HomeMy WebLinkAbout#09 - Pebble & Tablyn Courts Project STAFF REPORT
DATE: 05/2/2023
REGULAR
TO: CITY COUNCIL
AGENDA ITEM: Pebble/Tablyn Courts Project
FROM: Adam Swanepoel Assistant Public Works Director
REVIEWED BY: Marty Power, Public Works Director
Kristina Handt City Administrator
BACKGROUND:
In February 2023, staff brought two contractor bids for replacement and updates to the tennis
courts at Tablyn and Pebble Park in front of the Parks Commission for review. These proposed
updates would include converting two tennis courts at Tablyn Park to one tennis and four pickle
ball. The three tennis courts at Pebble Park are being proposed to be converted to one tennis and
six pickle ball courts. The Parks Commission recommended acceptance of the lowest bids to
City Council which was expected to be an agenda item on the 2/7/2023 City Council meeting.
After the City Attorney reviewed the bids, she advised staff to reject all bids received. The
attorney identified the different proposals presented by the contractors and noted the work being
proposed was not comparable.
On 02/22/2023, the Parks Commission was advised of the progress of the project and informed
that the project would need to be rebid. On 3/7/2023 staff presented the scope of the project to
City Council who approved the bid specifications and advertisement for bids. Staff opened bids
on for the project on March 31st 2023.
On 04/17/2023, the bid results were presented to the Parks Commission. The Parks Commission
voted in favor (4-1) in recommending to city council the lowest bid to complete the Pebble and
Tablyn Courts Project.
ISSUE BEFORE THE CITY COUNCIL:
Would City Council like to approve the lowest bid for the Pebble and Tablyn Park Courts Project?
PROPOSAL DETAILS/ANALYSIS:
The city received two bids for the park project which included removal of old playing surface and sub-
layers. Filling in the area with granular material and compacted aggregate and pave a 3” asphalt surface.
After the allotted curing time, a color scheme and lining would be completed to show both pickle ball and
tennis courts. Included in on the project would include all accessories for pickle ball and tennis at each
location. In addition staff added benches and a rebounding wall to each park. Work would also include
updating the meter cabinet, which currently provides the power to the tennis courts and pavilion. Update
the lights to LED in the tennis court and renovate the electrical control box near the courts. Changing out
the lights could see a 60 % cost savings on the current electrical expense per year. Replacement of the old
control box would allow for a timer switch for users to turn on lights from dusk to 10 p.m.
FISCAL IMPACT:
The Parks Commission reviewed the CIP in June of 2022, at that time commissioners elected to increase
the funds put toward the improvements of Pebble Park Courts to $120,000. This decision added $35,000 to
the project. In addition, Tablyn Park Court Resurfacing was also increased from $75,000 to $90,000. The
increase in funds was due to the need of more pickle ball courts and the current cost of construction in our
area.
The received bids for the project are as follows:
Contractor Tablyn Pebble Electrical
T.A. Schifsky & Sons $162,100 $235,275 $64,500
Killmer Electric $43,880
A project total bid from T.A. Schifsky & Sons was $461,875. Killmer’s bid will be rejected as
incomplete. Bids received during this project are similar in price ($8,000 lower) compared to what was
received in January 2023.
RECOMMENDATION:
OPTIONS: 1) Accept the bid
2) Deny the bid
3) Table the project
Staff and 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- 043, 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. 2023-043
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 SECOND DAY OF MAY, 2023.
CITY OF LAKE ELMO
By: __________________________
Charles Cadenhead
(Seal) Mayor
ATTEST:
________________________________
Julie Johnson
City Clerk