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.

Agenda — original pdf

REGULAR MEETING OF THE PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE OCTOBER 21, 2022 – 12:00 PM BRITTON, DURST, HOWARD AND SPENCE BUILDING 1183 CHESTNUT AVE AUSTIN, TEXAS 78702 Some members of the committee may be participating by videoconference. Public comment will be allowed in-person or remotely via telephone. Speakers may only register to speak on an item once either in-person or remotely and will be allowed up to three minutes to provide their comments. Registration no later than noon the day before the meeting is required for remote participation by telephone. To register to speak remotely, call or email Tim Dombeck, (512) 974-6716, tim.dombeck@austintexas.gov. CURRENT COMMITTEE MEMBERS: Anna L. Di Carlo (D-2), Chair Nina Rinaldi (D-1) Nancy Barnard (D-7) CALL TO ORDER PUBLIC COMMUNICATION: GENERAL AGENDA Dawn Lewis (D-10) Kim Taylor (D-8) Laura Cottam Sajbel (D-9), Ex-Officio The first ten speakers signed up prior to the meeting being called to order will each be allowed a three-minute allotment to address their concerns regarding items not posted on the agenda. APPROVAL OF MINUTES Approve the minutes of the Parks and Recreation Board Contracts and Concessions Committee on September 16, 2022. STAFF BRIEFINGS Staff briefing regarding draft scope of work for request for proposals (RFP) for a Management and Operations Agreement for Pharr Tennis Center. (SD23 Strategies: Economic Opportunity & Affordability, Health & Environment, Govt that Works for All; PARD Long Range Strategies: Relief from Urban Life, Operational Efficiency, Urban Public Spaces, Park Access for All). Gabrielle Restivo, Contract Management Specialist IV and Jim Kotick, Program Manager, Parks and Recreation Department. 1. 2. 3. 4. 5. DISCUSSION AND ACTION ITEMS Discussion and possible action regarding the Parks and Recreation Board Contracts and Concessions Committee 2023 meeting schedule. DISCUSSION ITEMS Discussion regarding the Butler Pitch & Putt Golf Course. Discussion on the monthly Parks and Recreation Department contract report summarizing new and ongoing contract development that requires City Council approval and/or committee and board recommendations. (Sponsors: Di Carlo) (SD23 Strategies: Health & Environment, Govt that Works for All; PARD Long Range Strategies: Relief from Urban Life, Park Access for All). 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. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 …

2-1: Management and Operation of Pharr Tennis Center Presentation — original pdf

MANAGEMENT AND OPERATION OF PHARR TENNIS CENTER REQUEST FOR PROPOSAL BRIEFING Contracts and Concessions Committee October 21, 2022 Presented by: Gabrielle Restivo Contract Management Specialist IV 1 BACKGROUND COURT FEES GENERATED, CITY EXPENDITURES  Pharr Tennis Center is one of four municipal tennis centers. $80,000.00  Constructed in the 1970s and named in honor of Burnett “Blondie” Pharr (1898-1976), University of Texas band director, for his contributions to the development of tennis in Austin.   Former agreement expired July 28, 2022. Facility renovation began on August 15, 2022.  Renovation governed by LEED Silver and SITES certification construction standards.  Completion anticipated in August 2023. $60,000.00 $50,000.00 $40,000.00 $30,000.00 $20,000.00 $10,000.00 $- $70,000.00 $66,342.15 $70,768.83 $71,850.09 Court Fees Generated City Expenditures $59,381.13 $59,481.37 $57,462.55 $51,997.89 $50,258.94 $44,468.50 $35,944.92 2018 2019 2020 City expenditures include management fee, utilities, City share of operating expenses, alarm system, nets, windscreens, trash, and building maintenance. 2022 2021 2 RENOVATION HIGHLIGHTS  Eight new lighted courts + a half court with a lighted backboard  Pro shop with 600 sq. ft. of retail area, manager’s office, and restrooms with showers  Public art  Energy-efficient sports lighting  New fencing, windscreens, and court amenities  Security site lighting  Accessible parking  Proper drainage  New signage, shade structures, and park furnishings 3 OPERATIONS & MANAGEMENT – KEY ELEMENTS • Exclusive right to conduct tennis-related lessons, activities, and events and retain revenue • Exclusive right to provide concessions, merchandise, and services • Provide an online court reservation system • Increases in fees for service cannot exceed 10% over the preceding year • Court fees belong to the City • Operate adhering to the City’s Tennis Operating Policies • Provide programming, including partnerships with local organizations and schools • Responsible for advertisement and social media • Performance measures for court fee revenue • Maximize daily court use • Create welcoming environment for all players—sensitivity training for staff 4 CONTRACTOR RESPONSIBILITIES CITY RESPONSIBILITIES  Costs and expenses not covered by City  Two telephone lines  Daily custodial service  Building security alarm  Minor maintenance and repairs  Nets, windscreens, benches, sponge rollers  Use of sustainability principles, such as waste reduction and green cleaning  Court trash receptacles  Court light repairs  Reports:  Utilities (water and wastewater, electricity, gas)  Court fee revenue  Activity/attendance  Customer Satisfaction  Maintenance  Financial  …

3-1: Potential 2023 Meeting Schedule — original pdf

PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE 2023 MEETING SCHEDULE (3rd Friday every two months beginning January, 12:00 p.m.) January 20, 2023 March 17, 2023 May 19, 2023 July 21, 2023 September 15, 2023 November 17, 2023

5-1: Monthly Contracts Report - October 2022 — original pdf

Parks and Recreation Department Contracts Under Development Concessions and Contracts Committee Oct-22 Contract/Project Interlocal Agreement between the City of Austin and AISD for Use of Athletic Fields Contract Type Interlocal Agreement Phase P/D NCP NA S / NS NS CCC Nov-21 PARB Nov-21 Council Dec-21 Interlocal Agreement between the City of Austin and Lower Colorado River Authority (LCRA) Regarding Installation of Buoys Interlocal Agreement P/D NA NS Jul-22 Jul-22 Sep-22 Watercraft Concession at 2418 Stratford Drive Recreation Management System Software Concession P/D NA Sep-22 Mar-23 Apr-23 Services P/D NA Apr-23 Apr-23 May-23 S S Notes This agreement would allow AISD the annual use of Parque Zaragoza Recreation Center softball field and Delores Duffie Recreation Center softball field for girls' fast pitch softball and boys' baseball from January 1-May 31 each year for the duration of the agreement.This agreement was approved by the AISD Board on September 8, 2022. We are awaiting a signed copy from AISD for City signature of final agreement. This is an agreement with LCRA for the installation of buoys at Lake Austin, Lady Bird Lake, Decker Lake, and the area surrounding Water Treatment Plant #4 on Lake Travis. This agreement will replace the current agreement expiring on December 30, 2022. Per the agreement, PARD and LCRA agree to mutually determine locations and number of buoys needed at each identified location. Additionally, LCRA will work with the City to establish processes and procedures for the purchase and installation of buoys in the aforementioned waterways. On July 25, 2022, PARB recommended Council negotiate and execute the agreement. This agreement was approved by Council on consent on September 15, 2022, and pending LCRA Board action and signature. The contract with the current vendor expires April 22, 2023. The draft Scope of Work (SOW) was presented at the September 16, 2022, CCC meeting. The solicitation is scheduled for release in October. The contract with the current vendor, Vermont Systems (RecTrac), for recreation management software, expires in September 2022. PARD, with the assistance of the Communications and Technology Management Department (CTM), published a Request for Information (RFI) to survey current technology solutions in the Recreation Management Industry. PARD/CTM received three responses and conducted vendor question and answer sessions and vendor system demonstrations, along with meetings with current user organizations, between September and October 2021. Based on information gathered, PARD will work with CTM to establish a scope of work (SOW) and …

1-1: Draft Minutes of September 16, 2022 — original pdf

PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONSCOMMITTEE MEETING MINUTES SEPTEMBER 16, 2022 PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE REGULAR MEETING MINUTES MONDAY, SEPTEMBER 16, 2022 The PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE convened in a REGULAR meeting on FRIDAY, SEPTEMBER 16, 2022, at 301 W. 2nd Street in Austin, Texas. Chair Di Carlo called the PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE Meeting to order at 12:13 p.m. Board Members/Commissioners in Attendance: Anna Di Carlo, Nancy Barnard, Laura Cottam Sajbel (Ex-Officio) Board Members/Commissioners in Attendance Remotely: Dawn Lewis, Kim Taylor PUBLIC COMMUNICATION: GENERAL None APPROVAL OF MINUTES 1. 2. Approve the minutes of the Parks and Recreation Board Contracts and Concessions Committee on June 17 and August 19, 2022. The minutes from the regular meeting of June 17 and August 19, 2022, were approved with the following amendments on Board Member Lewis’ motion, Chair Di Carlo’s second, on a 4-0 vote. Board Member Rinaldi absent. The amendments were: on the August 19, 2022, minutes, page 2, paragraph No. 4, the words “ Committee Members discussed pulling together a meeting of stakeholders for Butler Pitch & Putt Golf Course” were added. Staff briefing regarding draft scope of work for request for proposals (RFP) for a boating concession on Lady Bird Lake at Stratford Drive. Maggie Stenz, Contract Management Specialist III, Parks and Recreation Department provided a briefing. Committee Members asked clarifying questions about revenue sharing, evaluating the value of land, and environmental stewardship requirements. No action was taken on this item. STAFF BRIEFINGS 1 PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONSCOMMITTEE MEETING MINUTES SEPTEMBER 16, 2022 DISCUSSION ITEMS 3. Discussion on the monthly Parks and Recreation Department contract report summarizing new and ongoing contract development that requires City Council approval and/or committee and board recommendations. Committee Members discussed this item. No action was taken on this item. FUTURE AGENDA ITEM Taylor – Butler Pitch & Putt Cottam-Sajbel – Presentation on how contracts work and how to make decisions about the value of land Di Carlo – Contracts training Chair Di Carlo adjourned the meeting at 1:07 p.m. without objection. After minutes have been approved, include the following statement before uploading to BCIC: The minutes were approved at the DATE meeting on BOARD MEMBER’s motion, BOARD MEMBER second on a (vote count) vote. 2