Convention Center Committee Meeting - May 16, 2025

Present: Katlyn Balstad, Charley Johnson, Mallari Ackerman, Clare Hughes, Joe Raso (via conference call), Kent Kolstad, Emma McIntyre, Taylor Snelling, Tim Mahoney (via conference call), Dave Piepkorn.

Absent: Shannon Full, Denise Kolpack, John Strand, Michelle Turnberg.

Others Present: Jim Gilmour, Assistant City Attorney Erik Johnson (via video conference), Michael Redlinger, Susan Thompson.

RFP Criteria:
• Attached Hotel: Requirement for an attached hotel with 150-200 guest rooms, full-service preferred.
• Ballroom/Exhibit Hall: 50,000 sq. ft., dividable by soundproof air walls.
• Kitchen: Minimum of 6,000 sq. ft.
• Additional Meeting Rooms: Minimum of 8,000-8,800 sq. ft., preferably 10,000-12,000 sq. ft. Additional hotel space is requested but not required, with flexibility for a mix-and-match approach.
• Loading Docks: One ground-level dock with a 15 ft. high door and two docks with a 13 ft. height at truck height, preferably with ease of access to the exhibit hall. This is for universal access, including vendors and services like linen companies.
• Power Access: 200 amp minimum.
• Floor Access: Primary floor access with overhead access preferred every 20 ft. for trade show usage. Overhead power is not essential as cabling can be run to the ceiling.
• Storage: Minimum of 10,000 sq. ft., ideally all on one level for quick turnover of events.
• Pre-function Space: The recommended minimum is 10,000 sq. ft., though HVS previously suggested 20,000 sq. ft. or more, potentially a percentage of the total ballroom space.
• Elevators: Requirement for elevator banks if a second floor is utilized, including a commercial elevator or back-of-house lift for materials. Escalators are not favored.
• AV Capabilities: Meeting rooms should have built-in basic AV (projection, simple audio). Ballroom and exhibit space AV should be the responsibility of the event, as built-in substantial technology in such spaces is often underutilized, expensive and limits reconfiguration. A basic audio system for overhead announcements in the ballroom/exhibit hall is acceptable.
Commissioner Turnberg questioned whether the attached hotel requirement needed to be immediate or could be part of a later plan, Charley Johnson confirmed the minimums are desired in the overall proposal and emphasized the importance of the attached hotel as a critical component of the public-private partnership.
Jim Gilmour clarified that the City Commission would decide if the hotel must open concurrently with the Convention Center or if waiting is an option.
It was agreed that the RFP should state that having an attached hotel is critical to the project.
The team discussed using "recommended minimums" to allow for some flexibility in proposals, especially in the first phase. It was also noted that developers would have an opportunity to ask questions and provide feedback during the RFP process, which could lead to adjustments.
RFP Criteria and Weighting:
The initial four categories for evaluation were:
1. Site Considerations
2. Conceptual Plan
3. Urban Considerations
4. Development Team
Refinement of Categories and Weighting:
• Overall Concept: It was suggested to move "overall concept" from the "development team" category to "site considerations" to provide a more global picture of the project and site interaction.
• Urban Considerations: The "urban considerations" category (compatible with city plans and zoning, etc.) was proposed to be merged into "site considerations" as these aspects are inherently tied to the site.
• Financial Impact/Management Model: Susan Thompson suggested adding criteria regarding the financial impact on the City of Fargo, such as the proposed partnership model and any expected subsidies.
It was agreed to add "management proposal" or "management model" as a line item, potentially within the "development team" category or alongside "need for incentives from the city." This would signal to developers that the city is interested in their operational plans, although a detailed financial analysis would be part of the second phase.
Based on these adjustments, the categories were consolidated into three:
1. Site Considerations (now including original site considerations and urban considerations)
2. Conceptual Plan (now including original conceptual plan and overall concept)
3. Development Team (remaining as is, but with some collapsing of experience items and the addition of management model)
Commissioner Turnberg moved that the percentage weighting for the three revised categories for the first phase of the RFP process will be as follows: 40% for site considerations, 30% for conceptual plan and 30% for development team. Seconded by Clare Hughes. All the members present voted aye and the motion was declared carried.
The committee will review Mr. Gilmour’s five-point grading scale and discuss how to apply points to the different line items within each category. Homework for next week is to think about weighing each line item within the categories.
The meeting was adjourned at 10:04 a.m.