Board of Directors Regular Meeting Agenda


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Meeting Date: 06/19/2014  

SUBJECT MATTER:
Receive, consider and act upon award of bid for the Town Center Christmas Tree and Doves;
FISCAL IMPACT:
$15,000 is budgeted in the 2014 Waterway Operations Budget for this service. Savings from postive variances in the Town Center Operations budget can be used to cover the variance of $8,773 in 2014 due to higher than budgeted bid. The 2015 Waterway Operations Budget will be adjusted to reflect the actual cost per year ($23,773).
BACKGROUND:
Peace Doves on the Lake Robbins Bridge were originally contracted for installation by the Town Center Improvement District (TCID) starting in 2003. In 2008, TCID purchased from The Woodlands Mall a Christmas Tree which was then installed at Waterway Square. In 2011, a bid was solicited for three seasons and was awarded to The Christmas Light Company, who also provides contracted service for the tree lights in the Waterway Square Area. The current contract expires in November which is the conclusion of the storage year.  

A Request for Bids was developed that outlines the responsibilities of the vendor which includes but is not limited to: installation of the doves approximately 60 feet above the Lake Robbins Bridge, providing an acceptable traffic control plan to Montgomery County, replacement of light bulbs, installation and removal time line (Attachment A).  A difference in the Scope of Work for 2014 from the  2011 Scope of Work is due to the re-lamping of all of the doves and the tree with LED lights so that they are consistent with the other existing lights in the Town Center and they also reduce consumption of electricity.

The Request for Bids was advertised in The Villager and on The Woodlands Township website. A mandatory pre-bid meeting was held on May 12, 2014 with three (3) vendors in attendance (The Christmas Light Company, Preferred Holiday Decor, and Spectrum Catering) and bids were due on June 5, 2014. Only one bid was submitted (Attachment B) and the Bid Tabulation summary (Attachment C) includes the bid submitted by Christmas Light Company in 2011 and their current bid.

Staff reviewed the cost to conduct this service internally, however, it necessitates large equipment rental to install the doves over the Lake Robbins bridge. A second challenge/expense would be a location to store these materials. Additionally, there would be cost associated with checking/replacing the tree lights three times per week during the season, and cost to sand and repaint the doves each year.  An estimate to perform the service internally, not including staff time for these services, equates to $10,459.53 per year.
RECOMMENDATION:
It is recommended to accept the bid from Christmas Light Company in the amount of $23,773 per year for three years to provide for the installation, removal and storage of the Town Center Christmas Tree and Doves and authorize the President/General Manager to execute a Service Agreement.
Attachments
Attachment A - Tree and Dove Lighting Bid Package
Attachment B - Christmas Tree Company Bid Submittal
Attachment C - Tree and Dove Lighting Bid Tabulation Summary


    

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