Bid Selection Task Force
May 22, 2006
Also Present: Jim Romine, Byron Raynie, Betty Ann Preston
Dennis and Charlie reviewed issues presented at the CA Board Workshop (5/11) and the CA Board meeting (5/18). Three Task Force related issues were discussed at these meetings including the mowing of level 3 areas, publicity about Task Force activities and posting of the RFP on the website. Follow-up discussions with Frank Miller resolved the questions about level 3 mowing. It was decided that posting of the RFP on the website would be inappropriate as it contains proprietary information. Instead, a copy of the RFP will be available in the CA office for review by interested SCTx residents. It was requested that, for the purpose of determining resident interest, a log be maintained of residents who ask to review the document. Jim Romine indicated that could be done.
An outline of the process to be followed in reviewing proposals submitted was discussed and modifications were suggested. All proposals submitted will be reviewed and evaluated by all Task Force members using the evaluation forms developed for that purpose. References submitted by the bidders will be contacted by Task Force members. A list of questions to ask during these interviews was discussed and modifications suggested. The modified evaluation forms and list of questions will be distributed to Task Force members. It was agreed that review of the proposals for compliance with the stated specifications should be completed prior to disclosing the bidders’ fees and projected operating expenses.
The projected timeline for the bid review process is as follows:
May 31 Proposals received will be distributed to Task Force members
May 31-June 7 Proposals will be reviewed by Task Force members
June 7 Task Force will meet and review initial evaluations
Members will be assigned references to call for interviews
June 7-June 14 References contacted and evaluations completed
June 14 Reference questionnaires reviewed, evaluations scored
June 21 Evaluations completed and scored. Bid prices opened
June 21-July 5 Site visits to properties managed by bidders
July 5 Review of site visit commentary. Selection of bidders to be
recommended to CA Board
July 10 Recommendation of selected bidders to CA Board
Jim Romine will identify meeting rooms available for the Task Force for these dates.
A list of policy issues for which recommendations might be submitted to the CA Board, the Golf Committee and/or the Finance Committee was discussed and modified. These are policies identified during the process of developing the RFP that may require revision. Task Force members were not in agreement as to whether all of the issues listed should be recommended. No recommendations will be made at this time. It was suggested that recommendations related to tee time assignment and linking might be submitted to the Golf Committee as they currently are discussing these issues.
The Task Force has been requested to meet with the Golf Committee to discuss issues of interest to both groups. June 12 has been suggested as a potential date for this meeting. One priority issue for the two groups is development of a charter for the Golf Liaison Committee that will oversee golf operations under the new management. It was requested that Jim contact Gary Newman to determine whether he will be present at the meeting to provide direction to the groups.