City to rebid downtown pickleball complex after bids exceed approved budget; temporary courts planned at College of the Desert

Staff told the Palm Springs Parks and Recreation Commission on May 19 that bids for the planned downtown pickleball complex came in higher than the city’s approved budget and that the city will rebid the project.

City staff reported the project went out to bidders and drew 10 responses. Two low bidders were removed from consideration for missing required documents, and the next-lowest responsive bid exceeded the project budget. Staff said value-engineering items — for example security cameras, seating and shade structures — could reduce cost but likely not enough to bring the project within the approved $6,100,000 authorization. As a result, staff recommended rejecting the bids and rebidding the project.

Why it matters: the planned complex is a major capital project and community priority; rebidding will delay construction and extend the timeframe before the permanent courts are available.

What staff described and next steps - Staff recommended engineering formally reject the bids at the City Council meeting scheduled for May 28; staff said the procurement will be reposted on or about June 1. Vendors will have a ~30-day window to submit new bids. - Staff said a rebid and required council approvals are likely to push formal award into late summer or fall; because Palm Springs does not hold city council meetings in August, the item may not reach council until September 2025. - Construction, if awarded, was described as an approximately eight-month effort after contract award and mobilization. - To maintain local play while the permanent project is delayed, staff said temporary pickleball courts at a College of the Desert site have agency approvals and will be installed once final signatures are complete.

Questions and constraints discussed - Commissioners asked whether breaking the project into phases or splitting work among separate contractors would reduce cost; staff advised that phasing would extend the schedule, likely increase staging and ancillary costs, and that the project was bid as a full-service contract to minimize those inefficiencies. - Commissioners asked whether rebidding would likely attract the same contractors; staff said they expect some of the same firms to rebid but encouraged commissioners and the public to share the solicitation to reach additional vendors.

Financial and procurement details from the meeting - The project had an established authorization of $6,100,000. Staff indicated the responsive bids exceeded available funding and that removing select items could reduce cost by roughly $1,000,000 but would still leave a funding gap. - Staff said two low bidders were disqualified for missing requested documentation and a different bidder’s submission was outside the city’s price range.

Discussion-only versus formal action - Commissioners and staff debated options during the meeting and staff described the plan to seek formal rejection of the bids at the May 28 City Council meeting; the transcript does not show a formal commission motion to reject the bids during the May 19 commission meeting.

Implementation note - Staff asked the pickleball ad hoc committee and other stakeholders to help spread notice of the rebid to prospective contractors. Staff also said they were coordinating with the College of the Desert for temporary courts pending the permanent project.

Ending - Staff committed to update the commission and the public after the procurement reposts and when a city council date for award is confirmed.