Board of Directors Regular Meeting Agenda


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Meeting Date: 11/20/2013  

Receive, consider and act upon award of bid for reforestation;
$411,800 is allocated in the 2014 Parks Operation Budget for Forest Management which includes reforestation, vine removal and education efforts. The Board awarded a bid for vine removal services to Top Cut last month for $96,000.  Bids for the reforestation project, which includes plant materials and installation, range in price from $80,000 to $110,000, depending on the quanity of trees.  To achieve the lowest bid for the planting and installation, award of bid to two vendors are recommended which saves from $2,000 to $2,750 depending on the quantity of trees to be installed.  The reommendation is to award  bids for 4,000 trees resulting in an award amounting to $80,000.  In addition, $5,000 is recommended to be contributed to the annual Arbor Day Festival and $4,900 will be expended to purchase 10,000 tree seedlings.
The Board of Directors reviewed the 2013 bids for reforestation at their September and October 2013 meetings. The Board subsequentaly directed to re-bid the project, based in part upon the recommendations from Burditt Associates in the update to the Integrated Forest Managment Plan received by the Board in May 2013.  The Board directed to revise the scope and specifications to eliminate the 800 - 30 gallon size trees previoulsy included in the bid and to request bids for 5 gallon size trees only in the speciies recommended and in various unit quantities (4,000, 4,500, 5,000, 5,500 units).  

The revised Request for Bids was advertised in The Woodlands Villager on October 31, 2013 and on The Woodlands Township website. Bids were due on November 11 and two  bids were submitted. Bid specifications provide the Township the ability to determine the variety and quanity of trees to be awarded and to award the supply of the trees and the installation separately, thus providing the Township the ability to mix contractors. which leverages funds to the greatest extent. It was not necessary to re-bid the seedling size trees as the dollar amount previously bid falls within the purchasing authority of the President/ General Manager, $4,900.

In reviewing the bids,  the lowest prices are reflected in the Bid Summary (Attachment A) and as follows:
• 4,000 5-Gallon Trees (plants and install)-$80,000 (Texan Tree Depot-plants, ApachEco-install)
• 4,500 5-Gallon Trees (plants and install)-$90,000 (Texan Tree Depot-plants, ApachEco-install)
• 5,000 5-Gallon Trees (plants and install)-$100,000 (Texan Tree Depot-plants, ApachEco-install)
• 5,500 5-Gallon Trees (plants and install)-$110,000 (Texan Tree Depot-plants, ApachEco-install)
(For the complete bid submittals, please see Attachment C)

There was no unit price discount provided by either vendor for an increase in the quanity of trees.

Both of these vendors provided reforestation services to the Township in the past and staff has been satisfied with their work product. To establish locations for reforestation, staff reviewed the Township owned forest reserves to identify locations for plantings (Attachment B) with estimated quantities depending on the desired number of trees approved. 

To be consistent with the Burdit recommendations with the size and quantiy of trees (4,000 container size), speciies and time frame of when and how to plant for the 2013-2014 season, and due to the large quanity of trees, it is recommended to award the bid for 4,000 trees.  This quanity is also a comfortable level for staff's span of control to manage. These 4,000 5 gallon size trees will be in addition to the 10,000 seedlings to be purchased based upon pricing from the previous bid and those to be given away to residents at the Arbor Day contribution.

Award the bid to Texan Tree Depot in the amount of $34,000 for 4,000 5 gallon size trees, and award the bid to ApachEco in the amount of $46,000 to install the 4,000 trees and authorize the President/General Manager to execute construction and services agreements, and to contribute $5,000 to the 2014 Arbor Day Festival for the purchase of bare root seeding trees to be provided to residents for the community reforestaton effort.
Attachment A - Reforestation Bid Tabulation Summary
Attachment B - Proposed Reforestation Locations
Attachment C - Reforestation Bid Submittals


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