Title
ITB #22-009 Athletic Surface Repairs 2022
History
As a part of the annual athletic surface improvement process, staff utilized the 2019 Parks Assessment Survey, to identify park sites in need of improvements. The Survey grades parks in terms of security, accessibility, general conditions and average score.
Scores of 0-2.50 indicate a need for upgrades and/or renovations.
Scores of 2.51 - 2.99 indicated that the park has areas of concern that need to be addressed.
Scores of 3.00 - 5.00 indicate a minor review of specific issues should be addressed in a future renovation.
Four sites, Spring Creek Park, Sunny Pine Park, Breckenridge Park and Treetop Park were deemed as priorities for 2022.
A summary of the average scores for each park, along with notations from the report are noted below.
• Breckenridge Park, built in 2002, scored an average of 2.88. The report specifically notes, “Bocce Ball and Horseshoes edging and elements have aged and are deteriorated.”
• Spring Creek Park: Renovated in 1999, scored an average of 2.33. Park amenities were removed in 2021 for a stormwater management project.
• Sunny Pine Park, built in 2012 scored an average of 2.99. The report specifically notes, “basketball court is in need of replacement, it is ponding water,the surface finish is gone and edges are crumbling.”
• Treetop Park, built in 1998 scored an average of 2.55. The report specifically notes, “asphalt recreational play areas are significantly deteriorating.”
Based on this report, and current conditions at each park site, staff identified the following potential improvements for each site:
• Breckenridge Park: Full replacement of the bocce ball court, converting asphalt surfaces to concrete, installing new timbers and playing surface.
• Spring Creek Park: Installation of a fenced tennis court with pickleball striping, and one half basketball court.
• Sunny Pine Park: Resurfacing of basketball court, installation of new post, backboard, rim and net. Basketball court may include hopscotch striping.
• Treetop Park: Full replacement of tennis and basketball courts, and removal of the inline hockey rink.
An Invitation to Bid (ITB) (attached) was issued on January 21, 2022, for the repair and construction of athletic courts at Breckenridge Park, Sunny Pine Park, Spring Creek Park and Treetop Park. Repairs vary in each park and are detailed in the attached Exhibit B. Please note, the scope at Spring Creek Park was amended to one, half basketball court. The ITB was posted on bid Net and was matched to 142 vendors. Information was partially downloaded by twelve (12) vendors and completely downloaded by five (5) vendors.
One (1) proposal (attached) was submitted by Evans and Son Blacktop.
Resident engagement is a key component to park improvements. As such, 267 postcard invitations were sent to residents living in close proximity to Breckenridge, Spring Creek and Sunny Pine Parks.
Five residents, all living in close proximity to Breckenridge Park attended the January 25, 2022 meeting.
Those in attendance expressed an interest in having the existing bocce ball courts removed rather than replaced.
Due to the low meeting turnout, staff created a survey related to proposed improvements for Spring Creek Park, Sunny Pine Park and Breckenridge Park. Postcards with the survey link were sent to 267 households near these parks.
Survey results based on the proposed athletic surface improvement are as follows:
• Breckinridge Park 85% of survey respondents expressed a preference for removal of the court, and adding benches/trees around the park.
• Spring Creek Park: 60% of survey respondents expressed a preference for proposed improvements.
• Sunny Pine Park: 100% of residents responding to the survey affirmed proposed improvements.
Resident feedback was presented to the Recreation Advisory Board (RAB) during its February meeting. The RAB voted unanimously to support the improvements at Spring Creek Park, Sunny Pine Park and Breckinridge Park as presented.
Since the consensus by residents and the RAB is to remove, rather than replace the bocce ball courts at Breckenridge, funds are available to make improvements to Treetop Park in 2022. As such, staff presented potential improvements to the Recreation Advisory Board during its March meeting.
These include:
• the removal of the existing tennis and basketball courts, the in-line skating surface, benches and pavilion
• the installation of a new, fenced-in tennis court with pickleball striping
• the installation of one new half basketball court
• seeding the in-line skating area
NOTE: Public Works has identified Treetop Park for improvements in 2023 including a new pavilion and playground.
To solicit resident engagement, 346 postcards were mailed to residents living in close proximity to park inviting them to attend a March 22nd neighborhood meeting, and/or complete an interest survey regarding potential improvements.
Sixteen opened the survey, five completed the survey, no residents attended the neighborhood meeting. Of the five that responded to the survey, three agreed with repairing and restoring the tennis court; two agreed to restoring the basketball court; four agreed to the removal of the excess asphalt area (in-line hockey area).
Staff recommends initiating athletic surface improvements to Spring Creek Park, Sunny Pine Park, Breckenridge Park and Treetop Park as presented, and awarding the repairs to Evans and Son Blacktop.
Evans and Son has indirectly performed numerous repairs and installations for the Village acting as a subcontractor for U.S. Tennis. In doing so, Evans and Son has exhibited professional workmanship, delivering superior results, while utilizing durable, high quality products. Evans and Son will be using U.S. Tennis as a subcontractor to install the court surfacing.
The total athletic court repairs are projected to be $314,285. A 10% contingency, totaling $31,428.50, is recommended for potential unforeseen circumstances.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
Funds are budgeted for athletic court repairs in account 283-4003-443250.
Recommended Action/Motion
I move to approve awarding athletic court repairs to Evans and Son Blacktop in an amount of $314,285, plus a 10% contingency of $31,428.50 for a total not to exceed amount of $345,713.50 for specified court repair and construction work at Spring Creek Park, Sunny Pine Park, Breckenridge Park and Treetop Park;
And,
To authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
And,
To authorize the Village Manager to approve change orders not to exceed the contingency amount.