RFP 27-12 On-Call Wood Flooring Services.pdf

On-Call Wood Flooring Services Request for Proposals (RFP) No. 27-12

Columbia Association, Inc.

6310 Hillside Court, Suite 100

Columbia, Maryland 21046 Dated: November 2, 2026

On-Site Pre-Proposal Meeting: November 10, 2026 at 9:00 AM

Bid Due Date: November 23, 2026 at or before 2:00 PM https://xnet.columbiaassociation.com/CACommittees/CA_logo/Stacked_Tree/Stacked_TreeColor2spot_png.png

RFP 27-12: On-Call Wood Flooring Services

Date: November 2, 2026

For The Attention of All Contractors:

Project: ON-CALL WOOD FLOORING SERVICES

RFP No.: 27-12

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

1. Request for Proposals This section contains the description of the specific project, the time, date and location for submission of the proposal, and the Columbia Association representatives to whom inquiries may be made regarding the solicitation.

2. Special Conditions

This section contains certain specific conditions, if any, that are required in the solicitation and changes, if any, to the general conditions. Included are the evaluation criteria that the award will be based upon.

3. Specifications

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

4. General Instructions

This section contains the procedures for submitting the proposal, 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 Contractors as to items that can be supplied and the prices for such items.

Section 1. REQUEST FOR PROPOSALS

Project: ON-CALL WOOD FLOORING SERVICES

Columbia Association (“CA”) is seeking proposals for on-call wood flooring services at various Columbia Association facilities.

An on-site pre-proposal meeting will be held on November 10, 2026, at 9:00 AM at the Supreme Sports Club located at 7080 Deepage Drive, Columbia, MD 21045. Contractors should meet staff at the main entrance of the Supreme Sports Club facility. Attendance at the pre-proposal meeting is strongly encouraged but is not mandatory. Firms will be allowed the opportunity to ask questions at this time.

Each proposal must be submitted via Columbia Association’s PlanetBids e-procurement portal site.

Proposals submitted must include the Pricing Schedule, any explanatory comments or materials, and other attachments as required.

Each proposal must be received as follows:

Submission Platform: PlanetBids e-Procurement System

Date: November 23, 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.

Proposals delivered by any other means will not be considered. Oral, telephonic and facsimile proposals will not be accepted.

All questions regarding this Request for Proposals 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 Columbia Association 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. Columbia Association is committed to offering a wide range of services, programs and facilities that prioritize inclusion, protect the environment and promote wellness in all aspects. Columbia Association 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

● DogPark

In addition to managing these facilities and open space assets, which includes a large selection of classes, workshops, coaching and social leagues, Columbia Association 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.

http://www.columbiaassociation.org/ http://www.columbiaassociation.org/

2. INTENT

CA is seeking proposals for on-call wood flooring services at various CA facilities and may award multiple contracts under this RFP. Services will be requested on an as-needed basis. Any resulting contract is nonexclusive and does not commit CA to award any minimum amount of services. Individual task orders shall not exceed $100,000 per project. Flooring projects greater than $100,000 will be formally and separately bid.

CA anticipates approximately one to five wood flooring projects during a one-year term. This estimate is not a guarantee of the number of projects that will be eligible or awarded, individually or in the aggregate.

3. CONTRACT TERM

The initial contract term will be January 1, 2027 through December 31, 2027. The resultant contract may be renewed for four (4) additional one year periods upon mutual agreement of both parties.

4. ESTIMATED ANNUAL EXPENDITURE

The total estimated annual expenditure for Wood Flooring Services is $60,000.

5. CONTRACT VALUE

This is a requirements contract for providing a readily available source to serve at Columbia Association’s discretion for the services specified. The estimated annual expenditure for such requirements represents only CA’s best estimates, and is not to be taken as a guarantee of any specific dollar expenditure.

6. QUANTITIES

It is estimated that yearly expenditures under this contract will approximate the quantities listed. Under the terms of this solicitation, however, the resultant contract shall be considered a “requirements-type” contract only. No guarantee of purchases of any specific yearly quantity or total dollar amount is made. In addition, all purchases are contingent upon the appropriate fiscal funding.

7. SITE INSPECTION

Each respondent is encouraged to visit each facility to become familiar with actual site conditions and the requirements of the work. Failure to visit a facility does not relieve the respondent of its obligations under this solicitation.

8. QUALIFICATION OF RESPONDENTS

Respondents 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 proposing, and in both cases maintain a regularly established place of business. An authorized representative of the Columbia Association may visit any prospective respondent’s place of business to determine ability, capacity, reliability, financial stability and other factors necessary to perform the contract.

9. RFP EVALUATION CRITERIA

The following criteria shall be used in analyzing and evaluating this proposal. The Columbia Association reserves the right to accept other than the lowest priced proposal. A proposal analysis committee shall evaluate proposals. Interviews may be conducted as part of the evaluation process. Requests from Contractors for presentations or clarifications of portions of the proposals shall be considered. This committee shall prepare a summary evaluation with an objective ranking of the proposals.

The Proposal Analysis Committee shall evaluate each proposal in accordance with the following criteria:

1. Price – Maximum 40 points: Lump Sum Price and Hourly Rates

a. Lump Sum Price - Columbia Gym Annual Buff & Recoat

b. Lump Sum Price – Supreme Sports Club Annual Buff & Recoat

c. Hourly Rates - Proposers must submit fully loaded Regular, Overtime and Weekend/Holiday hourly rates for the following common wood flooring-related roles:

i. Project Manager

ii. Supervisor

iii. Skilled Installer

iv. Skilled Laborer

v. Helper

These rates will be incorporated into the contract and will remain fixed for the initial contract term, with any renewal-period labor rate adjustments subject to Section 2, Economic Price Adjustment - Labor.

CA reserves the right to request and negotiate job-specific pricing for services that fall outside the scope of these standard roles or that involve unique or specialized project requirements. In such cases, the Contractor must submit a separate proposal, with a detailed scope of work, estimated hours, and cost breakdown which will be subject to CA’s review and approval.

Proposed hourly rates must be fully loaded and include taxes, transportation, insurance, benefits, consumables, supporting office staff, office overhead, and all other burdens. Included transportation costs encompass all private and Contractor-owned vehicles used to provide services under this contract, including their fuel, maintenance, and repair costs.

d. Material and Parts Mark-up or Discount – This is the profit and overhead mark-up and/or discount offered on materials and parts purchased.

2. Equipment and Personnel Depth – Maximum 30 points

a. List the number of trucks available for dispatch with vehicle schedule to include, but not necessarily be limited to, make, model and year.

b. List the flooring-specific equipment your company owns or controls (e.g., floor sanders, polishers, and buffing machines) available for use in this contract.

c. Identify any specialized equipment your firm has access to that supports efficient or complex flooring work.

d. Personnel – Identify the types of roles that would be assigned to this contract (e.g., installers, supervisors, project managers, etc.). Provide their experience, training, licenses, and manufacturer certifications.

3. Contractor Qualification – Maximum 30 points

a. Describe your firm's previous experience performing similar flooring service contracts.

Include contract scope, duration, and client type (e.g., government, commercial, institutional).

b. Complete the Experience Listing Page included in the RFP

c. Provide a copy of your current Maryland State Department of Assessments and Taxation certificate.

d. Contractor Qualifications Summary - Submit a brief (maximum two pages) summary describing your firm’s qualifications. Include:

• Core competencies and areas of expertise

• Years in business

• Staff skills and training practices

• Use of industry best practices

• Certifications or affiliations relevant to flooring services

TOTAL POSSIBLE POINTS – 100 POINTS

10. EVALUATION PROCEDURE

Step 1 Evaluate and score each proposal in accordance with the stated evaluation criteria.

Step 2 Prepare a short list of Contractors, if necessary.

Step 3 Conduct Oral Interviews and request additional information, if necessary.

Step 4 Verify references.

Step 5 Select a Contractor(s) and begin contract negotiations.

11. REFERENCES

All respondents are requested to provide with their proposal at least three references for similar contracts, products or services they have provided within the last three years. This information shall be evaluated with the other information required. Failure to provide references with the proposal may be cause for determining a proposal non-responsive. Respondents who do not have the required experience may not be considered for award.

12. GUARANTEE

The respondent 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 respondent must correct any and all defects in material and/or workmanship which may appear during the guarantee period of one (1) year 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 with Contractor’s billing. All warranties and guarantees must be in effect from the date of acceptance by the Columbia Association of the goods or services. The respondent guarantees that all work shall be accomplished in a workmanlike manner and the respondent 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.

13. INSURANCE

The Contractor shall maintain the following insurance policies during the term of this Contract: Broad Form General Liability $2,000,000 combined single limit for property damage and bodily injury; Business Automobile $1,000,000 combined single limit for property damage and bodily injury; Worker’s compensation statutory limits; and an Umbrella of at least $2,000,000. All policies shall name CA as an additional insured and in the event that the Contractor receives from an insurer any notice of cancellation, non-renewal or any other modification of any of the insurance policies required under this contract, Contractor shall give written notice to CA within 24 hours of receipt of such document. Certificates of insurance evidencing such coverage are to be supplied to CA at the time of Contractor’s execution of the Contract.

14. AWARD

The award will be made to the Contractor(s) whose proposal is most advantageous to the Columbia Association. Discussions after proposals have been opened are permitted to allow clarification and changes in proposals. Judgment factors may be used not only to determine if the service offered meets the required criteria, as stated in this RFP, but also to evaluate competing proposals. Thus the quality of the service may be used as a trade-off against the price of the service and awards can then be made to the responsive and responsible Contractor whose proposal is most advantageous to the Columbia Association.

Failure to enclose and submit requested data or comply with the requests as stated herein may be cause for rejection of the proposal as non-responsive.

A proposal from a non-responsible Contractor may be rejected. “Responsible” means the Contractor is capable to fully perform the contract requirements and has demonstrated integrity and reliability that assure good faith performance.

If the highest ranked Contractor(s) should fail to execute the contract or deliver any insurance certificates within the time specified:

1. The contract will be awarded to the Contractor(s) ranked next under the evaluation criteria, who shall be required to fulfill all stipulations, or

2. The Columbia Association may reject all remaining proposals.

Columbia Association reserves the right to award in the aggregate or to make separate awards.

Columbia Association reserves the right, when reviewing proposals for award, to waive minor informalities or irregularities. The Contractor to whom the award is made will be notified at the earliest possible date.

Columbia Association reserves the right to reject any or all proposals, and to reject any or all optional items included in the proposal.

15. 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.

16. 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.

17. ADD OR DELETE

During the contract term, CA shall have the right to add or delete facilities to be served as may be considered necessary or desirable.

18. 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 respondent’s place of business) and times (including the period of preparation or manufacture).

19. 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.

20. 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”.

21. TRAVEL TIME

No payment for travel time to or from job site shall be charged (NOT PORTAL TO PORTAL). Charges begin when the contractor arrives at each job site and end when crew leaves each job site. Time records will be verified by CA. No fuel surcharges, trip charges or any type of transportation charges will be permitted.

22. 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 at the rate of 1% per day of the cost of such item or service for each day of delay beyond the established delivery date. Repeated failures to respond to a Columbia Association request shall render the Contractor non-responsive and the contract may be cancelled with thirty (30) days written notice.

23. EMPLOYER IDENTIFICATION NUMBER

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

24. ECONOMIC PRICE ADJUSTMENT - Labor Labor rate increases during the initial contract term, January 1 through December 31, 2027, will not be considered. Annual labor rate increases shall be limited to the lesser of three percent (3%) or the percentage change in the CPI-U (U.S. City Average, All Items) for the preceding twelve (12) month period.

All increases are subject to Columbia Association's written approval.

25. LABOR COSTS

The labor costs for other than normal straight time shall be billed in accordance with labor agreements of the effective company policy. Said labor costs shall be adjusted to reflect only those actual costs paid or accrued by the Contractor and shall include the same rate percent (%) of profit as is included in the straight time labor rate.

26. 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.

27. TARIFF RESPONSIBILITY

At the time of each Task Order pricing proposal, any applicable tariffs, duties, or import fees must be clearly identified as separate line items within the submitted pricing. It is the sole responsibility of the Contractor to account for all known or anticipated tariffs in their submitted pricing.

Failure to include applicable tariffs as separate line items may result in disqualification of the proposal, contract non-compliance, or cancellation of any resulting agreement.

Section 3. SPECIFICATIONS

Wood flooring services shall be performed using current industry best practices and production methods. The Contractor shall be able to supply and install a variety of wood flooring brands and styles at CA facilities. These specifications establish general requirements for the quality, design, and components necessary for the services to perform their intended function.

Lump Sum Prices shall be provided in Section 6, Pricing Schedule for Bid Items #1 and 2 listed below.

Bid Item # 3 requires the Contractor to provide regular, overtime, and weekend/holiday hourly labor rates for Project Manager, Supervisor, Skilled Installer, Skilled Laborer, and Helper labor categories. These hourly labor rates shall be “fully loaded” and shall be submitted on the “Pricing Schedule” provided in Section 6 of this RFP.

BID ITEM #1 - Annual Buff and Recoat Basketball Court Floor at Columbia Gym

(Approx. 5,300 sq. ft.) Project Specifications:

1) Buff entire wood floor surface

2) Apply one coat of Hillyard sealer (or equivalent)

3) Apply one coat of Hillyard Trophy Gym Finish (or equivalent)

Columbia Gym Arena

Columbia Gym Arena

BID ITEM #2 - Annual Buff and Recoat Basketball Court Floor at Supreme Sports Club

(Approx. 12,300 sq. ft.) Project Specifications:

1) Buff entire wood floor surface

2) Apply one coat of Hillyard sealer (or equivalent)

3) Apply one coat of Hillyard Trophy Gym Finish (or equivalent)

Supreme Sports Club Arena

Supreme Sports Club Arena

BID ITEM #3 –HOURLY LABOR RATES:

The Contractor shall provide Regular, Overtime, Weekend/Holiday Hourly Labor Rates (Fully loaded) for each of the following labor categories:

1) Project Manager

2) Supervisor

3) Skilled Installer

4) Skilled Laborer

5) Helper

PRICING PER PROJECT

Generally, CA will request a lump sum price for the following items for each project: General Requirements, Site Work & Temporary Measures, Concrete, Masonry, Metals, Carpentry, Thermal & Moisture, Finishes, Specialties, Equipment, Special Conditions, Conveying Systems, Design Fees, Permit Fees and Insurances.

JOB ORDER REQUIREMENT

The following procedures for the issuance of a Job Order will be observed and complied with for each project let to a Wood Flooring Contractor (WFC) under the Indefinite Delivery/Indefinite Quantity on-call contract:

1. CA will identify the need for wood flooring services and provide the Contractor with a generalized scope of work. Preliminary cost estimating will establish that the project is valued at $100,000 or less. CA reserves the right to informally bid projects estimated between $75,000 and $100,000 among awarded WFC firms.

2. The WFC and CA project manager will meet on site to examine the existing conditions, discuss the work to be performed, scheduling issues, operational challenges, etc.

3. The WFC will submit a refined scope of work and a price proposal for a not-to-exceed lump sum cost to perform all work associated with and necessary to accomplish the work as intended.

4. CA will initiate each job order. CA and the WFC will cooperatively define and agree upon the refined scope of work, price proposal, schedule, and any other necessary or desirable terms and conditions. The price proposal shall be attached to the authorizing Purchase Order issued by CA.

5. If CA and the WFC cannot come to an agreement on the scope, price, schedule and any other terms and conditions, then CA reserves the right to accept or reject the proposal and/or offer the on-call project to the next WFC in the rotational cycle.

6. All projects issued to the WFC will be subject to Purchase Order terms and conditions.

ADDITIONAL TERMS

1. Contractor shall have access to electric service during the time of performance. Contractor shall be responsible for coordinating with CA’s Project Manager for any required utility outages.

2. Contractor shall verify all specifications, color selections, installation instructions, field measurements and existing conditions prior to starting work.

3. Contractor is hereby notified that the following items shall be submitted to the CA 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

d. Subcontractor list with company name, staff contact name and contact information (telephone and/or email address)

4. Contractor shall provide a turn-key project. All labor, materials and subcontractor services are to be included with their submitted pricing.

5. Contractor shall represent and warrant that:

• Contractor must have the ability to self-perform or subcontract specialty wood floors including but not limited to: sports arena wood flooring, aerobic studio wood flooring and hardwood floors.

• Contractor must have the ability to self-perform or subcontract sports striping on floors.

• Contractor shall have all tools and materials required by the trade in order to complete flooring projects.

• Contractor must be registered with the Maryland State Department of Assessments and Taxation and be in good standing. Contractor shall state the number of employees currently employed with the company and their titles and qualifications. Contractor shall provide a list of the number of trucks and other equipment necessary to provide flooring services as specified.

• Contractor shall represent and warrant that:

• It is qualified to do business in Howard County, Maryland and that it will take such action as, from time-to-time hereafter, may be necessary to remain so qualified.

• It is not in arrears with respect to the payment of any monies due and owing the State of Maryland, or any department or unit thereof, including but not limited to the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of this Contract.

• It shall comply with all federal, State and local laws, regulations, and ordinances applicable to its activities and obligations under this Contract.

• It shall obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations under this Contract.

CA reserves the right to perform a background check at Contractor’s expense on all Contractors’ personnel performing services, including office and supervision staff.

1. WORK HOURS AND DAYS

Contractor regular work hours and days subject to the “Regular Rates” set forth on the pricing schedule form are from 7:00 AM to 4:30 PM, Monday through Friday.

“Overtime Rates” shall be applied as an extension of a Monday through Friday regular workday from 4:31 PM until 6:59 AM.

“Weekend/Holiday Rates” are from midnight (12:00 AM) Saturday until 7:00 AM Monday. Holiday is defined as any day recognized as an authorized CA holiday. Weekend and holiday response times are subject to and shall be compliant with the “Guaranteed Response Time”.

2. CONTRACTOR STAFFING/PERSONNEL

The Contractor shall designate a full-time Account Representative who is responsible for the entire contract and must be someone who can communicate effectively.

3. PRICING PER PROJECT

CA will request pricing on a per-project fee basis. Each price proposal must include a not-to-exceed cost and a detailed line-item breakdown identifying the cost of each component or service. Pricing should include all costs associated with completing the specified services outlined in this RFP. The proposal must include the following:

• Hourly Labor Rates

• Material Costs

• Markup Percentage

• Estimated Hours

• Timelines and Milestones

• Assumptions, Exclusions, and any Relevant Dependencies

• Any Tariffs, Duties, or Import Fees

• Taxes

Upon mutual agreement of the scope, pricing, schedule, and any other applicable terms, CA will issue a Purchase Order to the Contractor. The approved proposal will be attached to the authorizing Purchase Order issued by CA.

CA reserves the right to accept or reject the proposal and/or offer the project to another Contractor awarded under this contract.

4. INVOICING and REPORTING

The successful contractor will be required to provide on each invoice a detailed description of the work performed including:

1. Name and phone of the person who placed the service request.

2. The specific date and time service request is placed (via phone, fax or e-mail) or a copy of the CA Task Order.

3. Facility name and description of work. Attached herewith is a listing of all CA facilities.

4. The actual date and time service was performed.

5. A copy of the Task Order, either Contractors or CA’s must be signed by a CA staff member to verify arrival and departure times on the job. Contractor’s employees shall check-in with facility staff at the designated main entrance upon arrival at the site.

6. Itemized list of workers and number of hours worked.

7. A list of materials used showing the mark-up/discount calculations and any required invoices or evidence of cost.

5. HOURLY LABOR RATES

Hourly labor rates shall be billed at the rates quoted on the pricing schedule for service performed during corresponding work hours and work days. For each responsive service call, after the first hour of billable labor, Contractor shall pro-rate successive billable labor hours to half-hour increments for work performed under the same work order request. Labor rates must be fully loaded, including but not limited to taxes, transportation, insurances, benefits and all other burdens. Transportation includes all private and Contractor owned vehicles used to provide services under this contract. For Job Orders beyond regular service calls, Columbia Association will request a not to exceed price proposal.

6. EQUIPMENT RENTAL AND SUBCONTRACTOR MARK-UP

Contractor must receive prior approval from Columbia Association staff before performing any work that requires the rental of specialized equipment and subcontractor services. Upon Columbia Association approval, Contractor shall be entitled to a ten (10) percent mark-up for equipment rental and subcontractor services. Contractor must provide evidence of equipment rental and subcontractor costs and attach copies of invoices for said costs to billings.

Section 4. GENERAL INSTRUCTIONS

PRE-SUBMISSION INFORMATION

Examination of Proposal Documents

Contractors must examine all of the RFP documents very carefully and must prepare their proposal after examination of the location and/or nature of the proposed work. The submission of a proposal indicates that the Contractor thoroughly understands all the terms and conditions, instructions, notices, and specifications of the proposal.

Assistance in Proposal Preparation

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

Interpretation of Proposal Documents and Correction of Proposal Documents

Should a Contractor require an interpretation or clarification of any provisions of the RFP 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 Contractor must notify the Columbia Association in writing at least 5 working days prior to the date set for receipt of proposals.

A Contractor 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 proposals.

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

Extension of Proposal Due Date

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

Response to Solicitations

In the event a Contractor does not submit a proposal on this solicitation, they should respond with an explanation as to why they were unable to do so. The return of a “No Proposal” is not considered a failure to respond.

PREPARATION AND SUBMISSION OF PROPOSALS

● Received on or before the time, date and via PlanetBids e-Procurement Platform as specified in Section 1 of the RFP.

● Fully completed by the Contractor, including all information requested and any attachments that may be required.

RECEIPT OF PROPOSALS

Oral, telephonic and telegraphic proposals will not be accepted. Proposals received after the date and time specified for receipt of proposals will not be considered for award.

WITHDRAWAL OF PROPOSALS

All proposals shall remain valid for at least ninety (90) calendar days following the proposal due date and time, unless otherwise stated in this RFP.

LATE PROPOSALS, MODIFICATIONS AND WITHDRAWALS

If a Contractor submits a proposal, or request for withdrawal is made after the time set for receipt of proposals, the following applies.

• A late proposal, late modification or late request for withdrawal will not be considered.

• Any proposal or modification to a proposal received after the time set for receipt of proposals is late and will not be considered for award.

• Any request for withdrawal or request for modification received after the due date for proposals is late.

• A late proposal will not be considered for award.

• Exceptions to these rules may be made when a late proposal, modification, or withdrawal would have been timely but for the action or inaction of procurement personnel directing the procurement activity.

MISTAKES IN PROPOSAL

After receipt of Proposal, Columbia Association staff shall examine all proposals 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 Contractor a verification of the Proposal. If the Contractor 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 proposal mistakes. The authority permitting correction of proposals is limited to proposals which are responsive as submitted and shall not be used to permit correction of proposals to make them responsive.

If the Director of Procurement knows or has reason to conclude that a mistake in proposal may have been made, the Director of Procurement shall require the Contractor to confirm the proposal.

Confirmation by the Contractor of the proposal will be requested when the proposal reflects either an obvious, apparent error on its face or the proposal amount is unreasonably lower than those of either the other proposals submitted or the Columbia Association’s estimate.

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

If the Contractor 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 Contractor’s file copy of the proposal, original worksheets and other data used in preparing the proposal, such as subcontractor’s 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 proposal actually intended.

Additionally:

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

• A determination may be made permitting the Contractor to withdraw his proposal if the Contractor 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 proposal actually intended, a determination may be made to correct the proposal 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 Contractor may neither withdraw nor correct his/her proposal.

• Any clerical mistake, apparent on the face of a proposal, may be corrected by the Columbia Association prior to award, if the staff member has first obtained from the Contractor 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 proposal receipt, Contractors shall not be permitted to delete exceptions to the proposal conditions or specifications, which affect price or substantive obligations.

• Nothing in this Section is intended to prohibit the Columbia Association from accepting a proposal correction resulting in a reduction in price from a Contractor after the proposal 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 Request for Proposals.

AWARD OF CONTRACT

The award will be made to the Contractor(s) whose proposal is most advantageous to the Columbia Association. Discussions after proposals have been opened are permitted to allow clarification and changes in proposals. Judgment factors may be used not only to determine if the service offered meets the required criteria, as stated in this RFP, but also to evaluate competing proposals. Thus the quality of the service may be used as a trade-off against the price of the service and awards can then be made to the responsive and responsible Contractor whose proposal is most advantageous to the Columbia Association.

Failure to enclose and submit requested data or comply with the requests as stated herein may be cause for rejection of the proposal as non-responsive.

A proposal from a non-responsible Contractor may be rejected. “Responsible” means the Contractor is capable to fully perform the contract requirements and has demonstrated integrity and reliability that assure good faith performance.

If the highest ranked Contractor (s) should fail to execute the contract or deliver any insurance certificates within the time specified:

1. The project will be awarded to the Contractor (s) ranked next under the evaluation criteria, who shall be required to fulfill all stipulations, or

2. The Columbia Association may reject all remaining proposals.

Columbia Association reserves the right to award in the aggregate or to make separate awards.

Columbia Association reserves the right, when reviewing proposals for award, to waive minor informalities or irregularities. The Contractor to whom the award is made will be notified at the earliest possible date.

Columbia Association reserves the right to reject any or all proposals, and to reject any or all optional items included in the proposal.

SAMPLE CONTRACT - FLEXIBILITY AND APPLICABILITY OF CONTRACT PROVISIONS

The Contractor acknowledges that the sample agreement included in this Request for Proposals (RFP) is provided as a general reference to outline anticipated terms and conditions for the engagement. The Owner recognizes that, given the specialized and project-specific nature of On-Call Wood Flooring Services, certain provisions of the sample contract may not be applicable or may require adjustment.

Accordingly, the Owner will refine the agreement, to include omitting provisions that are not relevant to the scope of services, or that require clarification to better reflect industry standards and the Contractor’s customary practices. The final agreement will reflect terms that align with the project requirements, applicable laws, and professional standards.

Section 5. GENERAL CONDITIONS

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.

Columbia Association 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 proposal a copy of your certificate if you are certified with any of these governmental agencies.

ETHICS IN PROCUREMENT

By submitting a proposal, the Contractor agrees to adhere to the Columbia Association’s policy on ethics in procurement. 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.

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 shall be performed in accordance with Section 3, Specifications, of this RFP.

PAYMENT

The Columbia Association will make payment within 30 days of acceptance of the work, and submission by the Contractor of a properly prepared invoice with any required supporting documentation.

COMPLETION OF WORK

Upon award, the Contractor must be prepared to complete and deliver the work within the time stated in the proposal.

TAX STATUS

The Columbia Association is a non-profit corporation under the laws of the State of Maryland.

Columbia Association is subject to the State of Maryland 6% sales and use tax.

TERMINATION FOR DEFAULT

If the Contractor fails to fulfill its obligations under this contract properly and on time, or otherwise violates any provision of the contract, the Columbia Association may terminate the contract by written notice to the Contractor. The notice shall specify the acts or omissions relied upon as cause for termination. All finished or unfinished work provided by the Contractor shall, at the Columbia Association’s option, become the Columbia Association’s property. The Columbia Association shall pay the Contractor fair and equitable compensation for satisfactory performance prior to receipt of notice of termination, less the amount of damages caused by the Contractor’s breach. If the damages are more than the compensation payable to the Contractor, the Contractor will remain liable after termination and the Columbia Association can affirmatively collect damages.

TERMINATION FOR CONVENIENCE

The performance of work under this contract may be terminated by the Columbia Association in accordance with this clause in whole, or from time to time in part, whenever the Columbia Association shall determine that such termination is in the best interest of the Columbia Association. The Columbia Association will pay all reasonable costs associated with this contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with termination of the contract. However, the Contractor shall not be reimbursed for any anticipatory profits that have not been earned up to the date of termination.

CONFIDENTIALITY

Contractors should identify those portions of their proposals that they deem to be confidential, proprietary information or trade secrets and provide justification for why such materials, upon request, should not be disclosed.

MARYLAND LAW

The laws of the State of Maryland shall govern the interpretation of the contract resulting from this RFP.

The contract shall be enforceable in any court of competent jurisdiction in Howard County, Maryland.

FEDERAL TAX IDENTIFICATION OR SOCIAL SECURITY NUMBER

The Columbia Association requires that all invoices be identified with the Contractors’ Federal Tax Identification number or Social Security Number.

Section 6. PRICING SCHEDULE

Project: ON-CALL WOOD FLOORING SERVICES

The Contractor certifies that this bid is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a bid for the same project, without prior knowledge of competitive prices, and is in all respects fair, without outside control, collusion, fraud, or other illegal action.

The undersigned hereby certifies that proposer has examined and fully comprehends the requirements and intent of the plans, and specifications and addendum for the above project; that the bidder has visited the site and examined all conditions affecting the work and proposes to furnish all labor, supervision, material, tools, equipment, engineering, supervision, etc., necessary for or incidental to, the proper execution of the work.

Section 1: Pricing - All prices shall be fully loaded.

A. Provide Lump Sum Pricing:

Bid Item…