Tree Planting in University City, MO

PROJECT MANUAL
FOR
Project No. PRF 27-10
Tree Planting
In
University City, Missouri
October 2026
City of University City

CITY OF UNIVERSITY CITY, MISSOURI Tree Planting Project
INVITATION FOR BIDS
Sealed bids for Project No. PRF27-10 "Tree Planting" will be received by the City of University
City in the Finance Department, 1st Floor, 6801 Delmar Blvd., University City, MO 63130, until
10:00 A.M. CDT on October 26th, 2026. The bids will then be opened in the presence of a City
official, and the contract will be awarded to the lowest responsible bidder, subject to
confirmation by the City Council. A 5% security in the form of cash, a cashier's or certified
check or an acceptable bid bond must accompany each bid.
The Scope of Work consists of planting trees and watering planted trees as described in detail
in the bid package. The bids shall include an overall price for the above activities. Work is
anticipated to begin in November 2026.
The Contractor agrees not to discriminate on the grounds or because of race, creed, color,
natural origin or ancestry and religion or lack thereof, against any employee or applicant for
employment with said contractor. The contractor agrees to include a similar provision to the
above in all sub-contracts let or awarded under this contract.
Special Needs: If you have a special need addressed by the Americans with Disabilities Act,
please notify the Department of Parks, Recreation and Forestry at 314-505-8560 or the Missouri
Relay System, TDD 1-800-735-2966, at least five working days prior to the bid opening.
The City of University City hereby notifies all bidders that it will affirmatively insure that in any
contract entered into pursuant to this advertisement, disadvantaged business enterprises (DBE)
will be afforded full opportunity to submit bids in response to this invitation and will not be
discriminated against on the grounds of race, color, or national origin in consideration for an
award.
The City of University City reserves the right to accept or reject any bid and to waive any
irregularities in the best interest of the City.
SECTION 1.1 1 of 1
INVITATION FOR BIDS

CITY OF UNIVERSITY CITY, MISSOURI Tree Planting Project
INSTRUCTIONS TO BIDDERS
ARTICLE 1
DEFINITIONS
1.1 Bidding Documents include the Invitation to Bid, Instructions to Bidders, the Bid form and the
proposed Contract Documents including any Addenda issued prior to receipt of bids. The Contract
Documents proposed for the Work consists of the City-Contractor Agreement, Non-Collusion Affidavit,
Performance Payment Bond, the Specifications, the Work Schedule, all Addenda, and all Modifications.
1.2 All definitions set forth in the General Conditions of City-Contractor Agreement or in other
Contract Documents are applicable to the Bidding Documents.
1.3 Addenda are written, or graphic instruments issued prior to the execution of the City-Contractor
Agreement that modify or interpret the Bidding Documents by additions, deletions, clarifications, or
corrections.
1.4 A Bid is a complete and properly signed proposal to do the Work or a designated portion thereof
for the sums stipulated therein, submitted in accordance with the Bidding Documents.
1.5 The Base Bid is the sum stated in the Bid for which the Bidder offers to perform the Work
described in the Bidding Documents as the base to which work may be added or from which work may
be deleted for sums stated in Alternate Bids.
1.6 An Alternate Bid is an amount stated in the Bid to be considered in place of the Base Bid if the
corresponding change in the Work, as described in the Bidding Documents, is accepted.
1.7 A Unit Price is an amount stated in the Bid as a price per unit of measurement for materials or
services as described in the Bidding Documents or in the proposed Contract Documents.
1.8 A Bidder is a person or entity who submits a Bid.
1.9 A Sub-bidder is a person or entity who submits a bid to a Bidder for materials or labor for a
portion of the Work.
ARTICLE 2
BIDDER'S REPRESENTATIONS
2.1 Each Bidder by making a Bid represents and warrants that:
2.1.1 They have read and understand the Bidding Documents and his Bid is made in accordance
therewith.
2.1.2 They have visited the site(s), have familiarized themselves with the local conditions under
which the Work is to be performed and have correlated their observations with the requirements of
the proposed Contract Documents.
2.1.3 The Bid is based upon the materials, products, systems, and equipment required by the
Bidding Documents.
SECTION 1.2 1 of 7
INSTRUCTIONS TO BIDDERS

CITY OF UNIVERSITY CITY, MISSOURI Tree Planting Project
ARTICLE 3
BIDDING DOCUMENTS
3.1 COPIES
3.1.1 Bidders may obtain complete sets of the Bidding Documents from the issuing office
designated in the Invitation to Bid in the number and for the deposit sum, if any, stated therein.
3.1.2 Each Bidder shall use a complete set of Bidding Documents in preparing his Bid.
3.2 INTERPRETATION OR CORRECTION OF BIDDING DOCUMENTS
3.2.1 Bidders shall promptly notify the City of any ambiguity, inconsistency, or error which they
may discover upon examination of the Bidding Documents or of the site and local conditions.
3.2.2 Bidders may request clarification or interpretation of the Bidding Documents by making a
written request which shall reach the City at least five (5) working days prior to the date for receipt
of Bids.
3.2.3 Any interpretation, correction or change of the Bidding Documents will be made by
Addendum. Interpretations, corrections, or changes of the Bidding Documents made in any other
manner will not be binding, and Bidders shall not rely upon such interpretations, corrections, and
changes.
3.2.4 If the City determines that clarification of the terms and conditions of the Bidding Documents
is necessary, an Addendum will be made available to all Bidders setting forth such clarification.
3.3 SUBSTITUTIONS
3.3.1 The materials, products, systems, and equipment described in the Bidding Documents
establish a minimum standard of required function, dimension, appearance, and quality which must
be met by any proposed substitution.
3.2 No substitution of the Work described in the Bidding Documents will be considered prior to
receipt of Bids unless written request for approval has been received by the City at least five (5)
working days prior to the date for receipt of Bids. Each such request shall include the name of the
Work for which substitution will be made and a complete description of the proposed substitute
including side-by-side comparisons, costs, performance and test data and any other information
necessary for an evaluation. A statement setting forth any changes in other materials, products,
systems or equipment or other Work that incorporation of the substitute would require shall be
included in each such request. The City, in its sole discretion, may approve or disapprove the
proposed substitute.
3.3.3 If the City approves any proposed substitution prior to receipt of Bids, such approval will be
set forth in an Addendum. Bidders shall not rely upon approvals made in any other manner.
3.3.4 No substitutions will be considered after the Contract is awarded unless specifically provided
in the Contract Documents.
SECTION 1.2 2 of 7
INSTRUCTIONS TO BIDDERS

CITY OF UNIVERSITY CITY, MISSOURI Tree Planting Project
3.4 ADDENDA
3.4.1 Addenda will be mailed or delivered to all who are known by the City to have received a
complete set of Bidding Documents.
3.4.2 Copies of Addenda will be made available for inspection wherever Bidding Documents are
on file for that purpose.
3.4.3 No addenda will be issued later than three (3) working days prior to the date for receipt of
Bids, except an Addendum withdrawing the request for Bids or one which includes postponement of
the date for receipt of Bids.
3.4.4 Prior to submitting a Bid, each Bidder shall ascertain that they have received all Addenda
issued and shall acknowledge receipt of all such Addenda on their Bid Proposal.
ARTICLE 4
BIDDING PROCEDURE
4.1 FORM AND STYLE OF BIDS
4.1.1 Attached to the Contract Documents are a separate, complete set of Bid Forms to be signed
and submitted as the Contractor's Formal Bid. To be considered, a bid shall be properly completed
using these Bid Forms.
4.1.2 All blanks on the Bid Form shall be filled in by typewriter or manually in ink.
4.1.3 Where so indicated by the make-up of the Bid Form, dollar amount shall be expressed in
both words and figures and in case of discrepancy between the two, the amount written in words
shall govern.
4.1.4 Any interlineations, alteration or erasure must be initialed by the signer of the Bid. The
Bidder shall make no additional stipulations on the bid form nor qualify the Bid in any other manner.
4.1.5 Where two or more Bids for designated portions of the Work have been requested, the
Bidder may, without forfeiture of their bid security, state their refusal to accept an award of less than
the combination of Bids so stipulated.
4.1.6 Each copy of the Bid shall include the legal name of the Bidder and a statement that the
Bidder is a sole proprietor, a partnership, a corporation, or some other legal entity. Each copy shall
be signed by the person or persons legally authorized to bind the Bidder to a contract. A Bid
submitted by an agent shall have a current power of attorney attached certifying the agent's
authority to bind the Bidder.
4.1.7 The City shall not be responsible in any way for any costs or expenses related to the
preparation or submission of any bid.
4.2 BID SECURITY
4.2.1 Each Bid shall be accompanied by a certified check or bank draft on a responsible solvent
bank, or a satisfactory bid bond executed by the Bidder and Surety Company and payable to the
City of University City, Missouri, in the amount of not less than five percent (5%) of the Base Bid
SECTION 1.2 3 of 7
INSTRUCTIONS TO BIDDERS

CITY OF UNIVERSITY CITY, MISSOURI Tree Planting Project
plus the greatest of the Alternate Bids. If the Bidder fails to enter into a contract with the City on the
terms stated in their Bid or fails to furnish a performance bond as required by the Contract
Documents, the amount of the Bid Bond shall be forfeited to the City as liquidated damages, not as
a penalty.
4.2.2 The City will have the right to retain the Bid Bond of Bidders to whom an award is being
considered until either (a) the City-Contractor Agreement has been executed and the performance
bond has been furnished, (b) the specified time has elapsed so that Bids may be withdrawn as
provided in Section 4.4.1 of the Instructions to Bidders, or (c) all Bids have been rejected. The Bid
Bond of all Bidders to whom an award is not being considered shall be returned promptly after the
bid opening.
4.3 SUBMISSION OF BIDS
4.3.1 Bidders must complete and submit with their bids the "Non-Collusion Affidavit" included with
the Bid Form and 5% Bid Bond. Bidders shall also complete and submit the following forms:
1. A designation of the Work, item by item, including the related dollar amount and total
dollar amount, to be performed by the Bidder with their own forces.
2. The proprietary names and the suppliers of principal items or systems of materials
and equipment proposed for the Work.
3. "Subcontractor Approval Form" for each and every proposed Subcontractor, or other
persons or entities (including those who are to furnish materials or equipment
fabricated to a special design) proposed for the principal portions of the Work.
4. The contractor shall include in the bid forms a "Sample of Certificate of Insurance"
including limits of said policy and carriers of policy.
5. The contractor shall include in the bid forms documentation on surety company
letterhead by a company licensed to do business in the locale stating the rating
given that company by A.M. Best. The City will accept only a rating of A- or better.
6. "Equal Opportunity Employment Compliance Form" for this project shall be included
in the bid submittal, including each and every Subcontractor.
7. A completed Contractor Qualification Worksheet is required with the bid submittal
stating the required information accurately.
4.3.2 All copies of the Bid, the Bid Bond and any other documents required to be submitted with
the Bid shall be enclosed in a sealed envelope. The envelope shall be addressed to City of
University City, Finance Department, 6801 Delmar Boulevard, City of University City, Missouri
63130 and shall be identified with the Project name, the Bidder's name, and address and, if
applicable, the designated portion of the Work for which the Bid is submitted. If the Bid is sent by
mail, the sealed envelope shall be enclosed in a separate mailing envelope with the notation
"SEALED BID ENCLOSED" on the face thereof.
4.3.3 Bids shall be deposited at the designated location prior to the time and date for receipt of
Bids indicated in the invitation for Bid, or any extension thereof made by an Addendum. Bids
received after the time and date for receipt of Bids will be rejected.
4.3.4 The Bidder shall assume full responsibility for timely delivery at the location designated for
SECTION 1.2 4 of 7
INSTRUCTIONS TO BIDDERS

CITY OF UNIVERSITY CITY, MISSOURI Tree Planting Project
receipt of Bids.
4.4 MODIFICATION OR WITHDRAWAL OF BID
4.4.1 A Bid may not be modified, withdrawn, or cancelled by the Bidder within ninety days (90)
days following the time and date designated for the receipt of Bids, and each Bidder so agrees in
submitting their Bid.
4.4.2 Prior to the time and date designated for receipt of Bids, any Bid submitted may be modified
or withdrawn by notice to the party receiving Bids at the place designated for receipt of Bids. Such
notice shall be in writing over the signature of the Bidder or by electronic mail. If by electronic mail,
written confirmation over the signature of the Bidder shall be mailed and postmarked on or before
the date and time set for receipt of Bids, and it shall be so worded as not to reveal the amount of the
original Bid.
4.4.3 Withdrawn Bids may be resubmitted up to the time designated for the receipt of Bids
provided that they are then fully in conformance with these instructions to Bidders.
4.4.4 The amount of the Bid Bond shall be in an amount sufficient for the Bid as modified or
resubmitted.
ARTICLE 5
CONSIDERATION OF BIDS
5.1 OPENING OF BIDS
5.1.1 Unless stated otherwise in the Invitation for Bid, the properly identified Bids received on time
will be opened in the presence of a City official, and the contract will be awarded to the lowest
responsible bidder, subject to confirmation by the City Council.
5.2 REJECTION OF BIDS
5.2.1 The City shall have the right to reject any or all Bids, to reject a Bid not accompanied by a
Bid bond or by other data required by the Bidding Documents, to reject a Bid which is in any way
incomplete or irregular and to rebid the Work at a later date if all Bids are rejected.
5.3 ACCEPTANCE OF BID (AWARD)
5.3.1 The City may make any investigation of a Bidder as it deems necessary to determine the
ability of a Bidder to perform the Work. Bidders shall furnish information regarding their
qualifications in their bid submittal in accordance with Section 4.3.1 of the Instructions to Bidders
and of the City. The City reserves the right to reject any Bid if the evidence submitted by, or other
investigation of, the Bidder fails to satisfy the City that the Bidder has the proper qualifications to
perform the Work in accordance with the Contract.
5.3.2 It is the intent of the City to award the Contract to the lowest responsible Bidder provided the
Bid has been submitted in accordance with the requirements of the Bidding Documents and does
not exceed the funds available.
5.3.3 The City shall have the right to accept Alternates in any order or combination, and to
determine the low Bidder on the basis of the sum of the Base Bid and the Alternates accepted.
SECTION 1.2 5 of 7
INSTRUCTIONS TO BIDDERS

CITY OF UNIVERSITY CITY, MISSOURI Tree Planting Project
ARTICLE 6
POST BID INFORMATION
6.1 SUBMITTALS
6.1.1 The Bidder will be required to establish to the satisfaction of the City the reliability and
responsibility of the persons or entities proposed to furnish and perform the Work.
6.1.2 Prior to the award of the contract, the City will notify the Bidder in writing if the City, after due
investigation, objects to any such person or entity proposed by the Bidder pursuant to Section 4.3.1
above. If the City objects to any such proposed person or entity, the Bidder may, at their option, (1)
withdraw the Bid, or (2) submit an acceptable substitute person or entity with no adjustment in the
bid price.
6.1.3 Persons and entities proposed by the Bidder and to whom the City has made no objection
under the provisions of Subparagraph 6.1.2 must be used on the Work for which they were
proposed and shall not be changed except with the prior written consent of the City.
ARTICLE 7
AWARD OF CONTRACT
7.1 Following receipt to the satisfaction of the City of all information required under Paragraph
6.1 above, the City shall mail to the successful Bidder the Notice of Award of the Contract.
7.2 Within ten (10) calendar days from the date of receipt of the Notice of Award, the successful
Bidder shall execute and deliver to the City the Contract Documents and shall furnish the Bonds
required by Paragraph 8.1 below and the Certificates of Insurance required by subparagraph 10.1.3
of the General conditions. In the event the successful Bidder fails to execute and deliver the
contract Documents, the Bonds, and the Certificates of Insurance as aforesaid, the City may, at its
option, consider the Bidder in default and award the Contract of another Bidder, in which case the
Bid Bond of the defaulting Bidder shall be forfeited to the City.
ARTICLE 8
PERFORMANCE BOND AND PAYMENT BOND
8.1 BOND REQUIREMENTS
8.1.1 The Bidder shall furnish bonds covering the faithful performance of the Contract and the
payment of all obligations arising there under in such form in an amount equal to 100% of the
contract amount to insure the proper and prompt completion of the Work in accordance with the
provisions of the contract and to ensure payment for all labor performed and material consumed or
used in the Work. The cost of such bonds shall be included in the Bid.
8.2 TIME OF DELIVERY AND FORM OF BONDS
8.2.1 The Bidder shall deliver the required bonds to the City not later than the date of execution of
the City-Contractor Agreement, or if the Work is to be commenced prior thereto in response to a
letter of intent, the Bidder shall, prior to commencement of the Work, submit evidence satisfactory to
the City that such bonds will be furnished.
SECTION 1.2 6 of 7
INSTRUCTIONS TO BIDDERS

CITY OF UNIVERSITY CITY, MISSOURI Tree Planting Project
8.2.2 The Bidder shall require the attorney-in-fact who executes the required bonds on behalf of
the surety to affix thereto a certified and current copy of his power of attorney.
ARTICLE 9
FORM OF AGREEMENT BETWEEN CITY AND CONTRACTOR
9.1 FORM TO BE USED
9.1.1 Unless otherwise required in the Bidding Documents, the City-Contractor Agreement for the
Work shall be in the form attached hereto.
ARTICLE 10
E-VERIFY
The bidders shall comply with the E-Verify requirements as set forth by the U.S. Department of
Homeland Security and present a Memorandum of Understanding executed with the
Department of Homeland Security or a Company Information Page including their company ID
documenting their enrollment in E-Verify.
SECTION 1.2 7 of 7
INSTRUCTIONS TO BIDDERS