Committee sends Twiggs Park playground contract to full council after split vote over single bid and CDBG limits

The City of Evanston Administration and Public Works Committee deadlocked 2 to 2 on July 28 over a $636,000 contract award to AGAE Contractors Inc. for the Twiggs Park playground improvement project, sending the item to the full City Council with a neutral recommendation.

Council Member Ailes moved the contract approval and Chair Nuzma seconded. Council Member Davis and Council Member Kelly voted no; Ailes and Nuzma voted yes. Corporation Counsel said that committee tie votes historically move to council with a neutral recommendation.

Opponents said the procurement had only one responsive bid and that rebidding could yield more competition. "We only have 1 quote or we only got 1 bid that we consider responsive for this," Council Member Davis said, urging staff to seek at least two responsive bids. Staff and legal counsel explained that an open bid process, if rejected and reissued as a new solicitation, would take a minimum of two months and could jeopardize time-sensitive Community Development Block Grant (CDBG) funds tied to the project.

Sarah Flax, Community Development Director, explained the project uses two CDBG sources: regular CDBG and CDBG-CV (COVID-related funding). Flax said CDBG-CV had stricter, unusual restrictions and that HUD required a special justification for this park design; she said "there's only $15,000 left of the CV funding" and about $106,000 of regular CDBG remains for the project. Flax and parks staff also said the project had been reviewed by the Housing and Community Development Committee (HCDC) and discussed with the Parks and Recreation Board; Deputy Director Michael Callahan said the Parks and Rec Board deliberated and a motion to limit spending to grant funds failed.

Staff said 41 contractors were directly notified of the bid and that the city posts solicitations publicly; they also noted that the RBO adds paperwork that may deter some bidders. Council Member Davis asked how Twiggs Park was prioritized; staff said the site is in Census Tract 8092 and the city has been directed to invest in that tract when CDBG funds are available. Council members questioned whether that area had already received major investment (staff referenced Beck Park and an approximate $2,300,000 prior spend) and asked for clearer legislative history in the packet.

Given the time-sensitive nature of CDBG funding and the risk that rebidding could raise prices, some committee members argued for moving forward despite concerns; others prioritized competitive bidding and full RBO compliance. The committee did not rescind the contract; the matter will be decided by the full City Council.