Board of Directors Regular Meeting Agenda


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Meeting Date: 06/20/2019  

SUBJECT MATTER:
Receive, consider and act upon an award of bid for 2019 - 2022 Township tree lighting services (C-2019-0201);
FISCAL IMPACT:
$195,000 is allocated in the Township's 2019 Town Center Operations budget for tree lighting and maintenance services.  These services provide  for the lighting of 496 trees in the Town Center area including Hughes Landing, Town Green Park, and Waterway Square Park.  An additional amount is allotted in the Park Operations budget for the tree lighting of 13 trees and 2 pergolas at Village Green Park in the Village of Creekside. The lowest most responsive bid was submitted by The Perfect Light in the amount of  $164,652.09 per year.
BACKGROUND:
The Woodlands Township contracts the installation and maintenance of lights on approximately 496 street level trees in the Town Center area including various thoroughfares, Hughes Landing, Town Green Park and Waterway Square Park.  The tree lights are displayed for 10 months per year between October and July.  The scope of services also includes the installation and maintenance of lights on 13 additional street trees and two pergolas in Village Green Park in the Village Center in Creekside Park.  The current service agreement with The Christmas Light Company expires August 15, 2019.
 
Approximately 400 additional trees on the Waterway level are not included in this agreement as they are covered in the Waterway Use, Operation and Maintenance Agreement with The Woodlands Land Development Company (TWLDC). In practice, TWLDC has typically used the same company the Township has contracted with to ensure consistency of service delivery and overall cost savings; however, they are under no specific obligation to do so.
 
A request for bids  for a three-year contract was developed and  advertised in The Villager (April 24, 2019) and The Woodlands Township website, and was emailed to known contractors (Attachment A). A mandatory pre-bid meeting was held May 2, 2019, with four (4) contractors in attendance. Bids were due May 24, 2019, and three (3) bids were submitted.
 
The lowest most responsive bid following bid conditioning was from The Perfect Light.  The Perfect Light original bid submittal form reflects three-year contract values rather than one-year values; but the bid conditioning process verified that their annual price is to be equal to the submitted price divided by three, resulting in the lowest annual cost to the Township. A Bid Tabulation has been prepared (Attachment B), a summary of which is provided below:
 
   The Christmas Light Company  Décor IQ  The Perfect Light - as originally submitted  The Perfect Light - verified/yearly costs [cost, divided by three]
 Town Center Annual Subtotal: $177,964.80 $185,504.00 $475,956.64 $158,652.21
 Village Green Annual Subtotal: $6,813.40 $6,123.25 $17,999.62 $5,999.87
TOTAL ANNUAL VALUE $184,778.20 $191,627.25 $493,956.26 $164,652.09
TOTAL CONTRACT VALUE $554,334.60 $574,881.75 $1,481,868.78 $493,956.26
 
The Perfect Light is a local company with offices located within four miles of the Town Center and crews living in the immediate area. They currently hold similar public area lighting contracts with both the City of Conroe and the City of Houston, and approximately 750 of their seasonal residential clients are in The Woodlands area. While the Township has not previously done business with The Perfect Light, staff is confident that they are aware of the needs and demands of the community and can perform the scope of services as required.
 
RECOMMENDATION:
Award the bid for 2019 - 2022 Township Tree Lighting Services to The Perfect Light and authorize the President/General Manager to execute any necessary agreements as approved to final form by the Township Attorney.
 
Attachments
Attachment A - Tree Lighting Services IFB
Attachment B - Bid Tabulation Summary Tree Lighting Services


    

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