Board of Directors Regular Meeting Agenda


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Meeting Date: 09/22/2016  

SUBJECT MATTER:
Receive, consider and act upon an award of Bid for Woodlands Recreation Center HVAC Unit Replacement C-2016-0409;
FISCAL IMPACT:
$135,000 is allocated in the 2016 Capital Improvement Budget for the Woodlands Recreation Center HVAC Replacement project. The lowest most responsive bid  for this project totals $106,930.
 
BACKGROUND:
The Woodlands Township's Recreation Center is a 14,000 square foot building that includes four offices, a three-quarter size basketball gymnasium, an activity room that can be split into two rooms, two smaller activity rooms and a small fitness room. The majority of the Township's Recreation Division operations are housed out of this facility.     The Woodlands Recreation Center is open Monday-Thursday from 8 am to 9 pm, Friday from 8 am to 8 pm and Saturday from 8 am to 6 pm for a total of 66 hours per week.  The Center is open 52 weeks per year for a total of 313 operational days per year.  A facility use analysis was conducted in the summer of 2013 for the reservations at each room in the facility that can be reserved from 2008-2012.  In 2008, the number of hours the gym was reserved (programs and rentals) was 1,339 and in 2012 this number was 1,655.
 
Based upon the Capital Reserve Study, the HVAC system at the Recreation is due for replacement. New equipment will result in greater energy efficiency, improved airflow and heightened customer satisfaction. Included in the cost for this project are modifications to access the system to improve maintenance and operations.
 
Invitation for Bids was developed (Attachment A) for  HVAC equipment (air handling, chillers, in duct furnaces, etc.) for the Center.  The request for bids was advertised in The Villager (August 18, 2016), on The Woodlands Township web site and was emailed to known contractors. A mandatory pre bid meeting was held on August 24, 2016 with eight (8) contractors attending. Bids were due on September 8, 2016 and three (3) bids were submitted (Attachment B and a Bid Tabulation Summary has been prepared ( Attachment C). The lowest responsive bid is from the Kilgore Industries. Kilgore has worked for The Woodlands Township in the past and performed satisfactorily.
 
Kilgore Gregory Edwards TDI
$106.930 $161,082 $188,937

 
RECOMMENDATION:
Award the Bid for Woodlands Recreation Center HVAC Unit Replacement Kilgore Industries, LP and authorize the President/General Manager to execute a construction agreement as deemed necessary by the Township Attorney.
 
Attachments
Attachment A - HVAC Replacment Project Bid Documents
Attachment C - HVAC Replacment Project Bid Tabulation Summary


    

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