Board of Directors Meeting Agenda


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Meeting Date: 04/19/2018  

SUBJECT MATTER:
Receive, consider, and act upon an Award of Bid for the 2018 Pathway Stencils and Crosswalk Project (C-2018-0162);
FISCAL IMPACT:
$225,000 is allocated in the 2018 Capital Improvement Budget for improvements related to pathways which includes but is not limited to: trip hazard removals, removal and replacement of pathways, new pathways, pathway stop signs, and pathway stenciling. The lowest total responsive bid received was from All Service Striping for $63,718.  The remaining balance in the capital project budget will be used for other identified pathway improvement projects in 2018.
BACKGROUND:
During the 2018 Budget Process, the Board of Directors allocated $225,000 for pathway improvements.  Per the project description in the Request for Capital Asset form (Attachment A) in the 2011 Parks and Recreation Needs Assessment, 97.7% of the residents believe the park system has value and 96.5% of the residents regularly use and enjoy the overall park and trail facilities,  This pathway improvement project helps to insure the pathway system is safe for the residents and is also consistent with the overall findings in the bi-annual Resident Satisfaction survey which concluded that residents desire to adequately maintain and upgrade the park and pathway system. The general consensus of residents is  that The Township should continue current park and pathway replacement programs and trails programs should be continued.
 
The painting of cautionary stencils on the pathways at intersections, along with the pathway stop signs, improves safety at the intersections. The standard for  stencils include six stop bars, one “No Motorized Vehicles Allowed” and one “Slow Intersection Ahead”. The crosswalk stenciling consists of two painted parallel bands that cross the driveway or intersection from pathway to pathway as a visual warning to motorists. The painting of crosswalks on roadways is a shared responsibility with Montgomery County. Both Montgomery County Precinct 2 and 3 have approved stenciling of certain crosswalks since they are on county roads, with the understanding that the specifications comply with their standards, including the use of reflective glass beads. The Precincts paint the crosswalks in controlled intersections and at school crossings.  Painted crosswalks at neighborhood entries and commercial driveways are at the expense of The Township.
 
A Request for Bids (Attachment B) was advertised on The Woodlands Township website on February 26, 2018, and in The Woodlands Villager on March 1, 2018.  Questions for clarifications were due on March 12, 2018 and bids were due on March 20, 2018.  Three (3) completed bids were submitted (Attachment C).  A Bid Tabulation  has been prepared (Attachment D) a summary of which is provided in the table below:


The lowest most responsive bidder is All Service Striping at a total cost of $63,718.   All Service Striping has provided The Woodlands Township pathway stenciling and striping services in the past and the results have been positive.  Remaining funds will be used for other pathway improvements including stop signs, pathway replacements and trip hazard removals.

Resolution  024-17 adopted by the Board of Directors in 2016 and amended in late 2017 establishes authorization limits for commitments and agreements, checks and disbursements and other documents and materials.  The Resolution authorizes the President/General Manager to approve, execute and enter into commitments or agreements obligating the Township for expenditures of no more than $100,000 for items included in the then current Capital Improvement Plan and budget approved by the Board of Directors,  While this pathway improvement capital project is within the expenditure limits per the Resolution, the 2018 Capital Asset Request did not identify the various locations for pathway stenciling that were included in the specifications for bidding the project.  Therefore, it is recommended the Board award the bid for this project. 
RECOMMENDATION:
Award All Service Striping the bid for pathway stenciling and striping and authorize the President/General Manager to execute a services agreement.
Attachments
Attachment A- 2018 Capital Asset Request Pathway Improvements
Attachment B - 2018 Pathway Stencils and Crosswalk Project Bid Specifications
Attachment C- Submitted Bids 2018 Pathway Stenciling and Striping


    

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