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 CONTRACTS AND CONCESSIONS COMMITTEE TUESDAY, OCTOBER 12, 2021 – 12:00PM BRITTON, DURST, HOWARD AND SPENCE BUILDING 1183 CHESTNUT AVENUE, AUSTIN, TX 78702 COMMITTEE MEMBERS: Anna L. DiCarlo (D-2), Chair Nancy Barnard (D-7) VACANT CALL TO ORDER Nina Rinaldi (D-1) Laura Cottam Sajbel (D-9) Dawn Lewis (D-10), Ex-Officio AGENDA CITIZEN COMMUNICATION: GENERAL The first 10 speakers who register to speak no later than noon the day before the meeting will be allowed a three-minute allotment to address their concerns regarding items not posted on the agenda. A. APPROVAL OF MINUTES Approve the minutes of the Contracts and Concessions Committee special called meeting of August 19, 2021. B. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Presentation, discussion and possible action regarding a recommendation to the Parks and Recreation Board to recommend to City Council approval of an ordinance waiving up to $9,315 in Parks and Recreation Department Asian American Resource Center rental fees for Austin Community College; and authorize the negotiation and execution of an Interlocal Agreement with Austin Community College to provide classrooms at the Asian American Resource Center for English as a Second Language classes and potentially other adult education programs free of charge.. (PARD Long Range Plan Strategies – Program Alignment; SD23 Outcomes – Economic Opportunity and Affordability, Culture and Lifelong Learning) Presenter(s): Bianca Xoyamayagua-Galvan, Acting Culture and Arts Education Supervisor, Parks and Recreation Department 2. Presentation, discussion and possible action regarding a recommendation to the Parks and Recreation Board to recommend to City Council the negotiation and execution of an amendment to an existing contract with Interment Services, Inc. for continued Page 1 of 2 interment services at city cemeteries and to extend the term by two years. (SD23 Outcomes – Economic Opportunity and Affordability, Health and Environment and Government that Works for All) Presenter(s): Tonja Walls-Davis, Division Manager and Jason Walker, Parks Grounds Manager, Parks and Recreation Department C. MONTHLY REPORT ON NEW AND ONGOING CONTRACT DEVELOPMENT (PARD Long Range Plan Strategies – Relief from Urban Life, Operational Efficiency, Urban Public Spaces, Park Access for All; SD23 Outcomes – Health & Environment) Presenter(s): Patricia Rossett, Contract Management Supervisor II, Parks and Recreation Department D. FUTURE AGENDA ITEMS ADJOURNMENT 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 access. …
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
INTERLOCAL AGREEMENT BETWEEN AUSTIN COMMUNITY COLLEGE AND THE CITY OF AUSTIN FOR FACILITY USE AND ADULT EDUCATION AT THE ASIAN AMERICAN RESOURCE CENTER Agreement Overview Austin Community College (ACC) has received federal and state grant funding to provide Adult Education Programming including English as a Second Language (“ESL”) course instruction at the City of Austin’s Asian American Resource Center (“AARC”). ACC wishes to hold ESL classes and potentially other Adult Education Programs at the AARC, and the City wishes to provide space for such classes at mutually agreed upon dates and times. ACC’s Adult Education Programming provides classes in English as a Second Language, literacy and civics, and GED preparation. The purpose of the ESL Program is to help Austin residents learn basic English in order to succeed. These are survival classes for beginner students, who primarily want to learn English for everyday life, employment skills enhancement, and to assist in situations such as obtaining housing, shopping, and communicating at work. What is the Purpose of the Agreement? This is an interlocal agreement between the City of Austin and Austin Community College to establish the roles and responsibilities of the parties. What Programs Are Provided? • Up to three levels of ESL classes (Basic - Level 4), free of charge. What is the Term of the Agreement? The initial term for this agreement is three years and will be renewed automatically on the anniversary date for three successive 12-month terms. What Services and Deliverables Will ACC Provide? • ACC will offer ESL classes and potentially other Adult Education programs free of charge. • ACC will manage student registrations and provide any necessary class materials and • ACC will secure qualified instructors, as well as any other personnel needed to effectively equipment. conduct each class. What Services and Deliverables Will the City Provide? • The City may promote the classes at the AARC. Page 1 of 2 INTERLOCAL AGREEMENT BETWEEN AUSTIN COMMUNITY COLLEGE AND THE CITY OF AUSTIN FOR FACILITY USE AND ADULT EDUCATION AT THE ASIAN AMERICAN RESOURCE CENTER • The City will provide access to the facility, classrooms and reasonable assistance with room set-up. What are the Next Steps? • Presentation to Parks and Recreation Board – October 26, 2021 • Request for City Council Action – November 18, 2021 • ACC Board of Trustees Action - TBD • Negotiate and Execute Agreement with ACC Page 2 of 2
CEMETERY OPERATIONS Contracts and Concessions Committee October 12, 2021 MISSION STATEMENT | Cemetery Operations strives to honor the past, present, and future of Austin’s sacred municipal burial grounds with integrity, empathy, and respect. VISION STATEMENT | Cemetery Operations utilizes available resources to provide the best quality of service and care to our diverse community and historic cemeteries. Cemetery Operations The Founding of Historic Cemeteries 1839 • Oakwood Cemetery 1872 • Stanley- Nolen 1878 • Cemetery at Longview Park 1898 • Plummers Cemetery 1915 • Oakwood Cemetery Annex 1926 • Evergreen Cemetery 1927 • Austin Memorial Cemetery 2 Cemetery Operations Background and History Public Works Department manages cemeteries. • 26 Full-Time Employees (All are Grounds employees (with 15 Seasonal). • Public Works management ends in 1986. • 1990-2013 Intercare assumes management of cemeteries. Parks and Recreation Department takes on management responsibility. • 2013- Present • April 1, 2013, PARD assumed management of the City of Austin municipal cemeteries, and the cemetery team was established to handle the administration, interment, and maintenance functions. • 23 Full-time Employees: 6 administrative and 17 grounds (5 Seasonal) • Cemetery Operations maintain 200+ acres of cemetery land, which consists of over 80,000 burials • An average of 600 interments per year and 800 space sales 3 Progression of Contract Cemetery Operations Background and History (cont’d.) 1990-2013 PARD contracted with a vendor to manage all cemetery responsibilities. April 2013 Due to several years of stakeholder complaints and documented vendor mismanagement, PARD began directly managing the sales, operations, and maintenance areas. PARD contracted with ISI to provide interments and burials services. November 28, 2018 PARD amended the existing contract with vendor for interments and burial services only and assumed settings in- house. Currently, the vendor performs grave opening/closing and graveside preparation and set-up services at all five (5) municipal cemeteries. 4 Cemetery Operations Interment Contract In June 2013, City Council approved a five-year contract, for $3.8 million, with Interment Services, Inc. In November 2018, under Resolution 20181115- 022, with the direction to return to Council for approval of contract extension options, City Council approved a three-year extension option. Staff estimates the need to continue to outsource these services, thus utilizing the remaining two years options extension. Without this extension, the contract for burial and interment services expires November 28, 2021. 5 Cemetery Operations At the moment… • PARD staff is actively managing interments in all five of the …
Parks and Recreation Department Contracts Under Development Concessions and Contracts Committee Oct-21 Contract/Project Zilker Miniature Train Concession Contract Type Contractual Obligation/ Services Phase N A NCP NA S / NS NA CCC NA PARB Nov-21 Council Nov-21 Development of a Land Management Plan for Austin Nature Preserves System Contractual Obligation/ Services E NCP S Nov-21 Nov-21 Dec-21 Grey Rock Golf and Tennis Facility Contractual Obligation/ Services E NCP Nov-21 Nov-21 Dec-21 Concession P/D NA Aug-21 Jan-22 Feb-22 Concession P/D NA Dec-21 Dec-21 Jan-22 Concessionaire for Operation and Management of Watercraft Rental Concession on Lady Bird Lake (Rowing Dock) Concessionaire for Operation and Management of Watercraft Rental Concession on Barton Creek (Zilker Park Boat Rental) S S S 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. APF anticipates grand opening in its 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 re-posted solicitation closed on August 24, 2021, evaluation of responses expected by mid-October with a recommendation of award expected to be presented to CCC in November 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 closed July …
INTERLOCAL AGREEMENT BETWEEN AUSTIN COMMUNITY COLLEGE AND THE CITY OF AUSTIN FOR FACILITY USE AND ADULT EDUCATION AT THE ASIAN AMERICAN RESOURCE CENTER Agreement Overview Austin Community College (ACC) has received federal and state grant funding to provide Adult Education Programming including English as a Second Language (“ESL”) course instruction at the City of Austin’s Asian American Resource Center (“AARC”). ACC wishes to hold ESL classes and potentially other Adult Education Programs at the AARC, and the City wishes to provide space for such classes at mutually agreed upon dates and times. ACC’s Adult Education Programming provides classes in English as a Second Language, literacy and civics, and GED preparation. The purpose of the ESL Program is to help Austin residents learn basic English in order to succeed. These are survival classes for beginner students, who primarily want to learn English for everyday life, employment skills enhancement, and to assist in situations such as obtaining housing, shopping, and communicating at work. What is the Purpose of the Agreement? This is an interlocal agreement between the City of Austin and Austin Community College to establish the roles and responsibilities of the parties. What Programs Are Provided? • Up to three levels of ESL classes (Basic - Level 4), free of charge. What is the Term of the Agreement? The initial term for this agreement is one year and will be renewed automatically on the anniversary date for five successive 12-month terms. What Services and Deliverables Will ACC Provide? • ACC will offer ESL classes and potentially other Adult Education programs free of charge. • ACC will manage student registrations and provide any necessary class materials and • ACC will secure qualified instructors, as well as any other personnel needed to effectively equipment. conduct each class. What Services and Deliverables Will the City Provide? • The City may promote the classes at the AARC. Page 1 of 2 INTERLOCAL AGREEMENT BETWEEN AUSTIN COMMUNITY COLLEGE AND THE CITY OF AUSTIN FOR FACILITY USE AND ADULT EDUCATION AT THE ASIAN AMERICAN RESOURCE CENTER • The City will provide access to the facility, classrooms and reasonable assistance with room set-up. What are the Next Steps? • Presentation to Parks and Recreation Board – October 26, 2021 • Request for City Council Action – November 18, 2021 • ACC Board of Trustees Action - TBD • Negotiate and Execute Agreement with ACC Page 2 of 2
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE MINUTES The Contracts and Concessions Committee convened in a regular meeting on Tuesday, October 12, 2021 at 1183 Chestnut Avenue in Austin, Texas. Chair Di Carlo called the meeting to order at 12:01pm. Committee Members in Attendance: Chair Anna Di Carlo, Nancy Barnard, Laura Cottam Sajbel, Nina Rinaldi and Dawn Lewis, Ex Officio. Staff in Attendance: Suzanne Piper, Lucas Massie, Patricia Rossett, Bianca Galvan, Tonja Walls-Davis, Jason Walker and Sammi Curless. CITIZEN COMMUNICATION: GENERAL None. A. APPROVAL OF MINUTES B. APPROVAL OF MINUTES The minutes from the special meeting of the August 19, 2021 Contracts and Concessions Committee were approved on Committee Member Rinaldi motion, Committee Member Barnard second on a 4-0 vote with one vacancy. C. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Presentation, discussion and possible action regarding a recommendation to the Parks and Recreation Board to recommend to City Council approval of an ordinance waiving up to $9,315 in Parks and Recreation Department Asian American Resource Center rental fees for Austin Community College; and authorize the negotiation and execution of an Interlocal Agreement with Austin Community College to provide classrooms at the Asian American Resource Center for English as a Second Language classes and potentially other adult education programs free of charge. Committee Member Cottam Sajbel made a motion to recommend to the Parks and Recreation Board to recommend to City Council approval of an ordinance waiving up to $9,315 in Parks and Recreation Department Asian American Resource Center rental fees for Austin Community College; and authorize the negotiation and execution of an Interlocal Agreement with Austin Community College to provide classrooms at the Asian American Resource Center for English as a Second Language classes and Page 1 of 2 potentially other adult education programs free of charge; Committee Member Barnard seconded the motion. The motion passed on a vote of 4-0 with one vacancy. 2. Presentation, discussion and possible action regarding a recommendation to the Parks and Recreation Board to recommend to City Council the negotiation and execution of an amendment to an existing contract with Interment Services, Inc. for continued interment services at city cemeteries and to extend the term by two years. Committee Member Barnard made a motion to recommend to the Parks and Recreation Board to recommend to City Council the negotiation and execution of an amendment to an existing contract with Interment …
