Invitation for Bid 2026 Alden Bridge Softball Complex Enhancements C-2026-0441

The Woodlands Township Park and Recreation
8203 Millennium Forest Dr.
The Woodlands, TX 77381
Invitation for Bid
2026 Alden Bridge Softball Complex Enhancements
Contract Number: C-2026-0441
PURPOSE
Contractors shall provide all labor, materials, equipment, licensing, and supervision necessary for the
Alden Bridge Softball Complex Enhancements Project utilizing specifications and frequencies outlined in
the attached bid documents. The contract will be for a term of 12 months beginning August 3, 2026,
and ending August 2, 2027.
Mandatory Pre-Bid Meeting Bid at 9:00 a.m. CST June 25, 2026
Deadline for Written Questions at 5:00 p.m. CST July 1, 2026
Bids Due by 1:00 p.m. CST at 8203 Millennium Forest Dr, The
July 10, 2026
Woodlands, TX 77381
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Bidder shall complete every space in the bidder proposal column with either signed initials to indicate
the item being bid is exactly as specified or a description to indicate any deviation of item being bid from
the specifications. Bidder may submit additional information explaining any proposed deviation.
1 GENERAL Bidders
Initials
1.1 The contract for these services, if awarded, shall be for twelve (12) months (August 1, 2026 - August
2, 2027). Any and all financial obligations of The Woodlands Township under a proposed contract are
conditional as they relate to a yearly appropriation during the annual budget process.
1.2 Within (180) days before the expiration of the Initial Term (August 2, 2027), The Woodlands Township
may give written notice to Contractor of its desire to extend the Agreement (the "Renewal Notice") for
an additional period of time. (the "Renewal Term"). If The Woodlands Township delivers the Renewal
Notice, the Parties shall within thirty (30) days from the date of receipt of the Renewal Notice, use
good faith efforts to negotiate the terms and conditions of the Renewal Term. Any agreed upon
Renewal Terms shall be in writing and executed as a Modification of the Agreement. In the event the
Parties are unable to agree upon the terms and conditions for the Renewal Term, then the Agreement
shall expire upon the expiration of the current Term or otherwise terminate pursuant to the terms of
the Agreement. Renewal Terms will be limited to a maximum of (1) one-year agreement in order to
complete any remaining work on the project.
1.3 The Woodlands Township reserves the right to reject any or all bids, including without limitation the
rights to reject any or all nonconforming, non-responsive, unbalanced or conditional bids and to reject
the bid of any bidder if The Woodlands Township believes that it would not be in the best interest of the
project to make an award to that bidder, whether because the bid is not responsive or the bidder is
unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria
established by The Woodlands Township.
1.4 The Woodlands Township also reserves the right to waive all informalities and defects in the bids and
the bidding process not involving price, time of submittal or changes in the work and to negotiate
contract terms with the successful bidder. Discrepancies between the multiplication of units of work
and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of
any column of figures and the correct sum thereof will be resolved in favor of the correct sum.
Discrepancies between words and figures will be resolved in favor of the words. In case of ambiguity or
lack of clarity in stating the prices in the bid, The Woodlands Township reserves the right to consider
the most advantageous bid thereof or to reject the bid.
1.5 Prospective Bidders may obtain a bid package including specifications and bidding documents from The
Woodlands Township website, online at www.thewoodlandstownship-tx.gov/bids.
1.6 Bidders should carefully examine the bid documents, specifications and other documents, visit the sites
of the work, field verify quantities and fully inform themselves as to all conditions and matters which
can in any way affect the work or the cost thereof. Should a bidder find discrepancies in or omissions
from specifications, or other documents, or be in doubt as to their meaning, he should at once notify
The Township and obtain clarification prior to submitting a bid.
1.7 Addenda to the specifications shall be considered part of the contract documents. Bidder shall
acknowledge receipt of addenda on the Bid Proposal Form. Oral and other interpretations or
clarifications will be without legal effect.
1.8 Any qualification or exception submitted by the contractor pertaining to the specifications and bid
items may be cause for rejection of bid. (A conditional bid may be cause for rejection.)
1.9 The Contractor's bid shall include unit prices as outlined in the Bid Tabulation Form.
Quantities required and listed are substantially correct, but The Woodlands Township reserves the
right to increase and/or decrease the amount of work to be done by any amount at the same unit cost
of the bid.
1.10 There will be no public bid opening; however, bid tabulations and related bid documents will be
released once the Board of Directors has reviewed and approved them.
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1.11 ANY ALTERATIONS, ADDITIONS OR DELETIONS, TO EITHER THE INSTRUCTIONS TO BIDDERS, OR THE
PROPOSAL FORM SHALL CONSTITUTE THE BID(S) AS UNACCEPTABLE.
1.12 It is understood, that in addition to the items outlined in this bid package, The Woodlands Township's
facilities, offices, terminals, parks, pools and sports fields are continually growing and the successful
contractor must be capable of handling contract additions throughout the term of the contract to the
same standards, frequencies and expectations outlined herein.
1.13 Contractor shall be capable of receiving communication by email, or via phone call/message/app.
1.14 Contractor shall provide all equipment, labor, trucks, and material necessary to perform the required
service. No equipment, material or personnel shall be provided by The Township to Contractor unless
agreed upon in advance in writing by the Township.
1.15 Contractor shall remove all rubbish, waste and discarded material on a daily basis that is a result of
their services provided to the Township. If Contractor fails to comply with this obligation, and the
Township is required to remediate, the Contractor agrees to reimburse the Township for all expenses
incurred for the remedy.
1.16 Each employee will be identified by a company uniform (shirt, pants or cap) and vehicles will be clean,
and all marked with company name.
1.17 Contractor shall behave and operate in an environmentally sound and professional way, as to not
create damage or cause exposure by virtue of negligence or omission.
1.18 Equipment must be well maintained and in good condition.
1.19 Transportation of staff and equipment shall be done only in vehicles marked with contractor's
company logo unless agreed in writing by Township staff.
1.20 Work shall be conducted between 7:00 a.m. and 7:00 p.m., Monday through Sunday. The Woodlands
Township may direct specific times for certain work to be performed so as to not interfere with
lake/pond, park and/or community activities.
1.21 Safety of residents and visitors is of the utmost importance. It will be the contractor's responsibility to
secure areas in and around where the work is taking place.
1.22 Service can only be requested by authorized personnel who include Township staff having a title of
Foreman, Supervisor, Superintendent/Manager, Asst. Director, Director, Chief Officer, or
President/Chief Executive Officer.
1.23 Contractors shall understand that one of the main emphasis of this community is the preservation of
the natural existing environment which includes the trees, bushes, wildflowers and wildlife, and to
enhance it by additional landscaping and the development of the lakes and open space. No trees,
shrubs or vegetation should be unnecessarily removed or damaged. No trash, lumber, etc. can be
dumped in the woods. No vehicles, etc. can be parked except in handicapped spaces or park reserves.
1.24 Service requests may be sent to Contractor multiple times a week via email, these emails or requests
should be acknowledged upon receipt. Work shall be addressed at the latest during the next regularly
scheduled service visit.
1.25 Additions and modifications to the Contract are based on unit prices as agreed upon in the bid (refer to
Supplemental Unit Price Form). For any item, material, or project not listed as a unit price in the bid,
The Township will request a proposal for additional services and will add it to the contract, at their
discretion.
1.26 Any measurements contained herein should only be used as an estimate. Contractor is responsible for
accurate measurement of all items. All potential bidders should examine areas included in this bid to
ensure accurate measurements and price quotes.
1.27 Contractor is responsible for obtaining such supplies, materials and parts if not provided directly by the
Township. Such supplies, materials and parts shall be of good quality and the cost of such shall be
billed as reflected in the proposal from the Contractor. Installed materials that fail before warranty
shall be replaced by the contractor with new material at no cost to the Township other than labor to
reinstall.
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1.28 Service locations are public and extremely sensitive to disruption. Contractor must ensure the general
public and user's safety when performing services in and around all locations.
1.29 Contractor shall not employ any subcontractor to fulfill any of the Contractor's obligations, in whole or
in part, without the prior express written approval of The Woodlands Township and shall fully
indemnify and defend the Township for any acts or omissions of any such sub-contractor.
1.30 All maintenance operations shall be performed by the approved contractor or sub-contractor. A list of
subcontractors shall be submitted with the bid.
1.31 Contractor is responsible for responding to the jobsite as deemed by The Township i.e., hurricanes,
tornadoes, flooding. Contractor shall provide an emergency response to the jobsite to ensure it is safe
prior to any weather event. Contactor must respond to the emergency in an appropriate amount of time
as agreed upon as deemed by the Township and Contractor.
1.32 Contractors must include a detailed EQUIPMENT LIST necessary to complete the work outlined in
VOID
these specifications and submit it with the bid and annual schedule.
1.33 Contractor is responsible for damage to people and property caused during the performance of
contracted work.
1.34 The Contractor will be held responsible for any damages to trees, plants, shrubs, fences, walls, brick,
pavers, glass, etc. that is caused by the Contractors errors or their failure to comply with the
requirements of these specifications and will be assessed a fee. Values will be based on The Township's
assessment and/or appraisal in accordance to Council of Tree and Landscape Appraisers or other
mutually agreeable source.
1.35 Contractor is responsible for applying all chemicals in a safe manner consistent with the label directions
and federal and state laws and regulations. Application rates and frequencies are determined by the
manufacturer's recommendations. Chemical mixing and application shall be supervised by a Licensed VOID
Pesticide Applicator. Records must be maintained according to applicable licensing regulatory body.
These records shall be provided to The Township upon request within 2 hours.
1.36 Contractor is responsible for public notification when pesticides are to be applied in advance per
manufacturers label instructions. Notification as is to include when, what, where, and how much. VOID
Verification of completion is to be noted.
1.37 If through inspection and verification, in The Woodlands Township opinion, work as defined by the
specifications has been carried out to an insufficient standard, the work shall be carried out again by the
Contractor without creating a backlog to other maintenance schedules and at the expense of the
Contractor.
1.38 **In the event the contractor fails to accomplish any task under this scope of work, The Woodlands
Township will provide reasonable notice to take corrective action. If the Contractor does not perform
the service, The Woodlands Township may, at its option, cause the non-performed tasks to be
accomplished through another source and deduct the cost of such from the amount normally due to the
contractor for that monthly period based on the Supplemental Unit Prices
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2 LAWS, REGULATIONS, AND INSURANCE Bidders
Initials
2.1 Please be advised that in accordance with State of Texas Local Government Code Chapter 176, Bidder
must submit Form CIQ
2.2 In compliance with State of Texas Government Code, Section 2252.908, the successful business entity
awarded a contract by the Board of Directors of The Woodlands Township must complete Form 1295 -
"Certificate of Interested Parties" - and must provide a signed and notarized printed copy of the form
and a separate certification of filing. The form can be found at www.ethics.state.tx.us
2.3 At Contractor's own cost and expense, Contractor shall comply with all laws, ordinances, rules, and
regulations of the federal, state and local and OSHA authorities and departments relating to or
affecting the work hereunder, and shall secure and obtain any and all permits, licenses and consents as
may be necessary in connection therewith.
2.4 Contractor shall furnish copies of any necessary licenses or permits prior to the commencement of any
work here under.
2.5 Traffic control, where and when needed, must meet the requirements of all state and local laws, and
regulations shall be included as part of the unit cost.
2.6 All work, repairs, preventative maintenance and installations shall be made in compliance with the
appropriate Certifications, Laws, and Codes as adopted by the State of Texas.
2.7 Contractor shall provide The Woodlands Township with acceptable proof of insurance and
endorsement forms which meet the requirements as identified herein. Proof of Insurance must be
provided before any work is to begin.
3 INSTRUCTIONS Bidders
Initials
3.1 A mandatory Pre-Bid Meeting will take place at Alden Bridge Sports Park - 4751 TX-242, The
Woodlands, Texas 77384, Thursday June 25, 2026 at 9:00 am CST. Attendance at the full pre-bid
meeting is mandatory. Failure to attend, even for legitimate reasons, shall result in automatic
disqualification. The rule exists not to penalize but to enforce uniformity. Without confirmation of
attendance, agencies cannot guarantee that all bidders have received the same clarification
undermining the fairness of the process.
3.2 Contractors should visit the locations in their own time in order to best determine scope and
expectations: The Woodlands Township strongly encourages all bidders to familiarize themselves with
facilities and locations.
3.3 INTERPRETATIONS AND ADDENDA- All questions about the meaning or intent of the Bidding
Documents and the Contract Documents shall be submitted in writing to Jared Davis, Parks
Superintendent at jdavis@thewoodlandstownship-tx.gov . Interpretations, questions, or clarifications
will be considered by the Township and if necessary be responded to by issuance of an Addendum. All
questions are to be received no later than Wednesday, July 1, 2026, at 5:00 p.m. CST. Only answers
issued by Addenda will be binding. All addendums will be posted on The Woodlands Township website
http://www.thewoodlandstownship-tx.gov/bids
3.4 Sealed bids, addressed to The Woodlands Township, 8203 Millennium Forest Drive, The Woodlands,
Texas 77381, Attention: Jared Davis, Park Superintendent, must be received at the above address no
later than Friday, July 10, 2026 at 1:00 p.m. CST for furnishing all labor, materials, supplies,
equipment, licensing, supervision and performing all work necessary to provide The Woodlands
Township based on the bid documents in The Woodlands Township, Montgomery and Harris Counties,
Texas. Bids shall be submitted in sealed envelopes using the blank Proposal forms furnished with this
bid package, additionally the Bid Matrix/Tab must be emailed to jdavis@thewoodlandstownship-
tx.gov on the bid submittal due date.
3.5 Each sealed envelope containing the bid(s) must be clearly marked on the outside BID for Alden Bridge
Softball Complex Enhancements Contract
Contract Number: C-2026-0441 - Project (Letter)
and the envelope should bear on the outside the name of the bidder and company their address.
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3.6* *All companies bidding on this project must include the information outlined in the ITEMS TO BE
INCLUDED IN BID SUBMITTAL such as bid checklist, bid bond, statement of qualifications, list of
subcontractors, list of equipment, references, list of proposed equipment, licenses, insurance
requirements, and other items requested in this bid document.
3.7 All Bids must be made on the required BID TABULATION FORM. All blank spaces for BID prices must be
filled in, in ink or typewritten, and the BID form must be fully completed and executed when submitted.
3.8 Bidder is required to submit three (3) references of previous projects of similar or like nature
size/value.
3.9 Bid Bond -All bids shall be accompanied by a Bid Bond in the amount of 2% of total project bid, from a
Surety Company licensed in the State of Texas, as a guarantee that the bidder will enter into a
contract.
3.10 Performance/Payment Bond -Contractor is required to provide The Woodlands Township with a
performance/payment bond in the full amount of the contract(s) first year's value prior to the
commencement of work, with premiums fully paid in advance by the contractor. The bonds will be on
forms and drawn on sureties acceptable to The Woodlands Township and are included in the total
project cost (s). See attached for sample of Performance Bond. The performance bond must be
obtained each year of the contract and will be due no later than December 31 for the next contract
year.
4 INVOICING AND PAYMENT Bidders
Initials
4.1 Unit prices shall remain in effect for the length of this agreement (August 1, 2026 - August 2, 2027)
4.2 Evaluation of bid considers the following: price, references, familiarization with The Woodlands, etc..
4.3 THIS IS A TAX-EXEMPT CONTRACT. A TAX EXEMPTION CERTIFICATE WILL BE SUPPLIED TO THE
CONTRACTOR WHO MAY THEN ISSUE A RESALE CERTIFICATE TO SUPPLIERS AND SUBCONTRACTORS.
4.4 Unit price shall be inclusive of all charges (staff time, application equipment, disposal, truck charges,
environmental charges, traffic control, etc.).
4.5 Invoices from the selected vendor must be submitted containing at least the following information:
* Date of Service
* Description of work, or materials as a line item
* Description of Unit Price
* Total Cost
No payment will be made without backup documentation
*If the contractor requires any downpayment in order to purchase supplies or materials ahead of the
work schedule, an invoice needs to be submitted to The Township (1) one month in advance for
processing.
4.6 Added services- Contractor shall submit to the Township invoices upon completion of any service sent
by The Woodlands Township staff no later than thirty (30) days after completion of the work.
4.7 The Township will remit payment for each invoice to Contractor within 30 days of receipt of an
approved Invoice, unless the Township disputes any portion of the Invoice, and the Contractor is not in
default under the provisions of this contract.
4.8 Contract payment will be on a monthly basis, based on a detailed invoice provided to The Township
from the selected Contractor. The billing of services is on a per unit price or based upon completion of
a total service price per project.
4.9 Monthly Statements - Contractor should provide a Monthly Statement of outstanding/pending
invoices. Monthly Statement shall be sent on the 1st day of each Month.
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PROJECT A- Sports Field Fence Replacement Bidders
SPECIFICATIONS Initials
1.0 SCOPE OF WORK
The Contractor shall furnish all labor, materials, equipment, supervision, transportation, disposal,
permits, and incidentals necessary to remove and replace fencing systems at four (4) softball fields and
two (2) soccer fields located at Alden Bridge Sports Park.
Work shall include demolition and disposal of existing fencing, installation of new black vinyl-coated
chain-link fencing, replacement of gates, replacement of damaged rails and fittings, painting of existing
backstop and dugout structural components, and restoration of disturbed areas.
Contractor shall field verify all dimensions and quantities prior to bidding.
1.1 The Township's desired outcome at the softball fields is for the fencing mesh to meet with the CMU
wall at the capstone. A bottom rail on the fencing is the desired look so that the fence mesh is not
loose.
2.0 SOFTBALL FIELD #1
2.1 Backstop Fence
* 115 LF of 24-foot-high black vinyl-coated chain-link fencing
* Four (4) horizontal rails
* Existing structural posts to remain
* Clean, prep, and paint all posts and rails black
2.2 Side Wing Fence
* 50 LF of 12-foot-high black vinyl-coated chain-link fencing
* Two (2) horizontal rails
2.3 Dugout Fence
* 174 LF of 8-foot-high black vinyl-coated chain-link fencing
* Two (2) horizontal rails
2.4 Outfield/Perimeter Fence
* 962 LF of 4-foot-high black vinyl-coated chain-link fencing
* New terminal posts
* New gate posts
* New line posts
* New Schedule 40 black top rail
* New black fittings
2.5 Gates
* Two (2) 12-foot-wide double-drive gates
3.0 SOFTBALL FIELD #2
3.1 Backstop Fence
* 50 LF of 24-foot-high black vinyl-coated chain-link fencing
* Four (4) horizontal rails
3.2 Side Wing Fence
* 54 LF of 12-foot-high black vinyl-coated chain-link fencing
* Two (2) horizontal rails
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3.3 Dugout Fence
* 174 LF of 8-foot-high black vinyl-coated chain-link fencing
* Two (2) horizontal rails
3.4 Outfield/Perimeter Fence
* 581 LF of 4-foot-high black vinyl-coated chain-link fencing
* New terminal posts
* New gate posts
* New line posts
* New Schedule 40 black top rail
* New black fittings
3.5 Gates
* Two (2) 15-foot-wide double-drive gates
4.0 SOFTBALL FIELD #3
4.1 Side Wing Fence
* 60 LF of 12-foot-high black vinyl-coated chain-link fencing
* Two (2) horizontal rails
4.2 Dugout Fence
* 166 LF of 8-foot-high black vinyl-coated chain-link fencing
* Two (2) horizontal rails
4.3 Outfield/Perimeter Fence
* 478 LF of 4-foot-high black vinyl-coated chain-link fencing
* New terminal posts
* New gate posts
* New line posts
* New Schedule 40 black top rail
* New black fittings
4.4 Gates
* Two (2) 13-foot-wide double-drive gates
5.0 SOFTBALL FIELD #4
5.1 Backstop Fence
* 50 LF of 24-foot-high black vinyl-coated chain-link fencing
* Four (4) horizontal rails
5.2 Side Wing Fence
* 50 LF of 12-foot-high black vinyl-coated chain-link fencing
* Two (2) horizontal rails
5.3 Dugout Fence
* 174 LF of 8-foot-high black vinyl-coated chain-link fencing
* Two (2) horizontal rails
5.4 Outfield/Perimeter Fence
* 340 LF of 4-foot-high black vinyl-coated chain-link fencing
* New terminal posts
* New gate posts
* New line posts
* New Schedule 40 black top rail
* New black fittings
5.5 Gates
* Two (2) 12-foot-wide double-drive gates
6.0 SYNTHETIC GRASS SOCCER FIELDS # 1 AND #2
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6.1 Perimeter Fence
* 582 LF of 12-foot-high black vinyl coated chain-link fencing
* Three (3) horizontal rails
* Clean, prep, and paint all posts black
6.2 Gates
* Four (4) A.D.A. compliant 4-foot walk through gates with in-swing and out-swing capability
* Gate latch and hardware installation
7.0 MATERIALS
7.1 Chain-Link Fabric
* Black vinyl-coated chain-link fabric
* Minimum 8-gauge steel core
7.2 Posts and Rails (refer to specs in 2.0, 3.0, 4.0, 5.0, 6.0 as some posts and rails are not requiring new
installation)
* Black powder-coated or vinyl-coated steel posts
* Minimum 1-5/8-inch Schedule 40 top rail
* All new black fittings and hardware
7.3 Gates
* Welded steel frame construction
* Matching black vinyl-coated chain-link fabric
8.0 DEMOLITION
8.1 * Contractor shall remove all fencing scheduled for replacement.
* Contractor shall remove and dispose of existing gates designated for replacement
* Contractor shall haul off and legally dispose of all demolished materials.
* Contractor shall protect existing facilities and utilities throughout construction and use 811, and
other marking resources to ensure protection.
9.0 FINISHES
Existing backstop posts, dugout posts, rails, and structural fence components remaining in service shall
be mechanically cleaned, prepared, and painted black.
10.0 WARRANTY
* Contractor shall provide a minimum one (1) year workmanship warranty.
* Manufacturer warranties shall be transferred to The Woodlands Township upon project
completion.
PROJECT B- Decorative Split Face CMU Backstop Wall Installation Bidders
SPECIFICATIONS Initials
11.0 SCOPE OF WORK
The Contractor shall furnish all labor, materials, equipment, excavation, concrete, reinforcement,
masonry construction, cleanup, and restoration necessary to construct decorative split-face CMU
backstop walls at four (4) softball fields located at Alden Bridge Sports Park.
Walls shall extend from dugout to dugout and wrap around behind the home plate/backstop area.
11.1 The Township's desired outcome at the softball fields is for the fencing mesh to meet with the CMU
wall at the capstone. A bottom rail on the fencing is the desired look so that the fence mesh is not
loose.
12.0 WALL CONFIGURATION
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