IFB 27-11 Supply of Bulk Salt and Brine.pdf

IFB 27-11: Supply of Bulk Rock Salt & Liquid Brine Solution

Date: September 3, 2026

Invitation for Bid (IFB) 27-11: Supply of Bulk Rock Salt and Liquid Brine Solution

Due date for receipt of Bids: Tuesday, September 22, 2026 at 2:00 pm. Late bids will not be considered.

Columbia Association (CA) is seeking bids for the supply and delivery of bulk rock salt and liquid brine solution for the 2026-2027 winter season. All products supplied must meet or exceed ASTM Specification D 632, as applicable. Delivery shall be made to the CA Community Operations Center located at 9450 Gerwig Lane Columbia, Maryland 21046. Based on seasonal weather conditions, CA typically uses approximately 200 to 300 tons of bulk rock salt and 12,000 gallons of liquid brine solution per year.

Bulk rock salt and liquid brine solution shall be supplied to CA on an as-needed basis and delivered to the CA Community Operations Center. The quantities stated in this IFB are estimates only and do not guarantee any minimum or maximum purchase volume under the resulting contract. Pricing must include all applicable State of Maryland sales tax and delivery charges, as indicated on the Pricing Schedule Bid Form.

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

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. Oral, telephonic and facsimile bids will not be accepted.

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

The contact person for this IFB is Jeri Baker at (410) 715-3128 or via email Jeri.Baker@ColumbiaAssociation.org.

Upon award, CA will email Contractor to schedule amount of bulk rock salt and liquid brine solution needed per delivery. Upon award Contractor shall provide CA with contact information (email and telephone) for scheduling bulk rock salt and liquid brine solution deliveries. Delivery shall be made to the CA Community Operations Center within 48 hours of CA’s request for delivery. In the event the requested product is not available within that timeframe, the Contractor shall notify CA immediately and provide the earliest available delivery date.

https://vendors.planetbids.com/portal/77636/portal-home mailto:Jeri.Baker@ColumbiaAssociation.org

Ethics in Procurement:

By submitting a bid, the Supplier agrees to adhere to CA’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 Suppliers seeking business or engaged in business transactions with CA. 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 Supplier to do business with CA 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 Bids 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 a copy of your certificate if you are certified with any of these governmental agencies.

Sustainability:

CA 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.

Term:

The initial term of the contract shall be October 1, 2026 through September 30, 2027. This contract may be renewed for four additional one-year periods upon mutual agreement of both parties. Pricing shall remain firm for the initial contract term. For any renewal term, pricing may be adjusted upon mutual agreement of the parties based on the percentage change in the Consumer Price Index (CPI), provided that any increase shall not exceed three percent (3%) for any renewal period. Any requested price adjustment must be submitted in writing prior to the start of the applicable renewal term and must include supporting documentation.

Contract Award:

CA reserves the right to award the Base Bid – Bid Item #1 only, or to award the Base Bid – Bid Item #1 together with Bid Add Alternate #1, based on budget availability, operational needs, and the best interests of CA, as determined at CA’s sole discretion. Bid Add Alternate #1 will be evaluated using the unit prices and estimated quantities provided in the Pricing Schedule Bid Form.

CA intends to evaluate bulk rock salt and liquid brine solution as separate bid items and reserves the right to award each item independently. CA reserves the right to make awards to multiple vendors for the same item to ensure adequate supply, competitive pricing, and continuity of service during winter weather events.

Bidders may submit pricing for one, multiple, or all bid items. Failure to bid on all items will not be cause for rejection of the bid.

Invitation for Bid (IFB) 27-11: Supply of Bulk Rock Salt & Liquid Brine Solution Pricing Schedule

Columbia Association (CA) is seeking bids for the delivery of bulk de-icing rock salt and liquid brine solution for the 2026–2027 winter season. All products supplied must meet or exceed ASTM Specification D 632, as applicable. Bidders shall provide unit pricing per ton for bulk rock salt, based on a 20-ton dump truck delivery, and unit pricing per gallon for liquid brine solution, based on a 2,500-gallon delivery. All deliveries shall be made to the CA Community Operations Center, located at 9450 Gerwig Lane, Columbia, MD 21046.

All pricing must be submitted on the Pricing Schedule provided below. Failure to submit pricing on the Pricing Schedule may result in your bid being removed from consideration. Prices shall be quoted FOB Destinationand must include all applicable State of Maryland sales tax, delivery charges and the estimated number of days required for delivery, as indicated in the Pricing Schedule. The quantity of product supplied under this contract willl be determined by the winter weather conditions during the contract season.

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. The undersigned hereby certifies that bidder has examined and fully comprehends the requirements and intent of the IFB specifications and any addenda.

BASE BID - BID ITEM #1 Bulk Rock Salt Price Per Ton $

Sales Tax (6%) $

ESTIMATED DELIVERY

TIME:___________# of Days

Delivery Cost $

Total: $

BID ADD ALTERATIVE #1 Liquid Brine Solution Per Gallon $

Sales Tax (6%) $

ESTIMATED DELIVERY

TIME:___________# of Days

Delivery Cost $

Total: $

Federal Tax Identification Number: ________________________________________________________________

Firm Name: __________________________________________________________________________________

Address: ____________________________________________________________________________________

Authorized Person: (Printed) _____________________________________________________________________

Authorized Signature: __________________________________________________________________________

Title: __________________________________________________________ Date: _______________________

Phone 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

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

Procurement@columbiaassociation.org.

Title: Supply of Bulk Rock Salt and Liquid Brine Solution

Solicitation Number: 27-11

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/bid 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 : _________________________________________________________________________________