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GAC Minutes 1994 09/14GOLF COURSE COMMITTEE SEPTEMBER Attending: Ted Whiteman Jeff Goodman Rick VanNoy Judy Barkley ADVISORY MEETING 14, 1994 Carl Hoss Charles Denham Gary Shimun Call to order and roll call: Chairman Whiteman called the meeting to order at 7:00 P.M. Frank Brown was absent while all other committee members were present. Minutes: J. Barkley moved to approve the minutes from the meeting on August 3, 1994 as written. T. Whiteman Second. Motion carried. Old Business: 1. Treasure Valley Women's Amateur Judy Barkley presented a financial breakdown of the tournament held at Shadow Valley Golf Course. She went on to explain that the tourney would be held on a Monday, Tuesday, and Wednesday within the first two weeks of June. There are some Concerns that it might conflict with other tourne 's scheduled during the first part of June.C 0L t t 3 t 4t / 44 Rick VanNoy moved to recommend to the City Council to approve the Treasure Valley Women's Amateur Golf Tournament as long as the dates do not conflict with the other tournaments scheduled for the first two weeks in June. Also that they agree to pay the $5.00 per player surcharge. Jeff Goodman Second and the motion carried. 2. Irrigation Engineer R.F.P. Jeff Goodman moved that the committee moved forward using the format provided. (See Attached) Rick VanNoy Second. Motion carried. New Business: 1. #10 Tee Screen It has been brought to the committees attention that there is a dangerous situation existing at the #10 Tee. The tee is located near an area of high use close to the clubhouse. There is a possible liability problem existing. After discussion it was decided that we will try a canvas netting, approximately 5' high to be constructed along the tee edge. New Business Cont. 2. New Nine "First Cutting" date Supt. Denham presented a letter addressed to Pete O'neil and Larry Teufel. The letter contains a final "punch list" of items to be performed by the contractor. The list includes various irrigation additions, re -seeding of bare areas, and rocks surfacing in the 7th fairway. It is the consensus of the committee and Mr. Denham that the project is not ready for the city to accept now nor will it be on September 26, 1994. It is recommended that the ceremony on September 26, 1994 not be a legal transaction. Staff Reports: Carl Hoss: presented the committee with a tournament from the Chamber of Commerce to benefit the Smokejumpers. The tournament is scheduled for October 15, 1994. The committee recommends that this not be scheduled as an annual event, and suggested that it be brought before a committee every year. They also inquired about possibly getting a reduced rate for players so that more money could go to the benefit. ***** Jeff Goodman moved to recommend to city council to approve the Smokejumper benefit tournament with a 9 hole rate charged to participants. The date for the event is October 15, 1994 and will need to be approved annually for future tournaments. Rick VanNoy second. Motion carried. With no further business meeting adjourned at 8:45 P.M. Respectful Sub tted, iteman, Chairman REQUEST FOR PROPOSALS DESIGN SERVICES The City of McCall is requesting proposals for the purpose of selecting a firm to provide professional design services on a one time" basis between November 1, 1994 and October 31. 1995. The type of design being sought is for a replacement of an irrigation system for an existing 18 hole golf course. Also the design shall include integration of the central control system and existing supply reservoirs with an adjacent and newly constructed 9 hole course irrigation system. The work will be awarded to the firm who, in the sole opinion of the City of McCall, is best qualified and equipped to perform the work. The right is reserved to reject any or all proposals not conforming to the intent and purpose of this request for services whenever such action appears to he in the best interest of the City of McCall. The City reserves the right to review and extend the contract for a second year. If the City elects to extend the contract, the hourly rates may be negotiated. SUBMISSION REQUIREMENTS: For information concerning the proposed work. contact Charles Denham, Course Supt., City of McCa11 Golf Course, (203) 634- 7160. Proposals are to be submitted to Gary Shimun, City Manager, City Hall, PO Box 1065. McCall. ID 83638 no later than 3:OOp.m., November 10, 1994. Proposals shall not exceed a total of 10 one-sided pages and shall include the Consultant's financial information, resumes, firm history, etc. One original and six copies of the proposal are required. Hourly rates shall be submitted with the proposal in a separate sealed envelope marked on the outside with the firm's name and the statement "Hourly Rate Proposals." The hourly rates envelopes will be opened after the evaluation team has rated the other factors (for all proposals received) considered in making an award. EVALUATION CRITERIA: Proposals will be reviewed and evaluated by a three to six person selection committee. To be considered, each proposal must include the following minimum information: 1. List of hourly rates to be used throughout the term of the proposal for: a. Professional Engineer b. Designer c. Draftsman d. Technician e. Computer 2. List of experience of all key personnel 3. List of experience of the firm 4. List of references Evaluation criteria will include: 1. Firm's capabilities 2. Past experience 3. Location of work 4. Financial accountability REQUIREMENTS AFTER SELECTION The selected Consultant will be required to submit proof of General Liability, Errors and Omissions (Professional Liability) insurance, if this insurance is required, and Workers Compensation insurance, listing the City of McCall as certificate holder, within thirty (30) calendar days after finalization of negotiations on the design contract. Errors and omissions (Professional Liability) insurance will be required on the design project. Dated this 16th day of September, 1994 CITY OF MCCALL Gary Shimun, City Manager