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Board authorizes committee to review bids for Community Park phase 1A; waives policy for expedited award
Summary
The Ken-Caryl board approved a resolution delegating a committee to review and select a bidder for Community Park phase 1A construction and allowed the committee to negotiate and enter into a contract, with the board recording a 5-0 vote after a friendly amendment.
The Ken-Caryl Metropolitan District Board on Sept. 9 authorized a limited delegation of authority to a committee to review bids and select a contractor for the Community Park phase 1A construction, including the larger ball courts, and to negotiate a contract on commercially reasonable terms.
District manager Chad Minor presented staff's request and said the board had an updated design package from DHM Design Corporation and that the district's construction estimate for phase 1A likely exceeds the district's $250,000 competitive-bid threshold. James, a staff member who drafted the proposed resolution, said he prepared the document and asked the board to review it. "I drafted the resolution. So if anything's wrong with it, you guys can beat me up, not Emily," he said.
The resolution, as adopted, specifically waived section 2.6.g of the district's fiscal policies solely for selection of the winning bidder for phase 1A and authorized a committee consisting of the district manager and a board member (with a board-designated alternate) to review bids, identify the bid that represents the best value for the district, and negotiate and execute a contract on commercially reasonable terms. The resolution allowed the committee to consider factors beyond lowest price when identifying best value.
The board amended the resolution on the record to clarify that the waiver and committee authority applied to "any successful or unsuccessful bidders" and added a named board backup (alternate director) to serve if the primary board member was unavailable. A board member noted that if the committee concludes no bidder is acceptable the board may call a special meeting; staff confirmed that 24-hour notice is sufficient for a special meeting.
The motion to adopt the resolution passed 5-0.
Why it matters: staff said the phase 1A work is a major project in the 2026 capital-improvement plan and that expediting selection could shorten the construction timeline. Staff also said Jefferson County permitting and review will likely add approximately 30 days after bid selection, so immediate groundbreaking in October is unlikely.
Funding context: staff had presented the draft 2026 capital plan earlier in the meeting. Staff said the district's combined fund balance at the end of August was approximately $7.1 million, the capital reserve fund (CRF) balance was about $1.6 million, and that projected funding for 2026 using CRF, PMD (Plains Metroistic Fund as discussed in the meeting) and a Conservation Trust contribution produced roughly $3.2 million available for 2026 if a $500,000 transfer from the general fund is included.
Ending: Staff said they will return to the board with bid results and recommended contract terms; the committee will perform the initial evaluation and negotiation and report to the full board.
