RFP #1112-05 Bid Specifications - City of Urbana

Request Date 6/24/2012 

CITY OF URBANA, ILLINOIS 

REQUEST FOR PROPOSALS 

RFP # 1112-05 

SPECIFICATIONS AND GENERAL TERMS AND CONDITIONS FOR: 

STREET AND PUBLIC PROPERTY 

TREE INVENTORY AND TREE INVENTORY DATA 

MANAGEMENT SOFTWARE 

Requesting Department: 

Department of Public Works 

706 S. Glover Avenue 

Urbana, Illinois 61802 

Contact Person : Mike Brunk (217) 384-2393 

The original plus two (2) copies of your proposal(s) MUST be submitted to the 

Requesting Department at or before the date and time specified below to receive full 

consideration: 

Submission Due Date and Time: 

Mandatory Pre-proposal Meeting: 

Bid Bond: 

FRIDAY July13, 2012 – 1:30 p.m. 

None 

None Required 

All proposals submitted in response to this Request shall be irrevocable for a period of 

One Hundred Twenty (120) days after the Proposal due date and may not be withdrawn 

by the Contractor during this period. After such time has elapsed, the Contractor may 

withdraw the proposal if it has not been selected prior to the request to withdraw. Such 

withdrawal shall be requested in writing.

Street and Public Property Tree Inventory and Tree Inventory Data Management Software 

City of Urbana 

Request for Proposals RFP #1112-05 

Page 2 of 34 

The City reserves the right to waive technicalities or to accept or reject any proposal or combination 

of proposals based upon the City’s determination of its best interest. 


TREE INVENTORY AND TREE INVENTORY DATA MANAGEMENT SOFTWARE 

SPECIFICATIONS 

For the 

CITY OF URBANA, Illinois 

SCOPE OF PROJECT 

GENERAL: 

The City of Urbana (hereinafter "City"), Illinois, is seeking proposals to procure a 

STREET AND PUBLIC PROPERTY TREE INVENTORY AND web based 

TREE INVENTORY DATA MANAGEMENT SOFTWARE SYSTEM that 

includes the USDA’s i-tree software suite. The City intends to enter into a 

contract with a qualified and responsible firm for the purchase of such an 

inventory and software system. Any firm (hereinafter "Contractor" or “Vendor”) 

desiring to be considered to provide such proposed services shall submit 

proposals in accordance with the instructions and format of the attached Request 

For Proposals (RFP) documents. 

The intent of these specifications is to outline the minimum acceptable 

requirements for a comprehensive citywide street and park tree inventory for the 

City. One company must perform all tasks required for the inventory 

projects; no subcontractors shall be permitted. 

Proposals must include the performance of a complete, computerized street tree 

inventory. The inventory must locate, identify, and assess each public tree and 

provide maintenance and planting data in a spreadsheet and electronic formats. 

The proposals shall include the installation of tree management software. The tree 

management software program shall provide inventory data management, work 

history tracking and analysis, maintenance and planting cost analysis, and a 

mapping component and visual representation of the inventory data. Proposals 

shall also include the USDA’s i-tree software suite. Comprehensive training on 

use of all the software shall be provided. 

DATA DELIVERY FORMAT 

All tree inventory data shall be delivered in i-Tree Streets, Microsoft Excel, 

Access and ESRI shapefile format as well incorporated into a tree management 

software program. 

The inventory must be performed using GPS equipment or other GIS-compatible 

data collection hardware that is no older than 3 years and accurate to within 2 feet 

of the geographic center of the tree trunk.





All geospatial data shall be delivered in an ESRI-compatible personal or file 

geodatabase and pdf format. Photography shall be delivered in the JPEG and 

PDF format. 

The tree inventory shall be delivered in the following coordinate system: Illinois 

State Plane Coordinates East Zone 1983 North American Datum (NAD83) 2007 

Adjustment. 

The contractor shall provide a full metadata reference for all delivered data. All 

accompanying metadata shall be compiled to the current standard endorsed by the 

Federal Geographic Data Committee (FGDC). 

MINIMUM QUALIFICATIONS OF CONTRACTOR 

1. Contractor must have completed a minimum of six (6) tree inventory projects 

similar in scope in the last three (3) years. 

2. Each person employed to collect tree data for this proposal shall be a Certified 

Arborist and have the necessary qualifications for completing tree inventory data 

collection. It is required that the successful contractor have no less than three (3) 

Certified Arborists as designated by the International Society of Arboriculture on 

staff, and that these professionals have been employed for the company at least 

one year. Preference will be given to contractors with staff having a four (4) year 

degree in urban forestry or a related field of study, or having a combination of 

knowledge and experience at least equal to such qualifications. 

3. Contractor must be able to perform the inventory services without delay from 

other projects and commitments, and be able to expand the field staff within a 

two-week period if needed and desired by the City. 

SCOPE OF WORK 

Task 1: Tree Inventory 

Contractor shall inventory all trees located on the public rights-of-way and other 

public properties in the designated section(s) of the city. 

At a minimum, the information collected for each tree shall include: 

1. Location— Identify the location of each tree and/or site. Street tree locations 

should be organized by management area number, street address, street name, 

sequential tree site number, block side, or corner location. Other location 

information to be included are mini park names and City parking lot numbers in 

place of street addresses. Parking lot trees are to have locations described in a 

nine grid system that includes N, NE, E SE, S, SW, W, NW and C for Center area 

and be numbered in a clockwise fashion from the most northern point of each grid 

area. 

2. Species—Trees are identified by genus and species using both botanical and 

common names and by cultivars where appropriate. 

3. Tree Size—Diameter is measured to the nearest inch in one-inch size classes at 4- 

1/2 feet above the ground, or diameter-breast-height (DBH).





4. Stems—The number of stems on trunks splitting less than one foot above ground 

level is recorded. 

5. Condition—The general condition of each tree is rated according to the following 

categories adapted from the International Society of Arboriculture’s rating 

system: 

Excellent 100% 

Good 80% 

Fair 60% 

Poor 40% 

Critical 20% 

Dead 0% 

6. Primary Maintenance Need. The following primary maintenance needs will be 

determined based on ANSI A300 standard specifications: 

‣ Removal. Trees designated for removal have defects that cannot be costeffectively 

or practically treated. The majority of the trees in this category 

have a large percentage of dead crown. All trees with safety risks that 

could be seen as potential threats to persons or property and seen as 

potential liabilities to the client would be in this category. Large dead and 

dying trees that are high liability risks as well as those that pose minimal 

liability to persons or property (such as trees in poor locations or 

undesirable species) will be identified in this category. Priority of work 

should depend upon the Risk associated with the individual trees. 

‣ Large Tree Clean. These trees require selective removal of dead, dying, 

broken, and/or diseased wood to minimize potential risk. Priority of work 

should be dependent upon the Risk associated with the individual trees. 

Trees in this category are large enough to require bucket truck access or 

manual climbing. Includes trees above 45ft. 

‣ Medium Tree Clean These trees require selective removal of dead, dying, 



Trees in this category may require some manual climbing but are 

generally not large enough to reserve pruning for bucket truck access. 

Includes trees above 20ft and below 45ft. 

‣ Small Tree Clean. These trees require selective removal of dead, dying, 



These trees are small growing, mature trees that can be evaluated and 

pruned from the ground. 

‣ Young Tree Train. These are young trees that must be pruned to correct or 

eliminate weak, interfering, or objectionable branches in order to 

minimize future maintenance requirements. These trees, up to 20 feet in 

height, can be worked with a pole pruner by a person standing on the 

ground.





‣ Stump Removal. This category indicates a stump that should be removed. 

any stump 4”or greater in diameter be specified for removal. 

‣ Plant Tree. During the inventory, vacant planting sites will be identified 

by street, address and site number. The size of the site is designated as 

small, medium, or large (indicating the ultimate size that the tree will 

attain), depending on the growing space available and the presence of 

overhead wires. Planting sites are determined based on 40 foot spacing 

from existing trees, and minimums of 15 feet from driveway approaches 

and street lights, 75 feet from intersections, 35 feet from overhead 

electrical conductors/poles and 5 feet from all other utility structures. 

7. Secondary Maintenance Need. The following secondary maintenance needs will 

be determined based on ANSI A300 standard specifications: 

‣ Raise. Trees requiring pruning to remove low branches that interfere with 

vehicular, pedestrian or bicycle traffic and their respective site lines. The 

following clearance standards shall be used; 9 feet over sidewalks and 

public/park turf areas that need grounds maintenance equipment access, 16 

feet over roads for Traffic clearance, and 10 feet over driveways and 

buildings. 

‣ Reduce. Selective pruning to decrease height and/or spread of the crown in 

order to provide clearance for special needs such as electric utilities and 

lighting. 

‣ Thin. The selective removal of water sprouts, epicormic branches, and live 

branches to reduce density. 

‣ Utility. Selective pruning to prevent the loss of service, comply with 

mandated clearance laws, prevent damage to equipment, avoid access 

impairment, and uphold the intended usage of the facility/utility space. 

‣ Restoration. Selective pruning to improve the structure, form, and 

appearance of trees that have been severely headed, vandalized, or 

damaged. 

‣ None. No secondary maintenance is recommended for the tree. This will 

be used as the default value when Primary Maintenance equals Removal, 

Stump Removal, or Plant Tree. 

8. Risk Assessment. A risk rating will be assigned using an assessment protocol 

based on the USDA Forest Service Community Tree Risk Rating System. 

‣ Probability of Failure (1 – 4 points). Identifies the most likely failure and 

rates the likelihood that the structural defect(s) will result in failure based 

on observed, current conditions. 

‣ Size of Defective Part (1 – 3 points). Rates the size of the part most likely 

to fail. If the trunk is the part most likely to fail, tree will recommended 

for removal and the DBH value will be used for the size of the defective 

part.





‣ Probability of Target Impact (1 -3 points). Rates the use and occupancy of 

the area that would be struck by defective part. 

‣ Other Risk Factors (0 -2 points). This category is used if professional 

judgment suggests the need to increase the risk rating. It is especially 

helpful to use when tree species growth characteristics become a factor in 

risk rating. For example, some tree species have growth patterns that make 

them more vulnerable to certain defects such as weak branch unions 

(silver maple) and branching shedding (beech). This optional subjective 

risk rating is used if professional judgment suggests the need to increase 

the total risk rating and invoke immediate corrective action. For example, 

trees with a numeric risk rating of 9 or 10 would be identified as high 

priority trees to receive corrective treatments first. An inspector may wish 

to increase a tree’s risk rating from 8 to 9 as a means of ensuring the tree 

will receive immediate corrective treatment. The total risk rating should 

not exceed 10 points. 

9. Risk Rating. Generally, trees with the highest numeric risk ratings should receive 

corrective treatment first. The overall risk rating of the tree will be indicated, 

based on the sum of above risk assessment field values. See the formula below: 

‣ None- Numeric Risk Rating equals 0. 

‣ Low- Numeric Risk Rating equals 3 or 4. 

‣ Moderate- Numeric Risk Rating equals 5 or 6. 

‣ High- Numeric Risk Rating equals 7 or 8. 

‣ Severe- Numeric Risk Rating equals 9 or 10. 

10. Observations—General observations warranting recognition include, but are not 

limited to, the following: 

Cavity/Decay * 

Improperly Pruned 

Pest Problem 

Remove Hardware 

Grate/Guard 

Serious Decline 

Poor Location 

% of root, trunk and or branch injury* 

Improperly Installed 

Nutrient Deficiency 

Girdling/Damaged Root System* Signs of Stress 

Improperly Mulched 

Mechanical Damage* 

Poor Structure 

Notable characteristics* 

Notable/ Tree 

Utility Line Contact 

* Photos capturing noteworthy observations shall be included with a limited 

amount of trees to photo log 1) only the most predominant wounds/problems that 

are desirable to monitor and 2) any unique easily photographed feature of notable 

trees. (photos are optional and may or may not be included in contract)





11. Further Inspection— Trees in this category require an annual inspection for 

several years. 

12. Clearance Requirements—Pruning necessary to meet clearance standards over 

streets, sidewalks, driveways, structures and street lights is noted where branches 

are considered to be interfering with the movement of vehicles or pedestrians or 

where they are obstructing signs, streetlights, or traffic lights and visibility 

triangle site lines. Each clearance deficiency shall have its own letter code. 

13. Hardscape Damage—Tree roots causing cracking or lifting of sidewalk pavement 

one inch or more are noted. Categories = 1/2”-1” = Light (roots just starting to 

affect sidewalk; 1”- 2 1/2”= Moderate; over 2 1/2”= Severe 

14. Aboveground Utilities—The inventory indicates the presence of overhead utilities 

at the tree site and defines whether it includes Electricity or is Communications 

only. Also indicate whether tree is clear “cl”(>10ft of clearance) of utilities, not 

clear “ncl”(





percentage of the notable private trees being readily noticeable from the street side of 

private properties. 

For the purposes of providing guidelines within this RFP for defining notable trees 

the following criteria shall be used: 

Notable Tree Designation shall be based on any one or combination of the following 

characteristics: 

Size - all trees having a 48” and larger dbh and or in the top 1% of street 

tree sizes 

Rarity – one of a kind type tree due to species type or other characteristic 

and or all tree species that make up less than 1% of the public tree 

population 

Historic or Notable Event - any documented association with historic 

event of 75 or more years and or a more recent event of notable worth as 

determined by City Arborist. 

Age – all trees that are potentially 100 years old based on average 

comparison of species by circumference and or a minimum of 75 years old 

when adjacent to historically designated homes. 

Special Ecological Value - for soil stabilization, important genetic 

resource, provides critical habitat for important plant or animal species 

(Small Leaf Tulip Tree at 802 W. Nevada would qualify here or under 

rarity) 

Location – any tree considered a valued focal point as determined by City 

Arborist and or known locally as a landmark or association with a 

landmark 

Aesthetics - any tree with a distinct or unusually appealing visual 

characteristic as determined by the inventory arborist and verified by the 

City Arborist 

All trees designated as notable have to be healthy, structurally sound and safe to the 

public and likely to survive existing conditions for a minimum of 10 years. A listing 

of problematic trees will be provided to the contractor and are not to be considered 

for notable tree listing. 

Task 2: Urban Forestry Management Plan 

Create an Urban Forestry Management Plan. The Plan will present a brief overview of 

inventory findings. It will discuss major trends identified in the inventory, including 

species composition, maintenance requirements, and conditions. A detail of definitions, 

information, and data collection methods used to conduct the inventory will be 

documented. Tree population characteristics that affect management, especially species 

diversity, urban forest condition, and maintenance requirements, additional specific 

trends, observations, and concerns noted during data collection will be discussed. An 

estimated multi-year budget will also be provided for the activities that will constitute a 

comprehensive urban forest management program. 

Appendices will be provided that include: 

1. A complete set of important references for the future; pruning guidelines; 

recommended tree species.





2. A sample comprehensive tree ordinance. 

3. A sample tree preservation ordinance. 

4. Sample specifications for contracting tree work. 

5. A total tree site listing by alphabetized street address and site number. 

6. A tree inventory workbook that includes the recommendation for priority. 

removal, pruning or training. 

A field workbook CD will be provided and include the following reports: 

1. A listing of all tree removals listed by management area, address and in order 

of risk rating starting with most severe. 

2. A listing of all tree prunes with a risk rating of 7 or higher listed by 

management area, address and in order of severity. 

3. A listing of all young trees needing training by management area and address. 

4. A listing of all ash trees listed in order of risk rating 

5. A listing of all ash trees listed by management area and address 

6. A listing of all trees located under primary electric overhead utility lines that 

are noted as having utility line contact and listed as conflicting (< 10ft of 

clearance) and organized by address. 

7. A listing of all trees located under all overhead utility lines by address. 

8. A listing of trees recommended for further inspection and monitoring. 

9. A listing of “Notable” trees as defined by Urbana’s notable tree criteria. 

10. A listing of all trees over 48” in diameter 

11. A listing of all trees species under 1% of the total tree population 

12. A listing of all stumps by management area and address 

13. A listing of all tree planting sites by management area and address 

14. A listing of all hardscape damage by management area, address and in order 

of severity. 

15. A total tree site listing by alphabetized street address and site number. 

To be listed as an option the following workbooks will be provided in printed format on 

“Powerpaper” or comparable industrial strength synthetic waterproof, tear resistant laser 

paper and in a durable all weather cover with spiral coil binding. (optional, may or may not be 

included in contract) 

1. 2 copies of a total tree site listing by alphabetized street address and site 

number. 

2. 2 copies of a listing of all tree prunes with a risk rating of 7 or higher listed by 

management area then address then risk rating with the most severe first. 

Task 3: Tree Inventory Management Software 

A Tree Inventory Data Management Software program will be provided. The 

software program required by the City will be a web based software package, 

accessible by Microsoft Internet Explorer 8.0 and higher. The inventory software will 

be capable of supporting a tree inventory that has Geographic Information Systems 

(GIS) data associated with it, as well as supporting a Tree Inventory that does not 

have GIS data associated with it.





The software program will be specifically designed for ease of use, and consist of an 

administration center, query system that supports any combination of available data 

fields, a calls module, a work order and work history module, and a reporting system 

that has customizable reports that can be saved. The software shall be sufficiently 

flexible to allow easy setup of custom data fields not found in the inventory such as 

routine/preventative pruning and or clearance pruning by management area. The 

software shall allow customizing a data field and the ability to mass edit the data by 

management area. For example it is desirable to log the date that routine/preventative 

pruning has been completed for an entire management area. It would also be 

desirable to define the next scheduled routine pruning cycle for a management area 

by adding the preferred cycle time (10 years) to the last date routine pruning was 

completed for a management area. The software should easily allow the changing of 

these data fields in order to change schedules from time to time to make up for 

unforeseen circumstances. The software shall be capable of providing more than one 

customizable data field that can be mass edited without affecting the other data fields. 

With available GIS data, a mapping window will be used to display and manage the 

geographically referenced tree inventory data, and to track tree work and maintenance 

history. On the primary map page, points representing the individual trees contained 

within the inventory database will be displayed, along with various basemap layers. 

The map page must provide the user with the basic functions of GIS: zoom, pan, 

label, and identify. The data must be able to be manipulated directly on the 

mapadd, delete, move, edit tree points. The software program must provide the 

user with a visual representation of the tree inventory. 

Minimum Software and Hardware requirements, for client access, are: 

 

 

Windows XP Service Pack 3, with Internet Explorer 8.0 on a Core 2 Dual 

processor, 2GB RAM, 250 GB hard drive 

Window 7 x64, Internet Explorer 9 on a i5 processor, 8 GB RAM, 250 GB 

hard drive 

The software should require no additional hardware. 

The web interface should use standard browser ports and be managed using an SSL 

connection. If contractor supplied software will be required, port must be 

configurable to use a proxy server. 

Tree attributes should be exportable for use in Excel and Access and the tree shapefile 

should be exportable for use in Arcview and other ESRI products now or in the 

future.





TIMETABLE FOR PROJECT 

The anticipated selection of the contractor shall be mid July, 2012. The tree 

inventory work shall be initiated during the summer of 2012 and complete by March 

2013. 

QUALITY CONTROL 

‣ The contractor must have college-educated, professional arborists conduct the 

inventory. All managing inventory arborists must be Certified Arborists through 

the International Society of Arboriculture; no students or temporary employees 

will be allowed. 

‣ During the inventory process, extensive quality control algorithms must be 

applied on a daily basis. These quality control checks will verify the accuracy 

and completeness of the tree inventory data. The contractor’s must run specific 

analysis software on the collected data to ensure consistency and accuracy. 

‣ In addition to computerized quality checks and control, a senior inventory arborist 

must be on-site regularly to field-check the data collected by other staff to assure 

adherence to City work specifications and national industry standards. 

‣ The City may further test the accuracy of the contractor’s GPS and GIS equipment 

and mapping capabilities of staff by requiring the contractor to collect location data on 

known reference points in the City. 

‣ The contractor must assure the City that if any errant tree site location is detected, that 

is due to contractor error or equipment malfunctions, the correction responsibility 

belongs to the contractor and will be promptly remedied. 

INFORMATION TO BE PROVIDED BY THE CITY 

1. Street maps of the area to be inventoried. 

2. Right-of-way width or other information that will enable the contractor to 

determine if trees are located on public property. 

3. GIS data layers and digital orthophotographs of the City. 

EVALUATION OF PROPOSALS 

Requests For Proposals 

Request For Proposals is a method of procurement permitting discussions with 

responsible Contractors and revisions to proposals prior to award of a contract. The 

Evaluation Committee may conduct discussions with any Contractor who submits an 

acceptable or potentially acceptable proposal. Contractors shall be accorded fair and 

equal treatment with respect to any opportunity for discussion and revision of proposals. 

During the course of such discussions, the Evaluation Committee shall not disclose any 

information derived from one proposal to any other Contractor.





Selection Process 

The City will select a contractor utilizing a Quality Based Selection (QBS) process. 

Critical factors in that selection will include responsiveness of the proposal to this RFP, 

description of approach to the services, relevant project experience, qualifications of the 

responding firms and principal assigned staff, readiness to undertake the required 

services, ability to execute an acceptable written contract, and client references. The City 

reserves the right to reject any or all proposals, and to request written clarification of 

proposals and supporting materials. 

Interviews may be conducted with one or more responsible entities that have submitted 

proposals in order to clarify certain elements, if such information cannot be satisfactorily 

obtained over the telephone or via e-mail. 

The City of Urbana will require that each respondent provide certain statistical data 

concerning employee composition on race, color, job description and compensation. This 

information will be reviewed by the City Human Relations Commission to determine 

compliance with the City’s Equal Employment Opportunity ordinance. The required 

forms are included as part of the RFP and must be completed and returned with the 

proposal. Certification/approval by the Urbana Human relations Commission will be 

required prior to entering into any contract. 

Financial Stability 

The contractor shall be financially solvent. The City reserves the right to request 

information to determine solvency. 

Award 

Proposals will be evaluated by an Evaluation Committee. The Evaluation Committee 

shall have sole power and discretion to determine the qualifications, responsibility and 

capabilities of Contractors, the reasonableness of price, and other factors. Any decision in 

this respect shall be binding. Proposals will be evaluated in closed session. 

INSTRUCTIONS TO CONTRACTORS 

Proposal Package 

All sections and attachments of this RFP package are integral to the desired scope of 

services, and submitted proposals shall take into account the comprehensive nature of the 

work required. The specifications included in this package describe the services and 

equipment which the City feels are necessary to meet the performance requirements of 

the City, and shall be considered the minimum standards expected of the Contractor. The 

City shall require the successful Contractor to fully comply with the specifications. The 

Contractor will be chosen based on qualifications, ability to meet the city’s tree inventory 

and tree inventory software needs. 

Confidentiality 

After award of a contract, all responses, documents, and materials submitted by the 

Contractor pertaining to this RFP will be considered public information and will be made





available for inspection in accordance with the Illinois Freedom of Information Act. 

However, upon request from the Contractor, the City will determine the validity of 

written requests for nondisclosure of trade secrets and other proprietary data so identified. 

Separate Sealed Envelope for Price Sheet 

The price sheet component of this proposal shall be provided in a separate sealed 

envelope to be viewed only after contractor selection and shall be used only as a basis for 

negotiation of final contract amounts. Price sheets of all other contractors other than 

selected contractor will not be opened unless negotiation of selected contractor is 

unsuccessful at which time the next selected contractor will be chosen. 

Proposal Delivery Procedures 

Sealed proposals shall be delivered to the Office of the Director of Public Works, 

706 South Glover Avenue, Urbana, Illinois, 61802, by 1:30 p.m., local time, Friday 

July 13 2012. Sealed envelopes shall be clearly labeled "Proposal for Street and Public 

Property Tree Inventory and Tree Inventory Data Management Software System, RFP # 

1112-05 with the following information: Contractor's name and address; date and time of 

proposal opening. 

Withdrawal of Proposals 

A written request for the withdrawal of a proposal may be granted if the request is 

received by the Public Works Director prior to the specified time of proposal opening. 

However, after a proposal is opened, it will be binding for a period of ninety (90) 

calendar days. 

Non-Acceptance of Proposals 

No proposal shall be accepted from, or contract awarded to, any person, firm or 

corporation that is in arrears or is in default to the City upon any debt or contract, or that 

is a defaulter, as surety or otherwise, upon any obligation to the City, or has failed to 

faithfully perform any previous contract with the City. 

Proposal Opening Procedures 

The opening of all proposals shall commence immediately after the stated delivery date 

and time in the second floor conference room of the Public Works Center, 706 South 

Glover Avenue, Urbana, Illinois, and the names of all Contractors submitting proposals 

shall be publicly read. All potential Contractors and the public may attend the proposal 

opening. The City shall then take all proposals under review. 

Reserved Rights 

The City reserves the right, at any time and for any reason, to cancel this Request For 

Proposals, to reject any or all proposals, or to accept an alternate proposal. The City 

reserves the right to waive any immaterial defect in any proposal. The City may seek 

clarification from a Contractor at any time and failure to respond promptly is cause for 

rejection.





Insurance Provisions 

(a) 

(b) 

(c) 

(d) 

(e) 

(f) 

(g) 

General Requirement. During the term of this Agreement, at its own cost 

and expense, the Contractor shall maintain in full force and effect insurance 

policies as enumerated below. 

Policy Form. All policies save for the professional liability shall be 

written on an occurrence basis. Professional liability insurance can be either 

claims made or occurrence basis policies. 

Additional Insured. The City of Urbana and its officers and employees 

shall be named as additional insured parties on the general liability policy and 

included as additional insured parties on the automobile liability policy. The 

City's interests as additional insured parties shall be on a primary and noncontributory 

basis on all policies and noted as such on the insurance certificates. 

Qualification of Insurers. All policies will be written with insurance carriers 

qualified to do business in the State of Illinois rated A-VIII or better in the latest 

Best's Key Rating Guide. 

Form of Policy. All policies shall be written on the most current Insurance 

Service Office (ISO) or National Council on Compensation Insurance (NCCI) 

form or a manuscript form if coverage is broader than the ISO or NCCI form. 

Time of Submission; Certificate of Insurance. At or before the time of execution 

of this agreement and prior to commencing any work activity on the project, the 

Contractor shall provide the City Arborist with certificates of insurance showing 

evidence the insurance policies noted below are in full force and effect and giving 

the City at least 30 days written notice prior to any change, cancellation, or nonrenewal 

except in the case of cancellation for non-payment of premium, in which 

case notice shall be 10 days. The Contractor shall provide any renewal 

certificates of insurance automatically to the City Arborist at least 30 days prior to 

policy expiration. The Contractor shall upon request of the City Arborist provide 

copies of any or all insurance policies. 

Types and Limits of Insurance. 

1. Workers' Compensation: 

Coverage A: Statutory Limits 

Coverage B: One hundred thousand dollars ($100,000) employer's liability 

limits for each accident or per disease, per employee. Said policies shall be 

endorsed to cover any disability benefits or Federal compensation acts if 

applicable. 

2. General Liability: Combined single limits of at least one million dollars 

($1,000,000) per occurrence. General Liability Insurance shall include:





a. Products and completed operations coverage. 

b. Contractor's Protective coverage. 

c. Personal Injury Liability coverage. 

3. Automobile Liability: Combined single limits of at least one million 

dollars ($1,000,000) per occurrence. Auto liability shall include hired and nonowned 

autos. 

4. Professional Liability: A professional liability errors and omissions policy with 

limits of at least one million dollars ($1,000,000) per claim, with an aggregate of 

three million dollars ($3,000,000). If said policy is written on a claims made 

basis, the retroactive date of the policy must predate the date of this agreement. 

In addition, the policy term must extend one year beyond completion date of this 

agreement. 

5. Self-insured: If a self-insured retention or deductible is maintained on any of the 

policies, the Contractor shall provide the amount of the self-insured retention or 

deductible to the City Arborist. Such deductibles shall be subject to approval by 

the City. Such approval shall not be unreasonably withheld. The Contractor will 

be held solely responsible for the amount of such deductible and for any coinsurance. 

(h) 

Insurance Not A Limitation. The insurance coverage and requirements 

contained in this Section shall not be construed to be a limitation of liability for 

the Contractor. 

Indemnity/Hold Harmless 

To the fullest extent allowed by law, Contractor shall indemnify and save harmless the 

City against any and all damages to property or injuries to or death of any person or 

persons, including property and employees or agents of the City, and shall defend, 

indemnify and save harmless the City from any and all claims, demands, suits, actions or 

proceedings of any kind or nature, including Worker’s Compensation claims, and 

including the cost of defending same including costs and attorney’s fees, of or by anyone 

whomsoever, in any way resulting from or arising out of the operations of the Contractor 

or the Contractors employees or subcontractors and acts of omissions of employees or 

agents of Contractor or subcontractors, unless caused solely by the City, its officers or 

employees. The City shall have the right to estimate the amount of such claims, 

demands, suits, actions, or proceedings for damage or injuries and pay the same, and any 

amounts so paid shall be deducted from the money due the Contractor under this 

Contract, as may be considered necessary by the City, shall be retained by the City until 

such claims, demands, suits, actions, or proceedings shall have been settled or otherwise 

disposed of, and satisfactory evidence to that effect furnished to the City. 

Default and Termination 

A. In the event the Contractor voluntarily petitions for bankruptcy or is adjudged 

bankrupt or makes a general assignment for the benefit of creditors or if a receiver





is appointed on account of the Contractor’s insolvency or in the event that any of 

the provisions of this Contract are violated by the Contractor or by any of its 

subcontractors or the City reasonably believes such violation is likely, the City 

may terminate the Contract immediately by sending written notice to the 

Contractor. 

B. Additionally, the City may serve notice upon the Contractor of intention to 

terminate unless certain remedial actions are taken. Unless within five (5) days 

after the serving of such notice upon the Contractor such violation shall cease and 

arrangements satisfactory to the City for correction be made, the Contract shall 

upon expiration of said five (5) days cease and terminate with no further notice. 

C. After termination, the City may take over the work and prosecute the same to 

completion at the expense of the Contractor, and the Contractor shall be liable to 

the City for any excess cost occasioned to the City thereby, and in such event the 

City may take possession of and utilize in completing the work, such materials 

and equipment including those of the Contractor as may be on the site of the work 

and necessary therefore. 

D. Contractor shall be responsible for all costs incurred by the City to enforce any 

provision of this Contract and /or to remedy a Contractor default or breach of this 

Contract, including all court costs and reasonable attorney’s fees. 

City’s Right to Withhold Certain Amounts and Make Application Thereof 

In addition to the payments to be retained by the City under the other provisions of these 

General Conditions, the City may withhold a sufficient amount of any payment otherwise 

due to the Contractor to cover the following: 

1) For claims arising in and from the performance of the work on the project under 

this Contract. 

2) For defective work not remedied. 

3) For failure of the Contractor to make proper payments to its subcontractors and 

suppliers. 

The City shall disburse and shall have the right to act as agent for the Contractor in 

disbursing such funds as have been withheld pursuant to this paragraph to the party or 

parties who are entitled to payment therefrom (including the City). The City will render 

to the Contractor a proper accounting of all such funds disbursed on behalf of the 

Contractor. 

Method of Payment 

A. Payment (if only one payment is allowed): Payment will be made by the City 

after complete performance of the Contract in accordance with all provisions 

thereof and upon subsequent receipt by the City of a properly executed invoice 

together with waivers of liens from all suppliers and subcontractors. Such invoice





shall be accompanied by waivers of liens or the equivalent from suppliers of work 

or materials stating that such work or materials have been paid for by the Vendor. 

Such invoice shall be paid by the City within sixty (60) days of its receipt, except 

for those sums allowed to be withheld pursuant to the Contract. To the extent 

allowed by law, the Vendor agrees that it shall not attempt to enforce provisions 

of the Local Government Prompt Payment Act in regards to this Contract. 

B. Payment (if more than one payment is anticipated.): 

1. The Contractor may submit to the City applications for partial payment for 

work performed and materials incorporated in the work. Such 

applications shall be accompanied by waivers of liens or the equivalent 

from suppliers of work or materials stating that such work or materials 

have been paid for by the Contractor. By submitting an application for 

payment, the Contractor warrants that all employees, subcontractors, and 

material suppliers have been paid to date for the labor and materials 

contained in the application. Only one application of partial payment may 

be submitted in any thirty (30) day period. 

2. Not later than sixty (60) days following the submission of the application 

for payment, the City shall pay the Contractor for the amount of the work 

contained in the application which has been found by the City to have 

been actually performed less ten percent (10%) of such amount which 

shall be retained until final payment, less other deductions authorized to be 

retained by other sections of these General Conditions. 

3. After final inspections by the City, the Contractor shall prepare its 

application for final payment and submit it to the City for its approval. 

The application for final payment shall contain the total cost of the work 

as set forth in the proposal less all previous payments to the Contractor 

and be adjusted by the cost of all authorized change orders. Such 

application shall have attached thereto final lien waivers or the equivalent 

for all labor and materials incorporated into the work from all persons 

having supplied labor and materials under this Contract. The City shall 

pay to the Contractor, not later than sixty (60) days after such application 

is made, the amount which the City finds to be due and owing less 

deductions authorized by these General Conditions. 

4. When the work is substantially completed, the Contractor shall notify the 

City Arborist that the work will be ready for final inspection on a definite 

date. 

Additional Payments Not Allowed 

It is mutually understood and agreed that the Contractor shall not assign, transfer, convey, 

sublet or otherwise dispose of this Contract or any part hereof without the written consent 

of the Public Works Director. No assignment of this Contract shall be valid unless it





shall contain a provision that the funds to be paid to the assignee under the assignment 

are subject to a prior lien for services rendered or materials supplied for the performance 

of the work called for in said Contract in favor of all persons, firms, or corporations 

rendering such services or supplying such materials. 

MISCELLANEOUS PROVISIONS 

Warranty/Service 

The RFP should fully detail any and all warranty terms and conditions. Additionally, 

state the cost, terms and conditions for any available service contracts that extend beyond 

the base warranty. 

References 

The Contractor shall submit a list of 6 (six) similar units sold in the Midwest within the 

past three years, with name, address and telephone number of a contact person. 

Resume 

The Contractor shall submit the résumés of certified arborist field staff that will be 

utilized for this proposal. 

Exhibit D 

EEO CONTRACT COMPLIANCE POLICY STATEMENT 

(1) Non-discrimination pledge. The contracting entity shall not discriminate against any 

employee during the course of employment or applicant for employment because of race, 

color, creed, class, national origin, religion, sex, age, marital status, physical or mental 

disability, personal appearance, sexual orientation, family responsibilities, matriculation, 

political affiliation or any other legally protected group status. 

(2) Notices. The contracting entity shall post notices regarding non-discrimination in 

conspicuous places available to employees and applicants for employment. The notices 

shall be provided by the City, setting forth the provisions of the nondiscrimination 

pledge. 

(3) Solicitation and ads for employment. The contracting entity shall, in all solicitations 

and advertisements for employees placed by or on behalf of the contracting entity state 

that all qualified applicants will receive consideration for employment as provided for in 

the City's Human Rights Ordinance. An advertisement in a publication may state "This is 

an Equal Opportunity Employer," which statement shall meet the requirements of this 

section. 

(4) EEO Compliance. The contracting entity shall make good faith efforts to ensure 

compliance with the goals and procedures of these Policies and Procedures.





(5) Review of employment practices. The City may periodically review the employment 

practices and procedures of contracting entities to determine compliance with the 

provisions of this article, and require such entities to file the appropriate reports as 

required by these Policies and Procedures. 

(6) Notice to other agencies. The City shall, in appropriate cases, notify the concerned 

contracting agency, the Illinois Department of Human Rights, the United States 

Department of Justice, or other appropriate federal, state or city agencies whenever it has 

reason to believe that practices of any contracting entity have violated any provision of 

law relating to human rights. 

CITY CONTRACTORS: 

(1) Employment relations. The contracting entity shall send prior to the effective date of 

the contract to each labor union, employment service agency, or representative of 

workers with which the contracting entity has a collective bargaining agreement or other 

contract or understanding, a notice as set forth in section (2) advising the labor union, 

worker representative, employment service agency of the contracting entity's 

commitment under the non-discrimination pledge. 

(2) Access to books. The contracting entity shall permit access to all books, records and 

accounts pertaining to its employment practices by the Human Relations Office or 

designee for purposes of investigation to ascertain compliance with this provision. 

(3) Reports. The contracting entity shall provide periodic compliance reports to the 

Human Relations Office, upon request. Such reports shall be within the time and in the 

manner proscribed by the City and describe efforts made to comply with the provisions of 

this policy. 

(4) Inspections. The contracting entity shall fully cooperate with any on-site inspections 

conducted by the Urbana Human Relations Officer or his designee. Such inspections 

shall include an interview with the on-site supervisor as well as a count of on-site 

workforce composition. Such inspections shall be conducted at least once per month for 

any and all City contracted worksites. 

(5) Subcontractors. The contractor shall include the provisions of the foregoing 

paragraphs in every subcontract so that the provisions will be binding upon each 

subcontractor. 

(6) Provisional Certification. Should the Human Relations Commission identify 

significant areas of concern in regards to equal employment opportunity, the contracting 

entity may be issued a provisional certification. This certification is intended to provide 

the contracting entity with an opportunity to improve its efforts towards increasing 

diversity within its workforce. While on provisional certification, the Human Relations 

Commission may request additional documentation that demonstrates the contracting 

entities’ good faith efforts towards achieving equal employment opportunity.





"Good Faith Effort" means documented actions reasonably calculated to meet an 

established hiring goal or to correct or eliminate deficiencies or deviations from accepted 

equal employment opportunity practices or those practices recommended or required by 

the United States Office of Federal Contract Compliance Programs or its successors, or 

Uniform Guidelines on Employee Selection Procedures promulgated by the United States 

Equal Opportunity Commission or its successor. 

Contractors receiving a “provisional certification” shall document and submit all good 

faith efforts to improve EEO compliance. Upon review, the Contractor shall provide, at 

minimum the following information: (1) total positions vacated, (2) total positions filled, 

(3) total applicants for vacant positions, (4) total minority applicants for vacant positions, 

(5) total female applicants for vacant positions and (6) any and all “good faith efforts” to 

either recruit or increase the representation in the applicant pool of qualified minority and 

women applicants. Some methods of increasing these pools are listed below. While the 

Contractor is under no obligation to implement any of the measures provided below, 

good faith implementation of such efforts will be strongly favored by the Commission in 

evaluating the Contractor’s compliance program. 

1. Ensure and maintain a working environment free of harassment, intimidation, and 

coercion at all sites, and in all facilities at which the Contractor’s employees are 

assigned to work. The Contractor shall specifically ensure that all supervisory 

personnel are aware of and carry out the Contractor’s obligation to maintain such 

a working environment, with specific attention to minority or female individuals 

working at such sites or in such facilities. 

2. Disseminate the Contractor’s EEO Statement and Sexual Harassment Policy: 

a. by providing notice of the policies to unions and training programs and 

requesting their cooperation in assisting the Contractor in meeting 

EEO/AA obligations; 

b. by including it in any policy manual and collective bargaining agreement; 

by publicizing it in the company newsletter, annual reports, etc.; 

c. by specific review of the policy with all management personnel and with 

all minority and female employees at least once a year; and 

d. by posting the company EEO/AA policy statement on bulletin boards 

accessible to all employees at each location where construction work is 

performed. 

3. Disseminate the Contractor’s EEO policy commitment externally by including it 

in any advertising in the news media, specifically including minority and female 

news media. Provide written notification to and discuss the Contractor’s EEO 

policy with other Contractors and Subcontractors with whom the Contractor does 

or anticipates doing business.





4. Provide immediate written notification to the Urbana Human Relations Office 

when the union or unions with which the Contractor has a collective bargaining 

agreement has not referred to the Contractor a minority person or woman sent by 

the Contractor, or when the Contractor has other information that the union’s 

referral process has impeded the Contractor’s efforts to meet its obligations. 

5. The Contractor shall designate a responsible official to monitor all employment 

related activity to ensure that the company EEO policy is being carried out, to 

submit reports relating to the provisions hereof as may be required by the City and 

to maintain records. Records shall at least include for each employee the name, 

address, telephone numbers, construction trade, union affiliation if any, employee 

identification number when assigned, race, gender, status, hours worked per week 

in the indicated trade, rate of pay, and locations at which the work was 

performed. Records shall be maintained in an easily understandable and 

retrievable form; however, to the degree that the existing records satisfy the 

requirement, Contractors shall not be required to maintain separate records. 

6. Encourage present minority and female employees to recruit other minority 

persons and women and, where reasonable, provide after school, summer and 

vacation employment to minority and female youth both on the site and in other 

areas of a Contractor’s work force. 

7. Establish and maintain a current list of minority and female recruitment sources, 

provide written notification to minority and female recruitment sources and to 

community organizations when the Contractor or its union have employment 

opportunities available, and maintain all records of the organizations’ responses. 

8. Maintain a current file of the names, addresses and telephone number of each 

minority and female off-the-street applicant and minority of female referral from 

a union, a recruitment source or community organization and of what action was 

taken with respect to each such individual. If such individual was sent to the 

union hiring hall for referral and was not referred to the Contractor by the union 

or, if referred, not employed by the Contractor, this shall be documented in the 

file with the reason therefore, along with whatever additional actions the 

Contractor may have taken. 

9. Develop on-the-job training opportunities and/or participate in training programs 

for the area which expressly include minorities and women, including upgrading 

programs and apprenticeship and trainee programs relevant to the Contractor’s 

employment needs. The Contract shall provide notice of these programs to the 

sources complied under paragraph 6. 

10. Conduct an annual review of the company’s EEO policy obligations under these 

specifications with all employees having any responsibility for hiring, assignment, 

layoff, termination or other employment decisions including specific review of 

these items with on-site supervisory personnel such as Superintendent, general 

foremen, etc., prior to the initiation of construction work at any job site. A





written record shall be made and maintained identifying the time and place of 

these meetings, persons attending, subject matter discussed, and dispositions of 

the subject matter. 

DETERMINATION OF NON-COMPLIANCE 

In the event that a contractor (1) fails to comply with the above subsections and/or (2) 

fails to demonstrate good faith efforts to achieve workforce diversity or (3) fails to 

comply with any provision of city, state or federal law relations to human rights, the City 

will take the followings actions: 

1. Notify the Contractor that the Human Relations Commission has made initial 

determination non-compliance. Such notification shall specific the nature and 

type of non-compliance. 

2. Provide an opportunity for the Contractor to submit additional documentation of 

good faith efforts 

3. Determine a date on which the Human Relations Commission’s initial 

determination will be reviewed. Such review will generally occur at the regularly 

scheduled Human Relations Commission meeting immediately subsequent to the 

meeting at which the initial determination of non-compliance was made. At this 

meeting, the Contractor will be given the opportunity to provide public input 

regarding its compliance efforts. Interested members of the public will also have 

the opportunity to offer opinions regarding the Contractor’s compliance efforts. 

At the conclusion of the discussion, the Human Relations Commission will 

determine by simple majority vote whether the Contractor is in compliance. 

4. If the Human Relations Commission determines that the Contractor is not in 

compliance with EEO standards, the Chair of the Human Relations Commission 

shall report such non-compliance to the Mayor pursuant to Section 2-119(c)(3) 

and (4) of the Urbana City Code. The above-referenced Code states in part: 

(3) The commission on human relations chairperson shall inform a 

noncomplying person of the nature and extent of noncompliance. If 

the noncompliance persists, the chairperson of the human relations 

commission, the mayor and the noncomplying person shall 

together examine the charges of noncompliance and, if the mayor 

concurs in the findings of noncompliance, the noncomplying 

person shall be ineligible to contract with, sell materials or 

services to, or maintain financial relations with the city. 

Noncompliance by a person already under contract shall be 

deemed a material breach of contract. 

(4) Any person held ineligible under subsection (c)(3) above or the 

human relations commission, if not in concurrence with the ruling 

of the mayor, may appeal in writing to the city council, provided





such appeal is filed with the city clerk at least five (5) days prior to 

the council meeting at which such appeal will be considered. The 

city council, on the basis of written appeal and of the report of the 

mayor, shall affirm, amend or reverse the action of the mayor. 

REMEDIES FOR NON-COMPLIANCE 

(7) Remedies. In the event that any contracting entity fails to comply with the above 

subsections, or fails to comply with or make good faith efforts to comply with this policy 

or any provision of city, state or federal law relating to human rights, after the City has 

provided written notice to the contracting entity of such failure to comply and provided 

the contracting entity with an opportunity to present its explanation to the Human 

Relations Commission relative to such failure to comply, then the City, at its option, may 

declare the contracting entity to be in default of this agreement and take, without election, 

any or all of the following actions specified in Section 2-119(c)(3) of the Urbana City 

Code.





CITY OF URBANA 



MANAGEMENT SOFTWARE PROPOSAL 

(PRICE SHEET TO BE ENCLOSED IN SEPARATE ENVELOPE) 

Proposal for Street and Public Property Tree Inventory and Tree Inventory Data 

Management Software. We hereby agree to furnish to the City of Urbana a Street and 

Public Property Tree Inventory and Tree Inventory Data Management Software System 

in accordance with provisions, instructions, and specifications of the City of Urbana for 

the prices as follows: 

Street and Public Property Tree Inventory and Tree Inventory Data Management Software System 

being bid: 

________________________________________________________________________ 

$________________________________________________________________________ 

(Based on an estimated 18,000 total tree, stump and planting sites 

Total purchase price for a Street and Public Property GIS-Based Tree Inventory 

$__________________________________________ 

Additional per site price should inventory exceed the estimated 18,000 total sites 

$___________________________________________ 

Total purchase price for Web based Tree Inventory Data Management Software System: 

$___________________________________________ 

Total purchase price for a Tree Management Plan 

$__________________________________________ 

Total purchase price for on-site training with one year unlimited phone support 

OPTIONAL ADDITIONS 

$__________________________________________ 

Additional per tree price for including photos of predominant tree problems and or notable tree 

features (listed on page 6 under #10. Observations) 

$__________________________________________ 

Per tree price for including the optional notable tree data (listed on page 7) 

$__________________________________________ 

Total purchase price for optional printed workbooks (listed on page 9)








MANAGEMENT SOFTWARE PROPOSAL 

(CONTINUED) 

No additional charges over the total proposal price will be made during the specified Bid/Contract 

period. The City of Urbana is exempt from sales or federal tax; therefore, do not include in bid price. 

Delivery of the item(s)/completion of work will be within ________ day(s) following notification of bid 

award. 

State length and terms of warranty(s): _____________________________________________ 

____________________________________________________________________________ 

Is your bid in compliance with specifications: ___ Yes ___ No 

If answer is no, list deviations on the provided "Specification Deviation" Form. 

Signed on this _____ day of ____________, ________. 

If an individual or partnership, all individual names of each partner shall be signed (attached additional 

sheet if required): 

By .................................................: 

Print Name ...................................: 

Position/Title ................................: 

Company Name ...........................: 

Address line 1 ..............................: 

Address line 2 ..............................: 

Telephone .....................................: 

________________________________________ 

________________________________________ 

________________________________________ 

________________________________________ 

________________________________________ 

________________________________________ 

________________________________________ 

If a corporation, an officer duly authorized should sign and attach corporate seal 

PLACE CORPORATE SEAL HERE 

By ............................................... : 

Print Name .................................. : 

Position/Title .............................. : 

Company Name .......................... : 

Address line 1 ............................. : 

Telephone ................................... : 

__________________________________ 

__________________________________ 

__________________________________ 

__________________________________ 

__________________________________ 

__________________________________








MANAGEMENT SOFTWARE 

SPECIFICATION DEVIATION 

We deviated from the desired specifications of the City of Urbana in the following areas. 

As best as can be ascertained, there are no other deviations from those listed below: 

(IF ADDITIONAL SPACE IS REQUIRED, PLEASE USE THE BACK OF THIS 

PAGE) 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

_____________________________________________________________ 

___________________________ 

Signature of Bidder 

___________________________ 

Date






STREET AND PUBLIC PROPERTY TREE INVENTORY AND 

TREE INVENTORY DATA MANAGEMENT SOFTWARE 

REFERENCES 

All bidders shall supply 6 (six) names, addresses, telephone numbers and names of 

municipalities to contact as performance references, or current accounts. 

Municipality Name: .............: 

Address ................................: 

City & State .........................: 

Telephone Number ..............: 

Person To Contact ...............: 

Title/Position .......................: 


Address ................................: 






Address ................................: 






Address ................................: 






Address ................................: 






Address ................................: 





____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

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____________________________________ 

____________________________________ 

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____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

____________________________________ 

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CITY OF URBANA, ILLINOIS 

PURCHASING CERTIFICATION FORM (Rev. 4/06) 

The City of Urbana requires all vendors doing business at the above levels with the City 

to comply with certain local, state and federal requirements. By signing below, the 

vendor certifies, that it is familiar with and are in compliance with all of the legislative 

acts summarized below. False certification on this form, or the failure to fully comply 

with all of the requirements of these acts, may result in the termination of any contract, 

debarment from future contacts from either the City of Urbana, State of Illinois or any 

other governmental agency, and may subject the vendor to other legal actions. 

DRUG FREE WORKPLACE ACT: An act to create a drug free workplace and 

prevent the unlawful manufacture, distribution, dispensation, possession, or use of a 

controlled substance by anyone while involved in the performance of a contract for the 

City of Urbana. (30 ILCS 580/1 et. seq.) 

CERTIFICATION OF COMPLIANCE: An act to insure that all contracts for goods, 

services or construction are obtained only through an independent noncollusive 

submission of offers, the vendor must certify that it is not barred from contracting with 

any unit of the State of Illinois or any Illinois local governmental agency as a result of 

any bid-rigging or bid-rotating. (720 ILCS 5/33E 1 et. seq.) 

DELINQUENT TAXPAYERS: An act to certify that any vendors doing business with 

the City of Urbana are not delinquent in the payment of any tax administered by the 

Illinois Department of Revenue. (65 ILCS 5/11-42.1-1) 

SIGNATURES (COMPLETE APPROPRIATE SECTION) 

INDIVIDUAL[ ] 

PARTNERSHIP [ ] CORPORATION [ ] (check one) 

Name of the Business________________________________________ 

Signed By: _________________________________________________ 

Printed Name: ______________________________________________ 

Business Address: ___________________________________________ 

Business Phone Number: ______________________________________ 

Date:______________________________________________________






HUMAN RELATIONS DIVISION 

400 SOUTH VINE ST. 

URBANA, ILLINOIS 61801 

(217) 384-2466 (phone); 384-2426 (fax) 

terent@city.urbana.il.us 

Office Use Only (9/09) 

Requested by: 

Approved by: 

Certification 

Date: 

Certificate Expiration Date: 

Date: 

Date: 

EQUAL EMPLOYMENT OPPORTUNITY (E.E.O.) WORKFORCE STATISTICS FORM 

Please complete the sections below as instructed. Failure to properly complete this form may 

result in a delay or denial of eligibility to bid or do business with the City of Urbana. 

Section I. Identification 

1. Company Name and Address: 

Name: 

d/b/a: 

Address: 

City/State/Zip: 

Telephone Number(s) include area code: 

Check one of the following 

Corporat 

ion 

FEI Number: 

Partnership 

Individual 

Proprietorship 

Social Security Number: 

Limited 

Liability Corp. 

2. Name and Address of the Company’s Principal Office (answer only if not the same as 

above) 

Name: 

Address: 

City/State/Zip 

3. Major activity of your company (product or service): 

4. Project on which your company is bidding (if known):





SECTION II. Policies and Practices 

Description of EEO Policies and Practices YES NO 

A. Is it the Company’s policy to recruit, hire, train, upgrade, promote and discipline 

persons without regard to race, color, creed, class, national origin, religion, sex, age, 

marital status, mental and/or physical disability, personal appearance, sexual 

preference, family responsibilities, matriculation, political affiliation, prior arrest, 

conviction record, or source of income 

B. Has someone been assigned to develop procedures, which will assure that the EEO 

policy is implemented and enforced by managerial, administrative, and supervisory 

personnel If so, please indicate the name and title of the official charged with this 

responsibility. 

Name: _________________________________ 

Title: _________________________________ 

Telephone: _________________________________ 

Email: _________________________________ 

C. Does the company have a written Equal Employment Opportunity plan or 

statement Note: If no, a copy of an E.E.O statement is enclosed. You must attach 

an EEO Statement in order to be considered eligible to do business with the 

City of Urbana. Questions (217) 384-2466 or terent@city.urbana.il.us. 

D. Has the company developed a written policy statement prohibiting Sexual 

Harassment You must attach a copy of your company’s Sexual Harassment 

Policy in order to be considered eligible to do business with the City of Urbana. 

E. Have all recruitment sources been notified that the company will consider all 

qualified applicants without regard to race, color, creed, class, national origin, 

religion, sex, age, marital status, mental and/or physical disability, personal 

appearance, sexual preference, family responsibilities, matriculation, political 

affiliation, prior arrest, conviction record, or source of income 

F. If advertising is used, does it specify that all qualified applicants will be considered 

for employment without regard to race, color, creed, class, national origin, religion, 

sex, age, marital status, mental and/or physical disability, personal appearance, 

sexual preference, family responsibilities, matriculation, political affiliation, prior 

arrest, conviction record, or source of income 

G. Has the contractor notified all of its sub-contractors of their obligations to comply 

with the Equal Opportunity requirements either in writing, by inclusion in 

subcontracts or purchase orders 

H. Is the company a state certified minority/women owned business If yes, please 

attach a copy of state certification. 

I. 

Does the company have collective bargaining agreements with labor organizations 

J. Have the labor organizations been notified of the company’s responsibility to 

comply with the Equal Employment Opportunity requirements in all contracts with 

the City of Urbana





SECTION III. Employment Information 

Please complete the company work force analysis on the bottom of this page. Use the number of employees as of the most recent payroll 

period. You must complete this form in its entirety, as instructed and submit your organization’s (1) EEO Statement and (2) Sexual 

Harassment Policy in order to be eligible to do business with the City of Urbana. For detailed descriptions of the Job Classifications 

see attached descriptions. If minorities and females are currently under-represented in your workforce, please attach a copy of an 

explanation of your plan to recruit and hire qualified minorities and females. 

TABLE A – TOTAL CONTRACTOR/VENDOR WORKFORCE 

Job Categories 

Officials & Mgrs 

Professionals 

Technicians 

Sales Workers 

Office & Clerical 

Craft Workers 

(Skilled) 

Operatives 

(Semi-Skilled) 

Laborers 

(Unskilled) 

Service Workers 

Black or 

Overall Totals 

White (Not of 

Hispanic Origin) 

African- 

American (Not of 

Hispanic Origin) 

Hispanic or 

Latino 

Asian or Pacific 

Islander 

American Indian 

or Alaskan 

Native 

M F M F M F M F M F M F 

TOTAL 

M = MALE, Column B is sum of Rows D, F, H, J and L. 

F = FEMALE, Column C is sum of Rows E, G, I, K and M. 

Date of above Data:______________________________ 

TABLE B* – EMPLOYEES TO BE ASSIGNED TO CONTRACT 

Job Categories TOTAL 

EMPLOYEES 

BLACK 

EMPLOYEES 

HISPANIC 

EMPLOYEES 

Officials & Mgrs 

Professionals 

Technicians 

Sales Workers 

Office & Clerical 

Craft Workers 

(Skilled) 

Operatives 

(Semi-Skilled) 

Laborers 

(Unskilled) 

Service Workers 

OTHER MINORITY 

EMPLOYEES 

M F M F M F M F 

Totals included under Table 

B should be a projection of 

numbers of persons to be 

employed in the 

performance of the City 

contract. 

For Contractors: 

Data provided in Table B 

will be verified by worksite 

inspections. 

TOTAL





SECTION IV. Certification 

By signing below, the company certifies that it has answered all of the foregoing 

questions truthfully to the best of its knowledge and belief and agrees that it/he/she will 

comply and abide by the City of Urbana’s Code of Ordinances (Section 2-119). 

______________________ ___________________________ __________________ 

Signature Typed Name and Title Tel. 

Number 

Date 

SECTION V. Verification 

Prior to submitting this form, please check the answers to the following questions to 

verify your completion of this form: 

1. Did you fill in all of the appropriate boxes in the table in Section III, including 

the “TOTAL” row 

YES ________ 

NO ___________ 

2. Have you enclosed your company’s EEO statement. 

YES _________ 

NO ___________ 

3. Have you enclosed your company’s Sexual Harassment policy. 

YES _________ 

NO ___________





DEFINITIONS OF TERMS LISTED ON THE WORKFORCE STATISTICS FORM 

DESCRIPTION OF RACE/ETHNIC CATEGORIES 

Race /ethnic designations as used by the Department do not denote scientific definitions of anthropological origins. 

For the purposes of this report, an employee may be included in the group to which he or she appears to belong, 

identifies with, or is regarded in the community as belonging. However, no person should be counted in more than 

one race/ethnic group. The race/ethnic categories for this report are: 

White (Not of Hispanic origin). All persons having origins in any of the original peoples of Europe, North Africa or 

the Middle East. 

Black of African-American (Not of Hispanic origin). All persons having origins in any of the Black racial groups 

of Africa. 

Hispanic or Latino. All persons of Mexican, Puerto Rican, Cuban, Central of South American, or other Spanish 

culture or origin, regardless of race. 

Asian or Pacific Islander. All persons having origins any of the original peoples of the Far East, Southeast Asia, the 

Indian Subcontinent, or the Pacific Islands. This area includes, for example, China, India, Japan, Korea, the 

Philippine Islands and Samoa. 

American Indian or Alaskan Native. All persons having origins in any of the original peoples of North America, 

and who maintain cultural identification through tribal affiliation or community recognition. 

DESCRIPTION OF JOB CATEGORIES 

Each employee should be counted in only one job category. Select the category containing the jobs most similar to 

that performed by the employee. The jobs listed in each category are intended to provide an example, not a complete 

list, of all job titles falling into that category. 

Officials and managers. Occupations requiring administrative and managerial personnel who set broad policies, 

exercise overall responsibility for execution of these policies, and direct individual departments or special phases of 

firm’s operations. Includes: officials, executives, middle management, plant managers, department managers, and 

superintendents, salaried supervisors who are members of management, purchasing agents and buyers, railroad 

conductors and yard masters, ship captains, mates and other officers farm operators and managers, and kindred 

workers. 

Professionals. Occupations requiring either college graduation or experience of such kind and amount as to provide 

a comparable background. Includes: accountants and auditors, airplane pilots and navigators, architects, artists, 

chemists, designers, dietitians, editors, engineers, layers, librarians, mathematicians, natural scientist, registered 

professional nurses, personnel and labor relations specialist, physical scientist, physicians, social scientist, teachers, 

surveyors and kindred workers. 

Technicians. Occupations requiring a combination of basic scientific knowledge and manual skill which can be 

obtained through 2 years of post high school education, such as is offered in many technical institutes and union 

colleges, or through equivalent on-the-job training. Include: computer programmers, drafters, engineering aides, 

junior engineers, mathematical aides, licensed, practical or vocational nurses, photographers, radio operators, 

scientific assistants, technical illustrators, technicians (medical, dental, electronic, physical science), and kindred 

workers. 

Sales. Occupations engaging wholly or primarily in direct selling. Includes: advertising agents and sates workers, 

insurance agents and brokers, real estate agents, and brokers, stock and bond sales workers, demonstrators, sales 

workers and sales clerks, grocery clerks, and cashiers/checkers, and kindred workers. 

Office and clerical. Includes all clerical-type work regardless of level of difficulty, where the activities are 

predominantly non manual though some manual work not directly involved with altering or transporting the products 

is included. Includes: bookkeepers, collectors (bills and accounts), messengers and office helpers, office machine 

operators (including computer), shipping and receiving clerks, stenographers, typists and secretaries, telegraph and 

telephone operators, legal assistants, and kindred workers.





Craft workers (skilled). Manual workers of relatively high skill level having a thorough and comprehensive 

knowledge of the processes involved in their work. Exercise considerable independent judgment and usually receive 

an extensive period of training. Includes: the building trades, hourly paid supervisors and lead operators who are not 

members of occupations, compositors and typesetters, electricians, engravers, painters (construction and 

maintenance), motion picture projectionists, pattern and model makers, stationary hand painters, coaters, bakers, 

decorating occupations, and kindred workers. 

Operatives (semiskilled). Workers who operate machine or processing equipment or perform other factory-type 

duties of intermediate skill level which can be mastered in a few weeks and require only limited training. Includes: 

apprentices (auto service and stitchers, dryers, furnace workers, heaters, laundry and dry cleaning operatives, 

milliners, mine operatives and laborers, motor operators, oilers and greasers (except auto), painters (manufactured 

articles), photographic process workers, truck and tractor drivers, knitting, looping, taping and weaving machine 

operators, welders and flame cutters, electrical and electronic equipment assemblers, butchers and meatcutters, 

inspectors, testers and graders, handpackers and packagers, and kindred workers. 

Laborers (unskilled). Workers in manual occupations which generally require no special training who perform 

elementary duties that may be learned in a few days and require the application of little or no independent judgment. 

Includes: garage laborers, car washers and greasers, groundskeepers and gardeners, farmworkers, stevedores, wood 

choppers, laborers performing lifting, digging, mixing, loading and pulling operation and kindred workers. 

Service workers. Workers in both protective and nonprotective service occupations. Includes: Attendants (hospital 

and other institutions, professional and personal service, including nurses aides, and orderlies), barbers, charworkers 

and cleaners, cooks, counter and fountain workers, elevator operators, firefighters and fire protection, guards, 

doorkeepers, stewards, janitors, police officers and detectives, porters, waiters and waitresses, amusement and 

recreation facilities attendants, guides, ushers, public transportation attendants, and kindred workers.

RFP #1112-05 Bid Specifications - City of Urbana

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