Accordion List

• Understand the difference between a Request for Proposals, Request for Bids and Request for Qualifications.
  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. If a formal procurement process is not necessary, having clear and professional specifications can still help you get the end result 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.

• Decide if you want to conduct a hardcopy or electronic bidding/proposal process.

  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.

• Communicate with people who may be impacted by this project.

  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.

• Follow best practices and industry standards.

  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.

• Develop a realistic timeline.

  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.

• Follow local requirements and regulations.

  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.

• Follow State of Illinois, local, county, and federal requirements.

  It is very important that you have legal counsel review the RFP to be sure it is in compliance with State of Illinois, federal, county, 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.

• Develop a Proposer’s List.

  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.
• Develop a Proposal Scoring Sheet.

  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.

• Notice of Request for Proposal

  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

  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

  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 or location list 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

• Proposal Form

  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 or licenses 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.

• Contract

  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.

• Important considerations

  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.

• Why do I need a qualified individual to conduct an inventory?

  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.

• How much do tree inventories cost?

  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.

• How often should I update my tree inventory?

  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.

• Who should be able to see my tree inventory?

  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.

• Do I need a tree management plan?

  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.

• Who should be involved in creating a tree management plan?

  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.

• What should I look for in a contractor to create my management plan?

  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.

• Can management plans be changed?

  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.

• How do I determine which species I should plant?

  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.

• Why are planting specifications important?

  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.

• How do I find a good tree nursery?

  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.

• Who can prune trees?

  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.

• Do I need to prune my trees? Can’t I just let them grow naturally?

  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.

• Can improper pruning kill my tree?

  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.

• How frequently should I prune my tree?

  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.

• How do I know if a tree should be removed?

  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.

• Should I communicate with residents about tree removals?

  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.

• Should I replant after a tree is removed?

  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.

• How long should a growing contract be?

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

• Are there minimum requirements for contract growing?

  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.

• How do I know if I need tree mitigation?

  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.

• Once mitigation has taken place, is the problem solved?

  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.

• Can EAB impact trees other than ash trees?

  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.

• How frequently should I treat my ash trees?

  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.

• Why should I remove woody invasive species?

  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.

• When should a woody invasive species removal project take place?

  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.

• How will the cost of my project be determined?

  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.

• Should public and private trees be appraised?

  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.

• Can a tree be appraised after it is damaged or removed?

  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.