Installation & Take Down of Holiday Lights on Downtown Trees

June 18, 2026
TO: PROSPECTIVE BIDDERS
RE: Installation and Take Down of Holiday Lights on Downtown Holland Trees
The City of Holland will receive sealed bids from prospective bidders to assist in a three (3)
year installation of holiday lights in and on 195 trees located throughout Downtown Holland.
An additional quote should be provided for 37 trees located around the perimeter of
Centennial Park.
A required pre-bid meeting will be held on July 1, 2026, at 9 a.m. at the Holland Civic Center
Place parking lot located at 150 W 8th Street.
The bids will be received by the FINANCE OFFICE IN THE CITY HALL BUILDING, 270
RIVER AVE., HOLLAND, MICHIGAN until July 27, 2026, at 11:00 am at which time they will
be publicly opened and read. You are invited, but not required, to attend bid opening.
Bids must be on the "BID FORM" provided and be submitted in a sealed envelope that is
plainly marked "Downtown Holland Holiday Lights".
Bids are to be irrevocable for a period of thirty (30) 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shall not be withdrawn, modified or altered after the bid opening.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.
Contracts and Purchase Orders shall be awarded to the lowest responsible bidder. In
determining the lowest responsible bidder, 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.
All questions regarding this bid can be directed to Jeff Genoa, Downtown Development
Authority Coordinator at 616-355-1050.
Lynn McCammon
Purchasing Coordinator

CITY OF HOLLAND
GENERAL CONDITIONS
1. Scope of the Work
Provide all material, labor, tools, equipment and all other necessary equipment and supplies
for the installation, maintenance, take down and storing of holiday lights for the 195 trees
located throughout Downtown Holland. An additional quote should be provided for 37 trees
located around the perimeter of Centennial Park. See detailed specifications for the
Downtown Holiday lights including tree size, locations, and specific lighting details for each
tree. Bidders should adjust the number of trees if no electrical power source is available near
selected trees. Bidders should include a set number of 12 service calls regarding outages and
damaged light strings.
2. Inspection of the Premises
The submission of a bid shall constitute acknowledgment by the contractor that he/she has
familiarized himself thoroughly with all phases of the contemplated project.
3. Quality of the Work
All work shall be subject to inspections by the Downtown Development Office, as well as other
staff, and shall meet recognized standards of good workmanship. All materials must be
installed per manufacturer's installation instructions and comply with all local, state and federal
codes. Unacceptable work shall be promptly redone by the contractor at his expense with no
additional costs incurred by the City.
4. Completion
The completion of the lighting installation shall be November 1, 2026. With all trees ready to
be illuminated on that date.
5. Protection of the Public
The contractor 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 adjacent premises which
might result from the progress of the work. If necessary, obtain a permit to close public
sidewalks. The contractor shall be responsible for providing and placing adequate barricades
and warning lights at all locations where the work is in progress.

CITY OF HOLLAND
GENERAL CONDITIONS continued
6. Payments
The contractor shall be paid the total contracted yearly price 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 contractor that all bills for labor and material have
been paid.
7. 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.

PERFORMANCE STANDARDS
All work that is done must comply with all codes of the local jurisdiction or governing
municipality, as well as Federal and State requirements.
1. Contractor must meet all State of Michigan licensing requirements as well as any additional
requirements of the City of Holland. Adequate liability and worker's compensation coverage
will be maintained by the Contractor.
2. Scope of the work shall include all labor, materials, equipment, permits, drawings, and
services necessary for the proper completion of the work.
3. Changes in the work including substitutions of materials, change in the scope or
workmanship required by these specifications, which may be proposed by the Contractor, or
found necessary or desirable as the work progresses, shall be in writing with price change
given, and shall be approved by the City of Holland, before any work incidental thereto is
started.
4. Materials shall be in good condition, and of standard grade unless otherwise agreed to in
writing by the Contractor and City prior to the installation, except where specified in the work
standards or specifications.
5. Repairs shall be made to all surfaces damaged by the Contractor resulting from his work
under this contract at no additional cost to the owner.
6. Where "repair of existing work" is called for by the contract, the feature is to be placed in
"equal to new condition" either by patching or replacement: all damaged or loose, or rotted
parts shall be removed and replaced, and the finished work shall match adjacent work in
design, dimension, and finish.
7. Incidental items not mentioned in the specifications that can reasonably and legitimately be
inferred to belong to the work described or be necessary, in good practice to provide a
complete system shall be furnished and installed as though called out in every detail.
8. Inspection of the work during normal working hours by authorized inspectors shall be
facilitated by the Contractor, and the work shall be subject to the inspectors' approval and
acceptance.
9. The responsibility of obtaining all necessary permits shall be by the Contractor.

PERFORMANCE STANDARDS cont.
10. Subcontractors shall be bound by the terms and conditions of this contract in so far as it
applies to their work, but this shall not relieve the General Contractor, if such a one is awarded
the contract, from the full responsibility to City of Holland for the proper
completion of all work to be executed under this agreement, and he shall not be released from
this responsibility by any sub-contractual agreement he may make with others. Complete bids
will list the contact information for all sub-contractors to be used for the project. Sub-
contractors must meet all State of Michigan licensing requirements as well as any additional
requirements of the City of Holland. Adequate liability and worker's compensation coverage
will be maintained.
11. Bids or proposals will be submitted at the Bidders' risk, and the City of Holland reserves
the right to reject any or all bids or proposals and to determine which items are included in the
final contract.
12. Building codes - All work to be done shall be subject to the regulations of City of
Holland/Holland Board of Public Works
13. Clean up and removal from the site of all debris and waste materials resulting from the
work shall be the responsibility of the Contractor on a daily basis, who will, upon completion of
the work, leave the premises in broom clean condition and all windows washed.
14. Adjacent property - When adjacent property is affected or endangered by any work done
under this contract, it shall be the responsibility of the Contractor to take whatever steps are
necessary for the protection of the adjacent property and to notify the owner thereof of such
hazard.

CONTRACTOR BID SUBMISSION REQUIREMENTS
Submitting Bids
a. Each contractor will be given a bid estimation form stating exactly the work that is to be
completed. All estimates must be specific, thorough and include all of the work listed
on the bid estimation form. Vague estimates or failure to include all of the work on the
bid estimation form may result in the bid being rejected and not considered.
b. Contractor may add options or alternates as additional expenses.
c. All bids submitted must clearly identify the total cost to complete the job.
d. Bids must be delivered in a sealed envelope clearly marked "City of Holland
DowntownHoliday Lights".

Bid on Installation and Take Down of Holiday Lights on Downtown
Holland Trees
CITY OF HOLLAND, MICHIGAN
CONTRACTOR_______________________________________________________
JOB SUPERVISORS NAME AND TELEPHONE NUMBER
____________________________________________________________________
ADDRESS___________________________________________________________
PHONE NUMBER_____________________________________________________
FAX________________________________________________________________
Work Description- Provide all material, labor, tools, equipment and all other necessary
equipment and supplies for the installation, maintenance, take down and storing of holiday
lights for the 195 trees located throughout Downtown Holland and 37 trees located around the
perimeter of Centennial Park. See detailed specifications for the Downtown Holiday lights
including tree size, locations and specific lighting details for each tree. Bidders should include
a set number of service calls regarding outages and damaged light strings.

__________________
Date of bid
We, the undersigned, being familiar with specifications and conditions for bidding, propose to
assist in a three (3) year installation of holiday lights in and on 181 trees located throughout
Downtown Holland and additional quote should be provided for 37 trees located around the
perimeter of Centennial Park.
Bid Should Be Broken Down As Follows (195 Trees Downtown Holland)
* Year one cost including 12 call outs/repairs $__________________
* Year two Cost including 12 call outs/repairs $__________________
* Year three Cost including 12 call outs/repairs $__________________
TOTAL $__________________
Bid Should Be Broken Down As Follows (37 Trees around the perimeter of Centennial Park)
* Year one cost including 12 call outs/repairs $__________________
* Year two Cost including 12 call outs/repairs $__________________
* Year three Cost including 12 call outs/repairs $__________________
TOTAL $__________________
This bid is firm for a period of thirty (30) 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 # _________________________________
E-Mail 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 affect 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: