Title
RFP #26-015 Centennial Park West Strategic Operating Plan Award
History
RFP 26-015 was issued on March 6, 2026 with a submission deadline of April 3, 2026 seeking proposals from qualified professional consulting firms to develop a Strategic Operating Plan for Centennial Park West (CPW).
The intent of the Strategic Operating Plan is to establish clear, data-driven guidance regarding the appropriate scale, frequency, pricing, and revenue model for events at CPW. The Plan will inform policy and operational decisions related to programming, staffing, sponsorships, ticketing, alcohol sales, concessions, neighborhood compatibility, and long-term financial sustainability, while preserving the venue’s identity as a community-focused public asset.
The RFP also requested an evaluation of opportunities for expanded and year-round use of the venue. Areas of study include potential capital improvements such as permanent restroom facilities, food and beverage service infrastructure, event support buildings, cooling and warming facilities, and other enhancements that may support broader programming, rentals, revenue generation, and guest amenities while remaining compatible with the surrounding residential neighborhood.
A total of eight proposals (attached) were received with proposed fees ranging from $101,000 to $230,220. One proposal was deemed to be non-responsive due to the submission of an alternative scope and omission of a cost proposal.
Following a review of qualifications, three firms were selected for interviews based on their relevant experience, project team qualifications, understanding of the project, and ability to successfully complete the requested scope of services.
Keen Independent Research: $129,610
AMS Planning & Research Corporation: $156,300
Stone Planning: $182,240
Interviews focused on each firm's relevant experience, venue programming strategies, approach to pricing, sponsorships, alcohol and concessions operations, community engagement methodology, neighborhood compatibility strategies, and the qualifications of the proposed project team.
A weighted scoring system utilizing a 1-5 scale, with 5 representing the highest score, was used to evaluate each firm. Evaluation criteria and weighting included:
A scoring sheet was utilized a scale of 1 - 5 with 5 being the highest weighted as follows:
Experience - 20%
Understanding of the Project - 20%
Approach - 30%
Project Team - 15%
Communication - 10%
Value - 5%
The resulting weighted scores were:
Keen: 90
AMS: 80.67
Stone: 79.17
Based on the results of the initial interviews, Keen was invited to participate in a second-round interview focused on relevant case studies from projects of similar size and complexity. The firm was asked to demonstrate its approach to stakeholder engagement, market and financial analysis, operational planning, implementation strategies, performance measurement, and long-term management tools.
During the second-round interview, Keen demonstrated a strong understanding of Centennial Park West's unique role as both a community gathering space and municipal entertainment venue. The team presented relevant case studies that highlighted extensive stakeholder engagement, market analysis, operational planning, financial evaluation, and implementation strategies designed to guide decision-making long after completion of the study.
Particular strengths included a structured approach to defining venue success, development of measurable performance metrics, comprehensive community engagement processes, and creation of practical implementation tools. The firm emphasized balancing community access, neighborhood compatibility, economic impact, and long-term financial sustainability while providing realistic operational recommendations and benchmarking against comparable venues.
Overall, the interview demonstrated the firm's ability to develop a comprehensive, data-driven Strategic Operating Plan that will assist the Village in making informed operational, programming, and capital investment decisions for Centennial Park West.
Staff also conducted reference checks with organizations that previously retained the firm for planning, feasibility, and cultural arts projects. References consistently reported that the firm delivered high-quality work that met or exceeded expectations.
References highlighted the firm's comprehensive market and feasibility analyses, extensive stakeholder engagement efforts, realistic financial projections, and data-driven recommendations supported by actionable implementation plans. The firm was repeatedly described as proactive, communicative, responsive, and highly effective in working with elected officials, staff, and community stakeholders.
References further noted that many of the firm's recommendations were ultimately implemented and indicated they would engage the firm again for future projects. Collectively, references characterized the consultant as professional, strategic, thorough, and capable of successfully managing complex planning and feasibility assignments while delivering practical, implementable results.
Financial Impact
Funds are budgeted in 2009000 432800
Recommended Action/Motion
I move to approve and authorize the execution of a vendor contract for goods, supplies and services for RFP #26-015 to Keen Independent Research for the development of a Strategic Operating Plan, including an evaluation of potential expansion and year-round use of Centennial Park West for a cost not to exceed $129,610 plus a contingency of $12,961 for additional services are requested for a total not to exceed contract price of $142,571 as fully presented.
(Full Motion - not necessary to be read)
I move to recommend to the Village Board to approve and authorize the execution of a vendor contract for goods, supplies and services for RFP #26-015 to Keen Independent Research of Phoenix, AZ as detailed in the proposal dated April 2, 2026 for the development of a Strategic Operating Plan, including an evaluation of potential expansion and year-round use of Centennial Park West, for a cost not to exceed $129,610 plus a contingency of $12,961 for additional services as requested for a total not to exceed contract price of $142,571;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.