August 4, 2020
TO: PROSPECTIVE BIDDERS
RE: 196 W 13th Street, Holland, MI 49423
The City of Holland will receive bids from prospective bidders to supply all equipment,
material, and labor to replace the deteriorated roof, replace missing siding,
replace the deteriorated eaves/trim/fascia/soffit and repair paint on the eaves at
196 W 13th Street, Holland, MI 49423.
The bids will be received at City Hall, 1st Floor Finance Office at 270 River Avenue,
Holland, MI 49423 until 11:00 AM on Tuesday, August 18, 2020 at which time the
bids will be publicly opened.
Bids must be on the “BID SPECIFICATION FORM” provided and must be
submitted in an envelope that is plainly marked 196 W 13th Street – Repair
project. Questions pertaining to the specifications or bid document should be
directed to Sarah Martinez (616) 355-1330 or email@example.com
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opening and shall not be withdrawn, modified or altered after the bid opening.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 of the Ordinance Code of the City of Holland shall be considered.
Director of Finance
CITY OF HOLLAND
1. Scope of the Work
Repair the exterior of the house to be in good condition with no defects or
• Tear off and replace the deteriorated roof.
• Repair or replace the rotted, damaged or deteriorated eaves, trim, fascia and
• Scrape, prime and paint the eaves, trim, fascia and soffit.
• Replace the missing siding on the East side of the house. New materials shall
be of matching material, color and style to match the existing siding.
(A separate bid package will be sent out to address repairs to the chimney.)
2. Inspection of the Premises
All contractors, prior to submission of their bid, shall view the project from the public
street and sidewalk. Access is not granted to the property until the winning bid is
awarded. The submission of a bid shall constitute acknowledgment by the contractor
that he has familiarized himself thoroughly with all phases of the contemplated project.
Photos are available at www.cityofholland.com/bids.aspx
3. Quality of the Work
This property is located in the Historic District. All work shall be subject to inspection
by the Department of Community and Neighborhood Services, the Historic District
Commission, and shall meet recognized standards of good workmanship 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.
Bidders shall indicate anticipated completion date on the bid form. This date may be
adjusted by agreement based on weather related delays.
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. The contractor shall be
responsible for providing and placing adequate barricades and warning lights at all
locations where the work is in progress.
The contractor shall be paid the total contract 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.
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 and automobile 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
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, and business auto liability insurance in an
amount not less than $500,000.
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 and automobile liability insurance
shall waive subrogation against the City.
All repair work that is done must comply with all codes of the local jurisdiction or
1. CONTRACTOR REQUIREMENTS- Adequate liability and worker’s
compensation coverage will be maintained. All work done must be completed
in accordance with State of Michigan/HUD/EPA requirements. Bids must
include copies of all required licenses and proof of insurance.
2. EXTRAS- The contractor is to avoid side agreements with the Owners and/or
Owner’s agents for additional work over and above the original contract.
Contractors will refrain from offering suggestions to Owner(s) regarding
changes in the contract specifications. Such suggestions will be offered
directly to City staff.
3. SCOPE of the work shall include all labor, materials, equipment, permits,
drawings (if any), additional inspections (if any) and services necessary for the
proper completion of the rehabilitation of the property identified in the bid
4. 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.
5. INCIDENTALS- 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.
6. 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.
7. The Contractor is responsible for obtaining a certificate of appropriateness from
the Historic District Commission and all necessary permits for the completion of
8. 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.
9. BUILDING CODES - All work to be done shall be subject to the regulations of
City of Holland/Holland Board of Public Works.
10. 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.
11. 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
A. Each contractor will be given a bid specification 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 specification form. Vague estimates or failure to
include all of the work on the bid specification 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 with the property
address and project description.