Parks and Recreation Board Concessions and Contracts Committee Meeting - Meeting to be held with Social Distancing Modifications. See agenda for details.
Versión en español a continuación. Special Meeting of the Contracts and Concessions Committee of the Parks and Recreation Board September 11, 2020 Contracts and Concessions Committee to be held September 11, 2020 with Social Distancing Modifications Public comment will be allowed via telephone; no in-person input will be allowed. All speakers must register in advance (September 10, 2020 by Noon). All public comment will occur at the beginning of the meeting. To speak remotely at the September 11, 2020 Contracts and Concessions Committee Meeting, residents must: • Call or email the board liaison at 512-974-6716 or sammi.curless@austintexas.gov no later than noon, (the day before the meeting). The information required is the speaker name, item number(s) they wish to speak on, whether they are for/against/neutral, and a telephone number or email address. • Once a request to speak has been called in or emailed to the board liaison, residents will receive either an email or phone call providing the telephone number to call on the day of the scheduled meeting. • Speakers must call in at least 15 minutes prior to meeting start in order to speak, late callers will not be accepted and will not be able to speak. • Speakers will be placed in a queue until their time to speak. • Handouts or other information may be emailed to sammi.curless@austintexas.gov by Noon the day before the scheduled meeting. This information will be provided to Board and Commission members in advance of the meeting. If this meeting is broadcast live, residents may watch the meeting here: http://www.austintexas.gov/page/watch-atxn-live. • Reunión del Contracts and Concessions Committee of the Parks and Recreation Board September 11, 2020 La junta se llevará con modificaciones de distanciamiento social Se permitirán comentarios públicos por teléfono; no se permitirá ninguna entrada en persona. Todos los oradores deben registrarse con anticipación (September 10, 2020 antes del mediodía). Todos los comentarios públicos se producirán al comienzo de la reunión. Para hablar de forma remota en la reunión, los residentes deben: • Llame o envíe un correo electrónico al enlace de la junta en 512-974-6716 or sammi.curless@austintexas.gov a más tardar al mediodía (el día antes de la reunión). La información requerida es el nombre del orador, los números de artículo sobre los que desean hablar, si están a favor / en contra / neutrales, y un número de teléfono o dirección de correo electrónico. • Una vez que se haya …
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE Monday, August 17, 2020 – 10:00-11:30AM MINUTES The Contracts and Concessions Committee convened in a special meeting on Monday, August 17, 2020 via videoconference in Austin, Texas. Chair Luca called the meeting to order at 10:05am. Committee Members in Attendance: Chair Francoise Luca, Anna DiCarlo, Sarah Faust, Nina Rinaldi and Dawn Lewis, Ex Officio. Committee Member Absent: Richard DePalma. Staff in Attendance: Kevin Gomillion; Lucas Massie; Matt McCaw; Suzanne Piper; Gabrielle Restivo; Patricia Rossett; Amanda Ross and Sammi Curless. A. APPROVAL OF MINUTES The minutes from the special meeting of June 5, 2020 were approved on Committee Member Faust motion, Committee Member Rinaldi second on an 4-0 vote with Committee Member DePalma absent. B. NEW BUSINESS: DISCUSSION AND POSSIBLE ACTION ITEMS 1. Recommendation to the Parks and Recreation Board to recommend to the City Council the negotiation and execution of an interlocal agreement with the Save Historic Muny District for the operations and management of the food and beverage concession at Lions Municipal Golf Course. Committee Member Rinaldi made a motion to recommend to the Parks and Recreation Board, as a consent agenda item, to recommend to the City Council the negotiation and execution of an interlocal agreement with the Save Historic Muny District for the operations and management of the food and beverage concession at Lions Municipal Golf Course.; Committee Member DiCarlo seconded the motion. The motion passed on a vote of 4-0 with Committee Member DePalma absent. C. STAFF BRIEFINGS 1. Draft scope of work for request for proposals for a boating concession on Barton Creek. Due to late recognition of an agenda posting error, public comment was allowed to occur on this item. Robert Corbin spoke regarding continuation of the boating concession on Barton Creek. Page 1 of 2 Presentation made by Gabrielle Restivo, Parks and Recreation Department. Due to posting error, this item will be discussed at a future Committee meeting. 2. Draft scope of work for request for proposals for the Land Management Plan. No presentation was made. Due to posting error, this item will be discussed at a future Committee meeting. D. MONTHLY REPORT ON NEW AND ONGOING CONTRACT DEVELOPMENT No presentation was made. E. FUTURE ITEMS FROM BOARD MEMBERS No future agenda items were brought forward by Committee members. On motion by Chair Luca, second by Committee Member Rinaldi, the meeting was adjourned at 10:36am …
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE Friday, August 21, 2020 – 1:00-2:30PM MINUTES The Contracts and Concessions Committee convened in a special meeting on Friday, August 21, 2020 via videoconference in Austin, Texas. Chair Luca called the meeting to order at 1:05pm. Committee Members in Attendance: Chair Francoise Luca, Richard DePalma, Anna DiCarlo, Sarah Faust, Nina Rinaldi and Dawn Lewis, Ex Officio. Staff in Attendance: Lucas Massie; Matt McCaw; Suzanne Piper; Amanda Ross; Patricia Rossett and Sammi Curless. A. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Discussion of draft scope of work for request for proposals for a boating concession on Barton Creek. Patricia Rosset, Parks and Recreation Department, presented the scope of work. Committee Members presented feedback. No action was taken on this item. 2. Discussion of draft scope of work for request for proposals for the Land Management Plan. Amanda Ross and Matt McCaw, Parks and Recreation Department, presented the scope of work. Committee Members presented feedback. No action was taken on this item. B. MONTHLY REPORT ON NEW AND ONGOING CONTRACT DEVELOPMENT Patricia Rossett provided the report. C. FUTURE ITEMS FROM BOARD MEMBERS DePalma/Faust – Comparison of revenue language in boating concession contracts. DePalma – Presentation by Committee Member DePalma regarding innovation opportunities in the request for qualifications (RFQ) process. Chair Luca adjourned at 2:29pm. Page 1 of 1
FACILITY USE & MAINTENANCE AGREEMENT Austin Metro Baseball League Agreement Overview: Downs Field Vendor funds Facility maintenance and improvements League staffing and operations Operate public athletic programs Apr through Oct Average 550 adults serviced Ensure 75% of the participants are Austin residents 1 CENTRALIZED PROGRAM DIVISION – ATHLETIC PROGRAMS FACILITY USE & MAINTENANCE AGREEMENT Similar Agreements within Parks System Facility Use and Maintenance Parkland Use and Improvement Huston-Tillotson University (Downs Field – Shared space Apr, Sept & Oct) Austin Men’s Soccer Association (Onion Creek) Lonestar Soccer Club of Austin (Circle C Metropolitan Park) North Austin Soccer Alliance (6 locations) Reviving Baseball in Inner Cities – RBI (Parque Zaragoza & Mabson) Youth Sports Organization (City Ordinance No. 20100204-39 ) 8 Vendors (10 PARD locations - Various Sports, including Baseball) Interlocal Agreement AISD (4 locations) Management & Operations Service Contracts Austin Row Center Tennis Centers (4 locations) YMCA-North CENTRALIZED PROGRAM DIVISION – ATHLETIC PROGRAMS 2 FACILITY USE & MAINTENANCE AGREEMENT Facility/Parkland Use Agreement Benefits Mendoza Maintenance Improvements Program Operations Assets Protection Butler Civitain Patterson Mabson Bartholomew Govalle CENTRALIZED PROGRAM DIVISION – ATHLETIC PROGRAMS 3 FACILITY USE & MAINTENANCE AGREEMENT Please be kind to our Park System CENTRALIZED PROGRAM DIVISION – ATHLETIC PROGRAMS MARTIN FIELD INCIDENT CLICK HERE TO VIEW VIDEO 4
THE CITY OF AUSTIN Sports Field Reservation Handbook The City of Austin – Athletics Office 515 S Pleasant Valley Rd. Austin, TX 78741 Phone: (512) 978-2670 Fax: (512) 978-2684 Email: PARDAthletics@austintexas.gov Website: www.capitalcityathletics.com Effective: ____January 1, 2018 ________ Revised: __ January 2, 2020 _ __ _ Authorization: _________________________ Tiffany Cabin, Division Manager Table of Contents 1.0 Introduction ............................................................................................................................................ 4 2.0 Types of Reservations ............................................................................................................................ 4 A. Hourly Reservations ..................................................................................................................... 4 B. Sporting Reservations .................................................................................................................. 4 C. Leagues ........................................................................................................................................ 4 D. Events .......................................................................................................................................... 4 E. Special Events ............................................................................................................................... 4 3.0 Field Reservation Process ...................................................................................................................... 4 A. Hourly Reservations ..................................................................................................................... 4 B. Sporting Reservations, Leagues, & Events ................................................................................... 5 3.1 Field Selection Priority ........................................................................................................................ 5 3.2 Application Review & Approval Timeline ...................................................................................... 5 & 6 3.3 Reservation Fees ................................................................................................................................. 6 3.4 Payment & Deposits ...................................................................................................................... 6 & 7 4.0 Cancellations & Refunds ........................................................................................................................ 7 4.1 Cancellation by PARD ......................................................................................................................... 7 4.2 Cancellation by Renter ...................................................................................................................... 8 4.3 Refunds ............................................................................................................................................... 8 4.4 Inclement Weather ....................................................................................................................... 8 & 9 5.0 Field Maintenance .................................................................................................................................. 9 5.1 Basic Services ..................................................................................................................................... 9 5.2 Softball/Baseball Maintenance .......................................................................................................... 9 5.3 Special Maintenance Requests/Maintenance Fees ................................................................... 9 & 10 6.0 Permits .................................................................................................................................................. 10 6.1 Field Use Permits .............................................................................................................................. 10 6.2 Parking Permits ................................................................................................................................. 10 6.3 Concessions ...................................................................................................................................... 10 6.4 Inflatables ......................................................................................................................................... 11 7.0 Insurance ...................................................................................................................................... 11 & 12 8.0 Field Use ............................................................................................................................................... 12 8.1 Standard Rules .......................................................................................................................... 12 & 13 8.2 Equipment & Storage ....................................................................................................................... 13 2 | P a g e 8.3 Field Use Audits ................................................................................................................................ 13 8.4 Falsification of Information .............................................................................................................. 14 8.5 Field Closures .................................................................................................................................... 14 9.0 Field Use Violations .............................................................................................................................. 14 9.1 Violation Outcomes .......................................................................................................................... 14 9.2 Reservation Code of Conduct Expectations ............................................................................. 14 & 15 9.3 Reservation Code of Conduct Penalties .................................................................................... 15 - 17 10.0 Disclosure ........................................................................................................................................... 17 Exhibit A: City Recognized Holidays ......................................................................................................... 18 3 | P a g e 1.0 INTRODUCTION The City of Austin Parks and Recreation (PARD) Athletics Office is committed to providing recreation opportunities to the community. This handbook dictates procedures and policies for the selection and permitted use of athletic fields, expectations of users, fees, and general rental information. 2.0 TYPES OF RESERVATIONS A. Hourly Reservations: Requests are designated for informal uses (Example: team/individual practices, batting practice, general recreational usage, etc.) Hourly reservations can be made for a minimum of 1 hour and a maximum of 3 hours. Customers will be charged for hourly increments; any partial hour …
It is essential that all league presidents return a completed roster which includes requested information for all teams and players. Among other things, we develop our mailing list for Hardball magazine and sponsorship discounts from our rosters. We prefer that the roster is typed and in alphabetical order in an effort to avoid mistakes. MSBL/MABL BASEBALL ROSTER FOR SEASON: 2020 LEAGUE NAME: AUSTIN METRO BASEBALL LEAGUE MABL:_____ MSBL: _____ LEAGUE PRESIDENT: MICHAEL LUCAS AGE BRACKET:__________ last name first name address city st zip phone DOB e-mail TEAM NAME: MANAGER PLAYERS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22
2020 WAIVER AND RELEASE OF LIABILITY – READ BEFORE SIGNING Last Name: _____________________ First Name: _____________________ Address: _______________________________________________________ City: ________________________ State: ____________ Zip: ____________ Home Phone: (_____)___________ Work Phone: (_____) _______________ Cell Phone: (_____)___________ E-Mail Address: ____________________ Date of Birth: ____________ Driver’s License#: ______________ State: ____ In consideration of being allowed to participate in any way for the Austin Metro Baseball League, Inc and Men’s Adult Baseball League, Inc (MSBL/MABL). its related events and activities, I, ____________________________ , the undersigned, acknowledge, appreciate, and agree that: 1. Participation includes possible exposure to and illness from infectious diseases including but not limited to MRSA, influenza, and COVID-19. While particular rules and personal discipline may reduce this risk, the risk of serious illness and death does exist; and, 3. 4. 2. The risk of injury from the activities involved in this program is significant, including the potential for permanent paralysis and death, and while particular skills, equipment, and personal discipline may reduce this risk, the risk of serious injury does exist; and, I KNOWINGLY AND FREELY ASSUME ALL SUCH RISKS, both known and unknown, EVEN IF ARISING FROM THE NEGLIGENCE OF THE RELEASEES or others, and assume full responsibility for my participation; and, I willingly agree to comply with the stated and customary terms and conditions for participation. If, however, I observe any unusual significant hazard during my presence or participation, I will remove myself from participation and bring such to the attention of the Company immediately; and, I, for myself and on behalf of my heirs, assigns, personal representatives and next of kin, HEREBY RELEASE, INDEMNIFY, AND HOLD HARMLESS MSBL/MABL and Austin Metro Baseball League, Inc, their officers, officials, agents and/or employees, other participants, sponsoring agencies, sponsors, advertisers, and, if applicable, owners and lessors of premises used for the activity ("Releasees"), WITH RESPECT TO ANY AND ALL INJURY, DISABILITY, DEATH, or loss or damage to person or property associated with my presence or participation, WHETHER ARISING FROM THE NEGLIGENCE OF THE RELEASEES OR OTHERWISE, to the fullest extent permitted by law. 5. I HAVE READ THIS RELEASE OF LIABILITY AND ASSUMPTION OF RISK AGREEMENT , FULLY UNDERSTAND ITS TERMS, UNDERSTAND THAT I HAVE GIVEN UP SUBSTANTIAL RIGHTS BY SIGNING IT, AND SIGN IT FREELY AND VOLUNTARILY WITHOUT ANY INDUCEMENT. Players Signature Date Manager’s Signature Date Austin Metro Baseball League 1312 Quailfield Circle Austin,TX 78758-6504 (512 835 8989)
2020 PLAYER PARTICIPATION CONTRACT Last Name: _____________________ First Name: _____________________ Address: _______________________________________________________ City: ________________________ State: ____________ Zip: ____________ Home Phone: (_____)___________ Work Phone: (_____) _______________ Cell Phone: (_____)___________ E-Mail Address: ____________________ Date of Birth: ____________ Driver’s License#: ______________ State: ____ I hereby agree and consent to the following parameters as conditions of participation in the Austin Metro Baseball League. I will observe and abide by all rules as established by Austin Metro Baseball League’s Board of Directors and MSBL/MABL at all times. I understand that fighting, physical abuse of players, managers, umpires, or spectators, and/or the use of abusive or offensive language will not be tolerated by the Austin Metro Baseball League and MSBL/ MABL and violation of this rule could result in my banishment or suspension from the league and forfeiture of all fees paid. I certify that I am or will be of legal age, on or before December 31 of this calendar year, for whichever division I choose to play in the Austin Metro Baseball League. I, for myself and on behalf of my heirs, assigns, personal representatives and next of kin, HEREBY RELEASE, INDEMNIFY, AND HOLD HARMLESS Austin Metro Baseball League and MSBL/MABL, their officers, officials, agents and/or employees, other participants, sponsoring agencies, sponsors, advertisers, and, if applicable, owners and lessors of premises used for the activity ("Releasees"), WITH RESPECT TO ANY AND ALL INJURY, DISABILITY, DEATH, or loss or damage to person or property associated with my presence or participation, WHETHER ARISING FROM THE NEGLIGENCE OF THE RELEASEES OR OTHERWISE, to the fullest extent permitted by law. I realize that there is no guaranteed playing time on any given team, associated with regular season, play-offs, and/or tournament play. I certify that I do not have a felony conviction under Title 5 of the Texas Penal Code which would require me to register as a sex offender under Chapter 62 of the Texas Code of Criminal Procedure. By signing this agreement, I release the Austin Metro Baseball League, its Board of Directors, Managers, Players and MSBL/MABL from any liabilities or costs. I fully agree that the terms and conditions of this agreement are binding. Players Signature Date Manager’s Signature Date Austin Metro Baseball League 1312 Quailfield Circle Austin,TX 78758-6504 (512 835 8989)
Parks and Recreation Department Contracts Under Development Concessions and Contracts Committee 11-Sep-20 Contract/Project Zilker Miniature Train Concession Phase N A NCP NA S / NS NA CCC NA PARB Oct-20 Council Dec-20 Operation Boating Concession on Lady Bird Lake (Texas Rowing Center) A Y S Jun-20 Jun-20 Aug-20 Concessionaire for Operation and Management of Hancock Golf Course P/D N S Oct-20 Oct-20 Jan-21 Notes On February 20, 2020, Austin City Council approved a resolution to explore options to procure a temporary vendor, through an expedited process, to oversee the repair and operations of the Zilker Park train ride. PARD has identified APF to establish a contract with a vendor to oversee the repair and operations of the Zilker Park train ride. A draft contract between PARD and APF for this purpose is being reviewed by the COA Law Department. Solicitation was released 3/23/2020 with an original close date of 4/23/2020. However, the COA Purchasing Office extended the proposal submittal deadline until 4/30/2020. CCC and PARB approvals completed in June. The negotiation and execution of the contract was approved by Council on 8/27/2020. Contract negotiations will begin. The Request for Proposal (RFP) for a Concessionaire for Operation and Management of Hancock Golf Course is on hold due to the uncertainty surrounding the COVID-19 impact on the City’s golf program. Estimated timeframe for the RFP release is October/November of 2020. 9/1/2020 Interlocal Agreement with Save Historic Muny District (SHMD) to Operate and Manage Food Concession at Lions Municipal Golf Course. P/D NA NS Aug-20 Aug-20 Sept-20 Development of a Land Management Plan for Austin Nature Preserves System P/D NA S Aug-20 Oct-20 Jan-21 Concessionaire for Operation and Management of a Boat Rental on Barton Creek P/D N S Dec-20 Dec-20 Jan-21 Mutual Interest Interlocal Agreement (ILA) with Travis County to Share in the Management of Open Space Properties P/D NA NS Oct-20 Oct-20 Feb-21 P/D - Planning & Development A - Advertised E - Evaluation N - Negotiation NS - Non-Solicited S - Solicited 9/1/2020 Lions Municipal Golf Course is owned by The University of Texas and is leased to the City. The agreement with the previous food concessionaire at Lions terminated in May, and because the City's lease with UT expires in December, a new solicitation was not conducted. Currently, food services are being offered by a food truck. SHMD, a special district created by the Texas Legislature to preserve the …
Photo by marsroverdriver Innovation in Procurement Strategies in Helping Innovative Solution Providers Find the Door to Austin Parks Presentation by Rich DePalma, Board Member City of Austin Parks and Recreation Board September 11, 2020 Question Is it difficult for new or innovative materials, services and solutions to become known by the City of Austin and for our purposes, the Parks and Recreation Department? Based on my board experience, the answer is yes. Based on my professional experience, the answer is yes. It is okay. It is normal for local governments but doesn’t mean we shouldn’t do better. Procuring innovative solutions is a way we increase efficiencies, improve sustainability, save money, and/or provide an even better experience for park users. This is one way the 11th largest U.S. city can lead. Examples of Possible Solutions What are we missing? • RFID / QR Code / Mobile Ap to engage the trail or park user. • Augmented Reality to show the hydrology, fauna or historical figures in original spaces. i.e. Tonkawa tribe, Andrew Zilker, Elizabeth Ney, a Pleurocoelus or Barton Springs • Innovative materials for quick set infrastructure repair. • Sensor based security systems that can interpret human activity at night including size of the individual. • Can we work with UT as a The Continuum of Innovation Procurement Opportunities Industry day Portal Rfi procurement Exchange Information with the Vendor Allow vendors a 24/7 way to introduce Periodically release an RFI looking for Procure the solution through a Community. What is PARD looking for? new concessions, solutions, materials new services, solutions, and materials competitive contract but include What does the vendor community have or just concepts. that can be useful to the department. interlocal clauses so that other park to offer? What is our process? Make it twice a year so the vendor can systems can use it. Maybe even think be ready. The RFI route provides more bigger? structure and assurance that the information will be reviewed. 4 Industry day Learn from Each Other – Get Everyone Ready What is Industry Day? Great explanation by acqnotes.com. Industry Day is an event held by a Department of Defense (DoD) Program Management Office (PMO) to present the plans for a current or future procurement to representatives from industry. It is usually held prior to a Request for Proposal (RFP) being released or any major changes in a program. It’s an opportunity for the …
