Bid Selection Task Force
January 25, 2006
Charles Russell, Dennis Walter
ALSO PRESENT: Gary Newman, Rob McDaniel, Frank Miller and Henry DeLozier
The meeting was planned to introduce members of the Task Force to Mr. DeLozier, vice-president of golf for the Pulte organization. Mr. DeLozier will serve as a resource for the Task Force in selecting and evaluating golf management companies that are requested to bid on managing Sun City Texas (SCT) golf operations.
Mr. Newman opened the meeting by introducing Mr. DeLozier and providing background on his role in the Pulte organization and his availability as a resource for the Task Force. Mr. Newman discussed the importance assuring that the bid selection process be carried out in a manner that allows appropriate input from all interested parties prior to making decisions. Mr. Newman also stated that, while he and other Community Association personnel are available as a resource for the Task Force, they will not take an active role in the bid selection process.
Final changes to the Task Force’s charter were discussed. Specifically, the issue of assuring that Task Force meetings are open to the public. Official meetings were defined as those at which a member quorum is present (ie, four task force members). Notice of these meetings must be posted prior to the meeting date. Notices may be posted through Rob McDaniel. Posting may include notices on the CA bulletin board or on the Sun City information TV Channel 79. It was also suggested that meeting notices be posted on the website that will be set up to distribute information about the Task Force. The Task Force may meet in closed executive session to discuss legal, contractual or personnel issues.
Following his introductory remarks and the discussion of open meetings, Mr. Newman left the meeting.
Mr. DeLozier presented an overview of Pulte’s golf operations. The Pulte organization includes a large number of golf courses that operate under different models. Some courses are resident owned and controlled; others resident owned but operated under an outside management services contract. Some courses are Pulte owned but operated under outside management services contracts. All models have some advantages and disadvantages.
Mr. DeLozier emphasized that the development of specifications defining what SCT requires from a golf course management group is critical to the success of this project. There needs to be a balance between what SCT wants and what it can afford. Appropriate standards for golf course maintenance and management must be specifically stated so that potential bidders can accurately assess the cost of operations. Provision of detailed specifications will be critical is assuring that the management company selected is able to deliver what SCT requires.
It was suggested that the Task Force needs to define the community through a self-assessment process. This will provide valuable background to assist in developing specifications. Among the information potential bidders will want to know are the average age and handicap of golfers and frequency of play, Also important are the gender of golfers, whether they play 9 or 18 holes and whether they have a preference for one course over the other. It was suggested that a survey of golf attitudes be conducted prior to developing specifications for the request for proposal (RFP). Information obtained from the survey will not only be helpful in developing specifications but also will be educational for the community.