CRTI Programs

How to Write a Request for Proposals for an Urban and Community Forestry Project

A toolkit to assist public landowners, including municipalities, park districts, counties, and others, in obtaining professional urban forestry services.

Content Detail

Welcome to the RFP tool kit produced by The Morton Arboretum’s Chicago Region Trees Initiative. This resource provides best practices and recommendations when procuring professional services for your urban forestry needs. Each page contains an overview of a forestry service you may be hiring a contractor to complete, along with key considerations for hiring and templates to use in your procurement process.

Information provided in this resource is for general informational purposes only and is specific to Illinois. It is not intended to constitute legal advice or to substitute for obtaining legal advice from competent legal counsel. The information contained in this resource may constitute advertising material. While we make every effort to present accurate and reliable information, The Morton Arboretum, the Chicago Region Trees Initiative (CRTI), and their partners make no representations or warranties regarding the accuracy, completeness, or suitability of the information contained herein. The information in this resource does not account for changes in the law after it is published. You should not act or rely on any information in this resource without seeking the advice of a qualified attorney licensed to practice law in your jurisdiction regarding your specific legal issues and concerns.By accessing this resource, you acknowledge and agree that The Morton Arboretum, the Chicago Region Trees Initiative and their partners are not responsible for any actions or omissions you may take based on the information provided.

 

Funding for this tool was provided by The Morton Arboretum and the United States Department of Agriculture Forest Service through direction of the Illinois Department of Natural Resources Urban and Community Forestry Program. These institutions are equal opportunity providers.

CRTI would like to thank LA Scott LLC, Ancel Glink, PC, the Tree Care Industry Association, the USDA Forest Service, Illinois Department of Natural Resources, Indiana Arborist Association, and many of our partners for their thoughtful development and contributions to this project.

How to Launch a Request for Proposals

Follow these key considerations when seeking professional tree services.

Accordion List

    1. Request for Bids (RFB): Primarily used for the provision of defined labor and materials, and when the Owner has a very clear vision and expectations for how the Work shall take place. The potential contractor would follow these specific instructions and details to conduct the Work. The primary reason for using an RFB is to find the lowest price for exact, known deliverables and processes.
    2. Request for Proposals (RFP): Typically used for a project when the Proposer knows what they want to have done, but not how to do it. With a RFP, the Owner is open to a potential contractor determining the best and most professional way to get the job done while following specific standards and best practices. It is very important that the Proposer writes the RFP in such a way as to get a professional with the experience, training, and skills to do the job correctly.
    3. Request for Qualifications (RFQ): Typically used to find a qualified professional (e.g., landscape architect or arborist) who can advise as to the best means and methods to accomplish a particular project. Issuing an RFQ can be a step that precedes an RFB or RFP.

    It is important that you review and understand what knowledge limitations the potential contractor may have, and select the most appropriate process so you get the best professional result possible. In some instances, you may need help preparing an RFP, RFB, or RFQ so you get the level of services you need. It is important to note that the information in this toolkit is specific to Request for Proposals documents. For this reason, and for simplicity, the terms Request for Proposals and Proposals are used throughout. The Request for Proposals samples provided in this toolkit were prepared by The Morton Arboretum’s Chicago Region Trees Initiative.

  • There are a few ways you can prepare, distribute, and receive proposals.

    1. Hard Copy RFP package: This is a package that is printed on paper and picked up by prospective Proposers from your selected location. The Proposer then completes the RFP package by typing in the information or writing it in ink. The Proposal is then delivered back to your selected location in a sealed envelope according to your specific directions.
    2. Electronic RFP package: This is a package that is downloaded from your selected website or a bid/proposal management website (there are companies whose business is to manage RFBs/RFPs for prospective Owners). The Proposer completes the RFP package online and submits their Proposal electronically to you or the bid/proposal management company you have selected.

    It is important to note that there are hybrids to these two types of processes. For instance, you can provide the RFP online, but require that it be submitted as a hard copy.

  • Once you know you will be conducting an RFP, it’s time to develop a communications plan. Good ongoing communication with individuals who may be impacted by the project is very important. Keep them informed and get their feedback throughout the process to ensure that their perspectives and interests are considered. A communications plan may include publicizing on a local cable channel, writing articles for local newsletters, sending informational letters through the mail, and/or hosting meetings to discuss the project. It is important to communicate the scope and scale of the project, where and when the project will take place, and why the project is important. Remember to look at the project from the perspective of those impacted and address any potential concerns or problems in advance.

  • It is important that the contractors you hire follow best practices and industry standards.Key organizations that provide urban forestry standards and best management practices are:

    1. The American National Safety Institute (ANSI)
    2. Tree Care Industry Association (TCIA)
    3. International Society of Arboriculture (ISA)

    The International Society of Arboriculture has a local chapter—the Illinois Arborists Association (IAA). The IAA is a great resource to help you find Certified Arborists with the credentials and training you may need. Note that there are many levels of vendor qualifications. You will want to look for a vendor that can provide the best qualifications to fit your project. Following are the different types of IAA certifications and qualifications:

    1. Certified Arborist
    2. Certified Arborist Utility Specialist
    3. Certified Urban Forestry Professional
    4. Certified Utility Specialist
    5. Certified Tree Climber
    6. Certified Tree Worker Aerial Lift Specialist
    7. Tree Risk Assessment Qualification

    Many of these qualifications are identified in the RFP Specifications Templates in this toolkit. It will be helpful for you to become familiar with the referenced standards, best practices, and regulations, and their content. Copies of these resources are available through the International Society of Arboriculture.

  • Projects that use a bidding or proposal process can take more time than you may think. It is important for you to establish a realistic timeline for the project to result in the best possible outcomes. Work backwards from your goal for substantial completion and leave time for contingencies. An example timeline is provided below.

     

    Prepare the documents

    Timing: 2–4 weeks

    Include a few weeks to prepare the documents. Consider sharing your draft with a colleague or two inside your organization, e.g., Finance, Public Works, Community Development, or colleagues in similar organizations. It is important to share your documents with your legal counsel. These individuals can provide comments, catch problems, and help improve the Proposal.

     

    Post a Notice to Proposers, Pre-Proposal Meeting, and Proposal Preparation

    Timing: 4–6 weeks

    A Notice to Proposers should be published and open to the public for several weeks prior to closing the Proposal process. The more professionals that see and respond to the Notice to Proposers, the more choices you have.

    You should hold a Pre-Proposal Meeting. The date, time, and location of this meeting should be included in the Notice to Proposers. This meeting should be held after Proposers have picked up packets, but soon enough to help them with their Proposals. The purpose of the meeting is to discuss the Work and receive any questions. No answers should be given orally. I Any questions posed to you outside of the Pre-Proposal Meeting should be received in writing. These questions can be compiled and put into one Addendum that will be distributed to all Proposers. (All questions should be submitted to you well in advance of the Proposal opening. You may set a deadline for questions.) If you forgot to put something into the RFP package, you will be required to provide an Addendum to all of the Proposers with the new information. It is important to have someone record and take notes at the meeting so any changes or additions to the RFP can be shared with all of the Proposers by using an Addendum.

    You should give Proposers several weeks to prepare their Proposals. The Proposer will need time to review the project, conduct a site visit, review their schedule and capacity, and submit any questions to you in order to provide a strong and accurate Proposal.

     

    Proposal Scoring and Approval

    Timing: 4–6 weeks

    Allow plenty of time to review and score the Proposals, select a Proposer, prepare a written recommendation, and present the recommendation to staff and then to elected officials for approval.

     

    Execute a Contract 

    Timing: 3–4 weeks

    Once an offer is selected and approved, a Contract can be provided to the selected Proposer. The Proposer should be given 1–2 weeks to execute the Contract and return it to you.

     

    Start the Work

    Timing: 2–4 weeks

    Once the Contract has been signed by both parties, the Proposer should be given time to coordinate a preliminary meeting with you and develop a Work plan. The plan should include a Work schedule that complies with the RFP deadline for substantial completion. The time period from start to finish should be stated in the Scope of Work,unless this is negotiable.

  • It is important that you review local requirements and regulations so that the RFP and subsequent services are in compliance. It is essential that your legal counsel reviews the RFP to ensure that you have met internal regulations, as well as being in compliance with other legal issues. Examples of local regulations which may be found in the municipal code include:

    1. Hours of operation: Most communities have specific hours and days of the week when contractors can work within the community.
    2. Pruning requirements: Many communities have specific clearance requirements for tree pruning over streets, sidewalks, in parks, etc.
    3. Spacing of trees: Some communities include in their municipal code a distance requirement for planting of trees near light poles, intersections, underground utilities, etc. They may also have regulations stating that trees cannot be planted closer than a certain number of feet.
    4. Qualifications: Some communities have regulations stipulating that the company providing the service has certain credentials, e.g., Certified Arborist, Licensed Engineer, etc.
    5. Timing: If the RFP is developed by a public entity, the length of time a Notice of Proposal must be posted may be regulated.

    It will be important to discuss relevant rules and regulations at the Pre-Proposal and preliminary project meetings. Additionally, it is important for the contractor to be aware of and comply with county, state, and federal regulations, e.g., traffic control, disposal of quarantined or hazardous materials, etc.

  • It is very important that you have legal counsel review the RFP to be sure it is in compliance with State of Illinois and local regulations. One resource on some of these requirements is a Fact Sheet developed by the Illinois Municipal League, which is focused on a RFB process rather than an RFP.

    One state regulation that could impact an urban forestry project is the Prevailing Wage Act. The Illinois Department of Labor provides information on the requirements for this Act. Prevailing wage rates by county can be found here.

  • Once an RFP Package has been prepared and the Notice to Proposers has been published, potential Proposers may go to a local website or come to a physical location, identified in the Notice to Proposers, to pick up an RFP package. It is important to create a list of ALL Proposers that pick up or inquire about your RFP. The Proposer’s List is an internal document used to track the Proposers and interactions with them, e.g., Addenda, meetings, withdrawals, etc. Note that the Proposer’s List is not a component of the public RFP Package.

    The following information should be tracked on the Proposer’s List:

    1. Proposer’s Contact Name
    2. Proposer’s Company Name
    3. Proposer’s Address
    4. Proposer’s Contact Information (Phone and/or Email)
    5. Date and Time the Proposal was received
    6. Yes or No. Was the Proposal received in compliance with the Instructions to Proposers?
    7. If applicable, did the Proposer attend the Pre-Proposal Meeting? (This will take place after the Proposer has received the RFP package.)
    8. Were Addenda provided? NOTE: There may be multiple Addenda created, or none.
      1. The date, time, and how the Addenda are sent to the Proposer.
      2. The date, time, and how the Proposer acknowledged receipt of the Addenda.
    9. Other information that could be included on the Proposer’s List:
      1. Requests for copies of the Proposal results
      2. Notification that a Proposer picked up a RFP package but is not able to submit a Proposal at this time
      3. A Proposer submitted a Proposal but decided they wanted to change something before the deadline to submit Proposals. (The Proposer would come to your designated location to collect their Proposal. The Proposal would be returned to them, unopened.) It is the responsibility of the Proposer to resubmit on time.
  • The Proposals should be scored based on criteria you select and describe in the RFP to help you select the best candidate for the job, e.g., certifications, licenses, explanations of how the Proposer would accomplish the Work, references, and experience. It is helpful for the Proposer to be clear on the criteria for the evaluation process and for you to have established criteria before accepting Proposals.

    A sample Proposal Scoring Sheet to be used during opening and evaluation is provided here.

    Section 1 of the Proposal Scoring Sheet, is for your internal use at the Proposal Opening. It is important for you to verify that everything has been submitted correctly by the Proposer and, if not, what is missing. This will help quickly identify Proposers who will move on for further evaluation and those that will be disqualified for submitting unresponsive Proposals.

    At the Proposal Opening, it is helpful to have at least two people from your organization attend: Someone to open the Proposals and verify that each part is properly included and another person to take detailed notes. If the Proposal Opening is attended by Proposers, it is important to have everyone sign in with their name, company, address, and contact information.

    Section 2 of the Proposal Scoring Sheet is also for internal use. The sample provided is an incomplete example and is intended for you to adapt for your specific project needs. The Scoring Sheet needs to match the evaluation criteria described in the solicitation for Proposals.

    This may also include other publicly available information. Note, Section 2 has room for comments and additional information to help you select the best Proposer.

    Rejection of Proposals

    There are many reasons a Proposal could be rejected. Clear examples are provided in the Rejection of Proposals section of the RFP template and include the following:

    1. If a Proposal is delivered after the deadline
    2. If a Proposal is not sealed or is mislabeled
    3. If a Proposal is missing signatures or required certifications
    4. If you have reason to believe that the Proposer has lied about something in their Proposal

    These are all examples of a non-responsive Proposal.

    Defective, deficient, or dishonest Proposals can be a signal to you that the Proposer may not be a good candidate for this Work and the Proposal could or should be rejected.

Components of a Request for Proposals Package

You should prepare all of the RFP Package components prior to publishing the Notice to Proposers so that Proposers can immediately request a package.

Components of the RFP Package include:

  1. Notice of Request for Proposal
  2. Base Request for Proposals
  3. Addenda (if necessary)
  4. Specification
  5. Proposal Form
  6. Contract

Please see the sample documents provided in the tabs below.

Sample Documents

  • A Notice to Proposers is used to promote the offering of a Request for Proposal and encourage qualified contractors to submit a Proposal. Information in the Notice to Proposers identifies who is requesting a Proposal, where the Work is to take place, the nature and scope of tasks to be accomplished, where the Proposals can be acquired, who the point of contact is and their contact information, the Proposal due date, and other related information.

    View and download the Notice of Request for Proposal template here.

  • Addenda are any changes or clarifications to any portion of the RFP package content issued before the Proposals are due. This would include responses to questions asked by Proposers.

    It is imperative that you track every individual who receives a RFP package so they can be sent any relevant Addenda items. It is very important that the same information be provided to all of the Proposers so that they are all working from the same set of instructions. Proposers are required to confirm that they received all of the Addenda by putting the number of each Addendum on their Proposal Form.

    View and download the Addenda Form template here.

  • Specification

    The RFP Specification provides an overview of the Work to be accomplished, standards and best practices to be followed, expectations for qualifications, experience and training, and enough information to help you attract a qualified, experienced company that has worked at the scale you need and can deliver the result you are looking for.

    Key components of the Specification include:

    1. Scope of Work—who, what, when, why, where, how much, and whether prevailing wage is required (see Important Considerations below)
    2. Whether a preliminary project meeting is required
    3. Local, state, and national safety and permitting requirements
    4. Reporting content and frequency
    5. Overview of the supervision and crew expected
    6. Requirements for site clean up and debris removal
    7. Expectations for the Work
    8. Warranties required
    9. When and how final inspections will take place
    10. When payment will be provided
    11. Any illustrations that provide a visual expectation of the Work
    12. A site map showing where the Work will take place

    View and download the specification templates:

    Tree Inventory Specification template

    Tree Management Plan Specification template

    Tree Acquisition and Planting Specifications template

    Tree Pruning Specification template

    Tree Removal Specification template

    Contract Growing Specifications template

    Tree Risk Mitigation Specification template

    EAB Treatment Specification template

    Woody Invasive Species Removal Specification template

    Tree Appraisal Specifications template

  • This is the form where the Proposer will outline and certify their qualifications, experience, skills, capacity, and staffing to complete the Work, and how much the Proposer will charge. It is also for any subcontractors they intend to use (if allowed). The Proposal Form requires the Proposer to identify references and projects of similar scale and scope they have completed, and provides them an opportunity to explain how they will complete the Work. If there are certifications required for the Work, the Proposer will attach those to the Proposal Form. This is the document upon which you will score the Proposer and make a determination of which Proposer to use.

    View and download the Proposal Form template.

  • The RFP should include a sample Contract you expect the winning Proposer to sign. Contract compliance requirements result in costs to the contractor, so they need to know what will be expected to present a fair and complete Proposal. If the Contract is omitted from the RFP and you add new requirements after the Contract is awarded, the contractor may be justified to ask for a change order. If you are a public entity, please ensure you are complying with the Public Works Contract Change Order Act before you approve a change order which may revise the scope of work or the amount of the Contract.

    View and download the Contract template.

  • Prevailing Wage: It is very important that you work with your legal counsel to determine whether prevailing wages are required for the Work you are proposing. Information on the prevailing wage act can be found at the Illinois Department of Labor. Frequently asked questions regarding Prevailing Wage and landscape projects can be found here.

    To RFP or not RFP: If your project is below a specific budget threshold, you may not be required to go through the RFP process. Your local regulations, or requirements of your funder (if you have a grant or other outside funding), will inform whether you need to issue a RFP or whether you can simply request three or more estimates from companies and then select the one that meets your needs. If it is a large-budget project, you will likely need to issue a RFP.

    Special requirements from your funder:Is there a funder for your project (e.g., did you receive a grant)? If yes, your funder may have specific requirements as to whether you have to go through a RFP process or not. It is important to read all of the details in the Contract with your funder so you do not do something that will exclude you from receiving the funding. Additionally, they may have specific criteria for the contractor you hire, e.g., they may need to be a minority or women-owned business, may need to have a sexual harassment and/or a non-discrimination policy, etc. Check the language in your funding agreement to be sure your RFP includes all of your funder’s requirements.

Tree Inventories

A tree inventory is a crucial component of an urban forest management plan. A tree inventory informs decision makers if their urban forest is composed of a diverse population, in terms of species, size, and age, which together can make an urban forest more resilient to impacts from pests or pathogens. Tree inventories provide a snap-shot of individual trees located in a particular area—this could be a neighborhood or the entire urban forest. They provide information on which trees need pruning or removal, and where trees could be planted to enhance benefits provided. Tree inventories provide foundational information for decision makers— in conjunction with a management plan, they guide where to focus critical resources to improve the health of the urban forest and quality of life.

Tree inventories track at least four key details: 1) the tree’s size (including its height and diameter), 2) its location, 3) its species, and 4) its condition or health status. This data helps tree managers understand each tree’s needs and ensure it receives the proper care to thrive and provide the most benefits in an urban environment.

View and download templates:

Frequently Asked Questions

  • Having an expert conduct your tree inventory will help ensure that the data is accurate and relevant. An inventory is only as meaningful as its data. Plus, inventories can contain important health information about your trees that can impact safety and health.

  • The cost of your inventory is determined by your Scope of Work. Usually, the more tree data variables you want to collect, the higher the cost of your inventory will be. For example, if you want the arborist to document sidewalk damage as a part of your inventory, that may cost more. Remember to only include data that you will actually need and use.

  • A total tree inventory should be updated periodically. However, ideally, any time work is conducted (a tree is pruned, removed, planted, etc.) the inventory should be updated. It is important to have inventory updates as a part of your programmatic procedures to ensure you are working with accurate and realistic data.

  • If you are a public entity, you can determine what data to share with the public. For example, The Village of Western Springs, IL, has a public facing tree inventory that provides relevant information to community members so that they can better understand their urban forest. Some entities may benefit from having their species information publicly available, empowering community members to take ownership over their urban forest.

 

Additional Resources

Certified Arborists to conduct inventories, Illinois Arborists Association

Information about an Urban Forest Management Plan, The Morton Arboretum

Tree Management Plans

A tree management plan, often called an urban forest management plan (UFMP),is a comprehensive document designed to guide the what, when, where, how, and by whom of tree planting and care. It includes public education and engagement, training and qualifications of staff and contractors, budgeting, responsibilities of a tree board or committee, and other important considerations. The tree management plan usually covers a specified area, such as a municipality, campus, park, or commercial district. Ideally, management plans are data-driven, meaning they are written based on data collected, including a tree inventory. Management plans help identify where action is needed to address public safety and priority areas for tree maintenance and planting. When properly implemented, a tree management plan can improve quality of life by addressing environmental, social, and economic needs.

It is important to seek out qualified individuals who have experience developing UFMPs and can guide you to develop the plan that best meets your needs. Prioritized action, grounded in industry standards and best management practices, and input from a range of interested parties, will result in a meaningful, useful resource.

View and download templates:

Frequently Asked Questions

  • UFMPs are helpful in identifying standards and best practices, timelines and frequency of services and care, managing budgets, communications and outreach, guidance in decision making, and other recommendations. An UFMP is strongly recommended for land managers.

  • Tree management plans should be overseen and approved by a Certified Arborist. The Owner and other interested parties should be involved in creating goals they intend to achieve within their urban forest.

  • It is important to have a contractor that has a thorough understanding of best practices and standards for urban forest management, experience engaging and working with a range of interested parties, and experience developing tree management plans at the scope and scale of your urban forest.

  • Management plans should be living documents that are frequently evaluated and adapted. Any changes to a plan should be reviewed and approved by a Certified Arborist and relevant authorities. In addition, interested parties should be engaged throughout the amendment process.

 

Additional Resources

Vibrant Cities Lab

UFMP Toolkit

Find An Arborist, Illinois Arborists Association

Tree Management Plans, The Morton Arboretum

Tree Acquisition and Planting

Proper tree acquisition (including selection) and planting are critical to the resilience of your urban forest. Trees have a wide range of needs, and selecting the right tree for the right place is important to ensure that your trees are healthy and can grow to maturity. Some selection examples include: choosing trees that are salt tolerant when planting along roadways, shorter stature trees (less than 25 ft. tall) for under power lines, or trees adapted to wet conditions for retention areas. Different species of trees have varying growing requirements. With proper selection, they can grow and be healthy for years to come.

Species diversity is important. If your forest is composed of only a few species, when a pest or pathogen comes along, such as emerald ash borer, you will lose a large portion of your trees. By selecting a broad diversity of trees, your forest will be more resilient to these potential threats.

Proper tree planting is critical for long-term health. Proper tree planting helps to ensure that your tree investment grows. Specifying nationally recognized standards and best management practices for tree planting in your RFP helps to ensure that your contractor is planting and mulching your trees correctly. Trees planted at the right depth, in a hole that is properly prepared, removing wire baskets and rope around the trunk, and keeping the mulch from touching the trunk of the tree, all greatly improve your tree’s chances of survival and length of life.

It is important to plan well in advance before launching your RFP. It is best to submit your tree order at least one year before you intend to plant so that the nursery can reserve your trees and plan the appropriate dig windows for you. Plan as far ahead as possible so that you can get your first pick of species and size.

View and download templates:

Frequently Asked Questions

  • First, consider the growing conditions where the trees will be planted. Will they be planted under power lines, in a median, in a wet spot? Select the right tree for the right place. The Morton Arboretum’s Search Trees and Plants tool gives you important information about each tree’s growing condition needs and guides you in the selection process as you identify the specific site and needs you require, e.g., mature size, spring blooms, fall color, wet or dry tolerances, etc. The composition of tree species should be taken into account when selecting new trees to plant. Broad tree species diversity is necessary in creating a resilient urban forest.

  • Proper tree planting is critical to set your trees up for success and a long and healthy life. When tree planting is done incorrectly, it can lead to poor health and even tree death. Tree care experts have researched and learned the best ways to plant trees for long term success, which has resulted in nationally recognized specifications for tree planting. Using these specifications when you plant will help set up your urban forest for success.

  • The State of Illinois Department of Agriculture inspects and certifies nurseries. It is important to look for a nursery that is certified and in compliance with state standards. The State of Illinois nursery and nursery products search site can be found here.

 

Additional Resources

Northern Illinois Tree Species List, The Morton Arboretum

Search Trees and Plants, The Morton Arboretum

Guide to Nursery Stock, (ANSI) Z60.1, American National Standards Institute

(ANSI) A300 Tree Care Standards, American National Standards Institute

Tree Pruning

Tree pruning is an important part of tree care for a healthy tree canopy. Tree pruning is the selective removal of parts of a tree, such as branches or roots, to improve the tree’s overall health, structure, and appearance. Pruning dead, diseased, or crossing branches can improve the structure of trees, increase safety during storm events, and prevent the spread of some diseases. Hiring a trained professional to prune your trees can increase the life expectancy of the tree, resulting in a healthier and more resilient tree canopy. Pruning can also be an important strategy to mitigate risks associated with urban trees.

It is important to keep your tree inventory updated so that it is a useful resource. When a tree is pruned, the maintenance performed should be added to your tree inventory.

View and download templates:

Frequently Asked Questions

  • If a tree is pruned incorrectly, it can have devastating effects on the health and structure of the tree. No two trees are alike and can have very different needs or problems, even if they are the same species. Therefore, anyone pruning trees should be experienced and qualified, ensuring that the pruning will be completed in a manner to improve the tree’s health and structure, resulting in prolonged life. It is recommended that a Certified Arborist oversee all tree pruning and that the work is completed according to nationally recognized standards such as the American National Standards Institute (ANSI) A300 Tree Care Standards and the International Society of Arboriculture (ISA) Best Management Practices.

  • Trees in urban areas should be evaluated on a regular basis and pruned as needed.  Pruning can be broken down into two categories, proactive and reactive pruning. Proactive pruning involves regularly inspecting and removing branches to maintain a tree’s health and structure, preventing future problems. Reactive pruning, addresses issues like broken branches or infestations after they occur. A balance of both types ensures long-term tree health.

  • Improper pruning can seriously harm or even kill trees by causing injury, weakening their structure and introducing stress. Excessive or incorrect cuts can leave the tree vulnerable to disease, reduce its ability to photosynthesize, and hinder growth. It’s essential to prune carefully and at the right time to ensure the tree stays strong and thriving.

  • Generally speaking, newly planted trees need at least three years to become established, and during that time only dead or broken branches should be removed. For established trees, pruning frequency depends upon the needs of the tree. It is helpful to set up a pruning cycle so that trees are regularly evaluated and pruned as needed. For example, one-quarter of all of the trees are inspected, pruned and/or inventoried annually. By combining tree pruning with the update of the tree inventory and tree condition, health and risk assessments can be performed and can help prioritize tree care. Delaying pruning for many years can result in more expensive pruning costs later, tree health decline, or potential risk to people and property.

 

Additional Resources

ANSI A300, American National Standards Institute

Find An Arborist, Illinois Arborists Association

Plant Care Resources, The Morton Arboretum

Tree Removal

Reasons for Tree Removal. At some point, trees will die or require removal due to declining health or other complications. While most tree owners strive to limit removals, not every tree is a good candidate for retention. Removing trees requires special training, skill, knowledge, and safety precautions. Contractors should comply with nationally recognized standards, including the American National Standards Institute (ANSI) Z133 Arboricultural Operations – Safety Requirements when removing trees. Some of the more common reasons for tree removal include death, structural defects, disease, or damage from storms. When considering removal of trees, it is important to seek out an experienced, qualified, Certified Arborist to assess the tree and, if necessary, remove it.

Tree condition and risk should be regularly assessed, and when unacceptable risk is identified, addressed as quickly as possible. Tree inventories will often assess the condition of the trees and can provide insights and recommended prioritized action. Risk assessments, which are conducted by trained, experienced, Certified Arborists, can help determine which trees are in most need of attention. Once a tree has been deemed to exceed your risk threshold and is in need of removal, it should be removed as soon as possible by a qualified individual. During the removal process, it is imperative that nationally recognized standards and guidelines be followed. Additionally, having an action plan that includes how to address tree risk should be included in your urban forest management plan to provide guidance in the decision making process.

View and download templates:

Frequently Asked Questions

  • A Certified Arborist can determine if a tree should be removed. Additionally, there are several levels of risk assessment that can be used in determining the precise level of risk associated with each tree. An assessment should be completed by a qualified expert using nationally recognized standards.

  • The loss of a tree can sometimes be difficult for some people to process. It is important to communicate about the reasons a tree is to be removed and what opportunities may exist to replace trees after they have been removed. By providing an opportunity for residents to provide feedback, you may experience more buy-in and support for urban forest needs.

  • After removing a tree, it is best practice to plant one or more replacement trees to replace the benefits and services lost. Be sure to consider the mature size of the tree(s) you are replanting to be sure that the site(s) selected can support those trees.

 

Additional Resources

ANSI Z133, American National Standards Institute

Tree Contract Growing

Contract growing is an agreement between a purchaser and a nursery to grow trees for specific species, time period, production method and standards, and specifications. The contracted grower produces the trees and the purchaser pays for the trees in installments, taking delivery of the trees at the end of the contract period.

Municipalities, counties, developers, or other organizations can benefit from a contract growing arrangement. Contract growing can remove the burden of procuring trees every season, expand access to the specific species of trees needed, expand production specialization, and align with your specific standards and expectations. Contracted growing can also help mitigate risks for contracted nurseries when developing innovative growing methods and production of tree species they may not have grown before.

It is important to plan tree orders well in advance of launching your RFP. It is best to order your trees at least one year before you intend to plant so that the nursery can reserve your trees and plan the appropriate dig windows for you. Plan as far ahead as possible so that you can get your first pick in species and size.

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Frequently Asked Questions

  • Growing contracts should reflect reasonable expectations and give the vendor ample time to grow your desired species and product size.

  • It is best practice to use vendors that are certified by a state governing body, such as the Illinois Department of Agriculture. In addition, all vendors should have been inspected by the Bureau of Plant and Aviary Protection under provisions of the Illinois Pest and Plant Disease Act. All growing practices should meet or exceed nationally recognized standards.

 

Additional Resources

Inspected and Certified Nurseries, Illinois Department of Agriculture

Nurseries, Landscape Illinois

Northern Illinois Tree Species List, The Morton Arboretum

Search Trees and Plants, The Morton Arboretum

Guide to Nursery Stock, (ANSI) Z60.1, American National Standards Institute

Tree Risk Mitigation

Tree risk mitigation strategies include completion of a thorough evaluation of the specific tree, identification of any potential problems and potential risk, review and evaluation of recommended action, implementation of the action and ongoing monitoring, inspection, and review. Mitigation strategies can include tree removal, pruning, or installation of one or more tree support systems. Support systems may include cabling, bracing, guys, or props.

Tree risk mitigation is important because as trees get larger and older there is an increased potential for failure. When these larger or older trees are in proximity to people or property, there may be increased potential risks. These trees should be inspected periodically by professionals trained to conduct risk assessments and mitigation taken to reduce identified risks.

It is important to hire a qualified company or individual to do the tree risk mitigation.

Through the Illinois Arborists Association you can find nearby Certified Arborists and individuals with Tree Risk Assessment qualifications to assist you in mitigating risk. Certified Arborists are tree experts who have received considerable training through the International Society of Arboriculture.

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Frequently Asked Questions

  • Often, when trees are inventoried, the professional completing the inventory will evaluate each tree for risk and will report to the tree owner any potential issues that may require mitigation. Some examples of trees that may need mitigation include trees that are in conflict with power lines, buildings, play equipment, and other structures; the appearance of structural defects, e.g., dead or broken branches, cracks, weakly attached branches or codominant stems, decay; or loss of root support.

  • When you hire professionals to conduct a risk assessment and implement mitigation strategies, it is important to follow up with regular monitoring and inspections. The purpose of regular monitoring and inspections is to assess the tree and the effectiveness of the mitigation strategy and determine whether any additional mitigation may be required.

 

Additional Resources

Tree Risk Assessment, Best Management Practices, International Society of Arboriculture

Tree Support Systems: Cabling, Bracing, Guying, and Propping, Best Management Practices, International Society of Arboriculture

ANSI A300, American National Standards Institute

Emerald Ash Borer Management

Emerald ash borer (EAB) is an invasive beetle species that primarily targets ash trees. These pests can cause significant damage and death to individual trees and forests at large. EAB is native to Asia, however it was first discovered in North America, in Michigan, in 2002, and has continued to spread across the continent since. Although they are small in size, these beetles have had catastrophic impacts on ecosystems and can decimate entire forests.

A visual inspection is the first step in identifying emerald ash borer presence. This does not need to be done by a Certified Arborist. Anyone can help identify EAB. Some visual cues that EAB may be present are small D-shaped exit holes in the trunk, snakelike galleries under the bark, and canopy dieback.

Not all trees impacted by EAB need to be removed. Treatments are available for trees that are in the early stage of infestation. The treatment process typically involves using specifically timed and administered insecticide treatments to combat these pests. Some popular forms of treatment are soil drenches, trunk injections, and basal bark sprays.

If you wish to treat your ash trees, and it is not too late, reach out to an experienced and qualified contractor who is licensed by the Illinois Department of Agriculture to request an assessment and determine next steps.

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Frequently Asked Questions

  • While EAB doesn’t target other tree species, its destruction of ash trees can alter habitats and create opportunities for other invasive species to thrive, impacting the broader environment.

  • It depends upon the type of treatment selected. Methods include insecticide treatments, such as trunk injections, soil injections, or soil drenches; or basal bark spray. If you’re in a high-risk zone or have a history of EAB infestations nearby, more frequent treatments may be needed. It’s best to consult with a qualified, experienced Certified Arborist to determine the appropriate method and schedule for your trees.

 

Additional Resources

Emerald Ash Borer Information, USDA Animal Plant Health Inspection Service

Emerald Ash Borer Information, Illinois Department of Agriculture

Woody Invasive Species Removal

Invasive plants can have a devastating impact. Invasive plant species are typically non-native plants that spread aggressively, outcompete native vegetation, and disrupt local ecosystems, often resulting in significant environmental harm. It is important to be aware of common types of invasive species in your area and how to combat them. For small-scale management, check out our resources for dealing with invasive species. 

It is important to manage invasive species. Once invasive species are identified, it’s crucial to take swift action to control their spread. Invasive species can spread quickly, taking over the landscape. Hiring qualified individuals with species specific knowledge and experience to properly control or eliminate these species is crucial to the health of surrounding trees and ecosystems.

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Frequently Asked Questions

  • Woody invasive species often produce a large amount of seed that can quickly be distributed by birds to other areas of the landscape. Woody invasive species also tend to leaf out earlier and keep their leaves longer, giving them a competitive advantage over desirable species. Woody invasive species can quickly choke out native species, creating a monoculture.

  • Woody invasive tree species removal projects should ideally take place during the dormant season, ie., late fall or winter. This minimizes stress or impact on the surrounding ecosystem. However, timing can vary, depending on the specific species and local climate conditions, so it’s important to plan accordingly and consult with experts for optimal results.

  • Costs are usually determined by the size of the project, extent of the infestation, what species are being removed or managed, and the removal method selected.

 

Additional Resources

Management of Invasive Plants and Pests, University of Illinois Extension, The Morton Arboretum, Southern Illinois University Carbondale

Invasive Species Guides, Illinois Department of Agriculture

Best Management Practices, Integrated Vegetation Management, International Society of Arboriculture

Tree Appraisals

Tree appraisals are professional evaluations that determine the monetary value of a tree based on a variety of factors, such as species, size, health, age, location, and ecosystem benefits. Tree appraisals can provide an objective assessment of the value of trees in a given space and how that tree positively affects the local environment and economy. It is important to obtain professional guidance when appraising the value of a tree, especially if there is the potential for litigation. The Council of Tree and Landscape Appraisers Guide for Plant Appraisal and the American Society of Consulting Arborists have specifications and guidance on how best to conduct a tree appraisal.

Tree appraisals provide value in a variety of ways. Having your tree appraised prior to damage from impacts such as storms, vandalism, accidents, etc., can ensure you are fairly compensated. A tree appraisal post impact provides a professional opinion of the tree’s value, and/or the extent of the impact that has taken place, helping to support the landowner’s claim in the event of litigation, for insurance purposes or compensation.

Tree appraisals can be an important tool in urban planning and development. For instance, having trees appraised prior to construction can help guide decisions on whether trees should be protected, preserved, or replaced.

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Frequently Asked Questions

  • Tree appraisals can occur on both public and private property. It is the responsibility of the landowner to initiate a tree appraisal. Appraisals can be helpful in many situations, including when a tree is damaged, threatened by construction, or if the tree owner is evaluating the value of the tree for insurance or real estate purposes.

  • Appraisals of trees before a potential source of damage occurs (e.g., construction, storm, car crash) can ensure that the tree is receiving an accurate appraisal that demonstrates the entire value of the tree. While advance appraisals are rarely done, we encourage you to consider that when a tree is appraised after it is damaged, the appraiser will have to reconstruct the value of the tree based on the remaining evidence, e.g., photos of the tree prior to damage, evaluation of the remaining portions of the tree, consideration of where the tree was growing, etc.

 

Additional Resources

An Introduction to Tree Appraisal, Tree Care Industry Magazine

Guide for Plant Appraisal and Best Practices, Council on Tree and Landscape Appraisers

American Society of Consulting Arborists