Bid Selection Task Force
February 15, 2006
Page 1
Also Present: Henry DeLozier, Dick Rhyan, Rob McDaniel, Frank Miller
Ed Robinson, Betty Ann Preston
The agenda for the meeting was distributed.
The letter requesting information from potential bidders was discussed. Mr. DeLozier indicated that the companies currently being considered are interested in receiving information. All will want to know whether we are seeking just golf course maintenance or overall management of golf operations. The issue of how to address the planned new course in communications with potential bidders was discussed. Rob McDaniel indicated that a draft conceptual plan is being developed. This information could be shared with the companies interested in bidding, Letters introducing SCT and requesting further information from potential bidders will be sent on February 15, 2006.
The companies currently being considered were discussed. Mr Rhyan reiterated the information he provided at the February 5, 2006 Task Force meeting. Mr. DeLozier indicated that, in order to evaluate the performance of the management companies, it is important to know who owns the golf course and what the specifications are for maintenance and operations. There often is a tradeoff between what is desired and what the owner can afford.
Mr. DeLozier provided general information about each of the companies under consideration. He indicated that golf management companies generally fall into two groups: those that are focused on growth; and those focused on customer service. He indicated which of the companies under consideration fell into each category and provided an overview of the maintenance, personnel and operational standards for each company. He did not make any specific recommendations as to whether or not one company would be more compatible with SCT than another.
A number of issues related to selection of a management company were discussed. Mr.
DeLozier indicated that SCT is a low risk proposition for all the companies being
considered as they have no capital investment. He also indicated that, while they may
say they can acquire equipment, etc at low cost due to their extensive operations, they have no more buying power than SCT.
Costs and revenues also were discussed. Mr. DeLozier cautioned that we should keep
in mind that costs are always more than expected and revenues usually less than expected. He suggested talking to the managers of other local golf coursed to get their input on these issues.
The draft Request for Proposal (RFP) was discussed. Two individuals who have
extensive experience in developing RFPs were brought in as consultants. They have
worked with the RFP subgroup to develop a draft outline of what is to be included
in the RFP. The outline was reviewed and discussed. The agronomic plan for Legacy
Hills and White Wing courses is needed. This should include the maintenance
schedule, chemicals used, storage of chemicals and other pertinent information. The
RFP also should include a description of “one time” projects that have been done
over the past several years. An example of such a project is the stone bridge recently
built near the green on hole #4 at Legacy Hills.
It was suggested that contracts, agreements or requirements related to the City of
Georgetown be identified and described in the RFP. Bidders will need to be aware of the terms of these contracts or agreements. The information needed, or decisions to be made prior to developing the RFP were discussed.
Operation of the pro shop, responsibility for taxes and insurance and the need for bidders to provide references also were discussed. It was suggested that the references provided should include courses previously managed by the company under consideration.
The proposed schedule for completion of the selection process was discussed. Gary Newman was present for this discussion. The schedule includes a survey to obtain input
from golfers, development, approval and distribution of the RFP, review and evaluation of the proposals submitted, recommendation to the CA board, contract negotiations and transition to outside management of the golf operations. The schedule also includes two or more “golf talk” meetings at which resident golfers can be updated on the progress of the project and can ask questions. A diagram of the process was presented and discussed. Also included was a discussion of the annual plan the management company selected will need to develop and submit. In order for the information to be included in the CA budget for 2007 the annual plan should be submitted by September, 2006.