Submitted By: Greg Vandeventer
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Presentation By: Kathy Crile
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Department: Recreation and Parks
FORMAL TITLE:
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Additional expenditures for athletic court resurfacing services under the contract with Sports Surface Pros, LLC, for an increased aggregate expenditure not to exceed $30,600
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Quality of Place
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The Recreation and Parks Department maintains athletic courts in community and neighborhood parks around the city. These courts provide opportunities for residents to participate in team and individual court sports. To prolong the life of the courts and provide a safe, quality playing surface, athletic courts require resurfacing on a five-year schedule.
After a competitive bid process, City Council approved the award of Contract No. REC/220823 to Sports Surface Pros, LLC, for athletic court resurfacing services, for an initial four-year term, from March 22, 2023, through March 21, 2027. It includes one optional one-year renewal term. Compensation is based on the unit prices set forth in the contract.
FINDINGS AND CONCLUSIONS:
The balance of work to be completed on this contract totals $47,600 and includes:
• Jervey Gantt Park tennis ($18,000), basketball ($11,000) and racquetball ($600) courts
• Clyatt Park tennis courts ($18,000)
Since awarding the original contract, the City has eliminated tennis courts at the MLK Recreation Complex and racquetball courts at Fisher Park, resulting in $12,600 in savings on the contract. All other work will have been completed, and all funds will have been expended as originally contemplated under the contract.
In Fiscal Year 2025-26, City Council authorized the construction of six new pickleball courts, four at Jervey Gantt Park and two at Clyatt Park. As part of this project, the courts need to be surfaced and lined. The quoted price for this work is $43,200.
The Recreation and Parks Department requests authorization for an additional expenditure of $30,600 under the existing contract with Sports Surface Pros, LLC. Combined with the $12,600 in remaining unencumbered contract funds, this will provide a total of $43,200 to complete the court surfacing associated with the new pickleball courts at Jervey Gantt Park and Clyatt Park.
FISCAL IMPACT:
The original contract was awarded in an amount not to exceed $159,300. To date, expenditures total $99,100, leaving a contract balance of $60,200.
Of the remaining contract balance, $47,600 is allocated to work to be completed during the current fiscal year. The remaining $12,600 is unencumbered due to the elimination of previously planned court improvements.
After applying the available unencumbered balance, an additional $30,600 is required to complete the surfacing and striping of the new pickleball courts.
Routine resurfacing costs are budgeted in the Recreation and Parks Department’s annual budget (001-021-120-572-57-34010). The surfacing of the new pickleball courts is budgeted in the Recreation and Parks Department’s CIP budget (103-021-164-572-69-65010).
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s procurement policy.
LEGAL REVIEW:
This Agreement has been reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny