Project Information

Bid Title

Mechanical Services Bid - HVAC service and repairs

Issuing Agency

City of Holland

Location

Michigan

Published Date

Feb 23, 2026

Closing Date

Mar 9, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Mechanical Services Bid - HVAC service and repairs
Category:	Bids, RFPs and RFQs
Status:	Open

Description: February 23, 2026 TO:         PROSPECTIVE BIDDERS RE:     MECHANICAL SERVICE BID – HVAC SERVICE AND REPAIRS CITY HALL, POLICE DEPARTMENT, TRANSPORTATION CENTER, AIRPORT TUNNEL, CIVIC CENTER, AND OTHER BUILDINGS. The City of Holland will receive sealed bids from prospective bidders to provide service for various departments’ mechanical systems. 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. on Monday, MARCH 9, 2026, at which time they will be publicly opened and read. You are invited, but not required, to attend the bid opening. Bids must be on the “BID FORM” provided and be submitted in a sealed envelope that is plainly marked “Mechanical Services Bid”. All bids are to be net, F.O.B. – Holland, Michigan Publication Date/Time: 2/23/2026 3:00 PM Closing Date/Time: 3/9/2026 11:00 AM Related Documents: 2026-02-23 Mechanical Services Bid 2026.pdf

Attachment Preview

February 23, 2026

TO: PROSPECTIVE BIDDERS

RE: MECHANICAL SERVICE BID – HVAC SERVICE AND REPAIRS

CITY HALL, POLICE DEPARTMENT, TRANSPORTATION CENTER, AIRPORT TUNNEL,

CIVIC CENTER, AND OTHER BUILDINGS.

The City of Holland will receive sealed bids from prospective bidders to provide service for

various departments’ mechanical systems.

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. on Monday, MARCH 9, 2026, at

which time they will be publicly opened and read. You are invited, but not required, to attend

the bid opening.

Bids must be on the “BID FORM” provided and be submitted in a sealed envelope that is

plainly marked “Mechanical Services 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shall not be withdrawn, modified, or altered after the bid opening.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/HBPW 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

Finance Director

(616)355-1377

City of Holland Mechanical Services Bid

Scope of Work

The City of Holland is seeking bids from Mechanical/HVAC Contractors to provide hourly rates

for service work to be done throughout the entirety of all City of Holland managed property,

including but not limited to City Hall, Transportation Services, Public Safety, Parks buildings,

and other facilities. This contract will be for a period of three years from the time it is

awarded, with a two-year option to renew. It is intended that all Mechanical/HVAC service

work needed by the City of Holland, other than project work that is specifically bid, be handled

under this bid structure. All bidders must show evidence of proper licenses and insurance.

The contractor shall provide a cost for Labor and Materials that is all inclusive (i.e. no

additional fuel surcharges, truck fees, etc). In the unusual event specialized equipment is

needed for a project, written approval must be obtained advance. The contractor also must

specify if there is a minimum fee for services rendered including Emergency Service calls.

The contractor shall include any up-charge percentages (markups), if any, that the City of

Holland may incur on materials purchased by the contractor. The City of Holland reserves the

right to purchase materials directly from its suppliers if favorable to the City as determined by

the City of Holland.

The City of Holland reserves the right to seek sealed bids on larger projects, as deemed to be

in the interest of either party, but most mechanical service work in all departments and all

properties is intended to be included in the scope of service requested in this bid.

The contractor is responsible for acquiring all needed and appropriate permits for work to be

completed, if necessary, at the City of Holland’s expense (without markup).

The contractor shall supply for bidding purposes a cost for the following:

• Regular business hours’ fee (7am-5pm, Monday –Friday)

• Overtime (Outside of the above-mentioned hours)

• Emergency work- This is work that has been determined that needs to be immediately

addressed. Contractor shall be able to respond within two (2) hours from time of

call.

• Materials markup percentage (if any)

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.

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. Payment and performance bonds are required for this contract in an amount to be

specified by the City based on the projected total amount of the contract.

Background checks

Due to the significance of security and sensitive items located at the Police Department, only

approved contractors will be allowed into the building, unescorted. All contractors that work in

this building will be subject to background checks, fingerprinting, and required to file a security

awareness form, all of which will be completed at the Holland Police Department prior to

commencing work.

CITY OF HOLLAND

GENERAL CONDITIONS

• Scope of the Work

The work shall consist of providing HVAC repair service and limited testing or inspections

to the mechanical systems upon request as described in the attached specifications.

• Conditions:

Compliance with section 608 of the “Clean Air Act” and amendments is mandatory.

• Inspection of the Premises

All contractors, prior to submission of their bid, shall inspect the premises. The submission

of a bid shall constitute acknowledgment by the contractor that he has familiarized himself

thoroughly with all phases of the contemplated project. Personnel will be available to

provide additional information or, by appointment, to accompany any interested contractor

on a site inspection of each site. An appointment for a meeting or an inspection at any of

the City of Holland facilities may be made by calling Chris Twork at 616.836.2036.

• Quality of the Work

All work shall be subject to inspection by each department and shall meet recognized

standards of good workmanship. Unacceptable work shall be promptly removed and

replaced by the contractor at his expense with no additional costs incurred by the City.

• Building Information

The following list contains some of the typical equipment utilized and found at City of Holland

Facilities, however, is not exhaustive.

o Heating boilers

o Rotary chiller systems

o Cooling towers

o Exhaust fans

o Air handling units with motors

o VFD’s

o Multi gas detection systems

o Hydronic snowmelt systems and radiant in-floor heating

o Domestic water system

o VAV control boxes

o Energy recovery units

o Lighting automated systems

o Ice tanks

o Universal control modules

o Thermostats

o MUA’s

o ERU’s

o Unit heaters

o Pumps

o Shooting range exhaust fans and drives

o Hot and cold-water systems

Commodity Codes

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

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