Board of Directors Regular Meeting Agenda


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Meeting Date: 10/20/2016  

Receive, consider and act upon an award of bid for heating, ventilation and air conditioning maintenance services C-2016-0422;
The 2017 adopted Budget provides $32,000 for heating ventilation air conditioning (HVAC)  maintenance services in several operational line items in department budgets: Town Hall ($15,000), Town Center ($8,000), Park Administration ($4,000) and Recreation ($5,000).  The bid from the lowest responsive bidder (Innovative Cooling and Energy) totals $24,460.84 which is within the allocated budget.
The HVAC Preventative Maintenance Services contract provides preventative maintenance services to the Township’s buildings:  Town Hall, Waterway Square, PARDES Campus, and Recreation Center.  To operate efficiently, preventative maintenance is required  monthly, quarterly and annual basis.  The preventative maintenance program has been developed after a review of the manufacturers recommendations based on the specific makes and models of the HVAC units.  Maintenance beyond preventative levels may also be needed therefore the bid package included defined hourly rates and materials percentage mark up (Attachment A).  The current contact for this service with Brandt Services expires on December 31, 2016. 
An Invitation for Bids was developed for HVAC maintenance services for a period of 36 months commencing January 1, 2017. The bid was advertised in the Villager (August 31, 2016) and posted on The Woodlands Township website. A pre bid meeting was held on September 16, 2016 and eight (8) vendors were in attendance. Bids (Attachment B) were due September 30, 2016 and five (5) bids were submitted (Attachment C) summarized below:
$24,460.84 $24,823.75 $26,964.00 $38,717 $47,316.00

Innovative Cooling and Energy (ICE) was the lowest bidder and staff has contacted their references and do not have concerns about their ability to perform the work outlined.

Award the bid for 2017 - 20019 HVAC Preventative Maintenance Services to Innovative Cooling and Energy and authorize the President/General Manager to execute a contract for these services as approved to form by the Township Attorney.
Attachment A - HVAC Maintenance Services Bid Package
Attachment C - HVAC Maintenance Services Bid Tabulations


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