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.
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:
- Notice of Request for Proposal
- Base Request for Proposals
- Addenda (if necessary)
- Specification
- Proposal Form
- Contract
Please see the sample documents provided in the tabs below.
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.
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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.
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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.
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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.
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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.
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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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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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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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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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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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