Lake Elkhorn East Inlet Boardwalk Replacement

Invitation for Bids (IFB) No. 27-15

Columbia Association, Inc.

6310 Hillside Court, Suite 100 Columbia, Maryland 21046 Dated: September 28, 2026

On-Site Pre-Bid Meeting: October 7, 2026 at 9:00 AM

Bid Due Date: October 15, 2026 at or before 2:00 PM https://xnet.columbiaassociation.com/CACommittees/CA_logo/Stacked_Tree/Stacked_TreeColor2spot_png.png

Lake Elkhorn East Inlet Boardwalk Replacement

IFB 27-15

September 28, 2026

For The Attention of All Bidders:

Project: LAKE ELKHORN EAST INLET BOARDWALK REPLACEMENT

IFB No.: 27-15

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. Scope of Work

This section gives the detailed scope of work 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

The Columbia Association (“CA”) is seeking bids to furnish all labor, supervision, equipment, materials, and all associated work necessary to remove and disposal of the existing boardwalk components and approach abutments; replace the approach abutments; and install new boardwalk components at the Lake Elkhorn East Inlet Boardwalk, located at Lake Elkhorn in Columbia, Maryland 21045.

An on-site pre-bid meeting will be held on October 7, 2026 at 9:00 AM at the Lake Elkhorn East Inlet Boardwalk site. Contractors should park along the Dasher Court roadway and follow the Elkhorn Branch Trail to the site, as shown on the site map below. Bidders may ask questions and inspect the work site during the meeting. Attendance 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: October 15, 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.

https://vendors.planetbids.com/portal/77636/portal-home

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

CA is seeking bids to furnish all labor, supervision, equipment, materials, and all associated work necessary to remove and disposal of the existing boardwalk components and approach abutments;

replace the approach abutments; and install new boardwalk components at the Lake Elkhorn East Inlet Boardwalk, located at Lake Elkhorn in Columbia, Maryland 21045.

Generally, the scope of work includes, but is not limited to, supplying all labor, supervision, materials, and equipment necessary to demolish, remove and dispose of the existing Lake Elkhorn East Inlet Boardwalk; install the new boardwalk approach abutment; and install the new boardwalk as specified in the Contract Drawing Documents and specifications provided herein.

NOTE: Work associated with the Lake Elkhorn Boat Ramp is excluded from this contract. Bid Item #2, Add Alternative Lump Sum Price, is requested as a separate cost breakout. All associated paving work shall be performed by others.

http://www.columbiaassociation.org/

The anticipated time of performance is from January 4, 2027 through April 2, 2027.

Columbia Association reserves the right to adjust the start date based on contract execution and issuance of the Notice to Proceed.

The Little Patuxent River stream tributary that feeds Lake Elkhorn is classified by the State of Maryland as Nontidal Stream Use Class IV Recreational Trout Waters. The Maryland Department of the Environment (MDE) imposes a “Time-of-Year-Restrictions” on construction projects affecting aquatic habitats in the tributary from March 1 through May 31. All in-stream work must be completed by February 28, 2027.

3. BID STRUCTURE

Bid Item #1: DEMOLITION, REMOVAL AND BOARDWALK INSTALLATION LUMP SUM PRICE - Contractor shall provide a lump sum price to furnish all labor, supervision, materials, equipment, demolition, and all associated work necessary to remove the existing Lake Elkhorn East Inlet Boardwalk components and install new boardwalk components as specified in the Contract Documents, excluding the approach abutments identified under Bid Item #2 and associated paving work.

Bid Item #2: ADD ALTERNATIVE INSTALLATION OF BOARDWALK APPROACH ABUTMENTS LUMP SUM PRICE - Contractor shall provide a lump sum price to furnish all labor, supervision, materials, equipment, and all associated work necessary to complete the installation of the Lake Elkhorn East Inlet Boardwalk approach abutments as specified in the Contract Documents.

4. OWNER-PROVIDED CONTRACT DOCUMENTS

CA has provided the following documents with this IFB:

1. Approved SDP-08-107 Redline Plans titled BayLand LE Boardwalk Widening-Boat Ramp Extension SDP-08-107 DPZ Approved 9.4.26 dated September 4, 2026, Sheets 42 through 47, consisting of a total of six (6) sheets.

2. Structural Drawings titled Columbia Engineering OBBR17 LE Boardwalk Structural Drawings dated September 4, 2025, Sheets S001, S101 and S201, consisting of a total of three (3) sheets

3. State of Maryland, Department of the Environment, Water and Science Administration, Wetlands and Waterways Protection Program Authorization to Proceed titled Maryland 26-NT-3107 Authorization to Proceed dated July 15, 2026 (Authorization Number 202660761/26-NT-3107, consisting of four (4) pages.

4. State of Maryland Approved Lake Elkhorn Construction Plans titled Maryland 26-NT-3107

Approved Lake Elkhorn Construction Plans dated May 7, 2026, Sheets 1 through 7, consisting of seven (7) sheets.

5. OWNER-SUPPLIED MATERIALS

1. The pultruded fiberglass decking materials and hardware shall be furnished by CA. The Contractor shall receive, handle, store, protect, and install the materials and hardware in accordance with the specifications provided herein and the manufacturer’s written instructions.

Section 3. SCOPE OF WORK

The product furnished under these specifications shall be the latest production model. 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.

The contractor shall provide all labor, materials, equipment, and services necessary to perform the Lake Elkhorn East Inlet Boardwalk Replacement work, in accordance with the drawings provided herein, including, but not limited to:

The State of Maryland permit has been secured and is provided herein. Contractor shall be responsible for obtaining all other permits required to complete the work and for paying all associated permit fees.

Scope of Work:

1. Contractor is hereby notified that the on-site time of performance shall be January 4, 2027 through April 2, 2027. Contractor shall have access to the site Monday through Saturday between the hours of 7:00 AM until dusk. All in-stream work must be completed by February 28, 2027.

2. Contractor shall not employ on this project any staff for on-site work who is listed on any

Sex Offender Registry .

3. Contractor is responsible for all trade and specialty permits required by the Howard County

Code to complete the project. Contractor shall collect all permit closeout documentation required by applicable licensing and permitting agencies and deliver the documentation to CA’s Project Manager. Contractor shall be responsible for obtaining all final permit close-out documentation from all permitting agencies as required.

4. The pathway around the lake is heavily used by the community. Access to the site is along existing pedestrian pathway routes. Portions of the pathways will be closed to the public, and detours will be established for pedestrians during construction. The Contractor shall be required to provide all necessary pedestrian fencing to direct pedestrians, limit access to the work area and protect the public during construction. CA shall supply and install all detour signage.

5. Construction Access: Contractor access to the boardwalk work area shall be limited to the approved construction access route and approved Limits of Disturbance shown on the Contract Plans. No alternate access through wetlands, wetland buffers, waterways or the Lake Elkhorn forebay shall be used without the Owner’s prior written approval and all required regulatory approvals. Contractor shall verify clearance to overhead cable crossings and other obstructions along the access road as shown on the Contract Documents.

6. Limit of Disturbance: No clearing, grading, excavation, equipment operation, material storage, temporary access, stockpiling, demolition activity, construction matting or other land disturbance shall occur outside the approved Limit of Disturbance on the Drawings.

7. Existing foundations, piles, posts and approach abutments within regulated wetland or waterway areas shall be removed, cut, abandoned or otherwise treated only in the manner shown on the approved Contract Plans and environmental permits. Excavation around existing abutments is prohibited except where specifically indicated.

8. Contractor shall be responsible for a "no-discharge zone" around the demolition work over the wetlands/forebay water areas expressly prohibiting discharge of and providing containment of construction demolition debris, materials and equipment fluids to prevent degradation of wetlands and waterways in active demolition areas.

9. Contractor is responsible for all OSHA and MOSHA requirements to protect staff and the public from construction.

10. Demolition: Existing piles shall be cut 18-inches above the water level and left in place. The Contractor shall verify all field measurements and existing conditions prior to starting work.

They will confirm and make minor adjustments to the location to ensure that the existing piles left in place are beneath the proposed decking. Notify the CA Project Manager of any adjustments to the layout.

11. All wood materials used for Above Decking shall be pressure-treated to 0.23 MCA Retention levels per American Wood Protection Association (AWPA) standards. All timbers Below Decking shall be pressure-treated to 0.60 CCA Retention levels per AWPA standards. (See structural drawings provided herein titled: Structural Drawings titled Columbia Engineering OBBR17 LE Boardwalk Structural Drawings).

12. Decking Materials: The pultruded fiberglass decking materials and hardware will be furnished by CA. The Contractor shall receive, handle, store, protect, and install the materials in accordance with the specifications provided herein and the manufacturer’s written instructions.

13. Contractor is responsible for blocking installation for four (4) future benches as coordinated with CA’s Project Manager. CA shall be responsible for the removal of existing benches and the supply and installation of the four (4) new benches.

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. The Superintendent shall be present when all work is being performed. The Superintendent must be employed by the Contractor.

15. The contractor must notify Miss Utility at least 72 hours prior to any excavation. The 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.

16. Contractor agrees that all construction equipment used in the demolition or the new construction shall be operated from either the existing boardwalk or the new boardwalk.

Equipment will not be permitted within the wetland or other sensitive areas.

17. All equipment necessary for the successful completion of this project shall be the responsibility of The Contractor. Contractor will be responsible for the scheduling of all equipment and must arrange approval for its use and set-up location with CA. Contractor will also be responsible for the duration (days, and number of lifts) the equipment is necessary for the successful completion of the project regardless of weather conditions or delays in delivery of project materials. Equipment shall be used in such a fashion to limit the disruption of the daily operations of CA facilities and the surrounding property owners.

18. Contractor understands that staging and laydown areas will be limited. Areas adjacent to the site, outside the wetland limits will be identified during the pre-construction meeting.

With prior arrangements, materials secured prior to start of construction may be delivered to and stored at a designated CA-owned location and coordinated with CA’s Project

Manager.

19. Contractor shall place dumpster and portable toilet facilities in an area approved by CA’s Project Manager. Contractor shall protect the dumpster from dumping by others.

20. 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.

21. Contractor shall protect existing structures that shall remain from damage.

22. Special Inspections: CA will retain the qualified third-party special inspector required by

Structural Sheet S001. Contractor shall coordinate the inspector’s access and schedule, provide advance notice before pile driving and other inspection points, furnish required records and test information, and correct nonconforming work. Contractor shall not conceal work subject to inspection until the required inspection has been completed. Reinspection costs resulting from deficient work or missed notifications may be charged to Contractor.

23. Contractor shall adhere to the specifications detailed in the drawings provided herein.

24. 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.

25. Contractor is hereby notified that the following item shall be submitted to the CA’s Project Manager within five (5) 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.

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

19. Contractor shall provide all warranties for all products utilized in this project as outlined in the project specifications including all parts and labor.

20. Contractor shall leave work area in clean and secure condition during the time of performance at the end of each working day. 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.

21. The Contractor shall provide a “turnkey” project. All labor, materials and subcontractor services (such as power wiring, piping, etc.) are to be included with their submitted pricing.

22. Contractor shall be responsible for all damage 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. Contractor shall restore all disturbed areas with 4-inch depth of topsoil that is tamped into place and then seed and straw-mat the disturbed areas. Contractor shall use a mix certified by the Maryland Department of Agriculture with 85% turf type fescue, 10% Kentucky bluegrass and 5% perennial rye grass. Seed shall be applied at a rate of 8 pounds per 1,000 square feet.

25. Seeded areas shall be stabilized with Curlex erosion control blanket without plastic netting or approved equal. If approved by Owner, the Contractor may stabilize the seed with 1-inch-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, shrubbery or other such landscaping shall be replanted and re-mulched to return areas of disturbance to original conditions or better. If plant materials are in the way of the Contractor’s work, it is the Contractor’s responsibility to notify the Owner’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.

26. 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 “Lump Sum Price" columns for both Bid Item #1 and Add Alternative Bid Item #2 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 Procurement. Such actions shall be taken prior to award.

The Director of Procurement is required to make the administrative determinations necessary in cases of alleged 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 Procurement knows or has reason to conclude that a mistake in a bid may have been made, the Director of Procurement 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 Procurement, the bid may be considered as originally submitted or may be rejected as non-responsive at the discretion of the Director of Procurement. If the Bidder confirms his/her bid, the Director of Procurement shall consider it as originally submitted.

If the Bidder alleges a mistake, the Director of Procurement shall advise him/her to support the allegation by statements concerning the alleged mistake and by all pertinent evidence, such as the 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 Procurement 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.

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

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

AWARD OF BIDS

The award shall go to the lowest responsive and responsible bidder for Bid Item 1 and Bid Item 2, 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.

CANCELLATION OR REJECTION OF BIDS/PROPOSALS

1. Columbia Association may cancel the solicitation and reject all bids or proposals after the due date and time, but prior to award, if the Director of Procurement, after consultation with the Department/Division Head, or designee, determines it to be in the best interest of Columbia Association.

2. The solicitation must be cancelled if all bids or proposals are to be rejected. The Director of Procurement shall document cancellation actions in writing. The reasons for cancellation or rejection must be made as part of the contract file. Reasons for cancellation or rejection can vary as listed. It is possible that Columbia Association will need to cancel an intended procurement or reject all bids or proposals. If so, Columbia Association staff should follow the procedure described below.

If it is determined to be in the best interest of Columbia Association to cancel an intended procurement, such determination shall be made prior to the opening of the solicitation, if possible.

Bids or proposals received prior to opening shall remain unopened.

All bids or proposals may be rejected after opening, but prior to award, if the Director of Procurement determines that such rejection is in the best interest of Columbia Association for one or more of the following reasons:

a. The terms and conditions were inadequate, ambiguous, or otherwise deficient; or

b. The supplies or services are no longer required; or

c. The IFB/RFP did not provide for consideration of all factors of cost to Columbia Association;

or

d. The bids or proposals received indicate that the needs of the Columbia Association can be satisfied by a less expensive article differing from that on which the proposals were received;

or

e. There is reason to believe the bids or proposals may not have been independently arrived at in open competition, were collusive, or were submitted in bad faith; or

f. All bids or proposals received reflect unreasonable or fiscally unacceptable pricing.

3. When it is necessary to reject all bids or proposals, the Director of Procurement, or designee, shall notify each supplier that all bids or proposals have been rejected, and the reason for such action.

4. Columbia Association shall not cancel or reject a solicitation solely to avoid awarding a contract to a particular responsive and responsible supplier.

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 Scope of Work and 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) workdays 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 of 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 shall be provided for review no later than ten (10) calendar days after the Notice to Proceed. Contractor shall not begin affected fabrication or on-site construction until the applicable submittals have been reviewed and all required permits and preconstruction requirements are in place. On-site work shall proceed within the time-of-performance period stated in the Special Conditions and shall be completed by April 2, 2027. All in-stream work must be completed by February 28, 2027.

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 determinate 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 PROJECT MANAGER

The 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 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 Project Manager's instructions.

The 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 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 projects of similar size and scope they have provided within the last 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 of first quality, latest model and of current manufacture, 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 the 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.