Board of Directors Regular Meeting Agenda


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Meeting Date: 08/22/2018  

SUBJECT MATTER:
Receive, consider and act upon award of bids for deck refurbishment and plaster work on the swimming pools at Alden Bridge Park and Creekwood Park and the spraygrounds at May Valley Park (C-2018-0402);
FISCAL IMPACT:
$153,000 is allocated in the 2018 Capital Improvement Budget for these projects, of which $149,950 remains available. $3,050 was used for filter sand replacement at Alden Bridge Park swimming pool.  The lowest total responsive bid received for all the work specified was from Progressive Commercial Aquatics for $202,898, which is $52,948 more than the available funding.

Several options have been developed to perform portions of the work within the allocated funding and there is an option to fund the remaining amount from positive variances from completed capital projects or from funding from a capital project that is currently not directed to move forward. 

Option 1:  $150,498 (from Progressive), $548 over budget.
  • Remove  coping stone work at Alden Bridge Pool and to cut the entirety of the scope at May Valley Park, delaying this project to 2019.  Work included Alden Bridge and Creekwood plaster and Alden Bridge deck work, inclusive of drainage improvements.  This overage can be addressed through positive variances in completed 2018 Aquatics Facilities capital projects.   The challenge with this option is that water leaks will continue. It is believed that most or all of the feature pipes are leaking, Over time this may undermine the pad to a critical point.
 
Option 2:  $176,817 (two vendors), $26,867 over budget
  • Award the full scope of work to two separate contractors, with Project A being awarded to Progressive in the amount of $88,225, and Project B to Hancock Pools in the amount of $88,591. This would result adding approximately 45 to 60 days to the project since the two companies would not be able to share work space and one would have to wait to begin until the other’s scope was substantially completed (due to liability and warranty concerns). This approach may result in the project running into 2019 prior to completion. Township staff has managed this approach before, most recently at Ridgewood Park and Falconwing Park.
 
Option 3: $202,898 (Progressive Aquatics), $52,948 over budget
  • Award Progressive Commercial Aquatics both Project A - $88,225.00 and Project B - $114,671.00, for a total price of $202,898.00, which is the low single-contractor bid for A plus B together.
The remaining balance required to fund this option could be allocated from the 2015 Capital Improvement Project - Aquatic Facility Design. The Aquatic Facility Design capital project was created in 2015 with an initial budget of $200,000 to fund research and design services for a potential 50-meter pool at a feasible Township park location and $157,366 remains in this account.  With Phase I and III of the Master Plan for Bear Branch Park complete, and there is no Board direction to take any action regarding the 50-meter pool, the remaining balance could be released and $52,948 reallocated to fund the total deck refurbishment and plaster work on the swimming pools at Alden Bridge Park and Creekwood Park and the spraygrounds at May Valley Park.
BACKGROUND:
Routine swimming pool repair and maintenance is funded through the Township’s Capital Reserve Fund per the schedule established in the Reserve Study for the long term repair and replacement of capital assets. The Study and further examinations by staff jointly identified facilities at Alden Bridge Park, Creekwood Park, and May Valley Park for pool plastering and/or deck refurbishment for 2018, and the project includes necessary updates to comply with current Texas Department of Health Standards for Swimming Pools and Spas.
 
An Invitation for Bids (IFB)  was advertised on The Woodlands Township website on June 27, 2018, and in The Woodlands Villager on the same date and IFB were sent directly to known vendors in the area.  A  mandatory pre-bid meeting conducted on July 10, 2018, with ten (10) contractors in attendance.  Questions for clarifications were due on July 20, 2018, and one (1) addendum was issued on July 24, 2018.  Bids were due on July 31, 2018.
 
Four (4) bids were submitted, all from professional contractors who attended the mandatory pre-bid meeting.  One vendor's bid was deemed to be incomplete due to only providing the cool decking/texturing and not the full scope of services for the project.  Of the three remaining qualified bids, all have completed similar work for the Township in the past five years. A Bid Tabulation has been prepared (Attachment C) which includes the details of these three bids. A Summary of the bids is provided below:
 
  Greater Houston Pool Hancock Pools Progressive
 Project A  $115,420.00  $112,071.00 $ 81,150.00
 Project B  Incomplete Bid  $  88,591.00 $114,671.00
 Project C (A+B)  Incomplete Bid  $200,662.00 $195,821.00

The lowest responsive bid is above the Township's budgeted amount. The overage can be traced to the following:
  • The scope of work put out for bid included Alden Bridge deck drainage work (approximately $20,000) to eliminate a persistent resident complaint
  • The scope of the work required included addressing an underground leakage at May Valley (approximately $20,000.
  • Township is realizing certain cost increases by waiting until the fall months to complete the work which was necessitated to have the facilities running during the spring 2018 for various swimming groups who were left without pools during CISD’s natatorium renovations.
  • Finally, there is an increased demand for these services in the area which is driving up costs related to plaster, concrete and labor.
The following options have been developed for review and consideration:
 
Option 1:  $150,498 (from Progressive), $548 over budget.
  • Remove  coping stone work at Alden Bridge Pool and to cut the entirety of the scope at May Valley Park, delaying this project to 2019.  Work included Alden Bridge and Creekwood plaster and Alden Bridge deck work, inclusive of drainage improvements.  This overage can be addressed through positive variances in completed 2018 Aquatics Facilities capital projects. The challenge with this option is that water leaks will continue. It is believed that most or all of the feature pipes are leaking, over time this may undermine the pad to a critical point.
 
Option 2:  $176,817 (two vendors), $26,867 over budget
  • Award the full scope of work to two separate contractors, with Project A being awarded to Progressive in the amount of $88,225, and Project B to Hancock Pools in the amount of $88,591. This would result adding approximately 45 to 60 days to the project since the two companies would not be able to share work space and one would have to wait to begin until the other’s scope was substantially completed (due to liability and warranty concerns). This approach may result in the project running into 2019 prior to completion. Township staff has managed this approach before, most recently at Ridgewood and Falconwing.
Option 3:  $202,898 (Progressive Aquatics), $52,948 over budget
  • Award Progressive Commercial Aquatics both Project A - $88,225.00 and Project B - $114,671.00, for a total price of $202,898.00, which is the low single-contractor bid for A plus B together.

Progressive has a long work history completing similar projects for the Township including most recently in 2017 at Creekwood, Forestgate, and Harper’s Landing pools and the Timarron sprayground. Work was completed in a satisfactory and timely manner in each instance.
RECOMMENDATION:
Award the bid for Project C to Progressive Commercial Aquatics, Inc in the amount of $195,000 with the balance of funding required to be relocated from the 2015 Aquatics Facility Capital Project and authorize the President/General Manager to execute a construction agreement as approved to final form by the Township Attorney.
Attachments
Attachment C - Bid Tabulation Summary Pool Replaster and Deck Refurbishment


    

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