Item 4D - MemoItem 4D
CITY OF
SOUTHLAKE
MEMORANDUM
June 3, 2025
To: Alison Ortowski, City Manager
From: Daniel Cortez, Director of Economic Development & Tourism
Subject: Item 411): Reject all bids for the Ice Rink for City Events project
Action
Requested: Reject all bid proposals for the Ice Rink for City Events project under RFP No.
250413180RB250006.
Background
Information: During this last year's Home for the Holidays season from approximately late
November to early January, the City partnered with ice rink operator Peter
Pan's Backyard, LLC (Geoji) to install and operate The Rink at Southlake Town
Square. Under this cost-effective arrangement, the vendor kept all rental
revenue, and the City's only expense, consisting of generator fuel, totaled just
over $97,000. Subsequently, the City learned that the operator is no longer in
the business of operating ice-skating rinks and therefor the City would need to
find a new installer and operator.
In order to find the best vendor and value to install and operate an ice-skating
rink the City went out to bid from April 10, 2025 to May 2, 2025. Three bids
were received by the City which included options for natural ice and synthetic
ice and also includes the cost with a third -party operator. The bids received are
summarized below:
Vendor
Item
Cost
Ice Stars, LLC
Natural Ice Rink — No Operations
$229,980
Natural Ice Rink — w/ Operations
No Bid
Ice America
Natural Ice Rink — No Operations
$317,649
Natural Ice Rink — w/ Operations
$658,493
Legacy
Hospitality &
Entertainment
Group
Natural Ice Rink — No Operations
$109,000
Natural Ice Rink — w/ Operations
$198,500
Synthetic Ice Rink — No Operations
$69,000
Synthetic Ice Rink — w/ Operations
$119,500
The costs provided also exclude fuel costs which are projected to match last
year's. Furthermore, with the FY 2026 Budget not yet adopted at the time of this
Request for Proposal (RFP), providing a rink this holiday season becomes
unfeasible.
Financial
Considerations: There is no funding approved for these bids.
Strategic Link: This item is linked to the City's Strategy Map related to the focus area of
Performance Management & Service Delivery and meets the corporate
objectives of collaborating with select partners to implement service solutions
and achieving strong outcomes through continual evaluation and pursuit of
better practices that improve core business operations.
Alternatives: The City Council may alternatively also consider the following:
• Reject all bid proposals and direct staff to issue another RFP
Staff
Recommendation: Reject all bid proposals for the ice rink project.
Attachments: RFP No. 2504B180RB250006 Bid Tabulation
Staff Contact: Daniel Cortez (817) 748-8039
CITY OF SOUTHLAKE Department Finance
BID TABULATION FORM Proposal Due: 5/2/2025
RFP# 2504B180RB250006
Form Prepared By: Tim Slifka for Economic Development Name of Vendor
Ice Stars LLC- Ice Challenge Seaside Ice, LLC dba Ice- Legacy Hospitality & Bonfire
Date Prepared: 5-23-2025 LLC America Entertainment Group LLC Information: 5
Intent to Bid,17
Contact Name: Pierre Panayi 323-776-9423% Itai Shaffmon Document Takers,
49 Vendors Invited.
Contact Number: 972-849-8124 323-776-9423 917-620-2914 4 HUB Vendors
Identified, 0
4401 Jenning Dr. Plano, 807 Sprucelake Drive 17350 State Hwy 249 responded. Formal
Physical Address: Texas 75093 Harbor City, CA 90710 Houston, Texas 77064 Bid Process.
ITEM Description:
Item #
Natural Ice
#1-1
BASIC ICE RINK PRODUCTION
$ 229,980.00
$ 317,649.00
$ 109,000.00
# 2-1
ICE RINK PRODUCTION W/SITE BUILD OUT
NO BID
$ 442,348.00
$ 124,000.00
# 3-1
ICE RINK PRODUCTION W/SITE B-O & OPERATIONS
NO BID
$ 658,493.00
$ 198,500.00
Synthetic Ice
# 4-1
BASIC ICE RINK PRODUCTION
NO BID
NO BID
$ 69,000.00
# 5-1
ICE RINK PRODUCTION W/SITE BUILD OUT
NO BID
NO BID
$ 84,000.00
ICE RINK PRODUCTION W/SITE B-O & OPERATIONS
NO BID
NO BID
$119,500.00
TOTAL ONE SERVICE ALL ITEMS
$ 229,980.00
$1,418,490.00
$ 704,000.00
First Year Escalation Percentage
4%
4%
3%
Second Year Escalation Percentage
4%
4%
3%
Third Year Escalation Percentage
4%
4%
3%
Fourth Year Escalation Percentage
4%
4%
3%
Fifth Year Escalation Percentage
4%
4%
3%
Sixth Year Escalation Percentage
4%
4%
3%
Seventh Year Escalation Percentage
4%
4%
3%
Eighth Year Escalation Percentage
4%
4%
3%
Ninth Year Escalation Percentage
4%
4%
3%
Tenth Year Escalation Percentage
4%
4%
3%
First Year Renewal
$ 239,179.20
$ 1,475,229.60
$ 725,120.00
Second Year Renewal
$ 248,746.37
$ 1,534,238.78
$ 746,873.60
Third Year Renewal
$ 258,696.22
$ 1,595,608.34
$ 769,279.81
Fourth Year Renewal
$ 269,044.07
$ 1,659,432.67
$ 792,358.20
Fifth Year Renewal
$ 279,805.83
$ 1,725,809.98
$ 816,128.95
Sixth Year Renewal
$ 290,998.07
$ 1,794,842.37
$ 840,612.82
Seventh Year Renewal
$ 302,637.99
$ 1,866,636.07
$ 865,831.20
Eighth Year Renewal
$ 314,743.51
$ 1,941,301.51
$ 891,806.14
Ninth Year Renewal
$ 327,333.25
$ 2,018,953.57
$ 918,560.32
Tenth Year Renewal
$ 340,426.58
$ 2,099,711.72
$ 946,117.13
Total:
$ 3,101,591.10
$ 19,130,254.61
$ 9,016,688.17
NOTE TO PURCHASING MANAGER: NONE
Only Bid 1 Option
Did not complete bid
table as required.
Request award to REJECT ALL PROPOSALS
Low Bid
Delivery Time _ Other _BEST VALUE_