Board of Directors Regular Meeting Agenda


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Meeting Date: 10/28/2015  

SUBJECT MATTER:
Receive, consider and act upon an award of bid for Waterway Square fountain services;
FISCAL IMPACT:

$151,700 is allocated in the 2016 Town Center Operations Budget for Waterway Square which is inclusive of contracted fountain maintenance services. The total cost of the base services for fountain maintenance  is $6,512 per year.  However, this does not include costs for unanticipated repairs of the fountain which are billed on a time and materials basis.

BACKGROUND:
Waterway Square was opened to the public in 2008 and since that time has served as a focal point for the Town Center.  The major component of Waterway Square are the fountains which require routine, preventative and sometimes emergency maintenance. Since the opening of the fountains, the Township (and previously the Town Center Improvement District) has contracted for certain maintenance services.  However,  over the past eight years, the scope of contracted services has been reduced as Township staff has developed more knowledge of the system and performs more routine services in-house.  The current contractor for fountain services is Progressive Commercial Aquatics and the contract expires December 31, 2015.  The proposed new service agreement term would be January 1, 2016 through December 31, 2018.
 
The request for bids was advertised in The Woodlands Villager on September 23, on The Woodlands Township website and direct mailed to known fountain service vendors.   Bids were due on October 9 and two bids were submitted ( Attachment A - Bid Tabulation Summary;  Attachment B - Submitted Bids).  The bids were reviewed and conditioned due to questions on the information submitted from Fountain Works. Fountain Works provided a written response to the questions posed and staff reviewed references (Attachment C).  The lowest responsive bidder was Fountain Works at a base cost of $6,512 per year for bimonthly, annual and on-call technical support.
 
RECOMMENDATION:

Award the bid for Waterway Square maintenance services to Fountain Works and upon final review  of the Township Attorney, authorize the President/General Manager to execute a service agreement. 

Attachments
Attachment A - WWSQ Fountain Maintenance Services Bid Tabulation
Attachment C - WWSQ Fountain Services Bid Conditioning


    

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