Parks and Recreation Board Concessions and Contracts Committee Meeting - Special called meeting will be held at the Britton, Durst, Howard and Spence Building located at 1183 Chestnut Ave, Austin, TX 78702.
SPECIAL CALLED MEETING OF THE PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE JANUARY 19, 2024 – 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. Kim Taylor (D-8) Holly Reed (D-10) CURRENT COMMITTEE MEMBERS: Lane Becker (Mayor), Chair Pedro Villalobos (D-2) Nicole Merritt (D-3) CALL TO ORDER PUBLIC COMMUNICATION: GENERAL AGENDA 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 20, 2023. STAFF BRIEFINGS Staff briefing 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. (PARD Long Range Strategies: Relief from Urban Life, Park Access for All). Presenter(s): Denisha Cox, Contract Management Supervisor II, Parks and Recreation Department. Page 1 of 2 1. 2. DISCUSSION AND ACTION ITEMS 3. 4. Presentation, discussion and possible action regarding a recommendation to Austin City Council to approve negotiation and execution of a one-year contract extension with Zilker Park Boat Rentals. (PARD Long Range Strategies: Relief from Urban Life, Urban Public Spaces, Park Access for All). Presenter(s): Pat Rossett, Business Process Consultant, Parks and Recreation. Discussion and possible action to set the 2024 regular meeting schedule of the Parks and Recreation Board Contracts and Concessions Committee as the third Friday every two months beginning in March at 12:00 p.m. 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 days (48 hours) before the meeting date. Please call Tim Dombeck at Parks and Recreation …
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE MEETING MINUTES SEPTEMBER 20, 2023 PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE SPECIAL CALLED MEETING MINUTES WEDNESDAY, SEPTEMBER 20, 2023 The PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE convened in a SPECIAL CALLED meeting on WEDNESDAY, SEPTEMBER 20, 2023, at 302 W 2ND STREET in Austin, TX. Acting Chair Villalobos called the PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE Meeting to order at 12:09 p.m. Board Members/Commissioners in Attendance: Pedro Villalobos. Board Members/Commissioners in Attendance Remotely: Nicole Merritt, Holly Reed. Board Members Absent: Lane Becker, Kim Taylor PUBLIC COMMUNICATION: GENERAL None APPROVAL OF MINUTES Approve the minutes of the Parks and Recreation Board Contracts and Concessions Committee on July 21, 2023. The minutes from the special called meeting of July 21, 2023 were approved on Board Member Reed’s motion, Board Member Villalobos’ second, on a 3-0 vote. Board Members Becker and Taylor absent. STAFF BRIEFINGS Staff briefing on the draft scope of work for the Austin Civilian Conservation Corps land stewardship program. Christa McCarthy, Division Manager, Parks and Recreation Department gave a briefing. There were no questions on this item. No action was taken on this item. Staff briefing 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 Denisha Cox, Contract Management Supervisor II, Parks and Recreation Department gave a presentation and answered clarifying questions on whether the ACL Grant 1. 2. 3. 1 PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE MEETING MINUTES SEPTEMBER 20, 2023 Funded projects on the Austin Parks Foundation Website represent a complete list of investments. No action was taken on this item. DISCUSSION AND ACTION ITEMS 4. Presentation, discussion and possible action regarding a recommendation to Austin City Council to authorize the negotiation and execution of an Interlocal Agreement with Travis County regarding the coordination of the Spicewood Springs Road Low Water Crossing #1. Thomas Rowlinson, Principal Planner, Parks and Recreation Department gave a presentation. The motion to recommend to Austin City Council to authorize the negotiation and execution of an Interlocal Agreement with Travis County regarding the coordination of the Spicewood Springs Road Low Water Crossing #1was approved on Board Member Reed’s motion, Board Member Merrit’s second on a 3-0 vote. Board Members Becker and Taylor absent FUTURE AGENDA ITEM Follow up on Design Workshop interview. …
BOATING CONCESSION ON BARTON CREEK CONTRACT EXTENSION Presented by: Patricia Rossett Business Process Consultant 1 Contract and Concessions Committee January 19, 2024 BACKGROUND • Zilker Park Boat Rental opened for business in 1969 as a canoe rental service for Barton Creek and Lady Bird Lake. • Later, they added kayaks and stand-up paddle boards (SUPs) to their watercraft inventory. • Zilker Park Boat Rental has been in continuous operation for over 50 years. • In 2006, the City of Austin entered into a revenue concession agreement with the Zilker Park Boat Rentals for the use of the property, located downstream from Barton Springs Pool, as a watercraft concession. • Current contract: • Initial Term (02/28/2006 – 03/01/2011) • Extension #1 (03/01/2011 – 02/29/2016) • Extension #2 (03/01/2016 – 02/28/2021) • Extension #3 (02/28/2021 – 02/28/2022) • Extension #4 (02/28/2022 – 02/28/2024) • Extension #5 (02/28/2024 – 02/28/2025) 2 BACKGROUND (cont’d.) • Payment of minimum of $18,000 annually plus 10% of any amount over $180,000 gross • $35,000 on-site improvement in first 7 years of contract term. • Monthly sales report including daily sales by items sold, with daily tallies of revenue, sales tax, and gross revenue, monthly totals and daily cash register Z-tapes. • Revenue Obligations revenue. • Reinvestment Obligations • Major Contract Deliverables • Living wage of $14/hr. • Annual IRS tax return. 3 HISTORICAL GROSS SALES, REPORTED EXPENDITURES, AND REVENUE PAYMENTS $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $- Gross Sales Expenditures Payments FY19 $676,775 $332,002 $62,519 FY20 $358,344 $238,765 $33,401 FY21 $967,115 $342,223 $91,589 FY22 $1,456,423 $602,506 $134,608 FY23 $1,077,564 $615,248 $99,548 Gross Sales Expenditures Payments 4 Next Steps • PARD staff is in the process of developing a new scope of work for a vendor to manage and operate the watercraft concession on Barton Creek. • Once the new scope of work is completed, it will be submitted to Central Procurement for review and approval. Then, a new solicitation will be released. • The anticipated timeline for the solicitation process is as follows: • Solicitation Process (Solicitation Release and Closing) – March 2024 – May 2024 • Evaluation Process – May 2024 – July 2024 • Committee and Board Presentations – August 2024 • Council Action – September 2024 • Contract Negotiation and Execution – October 2024 - February 2025 5 STAFF RECOMMENDATION AND REQUEST FOR COMMITTEE ACTION • PARD recommends the extension of the revenue …
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE 2024 MEETING SCHEDULE (3rd Friday every two months beginning January, 12:00 p.m.) January 19, 2024 March 15, 2024 May 17, 2024 July 19, 2024 September 20, 2024 November 15, 2024
Parks and Recreation Department Contracts Under Development Concessions and Contracts Committee Jan-24 Contract/Project Contract Type Phase NCP S / NS CCC PARB Council Notes Watercraft Concession at 2418 Stratford Drive Concession P/D NCP S TBD TBD TBD Recreation Management System Software Services P/D NCP S Feb-24 Feb-24 Mar-24 Land Stewardship Services PD N S Mar-23 Mar-23 Apr-24 Contractual Obligations/Services Watercraft Concession at Barton Creek Concession P/D N S TBD TBD TBD 1/9/2024 Due to the cancellation of the solicitation by Central Procurement and the need to resolicit, the contract with the current vendor, Rowing Dock, was extended through October 31, 2023. Additionally, in July 2023, PARD staff requested that the Contracts and Concessions Committee and Parks and Recreation Board recommend City Council authorize a one-year contract extension with the Rowing Dock. The extension request was approved by PARB, and the City Council approved the extension on September 21. 2023. The current agreement is extended until October 31, 2024. The extension will assist the Department in providing quality recreation while giving the City time to resolicit a concessionaire for the Stratford Drive location. PARD utilized information gathered through an RFI process that was conducted in 2021 to develop a solicitation for recreational management software. Based on the information gathered, PARD worked with CTM to establish a scope of work (SOW) in preparation for a formal solicitation for a future Recreation Management Software System. As CTM is the principal information technology department that focuses on the delivery and operations of vital IT infrastructure network and telecommunications services for the City, they facilitated the competitive solicitation process. Through the joint efforts of both CTM and PARD staff, a scope of work was completed. The solicitation was published on June 5, 2023, and was extended and closed on July 20, 2023. Six proposals were received, and all proposals were deemed responsive. The evaluation process, led by Central Procurement, is complete but pending the posting of the successful proposer. The Department will continue to utilize RecTrac services throughout the solicitation process until a recommended vendor is established. This contract is for a qualified Contractor(s) to provide career training opportunities for Austin residents to develop the technical and job-readiness skills needed to perform environmentally sustainable land management services. These services shall include, but are not limited to, maintenance of natural areas, identification and removal of non-native and noxious plant species, restoration of degraded habitat with seeding …
