03-1: Contract Report, August 2025 — original pdf

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Austin Parks and Recreation (APR) Contracts Under Development Concessions and Contracts Committee Aug-25 Contract/Project Interlocal Agreement with AISD/ Go Project Contract Type Interlocal Phase N NCP NA S / NS NS CCC N/A PARB Feb-25 Council Apr-25 Interlocal Agreement with AISD/S.A.F.E. (Swimming and Fitness Education) Swim Interlocal N NA NS Mar-25 Mar-25 Apr-25 Interlocal ACC Welding Program Partnership Interlocal N NA NS Mar-25 Mar-25 Jul-25 Notes The City and AISD entered into an agreement in 2005 relating to an educational program known as the GO PROJECT that is a community-based transition program for students with disabilities who are 18-22 years of age and that enables students to move beyond the high school setting and finish their education in a college or work environment. The City provides facilities for AISD's use in providing such classes to the identified students and is interested in continuing to do this. As the current agreement in almost 20 years old, the City wants to revisit and refresh the agreement to better meet all needs. A draft agreement has been sent to the Legal Department for review. On February 24, 2025, the Parks and Recreation Board approved by a vote of 7-0 a recommendation that Austin City Council authorize negotiation and execution of an interlocal agreement with AISD to collaborate on the GO Project, an educational program for high school aged students with disabilities. The item was approved by City Council on April 24, 2025. It has been sent to AISD for review and approval. Project SAFE is an aquatic safety education and swim training program provided to the Austin Independent School District by the City of Austin’s Aquatic Division. Each spring, students are invited to their nearby City of Austin- operated aquatic facility for a two-week long learn-to-swim session. Each day, participants will get an opportunity to engage in curriculums approved by the internationally recognized Starfish Aquatics Institute. It is the City's hope that participation in the program leads to greater water safety practices among the participants. At the conclusion of the program, registration information will be provided for students to continue their learning by participating in additional City of Austin Parks and Recreation programs. On March 21, 2025, the CCC was briefed on this item and recommended the item be approved by Park's Board. On March 24, 2025, the Park's Board recommended Council authorize the the negotiation and execution of the ILA on a 6-0 vote with one member abstaining and three members absent. On April 25, 2025, Council approved the the negotiation and execution of the ILA with AISD. AISD has been advised that their Board of Trustees approval is required to execute the agreement. AISD's general counsel is currently reviewing the agreement before it is presented to the Board of Trustees. City of Austin APR and Austin Community College are seeking to partner together in order to offer a unique opportunity for students currently enrolled in their welding program. Throughout the semester, students will engage in a meaningful project aimed at restoring the historic iron fencing surrounding family lots at Oakwood Cemetery that have been damaged, stolen, or severely deteriorated. On March 21, 2025, the CCC was briefed on this item and recommended the item be approved by Park's Board. On March 24, 2025, the Park's Board recommended Council authorize the the negotiation and execution of the ILA on a 7-0 vote with three members absent. On July 24, 2025, Council approved the the negotiation and execution of the ILA with ACC. The agreement in under legal review by both the City and ACC. 8/19/2025 Contract/Project Zilker Café Contract Type Concession Phase N NCP NCP S / NS S CCC Mar-25 PARB Jun-25 Council Aug-25 Interlocal with AISD/Montopolis Fields Interlocal P/D NA NA TBD TBD TBD Notes The City of Austin (City) Parks and Recreation (APR) seeks to contract with a qualified Contractor to operate and maintain the food and beverage concession at Zilker Park. The Request for Proposal (RFP) for the Zilker Café (RFP 8600 PAT3011) posted to Austin Finance Online on February 24, 2025. A pre-offer conference was held on Wednesday March 5, 2025. Offers were originally due on March 25, 2025, but the posting was extended to April 3, 2025. One responsive proposal from Legacy Hospitality and Entertainment Group LLC was received and evaluated. During the June 23, 2025, the Park's Board meeting recommended to Council to authorize the negotiation and execution of a contract with Legacy Hospitality Group, LLC, for the operation and management of the Café located in Zilker Park. The agenda item is expected to go to Council on August 28, 2025, The no contact period will remain in effect until a contract is executed. AISD is in the process of a modernization project of Travis Early College High School (TECHS), located at 1211 E. Oltorf Street, Austin, Texas 78704, which is estimated to take four to five years. The modernization project at TECHS will impede use of its athletic fields, but students at TECHS still have a need for softball and baseball practice fields. The City and AISD share a mutual interest in seeing that City high school students are afforded the benefits that participating in high school team sports provide such as developing a sense of accountability, dedication, leadership, and a lasting foundation for lifelong fitness habits. The City will permit AISD to use the Ruedas & Lucio Softball Fields at for softball practice and the Fiesta Field for baseball practice on weekdays from 4:30 p.m. to 6:00 p.m. at no cost during the modernization project. AISD will be responsible, at its expense, for maintenance of the infield and turf on both fields. Recreation Management System Software Services E NCP Stratford Drive Watercraft Rental Services Operations & Management RFP Concession P/D NA S S TBD TBD TBD The new solicitation was released on September 16, 2024 and closed October 31, 2024. Eight responses were received. Those deemed responsive are in the evaluation process. Sep-25 Nov-25 Jan-25 Austin Parks and Recreation (APR) provided solicitation documents to Financial Services Department - Central Procurement (FSD) for review and in preparation of the solicitation for a qualified vendor for the operation and management of a watercraft concession at the Stratford Drive location currently know as Rowing Dock. APR anticipates Central Procurement releasing a request for proposal (RFP) in September 2025. LEGEND P/D - Planning & Development A - Advertised E - Evaluation N - Negotiation NS - Non-Solicited S - Solicited NCP - No Contact Period in Effect NA - Not Applicable 8/19/2025 Contract/Project Contract Type Phase NCP S / NS CCC PARB Council Notes Contract Category Definitions Concessions: Relationship with for-profit or non-profit where the contractual partner earns money by using parkland. The contractual partner pays a portion of the revenue to PARD. PARD periodically evaluates whether this “service” continues to be a business need priority. Formal solicitations are typical for these relationships. In some cases, Council provides specific direction*. Contractual Obligation/Services: PARD enters into an agreement either for services or to provide services. May be driven by PARD business need or it may be Council directed. PARD periodically evaluates whether this “service” continues to be a business need priority. When services are provided to PARD, PARD typically allocates a portion of the general fund or other resources to pay for the services. Interlocal Agreements: PARD enters into an agreement with another governmental entity either for services or to provide services. May be driven by PARD business need or it may be Council directed. While PARD periodically evaluates the need for the “service”- there may be other considerations for maintaining the agreements Partnership: Cooperation, collaboration, working together for public benefit.- with non-profit organizations- and they are not necessarily subject to bid processes. These partners should adhere to recently developed base terms associated with partnership levels (operations and maintenance) PLD: Parkland dedication requirement for developers. Dates are subject to change based on project timeline. "Attachment A: Expiring Contracts" 8/19/2025