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HomeMy WebLinkAbout#13 - Pebble.Tablyn Court ProjectLA515-1-875332.v2 STAFF REPORT DATE: 05/16/2023 REGULAR TO: CITY COUNCIL AGENDA ITEM: Pebble/Tablyn Courts Project FROM: Adam Swanepoel, Assistant Public Works Director REVIEWED BY: Marty Powers, Public Works Director Kristina Handt, City Administrator Sarah Sonsalla, City Attorney BACKGROUND: At the May 2nd City Council meeting, the City Council voted to table the Pebble and Tablyn Courts project to obtain more information from the contractor and their willingness to only perform the work at one of the parks. Council was also considering a change in the overall layout of the courts at Pebble Park to include only one tennis and four pickle ball courts, instead of six pickle ball courts. Staff spoke to the project manager at T.A. Schifsky & Sons, Inc. who agreed to split the project if the City was looking only to complete one of the parks this year. The project manager told staff that if a portion of the project is removed and only one park is done as part of the project, there will be no increase with respect that park. ISSUE BEFORE COUNCIL: Would City Council like to award the contract to T.A. Schifsky for the courts at both Pebble and Tablyn parks? Or Would City Council like to award the contract to T.A. Schifsky to complete only the Tablyn Court project? PROPOSAL DETAILS/ANALYSIS: T.A Schifsky provided the cost of doing the Tablyn and Pebble Courts projects as follows: Bid package 1: Tablyn Court – $162,100.00 Bid Pack 2: Pebble Court w/ electrical – $299,775 Total: $461,875 The contractor is willing to separate the project into two separate contracts with no increase to either park from its initial bid. Delaying one or both of the projects will increase the amount of the park project by a minimum of 10% if completed in 2024. This is based off current trends and rising cost of materials and oil. Because the contract for the Tablyn Park project is less than $175,000 (which is the threshold under the competitive bidding statute), the City may enter into a contract with T.A. Schifsky for Tablyn Park without having to re-bid the project. Due to the cost of the reconstruction of the court at Pebble Park ($299,775 which is well over $175,000), the City would be required to re-bid the project. FISCAL IMPACT: LA515-1-875332.v2 The current CIP has $220,000 scheduled for updates to the Pebble and Tablyn tennis courts. Additional funds are available in the Parks Dedication Fund to offset the difference. The current Park Dedication Fund balance is approximately three million dollars, one million is set aside for baseball fields. RECOMMENDATION: OPTIONS: 1) Award the contract to T.A. Schifsky for the Project (both Tablyn and Pebble Parks) 2) Enter into a contract with T.A. Schifsky for only Tablyn Park. 3) Rebid the Pebble Park project. 4) Reject the bid and do not enter into any contracts. Staff and the Parks Commission are recommending that the City Council approve a resolution accepting bids and awarding a contract to T.A Schifsky and Sons, in the bid amount of $461,875 for the Tablyn and Pebble Park courts project. The recommended motion for this action is as follows: “Motion to approve Resolution No. 2023- 052, accepting bids and awarding T.A. Schifsky a contract in the amount of $461,875 for the reconstruction of Pebble and Tablyn Courts Project.” CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2023-052 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE TABLYN AND PEBBLE COURTS PROJECT WHEREAS, pursuant to an advertisement for bids for the 2023 Tablyn and Pebble Courts Project, bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittal were met; and WHEREAS, the Assistant Public Works Director reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, T.A. Schifsky and Sons, for the bid amount of $461,875. NOW, THEREFORE, BE IT RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the above ordered Project, in the amount of the Contractor’s lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SIXTEENTH DAY OF MAY, 2023. CITY OF LAKE ELMO By: __________________________ Charles Cadenhead (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk