27-10 Long Term Capital Plan.pdf

Date: August 6, 2026

For The Attention of All Consultants:

Project: Long Term Capital Plan

Request for Proposals (RFP) No.: 27-10

The following sections contain information related to the above project and are provided to all prospective Consultants:

1. Request for Proposals This section contains the general description of the requested services; the time, date and location for submission of the proposal, and how inquiries may be made regarding the proposal.

2. General Instructions

This section contains the procedures for submitting, receipt, withdrawal and rejection of proposals and award of the contract.

3. General Conditions

This section contains the general conditions regarding the scope of services, payment, completion of work.

4. Scope of Services

This section explains in detail the type of services requested by the Columbia Association.

Included are the evaluation criteria that the award will be based upon.

5. Special Conditions

This section contains certain specific conditions, if any, that are required and changes, if any, to the general conditions. Included are the evaluation criteria that the award will be based upon.

RFP 27-10: Long Term Capital Plan

Section 1. REQUEST FOR PROPOSALS

RFP No.: 27-10

RFP Project Name: Long Term Capital Plan

A pre-proposal meeting will be held at 11:00 AM on August 18, 2026, via Microsoft Teams video conference. If you wish to participate, please email the name of your firm, attendee name(s) and email address to Michael.Bost@ColumbiaAssociation.org and a link to the meeting will be provided. Attendance at the pre-proposal meeting is strongly encouraged but is not mandatory.

Firms will be allowed the opportunity to ask questions at this time.

Each proposal must be submitted via Columbia Association’s PlanetBids e-procurement portal site. Proposals submitted must include the Pricing Schedule, any explanatory comments or materials, and other attachments as required.

Each proposal must be received as follows:

Submission Platform: PlanetBids e-Procurement System

Date: October 7, 2026

Time: At or before 2:00 P.M. EST

Vendor Registration URL: https://vendors.planetbids.com/portal/77636/portal-home

All interested Consultants must register on the PlanetBids portal in order to view bid documents and submit a response. Registration is free and can be completed by visiting the URL above.

Consultants are strongly encouraged to register and become familiar with the system well in advance of the submission deadline.

Late submissions will not be accepted. Please allow ample time for system registration, document upload, technical difficulties, unexpected delays and submission prior to the deadline.

Proposals delivered by any other means will not be considered. Oral, telephonic and facsimile proposals will not be accepted.

All questions regarding this Request for Proposals must be submitted through the PlanetBids e- Procurement System.

Section 2. GENERAL INSTRUCTIONS

PRE-SUBMISSION INFORMATION

Examination of Proposal Documents

Consultants must examine all of the RFP documents very carefully and must prepare their proposal after examination of the location and/or nature of the proposed work. The submission of a proposal indicates that the Consultant thoroughly understands all the terms and conditions, instructions, notices, and specifications of the proposal.

Assistance in Proposal Preparation

Columbia Association staff will not assist any Consultant or Consultant's agent in the actual preparation of the proposal.

Interpretation of Proposal Documents and Correction of Proposal Documents

All interpretations, clarifications, corrections, changes or other directions related to these requests will be provided in writing by the Columbia Association and sent to all prospective Consultants who obtained copies of the documents and information from the Columbia Association.

Extension of Proposal Due Date

The Columbia Association may extend the proposal due date at its option. If the date is extended, the Columbia Association will notify all prospective Consultants who have obtained copies of the proposal documents.

Response to Solicitations

In the event a Consultant does not submit a proposal on this solicitation, they should respond with an explanation as to why they were unable to do so. The return of a “No Proposal” is not considered a failure to respond.

PREPARATION and SUBMISSION of PROPOSALS

Received on or before the time, date and via PlanetBids e-Procurement Platform as specified in Section 1 of the RFP.

Fully completed by the Consultant, including all information requested and any attachments that may be required.

RECEIPT OF PROPOSALS

Each proposal must be submitted via Columbia Association’s PlanetBids e-procurement portal site. Proposals submitted must include the Pricing Schedule, any explanatory comments or materials, and other attachments as required.

WITHDRAWAL OF PROPOSALS

All proposals shall be valid for a minimum period of one hundred twenty (120) calendar days following the due date and time specified for receipt, unless otherwise stated.

LATE PROPOSALS, MODIFICATIONS AND WITHDRAWALS

If a Consultant submits a proposal, or request for withdrawal is made after the time set for receipt of proposals, the following applies.

• A late proposal, late modification or late request for withdrawal will not be considered.

• Any proposal or modification to a proposal received after the time set for receipt of proposals is late and will not be considered for award.

• Any request for withdrawal or request for modification received after the due date for proposals is late.

• A late proposal will not be considered for award.

• Exceptions to these rules may be made when a late proposal, modification, or withdrawal would have been timely but for the action or inaction of procurement personnel directing the procurement activity.

MISTAKES IN PROPOSAL

After receipt of Proposal, Columbia Association staff shall examine all proposals for mistakes. In cases of apparent mistakes, other than those involving extension of unit prices or other arithmetic errors, when Columbia Association staff has reason to believe that a mistake may have been made, staff shall request from the Consultant a verification of the Proposal. If the Consultant alleges a mistake, the matter shall be brought to the attention of the Director of Procurement. Such actions shall be taken prior to award.

The Director of Procurement is required to make the administrative determinations necessary in cases of alleged proposal mistakes. The authority permitting correction of proposals is limited to proposals which are responsive as submitted and shall not be used to permit correction of proposals to make them responsive.

If the Director of Procurement knows or has reason to conclude that a mistake in proposal may have been made, the Director of Procurement shall require the Consultant to confirm the proposal. Confirmation by the Consultant of the proposal will be requested when the proposal reflects either an obvious, apparent error on its face or the proposal amount is unreasonably lower than those of either the other proposals submitted or the Columbia Association’s estimate.

If the Consultant fails to respond to a request for confirmation of an apparent mistake within the time allotted by the Director of Procurement, the proposal may be considered as originally submitted or may be rejected as non-responsive at the discretion of the Director of Procurement.

If the Consultant alleges a mistake, the Director of Procurement shall advise him/her to support the allegation by statements concerning the alleged mistake and by all pertinent evidence, such as the Consultant’s file copy of the proposal, original worksheets and other data used in preparing the proposal, such as sub-consultant’s and supplier’s quotations, if any, published price lists, and any other evidence which will serve to establish the mistake, the manner in which it occurred, and the proposal actually intended.

Additionally:

• A determination may be made permitting the Consultant to correct his/her proposal if the Consultant requests permission to do so and clear and convincing evidence establishes both the existence of a mistake and the proposal actually intended. In lieu of proposal correction, the Columbia Association may permit a Consultant alleging a material mistake of fact to withdraw the proposal if there is reasonable proof that a mistake was made and the intended proposal cannot be ascertained.

• A determination may be made permitting the Consultant to withdraw his proposal if the Consultant requests permission to do so and clear and convincing evidence establishes the existence of a mistake. However, if the evidence is clear and convincing both as to the existence of a mistake and as to the proposal actually intended, a determination may be made to correct the proposal and not permit withdrawal.

• If the evidence does not warrant a determination under the two paragraphs above, a determination may be made by the Director of Procurement that a Consultant may neither withdraw nor correct his/her proposal.

• Any clerical mistake, apparent on the face of a proposal, may be corrected by the

Columbia Association prior to award, if the staff member has first obtained from the Consultant verification of what was actually intended. Examples of such apparent mistakes are: obvious misplacement of a decimal point, typographical errors, and mistakes in the designation of the unit of measure. Correction shall be reflected in the award document.

• After proposal receipt, Consultants shall not be permitted to delete exceptions to the proposal conditions or specifications, which affect price or substantive obligations.

• Nothing in this Section is intended to prohibit the Columbia Association from accepting a proposal correction resulting in a reduction in price from a Consultant after the proposal due date, provided that such reduction is not conditioned on or does not result in, the modification or deletion of any condition contained in the Request for Proposals.

AWARD OF CONTRACT

The award will be made to the Consultant whose proposal is most advantageous to the Columbia Association. Discussions after proposals have been opened are permitted to allow clarification and changes in proposals. Judgment factors may be used not only to determine if the service offered meets the required criteria, as stated in this RFP, but also to evaluate competing proposals. Thus, the quality of the service may be used as a trade-off against the price of the service and awards can then be made to the responsive and responsible Consultant whose proposal is most advantageous to the Columbia Association.

Failure to enclose and submit requested data or comply with the requests as stated herein may be cause for rejection of the proposal as non-responsive.

A proposal from a non-responsible Consultant may be rejected. “Responsible” means the Consultant is capable to fully perform the contract requirements and has demonstrated integrity and reliability that assure good faith performance.

If the highest ranked Consultant should fail to execute the contract or deliver any insurance certificates within the time specified:

1. The project will be awarded to the Consultant(s) ranked next under the evaluation criteria, who shall be required to fulfill all stipulations, or

2. The Columbia Association may reject all remaining proposals.

Columbia Association reserves the right, when reviewing proposals for award, to waive minor informalities or irregularities. The Consultant to whom the award is made will be notified at the earliest possible date.

Columbia Association reserves the right to reject any or all proposals, and to reject any or all optional items included in the proposal.

Section 3. GENERAL CONDITIONS

MINORITY BUSINESS ENTERPRISE POLICY

Minority Business Enterprises, Women Owned Business Enterprises and Disabled Owned Business Enterprises will be afforded equal opportunity to submit Bids or Proposals in response to this Procurement and will not be subject to discrimination on the basis of race, color, sex, or national origin in consideration for award.

Columbia Association will establish guidelines and document efforts to attain its goal to procure Twenty-Three Percent (23%) of the total dollar value in eligible procurements from MBEs, WBEs and DBEs.

CA recognizes Minority Business Enterprise (MBE) certification from the State of Maryland, Howard County, MD and the City of Baltimore. Please provide with your proposal a copy of your certificate if you are certified with any of these governmental agencies.

ETHICS IN PROCUREMENT

By submitting a proposal, the Consultant agrees to adhere to the Columbia Association’s policy on ethics in purchasing. This policy prohibits an employee and any immediate family member from receiving incentives, gifts, gratuities or favors of any kind from Consultants seeking business or engaged in business transactions with the Columbia Association. Neither the employee nor any of the employee’s immediate family had or will have involvement in or influence in any way the selection of a Consultant to do business with the Columbia Association whereby the employee or the employee’s immediate family will receive personal benefit.

SUSTAINABILITY

The Columbia Association is committed to the procurement of goods and services that have less detrimental environmental and social impacts than competing goods and services. IFBs and RFPs shall endeavor, to the extent possible, to specify sustainable goods and services, and at the same time consider the value received and benefit to the environment in return for the expenditure. Goods and services should, for example, be more energy efficient, conserve water, reduce the use of fuel, generate less pollution and toxins, use recycled materials, and/or minimize waste.

SPECIFICATIONS

All work must be furnished in accordance with the Scope of Services Section of the RFP.

PAYMENT

The Columbia Association will make payment after acceptance of the work and submission by the Consultant of a properly prepared invoice within thirty (30) days. Invoice shall be structured to have a line item for each phase of work with the appropriate amount assigned to that phase of work. The Consultant shall submit a monthly invoice, billing for that percentage of work completed. With each invoice, Consultant shall submit a detailed description of the work performed for which they are billing.

COMPLETION OF WORK

Upon award, Consultant must be prepared to complete and deliver the work within the time stated in the proposal.

USE OF DELIVERABLES

The Columbia Association shall have the right to use, reproduce, distribute, and rely upon all final reports, studies, presentations, financial models, and other project deliverables produced under this contract for its planning, budgeting, capital improvement, financing, procurement, and operational purposes.

TAX STATUS

The Columbia Association is a nonprofit corporation under the laws of the State of Maryland. Columbia Association is subject to the State of Maryland 6% sales and use tax.

TERMINATION FOR DEFAULT

If the Consultant fails to fulfill its obligations under this contract properly and on time, or otherwise violates any provision of the contract, the Columbia Association may terminate the contract by written notice to the Consultant. The notice shall specify the acts or omissions relied upon as cause for termination. All finished or unfinished work provided by the Consultant shall, at the Columbia Association’s option, become the Columbia Association’s property. The Columbia Association shall pay the Consultant fair and equitable compensation for satisfactory performance prior to receipt of notice of termination, less the amount of damages caused by the Consultant’s breach. If the damages are more than the compensation payable to the Consultant, the Consultant will remain liable after termination and the Columbia Association can affirmatively collect damages.

TERMINATION FOR CONVENIENCE

The performance of work under this contract may be terminated by the Columbia Association in accordance with this clause in whole, or from time to time in part, whenever the Columbia Association shall determine that such termination is in the best interest of the Columbia Association. The Columbia Association will pay all reasonable costs associated with this contract that the Consultant has incurred up to the date of termination and all reasonable costs associated with termination of the contract. However, the Consultant shall not be reimbursed for any anticipatory profits that have not been earned up to the date of termination.

CONFIDENTIALITY

Consultants should identify those portions of their proposals that they deem to be confidential, proprietary information or trade secrets and provide justification why such materials, upon request, should not be disclosed.

MARYLAND LAW

The laws of the State of Maryland shall govern the interpretation of the contract resulting from this RFP and enforced in any court of competent jurisdiction in Howard County, Maryland.

FEDERAL TAX IDENTIFICATION OR SOCIAL SECURITY NUMBER

The Columbia Association requires that all invoices be identified with the Consultants Federal Tax Identification number or Social Security Number.

Section 4. SCOPE OF SERVICES

BACKGROUND

Columbia Association (CA) is a nonprofit community services corporation that works in the service of Columbia, Maryland, a nationally recognized planned community that’s home to approximately 100,000 people and several thousand businesses. The mission of this unique organization is to enhance the quality of life for people living and working in Columbia. It has grown with the community into a multimillion-dollar operation that is integrated into nearly every aspect of Columbia life.

The CA team strives each and every day to enrich the quality of life in Columbia by cultivating meaningful experiences and providing unique opportunities in our community, all through the lens of responsible stewardship. CA is committed to offering a wide range of services, programs and facilities that prioritize inclusion, protect the environment and promote wellness in all aspects. CA owns and operates a comprehensive network of community facilities and amenities, many of which are free and accessible to anyone who wishes to utilize them. These spaces ensure we are respecting and protecting the environment while giving people of all ages and backgrounds a place to learn and grow. That includes:

● Three lakes and more than 40 ponds

● Nearly 3,600 acres of open space

● 165 tot lots

● 95 miles of pathways

● 23 outdoor pools

● An indoor swim center and Splashdown

● Three large fitness/recreation clubs

● Columbia Ice Rink, an indoor Olympic-sized facility

● Columbia Art Center

● Youth & Teen Center

● Two indoor tennis clubs, including the nationally-recognized Long Reach Tennis Club

● Three outdoor tennis clubs

● Two golf clubs

● SportsPark with mini-golf, batting cages, a skate park and picnic pavilions

In addition to managing these facilities and open space assets, which includes a large selection of classes, workshops, coaching and social leagues, CA provides a wide variety of programming across Columbia, including year-round events at the Downtown Columbia Lakefront, before and after school care, international and multicultural events and a variety of summer camps.

The Columbia community was founded on and continues to prioritize environmental stewardship, resource conservation, and the preservation of green space. Environmental Sustainability is one of CA’s four strategic focus areas. The Environmental Sustainability Focus Area advances CA’s leadership in protecting local ecosystems, climate change mitigation, watershed management, and promoting the efficient use of natural resources. Preserving and enhancing the quality of our environment provides important long-term benefits for our community. Clean air and water, vibrant natural ecosystems, and a stable climate are fundamental to human health and well-being. The overall goal of this focus area is to provide exceptional environmental stewardship within CA’s operations and to engage the broader Columbia community in this mission.

For additional information about Columbia Association, visit our website at ColumbiaAssociation.org.

PURPOSE

Columbia Association seeks a qualified multidisciplinary consulting team to develop a comprehensive 30-Year Facilities Strategic Master Plan evaluating existing facilities—many approximately 50 years old—and providing planned, financial, and programmatic recommendations addressing renovation, replacement, relocation, new construction, and decommissioning. The Master Plan shall establish a 30-year facilities vision and an actionable initial 10-year capital implementation plan supported by cost modeling.

Americans with Disabilities Act (ADA) accessibility considerations will be evaluated at a planning level to identify major barriers and cost drivers that may influence repair versus replacement decisions. This is not intended to be a detailed ADA compliance audit.

CA anticipates evaluation of approximately 56 facilities totaling approximately 700,000 square feet. Facilities will be categorized as major or minor during Task 1. Major facilities will receive full analysis; minor facilities may receive abbreviated review. The study should focus on CA’s built facilities and major recreational structures.

Natural assets such as lakes, ponds, pathways, and open space are not expected to receive facility condition assessments, though site context may be considered where relevant.

Consideration for new event programming facilities at CA’s major lakes shall be considered.

The ultimate objective of this effort is to provide CA leadership and the Board of Directors with a defensible, prioritized, and financially feasible roadmap for facility investment decisions over the next 30 years. The completed plan shall support strategic decision-making regarding asset preservation, modernization, accessibility improvements, operational efficiency, community service delivery, and long-term financial sustainability.

SCOPE OF WORK

Task 1: Project Initiation & Data Collection

Accurate baseline data and an understanding of organizational goals is critical to the success of this project. CA will provide a facility inventory list and approximate square footage during project initiation. Proposers should assume evaluation of approximately 56 facilities totaling approximately 700,000 square feet. The 30-year horizon is intended to guide strategic alignment and replacement cycles. It does not require speculative program forecasting beyond reasonable planning assumptions. CA will also provide key foundational documents including our strategic plan, annual reports, historical budgets, and other materials.

CA will provide available documents including:

Strategic Plan Recent capital and operating budgets Facility list and drawings where available Major renovation and recent capital improvement information Capital improvement plans Recent facility condition assessments (availability of documentation may vary by facility)

Scope Requirements:

Conduct kickoff meeting with leadership and stakeholders.

Review existing drawings, maintenance records, capital budgets, and prior studies.

Confirm facility inventory and asset lists.

Develop reasonable stakeholder engagement plan sufficient to validate program assumptions and project schedule.

Work Product:

Project work plan and schedule Data inventory summary Stakeholder engagement plan

Task 2: Existing Facilities Assessment

The Consultant should assume site visits for major facilities requiring condition assessment and strategic evaluation. Minor facilities may receive a desktop review or abbreviated assessment where appropriate (see attached spreadsheet for list of major and minor facilities). Detailed forensic engineering analysis is not required. Assessment shall support strategic-level repair vs.

replacement decisions.

ADA evaluation is intended to identify accessibility barriers and major compliance risks at a planning level. Detailed architectural compliance studies are not required, but recommendations shall identify significant accessibility improvements needed for long-term facility viability.

Scope Requirements:

General assessment of structural systems, envelope, and mechanical, electrical, plumbing (MEP) systems.

Identify and document code and ADA compliance gaps.

Evaluate functional adequacy.

Project remaining useful life and survivability.

Identify barriers to access including building entry, circulation, restrooms, service counters, and program areas.

Assess accessibility of site features such as parking, walkways, and entrances.

Work Product:

Existing conditions assessment summary Facility condition index calculations ADA accessibility barrier summary

Task 3: Program & Community Needs Forecasting

CA facilities and other community assets must adapt to the evolving needs of the community in the coming decades. This task will focus on developing a forecast for amenities to serve a changing community, an assessment of current programming infrastructure, and recommendations for infrastructure to serve the community in the future. Forecasting shall be strategic and scenario based. Precise long-range predictions are not required.

Scope Requirements:

Demographic and participation trend analysis Emerging program trend identification Adaptive-use evaluation Consultation with Community Programs and Services leadership Scenario modeling

30-Year demand forecast narrative Program-to-facility alignment matrix

Task 4: Community Engagement & Public Involvement

The Consultant shall design and implement a structured engagement process to gather meaningful input from residents, users, internal and external stakeholders, and community members regarding current facility use, unmet needs, priorities, and future opportunities. Public input shall directly inform facility planning recommendations, service assumptions, and long-term investment strategies.

Community engagement shall be considered a critical component of the project and a material factor in proposal evaluation. The Consultant shall assign qualified personnel with demonstrated public facilitation and survey experience. Community engagement shall be structured, inclusive, and actionable. The intent is not simply to collect comments, but to generate usable data that informs long-range facility planning decisions. Virtual, in-person, or hybrid formats may be proposed.

Scope Requirements:

Creation of a formal engagement approach.

Identify key stakeholder groups and target audiences.

Design and administer a statistically useful or broad-access community survey.

Conduct outreach to maximize participation across demographic groups.

Facilitate two (2) public community meetings, workshops, or town hall sessions.

Summarize community priorities, concerns, and emerging needs.

Integrate findings into forecasting, strategic options, and final recommendations.

Coordinate messaging and meeting materials with CA staff.

Community engagement plan Survey instrument and distribution strategy Summary of survey results Facilitation of two community meetings Community engagement summary

Task 5: Strategic Options Modeling

This is the core decision-making analysis comparing renovation, replacement, relocation, or decommissioning. Repair vs. replace modeling shall consider whether ADA compliance upgrades required for renovation materially affect lifecycle cost comparisons. Cost estimates are required for major facilities. Minor facilities may receive streamlined evaluation. All costs shall be identified as Rough Order of Magnitude (ROM) planning estimates only.

Scope Requirements:

Evaluate renovation, replacement, relocation options.

Provide ROM capital costs.

Provide facility lifecycle comparisons.

Evaluate operational and disruption impacts.

Repair vs. replace comparative matrix

Lifecycle cost summary Strategic recommendation narrative

Task 6: 30-Year Facilities Master Plan

This task defines the generational roadmap ensuring significant future investments align with long-term strategy. Future facility recommendations should consider universal accessibility principles that support inclusive community use over the long-term planning horizon. 30-year modeling may use industry-standard lifecycle assumptions and macro escalation rates. Precision beyond planning-level analysis is not required.

Scope Requirements:

Develop long-term replacement cycle map.

Establish future facility typologies.

Integrate sustainability (energy performance improvements, opportunities for energy efficiency, environmental stewardship alignment) and resilience principles.

Incorporate universal design principles into future facility typologies.

Identify opportunities to improve accessibility beyond minimum ADA compliance (e.g., aging).

Identify collaboration opportunities with Howard County, Howard Hughes, or other entities.

Identify opportunities for asset relocation or major asset expansion.

Incorporate CA-owned property as well as other commercial properties for potential acquisition and development.

Explore options for consolidation of amenities for efficiency.

30-Year facilities vision plan Portfolio replacement timeline ADA accessibility enhancement recommendations

Task 7: 10-Year Facilities Investment Plan

Convert the 30-year long-term strategy into executable near-term planning, engineering, and financing recommendations for the first decade. The detailed 10-year plan shall reflect financial capacity constraints and recognize facilities cannot be upgraded simultaneously.

Scope Requirements:

Recommend projects for Years 1–10.

Sequence projects to minimize disruption.

Develop ROM cost estimates with escalation assumptions.

10-Year facilities investment plan Budget summary tables

Task 8: Financial Modeling

Develop funding strategies, budget forecasts, and implementation plans that translate the master plan's strategic recommendations into financially actionable initiatives. Consultant shall evaluate current revenue generating options and financing strategies to facilitate capitalization and loan repayment over time. Financial projections should use reasonable escalation assumptions and planning-level modeling; detailed bond structuring is not required.

Scope Requirements:

Minimum viable funding scenario Optimal investment scenario Capital Reserve Fund forecasting Revenue optimization recommendations leveraging annual charge adjustments and membership fee structures.

Financial scenario report Capital reserve forecast

Task 9: Work Synthesis and Deliverables

The final product must support governance and decision-making. Materials must clearly distinguish between planning estimates and construction budgets and be suitable for approval and decision-making by the CA Board of Directors and senior staff.

Scope Requirements:

High-level synthesis of process and recommendations Visual comparison exhibits Presentation materials

Final Deliverables:

30-year Facilities Master Plan with detailed 10-year investment plan Accompanying foundational work products as attachments Presentation slide deck Participation in one (1) CA Board Meeting

CONTRACT TERM

The contract term shall commence upon execution of the agreement and shall continue until completion of all services, deliverables, and tasks described in this RFP. Consultants shall propose a project schedule and estimated timeframe for completion as part of their proposal submission. CA anticipates a project duration of approximately 9-12 months however, the final project schedule and completion timeline may be negotiated with the selected Consultant at the time of contract award.

PROPOSAL INTENT

Columbia Association (CA) is seeking proposals that demonstrate a clear understanding of both the strategic vision and technical requirements outlined in this RFP. Consultants are expected to provide a comprehensive, structured, and actionable proposal that clearly explains how the proposed solution will meet CA’s needs, how the work will be executed, what resources will be required, and what outcomes will be produced at each task.

Proposals should present a cohesive and integrated approach, not a collection of disconnected responses. The level of detail provided should allow CA to evaluate the Consultant’s ability to successfully deliver the project. Technical proposals shall not exceed thirty (30) single-sided pages in total length. The page limitation applies only to the Technical Proposal portion of the submission and is intended to encourage concise, focused responses.

The following items are excluded from the page limitation:

- Cover letter

- Table of contents

- Divider tabs

- Resumes

- References

- Cost proposal/pricing information

- Required forms and certifications

- Organizational chart

- Appendices specifically requested by Columbia Association

- Sample work products requested in the solicitation

Pages exceeding the maximum page limitation may not be evaluated.

PROPOSAL FORMAT

1. Executive Summary: Provide a concise executive summary (maximum of three pages) that demonstrates the firm’s understanding of the 30-year strategic nature of this project, including its long-term planning horizon and implications for capital investment and asset management. The summary should identify key risks and challenges associated with aging facilities, including but not limited to deferred maintenance, system obsolescence, data reliability, and lifecycle cost uncertainty. It should also outline the firm’s proposed strategic approach to conducting the work, including how findings will be translated into actionable long-range planning guidance. In addition, describe how the firm will balance technical rigor with long-term adaptability, ensuring that recommendations remain practical, scalable, and responsive to evolving operational needs. Finally, clearly distinguish this effort from a standard Facility Condition Assessment by emphasizing its broader strategic planning purpose, depth of analysis, and emphasis on long-term asset management decision-making.

2. Relevant Long-Term Strategic Planning Experience: Provide descriptions of at least three (3) comparable projects completed within the past five (5) years that demonstrate experience in long-term facilities strategic planning. Include projects involving multi-site facility portfolios, aging facilities, repair-versus-replacement analyses, long-range capital planning (30 years or greater), and phased implementation strategies.

For each project, provide the client name, project scope, facility portfolio, year completed, key outcomes, and client reference information. Include sample deliverables or executive-level summaries, if available.

3. Experience with Facility Condition Assessments and Asset Management: Describe your firm's experience conducting facility condition assessments and asset management planning for aging facilities. Include your approach to evaluating reinvestment viability, repair-versus-replacement decisions, lifecycle cost modeling, and long-term capital planning. Provide examples of how expansion capacity, adaptability, relocation, or decommissioning considerations were incorporated into prior projects. Include sample decision matrices, analytical tools, or deliverables, if available.

4. Proposed Planning Methodology: Describe your proposed methodology for developing the Long-Term Capital Projects Plan. Include your approach to data collection and validation, facility assessments, cost estimating, lifecycle modeling, scenario development, adaptive-use analysis, and repair-versus-replacement decision-making.

Explain how accessibility and ADA compliance considerations will be evaluated and incorporated into the long-term planning process. Include any tools, models, assumptions, or analytical frameworks that will be used to support recommendations.

5. Financial Modeling & Funding Scenario Capability: Describe your firm's experience developing long-term capital forecasts and funding strategies for facility portfolios. Include your approach to capital reserve forecasting, funding scenario analysis, escalation assumptions, and long-range financial modeling. Explain how your methodology supports decision-making under varying funding levels and priorities. Provide a sample capital forecast and describe any experience aligning facility plans with bond financing, grants, or other funding mechanisms.

6. Community Engagement Approach: Describe your proposed approach to engaging stakeholders and the community throughout the planning process. Include your methodology for public outreach, survey development and distribution, strategies to encourage participation across diverse demographic groups, facilitation of community meetings, and methods for documenting, analyzing, and incorporating public input into the final recommendations.

7. Assigned Staff Qualifications: Provide an organizational chart identifying the proposed project team and describe the roles and responsibilities of key personnel. Include resumes for all key staff, not to exceed two pages per individual, and confirm their availability for the duration of the project. Identify any subconsultants and describe their qualifications, roles, and responsibilities.

8. Proposed Schedule: Provide a detailed project schedule identifying major tasks, key milestones, critical path activities, project duration, and any dependencies that may affect completion. If a phased approach is recommended, describe the proposed phasing strategy and associated timeline.

9. Cost Proposal: Provide a lump-sum fee proposal for completion of the project, including a detailed breakdown by task, hourly rates for all personnel classifications, pricing assumptions, and fees for any optional services. Cost proposals will be evaluated based on overall reasonableness, completeness, and value in relation to the proposed scope of work and project approach.

10. Exceptions & Clarifications: Identify any exceptions to the Scope of Work, recommended modifications, assumptions, or potential risks that may affect the successful completion of the project. Proposers should clearly explain the rationale for any proposed changes and their potential impact on project scope, schedule, or cost.

PROPOSAL EVALUATION

The following guidelines shall be used in analyzing and evaluating this proposal. The Columbia Association reserves the right to accept other than the lowest priced proposal. A proposal analysis committee shall evaluate proposals. Interviews may be conducted as part of the evaluation process. Requests from Consultants for presentations or clarifications of portions of the proposals shall be considered. This committee shall prepare a summary evaluation with an objective ranking of the proposals.

The Proposal Analysis Committee shall evaluate each proposal in accordance with the following criteria:

Cost Proposal 40 Points

Relevant Long-Term Strategic Planning Experience 25 Points

Quality of Methodology 20 Points

Financial Modeling Experience 20 Points

Experience with Facility Condition Assessments 15 Points

Community Engagement Approach 15 Points

Assigned Staff Qualifications 15 Points

Schedule 10 Points

Total possible points 160 Points

EVALUATION PROCEDURE

Step 1 Evaluate and score each proposal in accordance with the stated evaluation criteria.

Step 2 Prepare a short list of Consultants, if necessary.

Step 3 Conduct Oral Interviews and request additional information, if necessary.

Step 4 Verify references.

Step 5 Select a Consultant and begin contract negotiations.

Section 5. SPECIAL CONDITIONS

The following Special Conditions shall apply to this solicitation and any resulting contract. By submitting a proposal, the Consultant acknowledges and agrees that these conditions are material requirements of the solicitation. Consultants shall clearly identify any exceptions taken to these conditions in their proposal. However, CA reserves the right to determine whether any exception is acceptable and may deem proposals non-responsive where exceptions materially conflict with CA requirements.

INSURANCE

The selected Consultant shall maintain the following insurance policies during the term of this Contract: Broad Form General Liability $1,000,000 combined single limit for property damage and bodily damage; Business Automobile $1,000,000 combined single limit for property damage and bodily injury; Worker’s compensation statutory limits; Umbrella of at least $1,000,000; and professional liability for errors and omissions in the amount of $1,000,000. Professional Liability should also include Cyber / Privacy Liability. All policies shall name CA as an additional insured and in the event that the Consultant receives from an insurer any notice of cancellation, non-renewal or any other modification of any of the insurance policies required under this contract, Consultant shall give written notice to CA within 24 hours of receipt of such document. Certificates of insurance evidencing such coverages are to be supplied to CA at the time of Consultant’s execution of the Contract. CA requires a Waiver of Subrogation for both General Liability and Workers Compensation.

KEY PERSONNEL

Key personnel identified in the proposal shall not be removed or reassigned without prior written approval from CA.

SUB-CONTRACTORS

Consultants shall identify all sub-contractors proposed for use under the contract and describe their responsibilities. Use of sub-contractors not disclosed in the proposal will require prior approval by CA. The Consultant remains fully responsible for sub-contractor performance.

OTHER INFORMATION:

1. The Consultant certifies that this proposal is made without any previous understanding, agreement, or connections with any person, Consultant or corporation making a proposal for the same project, without prior knowledge of competitive prices and is in all respects fair, without outside control, collusion, fraud, or other illegal action.

2. Columbia Association reserves the right to interview Consultants prior to final selection.

3. Columbia Association requires all invoices be identified with the Consultant’s Federal Tax Identification number or Social Security number.

PRICING SCHEDULE

Proposers shall submit pricing through the PlanetBids Vendor Portal in accordance with the pricing schedule provided. The pricing schedule shall include a single total lump sum amount representing the full cost to complete all services required under this RFP.

In addition to the PlanetBids entry, Proposers shall provide a separate detailed cost breakdown within their proposal submission, identifying fees by project task, along with hourly billing rates for all personnel classifications, pricing assumptions, and any optional services. The total lump-sum amount submitted in PlanetBids shall correspond to the total cost identified in the detailed cost proposal. In the event of a discrepancy, the amount entered in PlanetBids shall govern.

Task No. Description Fixed Fee

1 Project Initiation & Data Collection $

2 Existing Facilities Assessment $

3 Program & Community Needs Forecasting $

4 Community Engagement & Public Involvement $

5 Strategic Options Modeling $

6 30-Year Facilities Master Plan $

7 10-Year Facilities Investment Plan $

8 Financial Modeling $

9 Work Synthesis and Deliverables $

Total Price $

The Consultant shall also provide a schedule of hourly billing rates for all proposed personnel classifications for use in the event additional services beyond the defined scope are authorized by CA.

All costs shall be fully inclusive of labor, overhead, profit, travel, and all incidental expenses necessary to complete the Work. No separate reimbursement for expenses will be permitted unless expressly authorized in writing by CA.

COLUMBIA ASSOCIATION

NO BID RESPONSE FORM

In order to help us improve the quality of our solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. If you have chosen not to respond, please email this completed form to the attention to Procurement@Columbiaassociation.org

Title: RFP 27-10: Long Term Capital Plan

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

( ) Other commitments preclude our participation at this time.

( ) The subject of the solicitation is not something we ordinarily provide.

( ) We are inexperienced in the work/commodities required.

( ) Specifications are unclear, too restrictive, unreasonable, etc. (Explain in REMARKS section) ( ) The scope of work is beyond our present capacity.

( ) Doing business with the CA is too complicated. (Explain in REMARKS section) ( ) We cannot be competitive.

( ) Time allotted for completion of bid/proposal is insufficient.

( ) Time allotted for completion of work is insufficient.

( ) Start up time is insufficient.

( ) Insurance requirements are restrictive.

( ) Prior CA contract experience was unprofitable or otherwise unsatisfactory.

( ) Payment schedule too slow.

( ) Other:___________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Consultant Name: _________________________________ Date:

Contact Person: _____________________________ Phone (_____) _______ - ___________

Address: ___________________________________________________________________

E-mail : ____________________________________________________________________