Title
MOTION TO AWARD IFB # RE-25-08 "PAVILION REPLACEMENT PROJECT AT VARIOUS PARKS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ADVANCED RECREATIONAL CONCEPTS, IN THE AMOUNT NOT TO EXCEED $211,470.46, WHICH INCLUDES A 10% OWNER’S CONTINGENCY IN THE AMOUNT OF $18,714.20, AND A PAYMENT AND PERFORMANCE BOND IN THE IN THE AMOUNT OF $5,614.26.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On December 11, 2025, the City Commission authorized the advertisement of IFB # RE-25-08 "Pavilion Replacement Project at Various Parks”, which was advertised on December 16, 2025.
2. The purpose of this solicitation was to seek proposals from qualified firms to demolish existing pavilions at various parks and purchase and install new pavilions at various parks, in accordance with the terms, conditions, and specifications contained in this solicitation.
The existing pavilions have reached the end of their useful life. Due to age, visible deterioration, and ongoing maintenance concerns. Full replacement is required to ensure the safety of parks users and to provide facilities that are durable, compliant, and consistent with eh City’s standards for the public amenities. Replacing the pavilions will improve functionality, reduce long-term maintenance costs, and enhance the overall user experience at each park.
3. On February 10th, 2026, the City opened proposals from the following five (5) vendors listed in ascending order:
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Advanced |
Lanier Plans |
Bejar |
MTI |
The |
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Recreational |
Inc. dba |
Construction |
Construction |
Watauga |
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Concepts |
KorKat |
@msn.com |
Group |
Company |
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Line |
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Item |
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1-1 |
Pines Recreation |
$197,870.00 |
$171,145.00 |
$214,772.00 |
$203,758.00 |
$239,923.00 |
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Center Pavilion |
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1-2 |
Walnut Creek |
$74,267.50 |
$104,528.00 |
$118,144.00 |
$100,676.00 |
$109,060.00 |
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Pavilion #1 |
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1-3 |
Walnut Creek |
$73,022.50 |
$65,536.00 |
$99,772.00 |
$119,022.00 |
$142,860.00 |
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Pavilion #2 |
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1-4 |
Flamingo Park |
$187,142.00 |
$307,373.00 |
$280,905.00 |
$292,338.00 |
$340,380.00 |
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Pavilion |
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Subtotal |
$532,302.00 |
$648,582.00 |
$713,593.00 |
$715,794.00 |
$832,223.00 |
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2-1 |
P&P Bond as % |
3.0% |
5.0% |
2.5% |
3.0% |
1.5% |
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P&P Bond (Calculated) $15,969.06 $32,429.10 |
$17,839.83 |
$21,473.82 |
$12,483.35 |
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Total with P&P Bond |
$548,271.06 |
$681,011.10 |
$731,432.83 |
$737,267.82 |
$844,706.35 |
4. The Recreation Department reviewed the proposals received as part of the City’s ongoing pavilion improvement initiative. During this process, the Architect of Record (AOR) reevaluated the City’s pavilion inventory to determine the most appropriate course of action for each location. Based on these assessments, certain pavilions were identified as candidates for replacement, while others were determined to be suitable for rehabilitation and life-extension improvements.
Subsequent repairs and refurbishments completed by the City’s Public Services Department at select locations successfully addressed identified deficiencies and extended the useful service life of those structures. These improvements enabled the City to continue utilizing the existing pavilions while maintaining facilities that are safe, functional, and consistent with the City’s standards for public amenities.
As a result of this review, the Recreation Department determined it is in the City’s best interest to proceed with replacement of the Flamingo Park pavilion. Unlike other locations where rehabilitation efforts were sufficient to extend the useful life of the structures, the Flamingo Park pavilion exhibits significant structural deterioration and site deficiencies that cannot be adequately addressed through repair alone.
In addition, the existing pavilion foundation and supporting concrete improvements require replacement to accommodate the new structure. Considering these conditions, complete replacement was determined to be the most practical, cost-effective, and long-term solution for the facility.
5. The Recreation Department reviewed the proposals received and Advanced Recreational Concepts was determined to be the most responsive and responsible vendor for the Flamingo Park Pavilion location.
6. The proposed project cost reflects the base bid submitted by Advanced Recreational Concepts, the cost for the vendor to provide the required payment and performance bond and the Owner’s Contingency, as outlined in the breakdown below.
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Flamingo Park Pavilion |
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Advanced Recreational Concepts |
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Bid |
$187,142.00 |
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Payment & Performance Bond 3% |
$5,614.26 |
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Contingency 10% |
$18,714.20 |
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Total |
$211,470.46 |
7. Request Commission to award IFB # RE-25-08 “Pavilion Replacement Project at Various Parks” to the most responsive/responsible bidder, Advanced Recreational Concepts, in the amount not to exceed $211,470.46, to replace the pavilion at the Flamingo Park.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $211,470.46
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-572-7001-663000-0000-000-0000- (Improvement Other than Bldg)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.