Board of Directors Meeting Agenda


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Meeting Date: 11/29/2017  

SUBJECT MATTER:
Receive, consider and act upon an award of bids for swimming pool chemicals (C-2017-0478 & C-2017-0482); 
FISCAL IMPACT:
The estimated cost for chemicals projected to be used in 2018, using the prices submitted by the lowest most responsive bidders, is $114,325.00. This amount is within the 2018 appropriations of $110,000 for chemicals in the Aquatic Operations budget and $10,000 for chemical for the fountains in the Town Center Operations budget for a total of $120,000 total.
BACKGROUND:
The Woodlands Townships operates fourteen (14) swimming pools, five (5) spraygrounds, and various fountains in Town Center including the Fountains at Waterway Square, which are all maintained on a daily basis. 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.  Progressive Commercial Aquatics was awarded the bid for all chemical services in 2017 and their current Service Agreement expires December 31, 2017.Progressive Commercial Aquatics was awarded the bid for 2017 and their current service agreement expires December 31, 2016.
 
An Invitation for Bids was advertised in The Villager on October 6, 2017, and on The Woodlands Township website. The bid was broken into two parts as there are vendors in the marketplace who specialize in either dry chemicals or wet chemicals and  others that provide both types of chemicals.  Bids were due October 31, 2017. Three (3) bids were submitted (Attachment A).  Attachment B is a tabulation of the bids including a projected 2018 total cost based on average chemical usage for Township facilities over a five year period. HASA, Inc, is the low bidder for C-2017-0478 (wet delivery) at a projected cost of $73,570.00; and Progressive was the sole  bidder considered responsive to the complete scope of services for C-2017-0482 (dry delivery) at a projected cost of $40,755.00. HASA, Inc, will be a new vendor to the Township but staff has checked references and believes HASA has the experience and delivery capabilities to be successful.  Progressive has supplied pool chemicals to the Township for many years and has been a reliable supplier.
RECOMMENDATION:
Award HASA the bid to supply swimming pool and fountain chemicals for wet delivery (C-2017-0478), and award Progressive the bid to supply swimming pool and fountain chemicals for dry delivery (C-2017-0482), for the  2018 calendar year, and authorize the President/General Manager to execute a service agreement.
Attachments
Attachment B - 2018 Pool Treatment Chemical Bid Tabulation Summary


    

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