Project Information

Bid Title

Request for Bids to replace 1 Heat Pump at the Holland Museum

Issuing Agency

City of Holland

Location

Michigan

Published Date

Mar 5, 2026

Closing Date

Mar 23, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Request for Bids to replace 1 Heat Pump at the Holland Museum
Category:	Bids, RFPs and RFQs
Status:	Open

Description: March 5, 2026 TO: PROSPECTIVE BIDDERS RE: Request for Bids to replace 1 Heat Pump at the Holland Museum The City of Holland will receive sealed bids from prospective bidders to supply all equipment, material, and labor to replace one heat pump at the Holland Museum, 31 W 10 th Street, Holland, MI 49423. The bids will be received at City Hall, 1 st Floor Finance Department, 270 S. River Ave., Holland, MI 49423 UP UNTIL 11:00am, Monday,  March 23, 2026. Bids must be on the form provided and must be submitted in a sealed envelope that is plainly marked “Holland Museum Heat Pump Replacement Bid”. Questions pertaining to the specifications, or requests to view the existing equipment, should be directed to David Hawley-Lowry, Holland Museum Facilities Manager, at (616) 915-6188 or For security reasons, you must enable JavaScript to view this E-mail address. Questions about the bidding process may be directed to Tricia Dreier at (616) 355-1330. Publication Date/Time: 3/5/2026 8:45 AM Closing Date/Time: 3/23/2026 11:00 AM Related Documents: 2026-03-05 bid for heat pump at Holland Museum.pdf

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March 5, 2026

TO: PROSPECTIVE BIDDERS

RE: Request for Bids to replace 1 Heat Pump at the Holland Museum

The City of Holland will receive sealed bids from prospective bidders to supply all equipment,

material, and labor to replace one heat pump at the Holland Museum, 31 W 10th Street,

Holland, MI 49423.

The bids will be received at City Hall, 1st Floor Finance Department, 270 S. River Ave.,

Holland, MI 49423 UP UNTIL 11:00am, Monday, March 23, 2026.

Bids must be on the form provided and must be submitted in a sealed envelope that is

plainly marked “Holland Museum Heat Pump Replacement Bid”.

Questions pertaining to the specifications, or requests to view the existing equipment,

should be directed to David Hawley-Lowry, Holland Museum Facilities Manager, at (616)

915-6188 or david@hollandmuseum.org Questions about the bidding process may be

directed to Tricia Dreier at (616) 355-1330.

Bid prices are to be firm. Once a contractor is selected the bid price shall be irrevocable for

60 days 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 based on

the total project cost. 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.

Tricia Dreier, Assistant Director

Community & Neighborhood Services

City of Holland

Matt VanDyken, Assistant City Manager

City Manager’s Office

City of Holland

CITY OF HOLLAND

GENERAL CONDITIONS

1. Scope of the Work

The work shall consist of the removal and replacement of existing heat pump unit #18.

This is a horizontal mounted, water-source heat pump with 8-ton capacity and 3-phase

electrical. The work shall include furnishing all necessary labor, parts and materials to:

• Remove heat pump #18 that serves the permanent gallery;

• Disposal / recycling of old equipment, ductwork, materials, etc;

• Supply and install a new 8-ton horizontal water-source heat pump with the same

specifications as the existing equipment; including all necessary piping, ductwork,

water lines, condensate connections, and electrical connections for the new

equipment;

• Disconnect and reconnect all controls & wiring including connection to the existing

duct-mounted smoke detector;

• Provide all labor and materials to connect the new equipment to the existing

Building Management System (BMS);

• Provide testing and verification of proper system operation;

• Programming the fan for continuous run operation;

• Perform a full system start-up and ensure new equipment is functioning as

designed including confirmation that connection with the BMS is set up correctly.

2. Quality of the Work

Mechanical, electrical and all other required permits shall be obtained by the contractor. All

work shall be subject to inspection by the Department of Community and Neighborhood

Services and shall meet recognized standards of good workmanship. Unacceptable work

shall be promptly redone by the contractor at his expense with no additional costs incurred by

the City.

3. Completion

All work shall be completed as soon as reasonably possible after the bid is awarded and

approved by City Council.

4. Payments

The contractor shall be paid the total contract price upon completion of the work and its

acceptance by the City; and after a sworn statement has been submitted by the contractor

that all bills for labor and material have been paid.

5. 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:

Commercial 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 $2,000,000, business

auto liability insurance in an amount not less than $1,000,000 each occurrence and

$2,000,000 aggregate, [professional liability insurance, if applicable, for $1,000,000 each

occurrence and $1,000,000 aggregate (if services contract)][ or; Pollution liability

insurance, maintained for no less than three (3) years after final completion of project for

$1,000,000 each occurrence and $1,000,000 aggregate (if construction contract)], and an

umbrella liability policy for no less than $4,000,000 each occurrence and $5,000,000

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.

CONTRACTOR BID SUBMISSION REQUIREMENTS

A. Each contractor will be given a bid estimation 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 estimation form. Vague estimates or failure to include all of the work on the

bid estimation 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 “Holland Museum

Heat Pump Replacement Bid”.

Request for Bids to replace Heat Pump #18 at the Holland Museum

Bid Specification Page

Contractor Name:

Business Address:

Phone #:

E-mail:

Contact Name & Phone #:

1. Removal & disposal of old equipment

$___________________

2. Installation of new HP 18 & connections

$___________________

Brand / Model of proposed equipment: _________________________________

3. Connection to building management system

$___________________

4. Any other anticipated costs or fees ____________________________________

Any other conditions or warranty information: _______________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Total Cost of Installation $_______________

______________________________

Signature of Bidder

Date of Bid__________________________

______________________________

Printed Name & Company

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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