Bid Selection Task Force
April 3, 2006
Chapman, Carolyn Chrone, Beverly Rhyan, Margaret
Hanson
Also present: Rob McDaniel
Charlie introduced John Stephens as the new member of the Task Force.
Comments from the CA Board on the RFP were discussed and minor changes to the RFP were made as recommended.
The issue of using gray water for irrigation of the golf courses was discussed briefly. Currently the courses draw water from two artesian wells owned by Georgetown. At the present time there is not a sufficient supply of gray water to meet the needs of the golf courses.
Charlie discussed the current status of feedback from the management companies contacted. EAGL and Troon have contacted him with questions concerning the current status of the outsourcing process. Troon questioned the reasons for outsourcing.
It was suggested that Kemper golf be added to the list of companies to receive an RFP. There was some discussion of whether or not Kemper was a good fit for SCT.
Details of the bidders conference and site visit were discussed. It was agreed that the proposed dates of April 17-18 may not give potential bidders sufficient time for preparation. The dates for the conference and site visit were changed to May 1-2. Consequently, the deadline for submitting bids also was moved. Bids will now be due on May 15. The Task Force will provide a recommendation to the CA Board by July 11, 2006.
Also discussed was the schedule for site visits, the location of the bidders’ conference and the format for the conference. Representatives of the management companies bidding will be provided a tour of golf courses, maintenance facilities and pro shops on Monday, May 1. The bidders’ conference will be held on Tuesday, May 2. Rob will check with Yolanda on the availability of space large enough to hold the conference. To assure that all pertinent points are covered, highlights of the RFP will be presented by the Task Force. Some bidders have requested detailed information concerning current costs/expenses for golf operations. A general summary of expenses for which the management company will be responsible will be prepared and distributed at the bidders’ conference. Time will be allotted for questions from the potential bidders. Betty Ann Preston volunteered to take detailed minutes of the conference.
A “golf talk” meeting for interested residents will be scheduled prior to the bidders’ conference. Results of the resident survey and an overview of the RFP will be presented. It was suggested that more than one meeting may be necessary to accommodate all interested parties. The date(s) for the golf talk meeting(s) will be set after determining the availability of space.