IFB 27-13 Dorsey Hall Pool Renovations.docx

September 9, 2026

For The Attention of All Bidders:

Project: DORSEY HALL POOL RENOVATIONS

IFB No.: 27-13

The following information related to the above project is provided to all prospective Bidders:

1. Invitation for Bid This section contains the description of the specific project, the time, date and location for submission of the bid, and the Columbia Association representatives to whom inquiries may be made regarding the bid.

2. Special Conditions This section contains certain specific conditions, if any, that are required in the bid and changes, if any, to the general conditions.

3. Specifications This section gives the detailed specifications for this project to enable the vendor to submit a responsive bid.

4. General Instructions This section contains the procedures for submitting the bid, receipt, withdrawal, rejection and award.

5. General Conditions This section contains the general conditions regarding ethics, the specifications, estimates made by the Columbia Association, tax information, payment terms and completion of work.

6. Pricing Schedule and References This section is to be completed by the Bidders as to items that can be supplied and the bid prices for such items.

Section 1. INVITATION FOR BID

Project: DORSEY HALL POOL RENOVATIONS

IFB No.: 27-13

The Columbia Association (“CA”) is seeking bids for the furnishing of all labor, supervision, equipment, materials, and all associated work necessary for the renovations of the Main Pool at Dorsey Hall Pool located at 4649 Columbia Rd, Ellicott City, MD 21042. A pre-bid meeting will be held on September 17, 2026 at 9:00 AM at Pool location: 4649 Columbia Rd, Ellicott City, MD 21042. Bidders will be allowed to ask questions and inspect the work site at this time. Attendance at the pre-bid meeting is strongly encouraged but not mandatory.

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: September 25, 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.

Section 2. SPECIAL CONDITIONS

1. 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.

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

2. INTENT

The Columbia Association (“CA”) is seeking bids for the furnishing of all labor, supervision, equipment and materials, and the performance of all work necessary for the renovations of the main pool at Dorsey Hall Pool located at 4649 Columbia Rd, Ellicott City, Maryland 21042.

Generally, the scope of work includes the supply of all labor, supervision, materials, and equipment for the removal of existing pool paint and proper surface preparation; installation of a new plaster finish; installation of new trim and transition tiles; replacement and installation of main drain frames and grates; and installation of new tiled pool lettering; furnish and install new pool cover for the main pool as specified in the scope of work.

The anticipated time of performance is October 5, 2026 through October 30, 2026. Columbia Association reserves the right to adjust the start date based on contract execution and issuance of the Notice to Proceed. The Contractor shall provide sufficient labor, supervision, materials, and equipment to achieve final completion no later than October 30, 2026, unless otherwise approved in writing by CA.

3. BID STRUCTURE

Bid Item #1: Lump Sum Bid – Main Pool Renovations - Contractor shall provide a lump sum price to furnish all labor, supervision, materials, equipment, demolition, installation, surface preparation, plaster application, tile installation, drain frame and cover replacement, inlet fitting replacement, tiled lettering installation, leak detection services, and all associated work necessary to complete the main pool renovation as specified herein.

The Bidder shall provide, as part of its submission, a detailed Time and Material (T&M) cost breakdown identifying all labor classifications, hourly labor rates, estimated labor hours, material descriptions and costs, equipment usage and rates, subcontractor costs, applicable markups, and any other direct project-related expenses using the Bid Breakdown Format provided with Bid. The breakdown shall be sufficiently detailed to allow CA to evaluate the reasonableness and completeness of the proposed pricing. CA reserves the right to request supporting documentation for any proposed labor rates, material costs, markups, or other pricing elements. Failure to provide the required Time and Material breakdown may result in the bid being deemed non-responsive.

Section 3. SPECIFICATIONS

The products furnished under these specifications shall be new, unused, currently manufactured products.

Specifications provide a general guide as to quality, design and components necessary for the product to perform the function intended. Bidders may offer “or equal” products provided they specify in the bid what manufacturer and model is being offered. Bidders may offer substitutes subject to the provisions stated in the General Conditions Section and must submit complete descriptive literature with the bid. Any and all substitutions must be equivalent in quality, style and end use to those specified by the Columbia Association. Acceptability or rejection of any submitted item shall be the sole prerogative of the Columbia Association Scope of Work

Main Pool

· Pool size: 5,125 sq. ft.

· Perimeter: 335 ft.

· Depth: 3.5 ft to 11 ft

· Number of lanes: 8

The contractor shall provide all labor, materials, equipment, and services necessary to renovate the existing main pool, including:

· Drain & clean the pool

· Remove and replace coping, waterline tile, plaster (new plaster surface should be Diamondbrite/3M or an approved alternative).

· Install lane line cups at the level of the decorative tile band at all current locations in the main pool. The contractor shall also install a lane line cup 15-20 feet from the shallow end of the pool to create a developmental swimmer zone (DSZ). This DSZ lane line cup shall be installed between the staircase and the skimmer and verified by CA’s Project Manager.

· Install tile depth markers in the coping stones and in the decorative tile band in the main pool as required by COMAR regulations.

· Install tile “No Diving” markers in the coping stones and tile lines as required by COMAR regulations.

· Replace existing ladder steps with in-wall pool Steps. The Contractor shall remove the existing ladder steps and furnish and install new in-wall steps at five (5) locations within the pool. Each location shall include three (3) steps, for a total of fifteen (15) steps. Replacement steps shall be Pentair, white, Part No. 532-2010B (17”1/2x7”) or approved alternative by CA’s Project Manager and shall be installed in accordance with the manufacturer’s specifications and all applicable industry standards.

· Remove old in pool expansion joint caulk and prepare joints for caulking.

· Caulk all expansion joints using NP1 or Vulkem caulk.

· Plaster the pool with White Diamond Brite/3M, or alternative to be approved by CA. Surface preparation shall be in accordance with manufacturers direction. Thoroughly prepare the existing surface to properly receive the plaster and bond coating. This shall include cutting the existing surface and chipping away concrete from around fittings, lights, racing lanes and wall targets as necessary. It also includes a thorough inspection for and replacement of any unbound plaster. Upon completion of cleaning, apply a bond coat agent to the surface. Before installing plaster, Contractor will notify CA’s Project Manager to inspect the scratch coat. CA will be responsible to fill and cure the new plaster once the pool is full.

· Install new 2” X 2” transition tile. Color to be flat (matte) black tile.

· Replace main drain frames and covers with same or new VGB compliant covers (Lawson Part# MLDFGD1212WHT currently).

· Replace all floor inlet fittings and covers with Pentair adjustable floor inlet fitting.

· Replacement of inlets and drains must be to safety codes as required by the Health Department.

· All rails, ladders and other equipment must be reinstalled where necessary.

· The Contractor shall perform a dye test after the pool is filled and filtering. The dye test must indicate no visible leaks and be acceptable to CA's Project Manager.

· Prior to plaster application, the Contractor shall perform a pressure test of the pool piping system to verify integrity and identify any potential issues that may require further investigation. Upon completion of the pressure test, the Contractor shall provide a written report documenting the results. If the test indicates conditions that warrant corrective action, the Contractor shall submit an estimate for the necessary repairs. This estimate must include a breakdown of labor, materials, and any other costs associated with the repair. If the repair estimate is approved by CA’s Project Manager, a formal change order will be issued to proceed with the repairs. The change order shall outline the agreed-upon scope of work, schedule, and pricing. No repairs are to commence until the change order is approved.

· Installation of tiled pool lettering "Dorsey Search" in the new plaster surface as laid out by CA. “Dorsey Search” to be spelled out with navy blue 2” x 2” tile, 14 tiles tall, 9 tiles wide at the three (3) foot end of the pool, near the steps. Plaster in between the racing lanes in the floor. The required area and position of the tiles will be done by CA’s Project Manager prior to the plaster installation. See the below image from Phelps Luck Pool for reference.

· Contractor shall furnish three (3) pool covers for the Main Pool, Wading Pool, and Hot Tub. The pool covers shall be Merlin Industries Dura-Mesh II Green or Loop-Loc Mesh Safety Super Dense Mesh Pool cover or an approved equal. Each cover shall be custom manufactured to fit the existing pool configuration. Approximate surface area; Main Pool 6,009 sq. Ft. Wading Pool Wading Pool 1,484 sq, ft; Hot Tub 100 sq, ft, The Contractor shall be responsible for field verification of all dimensions, measurements, and required cutouts prior to fabrication and shall furnish all cover materials, anchors, hardware, and accessories necessary for a complete and operational installation in accordance with the manufacturer's recommendations. Any proposed equivalent product shall be submitted with the bid and shall be subject to approval by CA.

· Contractor shall install pool covers for the wading pool and hot tub upon completion.

1. Contractor shall note the following specifications for the coping stones and decorative tile band.

a) Federal Stone Industries DQ coping stone, standard color, and finish with COMAR required around the perimeter of the main pool as required by COMAR. Grout and adhesives to be chosen from manufacturer approved list using standard colors.

b) National Pool Tile, 6” x 6”, Navy Blue (M6766C) for tile band and COMAR required depth markers per manufacturer’s specifications. Grout and adhesives to be chosen from manufacturer approved list using standard colors to be chosen by CA.

c) Products furnished shall be new, unused, currently manufactured products.

d) Water mixing and curing shall be clean, fresh and free from injurious amounts of oil, acid, salt alkali, silt, organic matter, or other deleterious substances. (Supplied by CA)

e) Curing: The new surface shall be protected by filling the pool with water immediately after application or as directed by the manufacturer and shall be cured by CA.

f) Replacement of inlets and drains must be to safety codes as required by the Health Department.

g) Contractor shall install gray Vulkem, Sonneborn (NP1) or approved equivalent marine grade caulk designed for swimming pools between the pool deck concrete and the coping stones and between the pool deck and the skimmer pads to allow for expansion and contraction between dissimilar materials in accordance with manufacturer’s recommendations.

2. Contractor shall complete and provide with the bid the Contractor Project Reference form, provided in Section 6. CA shall verify the references prior to award.

3. Contractor shall verify all dimensions and site conditions prior to submitting a bid.

4. Contractor shall ensure that the pool facility is secured against trespassers at all times. Gates and doors shall only be left ajar long enough to allow Contractor’s staff to enter or exit the area.

5. Contractor must protect the areas of disturbance against access by people other than the Contractor’s work forces. Contractor is responsible for all OSHA and MOSHA requirements to protect staff and the public from the construction.

6. Contractor is hereby notified that all on-site staff performing work for this project must meet State of Maryland licensing requirements for apprentices and journeymen in their respective trades.

7. Contractor shall not employ on this project any staff who is listed on the Maryland State Sex Offender Registry.

8. Contractor shall have the following qualifications:

a) All applicable license(s) as required by the State of Maryland and Howard County. Copies of license(s) may be requested by CA.

b) All subcontractors shall have all applicable license(s) as required by the State of Maryland and Howard County. Copies of license(s) may be requested by CA.

c) Minimum of five (5) years of experience performing work similar in size and scope.

d) Subcontractors shall have a minimum of five (5) projects performing work similar in size and scope.

9. Contractor is responsible for all permits and fees associated with performing the work to completion.

10. Contractor is responsible for the submission and payment of fees for any necessary plan reviews to the Howard County health department.

11. Contractor shall provide a turnkey project. All labor, materials and subcontractor services are to be included with their submitted pricing.

12. Contractor is hereby notified that the following items shall be submitted to CA’s Project Manager within ten (10) calendar days of the Notice to Proceed:

a. Schedule of Values for all work to be performed

b. Construction Schedule with milestones for performance

c. Equipment and material submittals

b) Sub-contractor list with company name, staff contact name and contact information (telephone and/or email address)

13.Contractor shall provide all manufacturer warranties for products and materials utilized in this project and a minimum one (1) year workmanship warranty covering all labor, materials, and equipment furnished under this contract. Warranty repairs shall be performed at no cost to CA, including all parts and labor.

14. Contractor is hereby notified that there must be supervision on-site for all Contractor and subcontractor staff completing work for this project whenever work is occurring.

15. Contractor shall have access to electric service during the time of performance.

16. Contractor shall be responsible for coordinating with all utilities for shutdown of services prior to demolition and re-establishing services upon completion; contacting and coordinating with Miss Utility for utility marking; for repairing any utilities damaged during the course of the construction to a suitable working condition.

17.Contractor shall place dumpster and toilet facilities in the area noted by CA’s project Manager. Contractor shall protect the dumpster from dumping by others.

18 Contractor shall dispose of all construction related debris in accordance with all local, state and federal requirements and regulations. Contractor is strongly encouraged to recycle as much of the debris as possible. Contractor shall provide recycling manifests as evidence of recycling debris.

19. Contractor shall leave the facility in broom-clean condition during the time of performance at the end of each working day. Contractor may store materials on-site in a secured area agreeable to CA’s Project Manager. Contractor shall be responsible for the costs to create the secure storage area. At the end of the project, Contractor shall leave all areas disturbed during construction clean including but not necessarily limited to meaning free of dirt and debris, adhesive splatters, splashed materials from other surfaces, spots, stains, and smudges.

20. Contractor shall be responsible for all damages to hardscape, landscape or other site features as well as any damage to public or private utilities resulting directly or indirectly from or caused by the construction process or access to the site. Contractor shall return all areas of disturbance to original conditions or better.

21. Turf Restoration Contractor shall remove topsoil containing foreign materials resulting from Contractor’s operations including fuel spills, gravel, concrete and other construction waste. Grades that have been previously established shall be reestablished or, where applicable, grades shall be established in conformance with the drawings or other applicable specifications. Commercial topsoil of no less than 4 inches in depth shall be placed to establish final grades. Grade as needed to establish smooth surface and minimum grades. Agricultural lime containing at least 50% total oxides shall be applied to turf restoration areas at a rate of 80 pounds per 1,000 sq, ft, or at a rate determined by topsoil test recommendations. CA shall inspect the site to approve final grading and site preparation prior to installing seed or sod. Contractor shall submit receipts for topsoil, certified seed and certified sod. Unless otherwise specified, the Contractor shall restore all turf areas with seed. Contractor shall use a mix certified by the Maryland Department of Agriculture with 85% turf type fescue, 10% Kentucky bluegrass and 5% perennial ryegrass. Seed shall be applied at a rate of 8 pounds per 1,000 sq, ft,. Seeded areas shall be stabilized with Curlex erosion control blanket or approved equal. If approved by CA the Contractor may stabilize the seed with a 1” thick layer of clean straw. After installation of the seed the Contractor shall keep equipment and workers off the restoration area to the extent possible. Damage to planting beds and plant materials caused by the Contractor’s activities shall be restored to the original condition or better.

22. If plant materials are in the way of the Contractor’s work it is the Contractor’s responsibility to notify CA’s representative in advance. The Contractor shall take all reasonable steps to protect existing landscaping from damage. Damage to hardscape shall return all areas of disturbance to original conditions or better.

23. Bid, payment and performance bonds are not required for this solicitation.

Section 4. GENERAL INSTRUCTIONS

PRE SUBMISSION INFORMATION

Examination Of Bid Documents

Bidders must examine the entire Invitation for Bid (IFB) documents very carefully and must make their bid after examination of the location and/or nature of the proposed work. The submission of a bid indicates that the Bidder thoroughly understands all the terms and conditions, instructions, and specifications of the bid.

Assistance In Bid Preparation

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

Interpretation And Correction Of Bid Documents

Should a Bidder require an interpretation or clarification of any provisions of the bidding documents or related information provided by the Columbia Association, or believe that there is an ambiguity, error, inconsistency or discrepancy in these documents or information, the Bidder must notify the Columbia Association in writing at least 5 working days prior to the date set for receipt of bids.

A Bidder who fails to request any such interpretation or clarification waives any claim for additional cost or time spent addressing any ambiguity, error, inconsistency or discrepancy in any such documents or information which is found to have been apparent at the time of receipt of bids.

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

Extension Of Bid Due Date

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

Response To Solicitations

In the event a vendor does not submit a bid on this solicitation, the vendor should return the Pricing Schedule page with an explanation as to why the vendor is unable to do so. If a vendor does not respond to three consecutive bid invitations the vendor’s name may be removed from the Columbia Association’s master list. The return of the Pricing Schedule page with a “No bid” is not considered a failure to respond.

PREPARATION AND SUBMISSION OF BIDS

All bids must be:

Submitted electronically through the PlanetBids e-Procurement System using the official bid forms provided in the solicitation documents. Bids submitted on any form other than the official forms will not be considered.

NOTE: Bidders are especially advised to fill out the "Total Price" column in the official form so that the result of the bidding, barring possible arithmetic errors, will be known at once. Any errors in computation will be corrected during the bid evaluation process.

Submitted by authorized principals with the Bidder's full legal name clearly stated.

Fully completed, including all required attachments and forms specified in the IFB. All such documents must be uploaded and submitted through the PlanetBids portal.

Received electronically on or before the date and time specified in Section 1, via the PlanetBids e-Procurement System. Late submissions will not be accepted. Bids delivered by any other means, including mail, email, or in person, will not be considered.

MODIFICATION AND WITHDRAWAL OF BIDS

All bids shall be valid for a minimum period of ninety (90) calendar days following the date established for receipt of bids, unless otherwise stated in Section 4, “Special Conditions.”

Bidders may modify or withdraw their bids at any time prior to the bid submission deadline through the PlanetBids e-Procurement System. Bidders are responsible for ensuring that any modifications or withdrawals are completed and confirmed in the system before the deadline.

No modifications or withdrawals will be permitted after the bid due date and time.

LATE BIDS, MODIFICATIONS AND WITHDRAWALS

If a bidder submits a bid, modification, or request for withdrawal after the time set for receipt of bids, the following applies:

· Late bids, late modifications, and late withdrawal requests will not be considered. Any bid, proposal, or modification submitted through the PlanetBids e-Procurement System after the deadline is considered late and will not be evaluated or accepted for award.

· Any request for withdrawal or modification submitted after the deadline in the PlanetBids system will also be considered late and will not be permitted.

· Exceptions may be made only when a late bid, modification, or withdrawal would have been timely but for documented action or inaction by Columbia Association procurement personnel.

· In the event that Columbia Association's business operations are impacted by a closure (e.g., due to inclement weather or other emergencies), the bid deadline may be extended to 10:00 A.M. on the next full Columbia Association business day. Any such changes will be communicated through the PlanetBids system.

MISTAKES IN BIDS

After receipt of bids, Columbia Association staff shall examine all bids 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 Bidder a verification of the bid. If the Bidder alleges a mistake, the matter shall be brought to the attention of the Director of Purchasing. Such actions shall be taken prior to award.

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

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

If the Bidder fails to respond to a request for confirmation of an apparent mistake within the time allotted to the Director of Purchasing, the bid may be considered as originally submitted or may be rejected as non-responsive at the discretion of the Director of Purchasing. If the Bidder confirms his/her bid, the Director of Purchasing shall consider it as originally submitted.

If the Bidder alleges a mistake, the Director of Purchasing shall advise him/her to support the allegation by statements concerning the alleged mistake and by all pertinent evidence, such as the Bidder’s file copy of the bid, original worksheets and other data used in preparing the bid, such as subcontractors 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 bid actually intended.

Additionally:

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

• A determination may be made permitting the Bidder to withdraw his/her bid if the Bidder 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 bid actually intended, a determination may be made to correct the bid 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 Purchasing that a Bidder may neither withdraw nor correct his/her bid.

• Any clerical mistake, apparent on the face of a bid, may be corrected by the Columbia Association prior to award, if the staff member has first obtained from the Bidder 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.

AWARD OF BIDS

The award shall go to the lowest responsive and responsible bidder for Bid Item 1, unless the bid amount is unreasonable or the Columbia Association determines that awarding the purchase is not in its best interests.

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. If the bidder fails to furnish a bid bond, or any other assurance required by the IFB, the Columbia Association will find the bid to be non-responsive. 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 to 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.

Section 5. GENERAL CONDITIONS

ETHICS IN PROCUREMENT

By submitting a bid, the vendor 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 contractors 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 contractor to do business with the Columbia Association whereby the employee or the employee’s immediate family will receive personal benefit.

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.

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

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 Specifications section of the bid.

BRAND NAMES OR EQUAL ITEMS

Except as may be specifically indicated to the contrary elsewhere within the bidding or contract documents, the specification by description of or reference to any particular product or item of material or equipment by type, brand name, make, model, catalog number or design description is intended only to establish a standard of quality. Any product, material or equipment of equal quality which is also the functional equivalent of and possesses the salient characteristics found in the particular item so specified may be substituted upon the approval of the Columbia Association. Unless specifically noted in this IFB, bidders are not restricted to the specific brand, make or manufacturer named but may offer to the Columbia Association any material that the bidder considers equivalent to that specified or indicated.

The Columbia Association reserves the right to approve as equal, or to reject as not being equal, any article the bidder proposes to furnish which contains major or minor variations from specification requirements even though the article may comply substantially.

The product offered as "or equal" must be clearly disclosed in the bid proposal. If it is not, the Columbia Association will not be under any obligation to examine such product to determine whether it is or is not equal, and will do so only when it is determined to be in the best interest of the Columbia Association.

Bidders must submit descriptive literature and/or samples of "or equal" products.

Requests for approval of "or equal" products may be made prior to the time specified for receipt of bids. The requirements for such approval are the same as the requirements for substitutions, which are covered next.

SUBSTITUTIONS

Substitutions are considered to be:

· Any change to the specifications in the bid proposal other than an "or equal" product.

· Any change to the specifications after the bid due date.

No substitution will be considered prior to receipt of bids unless a written request for approval has been received by the Columbia Association at least five (5) work days prior to the bid due date. Each request must include the name of the material or equipment for which it is to be substituted as well as a complete description of the proposed substitute including, as appropriate, drawings, cuts, performance and test data, and any other information necessary for evaluation. The burden of proof of the merit of the proposed substitute is upon the bidder.

The decision made by the Columbia Association's representative to approve or disapprove a proposed substitution will be final. If the representative approves any proposed substitution prior to receipt of bids, such approval will be set forth in a written addendum to the bid document. Bidders must not rely upon approvals made in any other manner.

The procedure described above also applies to requests for approval of "or equal" products prior to receipt of bids. The Columbia Association is under no obligation to consider any substitution after the due date for receipt of bids. However, if it is in the best interest of the Columbia Association to consider a substitution, it may do so. Any substitutions that are accepted by the Columbia Association after the bid due date will be provided for in the contract, or in an amendment to the contract, or by change order to the contract or purchase order.

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.

TAX STATUS

The Columbia Association is a non-profit corporation under the laws of the State of Maryland. Columbia Association is subject to sales tax. Contractor shall be responsible for the payment of all taxes associated with this project. Bid price shall be inclusive of all applicable taxes.

TIME OF PERFORMANCE

Contractor shall commence work within five (5) calendar days of CA’s Notice to Proceed. All work for this project shall be completed and to the satisfaction of CA. Time is of the essence to this contract and by submitting a bid, Contractor acknowledges that work, on site, must commence immediately upon submittal approval. All required submittals must be submitted for CA’s review no later than ten (10) days after the date of the Notice to Proceed issued by CA.

PAYMENT

Payment will be made by the Columbia Association after acceptance of the work and submission by the Contractor of a suitable invoice. Terms of payment are Net 30 days.

COMPLETION OF WORK

Upon award of the bid, bidders must be prepared to complete/deliver the work within the time stated in the bid or within the time stated in the contract if the bid does not state a completion/delivery time.

MANNER OF PAYMENT

Proper invoices submitted on the AIA G702 Application for Payment Form and G703 Continuation Form or other approved format will be paid in approximately thirty (30) days. All invoices shall include lien releases from subcontractors and suppliers for previous applications. The Columbia Association may retain ten percent (10%) of all progress payments until substantial completion is achieved by the contractor. The Columbia Association will be the sole determinant as to when the project is substantially complete. Retention will be released to the contractor upon the final completion of all work and submission and acceptance of the following project closeout documents:

1. Final Release of Liens from Subcontractors and Suppliers

2. As-builts

3. Cut Sheets & Specifications of all materials used in the project

4. Warranties

AUTHORITY OF THE CA PROJECT MANAGER

The CA Project Manager shall, among other things, decide all questions which may arise under the Contract regarding the interpretation of any or all plans and specifications and shall furnish with reasonable promptness such clarifications and changes as are consistent with the intent of the Contract Documents which the Manager may deem necessary for the proper execution of the Work. The CA Project Manager shall have the authority to issue direction, instruction or authorization necessary for the Contractor’s immediate performance of work pending negotiation, execution and Contractor’s receipt of written change order for changed or additional work. The Contractor shall proceed diligently with the performance of the Contract and any changes or additional work in accordance with the CA Project Manager's instructions.

The CA Project Manager shall also decide all questions which may arise during the performance of the Contract as to the quality and acceptability of materials furnished and Work performed, the amount and quantity of Work performed and materials furnished, payments to be made to the Contractor, the rate of progress of the Work, the conformance of the Contractor to the requirements of the Contract and satisfactory completion of the Work thereunder, and all Contractor requests or claims for additional compensation and extensions of time under the Contract. Directives given by the CA Project Manager to the Superintendent constitute notice to the Contractor.

FAILURE TO PERFORM/DELIVER

In the event of a contractor’s failure to comply with the established delivery schedule, the Columbia Association reserves the right to make an open market purchase of the required materials and/or services, and to charge as damages, the difference between the established price and the actual cost incurred by the Columbia Association and to collect such charges from the contractor, from any money due under this contract, or any other contract with the Columbia Association. Alternatively, the Columbia Association may assess liquidated damages for each day of delay beyond the established completion date.

REFERENCES

All bidders must provide with their bid at least three references for commercial swimming pool renovation projects of similar size and scope successfully completed within the previous five years. Failure to provide references with the bid may be cause for determining a bidder non-responsive. Bidders who do not have the required experience may not be considered for award.

EMPLOYER IDENTIFICATION NUMBER

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

GUARANTEE

The bidder guarantees that all products offered (or used in the installation of those products) carry a guarantee against any and all defects for a minimum period of one year from acceptance or as stated in the Columbia Association’s written solicitation. The bidder must correct any and all defects in material and/or workmanship which may appear during the guarantee period by repairing (or replacing with new items or new materials, if necessary) any such defect at no cost to the Columbia Association and to the Columbia Association’s satisfaction. Should a manufacturer’s warranty or guarantee exceed the requirements stated above, the guarantee or warranty will be the primary one used in the case of defect. Copies of manufacturer’s warranties must be provided upon request. All warranties and guarantees must be in effect from the date of acceptance by the Columbia Association of the goods or services. The bidder guarantees that all work shall be accomplished in a workmanlike manner and the bidder must observe and comply with all Federal, State, County and local laws, ordinances and regulations in performing the services listed. Goods and materials provided under this contract must be new, unused, currently manufactured products and are not of such age or so deteriorated as to impair their usefulness or safety. Items that are used or demonstrator models are unacceptable.

QUALIFICATION OF BIDDERS

Bidders may be required to furnish satisfactory evidence that they are qualified dealers or manufacturers of the items listed, or regularly engaged in performing the services on which they are bidding, and in both cases maintain a regularly established place of business. An authorized representative of the Columbia Association may visit any prospective bidder’s place of business to determine ability, capacity, reliability, financial stability and other factors necessary to perform the contract.

INSPECTIONS

The Columbia Association has the right to monitor, inspect and evaluate or test all supplies or services called for by the contract at all reasonable places (including the bidder’s place of business) and times (including the period of preparation or manufacture).

SAFETY STANDARDS

The equipment, to include components, furnished under these specifications shall comply with all applicable Federal and Maryland State standards. Likewise, all work performed by the Contractor shall be in compliance with the prevailing State and Federal laws, including, but not limited to OSHA and EPA.

NEW MATERIALS

Unless this contract specifies otherwise, the contractor represents that the supplies and components are new and are not of such age or so deteriorated as to impair their usefulness or safety.

SITE INSPECTION

Each bidder is encouraged to visit each facility in order to become familiar with actual site conditions. Failure to visit each facility and to become completely knowledgeable of the requirement of the work shall in no way relieve them with the provision of the invitation.

PROTECTION OF EXISTING FACILITIES

The contractor shall take all necessary precautions during the period of service to protect existing CA facilities from damage by workmen and shall repair or replace, at the contractor’s own expense, any damaged property caused by the contractor’s employees or subcontractors.

CLEANING OF SITE

The contractor shall at all times keep the premises free from accumulation of waste materials or rubbish caused by the work performed. Upon completion of the work, waste materials, rubbish, and tools, equipment, machinery and surplus materials shall be removed from the job. All building surfaces and work areas are to be left “broom clean”.

CHANGES TO THE CONTRACT

When changes in the Work require modification of the contract price, such modifications shall be accomplished as follows:

A. Itemization - The Contractor shall promptly submit to CA’s Project Manager a fully itemized breakdown of the quantities and prices used in computing the value of the requested change, along with a detailed explanation of and justification for the proposed change, regardless of the nature of the change.

For all changes in the Work to be performed by a subcontractor, the Contractor shall furnish the subcontractor's fully itemized breakdown of quantities and prices, which shall bear the original signature of a representative of the subcontractor authorized to act for the subcontractor. If requested by the CA Project Manager, proposals from suppliers or other supporting data required to substantiate costs shall be furnished.

B. Calculation of Change in Price - Modification of the contract price, when required, shall be determined as follows:

1. When unit prices are stated in the Contract, or have been subsequently agreed upon, by application of such unit prices.

2. A lump sum price agreed upon by both the Columbia Association and the Contractor.

3. If project conditions or the extent of or nature of the change require, or if the Columbia Association and the Contractor fail to agree upon a lump sum price or the application of unit prices to determine the cost of any proposed change, the Work shall be done on the basis of a Force Account as hereinafter stated under Section 7.2, Force Account Work.

4. If the change involves only a credit, the Contract Price will be reduced by the amount it would have cost the Contractor to perform the Work plus overhead and profit.

5. If the change involves both a reduction and an increase in Contract Price, both sums shall be shown and the two sums shall then be balanced to determine the adjusted total cost of or credit due for the change. No allowance to the Contractor shall be made or allowed for loss of anticipated profits on account of any change in the Work.

6. Unless otherwise specified, the allowable mark-up for combined overhead and profit for Work performed by the Contractor with the Contractor's own forces will be based upon the monetary value of the Work, in accordance with the following schedule:

Value of Work

Combined Overhead and Profit

$0 - $1,000

20%

$1,001 - $10,000

17%

$10,001 - $25,000

15%

Over $25,000

Negotiated but not more than 15%

7. For work performed by a subcontractor with the subcontractor's own forces, the percentages for combined overhead and profit for a subcontractor will be as stated in paragraph 6 above. On Work partly or solely performed by a subcontractor, the Contractor will be allowed 8% of the total cost of the subcontractor's labor and materials for overhead including taxes and insurance required by statute for labor.

8. The provisions of paragraphs 6 and 7 above shall apply only to modifications of contract price negotiated prior to completion of the changed Work and will not be applied to either Work performed on a Force Account basis or for variations in estimated quantities.

9. On all changes in the Work, no Contractor or subcontractor will be allowed any profit for employment of another contractor to perform Work for the Contractor or subcontractor.

10. On all changes in the Work, the Contractor will be reimbursed for the Contractor's expenditures for Workmen's Compensation Insurance,…