Bid Selection Task Force
February 13, 2006
GOLF BID SELECTION TASK FORCE
FEBRUARY 13, 2006
Members present: Charles Russell, Dennis Walter, John Johnson, Lynn Chapman,
Carolyn Chrone, Beverly Rhyan, Margaret Hanson
The meeting agenda was distributed.
Issues related to the draft Request for Proposal were discussed. A subcommittee was appointed to develop the RFP. The subcommittee members are Dennis Walter, John Johnson and Lynn Chapman. It was decided that the group would use the draft RFP outline developed by Ed Robinson as a starting point. At the discretion of the subcommittee, Mr. Robinson and/or Betty Ann Preston may be contacted to assist in the RFP development process.
The intended scope of the RFP was discussed. The RFP should include specifications for maintaining the courses as they currently exist. Additional items such as redoing greens and leveling tee boxes should be addressed separately.
The Request for Information letter to be sent to potential bidders was discussed and revised. It was decided that potential bidders should be asked to provide a list of courses currently managed by their company.
The agenda for the February 15, 2006 meeting with Henry DeLozier was discussed. The introductory letter to potential bidders will be discussed. A copy of the draft letter will be sent to Henry DeLozier so that he can review it prior to the meeting scheduled for February 15.
Other items on the agenda include:
Discussion of recommended companies
Outline/scope of the RFP
Review of proposed golf resident survey
Overview of communications plan
Discussion of current status of the bid selection process
Review and modification of proposed timeline
Tour of golf facilities for Mr. DeLozier
Dennis requested that time be allotted for review of the overall process including the Task Force’s involvement in the transition to outside management.
The draft survey for obtaining input from resident golfers was discussed and revised. The revised survey will be tested on a selected group of SCT golfers to identify any potential need for clarification. Information that can be obtained from the Chelsea system or other source will not be included in the survey. A request for information required for development of the RFP will be submitted to the CA liaison. The group also discussed how the survey would be distributed, the timetable for completion and the method(s) for tabulation of survey results.
Requests for information from the CA Staff were reviewed. Maps showing the various maintenance level areas (ie, level 3, level 4) and irrigation plans for both courses have been received. Additional information concerning areas maintained by the golf staff is pending.
Information concerning the Reserve Fund has been received. Additional information related to the “Reserve Study” referred to in the documents provided will be requested.
A copy of year-end reports for 2001-2005 have been received.
Information detailing the current maintenance program(s) for Legacy Hills and White Wing have not yet been received.
A list of additional information needed from the CA Staff was distributed and discussed. A request for this information will be submitted.