INVITATION FOR BIDS

VRNTL-27-B-02

TREE PLANTINGS FALL 2026 AT VARIOUS LOCATIONS

RANTOUL, IL

Prepared and Requested By:

Village of Rantoul

Municipal Building 333 S. Tanner Street

Rantoul, IL 61866

July 2, 2026

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INVITATION FOR BIDS TREE PLANTINGS FALL 2026

Requesting Entity.

This Invitation for Bids (this "IFB") is made by the Village of Rantoul, Champaign County, Illinois, having its principal office located in the Municipal Building, 333 S. Tanner Street, Rantoul, Illinois 61866. All inquiries for clarification in connection with the demolition d uader this JFR shallwork to be provided under this IFB shall be made to the Community Planning Development Manager of the Village as identified below:

Chris Milliken

Community Planning & Development Manager Village of Rantoul

Municipal Building 333 S. Tanner Street Rantoul, IL 61866

Tel: (217) 892-6822 Fax: (217) 892-5501 E-mail: cmilliken@myrantoul.com

A pre-bid meeting is scheduled for Thursday, July 16, 2026 at 2:00 p.m. at the Village of Rantoul Municipal Building. Bidders should contact Chris Milliken if they plan to attend the pre-bid meeting.

Standard Terminology.

For convenience of reference, the words, terms and phrases defined below and elsewhere in this IFB shall have the meanings respectively ascribed to them for all purposes of this IFB and the Bid Form, including as follows:

"Village" means the Village of Rantoul, Champaign County, Illinois.

subcontractor,"Contractor" means the prospective contractor, which includes any consultant, firm, offerer, proposer or vendor who submits a bid in connection with this IFB.

"Project" means the Tree Plantings Spring 2026 at Various Locations (the Project)

"Work" means any and all work to be provided by the Contractor in connection with the

Project under and pursuant to the Contract Documents specified in part 4 of this IFB below, d any related labor, parts, materials, supplies and equipment, together with the submission of any and all documents, instruments and certificates required to be submitted thereunder.

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Purpose of Request.

The Village has determined to proceed with the Project and to invite bids from prospective contractors to undertake the Work, which is to be commenced within thirty (30) calendar days after the Contract is awarded by the Village and completed within a period not greater than ninety (90) calendar days thereafter, such Work being more particularly described in the Scope of Work included in the Contract Documents specified below.

Contract Documents.

The Contract Documents include the following, complete copies of which are included with and are a part of this IFB:

(1) Scope of Work

(2) Contract

(3) Minimum Insurance requirements document

(4) Bid Form.

General Terms and Conditions(5)

The Contract Documents include expressly or by reference all requirements specified in this of

IFB and all elements to be included in the Contractor's bid. All Contractors are expected to thoroughly examine andnd be familiar with all the terms, conditions and obligations of the Contractor under all of the Contract Documents. Should a Contractor find discrepancies in or omissions from m anyany part of the Contract Documents or be in doubt as to the meaning any provision thereof, such questions should be submitted in writing at at least five (5) days prior to the Due Date, as specified below, below, for for subnsubmission to the Community Development Director of the Director of the Village identified in part 1. above. Answers to questions of any substantiale identified in nature will be sent to each Contractor to whom an IFB is given in the form of an Addendum to this IFB.

Each Contractor shall have visited the sites and facilities of the Project upon which the Work under the Contract Documents is to be performed in order to be fully acquainted with the diff with the conditions and fully understand any difficulty or restriction in connection with the performance of the Work under the Contract Documents and in order to verify any representation made by the Village upon which the Contractor may rely. If the Contractor receives an award as a result of submitting a bid, any failure to have made such investigation examination will in no way relieve the Contractor from its obligation to comply in every detail withwith the provisions of this IFB and the Contract Documents.

or

As and to the extent required by the Prevailing Wage Act (820 ILCS 130/0.01 et seq.), each Contractor shall be obligated to pay not less than the prevailing rate of hourly wages to all laborers, workers and mechanics employed by the Contractor or any subcontractor in connection with any of the Work. The mmost recently revised prevailing rate of wages, as determined by the Department of Labor of the State of Illinois, is attached to and made a part of this IFB and will additionally be attached to and made a part of the Contract as noticert of this IFB and will addit the Contractor of such revised rates. Contractor will be obligated to comply with all regulations of the State of Illinois prevailing wage act.

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Bid Form.

All bids must be submitted on the Bid Form included herewith without deletions or any changes. All bids and accompanying data must be submitted in conformity with, be based upon, and be subject in all respects to all the terms, conditions and obligations of the proposed Contract Documents. The Village reserves the right to waive minor defects or variations from the exact requirements of this IFB and the Bid Form. If insufficient information ation is is submitted by any Contractor to properly evaluate any bid submitted, the Village further reserves the right to request such additional information as it may deem if funds are ot necessary. Bids will be evaluated on the total bid amount. However, if funds are not available to complete work at all of the locations, the list of locations will be reduced at the village's discretion to meet available funding.

Number of Bids.

An

Bid original and at least two (2) copies of the Bid Forn shall be submitted along with two (2) copies of additional documentation, if any. The original together with each copy of such

Form shall be securely bound and submitted together as a package in a sealed envelope clearly identified on the outside of such envelope with the words "Bid Form "IFB#

VRNTL-27-B-02 TREE PLANTINGS FALL 2026 VARIOUS LOCATIONS,

RANTOUL, IL". Each Ea such submittal shall show the name, address, telephone and fax numbers and e-mail address of the Contractor submitting the bid on the front cover of the Bid Form.

Bid Form Due Date.

Any Bid Form shall be submitted no later than 2:00 p.m. on Wednesday, July 29, 2026, (the "Due Date"). Any Bid Form not submitted by a Contractor by such Due Date may be considered nonresponsive and may, at the discretion of the Village, not be considered. Bid opening will occur immediately after the closing time, and will take place in the Conference Room of the Municipal building located at 333 S. Tanner St, Rantoul IL.

8. Place of Submission

All Bid Forms shall be submitted to the Village of Rantoul, Municipal Building, Tanner Street, Rantoul, IL 61866.

333 S.

9. Bid Guarantee.

10.

Any Bid Form submitted in response to this IFB shall be irrevocable for a period of sixty

(60) days from and after the Due Date of this IFB and may not be withdrawn by any Contractor during such period. After such period of sixty (60) days, the bid contained in any Bid Form may be withdrawn by any Contractor at such Contractor's request if such Contractor's bid has not been selected prior to any such request to withdraw.

Bid Security.

Any the the

Bid Form submitted in response to this IFB shall be accompanied with a Bid/Proposal Bond secured by a cashier's or certified check or by a surety licensed to do business in State of Illinois in an an amount equal e to 10% of the amount set forth by the Contractor in Bid Form for the he performance performance ofof the Work, as specified inin the Scope of Work under

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Contract Documents. Such security, whether secured by a check or surety, shall be executed on the form of the applicable Bid/Proposal Bond provided with the Bid Form. Any security deposited by the successful Contractor shall be retained or drawn on as liquidated damages in the event that such Contractor fails to deliver fully executed Contract Documents, performance and payment security, and certificates of insurance to the Village within ten

(10) calendar days from the date the Village sends to the successful Contractor a notice of award or fails to deliver any certificates, licenses, permits or other documents within such time and manner as may be specified in the Contract Documents prior to commencing any other Work thereunder. By submission of a Bid Form, the Contractor agrees to the reasonableness of the amount of the Bid/Proposal Bond as liquidated damages. Such security will be returned upon the execution of the Contract with another Contractor who may be selected by the Village, the withdrawal of this IFB by the Village, or the withdrawal of the bid contained in the Bid Form by the Contractor if allowed by this IFB.

Evaluation Criteria.

An award of the Contract shall be made to the lowest responsible bidder as determined in the sole discretion of the Village. In determining the lowest responsible bidder, the Village may consider the following as well as other relevant criteria:

(1) The ability, capacity and skill of the Contractor to undertake the Work required;

(2) The capacity of the Contractor to perform the work promptly, or within the time specified, without delay or interference;

(3) The character, integrity, reputation, judgment, experience and efficiency of the Contractor including, but not limited to, past performance defaults; whether or not such defaults were with the Village; competency; or failure to pay or satisfactorily settle all claims due for labor and material;

(4) The quality of performance by the Contractor on any previous work;

(5) The previous and existing compliance by the Contractor with laws and ordinances relating to any previous work;

(6) The sufficiency of the financial resources and financial ability of the Contractor undertake the Work;

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(7) The quality, availability and adaptability of the supplies, machinery, plant or other equipment or the particular use required in connection with the Work;

(8) The ability of the Contractor to perform any future maintenance, service or work for the use of the Project, including guarantees;

(9) The number and scope of any conditions made a part of the Bid Form by the

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Contractor;

The Contractor's record of payments for taxes, licenses or other monies due the Village; and

(11) Whether the Contractor is a Local Vendor (i.e., a vendor having a place of business which employs at least one (1) permanent employee at a location determined in the -4-

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following order of priority: (a) the Village; (b) Champaign County; or (c) the State of Illinois) and entitled to preference as set forth below. For any bid of five thousand dollars ($5,000.00) or more, the Local Vendor determined to have the highest priority among other Local Vendors, if any, shall have preference and shall be considered to be the lowest responsible bidder if each of the following conditions are met: (i) any such Local Vendor is a responsible bidder; and (ii) the bid of any such

Local Vendor is not greater than the lowest bid submitted by a responsible bidder by more than two percent (2%) or two thousand dollars ($2,000.00), whichever is less.

This Local Vendor preference shall not be applicable, however, if any federal or state funding source prohibits any such application inin connection with any such Work under any applicable law, rule or regulation.

In connection with any such evaluation by the Village, any Contractor may be invited to submit more detailed information, to make oral presentations, or both. The Village may make any reasonable investigation deemed necessary and proper to determine the ability of the Contractor to perform the Work, and the Contractor shall furnish to the Village all information for this purpose that may be reasonably requested. The Village reserves the right to accept or to reject any or all bids, or any part thereof, received from any Contractor in connection with this IFB for any reason.

Insurance.

The successful Contractor shall deliver to the Village certificates of policies of insurance evidencing the Minimum Insurance Requirements attached to and made a part of the Contract as required by Sections 5.02, 5.03 and 5.04 of General Terms and Conditions at or before the time of the execution and delivery of the Contract Documents and before the

Contractor commences any other Work thereunder.

Performance and Payment Bond.

The successful Contractor shall submit a performance bond and a labor and material payment bond, or a combination performance and payment bond, in an amount equal to

100% of the amount set forth by the Contractor in the Bid Form for the performance of the

Work, as specified in the Scope of Work under the Contract Documents, at or before the time of the execution and delivery of the Contract Documents.

Taxes.

All bids shall include all applicable taxes. The Village is exempt from sales taxes imposed by the State of Illinois and from federal excise taxes.

Acceptance of Bid Form.

The contents of the Bid Form or such parts thereof as may be accepted by the Village will become a contractual obligation of the Contractor and will be incorporated into the final Contract Documents.

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16. "Section 3" of the Housing and Community Development Act of 1968, as amended. If the Contractor or any Subcontractor has the need to hire new persons to complete the Work or subcontract portions of the Work to another business, they are required to direct their newly created employment and/or subcontracting opportunities to Section 3 residents and business concerns.

(a) It is a goal to have 30% of new hires, 10% of construction contracts and 3% of non-construction contracts to be awarded to Section 3 residents and business concerns.

(b)

(c)

(d)

A Section 3 resident is defined as a public housing resident or a low-income person as defined by the U.S. Department of Housing and Urban Development. The Rantoul Community Development Department can provide the Contractor and Subcontractors the income limit data.

A Section 3 business concern is defined as a business that is 51% or more owned by Section 3 residents; or employs Section 3 residents for at least 30% of its full-time, permanent staff; or Provides evidence of a commitment to subcontract to Section 3 business concerns, 25 percent or more of the dollar amount of the awarded contract.

Contractor and all Subcontractors must notify the Rantoul Community Development Department about their efforts to comply with the "Section 3" requirements, including submitting any required documentation.

VRNTL-27-B-02 ATTACHMENT-1

Scope of Work for Tree Plantings Fall 2026 Contract

1. Planting Locations:

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3.

4.

A. Planting locations shall be as designated on the attached maps.

Planting Preparation:

A. The Contractor shall identify any underground impediments prior to beginning planting by contacting J.U.L.I.E.

B. The Contractor shall make certain that trees are properly maintained and watered.

Tree

A.

B.

Planting (Balled and Bur lapped):

If not readily apparent, locate root collar by removing twine, burlap, and excess soil.

Dig tree hole at least two times wider than the root ball, with sides sloped to an unexcavated or firm base. Dig hole to a depth so the located root collar, at the first order lateral root, will be at finished grade.

C. Lifting only from the bottom of the root ball, position tree on firm pad so that it af root collar s with the siurra that it is straight and top of root collar is level with the surrounding soil.

D. Remove all twine from the root ball. If present, remove and discard at least the top one half of the wire basket. Burlap shall be removed from the toр to a point halfway down the root ball and discarded. Ideally, all burlap and wire basket should be removed from the root ball.

E. With clean, sharp pruning tools, prune off any secondary/adventitious, F entiagirdling, and potential girdling roots.

Backfill planting hole with existing unamended soil, and thoroughly water.

G. Mulch the entire planting surface with composted bark applied no less than two inches (2") deep and no more than four inches (4") deep, leaving three inches (3") adjacent to the tree trunk free of mulch.

Tree Planting (Containerized or Grow Bags):

A. If not readily apparent, locate root collar by removing excess soil.

B. Dig tree hole at least two times wider than the root ball with sloping sides.

Dig hole to a depth so the located root collar, at the first order lateral root, C D

E.

F.

G.

will be at finished grade.

Create aa firm soil mound at the bottom of the planting hole.

Remove tree from container or grow bag and completely tease apart root system, repositioning any girdling or potentially girdling roots. Spread roots over soil mound so that root collar is at finished grade and the tree is straight.

With cleean, sharp pruning tools, prune off any secondary/adventitious, girdling, and potential girdling roots.

Backfill planting hole with existing unamended soil and thoroughly water.

Mulch the entire planting surface with composted bark applied no less than two inches (2") deep and no more than four inches (4") deep, leaving three inches (3") adjacent to the tree trunk free of mulch.