27-14 Supply of Towels for Members of CA Sport and Fitness Facilities .pdf

IFB 27-14 Supply of Towels

Date: September 21, 2026

Invitation for Bid (IFB) 27-14: Supply of Towels for Members of CA Sport and Fitness Facilities

The Columbia Association (CA) invites vendors to submit bids for the supply of towels in accordance with the specifications set forth in this Invitation for Bid (IFB). The towels will be used by the patrons of the CA sport and fitness facilities. The successful bidder shall provide inside delivery to the three Columbia Association facilities listed below. All pricing shall be FOB Destination and must include all applicable shipping, handling, and delivery charges.

Columbia Gym Supreme Sports Club Columbia Athletic Club 6151 Day Long Lane 7080 Deepage Drive 5435 Beaverkill Road Clarksville, MD 21029 Columbia, MD 21045 Columbia, MD 21044

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

Each bid must be received as follows:

Submission Platform: PlanetBids e-Procurement System

Date: October 12, 2026

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

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

All interested vendors 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. Vendors 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.

Bids delivered by any other means will not be considered.

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

Ethics in Procurement:

By submitting a bid, the Bidder 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 Bidders 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 https://vendors.planetbids.com/portal/77636/portal-home

Bidder to do business with the Columbia Association whereby the employee or the employee’s immediate family will receive personal benefit.

Minority Business Enterprises:

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.

CA 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 bid or proposal a copy of your certificate if you are certified with any of these governmental agencies.

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.

Estimates made by the Columbia Association:

Any quantities or dollar values given by the Columbia Association as estimates or approximates, or as needs requirements, are given as a general guide for preparing the bid but are not guaranteed amounts. They represent the best estimate of the Columbia Association but are subject to increase or decrease. Any such variance will not change the unit prices to be paid for the product or services.

Economic Price Adjustment Price increases within the first 180 days of the contract period will not be considered. After the first 180 days the unit prices quoted herein are subject to price adjustment upward or downward in accordance with increases or decreases in prices announced by the manufacturer after the contract award, with the written approval of the Columbia Association. Prices may be increased to reflect actual cost difference only as may be incurred due to price increases from the manufacturer. The successful bidder must notify the Columbia Association of any announced manufacturer's price reductions and give benefit to the Columbia Association in a proportionate amount. Request for price relief shall be in writing to the Columbia Association. It shall include documentation from the manufacturer of the item to verify and justify such request for price increases. The Columbia Association reserves the right to accept or reject the request as may be determined to be in the best interest of the Columbia Association. If a requested price adjustment is rejected, the Contractor shall continue performance under existing pricing for a period not to exceed sixty (60) days while the parties negotiate an acceptable resolution.

Delivery:

All items purchased under this contract will be required to be shipped within 3-5 business days of order placement. All quoted prices shall be FOB Destination, and inclusive of all applicable shipping and handling charges. Quoted prices must remain firm for the first 180 days of the contract term.

Periodic orders will be placed for these products on an as needed basis. It is anticipated that towels will be ordered in quantities of fifty (50) dozen or more per order. Pricing shall be firm, and shall not vary by order quantity.

Award of Bids:

The award shall go to the lowest responsive and responsible bidder, unless the bid amount is unreasonable or Columbia Association determines that awarding the purchase is not in its best interest.

A bid may be rejected as non-responsive if it fails to conform to any of the essential requirements of an IFB, such as specifications, delivery schedule, or other material aspects. A bid may be rejected as non-responsive if it is submitted on any form other than the attached official forms. A bid may also be rejected as non-responsive if the bidder imposes conditions that modify the IFB or limit the firm’s liability.

“Responsible” means the bidder is capable of fully perform the contract requirements and has demonstrated integrity and reliability that assure good faith performance. If the Columbia Association determines that the bidder is not responsible, the bid will be rejected.

If the bidder fails to supply information, within the specified time frame, that the Columbia Association needs to be able to determine responsiveness and responsibility on a timely basis, the bidder may be deemed non-responsive or not responsible. Unless otherwise stated in the Special Conditions Section, the Columbia Association reserves the right to award in the aggregate or to make separate awards.

The Columbia Association reserves the right to waive minor informalities or irregularities in bids when reviewing bids for award.

Term:

The initial contract term will be November 1, 2026 through October 31, 2027. This contract may be renewed for four (4) additional one-year periods upon mutual agreement of both parties.

Payment Terms:

CA shall pay the selected vendor within thirty (30) days of receipt of a properly prepared invoice from the vendor, and acceptance of same by CA.

Specifications:

Firms must provide information regarding their ordering policies and procedures with their bid submission, to include any minimum order requirements. Typical orders for each facility will be 50 dozen or more. Pricing must include all applicable shipping and handling charges. Delivery must be made inside the specific location designated by CA. Delivery will be required within 3-5 business days of order placement. Bidders must provide manufacturer’s product specifications sheet for each bid item. Columbia Association reserves the right to reject products that do not conform to the specifications outlined in this IFB. Rejected products shall be replaced by the Contractor at no additional cost to CA.

Bid Item #1 Approximate Annual Qty. = 1,000 (One Thousand) Dozen

Wash Cloth 12 x 12

• White 16 oz. 12 X 12 size, 100% cotton Wash Cloth

Bid Item #2 Approximate Annual Qty. = 2,000 (Two thousand) Dozen

Towel 16 x 27

• White 3 lb. 16 X 27 size, 100% cotton towel

Bid Item #3

Towel 24 x 50

• White 10 lb. 24 X 50 size, 100% cotton towel

Bid Item #4: Alternate Item

Towel 24 x 50

• White 10.5 lb. 24 X 50 size, 100% cotton towel

Note: CA may purchase Bid Item #4 in lieu of Bid Item #3. CA will purchase Bid Item #3 OR Bid Item #4.

PRICING SCHEDULE:

IFB 27-14: Supply of Towels for Members of CA Sport and Fitness Facilities

All pricing shall be quoted FOB Destination, inclusive of all applicable shipping and handling charges. Freight must be included in the unit price, rather than as a separate charge. Inside delivery shall be made to the location specified by CA. All deliveries will be made within Columbia, Maryland.

** In addition to the pricing schedule, all bidders are required to provide a product specifications sheet for each bid item. Bidders shall also provide information regarding ordering policies and procedures, as well as information regarding return policies.

** Note: It is not required for firms to provide bid pricing for every item in order to be selected for bid award.

Bid Item Product Category Description

Approximate Annual

Quantity in Dozens

Product Number of Item

Bid Unit Price per

Dozen Extended Price to

CA

1 Wash Cloth

White 16 oz.

12 X 12

100% cotton 1,000 $ $

2 Towel White 3 lb.

16 X 27 100% cotton

2,000 $ $

3 Towel White 10 lb.

24 X 50 100% cotton

2,000 $ $

Subtotal $ State of Maryland Sales Tax (6%) $ Grand Total $

Alternate Item Pricing: Please provide the alternate pricing requested below, as CA may purchase Bid Item #4 in lieu of Bid Item #3.

Bid Item Product Category Description

Approximate Annual

Quantity in Dozens

Product Number of Item

Bid Unit Price per

Dozen Extended Price to

CA

Alternate

Item Towel

White 10.5 lb.

24 X 50

100% cotton 2,000 $ $

Subtotal $ State of Maryland Sales Tax (6%) $ Grand Total $

The bidder certifies that this bid is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a bid 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.

Federal Tax Identification Number: ______________________________________

Firm Name: __________________________________________________________

Address: _____________________________________________________________

Authorized Person: (Printed) ____________________________________________

Authorized Signature: _________________________________________________

Title: ____________________________ Date: _______________________

Phone No. _______________________ Fax No. ______________________

E-mail _________________________________________________________

CA recognizes Minority Business Enterprise (MBE) certification from the State of Maryland, Howard County, MD and the City of Baltimore. Indicate below if your firm is certified with any of these governmental agencies and provide a copy of your certification letter with your bid.

MBE Status:

Hispanic Owned African American Owned Asian Owned

Disabled Owned Native American Owned Female Owned

REFERENCES

List three (3) references that reflect similar towel supply contracts for fitness centers, health clubs, hotels, colleges, universities, or commercial laundry operations.

1.

Company Name

Address

Name of Contact

Telephone Number

Email Address

Contract Value (Annual)

Brief Description of Project

2.

Email Address

3.

Email Address

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 of Ronda Dematatis at: Ronda.Dematatis@ColumbiaAssociation.org

Title: Supply of Towels for Members of CA Sport and Fitness Facilities Solicitation Number: 27-14

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:

Vendor Name: _________________________________ Date: ________________________

Contact Person: _____________________________ Phone (_____) _______ - ___________

Address: ___________________________________________________________________

E-mail: ____________________________________________________________________ mailto:Michael.Bost@columbiaassociation.org