This agreement provides for the planting, maintenance and watering of planter boxes and pots, in addition to the maintenance and care of shrubs, planter beds, and parking lot landscape islands in and along five (5) commuter parking lots, two (2) entry way sign planter beds, twenty (20) Rights-of-Way planter beds, and two (2) LED sign bases. Work includes weed & vegetation control, fertilizing plants, mulch cultivating, spring/fall cleanup, and trash & debris removal. Details are spelled out on the following pages for each location type.
Commuter Parking Lots
Scope of Work
This agreement provides maintenance and care for exterior landscape areas throughout the property. Care and maintenance are defined in the following and is designed to achieve an attractive and functional landscape.
Contractor Responsibility
The contractor shall perform landscape maintenance and furnish all necessary labor, supplies, equipment and insurance.
Period of Coverage
This proposal shall provide for service for three years/seasons from April - October, for the years 2026 through 2028. Additional work shall be on time and material basis only.
Ground Maintenance Specifications
SPRING CLEAN UP - Clean all planting beds of leaves, twigs, trash, debris and dispose. Remove all dead annual and perennial plant parts from beds. Provide sketch of each site and list perennial plants that are removed. Prune broken and winter injured branches from shrubs.
MULCH BEDS - Existing mulch beds and tree rings will be edged and cultivated.
WEED CONTROL - Weeds in mulched or stoned beds shall be kept under control by spraying with weed control and manual removal of weeds. It is recommended that bare soil beds re-mulched in order to control weeds properly.
EDGING - Sidewalk edging shall be done as needed to maintain a neat appearance. Grass encroaching on curbs will be controlled with string trimmers as necessary.
CULTIVATING OF MULCH BEDS - Turn existing mulch beds and mulch tree rings two (2) times during per season and edge (1) time to prevent encroachment of grass. Creating new beds or re-establishing neglected beds for new accounts is not included. Mulch shall be loosened to a depth necessary to remove weeds and aerate, but not interfere with the root system of the plants.
PRUNING AND TRIMMING - Shrubs and perennials shall be pruned at the proper time of the year for each specific variety to encourage a healthy, natural growth pattern and to maintain a neat appearance throughout the growing season. The following objectives are to be accomplished:
- All limb removals shall be made in a manner to aid in optimum re-growth of the cambium over the cut area.
- Removal of sucker growth and water sprouts.
- Maintain the natural size, shape, scale and characteristics of the variety
- All shrubs and groundcovers will be trimmed two (2) times a year.
- No trimming shall be part of this contract more than 12’ high.
- Rejuvenation pruning is not included within the scope of these specifications.
SPRAYING - Plant material shall be checked periodically during the growing season for insects, disease or pests, which are or would become injurious. Spraying of plant material will be recommended and done on a time and material basis with approval of the owner.
FALL CLEAN UP - Fallen leaves will be picked up during scheduled visits for October and October. Ornamental grasses are to be cut back with the late October visit. Additional clean-ups after the scheduled contract period will be done on a time and material basis.
Entry Way Signs
Scope of Work
This agreement provides maintenance and care for exterior landscape areas known as Entry Way Signs throughout the Village.
Contractor Responsibility
The contractor shall perform landscape maintenance and furnish all necessary labor, supplies, equipment and insurance.
Period of Coverage
This proposal shall provide for service for three years/seasons from April - October, for the years 2026 through 2028. Additional work shall be on time and material basis only.
Ground Maintenance Specifications
SPRING CLEAN UP - Clean all turf and planting beds of leaves, twigs, trash, debris and dispose. Remove all dead annual and perennial plant parts from beds. Provide sketch of each site and list perennial plants that are removed. Prune broken and winter injured branches from shrubs and small trees.
MULCH BEDS - Existing mulch beds and tree rings will be edged and cultivated.
WEED CONTROL - Weeds in mulched or stoned beds shall be kept under control by spraying with weed control and manual removal of weeds twice monthly. It is recommended that bare soil beds re-mulched in order to control weeds properly.
CULTIVATING OF MULCH BEDS - Turn existing mulch beds and mulch tree rings two (2) times during per season and edge (1) time to prevent encroachment of grass. Creating new beds or re-establishing neglected beds for new accounts is not included. Mulch shall be loosened to a depth necessary to remove weeds and aerate, but not interfere with the root system of the plants.
PRUNING AND TRIMMING - Shrubs and perennials shall be pruned at the proper time of the year for each specific variety to encourage a healthy, natural growth pattern and to maintain a neat appearance throughout the growing season. The following objectives are to be accomplished:
- All limb removals shall be made in a manner to aid in optimum re-growth of the cambium over the cut area.
- Removal of sucker growth and water sprouts.
- Maintain the natural size, shape, scale and characteristics of the variety
- All shrubs and groundcovers will be trimmed two (2) times a year.
- No trimming shall be part of this contract more than 12’ high.
- Rejuvenation pruning is not included within the scope of these specifications.
SPRAYING - Plant material shall be checked periodically during the growing season for insects, disease or pests, which are or would become injurious. Spraying of plant material will be recommended and done on a time and material basis with approval of the owner.
FALL CLEAN UP - Fallen leaves will be picked up during scheduled visits for October and October. Ornamental grasses are to be cut back with the late October visit. Additional clean-ups after the scheduled contract period will be done on a time and material basis.
ROW Planter Beds
Scope of Work
This agreement provides maintenance and care for exterior landscape areas known as ROW planter beds throughout the Village.
Contractor Responsibility
The contractor shall perform landscape maintenance and furnish all necessary labor, supplies, equipment and insurance.
Period of Coverage
This proposal shall provide for service for three years/seasons from April - October, for the years 2026 through 2028. Additional work shall be on time and material basis only.
Ground Maintenance Specifications
SPRING CLEAN UP - Clean all planting beds of leaves, twigs, trash, debris and dispose. Remove all dead annual and perennial plant parts from beds. Provide sketch of each site and list perennial plants that are removed. Prune broken and winter injured branches from shrubs and small trees.
MULCH BEDS - Existing mulch beds and tree rings will be edged and cultivated.
WEED CONTROL - Weeds in mulched or stoned beds shall be kept under control by spraying with weed control and manual removal of weeds twice monthly. It is recommended that bare soil beds re-mulched in order to control weeds properly.
CULTIVATING OF MULCH BEDS - Turn existing mulch beds and mulch tree rings two (2) times during per season and edge (1) time to prevent encroachment of grass. Creating new beds or re-establishing neglected beds for new accounts is not included. Mulch shall be loosened to a depth necessary to remove weeds and aerate, but not interfere with the root system of the plants.
PRUNING AND TRIMMING - Trees, shrubs and perennials shall be pruned at the proper time of the year for each specific variety to encourage a healthy, natural growth pattern and to maintain a neat appearance throughout the growing season. The following objectives are to be accomplished:
- All limb removals shall be made in a manner to aid in optimum re-growth of the cambium over the cut area.
- Removal of sucker growth and water sprouts.
- Maintain the natural size, shape, scale and characteristics of the variety
- All shrubs and groundcovers will be trimmed two (2) times a year.
- No trimming shall be part of this contract more than 12’ high.
- Rejuvenation pruning is not included within the scope of these specifications.
SPRAYING - Plant material shall be checked periodically during the growing season for insects, disease or pests, which are or would become injurious. Spraying of plant material will be recommended and done on a time and material basis with approval of the owner.
FALL CLEAN UP - Fallen leaves will be picked up during scheduled visits for October and October. Ornamental grasses are to be cut back with the late October visit. Additional clean-ups after the scheduled contract period will be done on a time and material basis.
Quoted prices to include all labor and delivery charges.
Given unforeseen weather conditions, the Village is to be contacted and kept informed of adverse growing conditions and issues that may arise.
Maintenance services must be available on an as needed basis, subject to the request and approval of the Public Works Director.
The contractor shall replace plants with same that have died.
The contractor shall provide necessary supervision and at the Village’s request, make an inspection with the Village representative to ascertain compliance with the specifications of the agreement. The contractor agrees to re-execute any work which does not conform to the specifications, warrants the work performed, and agrees to remedy any defects resulting from faulty materials or workmanship.
Proposals should include a list of any nursery intending to supply the necessary plant materials.
The Village reserves the right to inspect plant materials before planting and at any time during this contract. The Village encourages the use of a local nursery. Final plant selection will be approved by the Village of Park Forest prior to planting.
The Contractor shall take all necessary precautions to conduct the work in a safe manner to prevent injury to persons or damage to property. Any damage, caused by the Contractor to VILLAGE or private property will require restitution by the contractor for repairs/replacement to same. If damage does occur, the VILLAGE shall be notified immediately.
Company Qualifications
Company must provide three referrals for similar projects.
Company must state their business qualifications in the horticulture field.
Company must be willing to provide successful plant care maintenance advice to Village staff and Public Works’ plant maintenance provider.
A list of the roles and responsibilities of the individuals who will be directly involved with the supervision of the persons providing the service or service(s) must be provided.
Planter Boxes/Pots
Scope of Work
This work provides for the preparation, planting, maintenance and care, including watering and fall clean-up, of Planter Boxes/Bed along Main Street, from Western Avenue to Orchard Avenue, Victory Drive from Forest Boulevard to 348 Victory Drive, Liberty Drive from Forest Boulevard to Cunningham Drive, and two Park Forest LED signs located at Rt30 & Orchard Ave and Western & Main (just south of CVS).
Contractor Responsibility
The contractor shall supply and install plants, as determined by the Village, within the planter boxes and planter pots. The contractor shall maintain the planter boxes and pots, including but not limited to, furnishing all necessary labor, supplies and equipment.
Period of Coverage
This proposal shall provide for service for three years/seasons from April - October, for the years 2026 through 2028. Additional work shall be on time and material basis only.
Planter Boxes and Pots
SPRING CLEAN UP - Clean all planter boxes and pots of leaves, twigs, trash, debris and dispose. Remove any remaining dead annual and perennial plant from all Planter Boxes and Pots. Prepare all planter boxes and pots for new plants as necessary
WEED CONTROL - Weeds in planter boxes and pots shall be kept under control by spraying with weed control and/or manual removal of weeds.
SPRAYING - Plant material shall be checked periodically during the growing season for insects, disease or pests, which are or would become injurious. Spraying of plant material will be recommended and done on a time and material basis with approval of the owner.
FALL CLEAN UP – Removal of all dead annual and perennial plants from all planter boxes and pots. Ornamental grasses are to be cut back in late October. Additional clean-ups after the scheduled contract period will be done on a time and material basis.
Specifications
SPECIAL PROVISIONS
A listing of all equipment owned by the bidder that will be used in the performance of the work under contract must be provided with the bid proposal
A listing of mowing locations is provided in the following tables and pictures in Appendix F, are provided with this document. The aerial photos/drawings as represented are fairly accurate but cannot be deemed as actual on the ground measurements: Therefore, note that these are for reference and are not to scale.
“Nuisance mowing'' is the mowing of private property (of behalf of the Village) that is neglected by the owner. It is done on an as needed basis when requested by the Village.
EQUIPMENT
All tools or equipment required to carry out the operations within the scope of this contract shall be provided by the contractor, and shall meet the standards of the Federal Occupational Safety and Health Act and State of Illinois safety codes as may be required by law. The Village reserves the right to inspect the equipment that will be used prior to award of bid.
WORK SCHEDULES
The contractor shall work between the hours of 7:00 a.m. and 5:00 p.m. Monday through Friday and 9:00 am to 5:00 PM except Saturday, Sunday and holidays recognized by the Village.
BONDING
The Contractor, before commencing the Work, shall furnish a Performance Bond. The Performance Bond shall be in an amount equal to 100% of the full amount of the Contract Sum as security for the faithful performance of the obligation of the Contract Documents, and the Labor and Material Payment Bond shall be in an amount equal to 100% of the full amount of the Contract Sum as security for the payment of all persons performing labor and furnishing materials in connection with the Contract Documents.
Such bonds shall be on standard AIA Documents, shall be issued by a surety satisfactory to the Village, and shall name the Village as a primary co-obligee. The cost of the bonds is to be included in the Bid Proposal. The Performance Bond and Labor and Material Payment Bond will become a part of the Contract. The failure of the successful Bidder to enter into a Contract and supply the required Bonds within ten (10) days after the Notice of Award or within such extended period as the Village may grant if the forms do not meet its approval shall constitute a default, and the Village may either award the Contract to the next responsible, responsive Bidder or re-advertise for bids. A charge against the defaulting Bidder may be made for the difference between the amount of the bid and the amount for which a contract for the work is subsequently executed, irrespective of whether the amount thus due exceeds the amount of the bid guarantee.
METHOD OF PAYMENT
The Village shall be billed monthly for services rendered no later than the 10th of the month following the maintenance of the sites. All invoices must show the location of the work being performed, site identification number, and the date of completion. If an individual site is unable to be serviced in its entirety, the cost for maintaining shall be prorated for the amount actually serviced; all work shall be inspected and approved before any payment is authorized by the DownTown Manager. The Village reserves the right to withhold payment for any work not completed to the satisfaction of the Village.
INVESTIGATION OF CONDITIONS
Bidders are required to submit their proposals upon the express condition that they have noted the site of the proposed work and are fully acquainted with work to be performed under this contract. The Contractors are expected to make their estimates of the facilities needed and the difficulties attending the execution of proposed contract, including local conditions, availability of labor weather and other contingencies. In no event will the Village assume any responsibility whatever for interpretation, deduction or conclusion drawn from the inspection of the site. Failure to acquaint themselves with the available information concerning these conditions will not relieve the successful bidder from responsibility for estimated difficulties and cost of successfully performing and completing the work.
It is the bidder's responsibility to completely inspect premises prior to submitting bids to determine all requirements associated with the project. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional costs to the Village of Park Forest, all necessary services that may be required to carry out the terms of the resulting contract.
The DownTown Manager will answer any questions regarding clarification of boundary lines, site locations, and scope of work. There will be no additional meetings, exceptions or special arrangements prior to submittal of bid.
LIQUIDATED DAMAGES FOR DELAY
If the work is not completed within the time stipulated in the contract documents, including any extensions of time for excusable delays, including weather, as determined by the Director of Public Works, the contractor shall pay the Village a rate of $150.00 per day for each calendar day of delay, until the work is completed. No extra allowance will be made for holidays. The Village shall enforce the liquidated damages for failure to complete the work within the allotted time frame. Liquidated damages shall be deducted from the final payment for this contract.
CONTRACTOR QUALIFICATIONS
No contract shall be awarded except to responsible firms capable of providing the class of product described. Contractors must be licensed by as required by the State of Illinois.
COMPLIANCE WITH REGULATIONS
Contractors responding to this request shall be aware that all work performed under this contract must comply with all federal, state and local regulations in effect during the term of the contract.
PREVAILING WAGE
Prevailing wage is required of jobs completed under this contract.
INSURANCE REQUIREMENTS
The Contractor shall purchase and maintain insurance which will protect from claims that may arise out of, or result from, activities performed under this contract, whether those activities are performed by the Contractor or by any Subcontractor or party directly or indirectly employed by the Contractor or any Subcontractor, or by anyone for whose acts they may be liable.
INSURANCE COVERAGE
The Contractor will provide satisfactory proof of insurance naming the Village of Park Forest, together with its officers, agents, employees and engineers as additional primary, non- contributory named insureds prior to commencing work. All policies shall be written on a "per occurrence" basis. The Contractor shall procure and maintain insurance for protection from claims under worker's compensation acts, claims for damages because of bodily injury including personal injury, sickness or disease or death of any and all employees or of any person other than such employees, and from claims or damages because of injury to or destruction of property including loss of use resulting therefrom, alleged to arise from the Contractor’s negligence in the performance of services under this Agreement. Contractor ‘s certificate of insurance shall contain a provision that the coverage afforded under the policy(s) will not be canceled or reduced without thirty (30) days prior written notice (hand delivered or registered mail) to the Village. Contractor shall promptly forward new certificate(s) of insurance evidencing the coverage(s) required herein upon annual renewal of the subject policies. Failure of the Engineer to supply a valid certificate of insurance, or if a previously valid certificate of insurance has expired and is not replaced, is grounds for issuance of a stop work order until such time as a valid certificate of insurance is provided. Failure of the Village to collect or demand a certificate of insurance shall not be deemed a waiver of the requirement to provide one. The limits of liability for the insurance required by this Subsection shall not be less than the following:
WORKMANS COMPENSATION INSURANCE:
All Liability imposed by Workmen’s Compensation statute
Employer’s Liability Insurance $1,000,000
Contractual Liability Insurance $1,000,000
Completed Operations Insurance $500,000
OWNED, HIRED, AND NON-OWNERSHIP VEHICLE, BODILY INJURY AND PROPERTY DAMAGE TO THE FOLLOWING LIMITS:
Commercial General Liability $2,000,000 (each occurrence)
Bodily Injury $2,000,000 (each person), $2,000,000 (each accident)
Property Damage $2,000,000 (each accident)
Automobile Liability $1,000,000 combined single limit (each accident)
Umbrella Liability $3,000,000 (each occurrence), $3,000,000 (aggregate)
DOCUMENTATION
Certificates of Insurance acceptable to the Village shall be filed with the Village prior to commencement of the work. Should Contractor insurance expiration fall within the timeline of the job, not less than two weeks prior to the expiration, cancellation, or termination of any such policy, the Contractor shall supply the Village with a new or replacement Certificate of Insurance as proof of renewal of said policy, with endorsement as set forth above.
USE OF VILLAGE PROPERTY
If the Village permits the Contractor to use any Village owned equipment, tools, or facility, such use will be gratuitous and the Contractor shall release the Village from any responsibility arising from claims for personal injuries, including death, arising out of the use of such equipment, tools, or facilities irrespective of the condition thereof or any negligence on the part of the Village in permitting use.
CERTIFICATIONS
of sexual harassment; 2) the definition of sexual harassment under Illinois Law; 3) a description of sexual harassment, utilizing examples; 4) an internal complaint process, including penalties; 5) the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights (“Department”) and the Illinois Human Rights Sexual Harassment: During the entire term of the contract, Contractor shall have in full force and effect a written Sexual Harassment Policy, which complies with the Illinois Human Rights Act (775- ILCS 5/1- 101 et.seq.) including at least the following: 1) a statement on the illegality Commission (“Commission”); 6) directions on how to contact the Department and the Commission; and 7) protection against retaliation as provided by Section 6-101 of the Act. The Contractor will be required to sign a Sexual Harassment Certification.
DRUG FREE WORKPLACE
In compliance with Illinois law, The Contractor certifies and agrees that it will provide a drug free workplace by:
Publishing a Statement:
Notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance, including cannabis, is prohibited in the Contractor’s workplace.
- Specifying the actions that will be taken against employees for violations of such prohibition.
- Notifying the employee that, as a condition of employment on such Contract, the employee will:
- Abide by the terms of the statement; and
- Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction.
- Establishing a drug free awareness program to inform employees about:
- The dangers of drug abuse in the workplace;
- The Contractor’s policy for maintaining a drug free workplace;
- Available counseling, rehabilitation, or assistance programs; and
- Penalties imposed for drug violations.
- Providing a copy of the Statement required by subsection (a) to each employee engaged in the performance of the Contract and to post the statement in a prominent place in the workplace.
- Notifying the contracting agency within ten (10) days after receiving notice of any violations as listed above.
- Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program, by any employee who is so convicted, as required by Section 5 of the Drug Free Workplace Act.
- Assisting employees in selecting a course of action in the event drug counseling, treatment, and rehabilitation are required and indicating that a trained referral team is in place.
- Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act.
- The Contractor will be required to sign a Drug Free Workplace Certification.
SUBSANCE ABUSE PREVENTION ON PUBLIC WORKS PROJECTS
Before a contractor or subcontractor commences work on a public works project as defined in 820 ILCS 130/2, the contractor or subcontractor shall have in place a written program which meets or exceeds the program requirements in the Substance Abuse Prevention on Public Works Projects Act, to be filed with the public body engaged in the construction of the public works and made available to the general public, for the prevention of substance abuse among its employees. The testing must be performed by a laboratory that is certified for Federal Workplace Drug Testing Programs by the Substance Abuse and Mental Health Service Administration of the U.S. Department of Health and Human Services. At a minimum, the program shall include all of the following:
A minimum requirement of a 9 panel urine drug test plus a test for alcohol. Testing an employee's blood may only be used for post- accident testing, however, blood testing is not mandatory for the employer where a urine test is sufficient.
A prohibition against the actions or conditions specified in 820 ILCS 265/10.
A requirement that employees performing the work on a public works project submit to pre-hire, random, reasonable suspicion, and post-accident drug and alcohol testing. Testing of an employee before commencing work on a public works project is not required if the employee has been participating in a random testing program during the 90 days preceding the date on which the employee commenced work on the public works project.
A procedure for notifying an employee who violates 820 ILCS 265/10, who tests positive for the presence of a drug in his or her system, or who refuses to submit to drug or alcohol testing as required under the program that the employee may not perform work on a public works project until the employee meets the conditions specified in subdivisions (2)(A) and (2)(B) of 820 ILCS 265/20.
NON COLLUSION
The Contractor represents that it is not barred from bidding for this contract as a result of a violation of 720 ILCS 5/33E concerning bid rigging, rotating, kickbacks, bribery and interference with public contracts. The Contractor will be required to sign the Non-Collusion Certification.
COMPLAINCE WITH LAWS AND REGULATIONS
In connection with the performance of the work, the Contractor shall comply with all statutes, laws, regulations, and orders of federal, state, county, or municipal authorities which shall impose any obligation or duty upon the Contractor.
SPECIFIC REQUIREMENTS
CONTRACTOR PERFORMANCE
The Contractor will be responsible for designing the project and agrees to perform its obligations demonstrating quality workmanship and completion of all work in a timely manner. The Contractor will be responsible for conducting any required personal monitoring of their employees during the duration of testing and abatement activities.
ACCEPITABLITY OF PERFORMANCE
Village staff will decide all questions that may arise as to the quality and acceptability of work performed under the contract. If, in the opinion of the staff, performance is unsatisfactory, the Village shall notify the Contractor of the area in which performance is deficient. The Contractor will have five (5) calendar days from the date of the notification to correct any specific instances of unsatisfactory performance. Corrective measures required by the Village of the Contractor to meet performance standards shall be completed at no additional charge to the Village.
DEFAULT
In the event unsatisfactory performance is not corrected with the time specified above, the Village shall have the immediate right to complete the work to its satisfaction through alternative contracting. The Village shall also deduct the cost of completing this work from any balances due to the awarded vendor. Upon the vendor’s failure to correct unsatisfactory performance on a second occasion, they shall be declared in default of the contract at which time the contract may be terminated.
EQUIPMENT SAFETY
The contractor shall be responsible for providing and for the placement of barricades, flag tape and other safety/traffic control equipment required to protect its employees, the public, surrounding areas, equipment, vehicles, and Village personnel. The safety of all is a primary concern of the Village.
SECURITY
The Village shall not be responsible for theft or damage to the contractor’s property. The Village does not assume responsibility, at any time, for the protection of or loss of materials from the time the contractor operations have commenced until the Village acknowledges the final acceptance of the work
PROPERTY DAMAGE
Contractor shall be responsible for the protection and preservation of all utilities and structures encountered during the project. Contractor agrees to repair at contractor’s expense any damage that was caused by contractor.
REFERENCES
The bidder shall provide, a list of three references, complete with name, address and telephone number. Each reference must be from a company who employed you to do work similar in size and nature to that you are bidding on. These references must be from jobs in progress or ones completed within the last three years - preferably from another municipal based mowing contract.
The bidder shall have no less than five (5) years experience in this business, preferably with work situations of similar or larger size.
The bidder shall submit a letter with the bid which explains his qualifications and experience pertaining to the proposed work.
CHANGES TO PROJECT – ADDENDUMS
Any questions, changes or addendums will be posted on the Village’s website. It shall be the bidder’s responsibility to check for any addendums or changes to the Request for Proposals (RFP) and include this information in their bid submittal.
2026-2028 DTPF Planter Boxes Pots Planting Beds Maintenance Submittal Form
2026-2028 DTPF Planter Boxes Pots Planting Beds Maintenance RFP -Addendum No.1
DTPF Planter Beds Map