Park board rejects Lincoln Park refresh bids and authorizes build-operate-transfer procurement

ZIONSVILLE, Ind. — The Zionsville Park and Recreation Board on Aug. 13 rejected seven construction bids for a Lincoln Park refresh and directed staff to pursue an alternative procurement method intended to control costs. Board members voted to reject all bids after staff said the lowest bid exceeded the board's engineered estimate by a large margin. Jared, parks staff, told the meeting the bid process drew seven competitive bids and that the lowest bid from Chavez Construction Company exceeded the board's expectations. Jared asked the board to reject the bids and discussed alternative procurement options, including rebidding with add-alternates or moving to a build-operate-transfer delivery method that brings designers and contractors into a negotiated, open-book process. Tricia McCollum of Rundell, Ernstberger & Associates (REA), the project architect/engineer, told the board unit prices "were pretty in line" with the engineer's estimate but that the bidders submitted lump-sum general-condition and mobilization numbers the estimate could not break into component parts. "Unit costs looked in line, so there's just some additional could be in the gazebo, could be in the fountain," McCollum said. Board member Doug Tishbein described the BOT option as a team-based approach that "reduces risk of all parties involved" and allows contractors and designers to develop constructable solutions together, often producing better prices and clearer overhead and contingency breakdowns. The board approved staff moving forward to advertise a BOT request for qualifications and to prepare RFQ/RFP materials for review, with staff returning to the board in September with respondents and a recommended selection process. The board took two formal actions on the item. At roll call the board voted to reject all bids (motion carried: Chris Parks dale, Kimberly Lane, Matt Milborne, Anna Shepall, Doug Tishbein and Ryan Cambridge voting aye; Chad Dilley absent). Later in the meeting the board voted to authorize staff to advertise a BOT procurement and prepare related contract documents and public notices (same roll-call outcome: unanimous among present members). Board members and staff discussed options to manage scope and costs if the project remains in a design-bid-build format, including rebidding with additional add-alternates and reserving some infrastructure work as preparations for future additions (for example running conduit in place even if lighting fixtures are deferred). The parks department said it will pursue the BOT procurement with a goal of receiving qualified submittals and making a recommendation to the board by October, while also considering rebid strategies and potential scope reductions if necessary.