City of Holland Trail Reconstruction Bid

May 11, 2026
TO: PROSPECTIVE FIRMS
RE: CITY OF HOLLAND TRAIL RECONSTRUCTION BID
The City of Holland will receive sealed bids from prospective bidders for a Trail Construction
Bid at Van Raalte Farm for the City of Holland.
The bids will be received at the FINANCE OFFICE IN THE CITY HALL BUILDING, 270 S.
RIVER AVENUE, HOLLAND, MICHIGAN until 11:30 A.M., Tuesday, May 26 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 "Trail Construction Bid".
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shall not be withdrawn, modified, or altered after the bid opening.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.
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

City of Holland
Scope of Work
Overview
The City of Holland is seeking bids for trail reconstruction work at Van Raalte Farm. The
project includes the reconstruction of approximately 5,000 to 10,000 linear feet of trail
surfaces at various locations throughout the park property.
Site Preparation
Remove stumps and subgrade where applicable.
Base Material
Install crushed concrete base material.
Trail Surface
Install chips & fines trail surfacing and compact all installed materials.
Timber Edging
Install 6x6 or 4x6 timber edging along trail edges, at the discretion of the owner, secured with
18-inch rebar stakes (4 per 8-foot timber section). Edging will sit a minimum of 3 inches above
grade
Drainage
Install pass-through drainage as needed, though this work is expected to be minimal, no more
than 15 total.
Trail Width
All reconstructed trails will be 8 feet in width.
Phasing
Work will be completed in phases, with a minimum of 1,000 linear feet completed per phase.
Contractors will be provided a minimum of six month's notice prior to the expected completion
timeline for each phase.
Priority Areas
Areas with significant fall line damage will be prioritized. Work will be completed in areas
identified as having the most significant need. An example of trail conditions and priority areas
is shown within the trail inventory for Van Raalte Farm.
Materials
All materials will be supplied by the owner. Materials will be delivered by the owner to one of
three park entrances: Country Club Road, 16th Street, or 24th Street.
Project Completion
All work shall be completed by November 1, 2028.

Permits
The contractor is responsible for acquiring all needed and appropriate permits for work to be
completed.
Bonds
Pursuant to Michigan law, MCL 129.201 et seq., before any contract, exceeding $50,000, for
the construction, alteration, or repair of any public building or public work or improvement is
awarded, the proposed contractor shall furnish at his or her own cost to the governmental unit
a performance bond and a payment bond which shall become binding upon the award of the
contract.
Bid Information Required
The contractor shall supply for bidding purposes a cost for the following:
* Cost per linear foot
* Certificate of Insurance
* Three References
Work History
Contractors with a history of work in the public sector will be given preference.
Payment
Payments will be made once an agreed upon phase has been completed.
Selection Process
Submitted bids will be reviewed by the City of Holland. Selected firms may be invited to
participate in an interview process to help determine overall qualifications, project
understanding, experience, and fit for the project. The City reserves the right to select the
contractor that it determines is in the best interest of the project and the City.

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.
Should you have any questions, please contact Garrett Thelen, Assistant Director of
Parks and Recreation at 616-355-1135.

B I D F O R M
CITY OF HOLLAND
Purchasing Office
________________
Date of Bid
Purchasing Coordinator
Purchasing Office
270 S. River Avenue
Holland, MI 49423
We, the undersigned, being familiar with specifications and conditions for bidding, propose to
provide Trail Reconstruction Services at Van Raalte Farm Park for the City of Holland facilities
in accordance with said specifications, and submit a bid therefore as follows:
Price per Linear Foot $________________________
_____ I acknowledge that performance bonds and insurance are required for this project.
(Initial)
References
Please Add 3 References below or attach a separate page. Include (Name, Business &
Contact information.)
This bid is net, F.O.B. - Holland, Michigan
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 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 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:
(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"