ZEELAND BPW FACILITIES SUPPLIES & SERVICES RFP

Request for Proposal (RFP): Facility Supplies & Services
Scope Rev. 1, 7/1/2026
Customer: Zeeland Board of Public Works, City of Zeeland
Facilities: Administration Office Water Warehouse Buildings A & E
350 E. Washington Ave. 330 E. Washington Ave. 347 E. Washington Ave.
Zeeland, MI 49464 Zeeland, MI 49464 Zeeland, MI 49464
Contacts: Brian Hoezee - Buildings & Grounds Foreman
Office: (616) 879-2434
Email: bhoezee@zeelandbpw.com
Proposal Due Date: July 27, 2026, 4:00pm EDT
1. Summary
The Zeeland Board of Public Works (BPW) is requesting proposals from qualified vendors to
provide a comprehensive facility supply and rental service program. The selected contractor shall
furnish, deliver, maintain, and replace the items outlined in the Scope of Services.
2. Contract Term
The requested contract shall be for a period of three (3) years. Automatic renewal provisions are
not acceptable. Any extension must be mutually agreed upon in writing.
The BPW reserves the right to terminate the contract at its discretion upon thirty (30) days written
notice. BPW may terminate immediately for cause, including failure to provide services in
accordance with contract requirements, failure to maintain insurance, repeated service
deficiencies, or material breach of contract.
3. Scope of Services
Provide weekly service at three (3) BPW facilities listed above, which are in close proximity. The
supplier shall provide all labor, transportation, equipment, materials, inventory management,
pickup, cleaning, replacement, and delivery services necessary to maintain the program.
Service shall include the following:
* Floor Mats: 3'x5', 4'x6', 3'x10'
* Floor Mats with BPW Logo: 3'x5'
* Dust Mop, 36", (Note: Owner provided handles and frames)
* Rags / Shop Towels (18"x18", Red)
* Additional facility maintenance products as requested by the BPW
Supplier shall replace worn, damaged, or unsatisfactory rental items as part of normal service.
Service shall be performed according to a regular, mutually agreed-upon schedule during normal
business hours, Monday through Friday, 7:00am - 4:00pm, unless otherwise arranged.
Zeeland Board of Public Works 350 East Washington Avenue Zeeland, Michigan 49464 616-772-6212 www.zeelandbpw.com

4. Proposal Pricing Requirements
Proposals shall be prepared based on the pricing schedule in Attachment B, on a per-unit basis.
Estimated quantities are provided for reference but may be adjusted as-needed and assessed on
a per-unit basis without changes to the contract.
Pricing shall include:
* Unit rental/service rates (per piece, per change)
* Replacement charges
* Delivery charges
* Environmental fees
* Fuel / energy surcharges
* Administrative / processing fees
* Installation / service fees
* Any other recurring or non-recurring fees
Any fee(s) not specifically identified in the proposal shall be deemed included in the proposed
pricing and shall not be billed separately.
5. Price Adjustment / Requirements
Proposed prices shall remain firm, unless otherwise approved by the BPW. Requests for price
adjustments shall be submitted in writing, include supporting documentation, and receive written
approval prior to implementation. Automatic annual escalators based solely on contract language
will not be accepted. Written approval is required for all proposed additions and changes to fees.
6. Qualifications & References
Suppliers shall provide the following in support of their proposal:
* Company history and ownership information
* Number of years in business
* Local service facility location
* Description of municipal and industrial customers served
* Three (3) references from customers receiving comparable services
7. Insurance Requirements
Suppliers shall maintain general liability, automotive liability, and workers compensation insurance
at the following levels:
* Commercial General Liability: $1,000,000 per occurrence
* Automotive Liability: $1,000,000
* Workers Compensation: Statutory Limits
Certificates of Insurance shall name the City of Zeeland / Zeeland Board of Public Works as an
additional insured where applicable. Certificates of Insurance shall be provided for review by the
successful proposer prior to contract award.
Zeeland Board of Public Works 350 East Washington Avenue Zeeland, Michigan 49464 616-772-6212 www.zeelandbpw.com

8. Proposal Submittal, Deadline, and Award
The Zeeland Board of Public Works is seeking a supplier to perform the services listed in the
above scope of services. Please include the following in your submittal:
Submittal Requirements
1. Cover Letter
2. Completed Proposal Summary Form (Attachment A)
3. Completed Pricing Schedule (Attachment B)
4. Non-Collusion Certification (Attachment C)
5. Qualifications & References
6. Sample Invoice
7. Exceptions to the RFP Requirements that cannot be satisfied, specific vendor terms, etc.
8. Proposed service transition plan and earliest date at which services could commence
Proposers may identify and price for consideration value-added alternates for improved
performance, installation, or reduced cost. Such alternates shall be clearly identified and
separated from the requested pricing.
Notes
1. Proposals must remain valid for a minimum of 60 days, to work through the approval
process.
2. The supplier (and all sub-contractors) must be licensed and insured. Proof of licensing
and insurance will be required prior to contract award. The City of Zeeland / Zeeland
Board of Public Works will need to be identified on all certificates of insurance.
3. The supplier shall abide by non-discrimination provisions in accordance with Michigan
law MCL 37.2209.
4. Samples of all products must be provided and approved by the BPW in advance of
contract award. Approved products shall remain unchanged throughout the contract term
unless otherwise approved in writing by the BPW. BPW reserves the right to reject
products that differ from the approved samples.
Proposals must be on company letterhead, signed, and received no later than July 27, 2026, at
4:00pm EDT. Proposals will be accepted in hard copy, as well as via email. Please submit all
proposals to:
Attn: Mr. Brian Hoezee
Buildings & Grounds Foreman
Zeeland Board of Public Works
350 E Washington Avenue
Zeeland, MI 49464
Email: bhoezee@zeelandbpw.com
Tentative Procurement Schedule
1. RFP Issued: July 7, 2026
2. Questions Due: July 17, 2026, 4:00pm EDT
3. Responses/Addenda Issued: July 22, 2026
4. Proposals Due: July 27, 2026, 4:00pm EDT
5. Anticipated Award: September 9, 2026
6. Service Start: October 1, 2026
Zeeland Board of Public Works 350 East Washington Avenue Zeeland, Michigan 49464 616-772-6212 www.zeelandbpw.com

Questions shall be submitted via email to the contact listed herein. Responses that materially
affect the RFP will be issued to all known prospective bidders by written addendum and posted on
the City of Zeeland's website: https://www.cityofzeeland.com/current-bids. On-site visits will be
provided upon request. Contact Brian Hoezee to schedule an appointment.
Product and service quantities identified in this RFP are estimates only and are provided solely for
proposal comparison. Actual quantities may vary during the contract term.
All materials and practices shall satisfy all applicable standards and shall be suitable and intended
for their installed purposes and use. The awarded supplier shall comply with all applicable federal,
state, and local laws and regulatory requirements.
The BPW reserves the right to request clarification of any proposal and to request additional
information from any proposer when deemed necessary to evaluate proposals. The BPW
reserves the right to award the contract to the responsive and responsible bidder whose proposal
represents the best overall value considering price, service quality, references, product quality,
transition plan, and overall completeness of the proposal. The BPW reserves the right to negotiate
with the highest-ranked bidder, and the right to reject any or all proposals.
Zeeland Board of Public Works 350 East Washington Avenue Zeeland, Michigan 49464 616-772-6212 www.zeelandbpw.com

Request for Proposal (RFP): Facility Supplies & Services
Attachment A: Proposal Summary Form
Proposals shall be prepared based on the pricing schedule in Attachment B, on a per-unit basis.
Current quantities are provided for reference but may be adjusted as-needed and assessed on a
per-unit basis without changes to the contract. The proposer shall provide additional terms,
exclusions, and value-added alternatives as a supplement to the requested submittal documents.
From Attachment B (Pricing Schedule)
Year 1 Total Estimated Services & Fees (Weekly):
Year 2 Total Estimated Services & Fees (Weekly):
Year 3 Total Estimated Services & Fees (Weekly):
Fees Not Included Above (Amount & Frequency):
Vendor Name: ______________________________________
Local Service Facility Address: ______________________________________
Authorized Representative: ___________________________
Title: _____________________________________________
Phone: ______________________ Email: ______________________
Signature: _________________________________________
Date: _____________________________________________
Zeeland Board of Public Works 350 East Washington Avenue Zeeland, Michigan 49464 616-772-6212 www.zeelandbpw.com

Request for Proposal (RFP): Facility Supplies & Services
Attachment B: Pricing Schedule
Complete one pricing schedule for each contract year (Years 1, 2, and 3).
Contract Year (1-3):
Lost / Damaged Est. Total
Item Replacement Service Based on
Estimated Service Charge Price Per Est. Qty
Item Description Qty Frequency (Per Piece) Change / Piece (Weekly)
1 Floor Mat: 3' x 5' 20 Weekly
2 Floor Mat: 4' x 6' 6 Weekly
3 Floor Mat: 3' x 10' 6 Weekly
4 Logo Floor Mat: 3' x 5' 4 Weekly
Shop Towel, 18"x18", Red
5 Qty to Stock: 250, Estimated Weekly Service Qty: 100 100 Weekly
Dust Mop, 36"
6 (mop only, owner provided handle & frame) 4 Weekly
Sub-Total:
Other Fees:
Total:

Request for Proposal (RFP): Facility Supplies & Services
Attachment C: Non-Collusion Certification
The undersigned certifies that this proposal has been prepared independently and has been
submitted without collusion, fraud, or any agreement, understanding, or planned common
course of action with any other proposer, bidder, supplier, or competitor for the purpose of
restricting competition.
The undersigned further certifies that neither the proposer nor any of its officers, employees,
agents, representatives, or affiliates has directly or indirectly induced or solicited any other
person or firm to submit or refrain from submitting a proposal for the purpose of influencing the
award of this contract.
The proposer further certifies that the contents of this proposal have not been communicated by
the proposer or its representatives to any competitor or potential competitor prior to the official
opening or award of the contract, except as required by law.
The undersigned acknowledges that any violation of this certification may result in rejection of
the proposal, termination of any resulting contract, and any other remedies available under
applicable law.
Vendor Name: ______________________________________
Authorized Representative: ___________________________
Title: _____________________________________________
Signature: _________________________________________
Date: _____________________________________________