2026 FALL TREE PLANTING SERVICES

Borough of Hawthorne
Passaic County, New Jersey
Notice to Bidders
Specifications, Proposal and Contract
For
TREE PLANTING SERVICES - FALL 2026
~ BID OPENING ~
DATE: SEPTEMBER 15, 2026
TIME: 11:00 AM
LOCATION: 2nd Floor Conference Rm, Hawthorne Borough Hall
445 Lafayette Ave, Hawthorne, NJ 07506
CONTRACTOR:
CONTRACT DATE:

Borough of Hawthorne
NOTICE TO BIDDERS
Sealed bid proposals will be received by the Borough of Hawthorne, in the 2nd floor conference room,
located at the Borough Hall, 445 Lafayette Avenue, Hawthorne, New Jersey, SEPTEMBER 15, 2026, at
11:00 AM. prevailing time, for the provision of:
TREE PLANTING SERVICES - FALL 2026
Prices quoted must be net and exclusive of all federal, state, and local sales and excise taxes. Bids may be
submitted in person or by mail. The Borough assumes no responsibility for loss or non-delivery of any bid
sent to it prior to the bid opening.
Specifications and bid forms may be obtained from Borough Clerk's Office, Borough of Hawthorne, 445
Lafayette Avenue, New Jersey 07506, between the hours of 8:30 A.M. and 4:30 P.M., Monday through
Friday, excluding legal holidays, or on the Borough's website at www.hawthornenj.org on or after
September 4, 2026, at no cost.
All bids must be enclosed in a sealed envelope with the name of the bidder thereon and endorsed, with
"Tree Planting Services - Fall 2026", and must be accompanied by a Statement of Responsibility; a Non-
Collusion Affidavit; and an Individual, Corporation or Partnership Statement. Any award or awards may
be made at a later or subsequent time or meeting of the Council.
This contract will be to provide all labor, supervision, equipment, materials and expertise required to perform
tree planting of street trees and trees on other Borough of Hawthorne owned properties.
Proposals submitted by Bidders and/or Bidder's Insurance Company(ies) not chartered in the State of New
Jersey, must be accompanied by proper certificate(s) from the Secretary of State, indicating that such
Bidders, Bidder's Insurance Company(ies), and/or Surety Company(ies) is (are) authorized to do business
in the State of New Jersey. All Business organizations, Bidders and Request for Proposals are referred to
N.J.S.A. 52:32-44 which imposes certain requirements upon a business competing for, or entering into a
contract with a State Agency. The law provides that a copy of the Business Registration Certificate issued
by the New Jersey Department of Treasury shall be provided prior to the contract being signed. Information
on how a business can obtain a certificate or to register on line can be located on the internet at
https://www.nj.gov/treasury/revenue/busregcert.shtml or by phone (609) 292-1730, Department of the
Treasury, Division of Revenue.
This bid is being solicited through a fair and open process in accordance with N.J.S.A. 19:44A-20.5.
The Borough of Hawthorne reserves the right to reject bids pursuant to applicable law, to waive any
informalities or to accept a bid which, in its judgment best serves the interest of the Borough. No bids may
be withdrawn for a period of sixty (60) days after the date and time set for the opening of bids. The Borough
and Bidder may agree to hold bids for consideration for a longer period of time in accordance with Local
Public Contract Law, N.J.S.A.40A:11-1,et.seq.
"BIDDERS ARE REQUIRED TO COMPLY WITH THE REQUIREMENTS OF N.J.S.A. 10:5-31 ET
SEQ. AND NJAC 17:27" A complete statement as to these requirements is included in the specifications.
Lori Fernandez
Borough Clerk, R.M.C., C.M.C.

TABLE OF CONTENTS
Notice to Bidders
Table of Contents
General Instructions
A. Preparation of Bid Proposal
B. Bid Review Criteria
C. Forms / Documents to be Submitted with Bid
D. Bid Forms
E. Required Forms to be Submitted by Successful Bidder
F. Required Insurance
G. Performance of Contract
Affirmative Action/Employment Goal Compliance
Prevailing Wage Statement
Exhibits / Forms
1. Items to be Submitted with Bid
i. Consent of Surety Form, WAIVED
ii. Proposal Guarantee (Bid Security), WAIVED
iii. Stockholder Statement of Ownership
iv. Non-Collusion Affidavit Form
v. Statement of Responsibility
vi. Certificate of Bidder Showing Ability to Perform Contract
vii. New Jersey Business Registration Certificate
viii. OMITTED
ix. Disclosure of Investment Activities in Iran
x. Certification of Non-Involvement in Prohibited Activities in Russia or
Belarus

Items to be Submitted with Bid (continued)
xi. Detailed Specifications Tree Planting Services - Fall 2026
xii. Proposal Form and Price Summary
xiii. Addendum Receipt
xiv. Bidders Checklist Form
2. Items to be Submitted Upon Award
i. Affirmative Action Documents
ii. Certificate of Insurance
iii. Contract for Tree Planting Services - Fall 2026:
Municipal Acknowledgement Form
Individual Acknowledgement Form
Partnership Acknowledgement Form
Corporate Acknowledgement Form
iv. Performance Bond, WAIVED

GENERAL INSTRUCTIONS
It is the purpose of these General Conditions and Instructions to establish an understanding of the
intent of the Borough of Hawthorne in contracting the following equipment, services and/or
materials:
TREE PLANTING SERVICES - FALL 2026
Bidders shall be responsible to carefully examine the specifications enclosed herewith as well as
the conditions of the bid. Failure to comply with any section of this invitation/notice may be
deemed just cause for rejection of the bid as being non-responsive and not meeting specifications.
Plans and/or specifications may be reviewed and/or acquired at the Borough Clerk's office during
normal business hours.
Sealed Proposals will be received at the location and on the date and time stated in the Notice to
Bidders, and at that time opened and publicly read aloud. No bids will be accepted beyond the
time specified. The Borough takes no responsibility for the receipt of bids through the U.S. Postal
Service or other courier services.
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A) PREPARATION OF BID PROPOSAL
1. Bid Submission
All bids must be submitted on the Proposal forms furnished herein and must be enclosed in
a sealed opaque envelope, with the name of the bidder and the name of the project plainly
and clearly marked on the outside as follows:
MAIL OR HAND DELIVER TO:
Borough of Hawthorne
Borough Clerk
445 Lafayette Avenue
Hawthorne, N.J. 07506
Proposal For:
TREE PLANTING SERVICES - FALL 2026
Submitted By:
(Name of Bidder)
2. Bid Opening
At the time fixed, bids will be opened and read publicly. All bidders or their authorized
representatives are invited to be present.
Hour: 11:00 AM
Date: SEPTEMBER 15, 2026
Location: Hawthorne Borough Hall, 2nd floor conference Room, 445 Lafayette
Avenue, Hawthorne, New Jersey 07506
3. Bid Completion
All blank spaces shall be properly and legibly filled in with ink or typed. Erasures or other
changes in the bid must be explained or noted over the signature of the bidder. Bids
containing any conditions, omissions, unexplained erasures or alterations, or any item not
called for in the Proposal, or irregularities of any kind, may be cause for rejection by the
Borough. Bidders may bid on any or all items or categories in this bid, unless other
stipulations are made in the specifications.
4. Conditional Bids
Conditional bids will not be accepted.
5. Time to Award Contract
Bids are to remain firm for a period of not less than sixty (60) days. Award or rejection of
bids will be made within this period.
6. Withdrawal of Bids
Any bid may be withdrawn on written request received from a bidder prior to the time fixed
for the bid opening. No right to withdraw a bid shall exist after the time specified for opening
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of bids has arrived, or for sixty (60) days thereafter. The written request shall be signed by
the bidder.
7. Comparison of Bid Prices
Prices must be submitted in accordance with the terms of the Proposal Form and Proposal
Price Summary made a part of this bid packet. Prices will be reviewed in accordance with
the methodology set forth on those forms.
8. Tax Exemption
Prices quoted in all bids shall include delivery (FOB destination) and be exclusive of all
Federal, State or local taxes, from which the Borough is exempt.
9. Term of Contract
Time it takes to complete project; not to exceed 1 year.
10. Right to Reject Bids
The Borough of Hawthorne reserves the right to reject bids pursuant to applicable law, to
award in whole or in part, to waive immaterial defect or informality in any bid, or to accept
substitutes of equal or better quality, where it is deemed to be in the best interest of the
Borough to do so.
11. Right to Change Quantities
The Borough of Hawthorne reserves the right to increase or decrease the specified quantities
or to substitute locations other than those designated or to omit part of the project for legal
reasons or where, in the opinion of the Administrator or designated representative, the
weather conditions do not permit carrying out of the operations in a satisfactory manner.
If any part is so withdrawn by the Borough of Hawthorne, the Contractor shall have no claim
for loss incurred by him for commitments made by him in anticipation of the work
contemplated, or for work done prior to his having been authorized to proceed therewith.
12. U.S. Manufactured Products
In accordance with N.J.S.A. 40A:11-18, only products manufactured or farmed in the United
States, whenever available, shall be used in connection with this Contract.
13. Return of Proposal Guarantee
The Proposal guarantee of all bidders except the three (3) apparent lowest responsible
bidders, will be returned within ten (10) days after the opening of the bids, Sundays and
Holidays excepted. The Proposal guarantee of the remaining unsuccessful bidders will be
returned within three (3) days, Sundays and Holidays excepted, after award of a Contract and
approval of the Contractor's performance bond.
14. Use of Proposal Guarantee as Liquidated Damages
All deposits made with bids hereon shall be returned to the person making the same as soon
as the three lowest responsible bidders are selected (except those deposits made by the lowest
responsible bidders) but, in any event, within thirty days after receipt of bids. If the bidder
to whom the award is made shall fail to execute the Contract and furnish the required bond
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or security for the performance of the Contract within ten (10) days, the award shall be
vacated and the deposit forfeited as liquidated damages.
15. Required Signatures
The firm, corporate or individual name of the bidder must be signed in the space provided
for signatures on the Proposal form. In the case of a corporation, the title of the officer
signing must be stated, and the signature of said officer must be duly attested and the
corporate seal affixed. In the case of partnership, each partner must sign, or the bid must be
accompanied by original evidence of the authority of the bidding partner to act for the full
partnership. A corporation not organized in the State of New Jersey must, as a condition to
an award of the Contract, furnish proof that it has qualified, under the laws of New Jersey,
to do business in this State.
16. Technical Questions
Any technical questions should be addressed via email to:
Jennifer Scully, QPA
jscully@hawthornenj.org
The answers to all technical questions submitted by prospective bidders will be shared via
email with all prospective bidders who have picked up bid packages.
B) BID REVIEW CRITERIA
1. Qualifications of Bidder
The Borough reserves the right to make such investigations as it deems necessary to
determine the ability of a bidder to perform the work, and the bidder shall furnish to the
Borough all such information and data for this purpose as the Borough may request. The
Borough reserves the right to reject any and all bids if the evidence submitted by or
investigation of such bidder fails to satisfy the Borough that such bidder is properly qualified
to carry out the obligations of the Contract and complete the work contemplated therein.
C) FORMS / DOCUMENTS TO BE SUBMITTED WITH BID
* Consent of Surety Form
WAIVED.
* Bid Guarantee
WAIVED.
* Statement of Ownership Disclosure
In accordance with P.L. 2977, Chapter 33, all bidders shall submit with the bid a statement
setting forth the names and addresses of all stockholders in the corporation, or partners in the
partnership, who own 10% or more of its stock, of any class, or of all individual partners in
the partnership who own 10 % or greater interest therein, as the case may be. If a stockholder
is itself a corporation or partnership, the stockholders holding 10% or more of that
corporation's stock or the individual partners owning 1 0 % or greater interest in the
partnership, as the case may be, shall also be listed. Please use the attached form to comply
with this requirement. No other form is acceptable to the Borough.
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* Non-Collusion Affidavit Form
Bidders are required to complete the enclosed Non-Collusion Affidavit Form attached
hereto. No other form is acceptable to the Borough.
* Statement of Responsibility
The Borough of Hawthorne shall make such investigations as it deems necessary to
determine the ability and competency of the bidder to perform the work. The bidder shall
furnish evidence satisfactory to the Borough of Hawthorne that they have the necessary
facilities, ability, and financial resources to fulfill the conditions of the Contract and
specifications by completing the enclosed Statement of Responsibility or Plant and
Equipment Questionnaire. No other form is acceptable to the Borough.
* Certificate of Bidder Showing Ability to Perform Contract
* New Jersey Business Registration Certificate (BRC)
https://www.nj.gov/treasury/revenue/busregcert.shtml
* Disclosure of Investment Activities in Iran
* Certification of Non-Investment in Prohibited Activities in Russia or Belarus
* Detailed Specifications - Tree Planting Services - Fall 2026
* Proposal Form and Price Summary
Bids submitted on a form other than the "Proposal Form and Price Summary" form provided
herein shall be rejected.
* Addendum Receipt
* Bidders Checklist Form
This form is part of the Bid Package and must be duly initialed and submitted with the
proposed bid.
D) REQUIRED DOCUMENTS / FORMS TO BE SUBMITTED BY SUCCESSFUL BIDDER
The following documents, if checked, will be required from the successful bidder only, and
may be submitted after notification of award:
- Affirmative Action Documents X
- Certificate of Insurance X
- Contract including: X
Municipal Acknowledgement Form X
Individual Acknowledgement Form X
Partnership Acknowledgement Form X
Corporate Acknowledgement Form X
- Performance Bond WAIVED
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E) REQUIRED INSURANCE
The Contractor shall maintain the following insurance coverage in companies acceptable to
the Borough of Hawthorne, which will protect him from claims for damages which may arise
from operations under this Contract whether such operations be by himself or by any
subcontractor or anyone directly or indirectly employed by either of them:
1. Workers Compensation - statutory limit; an Employer's Liability Insurance limit of not less
than $1,000,000.00. The policy to include a provision that the insurer agrees to waive all rights
of subrogation against the Borough of Hawthorne, its employees or agents;
2. Comprehensive automobile liability - coverage for protection against all claims for injury
to any and all persons and damage to property of others arising from the use of each
automobile, truck, vehicle, or other equipment used in the performance of the within Contract.
The liability limits shall not be less than the following:
1. Bodily Injury -- $1,000,000.00 Per Person;
2. Property Damage -- $3,000,000.00 Each Occurrence; or
3. A Combined Single Limit of $1,000,000.00.
3. Comprehensive General Liability (Occurrence Form) - coverage for protection
against all claims arising from injuries to any or all persons (including death resulting
(there from) and damage to property (including loss of use thereof) arising out of any act
or omission of the Contractor, his agents and employees. The following coverage are to
be included:
* Products/Completed Operation
* Contractual Liability for obligations of this Contract
* Explosion, Collapse and Underground Hazards
* Personal Injury Liability
The limits of liability shall not be less than $2,000,000 each occurrence and aggregate
where applicable.
All of the aforementioned policies with the exception of Workers Compensation shall name
Borough as an additional insured and copies of such policies or certificates of insurance shall
be delivered to the Borough as a pre-condition to commencement of the furnishing of work,
labor or services hereunder. The certificate of insurance shall stipulate the following:
Should any of the above described policies be canceled or should the same be subject to
a reduction in limits or modification of any of their terms, covenants or conditions, before
the expiration date thereof, the issuing company will mail thirty (30) days written notice
to the certificate holder named to the left.
The Borough, as an additional designated insured, shall be entitled to recovery under said
policies for any loss occasioned to it, its agents, and employees. It is expressly understood and
agreed that if for any reason it shall be impossible to obtain liability in an amount and in the
form provided by companies acceptable to the Borough of Hawthorne, the latter may, if it so
elects at any time thereafter, terminate this Contract by giving to the Contractor three (3) days'
notice in writing of its intention to do so and upon the giving of such notice this Contract shall
terminate.
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