Bid Selection Task Force
January 16, 2006
Page 2
JANUARY
Select task force members
Understand CA Board requirements
Develop communication plan to keep CA Board and residents advised of progress
Send introductory letter to potential bidders to determine their interest in managing golf operations at Sun City Texas
FEBRUARY-APRIL
Develop exact specifications and requirements for bid
Review golf management companies and select those requested to bid
Talk to residents/staff of other Sun Cities to get input on issues to be considered and items to be avoided
Begin to develop bid specification
MAY-JUNE
Resident communication meeting
Finalize bid package
Meet with each potential bidder to review bid specifications
JULY
Review bid proposals
Resident communication meeting
Conduct on-site visits of courses managed by the top two (2) bidders selected to obtain information from residents and staff on their satisfaction with the management group
AUGUST
Follow-up on bids submitted including asking for clarification of information submitted
Solicit bids from additional management groups if necessary
SEPTEMBER
Resident communication meeting
Select management company
Enter into contract negotiations with selected group
Finalize contract
Begin transition
The meeting was adjourned at 3:45 PM.
ACTION ITEMS
Activity (Member Responsible)
Finalize and prioritize questions for meeting with Mr. DeLozier (Dennis Walter )
Letter to Gary Newman requesting clarification of questions from the task force (Charles Russell )
Contact Gary Newman and request that he prepare an article for Sun Rays indicating the role of the task force and encouraging input from residents (Charles Russell )
Introductory letter to potential bidders (John Johnson )
Contact Mike Weigand about posting information on the website (Lynn Chapman )
Draft communication plan for obtaining input from residents, staff, etc. (Lynn Chapman )