2025-10-28 Toyota Tacoma Bid.pdf

October 28, 2025

TO: PROSPECTIVE BIDDERS

RE: New Vehicles – Truck Bid

The City of Holland will receive sealed bids from prospective bidders to furnish and deliver (1) 2026 4x4 Hybrid Toyota Tacoma 4 door pick-up truck with a 6’ box for use by the Motor Pool.

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, November 10, 2025 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 “Hybrid PICKUP VEHICLE 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Bids are to be irrevocable for a period of thirty (30) days from the date of the bid opening and shall not be withdrawn, modified or altered after the bid opening.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 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 2025 model year vehicles. 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 and Mark Groenheide, City of Holland 616-299-7041.

Specifications for (1), 2026 Hybrid Toyota Tacoma 4X4 4 door cab w/ a 6’ box Pickup To be used by the Motor pool

Truck: 2026 4X4 Toyota Tacoma Pickup with 4 door cab and a 6’ box

Engine: Hybrid w/ EFI gas engine

Transmission: Automatic

Differential: Limited Slip or Electronic Locking Differential

Suspension: Heavy duty with Min 4000 lbs tow capabilities

Chassis: 4X4 with Locking Front Hubs and Electronic Transfer Case Switch. (Shifting on the Fly) To include a Skid Plate Package

Tires: Minimum; 16” All-Terrain (5) w/painted wheels – To include full Spare tire and wheel.

Exterior: Bumpers, XL Value Package Chrome Front and H.D. Rear Step Power Mirrors Moldings – Tailgate and Box Rail Box – Spray-in Bed Liner – Factory installed, Rhino, Line-X or approved Equal Splash Guards/Mud Flaps and full length Cab Steps

Interior: Color to be Red Air Conditioning Power windows, Locks, Power/Heated Mirrors, and Remote Keyless entry Tinted Safety Glass Gauges for Instrumentation Seats, 40/20/40 Cloth Vinyl Flooring AM/FM Clock Radio with SYNC/Blue Tooth Technology Rear View Camera Integrated Trailer Brake Controller Up fitter Switches if available Keys – Extra for a total of Three (3) Keys

Electrical: Twelve (12) Volt System Extra-Extra Heavy-Duty Alternator 110v/400W Outlet

Color: Gray Exterior is to be picked from the Dealers standard color chart Interior is to be black or darkest color available

Trailer Hitch Class IV Hitch with Pollak 7-Way RV OEM REP

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, in accordance with said specifications, and submit a bid therefore as follows:

One Hybrid 4X4 Toyota Tacoma PICKUP for motor pool

NET BID: $________________

Make and Model_____________________________ Year______________________________________ Delivery Date_______________________________

Gas ICE option 4X4 Toyota Tacoma pickup for motor pool

NET BID $_________________

Make and Model______________________________ Year________________________________________ Delivery Date__________________________________

This bid is net, F.O.B. - and includes any and all costs associated with furnishing and delivering the vehicles 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 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”