Board of Directors Regular Meeting Agenda


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Meeting Date: 10/20/2016  

SUBJECT MATTER:
Receive, consider and act upon an award of bid for reforestation services C-2016-0452;
FISCAL IMPACT:
The 2017 Adopted Budget provides $618,000 for forest management of which $414,000 is allocated  for reforestation efforts.  The total amount of the recommended award of bids  totals $296,584 which will be used for the winter/spring season and  leaves additional funding to be able to respond to  special requests throughout the year and to start the fall/winter planting in late 2017.
BACKGROUND:
In 2013, the Board reviewed the updated Integrated Forest Management Plan (IFMP) which included a five year plan to plant additional trees of various sizes from container grown to seedlings (2016 total = 1,106 trees).  The plan did not take into account the number of yearly requests received from residents for reforestation due to vine removal or need for further screening of a road, park, and parking lot.  A large percentage of trees will be planted in Creekside Park area, in “groves” as opposed to linear planting as was done in the 2015-2016 season.
 
In 2015, the Board approved reforesting the cul-de-sacs throughout the community as part of the overall improvement plan, and this program has been included in the 2016-2017 reforestation season. Staff inventoried the small cul-de-sacs and assigned numbers and types of trees to add.  All of the cul-de-sac trees (2016 total-1,500 total) will be 15 gallon to increase the visibility of the trees being planted.
 
To assist with managing the project and the dollars allocated, the project was broken up into parts which allow the Township the greatest flexibility and ability to obtain the lowest cost and highest value:
  • PA1 – Cul-De-Sac Trees Stock
  • PA2 – Cul-De-Sac Trees install
  • PA3 – Cul-De-Sac Trees Stock/Install
  • PB1 – Community Trees Stock
  • PB2 – Community Trees install
  • PB3 – Community Trees Stock/Install
 
The Invitation for Bids was advertised in the Villager on September 5, 2016 and on The Woodlands Township website (Attachment A).  Bids were due on September 16 and five (5) bids were submitted (Attachment B).  Bids required that  submissions be based upon the potential for only certain types and sizes of trees and/or the installation thereof, may be awarded to any one individual vendor, supplier or contractor, thus providing the Township the ability to award the bid(s) to a multiple of contractors such as one contractor to provide the trees and another contractor to install – which would leverage the Township funds to the greatest extent.
 
The bid results indicate the lowest cost per project are:  ( Attachment C – Bid Tabulation Summary)
  • Cul De Sac Reforestation:
    • Texan Tree Depot -  Total Stock Plant Price - $74,300
    • Boone’s Landscaping-  Total Installation - $60,000
    • Total = $134,300
  • Community Reforestation:
    • Texan Tree Depot: Total Stock Plant Price - $84,706
    • 1-800- Lawns: Total Installation - $77,575
    • Total = $162,284
 
Both of these vendors provided reforestation services to the Township in the past and staff was satisfied with their work.
 
RECOMMENDATION:
It is recommended to award the bids to the following contractors and authorize the President /General Manager to execute the necessary agreements as approved to form by the Township Attorney:
 
  • Cul de sac reforestation and community tree stock to Texan Tree Depot in the amount of $159,009:
  • Cul de sac reforestation installation to Boone’s Landscaping in the amount of $60,000;  
  • Community Trees Stock reforestation installation to 1-800- Lawns in the amount of $77,575.  
Attachments
Attachment A - Reforestation Bid Package
Attachment C - Reforestation Bid Tabulation


    

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