Portable Thermal Foam Densifier

September 28, 2026
TO: Prospective Bidders
RE: Portable Thermal Foam Densifier for Recycling
The City of Holland is seeking a portable thermal foam densifier for use at our upcoming
recycling center. The equipment must be capable of densifying EPE foam (Expanded
Polyethylene foam), EPS foam (Expanded polystyrene), and PS foam (polystyrene foam)
In addition, the City requires an outdoor, weatherproof enclosure specifically designed
to house the densifier and support safe, efficient operation.
The densifier should also be portable, allowing it to be moved between various locations
throughout the City as needed.
Bids are to be submitted to City Hall's FINANCE OFFICE at 270 S. RIVER AVENUE,
HOLLAND, MICHIGAN, until 2:00 P.M., Tuesday, September 8, 2026. Bids will be
publicly opened and read, in the Community Neighborhood Service conference room on
the 3rd floor. You are invited, but not required, to attend said bid opening.
Bids are accepted by in-person drop-off, mail, or online submission. Bids must be on the
"BID FORM" provided and be submitted in a sealed envelope that is plainly marked
"PORTABLE THERMAL FOAM DENSIFIER"
All bids are to be net, F.O.B. - Holland, Michigan.
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opening and shall not be withdrawn, modified, or altered after the bid opening.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.
pg. 1

Specifications
The equipment must be capable of densifying EPE foam (Expanded Polyethylene foam),
EPS foam (Expanded polystyrene), and PS foam (polystyrene foam)
In addition, the City requires an outdoor, weatherproof enclosure specifically designed
to house the densifier and support safe, efficient operation.
The densifier should also be portable, allowing it to be moved between various locations
throughout the City as needed.
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.
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
Purchasing Coordinator
(616)355-1377
pg. 2

BID FORM
CITY OF HOLLAND
Dan Broersma, Sustainability Manager
City of Holland Date of Bid
270 S. River Ave
Holland, MI 49423
616-355-1364
d.broersma@cityofholland.com
We, the undersigned, being familiar with specifications and conditions for bidding, propose to provide
a portable, Portable Thermal Foam Densifier for the upcoming Recycling Center, in accordance with
said specifications, and submit a bid therefore as follows:
Total Bid Price $_____________________
This bid is net, F.O.B. and includes any and all costs associated with the thermal foam densifier, as
specified.
This bid is firm for a period of thirty (30) days from date of the bid opening and will not be withdrawn,
modified or altered after the bid opening.
Signature of Bidder:
Company Represented:
Company's Contact:
Company's Mailing Address:
City, State, Zip Code:
Company's Telephone #:
Company's Email:
pg. 3

Section 2-48 Award of Contract or Purchases Ordinance Code
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 fulfil 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 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.
pg. 4

Sec. 2-48.1. Preference for Local Bidders/Holland-Based Businesses Ordinance Code
(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 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 conducted 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.
pg. 5

(d) Preference. Received bids 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 conduct 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"
pg. 6