Parks and Recreation Board Concessions and Contracts Committee Meeting - Regular meeting will be held at the Britton, Durst, Howard and Spence Building located at 1183 Chestnut Ave, Austin, TX 78702.
PARKS AND RECREATION BOARD CONCESSIONS AND CONTRACTS COMMITTEE Tuesday, January 14, 2020 – 1:00 P.M. Britton, Durst, Howard and Spence Building 1183 Chestnut Ave., Austin, Texas 78702 AGENDA COMMITTEE MEMBERS: Francoise Luca, (D-7), Chair Romteen Farasat, (D-4) Rich DePalma, (Mayor) Nina Rinaldi, (D-1) Anna Di Carlo, (D-2) Dawn Lewis, (D-10), Ex-Officio CALL TO ORDER APPROVAL OF MINUTES 1. 2. Approve the minutes of the Contracts and Concession Committee regular meeting of November 12, 2019. 3. Speakers must be signed up prior to the meeting being called to order, and each speaker will be allotted three (3) minutes to address their concerns regarding items not posted on the agenda. 4. DISCUSSION AND POSSIBLE ACTION ITEMS a. Briefing: Discussion on Draft Scope of Work for Request for Proposals (RFP) for a Boating CITIZEN COMMUNICATION: GENERAL Concession on Lady Bird Lake. Presenter: Gabrielle Restivo, Contract Management Specialist IV, Parks and Recreation Department b. Make a recommendation to the Parks and Recreation Board to recommend to the City Council the execution of Amendment No 1. to the Parkland Improvement, Management and Operations Agreement for Republic Square Park between the City, Austin Parks Foundation, and the Downtown Austin Parks, LLC. Presenter: Denisha Cox, Contract Management Specialist IV, Parks and Recreation Department CONTRACT REPORT FUTURE AGENDA ITEMS 5. 6. 7. The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair ADJOURNMENT Page 1 of 2 access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Sammi Curless, with the Austin Parks and Recreation Department, at 512- 974-6716, for additional information; TTY users route through Relay Texas at 711. For more sammi.curless@austintexas.gov or by phone at 512-974-6716. the Parks and Recreation Board, please contact Sammi Curless at information on Page 2 of 2
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE November 12, 2019 – 12:00 P.M. Britton, Durst, Howard and Spence Building 1183 Chestnut Ave. Austin, Texas 78702 MINUTES A. CALL TO ORDER Committee Chair Luca called the meeting to order at 12:13 p.m. Committee Members in Attendance: Rich DePalma, Anna Di Carlo, Francoise Luca, and Dawn Lewis—Ex-Officio Committee Members Absent: Romteen Farasat, Nina Rinaldi B. APPROVAL OF MINUTES October 8, 2019. 1. Approve the minutes of the Contracts and Concessions Committee regular meeting of Committee Member Di Carlo moved to approve the minutes without changes. Committee Member DePalma seconded the motion. The motion passed unanimously. C. CITIZEN COMMUNICATION: GENERAL There were no citizen communications. D. NEW BUSINESS: DISCUSSION AND POSSIBLE ACTION ITEMS 2. Item Briefing. Establishing new concession contract for Hancock Golf Learning Center. Presenter: Kevin Gomillion, Golf Division Manager, Parks and Recreation Department. Page 1 of 2 Board members discussed the following concerns regarding the potential new concession: Parking lot size, availability and type of concessions, marketing and outreach efforts to attract new users, co-programming with Hancock Rec Center. 3. Item. Approve the committee meeting schedule for calendar year 2020. Committee agreed to keep the meetings at the same day and time (second Tuesday of the month at noon), with the summer month off to align with Council break. Staff will confirm exact months for 2020 meetings and bring final schedule to PARB next meeting. E. CONTRACT REPORT Presented by Gabrielle Restivo, Contract Management Specialist IV, Parks and Recreation Department F. FUTURE AGENDA ITEMS None G. ADJOURNMENT Committee Chair Luca adjourned the meeting at 1:07 p.m. Page 2 of 2
BOATING CONCESSION ON LADY BIRD LAKE Request for Proposal (Current Concessionaire - Texas Rowing Center) Presented by: Gabrielle Restivo Contract Management Specialist IV Contracts and Concessions Committee January 14, 2020 1 CONCESSION HISTORY Texas Rowing Center • Opened as Texas Rowing in 1987 by Anne Marie Heilman • Continued in 1999 under the joint ownership of Heilman and Matt Knifton • In 2002, continued under the sole ownership of Matt Knifton • Current contract: o 5/19/00-5/18/05 o 3, 5-year options exercised through 5/18/2020 2 CONCESSION CAPITAL IMPROVEMENTS Texas Rowing Center o ADA wheelchair ramp to boathouse added in 2011 ($30,000) ($75,000) ($12,000) o Wooden dock expanded 5,000 square feet in 2013 o Steel racks for boat storage added to dock in 2013 o Floating dock and boathouse expansion in 2020 ($762,500) 3 Historic Gross Sales, Reported Expenditures, and Revenue Payments $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $0 Texas Rowing Center $2,530,256 $2,516,287 $2,151,707 $1,956,951 $2,082,843 $2,141,722 $2,296,633 $1,551,287 $226,974 $197,016 $216,249 $205,687 FY 2016 FY2017 FY2018 FY2019 Gross Sales Revenue Payments to the City Expenditures Reported 4 BOATING CONCESSION ASSETS • Wooden Dock 510 ft. in length, varying 20 to 60 feet in width; 17, 500 square feet in area • Two Boathouses 2,108 square feet and 860 square feet in size, housing 52 and 20 boats respectively • Two Floating Boathouses 3,000 square feet each • Three Storage Units 12 feet in height; two are 320 square feet in size and one is 200 square feet 5 VISION FOR BOATING CONCESSION • Quality, safe, and affordable rowing • Rentals and instruction commercially and as a public- benefit • Programming for youth and seniors • Special events • Joint ventures to promote rowing sports • Aesthetic appeal • Compatibility with existing lake uses • Environmental stewardship for Lady Bird Lake • Leveraging assets for maximum revenue share 6 RFP BOATING SOLICITATION GOALS AND REQUIREMENTS Programming •5 years of experience with safety record, demonstrated expertise •Supply all necessary watercraft •Motorboats permitted for training rowing teams only •Sustainability (environmental) Plan •Programming (services and activities) Plan •Fee schedule approval •Marketing Plan •Monthly and annual reporting requirements •Revenue share proposal Improvements •Capital Improvement Plan required •Improvement Plans require written approval •10% reinvestment required in equipment and facilities •Dock/gangway repairs and replacements 7 BOATING CONCESSION ON LADY BIRD LAKE Draft Solicitation Timeline* RFP Published RFP Close Date RFP Evaluation and Award Recommendation 3rd Week of …
PARKLAND IMPROVEMENT, MANAGEMENT, AND OPERATIONS AGREEMENT AMENDMENT NO. 1 BETWEEN THE CITY OF AUSTIN, AUSTIN PARKS FOUNDATION, AND DOWNTOWN AUSTIN PARKS, LLC Agreement Overview The City of Austin (City), Austin Parks Foundation (APF), and the Downtown Austin Alliance (DAA) agreed that the public benefits of Republic Square Park would be substantially enhanced through the re-improvement of the Park in accordance with a previously developed Republic Square Master Plan for the Park. They further agreed that this goal could best be achieved by utilizing the services of APF and DAA as non-profits in connection with the re-improvement management, and operation of the Park. On February 10, 2015, the Parks and Recreation Department (PARD) entered into a Parkland Improvement, Management, and Operations Agreement with APF and the DAA for Republic Square, which is parkland property leased to the City by the State of Texas. • APF was responsible for the design, permitting, bidding, and construction of improvements to Republic Square that conformed to the Republic Square Master Plan. • Upon completion of the construction of improvements, DAA became responsible for the management and operation of Republic Square. After the execution of the contract, DAA assigned the agreement to Downtown Austin Parks, LLC. (DAP) on September 9, 2016, with the approval of the PARD director. • PARD performed all maintenance with no reimbursement to DAA. Later, DAA began performing baseline landscaping services (mowing, horticulture and litter abatement) for PARD. As such, PARD agreed to annually reimburse DAA $7,000 for these services and $7,000 for utilities based on the three previous year’s average. On December 13, 2018, City Council approved Resolution No. 20181213-018 to authorize an amendment to allow the City Manager to maintain and approve the list of events requiring full closure of the Park annually and setting a limit at 20 such events per year and for any events in excess of 20 the City Manager is directed to obtain Council approval. What is the Purpose of the Agreement? The purpose of this Agreement is to amend (Amendment No. 1) the Parkland Improvement, Management, and Operations Agreement Between the Austin Parks Foundation, a Texas nonprofit corporation (”APF”), Downtown Austin Parks, LLC, a Texas nonprofit corporation (“DAP”), and the City of Austin for Republic Square What Does the Amendment Address? The amendment: • Incorporates the Reassignment and Assumption of Parkland Improvement, Management, and Operations Agreement from Downtown Austin Alliance to the Downtown Austin …
Parks and Recreation Department Contracts Under Development Concessions and Contracts Committee 14-Jan-20 Contract/Project Phase NCP S / NS CCC PARB Council Notes Republic Square NS Jan-20 Jan-20 Feb-20 P/D P/D P/D NA P/D N N N N Sep-19 Sep-19 Oct-19 Mar-20 Jun-20 Aug-20 NA NA NA NA NA May-20 May-20 Jul-20 S S S Amendment No. 1 of the Parkland Improvement, Management, and Operations Agreement for Republic Square Park was presented to both the CCC and PARB in September 2019. The item will again be presented to CCC and PARB for further review.. The vendors will commence their agreement with an initial term of ten (10) years upon construction completion expected in July of 2020. Scope of Work development underway. Hope Gallery has found an alternate location near airport. This project will be removed from list. SOW development and solicitation release pending CCC input. Zilker Café Concession RFP Zilker Miniature Train Concession Holly Shores Art Wall Texas Rowing Center P/D - Planning & Development A - Advertised E - Evaluation N - Negotiation NS - Non-Solicited S - Solicited NCP - No Contact Period in Effect (Y/N) NA - Not Applicable P/D - Planning & Development Dates are subject to change based on project timeline. "Attachment A: Expiring Contracts" 1/6/2020 ATTACHMENT A - EXPIRING CONTRACTS Vendor Contract Description Mexic-Arte Improvement of Cultural Facilities Provides for City bond funds ($5M) for improvements of museum. Start Date End Date 9/17/2010 12/31/2018 - New contract development underway due to increase in bond funds AARC/ACC ESL Classes Interlocal Agreement ACC offers ESL classes to the public at AARC. No extension options available. 1/1/2014 12/31/2019 Texas Special -- Zilker Zephyr Train at Zilker Park - Concession. Two 1-year extensions remaining. 5/28/2009 2/28/2020 - Solicitation for a new vendor underway Athletes Services Network America Late Night Youth Recreation Services 3/10/2014 3/9/2020 APF Park Concession Agreement - My Thai Mom - Old Bakery and Emporium 5/14/2015 5/13/2020 City owns the Old Bakery located at 1006 Congress, and wishes to conduct a concession program under which the Austin Parks Foundation will manage a breakfast and lunch food and beverage concession in the outdoor space at the Old Bakery. Texas Rowing Center Rowing and Sculling - Concession. No extension options available. 10/1/1996 5/18/2020 AISD Literacy First Program 10/1/2017 5/25/2020 The purpose of the agreement is to support the funding of Literacy First Program offered to elementary school students in …
