of any affiliated entity of the business, including a description of the affiliation: ____________

Signature of Owner

SECTION VIII

COMPLIANCE AFFIDAVIT

I, , (Print Name) being first duly sworn on oath depose and state:

1. I am the (title) of the Proposing Firm and am authorized to make the statements contained in this affidavit on behalf of the firm;

2. I have examined and carefully prepared this Bid based on the request and have verified the facts contained in the Bid in detail before submitting it;

3. The Proposing Firm is organized as indicated above on the form entitled “Organization of Proposing

Firm.”

4. I authorize the Village of Oak Park to verify the Firm’s business references and credit at its option;

5. Neither the Proposing Firm nor its affiliates1 are barred from proposing on this project as a result of a violation of 720 ILCS 5/33E-3 or 33E-4 relating to Bid rigging and Bid rotating, or Section 2-6-12 of the Oak Park Village Code relating to “Proposing Requirements”.

6. The Proposing Firm has the M/W/DBE status indicated below on the form entitled “EEO Report.”

7. Neither the Proposing Firm nor its affiliates is barred from agreementing with the Village of Oak Park because of any delinquency in the payment of any debt or tax owed to the Village except for those taxes which the Proposing Firm is contesting, in accordance with the procedures established by the appropriate revenue act, liability for the tax or the amount of the tax. I understand that making a false statement regarding delinquency in taxes is a Class A Misdemeanor and, in addition, voids the agreement and allows the Village of Oak Park to recover all amounts paid to the Proposing Firm under the agreement in civil action.

8. I am familiar with Section 13-3-2 through 13-3-4 of the Oak Park Village Code relating to Fair Employment Practices and understand the contents thereof; and state that the Proposing Firm is an “Equal Opportunity Employer” as defined by Section 2000(E) of Chapter 21, Title 42 of the United States Code Annotated and Federal Executive Orders #11246 and #11375 which are incorporated herein by reference. Also complete the attached EEO Report or Submit an EEO-1.

9. I certify that the Contractor is in compliance with the Drug Free Workplace Act, 41 U.S.C.A, 702

Signature:

Name and address of Business:

Telephone E-Mail

Subscribed to and sworn before me this day of , 2026.

Notary Public - Notary Public Seal -

1 Affiliates means: (i) any subsidiary or parent of the agreementing business entity, (ii) any member of the same unitary business group; (iii) any person with any ownership interest or distributive share of the agreementing business entity in excess of 7.5%; (iv) any entity owned or controlled by an executive employee, his or her spouse or minor children of the agreementing business entity.

SECTION IX

M/W/DBE STATUS AND EEO REPORT

Failure to respond truthfully to any questions on this form, failure to complete the form or failure to cooperate fully with further inquiry by the Village of Oak Park will result in disqualification of this Bid. For assistance in completing this form, contact the Department of Public Works at 708-358-5700.

1. Contractor Name:

2. Check here if your firm is:

Minority Business Enterprise (MBE) (A firm that is at least 51% owned, managed and controlled by a Minority.)

Women’s Business Enterprise (WBE) (A firm that is at least 51% owned, managed and controlled by a Woman.)

Owned by a person with a disability (DBE) (A firm that is at least 51% owned by a person with a disability)

None of the above

[Submit copies of any W/W/DBE certifications]

3. What is the size of the firm’s current stable work force?

Number of full-time employees

Number of part-time employees

4. Similar information will be requested of all subcontractors working on this agreement.

Forms will be furnished to the lowest responsible Contractor with the notice of agreement award, and these forms must be completed and submitted to the Village before the execution of the agreement by the Village.

Signature: _____________________________

Date: __________________

B lack

H ispanic

Am erican Indian

Alaskan N ative Asian &

Pacific Islander

B lack

H ispanic

Am erican Indian

Alaskan N ative Asian &

Pacific Islander

Officials &

M anagers

Professionals

Technicians

Sales W orkers

Office &

Clerical

Sem i-Skilled

Laborers

Service W orkers

TO

TAL

M anagem ent Trainees

Apprentices

Contractor N am e__________________________

Total Em ployees________________________

EEO

R

EPO

R

T Please fill out this form com pletely. Failure to respond truthfully to any questions on this form

, or failure to cooperate fully w ith further inquiry by the Village of Oak Park w ill result in disqualification of this Bid. An incom plete form w ill disqualify your Bid. For assistance in com pleting this form

, contact the Purchasing Departm ent at 708-358-5473.

An EEO -1

R eport m ay be subm itted in lieu of this report

( Signature ) ( Date )

This com pleted and notarized report m ust accom pany your Bid. It should be attached to your Affidavit of Com pliance. Failure to include it w ith your Bid w ill be disqualify you from consideration.

___________________________________, being first duly sw orn, deposes and says that he/she is the________________________

(N am e of Person M aking Affidavit) (Title or Officer) of ______________________and that the above EEO Report inform ation is true and accurate and is subm itted w ith the intent that it be relied upon. Subscribed and sw orn to before m e this ________ day of _________________________, 20__.

M ales

Fem ales

Total M inorities Job

C ategories

Total Em ployees Total

M ales

Total Fem ales

SECTION X

NO BID EXPLANATION

If your firm does not wish to propose on the attached specifications, the Village of Oak Park would be interested in any explanation or comment you may have as to what prevented your firm from submitting a Bid.

Bid Name: Project No. 26-121; Root Collar Excavation

Comments:

Signed: __________________________

Phone: ___________________________

SECTION XI

AGREEMENT

(For Reference – Do Not Fill Out)

INDEPENDENT CONTRACTOR AGREEMENT

THIS INDEPENDENT CONTRACTOR AGREEMENT (“Contract””) is entered into on the ____ day of _________________ 2026, by and between the Village of Oak Park, an Illinois home rule municipal corporation (hereinafter the “Village”), and _________________________, a ____________________ (hereafter the “Contractor”).

RECITALS

WHEREAS, the Contractor submitted a Bid to perform Root Collar Excavation services on selected parkway trees (hereinafter referred to as the “Work”), pursuant to the Village’s Request for Bids dated _____, _____, attached hereto and incorporated herein by reference as though fully set forth; and

WHEREAS, the Contractor represented in said Bid that it has the necessary personnel, experience, and competence to promptly complete the Work and the work required hereunder;

and

WHEREAS, the Contractor’s Bid is attached hereto and incorporated herein by reference into this Agreement; and

WHEREAS, the Contractor shall perform the Work pursuant to the terms and conditions of this Contract.

NOW, THEREFORE, in consideration of the premises and the mutual promises contained in this Contract, and other good and valuable consideration received and to be received, it is mutually agreed by and between the parties as follows:

1. RECITALS INCORPORATED

The above recitals are incorporated herein as though fully set forth.

2. SCOPE OF WORK

The Contractor shall perform the Project in accordance with its Bid in an amount not to exceed $_________ (“Contract Price”). The Contractor shall complete the Project in accordance with any applicable manufacturers’ warranties and in accordance with the Village’s Request for Bids, the Contractor’s Bid and this Contract, all of which together shall constitute the Contract Documents. The Contractor hereby represents and warrants that it has the skill and experience necessary to complete this project in a good and workmanlike manner. The Contractor further represents and warrants that the Project will be completed in a good and workmanlike manner in accordance with the Contract Documents, and that the Project will be free from defects.

The Contractor shall achieve completion of all work required pursuant to the Contract Documents (“Contract Time”). The Contract Time is of the essence. In the event the Contractor fails to complete the Project on or before said date, the Village shall be entitled to liquidated damages in the amount of $500.00 per day for each day the work remains uncompleted beyond the completion date set forth above. This amount is not a penalty, and the parties agree to said amount given the difficulties associated with determining or calculating damages to the Village in the event the Project is not completed on time. The Contractor shall have no claim for damages, for compensation in excess of the Contract Price, or for a delay or extension of the Contract Time based upon conditions found at, or in the vicinity of, the site.

3. DESIGNATED REPRESENTATIVES

Contractor shall designate in writing a person to act as its designated representative with respect to the Work to be performed under this Contract who shall have the power and authority to make or grant or do all things, certificates, requests, demands, approvals, consents, notices and other actions required that are ministerial in nature or described in this Agreement for and on behalf of Contractor and with the effect of binding Contractor.

The Village is entitled to rely on the full power and authority of the person executing this Contract on behalf of Contractor as having been properly and legally given by Contractor.

Contractor shall have the right to change its designated representative by providing the Village with written notice of such change which notice shall be sent in accordance with Section 13 of this Agreement.

The Village’s Public Works Director or the Director’s designee shall be deemed the Village’s authorized representative for purposes of this Agreement, unless applicable law requires action by the Corporate Authorities, and shall have the power and authority to make or grant or do those things, certificates, requests, demands, approvals, consents, notices and other actions required that are ministerial in nature or described in this Agreement for and on behalf of the Village and with the effect of binding the Village as limited by this Contract. Contractor is entitled to rely on the full power and authority of the person executing this Agreement on behalf of the Village as having been properly and legally given by the Village. The Village shall have the right to change its authorized representative by providing Contractor with written notice of such change which notice shall be sent in accordance with Section 13 of this Agreement.

4. TERM OF CONTRACT, CONTRACT RENEWAL, AND RATE ADJUSTMENT

The Contractor shall perform the Work pursuant to this Contract beginning on the effective date as defined herein and shall expire on December 31, 2026.

The Village will have the right to renew the contract for two (2) additional one (1) year terms with all terms and conditions, other than price, remaining the same. The Village will allow the Bidder to increase or decrease the contract price for each annual renewal.

Upon written request from the Bidder, on or before October 20 of each year of the Agreement, the cost of the services provided under the Agreement may be adjusted as follows:

The contractor shall submit a request for adjustment to the Village based upon the average of the published monthly Index (as defined below) for the period October through September for the previous year. The Index shall be the United States Department of Labor, Bureau of Labor Chicago Statistics, Revised Consumer Price Index for all Urban Wage Earners for Chicago-Naperville-Elgin, IL-IN-WI (all items, 1982-84 = 100).

Notwithstanding anything contained in this Request for Bids to the contrary, an annual adjustment shall not be greater than five percent (5.0%) of the previous year's cost for services provided under this Agreement in any year.

Any applicable adjustment shall take effect on January 1st.

5. PAYMENT SCHEDULE

Contractor shall, as a condition precedent to its right to receive any payment, submit to the Village an application for payment and such receipts, vouchers, and other documents as may be necessary to establish the Contractor's payment for all labor and material and the absence of any interest whether in the nature of a lien or otherwise of any party in any property, work, or fund with respect to the Work performed hereunder. Such documents shall include, where relevant, the following forms, copies of which are attached hereto:

(i) Contractor's sworn statement;

(ii) Contractor's partial or final waiver of lien;

(iii) Subcontractor's sworn statement(s); and

(iv) Subcontractor's partial or final waiver of lien.

Payment by the Village shall be conditioned upon an inspection by the Village of the Work completed and submission of required waivers by the Contractor. Payment by the Village shall in no way constitute a waiver of, or relieve the Contractor from, any defects in the work. All payments shall be made in accordance with the Illinois Local Government

Prompt Payment Act, 50 ILCS 505/1 et seq. Final payment for any Work performed by the Contractor pursuant to an invoice by Contractor shall be made by the Village to the Contractor when Contractor has fully performed the work and the work has been approved by the Village and submission of required waivers and paperwork by Contractor. Approval of the work and issuance of the final payment by the Village shall not constitute a waiver of, or release Contractor from, any defects in the work.

The Village shall have the right to withhold from any payment due hereunder such amount as may reasonably appear necessary to compensate the Village for any actual or prospective loss due to Work which is defective or does not conform to the Contract Documents; damage for which Contractor is liable hereunder; liens or claims of liens; claims of third parties, subcontractors, or material men; or any failure of the Contractor to perform any of its obligations under this Contract. The Village may apply any money withheld or due Contractor hereunder to reimburse itself for any and all costs, expenses, losses, damages, liabilities, suits, judgments, awards, and attorney's fees incurred, suffered, or sustained by the Village and chargeable to Contractor.

6. TERMINATION

The Village may terminate this Contract for cause, which includes but is not necessarily limited to, the Contractor’s failure to perform the work pursuant to this Contract. The Village shall provide the Contractor with five (5) days’ written notice of a termination for cause pursuant to the provisions of Section 13 below. The Village may also terminate this Contract when it determines the same to be in its best interests by giving fourteen (14) days’ written notice to the Contractor pursuant to the provisions of Section 13 below. In such event, the Village shall pay to the Contractor all amounts due for the work performed up to the date of termination.

7. DEFAULT/THE VILLAGE’S REMEDIES.

If it should appear at any time prior to payment for the Work provided pursuant to this Contract that the Contractor has failed or refused to prosecute, and is in default, or has delayed in the prosecution of, the Work to be provided pursuant to this Contract with diligence at a rate that assures completion of the Work in full compliance with the requirements of this Contract, or has attempted to assign this Contract or the Contractor’s rights under this Contract, either in whole or in part, or has falsely made any representation or warranty, or has otherwise failed, refused, or delayed to perform or satisfy any other requirement of this Contract or has failed to pay its debts as they come due (“Event of Default”), and has failed to cure, or has reasonably commenced to cure any such Event of Default within fifteen (15) business days after Contractor’s receipt of written notice of such Event of Default, then the Village shall have the right, at its election and without prejudice to any other remedies provided by law or equity, to pursue any one or more of the following remedies:

(A) The Village may require Contractor, within such reasonable time as may be fixed by the Village, to complete or correct all or any part of the Work that are defective, damaged, flawed, unsuitable, nonconforming, or incomplete and to take any or all other action necessary to bring Contractor and the Work into compliance with this Contract;

(B) The Village may accept the defective, damaged, flawed, unsuitable, nonconforming, incomplete, or dilatory Work or part thereof and make an equitable reduction;

(C) The Village may terminate this Contract without liability for further payment of amounts due or to become due under this Contract except for amounts due for Services properly performed prior to termination;

(D) The Village may withhold any payment from Contractor, whether or not previously approved, or may recover from Contractor any and all costs, including attorneys’ fees and administrative expenses, incurred by the Village as the result of any Event of Default or as a result of actions taken by the Village in response to any Event of Default; or

(E) The Village may recover any damages suffered by the Village as a result of Contractor’s Event of Default.

(F) In addition to the above, if Contractor fails to complete any required Work pursuant to this Contract, the Village shall be entitled to liquidated damages in the amount of five hundred dollars ($500.00) per day for each day the Services remains uncompleted. This amount is not a penalty, and the parties agree to said amount given the difficulties associated with determining or calculating damages to the Village in the event the required Work is not completed on time.

8. COMPLIANCE WITH APPLICABLE LAWS

Contractor shall comply with all applicable laws, regulations, and rules promulgated by any federal, state, county, municipal and/or other governmental unit or regulatory body now in effect during the performance of the work. By way of example only and not as a limitation, the following are included within the scope of the laws, regulations and rules with which the Contractor must comply: all forms of workers’ compensation Laws, all terms of the equal employment…