To: Board of County Commissioners
Through: Gini Pingenot, Director, Open Spaces Department
Prepared By:
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Matt Bixenman, Fairgrounds Site Manager, Open Spaces
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presenter
Presenter: Matt Bixenman, Fairgrounds Site Manager, Open Spaces
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Subject:
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2:30 PM *Fairgrounds Event Center Office Renovation
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Purpose and Request:
recommended action
The purpose of this session is to present the CIP request for tenant improvements to the Arapahoe County Fairgrounds Event Center Office to the Board for consideration.
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Background and Discussion:
Facility: The original fairgrounds facility was built in 2006 with a small corner of the current office dedicated to employee officing. Over the years, staff has made small tenant improvements to expand office space and improve usability to provide customer service to clients. Most of the space utilized today was originally built as a storage space/room for the Event Center. The small tenant improvements over the last 18 years included adding doors, carpet and cubicle furniture to support staff expansion. The current space is outdated and does not match the level of professionalism that staff strives to provide for our customer base.
The new design will achieve the following:
1.) Provide a more professional space for client interactions;
2.) Improve security for staff through a clear delineation between visitor space and employee space;
3.) Create an official meeting/breakroom/flex space to host staff meetings, lunch breaks, event meetings, etc; and
4.) Address structural settling issues that have occurred over the last two decades.
Interim workspace: During construction, staff will utilize a hybrid schedule with more work from home days. Staff can utilize Lima workstations, and/or utilize onsite space in a conference room if the event schedule allows. Since 2020, our appointment only model has reduced walk-in requests and minimized the frequency of drop-in visitors in the office at one time.
Fairground Event Center Office Tenant Improvement: Project Estimate: Up to $1,000,000. The Project Management Office (PMO) in the Facilities and Fleet Management Department has secured an estimate of $885,901 for the current scope. PMO will manage the project and the bid will be awarded to GH Phipps from the on-call contracting list. Construction is expected to last 12 weeks depending on permitting and will ideally run from October 2024 through January 2025.
Fiscal Impact: Project funding source will be the Heritage Area Budget 302. (Rental Revenue fund/budget). Fairgrounds staff has analyzed cash flow for the budget and for future project needs and has concluded sufficient funds exist in this fund to support this CIP identified project.
Alternatives:
Alternative #1: Approve request. This alternative will provide sufficient funding to address the current design and construction costs needed for the Fairgrounds Event Center Office Renovation.
Alternative #2: Take No Action. This alternative will limit the ongoing usability and visitor experience for the Fairgrounds Event Center.
Alignment with Strategic Plan:
☒Be fiscally sustainable.
☐Provide essential and mandated service.
☐Be community focused.
Staff Recommendation: Staff recommends the approval of this CIP request to fund the Fairgrounds Event Center Office Renovation of up to $1,000,000 to provide an improved visitor experience for our clients, improve safety of staff and improve employee workspace.
Concurrence: The Finance, Legal and FFM Departments have reviewed this request.