Fisher Manor Deck Renovation

PROJECT MANUAL
QUEEN ANNE'S COUNTY, MARYLAND
DEPARTMENT OF HOUSING & FAMILY SERVICES
JULY 2026
FISHER MANOR DECK RENOVATION
Bids Due by 2:00 PM, AUGUST 27, 2026

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INVITATION TO BID
1. Project: Fisher Manor Deck Renovation for the Queen Anne's County Housing Authority. The site is
located at 1 Fisher Manor, Grasonville, MD 21638.
2. The Work generally consists of the removal and replacement of decks attached to the front and back of
rental housing units and the main office building, including but not limited to boards, support structures,
railings and stairs, and concrete footings. The Work is more fully described and detailed in the contract
documents. Refer to the Bid Documents for a complete description of work.
3. The Local Vendor preference and Local Vendor Bid criteria apply to this project since all funds are County
Funds.
4. Copies of the Bid Documents may be obtained beginning, not before, THURSDAY, JULY 30, 2026. Bid
Documents will be available electronically only, at no cost, in .pdf format at eMaryland Marketplace
Advantage (eMMA) https://emma.maryland.gov and on the County website at http://qac.org/Bids.aspx.
5. PRE-BID MEETING: Bidders are strongly encouraged to attend and register at the on-site Pre-Bid
Meeting to be held on THURSDAY, AUGUST 13, 2026 @ 2:00 PM on-site at Fisher Manor located at
1 Fisher Manor, Grasonville, MD 21638. Site inspection outside of the Pre-Bid Meeting may be possible
and must be scheduled and approved in advance by contacting the Queen Anne's County Housing
Authority at (410) 758-8635.
6. Sealed bids for this Project will be received from bidders by the County Commissioners of Queen Anne's
County at the Kramer Center, located at 104 Powell Street, Centreville, Maryland, 21617 until 2:00 PM
local time on THURSDAY, AUGUST 27, 2026, at which time they will be opened publicly and read
aloud at the Kramer Center. Bids will be received until the time of close of bids. Bid Security is required
to be submitted with the bid in accordance with the General Conditions. Completed Conflict of Interest
Disclosure & Employment of Aliens Statement is required to be submitted with the bid. Failure to submit
these with the bid shall deem the bid non-responsive.
7. Addenda, if any be issued, shall be issued via electronic posting on the Queen Anne's County
Procurement and eMaryland Marketplace Advantage (eMMA) websites, accessible via the links listed
below. It is intended that Addenda will also be emailed to known plan holders; however, it is the Bidders'
responsibility to ensure receipt of all addenda.
Queen Anne's County's Website:
http://qac.org/Bids.aspx
eMaryland Marketplace Advantage (eMMA):
https://emma.maryland.gov
8. Bidders are directed to the provisions of the Instructions to Bidders for additional information governing
the bidding process.
9. The Owner reserves the right to waive any informalities and to reject any or all bids. No bidder may
withdraw their bid within sixty (60) days after the actual date of the opening thereof. Bids are to remain
open for 60 days.
10. To mitigate any potential conflict of interest, any individual or entity that has participated in the
development or preparation of this Bid shall be deemed ineligible to submit a proposal or application in
response to this Bid.
*** End of Invitation to Bid ***
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INSTRUCTIONS TO BIDDERS
1. DEFINED TERMS
1.1. Terms used in these Instructions to Bidders and on the Bid Forms, are defined and have the
meanings assigned to them in the General Conditions.
1.2. The term "Lowest Responsible Responsive Bidder" means the Bidder to whom Owner (on the basis
of Owner's evaluation as hereinafter provided) makes an award on the basis of the total bid.
1.3. The term "OWNER" as used in the Contract Documents refers to the Public Housing Authority of
Queen Anne's County.
1.4. The term "ENGINEER" refers to the Executive Director of Housing & Family Services of Queen
Anne's County, Michael R. Clark (also termed, Owner's Representative in the contract documents),
or his representative. All inquiries during the bidding period shall be addressed, in writing only, to
the Resident Project Representative: Brian A. Barnshaw, Housing Authority, Kramer Center, 104
Powell Street, Centreville, Maryland, 21617, fax number: 410-758-8635 or email
babarnshaw@qac.org.
2. COPIES OF BIDDING DOCUMENTS
2.1. Complete sets of Bidding Documents shall be used in preparing Bids; neither OWNER nor
ENGINEER assumes any responsibility for errors or misinterpretations resulting from the use of
incomplete sets of Bidding Documents.
2.2. OWNER and ENGINEER in making copies of Bidding Documents available on the terms in the
Invitation to Bid (ItB), do so only for the purpose of obtaining bids on the Work and do not confer a
license or grant for any other use.
2.3. Bidding Documents include Invitation to Bid, Instructions to Bidders, Bid Form, Bidder's Experience
Form, Bid Bond, Agreement, General Conditions, Technical Specifications, Drawings and any other
inclusions referenced therein and addenda (if issued).
3. QUALIFICATIONS OF BIDDERS
3.1. To demonstrate qualifications to perform the Work, each Bidder must be prepared to submit within
five days of the ENGINEER's request, written evidence of types such as financial data, previous
experience and evidence of authority to conduct business in the jurisdiction where the Project is
located to the satisfaction of the ENGINEER.
4. EXAMINATION OF CONTRACT DOCUMENTS AND SITE
4.1. Before submitting a Bid, each Bidder must:
a) Examine the Contract Documents thoroughly;
b) Visit the site to familiarize themselves with conditions that may in any manner affect cost, progress
or performance of the Work;
c) Familiarize themselves with federal, state and local laws, ordinances, rules and regulations that may
in any manner affect cost, progress or performance of the Work and;
d) Study and carefully correlate Bidder's observations with the Contract Documents.
4.2. Should any material specified not meet the requirements outlined in the Contact Documents, it is the
Bidders responsibility to notify the ENGINEER prior to the submission of the Bid.
4.3. The submission of a Bid will constitute a representation by the Bidder that they have complied with
every requirement of this Article 4 and that the Contract Documents are sufficient in scope and detail
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to indicate and convey a complete understanding of all terms and conditions for the performance of
the Work.
5. INTERPRETATIONS
All questions about the meaning or intent of the Contract Documents shall be submitted in writing only, to
the ENGINEER's Resident Project Representative, Brian A. Barnshaw, Queen Anne's County Public Housing
Authority, 104 Powell Street, Centreville, Maryland, 21617, by fax at 410-758-8635 or email to
babarnshaw@qac.org not later than seven (7) days prior to bid opening. Replies will be issued only by
Addenda, posted, not later than two (2) days prior to bid opening to all parties recorded by the ENGINEER
or their representative as having received the Bidding Documents. Failure of any Bidder to receive such
Addendum shall not relieve Bidder from the obligations under the Bid as submitted. Only questions answered
by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without
legal effect.
6. BID SECURITY
Bid Security is required to accompany all bids in excess of $100,000. The Bid Security shall be in the
amount of 5% of the Total Bid. Bid security may be in the form of a legally executed Bid Bond in the State
of Maryland, on AIA Form A310, or in the form of a Certified Check issued to the OWNER. Bid Security
shall be forfeited to the OWNER if the Bidder fails to honor the obligation of his bid. Bid Security shall be
returned to the Bidders after faithful execution of the Agreement and furnishing of all Payment and
Performance Bonds, rejection of all Bids, or expiration of the specified time that all bids shall remain in
effect.
7. CONTRACT TIME
The number of days within which the Work is to be completed (the Contract Time) is set forth here and in
the Agreement. The Work shall be Substantially Completed not later than 60 calendar days after the Notice
to Proceed. The CONTRACTOR shall attain Final Completion within 10 calendar days of the issuance of
Substantial Completion.
8. LIQUIDATED DAMAGES
Provisions for liquidated damages are set forth in the Agreement.
9. SUBSTITUTE MATERIALS AND EQUIPMENT
The Contract, if awarded, will be on the basis of material and equipment described in the Contract
Documents. Consideration of possible substitute with "or equal" items shall only be entertained after bid
opening and prior to award of the contract, if submitted by the CONTRACTOR to the ENGINEER and
approved by the ENGINEER in accordance with General Conditions Article 6.7 and other applicable areas
of the Contract Documents.
10. SUBCONTRATORS, ETC.
10.1. A list of all Subcontractors and other persons and organizations proposed for those portions of the
Work as to which such identification is so required shall be submitted within ten (10) days of written
request by the ENGINEER and an experience statement is required on demand after the Bids are
received with pertinent information as to similar projects and other evidence of qualification for each
such Subcontractor, person and organization if requested by Owner. Contractor shall submit
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information as to similar projects and other evidence of qualification for each such Subcontractor,
person and organization upon request. If OWNER or ENGINEER after due investigation has
reasonable objection to any proposed Subcontractor, other person or organization, may, before giving
Award, request the apparent Lowest Responsible Responsive Bidder to submit an acceptable substitute
and the Bid Price may be increased or decreased by the difference in cost occasioned by such
substitution. If the apparent Lowest Responsible Responsive Bidder declines to make any such
substitution, the contract may not be awarded to such Bidder. For any Subcontractor, other person or
organization so listed and to whom OWNER or ENGINEER does not make written objection prior to
the giving of the Notice of Award it will be deemed the OWNER and ENGINEER have no objection.
10.2. No Contractor shall be required to contract with any Subcontractor, other person or organization
against whom they have reasonable objection.
11. BID FORM
11.1. The Bid Form is included in the Contract Documents; additional copies may be obtained from the
ENGINEER. Bid Form must be completed in ink. All names must be typed or printed below the
signature. Communications from the OWNER or ENGINEER concerning the Bid shall be forwarded
to the address of BIDDER indicated on the Bid Form.
11.2. Bids by corporations must be executed in the corporate name by the president or vice-president (or
other person having authority to bind the corporation, accompanied by corporate power of attorney)
and the corporate seal must be affixed and attested by the secretary or an assistant secretary. The
corporate address and state of incorporation shall be shown below the signature.
11.3. Bids by partnerships must be executed in the partnership name and signed by a partner, whose title
must appear under the signature and the official address of the partnership must be shown below the
signature.
11.4. Bids by a limited liability company must be executed in the name of the company and signed by an
authorized or managing member of the limited liability company whose title must appear under the
signature and the principal office of the limited liability company must be shown below the signature.
12. SUBMISSION OF BIDS
12.1. Bids shall be submitted not later than the time and at the place indicated in the Invitation to Bid (ItB)
and shall be enclosed in a sealed envelope with the words, "BID - FISHER MANOR DECK
RENOVATION" written on the front of the envelope and accompanied by the other required
documents. The official Bid Time shall be local Eastern Daylight Time. If the bid is sent through the
mail or other delivery agent, the sealed envelope shall be enclosed in a separate envelope with the
notation "BID ENCLOSED" on the face thereof. Bids submitted electronically or by Fax shall be
deemed non-responsive. Bids delivered after the time and at a place other than that stipulated in the
Invitation to Bid shall deem the Bidder non-responsive.
12.2. Bidder's Experience Form and Maryland Business License: If requested after the bid, the Contractor
must submit for review to the ENGINEER a copy of the Bidder's Maryland Business License and
documentation demonstrating experience for similar Work. The supporting documentation shall
include references for which similar Work has been performed, a list of projects showing successful
completion and all other information requested on the attached form. This form shall be signed by the
CONTRACTOR. This form is found in section 00415 of the project Manual.
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12.3. Bids shall be submitted only on the Bidding Document forms furnished with the Contract Documents.
Others forms or documents submitted which are not required by the Contract Documents shall be
considered invalid and without bearing or validity to the Bid and Contract. Bids delivered with
incomplete forms shall deem the Bidder non-responsive. These forms consist of the:
a) Bid Form;
b) Conflict of Interest Disclosure, Employment of Aliens Statement & Political contribution Reporting
Requirements Form;
c) Local Vendor Bid Affidavit (as applicable); and
d) Any required bonds and/or Bid Security;
12.4. Any addenda issued will be issued electronically, see Invitation to Bid. It is the Bidder's responsibility
to ensure receipt of all addenda. Submission of a bid shall constitute acknowledgement by the bidder
of his inclusion of all issued addenda in the WORK. Physical submission of Addenda documents with
a Bid is not necessary.
12.5. Local Vendor Bids
a) In order for a Bid to be considered for a Local Vendor Preference, the bid must be accompanied with
a Local Vendor Bid Affidavit along with any other additional documentation demonstrating
eligibility as a local vendor as stated in the Definitions section.
b) Once the bid has been deemed to be responsive as it regards the Local Vendor Preference, the 10%
or $50,000 preference (whichever is less) shall be applied to the bid and the bids re-ranked to
determine the award.
c) In the event there are two eligible Local Vendor Preference bids, the award will be based on solely
on the lowest bid with preference, not on the percentage of local participation of a particular bid (ie.
Bidder A is 100% local and bids $2 and Bidder B is 50% local and bids $1, Bidder B would be
awarded the contract).
12.6. To mitigate any potential conflict of interest, any individual or entity that has participated in the
development or preparation of this Bid shall be deemed ineligible to submit a proposal or application
in response to this Bid.
13. OPENING OF BIDS
Bids will be opened publicly and read aloud as indicated in the Invitation to Bid, and a bid Tabulation will
be made available after the opening of Bids.
14. BIDS TO REMAIN OPEN
Except as otherwise required by law, Bids shall remain irrevocable for the period stated in the Invitation to
Bid.
15. AWARD OF CONTRACT
15.1. OWNER reserves the right to reject any and all Bids, to waive any and all informalities and the right
to disregard all nonconforming, non-responsive or conditional Bids. Discrepancies between words and
figures will be resolved in favor of words. Discrepancies between the indicated sum of any column of
figures and the correct sum thereof will be resolved in favor of the correct sum.
15.2. In evaluating Bids, OWNER shall consider the qualifications of the Bidders and whether or not the
Bids comply with the prescribed requirements.
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