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HomeMy WebLinkAboutIR 8050 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8050 To the Mayor and Members of the City Council January 28, 1997 x8w Page I of 2 Subject: 1873 REQUEST FOR PROPOSALS FOR A COMPARISON REVIEW AND EVALUATION OF MUNICIPAL GOLF OPERATIONS Background In February of 1990, the City approved license agreements under which the American Golf Corporation (AGC) and International Golf of Texas, Inc. (IGT) assumed full responsibility for the operation and maintenance of Z-Boaz and Rockwood golf courses, respectively. The primary term of these agreements was for eight (8) years with two (2) additional two (2) year options. The primary term for both of these contracts will end during the 1997-98 budget year. Although neither contractor has formally approached City staff with a request to renew their contract, Parks and Community Services Department (P&CSD) staff took the initiative to inform the contractors of the staffs recommendation for each contract. In the case of Z-Boaz Golf Course, the staff extended an offer to AGC to recommend to oOw City Council a renewal of their contract for the first option years under the current terms of the contract. This recommendation was based upon the satisfactory performance of AGC to date. In the case of Rockwood Golf Course, the P&CSD staff recommendation was that IGT be removed as the concessionaire at Rockwood Golf Course at the end of the primary term of the current agreement and that the City resume control of the golf course. This recommendation was based upon the poor performance of IGT to date and the level of return that can be realized through City operation versus lease management. Both the P&CSD Advisory Board at its regularly scheduled meeting on September 17, 1996 and the Department's Golf Advisory Committee at their September 11, 1996 meeting, endorsed the staff s recommendation concerning this issue. On October 15, 1996, the Council's Facilities and Infrastructure Committee (FIC) reviewed the staffs recommendation and a motion was passed to not renew either contract. At the City Council's work session on November 5, 1996, the City Manager recommended that the City follow the FTC's recommendation to cancel both contracts for the operations at Z-Boaz and Rockwood golf courses at the conclusion of the primary term of the contracts. In addition, the City Manager recommended that the City assume control of operations at both golf courses. However, the full Council determined that the City's best course of action would be to secure a consultant that could objectively evaluate both the City management and the lease management structures, and provide a recommendation as to which structure would -the—� most effective and efficient management of the golf courses. OFFICIAL RESUH,1 CITY slrw.11r,,,,�Ill,"","f"�I'l"",",; INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8050 sASATE cfr To the Mayor and Members of the City Council January 28, 1997 Page 2 of 2 X Subject: 1873 REQUEST FOR PROPOSALS FOR A COMPARISON REVIEW AND EVALUATION OF MUNICIPAL GOLF OPERATIONS REQUEST FOR PROPOSAL Attached you will find a draft Request for Proposal (RFP) to secure a specialized consulting firm that is knowledgeable in both municipal and private management operations. The consultant's responsibilities would be to evaluate the overall City's golf program, management structures and performance at each facility. The goal of this RFP is to determine which facilities are being managed in the most efficient and effective manner and in the best interest of the golfers of Fort Worth. The cost for this study (to be underwritten from the Golf Enterprise Fund) is expected to be between $35,000 and $50,000. Staff plans on utilizing a team of individuals knowledgeable in golf operations, for the consultant selection process. This would include representatives from the P&CSD 4001*1 Advisory Board (Golf Advisory Board Liaison), the North Texas Professional Golfers Association, the Club Managers Association from a local area club, the City's Internal Audit Department and the P&CSD. This item was presented to the Facilities and Infrastructure Committee on January 21, 1997 to receive the Committee's input on the proposed RFP and consultant committee selection process. The Committee directed staff to bring the draft RFP before the full City Council for consideration and commitment for this expenditure before the final document is issued. e City Ti ell ity C y Manager Attachment OFFICIA1, CI'TY FT. WORTH, ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS a REQUEST FOR PROPOSAL COMPARISON REVIEW AND EVALUATION OF GOLF OPERATIONS AT THE FORT 'NORTH MUNICIPAL GOLF COURSES FOR THE CITY OF FORT WORTH PARKS AND COMMUNITY SERVICES DEPARTMENT IDKAFT JANUARY, 1997 OFFICIAL RIC01110 I ECRI' R" REQUEST FOR PROPOSAL COMPARISON REVIEW AND EVALUATION OF GOLF OPERATIONS AT THE FORT WORTH MUNICIPAL GOLF COURSES I. EXISTING CONDITIONS The Parks and Community Services Department(P&CSD)provides a public municipal golf program for the citizens of Fort Worth. The program includes five (5) golf courses. The Golf Division of the P&CSD directly operates three (3) golf courses - Pecan Valley Golf Course(36 holes),Meadowbrook Golf Course(18 holes)and Sycamore Creek Golf Course (9 holes with double set of tees). Sycamore Creek Golf Course was reopened to the public in January 1994 after completing major reconstruction. Two(2)other golf courses-Rockwood Golf Course(27 holes)and Z-Boaz Golf Course (18 holes) have been leased to International Golf of Texas, Inc. and the American Golf Corporation, respectively, since 1990. The division manages the lease contracts for these facilities. The entire golf operation consists of four major components: administration, greens maintenance, pro shops and snack shops. All Golf Professionals, Golf Course Superintendents and Food and Beverage Managers report directly to the Golf Operations Manager. The Administrative Assistant supervises the clerical and accounting staff in the administration section. A nine(9)member volunteer Golf Advisory Committee,which was formed in October 1990, provides programmatic and operational advice to the Golf Division staff. 11. GENERAL SUMMARY OF SERVICES PROVIDED BY THE CONSULTANT 1. The intent of this request is to enter into a professional services contract with a golf course consulting firm with a qualified staff for a complete assessment and evaluation of the quality of services and profitability of the municipal golf operations (both City management and private management structures). 2. The selected consultant must have a demonstrated high level of expertise in the analysis of both municipal and private golf management systems. Consultant must provide a list and description of other related projects that the company has performed. ............ OFFICIAL 1121'10R'D r0l, 3 CITY SEC1111HAKIly FT. WORTH, "I'M 3. Minority/Women Business Enterprise (M/WBE) - It is the policy of the City of Fort Worth to ensure the frill and equitable participation by Minority and Women Business Enterprise (M/WBE) firms, Ordinance #11923, in the procurement of professional services. As a condition of contract award,all proposers will be required to submit information addressing the M/WBE 10% goal. The information will include: (1) the name, address,and phone number of each M/WBE(s);(2)the scope of work to be performed by each named M/WBE(s) firm and (3)the percentage of the dollar value of work for each named M/WBE(s) firm. If a proposer fails to achieve the City goal on a contract; documentation demonstrating a good faith effort must be provided. The City will not execute professional service contracts in excess of$25,000.00, without the City's goal being met, or documentation of a"Good Faith Effort." The M/WBE business(es) must be certified or in the process of being certified by the North Central Texas Regional Certification Agency (NCTRCA) or by the Texas Department of Transportation(TxDot), highway division. The M/WBE business(es) must be located in the City's geograhic market areas, which includes the nine (9) counties of. Tarrant, Parker, Johnson, Collin, Dallas, Denton, Ellis, Kaufman and Rockwall or doing business in the marketplace during negotiations related to the proposal. M/WBE participation or "Good Faith Effort" documentation will be a part of the evaluation criteria for this proposal. For additional information please contact Gail Scott, Contract Compliance Specialist 11 in the M\WBE Office at(817)871-6104. SERVICES TO BE PROVIDED BY THE CITY The Parks and Community Services Department will provide upon request: 1. All financial information available within the Department's files concerning the operations on the five golf courses. 2. Assistance with any on-site reviews of the five golf courses. 3. Available information concerning rounds played at each course. 4. Assistance with any additional infonnation, requested by the Consultant. OFFICIAL RECORD 4 CITY SECRETARY FT. WORTH, TEX. IV. SERVICES TO BE PROVIDED BY THE CONSULTANT The consultant will be responsible for providing the following services: I Review the relative financial profitability from all profit centers at all the municipal golf operations. 2. Review the level and quality of services provided at each of the courses. 3. Review the number and quality of programs provided at each of the golf courses. 4. Review of agronomic programs at each golf course. 5. Review the level and quality of the Capital Improvement Program(infrastructure and equipment fleet). 6. Evaluate the current customer satisfaction level and identify the areas of strength and weakness, facilitated through a minimum of two(2) public meetings with interested user groups. 7. Provide a recommendation for the future operational aspects at the five(5) municipal golf courses. V. PROPOSAL REQUIREMENTS The Proposal shall consist of the following items and shall be no longer than six (6) pages in length. The required information is as follows: 1. Introductory letter. 2. Office location. 3. Years in business. 4. Demonstrate knowledge of scope of services requested. 5. Brief description addressing the approach by which to complete the scope of services requested. 6. Demonstrate the ability to complete all requested work within the schedule provided. 7. Provide listing of similar type projects performed in the last three(3)years,. 0,"FFICIAL RECORD 5 CITY SECREPUlY FT., WORTH, I EX0 8. Demonstrate a M/WBE utilization for this project has a minimum of ten percent (10%) participation. 9. Professional qualification for such work/resumes (attachments to proposal - resumes/bios will not be considered for the six (6) page limit; however, should not exceed one (1) page for each individual on the project team). Note: A page is considered to be letter size printed on one side, single spaced with character no smaller than 12 point. All proposals submitted must contain six (6) copies. VI. PRE-INTERVIEW EVALUATION CRITERIA The weighting of each criteria as it relates to the particular project is shown in the following table. Each criteria is scored by an individual pre-interview committee member.The committee then meets to determine a consensus score and discuss their individual evaluations of each proposal. I Years experience in business 0 - 5 x 20 % 2. Knowledge of scope of services 0 - 5 = X 5 % 3. Approach to complete services 0 - 5 x 20 % 4. Ability to meet proposed schedule 0 - 5 = x 15 % 5. Previous projects 0 - 5 = x 10 % 6. M/WBE Utilization 0- 5 X 10 % 7. Professional qualifications 0 - 5 x 20 % Total Interview Selection Criteria Weighted Score: 6 OFFICIAL RECORD CITY SECRETARY FF. WORTH, ILL VII. PROPOSED SCHEDULE TASK COMPLETION DATE A. P&CSD Request for Proposal preparation and mail out to February 7, 1997 prospective Consultants B. Receive Request for Proposals from Consultants March 14, 1997 C. Review RFP's with Selection Committee March 28, 1997 . D. Complete interview list and recommend selection April 11, 1997 to P&CSD Director E. Negotiate Cost with Consultant May 2, 1997 F. M&C Approval by City Council May 20, 1997 'Jr G. Contract Execution June 2, 1997 H. Meeting with Consultant Study Begins June 9, 1997 I. Preliminary Report July 7, 1997 J. Final Report August 4, 1997 OFrl,C,IAI,,,, RITORIij 7 (,"ITY SECRETARY Ff WORTH. .......... ........................ ' GOLF DIVISION REQUEST FOR PROPOSAL SELECTION TEAM MMM13ERS Areym:soutative from each nfthe following groups would hs selected to: l) review/evaluate oU proposals and select"short list"and,2)interview and make a recommendation for selection and negotiation to the Parks and Community Services Department Director. l. 9&CS Advisory Board(Golf Advisory Committee Liaison) 2. North Texas Professional Golfers Association 3. General Manager from private club (Colonial, Ridglea, Shady Oaks CC, etc.) 4. lutsrua) Audit Department 5. Parks and Community Services Department OFFICIAL REC � 8 CITY SECRETARY FL WORTH, TEX. '