Board of Directors Regular Meeting Agenda


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Meeting Date: 01/27/2016  

SUBJECT MATTER:
Receive, consider and act upon an award of bid for a swimming pool pump room ventilation project;
FISCAL IMPACT:

$180,000.00 is allocated in the 2016 Capital Improvement budget for this project. The sole qualified bid was submitted by the Brandt Companies at $162,941.00.

BACKGROUND:
DBR Engineering Consultants, Inc,  was retained to physically inspect and provide written recommendations on the indoor pump room and/or chemical room ventilation system and environments at 15 Township facilities (14 swimming pools and the Waterway Square Fountain.)  There are multiple different ventilation systems designs in use and  Township staff sought to ensure compliance with all local, state and federal codes, standards and guidelines while increasing consistency within the group and optimizing the effectiveness of each system itself.  

DBR’s  recommendations and mechanical drawings were used to develop the working plan and budget request which served as the basis of the 2016 Capital Request approved by the Board of Directors in August 2015. DBR provided an estimate of $180,000 for the work.

A Request for Bids was advertised on The Woodlands Township website, and in The Woodlands Villager on October 22, 2015.  Additionally, calls were made to at least two known local bidders to create additional awareness of the project. A mandatory pre-bid meeting was held on November 10, 2015, with one (1) contractor in attendance.  Questions for clarification were due on November 16, 2015, but no questions were received and no addendum was issued. Bids were due on November 23, 2015 at 1:00 p.m..
 
One qualified complete bid was submitted, from the sole contractor who attended the mandatory pre-bid meeting.  Another bid was submitted by email from a vendor who did not attend the mandatory pre-bid meeting and did not submit the bid in the required format. Both bids are attached (Attachment B) along with the Bid Tabulation summary (Attachment C).
 
The only qualified bid complying with the bid process was submitted by the Brandt Companies with a bid amount of $162,941. Brandt Companies is the current vendor for the Township's HVAC Maintenance Services Contract and staff has a high degree of confidence in this contractor’s understanding of the project and ability to effectively compete the work given their work history with the Township.

The Board has the ability, as outlined in the bid documents, to waive all informalities and defects in the bids and the bidding process not involving price, which would include attendance at the pre bid meeting and failure to complete the Township's bid forms.
 
RECOMMENDATION:

Award the bid for the swimming pool pump room ventilation project to The Brandt Companies, Inc. in the amount of $162,941.00 and authorize the President/General Manager to execute any related  construction agreement as deemed necessary by the Township Attorney.

Attachments
Bid tabulation


    

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