BID SPECIFICATIONS AND CONTRACT DOCUMENTS
BID 2025-03
PARKWAY TREE TRIMMING SERVICES
CONTRACTOR’S CERTIFICATION - BID PROPOSAL
** MUST BE EXECUTED AND NOTARIZED **
SIGNATURES TO BE SWORN BEFORE A NOTARY PUBLIC
ALL INSURANCE REQUIREMENTS MUST BE MET
CONTRACT PERIOD:
BID DEPOSIT:
Color Coded Project Location Map
BID OPENING - DATE/TIME/LOCATION:
March 10, 2025 through April 18, 2025
5% of Bid Amount (See Page 4, Item 5)
(Certified Check, Bank Cashier's Check or Bid Bond)
Included
Tuesday, January 28, 2025 at 11:00 AM
VILLAGE HALL
5 Plaza Drive
Woodridge, Illinois 60517-5014
Issued by:
Village of Woodridge, Illinois
5 Plaza Drive
Woodridge, Illinois 60517
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VILLAGE OF WOODRIDGE
NOTICE OF BID
BID 2025-03
PARKWAY TREE TRIMMING SERVICES
The Village of Woodridge will be accepting sealed bids for the items listed below. Bids will be accepted at the Woodridge
Village Hall, Five Plaza Drive, Woodridge, until Tuesday, January 28, 2025 at the times shown below, at which time they will
be opened and publicly read aloud.
Bid #2025-03
Parkway Tree Trimming Services
11:00 A.M.
Specifications may be obtained at the Village Hall, weekdays, between 8:00 a.m. and 4:30 p.m., or online at
www.woodridgeil.gov under “My Government” and “Finance,” and direct at,
https://www.woodridgeil.gov/my_government/finance/bids_purchasing.php. Questions may be directed to Jeff Moline at
jmoline@woodridgeil.gov until 3:00pm Monday, January 20, 2025 and any addenda issued for this bid will be issued by
3:00pm on Tuesday January 21, 2025 and posted on the Village website. Interested Bidders are responsible to visit the Village
of Woodridge website for any addenda to this bid.
A Bid Deposit of 5% of the bid amount is required with the bid submittal and is to be in the form of a bid bond, certified
check or bank cashier’s check.
The Village of Woodridge reserves the right to reject any or all bids, to waive technicalities, and to accept any bid which is
deemed to be in the best interest of the Village of Woodridge.
The Village of Woodridge does not discriminate on the basis of disability in the admission or access to, treatment or
employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals
with disabilities to participate in all Village of Woodridge services, programs, and activities. The Village has a designated
coordinator to facilitate compliance with the Americans with Disabilities Act of 1990 (ADA), as required by Section 35.107
of the U.S. Department of Justice regulations, and to coordinate compliance with Section 504 of the Rehabilitation Act of
1973, as mandated by Section 8.5 of the U.S. Department of Housing and Urban Development regulations. For information,
contact the Assistant Village Administrator, Village of Woodridge, Five Plaza Drive, Woodridge, Illinois, 60517; (630) 719-
4705, TDD (630) 719-2497. Upon request, this information can be made available in large print, audiotape, and/or computer
format.
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VILLAGE OF WOODRIDGE
PARKWAY TREE TRIMMING SERVICES
BID#2025-03
I. GENERAL CONDITIONS
1. DEFINITIONS
The following words and phrases, as used herein, shall have the meaning ascribed to them, as follows:
A. BIDDER shall mean:
B. VILLAGE shall mean the Village of Woodridge, DuPage, Will and Cook
Counties, Illinois, an Illinois Municipal Corporation.
2. PREPARATION AND SUBMISSION OF BID PROPOSAL
The Bidder must submit his/her proposal in duplicate on the forms furnished by the Village of Woodridge. All blank
spaces on the proposal form must be filled in if applicable. Authorized signature must be the individual owner of a
proprietorship, a general partner of a partnership or a duly authorized officer, attested to by the Corporate Secretary,
of a Corporation. The proposal is contained in these documents and must remain attached thereto when submitted.
All signatures and spaces are to be completed in ink or typewritten, where applicable. Prices/costs shall be in United
States dollars. Incorrect completion, execution or submission of bids shall be sufficient grounds for rejection of a
bid. The following documents should be executed and included at the time of submission of a bid:
A) Contractor’s Certification Bid Proposal – Page 13 - 15
B) Bid Proposal Page 25 – 28
C) Bid Security
D) Additional Bid Information (Exhibit A)
E) References (Exhibit B)
E) Non-Barred from Bidding Endorsement (Exhibit C)
F) Anti-Collusion Affidavit (Exhibit D)
G) Conflict of Interest Form (Exhibit E)
H) Identification of Subcontractors (Exhibit F)
I)
Tax Compliance & Bidder’s IRS Form W-9 (Exhibit G)
J) Maps of Trimming Areas (Exhibit H)
Questions may be directed to Jeff Moline at jmoline@woodridgeil.gov until 3:00pm Monday, January 20, 2025 and
any addenda issued for this bid will be issued by 3:00pm on Tuesday January 21, 2025 and posted on the Village
website. Interested Bidders are responsible to check the Village of Woodridge website or contact the Village for any
addenda to this bid. The Village website can be found at www.woodridgeil.gov or directly for the bid at:
https://www.woodridgeil.gov/my_government/finance/bids_purchasing.php
All proposals shall be submitted in sealed envelopes carrying the following information on the face:
1) Bidder's Name and Address
2) Bid Number
3) Subject Matter of Bid
4) Designated Date and Time of Bid Opening
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3. WITHDRAWAL OF BID PROPOSAL
Bidders may withdraw their bids at any time prior to the time specified in the Bid Notice as the closing time for
the receipt of bids.
However, no bid shall be withdrawn or cancelled for a period of sixty (60) calendar days after said advertised
closing time for the receipt of bids, nor shall the successful bid be withdrawn, cancelled, or modified after
having been accepted by the Village.
4. SUBMISSION OF ALTERNATE BIDS
Bidder may submit alternate bids provided that:
Cash bid proposals meet Village Specifications and are submitted separately.
The Village shall not consider an alternate bid which fails to meet specifications.
5. BID DEPOSIT
When required on Page 1 of these Specifications, all bids shall be accompanied by a bid deposit in the amount
specified. Bid deposits shall be in the form of a certified check, a bank cashier's check drawn on a responsible
bank doing business in the United States and shall be made payable to the Village of Woodridge, or bid bond.
The bid deposit of all except the three lowest bidders on each contract will be returned within twenty (20)
calendar days after the opening of the bids. The remaining bid deposits on each contract will be returned, with
the exception of the accepted Bidder, after the contract is awarded. The bid deposit of the accepted Bidder will
be returned after acceptance by the Village of satisfactory performance bond where such bond is required or
completion of contract where no performance bond is required.
6. SECURITY FOR PERFORMANCE
When required on Page 1 of these Specifications, the successful Bidder or Bidders shall, within thirteen (13)
calendar days after acceptance of the bid by the Village, furnish a performance bond in the full amount of the
contract, in a form acceptable to the Village.
In the event that the successful Bidder(s) fails to furnish the performance bond within thirteen (13) calendar
days after acceptance of the bid by the Village, then the bid deposit of the successful Bidder shall be retained by
the Village as liquidated damages and not as a penalty, it being agreed by the successful Bidder that said sum is
a fair estimate of the amount of damages that said Village will sustain due to the successful Bidder's failure to
furnish said bond.
7. EQUIVALENT PRODUCTS
In cases where a specified item is identified by a manufacturer's name, trade name or other reference, it is
understood that the Bidder proposes to furnish the item as identified. If the Bidder proposes to furnish an
"equal" item, the proposed "equal" item must be so indicated in the bid proposal. The Village shall be the sole
determiner of the equalness of the substitute offered.
8. BASIS OF AWARD
The Village reserves the right to accept or reject any and all bids, in whole or in part, and to waive technicalities. The
Bidders must be qualified Contractors and demonstrate the capability to provide services required in accordance with
the bid specifications. This would include:
A. Bid Pricing
B. Compliance with specifications
C. Previous Municipality Experience
D. Submittal compliance
E. References
F. Not currently suspended from participation in any Local, State or Federal Projects
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The Village shall make its determination with respect to bids within sixty (60) days from the date of opening of
bids. Should the Village fail to act within the times herein specified, all bids shall be rendered null and void.
9. BID PRICE – UNBALANCED BID
Any bid which is materially unbalanced as to prices for the Base Bid and/or Optional Bid Items may be rejected.
An unbalanced bid is one which is based on the prices significantly less than the cost for some work and/or prices
which are significantly overstated for other work.
The Village of W ood r i dge will review all unit prices submitted by the apparently lowest responsible and
responsive bidder and will decide whether any of the unit prices are excessively above or below a reasonable cost
analysis value determined by the Village.
10. SUBCONTRACTORS
If any Bidder submitting a bid intends on subcontracting out all or any portion of the engagement, that fact, and
the name of the proposed subcontracting firm(s) must be clearly disclosed in the bid on the form provided herein.
Failure to identify subcontractors could result in disqualification.
In the event the Contractor requires a change of the subcontractor (s) identified, a written request from the Contractor
and a written approval from the Village of Woodridge is required.
The subcontracting, if any, shall be done by the Contractor in accordance with applicable Article 108.01 of the
IDOT Standard Specifications. No contract awarded by the Village of Woodridge shall be assigned, in whole
or in part, or any part of the same sub-contracted without the written consent of the Village Administrator.
In no case shall such consent relieve the successful Bidder from his/her obligations or change the terms of
the contract. Any and all subcontractors shall be bound by contract to the same terms as the successful
Bidder. Prior to commencing any work, subcontractors must place on file with the Village a certificate of
insurance as outlined under "insurance".
11. CATALOGS
Each Bidder shall submit in DUPLICATE, catalogs, descriptive literature and detailed drawings, fully detailing
features, designs, construction, appointments, finishes and the like, in order to fully describe the material or
work proposed to be furnished.
12. DELIVERY
Any/All materials shipped to the Village of Woodridge must be shipped F.O.B. freight prepaid, designated
location Woodridge, Illinois. The materials must then be delivered where directed, and unloaded by the
successful Bidder, or his/her agent. All deliveries shall be deemed to be "inside delivery". Truck deliveries
shall be accepted before 2:30 p.m. on weekdays only. No deliveries shall be accepted on Saturdays, Sundays or
holidays. The quantity of material delivered by truck shall be ascertained from a weight certificate issued by a
duly licensed public weight-master. In the case of delivery by rail, weight will be ascertained from bill of
lading from originating line, but the Village reserves the right to re-weigh at the nearest available railroad scale.
13. GUARANTEES AND WARRANTEES
All guarantees and warrantees required shall be furnished by the successful Bidder and shall be delivered to the
Village before the final payment voucher is issued.
14. SUBLETTING OR ASSIGNMENT OF CONTRACT OR CONTRACT FUNDS
No contract awarded by the Village of Woodridge shall be assigned, in whole or in part, or any part of the same
sub-contracted without the written consent of the Village Administrator. In no case shall such consent relieve
the successful Bidder from his/her obligations or change the terms of the contract.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.