Two Trailer Mounted Full Matrix LED Message Boards bid

March 17, 2026
TO: PROSPECTIVE BIDDERS
RE: New Vehicles - Full Matrix Message Board
The City of Holland will receive sealed bids from prospective bidders to furnish and deliver (2)
Trailer mounted Full Matrix LED Message Boards.
The bids will be received at the FINANCE OFFICE IN THE CITY HALL BUILDING, 270 S.
RIVER AVENUE, HOLLAND, MICHIGAN until 11:00 A.M, Monday, March 30, 2026, 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 "Full Matrix LED Message Board".
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shall not be withdrawn, modified or altered after the bid opening.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

GENERAL CONDITIONS
Servicing - Pre-delivery servicing and inspection, including wheel balancing, shall be
performed prior to delivery of the vehicles.
Acceptance - Inspection for acceptance will be made by the respective department heads
or their authorized representatives.
Insignia - NO DEALER INSIGNIA is to be attached to any vehicle or equipment
furnished and/or supplied under this bid request and the attached
specifications.
Warranty - All vehicles and equipment furnished and/or supplied under this bid request
are to carry the standard warranty that is offered to the general public.
Literature - Each bidder shall submit with his bid, and it shall be made a part thereof,
regularly printed literature, as published by the manufacturer, which sets out
and describes the vehicles and equipment he proposes to furnish and/or
supply under this bid request and the attached specifications.
Titles - All bids are to include the cost of a State of Michigan Title or a manufactures
Certificate of Origin for any vehicle or equipment furnished and/or supplied
under this bid request and the attached specifications.
Trade-in - There will be no vehicles for trade-in.
Model Year
& Delivery- The City of Holland will allow bidders to submit a bid on 2026 model year . It
is recognized that the bidder may need to make that determination based on
availability and ordering dates. Delivery information will also be required and
will be a consideration in the award of the bid.
Alternate Fuel
Vehicles - The City is requesting bids for vehicles that meet specifications in three
categories that may be broadly defined as follows: 1) conventionally
powered vehicles, 2) hybrid vehicles, and 3) electric vehicles. Please see
the following specification sheets for further information.
Or Equal - The City has specified certain makes and models of vehicles to be bid,
followed by the words "or equal". Bidders may submit a bid for a make and
model not specified if it meets the General Conditions and Vehicle
Specifications as outlined in this bid package. The City reserves the right to
make the determination as to whether a specific make or model submitted in
this category is acceptable in terms of meeting specifications and being
comparable in all aspects of its physical characteristics.

GENERAL CONDITIONS cont.
Award of Bid - 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 (Awards of Contract 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 programs available to Michigan local units of
government that have met bid requirements for identical
vehicles/equipment.
Contact Person - If you have any questions, please contact Barry Wassink 616-218-6345 or
Mark Groenheide 616-299-7041.

City of Holland will be taking bids on (2) trailer model full Matrix Message Boards to be
used by the Transportation Department.
SolarTech Model MB2 with 54' x 92" board size.
Wanco STD Mini-Matrix 55' x 96" board size.
Specification requirements for Full Matrix LED Message Boards.
All standard features to be included.
Ultra bright LED to display graphics and text
Fully adjustable pintle hitch with flip up jack assembly.
DOT approved trailer with full light package, safety chains and RV 7-way trailer plug
for trailer lights. Electric powered lift system to raise panel board and manually swivel
up to 180 degrees with locking brake.
4 additional support flip down adjustable jacks for support during normal operation.
Solar panel bank must have a min. of 250 watts output power.
Battery Supply must have a min. of 4 standard lead acid 6-volt 800 AH enclosed in a
tamperproof/weatherproof lockable box which includes a 120-volt AC input 12-volt DC
output on board charger with 45-amp min output.
The full-color touch screen main controller, GPS and cell modem must be in a
lockable weatherproof box.
The controller will be able to connect by cell network to allow full
function/programming of message board remotely from a computer and/or smart
phone. All required software and hardware are to be included for as long as City of
Holland owns the message board with NO additional monthly or yearly service cost.
Unit must be able to easily add (just plug in and play) a radar speed monitor and traffic
data collector package system if the City of Holland chooses to add in the future.
Complete set of operation, parts, and service manuals for each unit.
INCLUDE AS AN OPTION, to add the radar speed and Traffic data collector package
including all software and hardware. If there is an additional yearly annual service cost
for this option, include that cost in the line below the option. Additional battery
capacity, add battery box with 4 additional lead acid batteries 6-volt 800AH.

B I D F O R M
CITY OF HOLLAND
Purchasing Office
________________
Date of Bid
Purchasing Office
270 S. River Avenue
Holland, MI 49423
We, the undersigned, being familiar with specifications and conditions for bidding, propose to
furnish vehicles/equipment, in accordance with said specifications, and submit a bid therefore
as follows:
(2) Full Matrix Message Board trailers $_____________
Option for Radar/Traffic data collector system for 2 units $_____________
Addition annual service cost for the optional radar/data collector system $_____________
Optional additional battery capacity (4) with enclosed weatherproof box. $_____________
Make & Model _______________________________
Year _______________________________________
Delivery Date ________________________________
This bid is net, F.O.B. - and includes any and all costs associated with furnishing and
delivering the vehicle/equipment as specified.
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 effect 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
(2) 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.
(3) 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.
(4) 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.
(5) 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"