Board of Directors Regular Meeting Agenda

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Meeting Date: 01/15/2020  

Receive, consider and act upon an award of bid for sportsfield maintenance services (C-2019-0441);
$553,900 is allocated in Township's 2020 Park Operations Budget for Sportsfield Maintenance Services. The lowest most responsive bid is from Ambassador Maintenance Solutions which totals $482,080.75 which includes the base level services and projected as needed services.
The purpose of this contracted sportsfield maintenance service is to provide world-class conditions at the Township's natural grass sportsfields and sports complexes: Bear Branch Sportsfield, Gosling Sports Park, Alden Bridge Sports Complex's and seven (7) individual multi-purpose fields throughout the community. The contract for this service that was with Sports Fields Solutions expired December 31, 2019. Limited interim maintenance services are being performed by Township staff utilizing rental machinery.
An Invitation for Bids for a three-year contract was advertised in The Villager (October 28, 2019), on The Woodlands Township website and was emailed to known contractors (Attachment A). In the development of the bid, a critical review of the need for sportfield maintenance services was analyzed in addition to how past contractors delivered the services.  In previous contracts, base price was for all services inclusive of mowing, blowing, trimming, irrigation, fertilization, aerification, topdressing, and chemical application. Due to how previous contractors were delivering the services, a base bid was developed for mowing, blowing, trimming and irrigation and all other services will be delivered on an as needed/unit price basis.
A mandatory pre-bid meeting was held November 4, 2019, with eight (8) contractors in attendance. Bids were due on November 19, 2019, and three (3) bids were submitted. A summary of the bid tabulation (Attachment B) is provided below:
Vendor Annual Base Bid Total As Needed (based on historical data) Total
Ambassador Facility Maintenance Solutions $ 369,990.76 $112,089.99 $482,080.75
Sportsfield Solutions $ 479,213.00 $104,515,.02 $583,728.02
Diamond Kuts $ 636,348.00 $206,515.93 $842,863.93
Ambassador Maintenance Solutions submitted the lowest responsive bid.  Staff has reviewed the company's background and experience which includes landscape maintenance (inclusive of sportfields) for the Houston Community College System.
Award the bid for 2020 – 2022 Sports Field Maintenance Services (C-2019-0441) to Ambassador Maintenance Solutions and authorize the President/General Manager to execute any necessary agreements as approved to final form by the Township Attorney.
Attachment A - IFB Sportfield Maintenance Services
Attachment B - Sportfield Maintenance Services Bid Tabulation Summary


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