Board of Directors Regular Meeting Agenda


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Meeting Date: 11/20/2019  

SUBJECT MATTER:
Receive, consider and act upon the contract for Fire Department Landscape Maintenance Services (C-2019-0467);
FISCAL IMPACT:
$100,000.00 is allocated in the Woodlands Township Fire Department budget for mowing, landscaping, and irrigation services.   Total per year base cost of the bid from the lowest responsive bidder is $86,640.00.
BACKGROUND:
The scope of services for landscape maintenance services at the community’s Fire Department facilities includes the contractor providing all labor, materials, equipment, licensing, and supervision necessary for the maintenance of eight (8) Fire Stations and the Emergency Training Center. Maintenance includes mowing, trimming, flower bed maintenance, hardscape blowing, etc.    Central and the Emergency Training Center (entrance area) have enhanced standards, which are like Town Hall and the Recreation Centers, as public facilities.
 
In 2018, fire station landscape maintenance services were removed from the comprehensive parks and pathways landscape maintenance contract in the anticipation of reducing cost, identifying additional quality vendors and having multiple landscape firms under contact in the event a contractor was not performing.  DeAngelo Brothers was awarded a 15-month contract for fire station landscape maintenance, which expires December 31, 2019.  
 
An Invitation for Bid was developed on a monthly cost basis for a contract period of thirty-six (36) months to begin January 1, 2020 (Attachment A).  The Invitation for Bids was advertised in The Woodlands Villager, on The Woodlands Township web site and was direct mailed to known contractors.  A mandatory pre-bid meeting was held on October 2, 2019, with seven (7) contractors in attendance.  Bids were due on October 18, 2019. Three (3) bids were submitted. A summary of the Bid Tabulation (Attachment B) is provided below:
 
Vendor Yearly Maintenance (All Stations)
Lotus $86,640
B and C $166,008
Yellowstone
$173,448

Lotus Landscaping  submitted the lowest responsive bid.  Lotus was awarded the bid for the installation of reforestation materials in the community and staff has no concerns with awarding Lotus Landscaping the Fire Station Landscape Maintenance Services Agreement.
RECOMMENDATION:
Award the bid for 2020 - 2022 Fire Stations Landscape Maintenance (C 2019-0467) to Lotus Landscaping and authorize the President/General Manager to execute any necessary agreements as approved to final form by the Township Attorney.
 
Attachments
Attachment A - Fire Station Landscape Maintenance IFB
Attachment B - Fire Station Landscape Maintenance Bid Tabulation Summary


    

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