Title
Resolution to Approve a Contract with Best Asphalt ($111,884.70) and a Contract with Tennis Courts Unlimited, Inc. ($25,356.37) to Renovate Tennis and Basketball Courts at Leslie, Sylvan and Creal Parks
Memorandum
Attached for your review and action is a resolution to approve a $111,884.70 contract with Best Asphalt, Inc. to reconstruct the courts at Leslie Park, converting two of the three tennis courts to Pickleball Courts, as well as a second contract with Tennis Courts Unlimited, Inc. in the amount of $25,356.37 to repair cracks, color coat and stripe the Sylvan Park tennis court and the Creal Park basketball court.
Budget/Fiscal Impact: Funding is available for both projects in the approved FY2017 Park Maintenance and Capital Improvement Millage budget.
The City has been making improvements to existing tennis courts that are in disrepair. The tennis courts at Leslie and Sylvan Parks and the basketball court at Creal Park all have significant surface cracks making play difficult and unsafe. Repairing the cracks and color coating the surface will prolong the life of the Sylvan and Creal courts for between 5-10 years at a significantly reduced cost compared with total resurfacing. This treatment was applied successfully to the courts at South Maple, Sugarbush and Woodbury Park in 2016.
The condition of the Leslie Park tennis courts has deteriorated beyond the point where crack repair and color coating is a viable alternative, requiring a total replacement of the asphalt surfacing. Given that the new Pickleball Courts include the addition of net posts and fencing, the existing asphalt would have needed to be saw cut to install the footings, further marring the court surfacing.
The most recent PROS plan survey identified the need for pickleball courts as a strong community desire. A mailing was sent to all residents within a ¼-mile radius of Leslie Park, inviting residents to a public meeting and to participate in an on-line survey to help determine if converting some or all of the tennis courts at Leslie to Pickleball Courts was desirable. Only eight residents responded, and the results were split. A public meeting was advertised, but there were no attendees. Consequently, the proposal was presented to the Park Advisory Commission at their February meeting who unanimously voted to convert two of the three tennis courts to six Pickleball Courts. In 2016, South Maple Park was striped for both tennis and Pickleball, but there are currently no dedicated Pickleball courts in the City.
Game court repairs are identified in the CIP and PROS Plan as park priorities. The project meets multiple Sustainability Goals, including:
• Safe Community
• Engaged Community
• Active Living and Learning
• Sustainable Systems
Three bids were received by the City for this project:
Contractor Leslie Park Sylvan Park Creal Park
Best Asphalt* $111,884.70 $22,170.10 $14,416.00
Tennis Courts Unlimited, Inc** no bid $17,328.21 $8,028.16
Pavex Corporation $166,834.70 $26,104.00 $16,440.00
*Lowest responsible bidder for Leslie Park
**Lowest responsible bidder for Sylvan and Creal Parks
Best Asphalt specializes in asphalt reconstruction, whereas Tennis Courts Unlimited specializes in crack repair, color coating and striping. Staff is recommending awarding the color coating and striping of Sylvan and Creal to Tennis Courts Unlimited, Inc. in the amount of $25,356.37 and the reconstruction of Leslie Park courts to Best Asphalt in the amount of $111,884.70. Both contractors are amenable to the division of the work as proposed.
A 10% construction contingency ($2,536.00) is requested to cover potential contract change orders for Tennis Courts Unlimited, Inc. to be approved by the City Administrator. It is requested that a $27,892.37 contract and contingency amount be approved for the life of the project without regard to fiscal year.
A 10% construction contingency ($11,188.00) is requested to cover potential contract change orders for Best Asphalt to be approved by the City Administrator. It is requested that a $123,072.70 contract and contingency amount be approved for the life of the project without regard to fiscal year.
Nest Asphalt and Tennis Courts Unlimited, Inc. are in compliance with the requirements of the City’s Non-Discrimination, Prevailing Wage, and Living Wage ordinances.
The Park Advisory Commission recommended approval of this contract at their May 16, 2017 meeting.
Staff
Prepared by: Colin Smith, Parks & Recreation Services Manager
Reviewed by: Derek Delacourt Community Services Area Administrator
Approved by: Howard Lazarus City Administrator
Body
Whereas, The Leslie and Sylvan Parks tennis courts and the Creal Park basketball court are in disrepair and in need of renovation,
Whereas, The Parks and Recreation Open Space Plan recommends infrastructure improvements for tennis courts that are in disrepair and the addition of Pickleball Courts to the parks system,
Whereas, The Park Advisory Commission unanimously recommended converting two tennis courts to Pickleball Courts at Leslie Park;
Whereas, The project supports multiple City sustainability goals;
Whereas, Funding is available in the approved FY2017 Park Maintenance and Capital Improvement Millage budget;
Whereas, The Park Advisory Commission recommended approval of these contracts at their May 16, 2017 meeting;
Whereas, Competitive bids were received by Purchasing on April 11, 2017;
Whereas, Best Asphalt submitted the lowest responsive bid for the reconstruction of Leslie Park tennis courts and Pickleball court conversion;
Whereas, Tennis Courts Unlimited, Inc. submitted the lowest responsive bid for the renovation of the Sylvan Park tennis court and the Creal Park basketball court, and
Whereas, Best Asphalt and Tennis Courts Unlimited, Inc. are in compliance with the requirements of the City’s Non-Discrimination, Prevailing Wage, and Living Wage Ordinances;
RESOLVED, That City Council approve a contract with Best Asphalt, Inc in the amount of $111,884.70 and approve a construction contingency of $11,188.00 (10%) to cover potential contract change orders for a total contract amount of $123,072.70 for the life of the project without regard to fiscal year;
RESOLVED, That City Council approve a contract with Tennis Courts Unlimited, Inc. in the amount of $25,356.37 and approve a construction contingency of $2,536.00 (10%) to cover potential contract change orders for a total contract amount of $27,892.37 for the life of the project without regard to fiscal year;
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this resolution including the authority to approve change orders within the approved contingency; and
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the contracts after approval as to substance by the City Administrator and approval as to form by the City Attorney.