Board of Directors Regular Meeting Agenda


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Meeting Date: 03/23/2016  

SUBJECT MATTER:
Receive, consider and act upon a draft Request for Proposal for Ice Rink Production Services (C-2016-0100);
FISCAL IMPACT:
The 2016 Adopted Budget provides $369,150 in expenses for the production of the Ice Rink.  The expenses are partially offset by sponsorships, admissions and skate rentals budgeted at $280,000.
BACKGROUND:
The purpose of the Request for Proposals for Ice Rink Production Services  (Attachment A)  is to obtain  competitive proposals from qualified companies for the production of all services related to the Ice Rink at The Woodlands Town Center.  In previous years the Ice Rink was managed and produced by The Woodlands Convention and Visitors Bureau (CVB).  Beginning with the 2016 season, the Board of Directors authorized the ice rink operation to be transferred to the Township.  

In order to maintain the efficient and effective Ice rink operation as was managed by the CVB,  it is recommended to solicit proposals from independent ice rink operators for a turn-key ice rink production operation, recognizing that the Township now has rights to the permanent Ice Rink facility located at the Cynthia Woods Mitchell Pavilion.  The capital cost invested in the new facility will greatly reduce the annual operating expense from previous years with the seasonal tent facility.  The drafted RFP explains the provided equipment and fixtures provided in the new facility.  (Attachment B includes attachments and exhibits to the RFP that have not been incorporated into Attachment A at this time).

Traditionally, the ice rink season has been from the weekend before Thanksgiving through the Martin Luther King holiday.  As the Township has possession of the new facility from November 16 to March 15 of each year, the Township has the ability to either extend the ice skating season and provide ice related recreational programs and/or events or remove the ice and provide "dry floor" events. The draft RFP provides the Township flexibility on these decisions and how best to maximize the prolonged season. Examples of "dry floor" opportunities include providing the location for the annual Daddy Daughter Dinner Dance (DDDD)  (although an ice skating themed DDDD event might prove worthwhile) and  providing the location for the annual Public Safety Awards.  Additionally, there will be the opportunity for the Township's Parks and Recreation Department to provide other types of recreation programs without ice in the new facility.  

Due to the significant capital investment an ice rink operator will have in order to produce the ice rink services, it is recommended to solicit proposals based on a three year contract with options to renew.
 
The following schedule for the RFP process is recommended:
  • Release Request for Proposals – March 25, 2016
  • Pre-Proposal Meeting at the facility – April 14, 2016
  • Proposals Due – May 6, 2016
  • Board Review – May 25, 2016
RECOMMENDATION:
Release the Request for Proposals for Ice Rink Production Services as presented and return to the Board with submitted proposals for review and award.
 
Attachments
Attachment A - Draft Ice Rink Production Services RFP


    

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