Transportation Services Building Carpet Installation Bid

July 20, 2026
TO: PROSPECTIVE FIRMS
RE: City of Holland Transportation Services building carpet installation bid
The City of Holland will receive sealed bids from prospective firms to provide all material,
labor, tools, equipment and all other necessary equipment and supplies for the installation of
carpet at the City of Holland Transportation Services Building 333 Wyngarden Way Holland MI
49423. The work will need to be done in a manner so as not to interfere with normal business
inside the facility.
The Bids will be received at the City of Holland, 270 S River Ave, Holland, MI City Hall,
Finance Conference Room 1st floor until 11:30 A.M., Monday, August 3, 2026 at which
time they will be publicly opened and read. You are invited, but not required, to attend said
bid opening.
Bids must be on the "BID FORM" provided and be submitted in a sealed envelope that is
plainly marked "City of Holland Transportation Services Building Carpet Bid". All Bids
are to be net, F.O.B. - Holland, Michigan.
Bids are to be irrevocable for a period of sixty (60) days from the date of the bid opening and
shall not be withdrawn, modified, or altered after the bid opening. In case of default by the
selected vendor, the City of Holland may procure its requirements from another vendor,
without going through additional bidding procedures, and hold the original vendor liable for
any increased costs.
The City of Holland reserves the right to accept or reject any or all Bids, to waive any
irregularities/informalities in the Bids received and to split the bid if deemed desirable by the
City.
Purchase Order shall be awarded to the lowest responsible firm (Respondent) submitting a
bid and providing acceptable insurance certificate. In determining the lowest responsible bid,
in addition to price, the items set forth in Section 2-48 (Award of contracts and Purchases) and
Section 2-48.1 (Preference for Local Bidders/Holland- Based Businesses) of the Ordinance
Code of the City of Holland shall be considered.
The City of Holland reserves the right to consider use of the State of Michigan contract
Purchasing Program or other purchasing programs available to Michigan local units of
government that have met bid requirements for identical vehicles/equipment.
Lynn McCammon, Finance Director

Project Scope
Installation locations are provided in the attached floor plan with installation areas highlighted.
All areas are on the main floor of the facility, and all areas currently carpeted will need to be
replaced.
The work shall include the following
1. Carpet and Wall Base Specifications are shown in attachment A
2. All floor preparation, including the removal and disposal of existing flooring,
cleaning of debris and scarification, if necessary, will be the responsibility of the
successful Responded. All bidders MUST visit the site to evaluate the existing
flooring prior to the bid date.
3. Respondent is responsible for the repair of any damage to the walls caused by the
removal of existing baseboards, including painting corner-to-corner if damage
occurs.
4. Carpet tiles shall be glued in accordance with and using a recognized brand of
adhesive recommended by the carpet manufacturer. The Respondent shall specify
the brand and type of glue to be used and shall provide a Safety Data Sheet (SDS)
with the quote response. Installation shall lay flat, completely adhered to the
subfloor, be free of bubbles and not move when subject to traffic.
5. Any carpet and vinyl wall base within the work area shall be included.
6. Respondents must include appropriate transitions from carpet to dissimilar material
flooring.
7. Material storage shall be the responsibility of the successful Respondent and
coordinated with owner. Respondent is responsible for all materials stored on-site
until installation.
8. The flooring substrate is concrete. Respondent is responsible for preparing the
existing floor to achieve warranty requirements of the carpet manufacturer.
9. It will be the responsibility of the owner to elevate and install beneath modular
office systems and to move furniture as needed (i.e. conference tables, desks, file
cabinets, chairs, etc.) and move back/restore furniture after installation is
completed. Respondent to coordinate with owner.
10. Owner will be responsible for disconnecting and re-connecting computers, phones
and/or miscellaneous technology cabling.

11. It is the responsibility of the Respondent to obtain accurate measurements.
12. All work is to be done in a workmanlike manner. All debris (packing materials,
replaced materials, etc.) are the responsibility of the Respondent for clean-up in
the installation area(s) and overall facility as well as removal/disposal. NOTE: The
city's dumpsters are not to be utilized for this debris.
13. Work times will be coordinated as to not interfere with the daily operations. Most
areas can be available during business hours with Respondent schedule flexibility.
Vendor must coordinate sequencing and phasing of the project with city staff.
14. Installation Pattern:
a. Installation methods will be coordinated with the awarded Respondent.
b. Patterns(s) MUST be confirmed on-site prior to installation.
15. For each of the carpet styles specified in Attachment A, the Respondent must
provide and leave with the city an additional 5% square footage of extra carpet tiles
for each of the specified carpet styles, from the same lot for each, based on total
square footage of each specific carpet.
16. The city prefers the work to be completed within 75 days of the date of the
purchase order.
17. Provide product and labor warranty information with the bid.
Dimensions, if furnished, are for general reference only and should be verified by the
Respondent.
Inquires
Inquiries regarding the solicitation should be directed to Scott Boeve at
s.boeve@cityofholland.com. The City of Holland reserves the right to determine the response
format or not to respond, at its sole discretion.
References
Provide 2 references from current/past customers who can verify the quality of products
and/or services of similar size and scope your company provides. References may not include
any current/past City of Holland employees.

General Conditions
1. Scope of the Work
Provide all material, labor, tools, equipment and all other necessary equipment and
supplies for the installation of carpet in the City of Holland Transportation Services building
333 Wyngarden Way Holland, Michigan.
2. Inspection of the Premises
The submission of a bid shall constitute acknowledgment by the Respondent that he/she
has familiarized himself thoroughly with all phases of the contemplated project.
3. Quality of Work
All work shall be subject to inspections by City Staff and shall meet recognized standards
of good workmanship. All materials must be installed by manufacturer's installation
instructions and comply with all local, state and federal codes. Unacceptable work shall be
promptly redone by the Respondent at his expense with no additional costs incurred by
the City.
4. Protection of the Public
The Respondent shall assume full responsibility for the protection of the public during the
progress of the work and shall be responsible for any damage to any premises which
might result from the progress of the work. The Respondent shall be responsible for
providing and placing adequate barricades and warning lights at all locations where the
work is in progress.
5. Payments
The Respondent shall be paid upon completion of the work and its acceptance by the City;
final approval of the work by the City Building Inspector; and after a sworn statement has
been submitted by the Respondent that all bills for labor and material have been paid.
6. Insurance
The contractor shall agree to indemnify and save harmless the City of Holland, including
its officers, agents and employees from any and all liabilities that may result from the
contractor's work as proposed herein. This covenant of indemnification shall include any
reasonable attorney fees and costs incurred in defense of any actions, claims or liability by
the City.
The contractor shall maintain general liability insurance, automobile liability insurance,
employer liability insurance, and workers compensation insurance on all employees who
work or perform services under the proposed purchase order or contract. The general
liability insurance automobile liability, and excess/umbrella liability insurance required
herein shall name the City of Holland, its officers, agents and employees as additionally
insured, and shall be in the form of a comprehensive, general and automobile bodily injury
and property damage policy, and shall provide that the City receive not less than ten (10)
days prior written notice in the event of cancellation or change in terms thereof. Said policy
shall be for the following minimum limits:

Comprehensive General Liability insurance in an amount not less than $1,000,000 for
injuries, including accidental death, to any one person, and subject to the same limit
for each person, with a combined aggregate per occurrence of not less than
$1,000,000, property damage insurance in an amount not less than $1,000,000,
business auto liability insurance in an amount not less than $500,000, and an umbrella
liability policy for no less than $1,000,000 each occurrence and $1,000,000 aggregate.
Evidence of an approved insurance policy shall be submitted by the successful bidder
and approved by the City of Holland prior to commencement of the work as here in
proposed. All general liability insurance, automobile liability, and excess/umbrella
liability insurance shall waive subrogation against the City.

B I D F O R M
CITY OF HOLLAND
Purchasing Office
________________
Date of Bid
City of Holland
Finance Dept
270 S River Ave
Holland MI 49423
We, the undersigned, being familiar with specifications and conditions for bidding, to provide
all material, labor, tools, equipment and all other necessary equipment and supplies for the
installation of carpet in the City of Holland Transportation Services Department Building in
accordance with said specifications, and submit a bid therefore as follows:
Total Cost of Project __________________________________________
***Two references and warranty information should be submitted on a separate sheet of
paper.***
This bid is net, F.O.B. - Holland, Michigan
This bid is firm for a period of thirty (60) days from the date of the bid opening and will not be
withdrawn, modified or altered after the bid opening.
Signature of Bidder_____________________________________________________
Company Represented__________________________________________________
Company Mailing Address________________________________________________
_________________________________________________
Company Telephone Number______________________________________________
Email Address _________________________________________________________

Section 2-48 of the Ordinance Code of the City of Holland
Section 2-48 Award of Contract or Purchases.
Contracts and purchases shall be awarded to the lowest responsible bidder. In determining
"lowest responsible bidder", in addition to price, the purchasing coordinator or the City Council
shall consider:
a. The bidder's ability, capacity and skill to perform the contract or provide the supplies,
material, equipment or services required promptly, or within the specified time, without
delay or interference.
b. The character, integrity, reputation, judgment, experience and efficiency of the bidder.
c. The bidder's previous and existing compliance with contracts, purchase orders or service.
d. The bidder's previous and existing compliance with laws and ordinances relating to
contracts, purchase orders or services;
e. The sufficiency of the financial resources of the bidder to perform the contract or provide
the supplies, materials, equipment or services.
f. The availability and adaptability of the supplies, materials, equipment or contractual
services to the particular use required.
g. The bidder's ability to provide future maintenance and service for the use of the subject of
the contract.
h. The number and/or scope of conditions attached to the bid by the bidder.
i. The brand, make or type of product being proposed by the bidder, and its compatibility with
other similar materials or equipment currently owned and operated by the City.
If all Bids received are for the same total amount or unit price, quality and service being equal,
the contract shall be awarded to the local bidder, if any. In all other cases of tied Bids, the
contract or purchase shall be awarded to one of the tied bidders by drawing lots in public.

Sec. 2-48.1. Preference for local bidders/Holland-based businesses.
(a) Purpose. The city finds that its purchasing practices should encourage local vendors to
provide goods and/or services to the city, resulting in increased economic activity through
more local jobs, tax revenues, and expenditures, and to entice businesses to relocate to
the city.
(b) Definition. Holland-based business means a physical and economic relationship to Holland
determined by a verifiable business address (not a P.O. box) within the corporate
boundaries of the city, activities carried out in Holland substantial enough to consider it a
Holland-based business, and the payment of city property taxes for not less than one year
immediately prior to the date of the bid submittal. A Holland-based business shall also
include a local vendor which is located outside the geographic boundaries of the City of
Holland but within the geographic boundaries of the Macatawa Area Coordinating Council
and the governmental unit in which such local vendor is located has an ordinance or a
purchasing policy which grants a similar local vendor preference to Holland-based
businesses as defined in the first sentence of this paragraph.
(c) Exceptions.
(1) Purchases resulting from exigent emergency conditions where any delay in completion
or preference would jeopardize public health, safety or welfare of the citizens of the
city, or where in the judgment of the manager or his designee the operational
effectiveness of a city department or division or a significant city function would be
seriously threatened if a purchase was not made expeditiously.
(2) Purchases from any sole source supplier for supplies, materials, or other equipment.
(3) Purchases made through the state's extended purchasing program, or other
cooperative purchasing contractual agreements utilized or initiated by the purchasing
division.
(4) The procurement of goods and services utilizing the request for proposal (RFP) or best
value quote processes where the award is based on criteria other than lowest cost,
unless the original solicitation contains the criteria used to effect Holland-based
preference.
(5) Bid solicitations that utilize federal funding that prohibits awards based on local
preference criteria.
(6) Bid solicitations that utilize "life cycle cost" as the basis of award in place of submitted
bid price.
(d) Preference. When sealed Bids are received under section 2-46, the following shall apply:
(1) The person or business submitting the lowest responsive, responsible bid, according
to the requirements of the bidding documents, shall be deemed the lowest bidder. If
the lowest bidder is not a Holland-based business, any Holland-based business with
a bid within two percent (2%) of the lowest bid shall be deemed the lowest bidder if it
agrees to reduce its bid to match the bid of the lowest bidder. A lowered bid by a

Holland-based business which is premised upon, in whole or in part, changes to or
variances to the bid specifications, contract requirements, or scope of work shall be
considered non-responsible and will not be considered.
(2) If such a Holland-based business refuses to reduce its bid to match the lowest bid,
then the next lowest responsive and responsible Holland-based business with a bid
within two percent (2%) of the lowest bid shall be deemed the lowest bidder, if it
agrees to reduce its bid to match the bid of the lowest bidder.
(3) If no responsive and responsible Holland-based business within two percent (2%) of
the lowest bid agrees to reduce its bid, then the contract shall be awarded to the
person or business with the lowest, most responsive and responsible bid.
(4) No contract awarded pursuant to this section shall be sublet in any matter that
permits 50 percent or more of the dollar value of the contract to be performed by a
subcontractor or subcontractors who do not meet the definition of "Holland-based."
(e) Additional requirements. In no event shall a Holland-based business be awarded a
contract if the business is not current on real and personal property taxes owed to the city.
(f) Rights of city. This section shall not waive or constrain, in any manner, the right and
prerogative of the city to reject any and all Bids or proposals, to reject a bid not
accompanied by required bid security or other documentation or data required by the
bidding documents, or to reject a bid which is in any way incomplete, irregular, not
responsive or not a lowest responsible bidder as defined by Section 2-48 of the Ordinance
Code.
(g) Rules and Regulations. The city manager, in conjunction with the purchasing coordinator,
may prescribe rules and regulations to implement and carry out the intent and purpose of
this section. Such rules and regulations shall be consistent with the City Charter and all
applicable city ordinances.
"The City of Holland, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252,
42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of
Transportation, Sub Title A, Office of the Secretary, Part 21, Nondiscrimination in Federally
assisted programs of the Department of Transportation issued pursuant to such Act, hereby
notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to
this advertisement, minority business enterprises will be afforded full opportunity to submit
Bids in response to this invitation will and will not be discriminated against on the grounds of
race, color, or national origin in consideration for an award"