The Plano Event Center opened in 1990 and underwent its first significant interior renovation in 2016-2017 in which updates were made to the inside décor, lighting, sound system and restrooms; however, it did not add any additional rental space. The proposed courtyard renovation will complement the interior renovations and provide new rentable spaces for events to expand their footprint and/or host separate gatherings.
The renovation project will add value to service delivery by significantly expanding upon rentable spaces for outdoor events by providing more programmable spaces with newly constructed hardscape and shade areas. These improvements will accommodate weddings, receptions, impromptu meetings associated with facility rentals, and live entertainment. The outdoor fireplace area will draw patrons out to enjoy cocktails and tapas while listening to live or recorded music from the wireless courtyard sound system. The renovated lawn area will capitalize on the large outdoor game trend for lawn chess or outdoor tic-tac-toe. There will be a stage area for performance artists or musical groups and plenty of outdoor seating with tables for al fresco dining provided by of the Plano Event Center culinary team.
These improvements will increase the marketability of the space. Meeting planners today are searching for unique settings for break-out sessions, receptions, weddings, and other special events. The renovated courtyard will provide those amenities in a manner never offered before at the Plano Event Center and will give a decided competitive edge over other comparable facilities.
If the courtyard renovation is not approved, the Plano Event Center will lose a unique competitive advantage and an opportunity to generate additional revenues from rental fees, food and beverage sales, and audio-visual services. The courtyard in its current form is unattractive and does not provide enough hardscape or shaded space to make it useful for more than a brief period of time each year when the weather permits. For photos of the current condition of the Plano Event Center courtyard, please see the appendix attached. Clients are not interested in the additional expenses of tents and decorations to make the current space usable. This project addresses these shortcomings. Approval of this item will fund the preparation of construction documents and necessary planning approvals needed to renovate the courtyard at the Plano Event Center. Not approving the expenditure would prevent the courtyard renovation from moving forward.
The process to develop the construction plan set is estimated to take six months. The project is anticipated to be solicited as a Competitive Sealed Proposal process which is estimated to take two months. Once the project is awarded, construction is estimated to take twelve months.
The Parks and Recreation Department recommends approval of an expenditure in the amount of $177,250 for professional services from Kimley-Horn and Associates, Inc. for the Plano Event Center Courtyard Redevelopment Construction Documents. Complete renovation of the courtyard space will include hardscape paving, site lighting, site furniture, shade structures, fireplace, audio/visual equipment and connections, utility adjustments, new fencing and entry gates, landscape planting beds, tree plantings, and reconfiguration of the irrigation system.
SELECTION PROCESS
Kimley-Horn and Associates, Inc., was deemed most qualified based on their Statement of Qualifications submission for RFQ No. 2019-0248-X.
EXPENDITURE AMOUNT
The contract fee is $177,250 which includes the Site Plan Approval, Engineering Permits, Cost Estimation, Bidding and Construction Phase Services.