Board of Directors Regular Meeting Agenda

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Meeting Date: 11/20/2019  

Receive, consider and act upon an Award of Bid for 2020 supply of Pool Treatment Chemical Delivery (C-2019-0442 - Liquid Chemical Delivery to Site Mini-Bulk & C-2019-0443 - Dry of Packaged Goods);
The 2020 Township budget allocates $135,000 for swimming pool and fountain water treatment chemicals:  $105,000  in the Aquatics budget, $15,000 in the Park Operations budget, and $15,000 in the Town Center Operations budget.  The projected cost for chemicals in 2020, based on the unit costs from the lowest responsive bidders, is $130,553.25. 
The Woodlands Townships operates fourteen (14) swimming pools, five (5) spray grounds, and various fountains in Town Center including the Fountains at Waterway Square, all of which are maintained daily. Operation of these facilities requires the application of chemicals to ensure safe water quality for users and compliance with applicable Texas State Dept. of Health codes.  HASA, Inc., was awarded the bid for liquid mini-bulk delivery and Big Tex Pool Supplies, was awarded the bid for dry goods in 2019 and the current Service Agreements expire December 31, 2019.
An Invitation for Bids was advertised in The Villager on October 16, 2019, and on The Woodlands Township website (Attachment A). Bids were due November 1, 2019. Bids were received from two vendors:  one vendor bid on the liquid chemical delivery and both vendors bid to supply the dry chemical goods. A Bid Tabulation including a projected 2020 total cost based on average chemical usage for Township facilities over a five-year period was prepared (Attachment B), a summary of which is provided below:
  Big Tex Progressive
C-2019-0442   Liquid Chemicals No Bid $ 95,542.00
C-2019-0443   Dry Chemicals $ 63,185 $ 36,011.25
Progressive submitted the only bid for the Liquid Chemicals - Mini Bulk Liquid.   The unit bid price of $1.48 per  gallon for liquid chlorine is the same price they have bid since 2017 and their bid price for a 30-gallon drum of muriatic acid is the same price they bid in 2018.  Therefore, while Progressive is the sole bidder for Liquid Chemicals, their bid price is within the historical market price. 

Both vendors submitted bids for dry chemicals.  Big Tex's unit pricing for the dry chemicals is generally the same or lower than the unit pricing submitted by Progressive.  However, Big Tex's Bid Tabulation Form submits a price of $31,592.50 for the Annual Payment for the Performance Bond. Progressive's Annual Performance Bond price is $2,500.  Therefore, based on the historical chemical usage and the submitted unit cost for the liquid chemicals and the Annual Performance Bond prices, Progressive's bid is the lowest, most responsive bid.   
The Township has worked with Progressive over the course of the last 20 years on a variety of pool products and has supplied chemicals in previous years. There have been no issues with Progressive.
Award the bid  for the 2020 supply of swimming pool chemicals, (C-2019-0442 - Mini-Bulk Liquid Chemicals & C-2019-0443 - Dry Goods Chemicals) to Progressive Aquatics and authorize the President/General Manager to execute service agreements as approved to form by the Township Attorney.
Attachment A - IFM Swimming Pool Chemicals
Attachment B - Bid Tabulation Summary Swimming Pool Chemicals


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