Board of Directors Meeting Agenda


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Meeting Date: 11/29/2017  

SUBJECT MATTER:
Receive, consider and act upon an award of bid for plumbing services (C-2017-0527);
FISCAL IMPACT:
Plumbing Services is an "as needed" contract that will be utilized when unanticipated needs arise.  Therefore, it is difficult to predict future expenses.  However, based upon previous history, plumbing services average less than $45,000 per year.  The contracted expense is allocated in the overall 2018 Budget for contracted services which is budgeted at $345,000.
BACKGROUND:
The Woodlands Township has a wide variety of facilities and amenities that may require plumbing services which include but are not limited to: Town Hall, 2 Recreation Centers, 9 Fire Stations, 1 Emergency Training Center, the Parks, Recreation and Environmental Services Campus (3 Buildings), 140 parks and 5 park lift stations.  When the need arises for a plumber staff call a variety of businesses/plumbers and then wait for the companies to call back.  Often times multiple vendors are servicing/repairing  various types of plumbing systems thus there is a challenge for overall consistency and high levels of customer services. With frequent plumbing repair calls occurring per year, it was determined that retaining a plumbing services contractor on a services contract  could be more cost effective and efficient for the Township - similar to the multiyear service contracts the Township has for electrical services, HVAC repair and maintenance and lake and pond maintenance.  
 
The request for bids was advertised in The Woodlands Villager on October 25, 2017 and on The Woodlands Township website.  A non-mandatory pre bid meeting was held with one (1) attendee. Bids were due on November 8, 2017 and one (1) bid was submitted (Attachment A). A bid tabulation (Attachment B) was developed based on prices submitted and projected use of various services.  The sole responsive bidder is Kilgore Industries L.P.. The Woodlands Township has worked with this vendor on prior services as they held a previous HVAC contract and are an overall mechanical contractor.
 
This is the third time the Township has solicited for contracted plumbing services.  The previous two times, no bids were received.   By expanding  the scope of plumbing services  to include the fire facilities and the new recreation center at Rob Fleming Park and providing a three-year term of contract, it is believed to have attracted the attention of at least one plumbing contractor.   To condition the bid and evaluate the submitted bid prices for competitiveness,  Kilgore's  bid prices were  compared by telephone to those provided by other local plumbers and were found that the bid base daily rate was consistent with the market rates.
RECOMMENDATION:
Award the bid to Kilgore Industries, LP for 2018 - 2020 Plumbing Services and authorize the President /General Manager to execute a services agreement as approved to form by the Township Attorney. 
 
 
Attachments
Attachment B - Plumbing Services Bid Tabulation Kilgore


    

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