Request for Bids for Cemetery Landscaping Maintenance Services
| Location: | Illinois |
|---|---|
| Posted: | Mar 25, 2026 |
| Due: | Apr 9, 2026 |
| Agency: | Northbrook village |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Request for Bids for Cemetery Landscaping Maintenance Services
|
| Category: | Northbrook Engineering & Public Works Bids |
| Status: | Open |
| Bid Recipient: | Jean Paul Soens, Management Analyst |
|
Attachment Preview
VILLAGE OF NORTHBROOK
CEMETERY LANDSCAPING MAINTENANCE SERVICES
OWNER:
Village of Northbrook
1225 Cedar Lane
Northbrook, Illinois 60062
REQUEST FOR BIDS
BID SUBMISSION INFORMATION:
Date of Request for Bids (“RFB”) Issuance:
Wednesday, March 25, 2026 – 11:00 a.m.
Pre-Bid Meeting:
Tuesday, March 31, 2026 – 9:00 a.m.
Bid Submittal Deadline:
Thursday, April 9, 2026 – 9:00 a.m.
Owner will receive sealed bids for the Work generally described as follows:
Provide landscape maintenance services at three (3) municipal cemeteries owned by the Village., as further set forth
and described in ATTACHMENT B – SPECIFICATIONS, attached to this RFB.
TO BE SUBMITTED TO: Northbrook Public Works, 655 Huehl Road, Northbrook, Illinois 60062, attention Jean
Paul Soens, Management Analyst, BEFORE 9:00 a.m., April 9, 2026.
INSTRUCTIONS TO BIDDERS
Preparation of Bids
All bids for the Work shall be made only on the blank Contract/Proposal form attached to this RFB and shall be
complete with a price for each and every item named in the Schedule of Prices section of the Contract/Proposal form.
All bids must be signed by an authorized representative/official. Bids that contain omissions, erasures, alterations, or
additions not called for, conditional or alternate bids unless called for, or that contain irregularities of any kind may be
rejected. Bids must include the attached reference form with at least three (3) references. Contractors with extensive
experience in landscape maintenance services will be preferred. Each bidder is encouraged to visit the worksites prior to
submitting a bid.
Clarifications
Owner reserves the right to make clarifications, corrections, or changes in this bid at any time prior to the time bids are
opened. All bidders or prospective bidders will be informed of said clarifications, corrections, or changes. If there are
questions regarding the specifications, please contact Village Forester, Theresa Cichocki at
terry.cichocki@northbrook.il.us. All questions must be submitted in writing. All email communications must include
the subject line “Cemetery Landscaping Maintenance Services RFB”. Questions and inquiries regarding this RFB are
due Wednesday, April 1, 2026 at 12:00 p.m. An addendum addressing all questions and inquiries will be issued and
posted to the Village of Northbrook’s website (https://www.northbrook.il.us/1019/Bids-and-Proposals) by 10:00 a.m.
on Friday, April 3, 2026. All addendums must be acknowledged as indicated on page 4 of this document for responses
to this RFB to be considered complete. Any other information of any kind from any other source shall not be considered
official, and proposers relying on other information do so at their own risk.
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MANDATORY PRE-BID MEETING
All bidders must attend a pre-bid meeting walk-through on Tuesday, March 31 at 9:00 a.m. at North Northfield
Cemetery (3750 Dundee Road), then Northfield Union Cemetery (3035 Dundee Road), and followed by St. Peter
Cemetery (2785 Shermer Road). At the pre-bid meeting, all bidders will visit the Work Sites, as more fully described
in this RFB, gather additional information, and ask specific questions. Attendance shall be taken at the pre-bid meeting
to ensure that all contractors have visited the Work Site. Representatives of the Village will be present to discuss the
Work and answer questions. Owner reserves the right to reject all bids submitted by bidders who fail to attend this pre-
bid meeting.
Delivery of Bids
Each bid shall be submitted in a sealed envelope plainly marked with the bidder’s full legal name and address and include
the following wording clearly marked on the outside of the envelope:
Village of Northbrook – Bid for Cemetery Landscaping Maintenance Services
Responses received by the designated contact after 9:00 a.m., Central Time, April 9, 2026 will not be accepted and will
be returned to the sender unopened. All bids must be delivered to and received by Owner no later than the due date
regardless of postmark date. Bids submitted via facsimile or e-mail will not be accepted. Bids must be submitted in the
manner described in this RFB.
Each response shall be addressed and delivered to the place and before the time set forth above. Bids may be delivered
by mail or in person. Bids received after the time specified above will be returned unopened. Each bidder assumes
responsibility for timely submission of its bid.
Follow-up discussions may be conducted with several firm(s) to resolve any questions, finalize the scope of work and
agreement on final not-to-exceed costs as a means to recommend final selection to the Board of Trustees. Owner also
reserves the right to negotiate with potential consultants so that Owner’s best interests are served.
Freedom of Information Act
All information submitted to Owner in response to this RFB shall be deemed a public record and will be subject to
disclosure under the Illinois Freedom of Information Act (5 ILCS 140 et seq.) subsequent to the award of the contract.
Bidders are advised that Section 7(1)(g) of that Act exempts the following from disclosure:
Trade secrets and commercial or financial information obtained from a person or business where the trade secrets
or commercial or financial information are furnished under a claim that they are proprietary, privileged or
confidential, and that disclosure of the trade secrets or commercial or financial information would cause
competitive harm to the person or business, and only insofar as the claim directly applies to the records requested.
Bidders desiring to have portions of their proposals considered exempt are advised to mark these portions accordingly.
Insurance
The successful bidder will be required to furnish certificates and policies of insurance as required by Section 4.B of the
contract, upon award of the contract. Each bidder's proposal must be accompanied by a letter from bidder's insurance
carrier or its agent certifying that said insurer has read the requirements set forth in the contract and will issue the
required certificates and policies of insurance upon award of the contract to bidder.
Opening of Bids
Bids will be publicly opened at 9:00 a.m., Central Time, Thursday, April 9, 2026 at the Village of Northbrook Public
Work Center, located at 655 Huehl Road, Northbrook, IL 60062, and read at the time and place specified above.
Bidders, their authorized agents, and interested parties are invited to be present.
Withdrawal of Bids
No bids shall be withdrawn for a period of 90 days after the opening of any bid.
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Rejection of Bids
Bids that are not submitted on the Contract/Proposal form or that are not prepared in accordance with these Instructions
to Bidders may be rejected. If not rejected, Owners may demand correction of any deficiency and accept the deficiently
prepared bid upon compliance with these Instructions to Bidders.
Bidder Qualifications and Evaluation Criteria
The bidders must be qualified landscapers and demonstrate the capability to provide services required in accordance
with the bid specifications. Bids shall be evaluated as follows (not listed in order of priority):
Bid Rates
Compliance with Specifications
Previous Municipality Experience
References
Submittal Compliance
Owner reserves the right to choose the overall best bidder according to Owner’s criteria. Owner, and its designated
representatives, shall be the sole judge of its own best interest, the proposal, and the resulting negotiated contract.
Owner’s decision will be final.
The above factors, along with other factors that the Owner may deem appropriate, will be used to identify the proposal
that represents the best interests of the Owner and its residents.
Acceptance of Bids
Bids submitted are offers only and the decision to accept or reject is a function of quality, reliability, capability,
reputation, and expertise of the bidders. The final award of a contract for the Work is in the sole discretion of the
Village Board of Trustees. Issuance of this RFB does not obligate Owner to pay any costs incurred by a bidder in its
submission of a bid or making any necessary studies or designs for the preparation of that proposal, or for procuring or
contracting for the services to be furnished under this RFB.
Owner reserves the right to accept the bid that is, in its judgment, the best and most favorable to the interests of Owner
and to the public; to reject the low price bid; to accept any item of any bid; to reject any and all bids; and to waive
irregularities and informalities in any bid submitted or in the request for bids process; provided, however, the waiver of
any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Bidders
should not rely upon, or anticipate, such waivers in submitting their bid.
Upon acceptance of the successful bidder’s bid by Owner, the successful bidder’s bid, together with Owner’s
notification of acceptance in the form attached to this RFB, shall become the agreement for the Work. Final acceptance
and approval of the contract will be at the discretion of the Village Board of Trustees.
DATED this 25th day of March, 2026.
VILLAGE OF NORTHBROOK
By: Jean Paul Soens
Management Analyst
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VILLAGE OF NORTHBROOK
CONTRACT/PROPOSAL FOR THE
CEMETERY LANDSCAPING MAINTENANCE SERVICES
Full Name of Bidder
or “Contractor”)
Principal Office Address
Local Office Address
(“Bidder”
__________
__________
Contact Person:
E-mail:
Telephone:
Fax:
TO: Northbrook Public Works
655 Huehl Road
Northbrook, Illinois 60062
Attention: Jean Paul Soens, Management Analyst
Bidder warrants and represents that Bidder has carefully examined the Work Sites described below and its environs
and has reviewed and understood all documents included, referred to, or mentioned in this bound set of documents,
including Addenda Nos. ________ [if none, write “NONE”], which are securely stapled to the end of this
Contract/Proposal.
1. Work Proposal
A. Contract and Work: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall, at
its sole cost and expense, provide, perform, and complete, in the manner specified and described, and upon the
terms and conditions set forth, in this Contract/Proposal and Owner’s written notification of acceptance in the
form included in this bound set of documents, all of the following, all of which is herein referred to as the
“Work”:
1. Labor, Equipment, Materials and Supplies: Provide, perform, and complete, in the manner specified
and described in this Contract/Proposal and all necessary work, labor, services, transportation,
equipment, materials, supplies, information, data, and other means and items necessary for the
cemetery landscape maintenance services at cemeteries owned by Owner at various locations in the
Village of Northbrook (the “Work Site”).
2. Permits: Procure and furnish all permits, licenses, and other governmental approvals and
authorizations necessary in connection therewith; and
3. Bonds and Insurance: Procure and furnish all bonds and all insurance certificates specified in this
Contract/Proposal; and
4. Taxes: Pay all applicable federal, state, and local taxes; and
5. Miscellaneous: Do all other things required of Bidder by this Contract/Proposal; and
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6. Quality: Provide, perform, and complete all of the foregoing in a proper and workmanlike manner,
consistent with highest standards of professional and construction practices, in full compliance with,
and as required by or pursuant, to this Contract/Proposal, and with the greatest economy, efficiency,
and expedition consistent therewith, with only new, undamaged, and first quality equipment, materials,
and supplies.
B. Performance Standards: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that all Work
shall be fully provided, performed, and completed in accordance with the specifications attached hereto and by
this reference made a part of this Contract/Proposal.
C. Responsibility for Damage or Loss: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that
Bidder shall be responsible and liable for, and shall promptly and without charge to Owner repair or replace,
damage done to, and any loss or injury suffered by, Owner, the Work, the Work Site, or other property or
persons as a result of the Work.
D. Inspection/Testing/Rejection: Owner shall have the right to inspect all or any part of the Work and to reject
all or any part of the Work that is, in Owner’s judgment, defective or damaged or that in any way fails to
conform strictly to the requirements of this Contract/Proposal and Owner, without limiting its other rights or
remedies, may require correction or replacement at Bidder’s cost, perform or have performed all Work
necessary to complete or correct all or any part of the Work that is defective, damaged, or nonconforming and
charge Bidder with any excess cost incurred thereby, or cancel all or any part of any order or this
Contract/Proposal. Work so rejected may be returned or held at Bidder’s expense and risk.
E. Compliance with Village of Northbrook No Weapons SOP: Bidders and their employees, agents, and
subcontractors will be required to comply with the Owner's Standard Operating Procedure ("SOP") No. 11-057
"No Weapons" effective May 13, 2014 at all times during the performance of the Work. Copies of the SOP will
be made available upon request.
F. Gas Powered Leaf Blower Ban (Ordinance No. 2023-83): Effective 1/1/2025, the use of gas powered leaf
blowers are banned, except during the periods of April 1st – April 30th, and October 1st – November 30th. Bidder
should include a labor component to the quotation if bidder uses a gas powered leaf blower for landscape
maintenance during months outside of the exception periods.
By entering into this contract, the Bidder acknowledges and agrees that any violation of Ordinance No. 2023-83
shall constitute a material breach of the terms and conditions of this contract. In the event of such a breach, the
Owner reserves the right to terminate this contract immediately and to pursue any and all remedies available
under applicable law.
G. Annual Contractor Business License: All landscape contractors must obtain an approved annual Contractor
Business License from the Village’s Department of Planning Services Department prior to commencing any
work within the Village. The Contractor Business License can be found on the Village website:
https://www.northbrook.il.us/DocumentCenter/View/2343/Contractor-License-Application-61?bidId=. Failure
to maintain a valid Contractor Business License during this agreement may result in the immediate termination
of this contract at the Village’s sole discretion without notice.
2. Contract Price Proposal
If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall take in full payment for all
Work and other matters set forth under Section 1 above, including overhead and profit; taxes, contributions, and
premiums; and compensation to all subcontractors and suppliers, the compensation set forth below.
A. Schedule of Prices: For providing, performing, and completing the Work for the amounts and pricing set
forth in the Schedule of Prices set forth in Attachment A.
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