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

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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   Integrated pest management Trash and recycling pickup  Building maintenance  Grounds, planting beds, and trees  Mowing 5 MANAGEMENT FEES & PRODUCTIVITY AWARD   $4,000 monthly management fee for the initial term Beyond initial term, payment contingent upon contractor performance and court fees collected  Annual Minimum Court Fees Required:  $55,000 year one  $65,000 year two  $70,000 year three  Productivity award of 50% of all court fees collected over $75,000 not to exceed $15,000 annually: Annual Revenue $100,000 Revenue over $75,000 $25,000 50% of $25,000 $12,500 $12,500 < $15,000 Annual Cap 6 PROPOSAL EVALUATION MATRIX DRAFT SOLICITATION TIMELINE Qualifications and Experience Operation and Management Plan RFP published RFP closed November/December 2022 December 2022 Proposal evaluation and recommendation January 2023 30 20 20 17 10 03 Programming Plan Financial Plan Local Business Presence Service-Disabled Veterans Business Enterprise Preference Presentation to CCC Presentation to PARB Council approval Contract award TOTAL 100 Anticipated completion of renovations August 2023 April 2023 April/May 2023 June/July 2023 July 2023 7 PARD LONG-RANGE PLAN STRATEGIES and SD23 OUTCOMES Long-Range Plan Strategies Strategic Direction 2023 Outcomes  Relief from Urban Life  Operational Efficiency  Urban Public Spaces  Park Access for All Economic Opportunity and Affordability   Health and Environment  Government that Works for All NEXT STEPS  Corporate Purchasing to release RFP in late November/Early December  Present award recommendation to the CCC in April 2023 8