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Bay Oaks redevelopment rebid with smaller scope after lowest bids exceed $3.6 million; $2 million grant deadline set for Aug. 31
Summary
Town staff said the Bay Oaks redevelopment project has been scaled back to match a $2 million funding package after bids returned as high as $3.6 million; the board discussed procurement rules, the need to value‑engineer the scope, and the risk of losing the grant if work is not complete by Aug. 31.
Town staff told the Bay Oaks advisory board they will reissue a reduced bid package for redevelopment work after the initial round returned bids well above available funding.
The board was briefed that the redevelopment package originally envisioned a larger facility and parking plan. The town has a $1,000,000 grant and a $1,000,000 local match ($2,000,000 total) for the Bay Oaks redevelopment, staff said; the lowest bid in the initial solicitation was $3.6 million, with other bids higher, leaving a funding gap of roughly $1.6 million.
To keep the grant, staff said they will “value engineer” the project to focus on core elements — multipurpose field, walking trail, picnic areas (which could be simple tables initially), and four pickleball courts with lighting — and to delay or reduce higher‑cost items (large parking lot paving, large tiki‑style pavilions or ball‑field lighting). Staff said replacing asphalt with crushed shell for interim parking and simplifying the playground/picnic components are examples of scope reductions under consideration.
Procurement and grant rules are constraining options: staff told the board the project must follow the grant’s procurement policy and, for purchases above the town’s threshold (the board was told $75,000 triggers formal bid/RFP requirements), the town must go out to bid. Board members discussed whether piecemeal quotes, direct town performance on small elements, or asking the state for permission to phase work would be permitted if bids again exceed the available funding.
Staff warned that if the work is not completed by Aug. 31 the town risks losing the grant; they said an April bid release still allows time to award and complete the reduced‑scope project before that deadline if bids are competitive. FEMA funding remains uncertain and could take years to materialize, staff said, so the town cannot rely on FEMA for the shortfall.
Ending: The board asked staff to rebid the smaller scope promptly and explore whether specific earthwork or material‑reuse (crushing onsite concrete) can reduce costs; staff said they would return with a revised timeline and noted they will follow procurement rules required by the grant.
