Request for Quotes (RFQ) for Tree Removal for the Hammond Green Canopy Initiative Project
RFQ Release
July 16, 2025 at 2:00 PM CST
DEADLINE FOR QUESTIONS
July 30, 2025 at 5:00 PM CST
QUOTES DUE
August 13, 2025 at 5:00 PM CST
PREPARED BY
Delta Institute
35 E. Wacker Drive, Suite 1760
Chicago, IL 60601
Hammond, IN 46320
Delta Institute Overview
Delta Institute is a 501(c)(3) organization. Delta Institute collaborates with communities to solve complex environmental challenges throughout the Midwest. We address Midwestern environmental, economic, and climate challenges today so that our home and region are more resilient, equitable, and innovative tomorrow.
RFP Submittal Requirements
All digital quotes shall be addressed to: Jamie Zouras, Senior Specialist, Nature-Based Climate Solutions and emailed to hmhardy@delta-institute.org and jzouras@deltainstitute.org.
All quotes should be received by Delta Institute before Wednesday, August 13, 2025 at 5:00 PM CST.
Questions
For any questions regarding the RFQ, please email Helen Hardy, Delta Institute at hmhardy@delta-institute.org. All questions must be received by Wednesday, July 30, 2025 at 5:00 PM CST.
All questions will be answered and issued to all companies that are on the RFQ holders list. If you are unsure if you are on the RFQ holder’s list, please contact Helen Hardy, Delta Institute, Phone: 312-554-0900 ext. 11 or email: hmhardy@delta-institute.org to confirm.
Project Description
Delta Institute and the City of Hammond, Indiana Parks and Recreation Department are seeking quotes from qualified Contractors interested in supporting our efforts to enhance urban forestry in Hammond by removing 10 trees that pose significant safety concerns in Harrison Park and the areas thereabout. Tree removal will be completed alongside other urban forestry initiatives through this project, including creating a detailed management plan and tree inventory, tree planting (for each tree removed, at least two will be planted), and fostering community involvement. However, this RFQ only relates to tree removal.
The overall project seeks to revitalize green spaces for underserved residents, promote equitable access to nature, and strengthen community resilience. It also supports the strengthening of a much-needed community urban forestry program that promotes urban forestry benefits through proper tree selection, planting, and care.
Beautifying Harrison Park will restore and diversify the community tree canopy in this underserved area, promoting urban forestry benefits such as cleaner air, improved watershed health, reduced erosion, stormwater runoff, and reduced urban heat island effects. These efforts collectively enhance the built environment by improving aesthetics and fostering year-round enjoyment and outdoor activities for all community members.
Project Scope
The selected firm(s) (hereinafter referred to as “Contractor”) shall serve as part of the Project Team for the project and shall, at a minimum, complete the scope of services outlined below.
The selected Contractor will be responsible for the removal of ten (10) trees and stumps. Tree removal must be completed in a timely manner to ensure the planting schedule can proceed without delay. Tree removal must be completed between Monday, September 1, 2025 and Tuesday, September 31, 2025.
Because the exact size of each tree to be removed is not yet determined, Contractors shall provide unit prices per tree removed, based on the tree’s measured Diameter at Breast Height (DBH) at the time of removal.
Quotes must include a per-tree removal price for each of the following DBH classifications:
- Up to and including 12” DBH: $_____ per tree
- Over 12” and up to and including 24” DBH: $_____ per tree
- Over 24” and up to and including 36” DBH: $_____ per tree
- Over 36” DBH: $_____ per tree
The selected Contractor shall complete all work in accordance with industry standards like American National Standards Institute (ANSI A300) and ANSI Z133 Arboriculture Safety Standards.
Any trees intersecting with utilities or within above ground utility easements shall be reviewed by the utility, receive clearance pruning by the utility, and the Contractor shall receive the utilities’ approval prior to the Contractor proceeding with any removals. It is the responsibility of the Contractor to train and properly supervise all employees to safely work within these areas, and to arrange with the utility for clearance pruning or other protective measures prior to tree removal or site access by the Contractor.
Tree removal shall include:
- Safe removal of all specified trees (all trees removed must present a significant and present harm to the community).
- Proper personal protective equipment and proper signs, barricades, and other warnings and protections shall be in place to protect employees, the public, and public and private property.
- Full stump grinding/removal to at least 10″ below grade.
- All debris and materials associated with the tree removal or stump grinding smaller than 3 inches in diameter shall be removed, cleaned up, reused, recycled, and/or legally disposed of, including sweeping and raking, immediately after the removal or stump grinding has taken place.
The Contractor shall coordinate closely with Delta Institute and the City of Hammond to confirm:
- Final tree removal locations, based on a tree inventory that will be completed in August.
- Site access and staging needs.
- All equipment at the end of each workday is removed.
- Precautions are taken to protect lawns, curbs, sidewalks, vehicles, structures, and other public and private property from any damage related to tree removal operations. At no time shall any equipment, debris, or materials be stored in the critical root zone of any tree. If any damage occurs, the Owner shall immediately be notified. Any and all damage shall be the responsibility of the Contractor.
- Any necessary traffic or pedestrian controls.
To receive reimbursement for tree removals or pruning, a report signed by an ISA Certified Arborist is required. The report should state the species, size, and location of each tree removed, along with relevant details. The signed report must also explain why the trees to be removed present a significant and present harm.
Project Schedule
Our intent is for the following schedule of activities, subject to change:
Please note that this RFQ is for the Tree Removal project activity only. The selected Contractor will be responsible for the removal of all 10 trees in advance of scheduled community tree planting efforts in October 2025. Tree removal must be completed between Monday, September 1, 2025 and Tuesday, September 31, 2025.
Requisite Experience
The chosen Contractor must possess the ability, experience, and reputation for quality service necessary to produce high-quality results. Contractors should have at least one ISA Certified Arborist on staff that holds the Tree Risk Assessment Qualification (TRAQ). Contractors should also have familiarity with Indiana DNR tree removal guidance and local permitting processes.
Submittal Checklist
All proposals must include this completed proposal checklist with the following completed components:
- Completed Non-collusion Affidavit Form.
- Completed Official Submittal Pricing Form.
- Submission narrative of 4 pages maximum, identifying a clear understanding of the project scope, the contractor’s approach to project management, and a clear cost breakdown.
- Completed References and Qualifications Form.
- Description of key personnel with brief bios and their role on this project.
- Résumé for project manager with whom Delta will interface.
- Certificate of Insurance.
- Completed Delta Institute Signature Authorization Form.
- Completed Delta Institute Questionnaire Form.
- Completed Delta Institute Exception Form.
- Completed Delta Institute Workers’ Compensation Certificate Form.
- Completed Acknowledgement of Addendum Form for all Addendums Form.
- Drug Free workplace policies and procedures.
- Affidavit and statement regarding E-Verify compliance.
- No investment in Iranian energy sector.
Method and Criteria for Selection
Delta Institute will evaluate each submission.
A Selection Committee, consisting of at least 3 members, has been appointed by Delta Institute to review all submissions. The Committee will review each written submission to determine if they meet the requirements of this RFQ. Failure to meet the essential requirements of this RFQ may be cause for rejection of the submission. The Committee will make independent random checks of the submitter’s references as well as major sub-contractors.
The following criteria will be applied by the Committee to evaluate each submission with the relative weight to be attributed (in points) to each criterion:
Submissions will be evaluated on Bidder’s qualifications, technical approach, and relevant experience.
Disadvantaged Business Enterprises (e.g., Minority-owned business enterprises or MBEs, Women-owned business enterprises or WBEs, etc.) are encouraged to respond to this RFQ. Firms with staff with at least one ISA Certified Arborist will be considered more qualified than those that do not have any.
| MAXIMUM POINTS | CRITERIA |
| 10 | Understanding the scope of work and quality of the submission to meet this scope. |
| 10 | Qualifications of Team |
| 20 | Ability to meet the Project Team’s needs, on time and within budget. |
| 60 | Price including all costs |
| 100 | TOTAL |
Upon submissions being scored by the Committee, Delta Institute reserves the right to accept or reject any and all submissions, to waive any irregularities or informalities in any submission, and to award a contract to the Contractor who best meets the RFQ’s requirements.
Relevant factors include completeness and accuracy of submission; references from other owners, developers, or municipalities regarding past work done by the Contractor and its subs; combination of the certifications; customer service record and experience of the proposed staff; ability to complete the job in the specified time; or other considerations to the advantage of the Delta Institute.
Submissions may not be withdrawn for a period of ninety (90) days after the date set for opening thereof, unless otherwise required by law.
The award of the contract, if awarded, will be made within sixty (60) days after opening of the Proposals. The submitter’s signature on the Submission Form shall constitute a commitment on the part of the submitter to perform the work in a workmanlike manner as set forth in the Request for Qualifications. The Contractor to whom the contract is awarded shall be notified upon award of the contract by the Delta Institute. The Submission Form, the Terms and Conditions, the Special Provisions, the Request for Qualifications, together with any plans and/or attachments, shall all be considered as part of the contract between the Delta Institute and the Contractor to whom the contract is awarded.
Discussions may be conducted with responsible submitters determined by the Committee to be reasonably susceptible of being selected for award.
The prospective contractor is advised that, should its submission result in award of a contract, the contract will not be in effect until it is approved and fully executed by the Delta Institute.