2025-09-03 Zamboni Sponsorship RFP.pdf

REQUEST FOR PROPOSALS (RFP)

FOR ZAMBONI SPONSORSHIP AT THE NEW ICE PARK

FOR THE CITY OF HOLLAND

September 3, 2025

INTRODUCTION

The City of Holland (City) is requesting proposals for a Zamboni Sponsorship at the New Ice Park.

The project is anticipated to begin in 2025.

The City of Holland officially distributes RFP documents through the Michigan Intergovernmental Trade Network (MITN) website https://www.bidnetdirect.com/mitn/cityofholland and through the Bids and RFPs page on the City’s website www.cityofholland.com.

Proposals may be submitted electronically via the MITN website or by delivering a hard-copy submission to the City no later than 10:00 a.m. on September 25, 2025. Respondents accept all risks of late delivery of mailed proposals, regardless of fault. Submittals arriving after the deadline will not be considered. Hard-copy proposals (two copies) must be clearly marked “Zamboni Sponsorship Request for Proposals” and mailed or delivered to:

The City of Holland Attn: Lynn McCammon, Finance Director

270 S River Ave Holland, MI 49423

The City reserves the right to accept or reject any or all submittals, to waive any information or irregularities in any submittal, and to cancel or revise this request. This RFP does not obligate the City to pay any costs incurred by any respondent in the preparation of an RFP.

SCHEDULE OF EVENTS

Distribute RFP September 3, 2025 Responses Due (No Exceptions) September 25, 2025 (10 a.m.)

Phone Interviews Week of September 29, 2025 Recommendation Sent to City Council October 15, 2025 https://www.bidnetdirect.com/mitn/cityofholland http://www.cityofholland.com/

The City of Holland shall be the main point of contact for purposes of information concerning this RFP. Any formal requests for clarification, questions, or additional information regarding this RFP shall be submitted in writing or via email by the date indicated in the schedule of events.

The City of Holland Attn: Garrett Thelen, Assistant Director of Parks & Recreation

270 S. River Ave Holland, MI 49423 g.thelen@cityofholland.com

BACKGROUND

Through the Community Foundation of the Holland/Zeeland Area, the City of Holland received a generous donation of $1 million from retired educator Frank Kraai. Frank’s retirement dream has been to bring an ice-skating facility to Holland and for everyone to experience the joy of skating.

Since 1997, the City of Holland has explored potential locations and designs for an ice skating park through early visioning efforts and within the 2019 Parks and Recreation Master Plan.

Through further study, the City has identified Window on the Waterfront Park as the ideal location for the ice skating park. This park has a wide breadth of amenities, from flower beds, athletic fields, a boardwalk, the Sally Smoly Nature Playscape, and so much more. Now we are just months away from Frank’s dream becoming a reality and could not be more excited as we prepare to open the facility in late November 2025.

AUDIENCE INFORMATION

The Ice Park is expected to attract 30,000 skaters per season, with thousands of park-goers per week during the operating months. The space will be set up and operated as a family friendly atmosphere. The City of Holland will use this space as a way to maximize livability for our residents and build community.

SPONSORSHIP BENEFITS

As part of this RFP, the Ice Park is offering a unique sponsorship opportunity to feature your company’s logo (or a design of your choice) on the Ice Park Zamboni. This highly visible placement will be seen by thousands of visitors throughout the skating season, ensuring broad and consistent exposure for your brand. In addition to the wrap, the sponsorship includes 20 complimentary passes for open skate sessions as well as the opportunity to host a private company event at the Ice Park, creating both promotional value and a direct benefit for your employees, clients, or community partners.

https://www.cityofholland.com/483/Parks-Recreation-Master-Plan https://www.cityofholland.com/Facilities/Facility/Details/Riverview-Park-Window-on-the-Waterfront-18

USE OF FUNDS

Sponsorship funds will be directed exclusively to the operation and public benefit of the Holland Ice Park, including daily ice maintenance and resurfacing, staffing and safety services, utilities, and essential equipment upkeep. These dollars also help sustain community programming, such as learn-to-skate classes, family events, and open-skate sessions. Additionally, access initiatives that keep user fees affordable and enable occasional reduced-fee or free community skate days will also be supported. As needs arise, funds may be applied to minor site enhancements that improve the overall visitor experience. The City will track expenditures to ensure funds are used for the purposes described and will provide a seasonal recap of sponsored impacts upon request.

SPONSORSHIP VALUE

The projected value of this sponsorship is $81,000 over 3 years or $27,000 per year. The City is open to out-of-the-box proposals that would be an benefit to the sponsor awarded. Bids with a total value less than $50,000 will not be considered.

INFORMATION TO BE INCLUDED IN THE RFP

Bid Sheet

Please fill out the bid sheet below.

Company Overview

Provide a general overview of your firm including areas such as history, size, number of employees, number of locations, and any other additional information that creates an advantage for the City of Holland.

Logo

A pdf version of the logo that will be used on the Zamboni needs to be included.

Proposal

Provide a brief summary as to why you would like to take this sponsorship opportunity on and how your company would be a good partner to the City.

Insurance

The contractor shall agree to indemnify and hold 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 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, 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.

SELECTION CRITERIA

A team, formed at the City’s sole discretion, will review submittals for this RFP to evaluate the qualifications for each response. The City will select a shortlist of qualified respondents for phone interviews. Selection will be based on contribution, shared values with the department and the ability to collaborate with the City of Holland Team.

Bid Form City of Holland

City of Holland 270 S. River Ave Holland, MI 49423

Bid: $______________________ for __________ years

Add on:__________________________________________________________________________

Other Information:_________________________________________________________________

TOTAL NET BID VALUE $ __________________________ Date of Bid_____________

PLEASE ATTACH THE FOLLOWING DOCUMENTS:

1. Company Overview - Provide a general overview of your firm including areas such as history, size, number of employees, number of locations, and any other additional information that creates an advantage for the City of Holland.

2. Logo - A pdf version of the logo that will be used on the Zamboni needs to be included.

3. Proposal - Provide a brief summary as to why you would like to take this sponsorship opportunity on and how your company would be a good partner to the City.

4. Certificates of Insurance

This bid is net, F.O.B. and includes any and all costs associated with the project.

This bid is firm for a period of thirty (30) days from date of the bid opening and will not be withdrawn, modified or altered after the bid opening.

Name of Company_______________________________ Phone:___________________________

E-mail:_________________________________________

Name of Company Representative__________________________________________

Signature ____________________________

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 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”