Board of Directors Regular Meeting Agenda


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Meeting Date: 10/17/2019  

SUBJECT MATTER:
Receive, consider and act upon an Award of Bid for reforestation services  (C-2019-0414);
FISCAL IMPACT:
$446,500 is allocated in the 2020 Park Operations Budget for reforestation, forest management and tree planting. The total amount of the recommended award of bids is $293,675. Remaining funds will be used for other reforestation requests and unanticipated projects that occur throughout the year.
BACKGROUND:
In 2013, The Woodlands Township Board of Directors 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. The plan did not consider the number of requests received annually from residents for reforestation due to invasive vine removal or the need for additional screening of new developments, roads, parks and parking lots. In 2016, the Board approved additional annual funding to reforest cul-de-sac islands throughout the community as part of the overall community reforestation improvement plan. Subsequently, the small cul-de-sac islands were inventoried and each island was assigned a quantity and type of trees to be planted. All trees to be planted in the cul-de-sac islands will be 15-gallon size to provide better visibility and impact of the reforestation effort.
 
To assist with managing the reforestation project and the funding allocated, the Invitation for Bids (IFB) was separated into six components, which provides the Township flexibility and the potential 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 Tees Stock/Install
 The IFB was advertised in The Villager on September 4, 2019, and on The Woodlands Township website and was emailed to known contractors (Attachment A). Bids were due September 27, 2019, and six (6) bids were submitted. Two (2) vendors were disqualified due to non-conformance with the bid specifications by not submitting the required forms and/or bonds. A Bid Tabulation has been prepared (Attachment B), a summary of which is provided below:
 
  Cul-de Sac Trees Community Reforest Trees

Vendor
PA1:
Stock
PA2:
Install
PA3:
Total
Stock/Install
PB1:
Stock
PB2:
Install
PB3:
Total
Stock/Install

 
Lotus NB $5,550.00     $107,800.00  
Texan Tree Depot $9,200.00     $171,675.00    
Boone's   $7,392.00     $152,876.00  
River V Growers $10,350.00     $197,700.00    
Rothco   $5,000.00     $110,600.00  
Land Pro $11,949.00 $17,733.00 $29,682.00 $214,949.50 $265,493.50 $480,443.00
  Lowest CDS  $14,200.00 Lowest Community $279,475.00
Overall Reforestation Total:  $293,675.00
   
The IFB was structured for the potential of only certain types and sizes of trees and/or the installation to be awarded to any one individual vendor, supplier or contractor, thus providing the Township the ability to award the bid(s) to multiple contractors or a combination of different contractors, such as one contractor to provide the trees and another contractor to install those, which could leverage Township funds to the greatest extent.
 
The bid results indicate the lowest cost per project are:
  • Cul De Sac Reforestation
    • Texan Tree Depot – Total Stock Plant Price - $9,200
    • Rothco – Total Installation - $5,000
    • Total = $14,200
  • Community Reforestation
    • Texan Tree Depot – Total Stock Plant Price - $171,675
    • Lotus – Total Installation - $107,800
    • Total = $279,675
RECOMMENDATION:
Award bids for reforestation services 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 island reforestation and community tree stock to Texas Tree Depot in the amount of $180,875
  • Cul-de-sac island reforestation installation to Rothco in the amount of $5,000; and
  • Community reforestation installation to Lotus in the amount of $107,800
Attachments
Attachment A - IFB Reforestation Services
Attachment B - Bid Tabulation Reforestation Services


    

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