Queen Anne's County Department of

Parks and Recreation

ADDENDUM 1:

Solicitation BPM #057808

Tree Planting: Centreville YMCA

1945 4H Park Road Centreville, Maryland 21617

July 1, 2026

Electronic Bids Due

Wednesday, July 22, 2026 by 1:00pm Local Time

Queen Anne’s County, Maryland Page 2 of 14 Tree Planting: Centreville YMCA – Addendum 1

ADDENDUM 1

July 16, 2026

This addendum is hereby made part of the Procurement and Contract Documents for the above-referenced project and is being issued to modify, explain or correct those documents.

I. ADDITIONAL DOCUMENTS:

1. Revised_Invitation_to_Bid_071626.pdf

2. Pre-bid Meeting Sign-in Sheet.pdf

3. YMCA_Construction_AsBuilt.pdf

4. Revised_Planting_Plan_071426.pdf

5. Revised_Planting_Plan_Detail_071426.pdf

6. Revised_Bid_Form_071626.pdf

II. QUESTIONS

1. Is an irrigation well available at the site?

Response: No. However, the Town of Centreville which operates its own water and wastewater treatment facilities has invited bidders to inquire about using its metered water access point on South Commerce Street in Centreville. Inquiries should be made to: Clifford

“Kip” Matthews, cmatthews@TownOfCentreville.org or (410)758-1180 ext. 20 .

2. Will tree bags for watering trees be needed?

Response: The specifications do not dictate the Contractor’s means and methods for irrigating trees.

3. Will (private and public) utility locates be part of the Contractor’s responsibility?

Response: Yes.

4. What is needed as part of the Local Vendor preference process?

Response: The Local Vendor Bid Affidavit and a copy of the company’s SDAT registration must be submitted with the proposal.

5. Please clarify the retainage to be held by the County.

Response: The total retainage amount is 5% of the bid price. The Contractor is eligible to submit a pay application for up to 95% of the bid price upon completion of the Initial Phase

(and Initial Acceptance). The Contractor may later submit a pay application for up to 2.5% of the bid price (half the retainage) at Interim Acceptance and the remainder (2.5% of the bid price) at Final Acceptance.

6. What size trees require staking?

mailto:cmatthews@TownOfCentreville.org

Queen Anne’s County, Maryland Page 3 of 14 Tree Planting: Centreville YMCA – Addendum 1

Response: Per the Forest Conservation Plan, deciduous trees measuring over 1” caliper or 5’ in height (if evergreen) must be staked.

7. Has deer damage (rutting, antler-rubbing and browsing) been considered? Is deer damage considered an “act of God”?

Response: Contractors are urged to consider the potential for deer damage in cost-estimating their protection measures. The specifications do not dictate the Contractor’s means and methods for maintenance of healthy trees. However, damage related to pests, deer or drought shall not be considered an act of God.

8. Please provide a clarification regarding the size of evergreens; the measurement should be according to height, not caliper.

Response: A Revised Planting Plan dated July 14, 2026 may be found on the procurement websites clarifying evergreen height.

9. What do the forest protection signs need to be mounted on?

Response: Signage is now addressed in the Performance Specifications section, Part 12.

Forest Protection Plan and may be made of painted metal, steel or timber.

10. Has the County considered specifying more 1” trees for a more affordable and improved outcome? Specifically cornus and cercis species listed may perform better at this size and achieve greater savings.

Response: The Revised Planting Plan updated July 14, 2026 is to be followed.

11. Please clarify the local contractor or subcontractor percentage requirement.

Response: To be eligible for the local vendor preference during bid ranking, a local business organized in Queen Anne’s County and evidenced by their SDAT business listing, must execute 50% or more of the awarded contract value. Please consult the County’s procurement policy (Jan 2024 Update) for more guidance available at QAC.org .

12. Is the Contractor responsible for weeding the mulched apron around the trees during the maintenance phase?

Response: No. The YMCA will continue to arrange for routine landscaping services and may, if it chooses, instruct their landscaper to pull weeds by hand. No pesticide application will be permitted during the Establishment Period for trees. Should damage to trees due to mowing accidents occur, the Owner shall pay for the tree replacement on a case by case basis.

13. Is it possible to set up the schedule for the plants and mulch to be completed after the walking path has been installed?

Response: Yes. The County’s project team is aiming to complete the stone base of the trail prior to the Contractor’s arrival on the site to plant, mulch and irrigate. We are confident https://www.qac.org/DocumentCenter/View/24724/400-010-QAC-Procurement-Policy-202401?bidId= https://www.qac.org/DocumentCenter/View/24724/400-010-QAC-Procurement-Policy-202401?bidId=

Queen Anne’s County, Maryland Page 4 of 14 Tree Planting: Centreville YMCA – Addendum 1 that, should there be overlap between the Tree Planting Contractor’s work and the County team building the trail, we can cooperate so that tree installation is unimpeded.

III. CHANGES TO THE CONTRACT DOCUMENTS, SPECIFICATIONS, ETC.

1. The Invitation to Bid has been modified to

A. include details on the public bid opening location and virtual meeting link. Please refer to the Revised_Invitation_to_Bid_071626.pdf (See Item 6.5)

B. add the following language with Item 10: “Award of the Contract is subject to the availability of funds.”

C. See the Revised_Invitation_to_Bid_071626.pdf posted at the procurement websites.

2. The Instructions to Bidders has been modified as follows:

A. §7. CONTRACT TIME is replaced in its entirety as follows:

3. The Bid Form has been modified:

Please use Revised_Bid_Form_071626.pdf for your submittal.

The form now lists tree sizes according to deciduous (by caliper inches) or evergreen (by height in feet) species. Further, it specifies that “plant protection measures” (such as tree tubes or mesh) are considered included and shall not be priced separately from the unit price for plant stock.

7. CONTRACT TIME

The Work is to be conducted in three phases described in the Contract Documents.

The number of days within which the Work is to be completed (the Contract Time) is set forth here and in the Agreement. The “Initial Phase” of the Work shall be Substantially completed not later than 180 calendar days after the Notice to Proceed or the Start Date of

Construction, whichever is later. In no case shall Final Completion of the Work required for all phases exceed a total Contract Time of more than 1,110 calendar days from the Start

Date of Construction.

Queen Anne’s County, Maryland Page 5 of 14 Tree Planting: Centreville YMCA – Addendum 1

4. The sample Agreement has been modified as follows:

A. Article 3. CONTRACT TIME is replaced in its entirety with the following:

B. Article 5. PAYMENT, has been modified and now reads:

Article 3. CONTRACT TIME:

3.1 The Initial Phase of the Work will shall be Substantially Complete not later than 180 calendar days from the Notice to Proceed or the Start Date of Construction as determined by the Project Manager, whichever is earlier, in accordance with the

Contract Documents.

3.2 The Work including all phases will be completed and ready for final payment not later than 1,110 days following the date of Substantial Completion, in accordance with the Contact Documents.

3.3 Liquidated Damages: In the event that the Initial Phase of the Work is not

Substantially Complete within 180 calendar days from the Notice to Proceed or the

Start Date of Construction, whichever is later, or is not completed and ready for final payment not later than 30 calendar days following the date of Substantial

Completion, the Owner will assess and CONTRACTOR shall pay liquidated damage in the amount of $100.00 for each calendar day until Initial Acceptance is provided by the OWNER. or Final Completion whichever the case may be. Owner and CONTRACTOR agree that actual damage due to delay in completion would be difficult or impossible to ascertain at this time and that the amount of liquidated damages herein provided for is adequate as a measure thereof and not as a penalty or forfeiture.

3.3.1 In the event that the “Final Phase” of the Work is not Substantially

Complete within 1,110 calendar days from the Start Date of Construction

Notice to Proceed or is not completed and ready for final payment not later than 30 calendar days following the date of Substantial Completion, the

Owner will assess and CONTRACTOR shall withhold payment of all

Retainage held thus far and pay liquidated damage in the amount of $100.00 for each calendar day until Initial Acceptance is provided by the OWNER. or

Final Completion whichever the case may be. Owner and CONTRACTOR agree that actual damage due to delay in Final Phase completion would be difficult or impossible to ascertain at this time and that the amount of liquidated damages provided for is adequate as a measure thereof and not as a penalty or forfeiture.

3.4 OWNER and CONTRACTOR recognize that time is of the essence in this Agreement.

Therefore, the CONTRACTOR recognizes that the PROJECT MANAGER may hold any and all payments without interest or any other penalty if the CONTRACTOR is behind his schedule to complete the project on time. The CONTRACTOR shall also be responsible for paying all additional PROJECT MANAGER and inspection fees occasioned by the delay.

Queen Anne’s County, Maryland Page 6 of 14 Tree Planting: Centreville YMCA – Addendum 1

5. The General Conditions section has been modified as follows:

A. Article 1. Definitions now includes:

B. Article 4 §4.5 Surveying & Layout, now reads:

4.5 4.5 Surveying & Layout: The CONTRACTOR shall be responsible for all surveying and layout work. The County shall hire a surveyor to provide a construction-level stake out of the Forest Conservation Easement area at its expense.

SUBSTANTIAL COMPLETION - The date as certified by the PROJECT MANAGER when the construction of the Project or a specified part thereof is sufficiently completed, in accordance with the Contract Documents, so that the Project or specified part can be utilized for the purposes for which it was intended.

Article 5. PAYMENT:

5.1 CONTRACTOR shall submit applications for Payment in accordance with the

Contract Documents. PROJECT MANAGER will process applications for Payment as provided in the General Conditions and the Special Conditions Addendum.

5.2 Progress Payments: Once the Initial Phase of the Work has been completed and Initial

Acceptance has been issued by the PROJECT MANAGER, the CONTRACTOR may submit payment applications for up to 9 5% of the Bid Price. OWNER shall make progress payments on account of the Contract Price on the basis of CONTRACTOR'S

Applications for Payment as recommended by PROJECT MANAGER. All progress payments will be on the basis of the progress of the Work measured by the schedule of values submitted by the CONTRACTOR at the pre-Construction Meeting.

5.2 Retention: The OWNER shall withhold 5% of the total bid price until Substantial

Completion of the Interim Phase of the Project. Once the Interim Phase of the Work has been completed and Interim Acceptance has been issued by the PROJECT

MANAGER, the CONTRACTOR may submit payment applications for up to half of the Retention amount or 2.5% of the Bid Price.

5.3 Upon Final Completion (completion of the Final Phase of the work and Final Acceptance has been issued by the PROJECT MANAGER), the Contractor may invoice for the final

2.5% of held retention. Final Retention amount shall only be released upon approval of the

PROJECT MANAGER following Final Acceptance and completion of all Contract requirements.

Queen Anne’s County, Maryland Page 7 of 14 Tree Planting: Centreville YMCA – Addendum 1

6. The Special Conditions Addendum has been modified as follows:

A. Article 1, DEFINITIONS, “FINAL PHASE” has been modified and shall now read:

B. Article 1 - DEFINITIONS, “START DATE OF CONSTRUCTION” has been modified and shall now read:

C. Article 3 – PAYMENT §3.1 has been modified and now reads:

7. The Performance Specifications section has been modified as follows:

Continued on the next page

FINAL PHASE. The Final Phase of the Work extends from Interim Acceptance until

BOTH FCP survival metrics, measured over at least two full growing seasons and up to two full years (at the sole discretion of the Project Manager), are achieved AND all extended monitoring and maintenance for replacement trees AND all restoration requirements have been completed by the Contractor. Restoration of the site to its original condition shall be completed. A final report certifying survival of trees planted during and subsequent to the Initial Phase along with a detailed planting diagram by species shall be submitted by the Contractor to the Owner.

START DATE OF CONSTRUCTION. The date on which the Owner provides the

Contractor Notice to Proceed or any time between such Notice and October 15, 2026, whichever occurs earlier, determined at the sole discretion of the Project Manager. The project’s actual Start Date, and not the date of Notice to Proceed, shall be used when computing the Initial Phase of construction Contract Time of 180 days. The Start Date of

Construction is the date upon which the Contractor may mobilize on the site and begin construction activity.

3.1 Initial Phase Completion, Acceptance and Payment.

Once Initial Acceptance of the Work is provided by the Owner to the Contractor, the

Contractor may apply for payment of up to 95% (ninety-five percent) of the Contract

Price.

Queen Anne’s County, Maryland Page 8 of 14 Tree Planting: Centreville YMCA – Addendum 1

A. PART 1-GENERAL REQUIREMENTS §B. Summary of Work, now reads:

B. PART 1-GENERAL REQUIREMENTS §G. Project Phases & Components – 1.a, now reads:

C. PART 1-GENERAL REQUIREMENTS §G. Project Phases & Components – 1.d, now reads:

D. PART 1-GENERAL REQUIREMENTS §G. Project Phases & Components – 1.g, now

E. PART 5- PLANT INSTALLATION §l., now reads:

Continued on the next page

B. Summary of Work: The BASE BID for this contract includes the supply of healthy tree stock, site preparation, planting and establishment of trees including irrigation and staking according to the details found in the Forest Conservation Plan, protection and maintenance, annual monitoring and reporting for two full growing seasons after Substantial Completion of the Initial Phase and attainment of minimum survival percentages as required by the Forest Conservation Plan (FCP).

1.a. Provide submittals as detailed for review by the Owner following Notice to

Proceed.

1.d. Prepare, install, and stake or guy trees as called for the FCP.

l. Staking and guying: Per the FCP, “deciduous trees over 1” caliper and evergreen trees over

5’ height (unless otherwise waived by the Landscape Architect) shall be staked and guyed with minimum two 2”x2”x6’ hardwood stakes placed in stable soils. Guy trees within protective materials typically utilized in the industry.”

1.g. Initial Acceptance by the Owner for the Work completed under this phase is necessary before payment application for up to 95% of the bid price may be made by the Contractor.

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F. PART 5- PLANT INSTALLATION §n and o have been added, reading:

G. PART 6 -IRRIGATION SCHEDULE §c, now reads:

H. PART 10-FOREST PROTECTION PLAN §ii has been modified and now read:

Continued on the next page.

c. The Contractor shall provide water to plants following the schedule below for the first growing season to ensure success of the plantings.

Weeks 1 and 2 - Water 3 times per week.

Weeks 3 and 4 - Water 2 times per week.

Weeks 5 and 6 - Water once per week.

Weeks 7-12 - Check on plants every other week and water as needed.

Weeks 12 to the end of the growing season – The Contractor shall check on plants monthly. Water if there are more than 3 weeks of drought within a 4-week period.

ii. Signs are to be installed as delineated on the Forest Conservation Plan with spacing no further than 50 feet between signs.

n. Other protection measures such as tubes, HDPE mesh, or deer protection systems may be installed as determined by the Contractor to enhance survival but are not required. No additional payment shall be paid by the Owner for such measures.

o. No protection measures such as tree rings that may impeded the flow of stormwater shall be used. The Contractor shall submit for approval any protection measures beyond staking and/or guying plants before installation.

Queen Anne’s County, Maryland Page 10 of 14 Tree Planting: Centreville YMCA – Addendum 1

I. PART 10-FOREST PROTECTION PLAN §iii, iv and v have been added as follows:

J. The title for PART 11 has been modified as follows:

iii. Signs are to be installed as delineated on the Forest Conservation Plan with spacing no further than 50 feet between signs.

iv. The figure below prescribes the language for the signage and other required details:

v. Signs are to be installed such that the top of the signs shall not be mounted higher than 48” from the ground.

PART 11 – MAINTENANCE, MONITORING & REPORTING

Queen Anne’s County, Maryland Page 11 of 14 Tree Planting: Centreville YMCA – Addendum 1

K. PART 11 – MAINTENANCE, MONITORING & REPORTING, § b.iii has been modified and now reads:

L. PART 11 – MAINTENANCE, MONITORING & REPORTING, § c has been modified and now reads:

M. PART 11 – MAINTENANCE, MONITORING & REPORTING, § f has been added as follows:

N. PART 13– MEASUREMENT AND PAYMENT, § b and c have been modified and now

Continued on the next page.

iii. Replacement work, nursery stock, materials, stakes, tubes, other protection measures and irrigation and maintenance following replacement shall be included in Base Bid price under “Plant Replacement.”

c. Establishment Period begins upon Substantial Completion of the Initial Phase of the

Work and continues for two complete growing seasons (or up to two full years) unless excessive losses as described elsewhere further extend the Establishment Period to additional growing season(s).

f. The guidance as to maintenance of installed trees provided elsewhere in the Contract

Documents shall not preclude other methods of maintenance which the Contractor deems appropriate to maintain healthy, thriving plants through the end of the Establishment Period.

There is nothing to preclude the Contractor from planting additional trees beyond the minimum number specified to boost or attain minimum plant survival figures.

b. The Contractor shall adhere to the pricing supplied in the Bid Form.

c. Payment schedule and retainage shall conform to the schedule in the Sample Agreement, Article 5.

Queen Anne’s County, Maryland Page 12 of 14 Tree Planting: Centreville YMCA – Addendum 1

O. PART 14 – LANDSCAPE SCHEDULE OF SPECIES & PLANTING PLAN, §a has been modified and now reads:

a. The following plant list shall be used in lieu of that shown on the Forest Conservation Plan:

Queen Anne’s County, Maryland Page 13 of 14 Tree Planting: Centreville YMCA – Addendum 1

P. PART 15 - SITE ACCESS & RESTORATION, §d, i. has been modified and now reads:

IV. ERRATA

The numbering conventions in the Performance Specifications is incorrect in the original

Project Manual. The references above to changes in the text of the Performance

Specifications adheres to a corrected numbering convention and may not align with the those sections original Project Manual. No additional Parts have been added to the Performance

Specifications; only the Part numbering has been corrected.

V. NOTIFICATIONS

1. This addendum along with additional documents posted represents the only modification to the Solicitation and Contract Documents to date. Note: It is the bidder’s responsibility to check the solicitation sites to obtain addenda or other documents posted there prior to bidding.

2. Repeat note: Any advice shared orally shall hold no legal authority.

3. Note that the official Bid Form has been changed. Please use the Revised Bid Form now posted at the procurement sites: Revised_Bid_Form_071626.pdf

4. The bid opening is a public meeting to be held at 1:00 pm local time, Wednesday, July 22, 2026, as a “hybrid” meeting, both virtually and in person. Interested persons may physically attend the public bid opening or call in virtually with the credentials below.

Physical Meeting Location: Parks & Recreation Conference Room, 1945 4H Park Rd., Centreville MD 21617

Virtual link:

Microsoft Teams meeting link:

https://teams.microsoft.com/meet/25496875022853?p=jhFHZrQ22HzYJL1fWu Meeting ID: 254 968 750 228 53

Passcode: FD6Bi7WW

i. Removal of excess soil, spoil material, debris, trash, packaging materials, flagging, and other construction-related materials or object from the Project Site. Prior to

Final Acceptance of the Work, plant protection measures such as tubes, mesh, and deer protection material shall be removed from the Project site unless otherwise directed by the PROJECT MANAGER.

https://teams.microsoft.com/meet/25496875022853?p=jhFHZrQ22HzYJL1fWu

Queen Anne’s County, Maryland Page 14 of 14 Tree Planting: Centreville YMCA – Addendum 1

Need help? | System reference

Dial in by phone +1 443-819-0696,,871911745# United States, Bel Air

Find a local number Phone conference ID: 871 911 745#

If you require further information regarding the virtual meeting option or should you require accessibility accommodations, please contact beismeier@qac.org in advance of the meeting.

5. Repeat note: Please visit either of the posting sites below for updates on the status of the procurement or contact the procurement coordinator: BEismeier@qac.org in writing.

Solicitation Posting Sites:

emma.maryland.gov

Search: Tree Planting: Centreville YMCA or “BPM057808” and https://qac.org/Bids.aspx

Search: Tree Planting: Centreville YMCA

6. Submissions: Repeat note: Upload your electronic bid by the deadline at https://qacmd.seamlessdocs.com/ng/fa/YMCATrees

Use the link above to reach bid portal or enter the url above exactly as shown above in your browser.

The url address is case sensitive.

If you receive an error code, close the browser and try again. If you continue to have difficulty, please contact the procurement coordinator here before the bid due date and time:

BEismeier@qac.org.

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