Parks and Recreation Board Concessions and Contracts Committee Meeting - Special Called Meeting. Meeting to be held with Social Distancing Modifications. See agenda for details.
Versión en español a continuación. Contracts and Concessions Committee of the Parks and Recreation Board Special Called Meeting August 19, 2021 Contracts and Concessions Committee of the Parks and Recreation Board to be held August 19, 2021 with Social Distancing Modifications Public comment will be allowed via telephone; no in-person input will be allowed. All speakers must register in advance (August 18, 2021 by noon). All public comment will occur at the beginning of the meeting. To speak remotely at the August 19, 2021 Contracts and Concessions Committee of the Parks and Recreation Board Meeting, members of the public 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 made to the board liaison, the information to call on the day of the scheduled meeting will be provided either by email or phone call. • Speakers must call in at least 15 minutes prior to meeting start time 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 August 19, 2021 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 (August 18, 2021 antes del mediodía). Todos los comentarios públicos se producirán al comienzo de la reunión. Para hablar de forma remota en la reunión, los miembros del público 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). Se requiere la siguiente información: nombre del orador, número (s) de artículo sobre el que desean hablar, si están a favor / en contra / neutral, dirección de correo electrónico …
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE WEDNESDAY, APRIL 14, 2021 – 1:00PM MINUTES The Contracts and Concessions Committee convened in a special meeting on Wednesday, April 14, 2021 via videoconference in Austin, Texas. Chair Luca called the meeting to order at 1:04pm. Committee Members in Attendance: Chair Francoise Luca, Anna Di Carlo, Nina Rinaldi and Dawn Lewis, Ex Officio. Committee Members Absent: Romteen Farasat and Fred Morgan. Staff in Attendance: Suzanne Piper, Christine Chute Canul, Denisha Cox and Sammi Curless. CITIZEN COMMUNICATION: GENERAL No registered speakers. A. APPROVAL OF MINUTES The minutes from the special meeting of November 20, 2020 Contracts and Concessions Committee were approved on Committee Member Di Carlo motion, Committee Member Rinaldi second on a 3-0 vote with Committee Members Farasat and Morgan absent. B. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Make a recommendation to the Parks and Recreation Board to recommend to the City Council the approval of a partnership agreement with Pease Park Conservancy for the operations, maintenance and programming for Kingsbury Commons within Pease District Park. Committee Member Rinaldi made to motion to recommend to the Parks and Recreation Board to recommend to the City Council the approval of a partnership agreement with Pease Park Conservancy for the operations, maintenance and programming for Kingsbury Commons within Pease District Park; Committee Member Di Carlo seconded the motion. The motion passed on a vote of 3-0 with Committee Members Farasat and Morgan absent. Page 1 of 2 C. MONTHLY REPORT ON NEW AND ONGOING CONTRACT DEVELOPMENT Denisha Cox provided the report. D. FUTURE AGENDA ITEMS • Rinaldi/Lewis – discussion of roles/purpose of the Contracts and Concessions Committee and the Finance Committee and how the two work together. Chair Luca adjourned the meeting at 1:39pm. Page 2 of 2
The Austin Parks and Recreation Department and The Trail Foundation Partnership Agreement Contracts and Concessions Committee Parks and Recreation Department, City of Austin Christine Chute Canul, PARD Partnership Manager Heidi Anderson, CEO, The Trail Foundation August 19, 2021 The Trail Foundation 2 The Trail Foundation (TTF) A 501(c)3 dedicated to protecting, enhancing, and connecting the Butler Hike-and-Bike Trail at Lady Bird Lake for the benefit of all. TTF/City of Austin Partnership Timeline 1971 – Public-private civic effort formed led by the Citizen’s Committee for a More Beautiful Town Lake 2003 – Town Lake Trail Foundation (now The Trail Foundation) was formed to continue the work of the Citizen’s Committee and ensure that the Trail remains one of Austin’s outstanding places 2014 – Boardwalk opens, completes the 10+ mile loop of the Ann and Roy Butler Trail 2015 – TTF adopted the Butler Trail at Lady Bird Lake Urban Forestry and Natural Areas Management Guidelines, developed by Siglo Group in consultation with TTF, Austin Parks and Recreation (PARD) and the City of Austin Watershed Protection Department (WPD). 2018 – PARD and TTF begin discussions to formalize partnership 2020 – Formal process begins to enter into phased Parkland Operations & Maintenance Agreement (POMA) with PARD 3 TTF Investment & Public Benefit Since 2003, TTF has invested more than $17,550,000 on the Butler Trail and the Town Lake Metro Park, including infrastructure projects, ecological restoration, and maintenance. Pre-pandemic (2019) Annual TTF Investment: $3,319,731 Volunteer Impact Since January 2017: 219 Volunteer Events 3,988 Volunteers 15,687 Sapling Trees Planted 1,588 Yards of Mulch/compost Spread 59.4 Acres of Wildflowers Planted ...In addition to an increasingly robust volunteer impact program. Just this year, 400+ bags of trash were collected, and 71 screech owl nest boxes were made and installed. 4 Council Resolution - 20200312-041 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF AUSTIN: The City Council expresses support for the concept of parkland agreements between nonprofit organizations and PARD if the agreements further the mission And vision of the department with regard to non- enterprise fund public parks and trails in an effective, efficient, and inclusive manner. BE IT RESOLVED: The City Council directs the City Manager to work with parks nonprofit partners that have established relationships with PARD, including but not limited to The Trail Foundation and the Pease Park Conservancy, to …
RESOLUTION NO. 20200312-041 WHEREAS, Austin is home to nearly 20,000 acres of parks and trails which play an essential role in the city's overall environmental health as well as in the physical and mental health of all Austinites; and WHEREAS, as the City's population continues to grow, these parks and trails are increasingly important to the environmental, health, and mobility needs of the citizens of Austin; and WHEREAS, on March 8, 2018, the City adopted a Strategic Direction, including several goals that specifically depend on having strong and sustainable including Economic Opportunity and Affordability, parks and trails systems, Mobility, Health and Environment, and Culture and Lifelong Learning; and WHEREAS, as areas of the City continue to redevelop with denser populations, the acreage of parks also grows due to the critical benefits provided by the City' s Parkland Dedication Ordinance; and WHEREAS, the Parks and Recreation Department (PARD) is currently these the vast majority of responsible for approximately 20,000 acres of parkland across the city; and the care and maintenance of WHEREAS, as the parks and trails, and the number of people who depend the need for innovative partnerships with local nonprofits increases, on them, becomes increasingly worth exploring; and WHEREAS, PARD is committed to partnerships that align with its overall mission, vision, and commitment to benefit the public through the Austin parks system; and WHEREAS, the Parks and Recreation Department Long Range Plan specifically outlines partnerships as a sustainability strategy for developing, improving, maintaining and programming park spaces; and Page 1 of 3 WHEREAS, PARD works with nonprofit organizations, conservancies, increase community groups, and businesses to enhance and improve parks, recreational and cultural opportunities, and preserve natural areas in Austin; and WHEREAS, the goals of these partnerships are to enhance and expand public use of PARD's grounds and facilities; encourage active recreation and healthy lifestyles; improve environmental stewardship through public participation and education; celebrate arts, culture, and history to build community; and maximize public benefit at minimum taxpayer cost; and WHEREAS, many peer cities such as Dallas, Houston, Chicago, New York City, and others have negotiated partnerships with nonprofit organizations dedicated to the maintenance and stewardship of particular parks; and WHEREAS, nonprofit organizations dedicated to improving parks and open space for the benefit of the community often have the ability to fundraise and other opportunities that municipalities do not have; and WHEREAS, in Austin, some nonprofits have already begun partnering …
Austin Parks and Recreation Department | Partnership Levels Partnership Configuration A (Non-profit Public Partnership NP3) Partnership A - Definition A 501(c)(3) Non-profit partner mission closely aligns with PARD mission, vision, and values; aligns to the public land/public facility owned by the City of Austin Parks and Recreation Department. Partner within configuration A seeks a level of autonomy to construct, operate, maintain, and/or program projects on parkland. Parks partnerships successfully combine the assets of the public and private sectors in novel ways to create new and refurbished parks, greenways, trails, and other public assets in our community. Partnerships between public agencies and private nonprofits can help effectively build, renovate, maintain, and program parks. By teaming up, parks agencies and nonprofits can help cities do a better job of meeting citizens' demands for more and better parks in the face of limited public resources. PARD review and oversight is meant to ensure Partners within Configuration A demonstrate the following values: ✓ ORGANIZATIONAL GOVERNANCE/CONSTITUTION ✓ DEMONSTRATION OF CAPACITY ✓ INCLUSIVITY ✓ TRANSPARENCY ✓ PUBLIC BENEFIT Common attributes for Partnership A include: • Partner has history of collaborating with PARD to lead major capital improvement projects on parkland, has co- collaborated with recognized entities to lead a major capital improvement project on parkland and/or has successfully independently led a major capital improvement project. (Demonstration of Capacity) • Partner can support project management for design and construction projects or has capacity to financially support third-party project management. (Demonstration of Capacity) • Partner has previously demonstrated integration of maintenance considerations into capital or Community Activated Park Projects. (Demonstration of Capacity) • Partner has a minimum 7-year history of collaboration with the City of Austin, with all levels of engagement recognized in the historical collaboration. (Demonstration of Capacity) • Partner maintains annual 990s. (Governance) • Partner has favorable Charity Navigator and Guidestar ratings. (Governance/Government Oversight) • Partner is committed to cooperative community engagement with PARD and has integrated community engagement into their organization’s goal(s). (Inclusivity/Transparency/Public Benefit) • Partner clearly articulates the public benefit from the organization’s role and mission. (Public Benefit) PARD Partners are integral to PARD and help further the mission and reach of the Department. PARD seeks to fully develop the umbrella program for partnerships within the Department’s Community PARKnerships program. Last updated 02-21-2021 1 Partnership A - Criteria This level of partnership requires a formal partnership review process. The review process will take up …
BOATING CONCESSION ON LADY BIRD LAKE REQUEST FOR PROPOSAL Currently Operating as The Rowing Dock Presented by: Margaret Stenz Contract Management Specialist III Contracts and Concessions Committee August 19, 2021 1 CONCESSION LOCATION 2418 Stratford Drive, just west of the Austin Nature and Science Center 2 CONCESSION HISTORY Opened for business in 1999, offering rowing memberships, lessons, and rentals. Contracted with the City in 2000 Purchased by current owner in 2010 and changed focus from rowing to rentals of canoes, pedal boats, kayaks, and stand-up paddleboards (SUPs) Community partnerships with Texas River School, Austin Pets Alive, Keep Austin Beautiful, and others Current contract Interim period (11/01/2000 – 04/30/2002) • • Basic period (05/01/2002 – 04/30/2007) • Extension #1 (05/01/2007 – 04/30/2012) • Extension #2 (05/01/2012 – 04/30/2017) • Extension #3 (05/01/2017 – 04/30/2022) 3 CONCESSION ASSETS CAPITAL IMPROVEMENTS Wooden dock and gangway Permanent 10-by-13-foot wooden hut on dock Boat storage racks 2019 2016 • • Dock improvements: $108,500 Improvements to dock and shade structures, grounds, parking area, signage: $144,598 2011-2015 • Improvements to grounds and parking lot: $72,000 4 HISTORICAL GROSS SALES, REPORTED EXPENDITURES, AND REVENUE PAYMENTS $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $- Gross Revenue Expenditures Payments to City 2016 $983,391 $659,672 $136,077 2017 $1,604,595 $784,944 $135,268 2018 $1,624,347 $1,036,154 $133,373 2019 $1,645,790 $1,103,638 $146,717 2020 $1,360,022 $839,097 $143,031 5 RFP BOATING SOLICITATION GOALS AND REQUIREMENTS Programming • 5 years of experience with safety record • Supply all necessary watercraft • Non-motorized watercraft only • Sustainability (environmental) plan • Public benefit programs for youth and seniors • Fee schedule approval • Marketing plan • Monthly and annual reporting • Revenue share proposal Improvements • Capital improvement plan requires PARD’s written approval • Must spend a minimum amount equal to 10% of annual net income on facilities maintenance and capital improvements 6 CAPITAL IMPROVEMENTS LANGUAGE Contractor shall not make any structural alterations, repairs, nor improvements of the premises without written permission and approval from the PARD Director or designee. Any alteration made by the Contractor shall become the property of the City at the termination of the contract. City reserves the right to require Contractor to restore the property to its original condition at Contractor's expense. Contractor shall make written report to City Contract Manager of any needed repairs or suggested alterations or improvements Improvement plans …
Parks and Recreation Department Contracts Under Development Concessions and Contracts Committee Aug-21 Contract/Project Contract Type Zilker Miniature Train Concess Contractual Obligation/ Services Phase N A NCP NA S / NS NA CCC NA PARB Aug-21 Council Sep-21 Development of a Land Management Plan for Austin Nature Preserves System Contractual Obligation/ Services A NCP S Sep-21 Sep-21 Oct-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 and the APF attorney. APF provided a status update on train specifications and site planning status at the February 23rd PARB meeting. Anticipated grand opening is Q4 of 2021. Currently, the contract is under review by the APF and COA Law Department. The purpose of this Request for Proposal (RFP) is to create a land management plan that will guide the management of the Austin Nature Preserves system and other parkland natural areas to sustainably and resiliently provide vital ecosystem services to Austin and its residents, now and in the coming decades. Presented draft scope of work to CCC on 8/21/2020. PARD worked with Austin Fire Department (AFD) to finalize proposal. Corporate Purchasing posted solicitation on by 2/1/2021, and it closed on 3/4/2021. Evaluation of responses began on March 25, 2021. In April, the evaluation team did not recommend a successful proposer. The solicitation will be re-posted on July 26, 2021 with a recommendation of award expected to be presented in September 2021. This will be a Qualified Management Agreement. The SOW was provided to PARB for review and comment at its May 25th meeting. Corporate Purchasing issued the solicitation on June 30, 2021. The solicitation was closed July 27, 2021. Four responses were received. Evaluation of proposals is underway to determine responsiveness. The contract with the current operator expires April 24, 2022. Staff is currently developing the Scope of Work (SOW), which will be presented to CCC in August 2021 to solicit member input regarding the draft scope of work. The release of the solicitation is scheduled for early October 2021. Grey Rock Golf and Tennis …
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE THURSDAY, AUGUST 19, 2021 – 5:30PM VIA VIDEOCONFERENCING MINUTES The Contracts and Concessions Committee convened in a special meeting on Thursday, August 19, 2021 via videoconference in Austin, Texas. Chair Di Carlo called the meeting to order at 5:37pm. Committee Members in Attendance: Chair Anna Di Carlo, Nina Rinaldi, Nancy Barnard and Dawn Lewis, Ex Officio. Staff in Attendance: Suzanne Piper, Liana Kallivoka, Christine Chute Canul, Patricia Rossett, Margaret Stenz, Denisha Cox and Sammi Curless. CITIZEN COMMUNICATION: GENERAL None. A. APPROVAL OF MINUTES The minutes from the special meeting of April 14, 2021 Contracts and Concessions Committee were approved on Committee Member Rinaldi motion, Committee Member Barnard second on a 3-0 vote with two vacancies. B. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Make a recommendation to the Parks and Recreation Board to recommend to City Council approval for the negotiation and execution of a partnership agreement with The Trail Foundation for the operations, maintenance and programming for the Ann and Roy Butler Hike-and-Bike Trail at Town Lake Metropolitan Park. Committee Member Rinaldi made a motion to recommend to the Parks and Recreation Board to recommend to City Council approval for the negotiation and execution of a partnership agreement with The Trail Foundation for the operations, maintenance and programming for the Ann and Roy Butler Hike-and-Bike Trail at Town Lake Metropolitan Park; Committee Member Di Carlo seconded the motion. The motion passed on a vote of 3-0 with two vacancies. 2. Presentation and discussion of draft scope of work for a Request for Proposals (RFP) for a boating concession on Lady Bird Lake. Page 1 of 2 Susan Goldberg, current owner and operator of The Rowing Dock attending to better understand the RFP process. Margaret Stenz from the Parks and Recreation Department made a presentation and answered questions from the Committee. Discussion ensued but no action was taken on this item. C. MONTHLY REPORT ON NEW AND ONGOING CONTRACT DEVELOPMENT Patricia Rossett from the Parks and Recreation Department presented the monthly report. D. FUTURE AGENDA ITEMS None. Chair Di Carlo adjourned the meeting at 6:52pm. Page 2 of 2
