Comprehensive Strategic Review of Golf Course Management Model

Agency: City of Bartlesville
State: Oklahoma
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: May 10, 2024
Due Date: Jun 7, 2024
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Comprehensive Strategic Review of Golf Course Management Model

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CITY OF BARTLESVILLE REQUEST FOR
PROPOSALS
Comprehensive Strategic Review of Golf
Course Management Model
Please Submit Eleven (11) Paper
Copies and One (1) Electronic PDF by:
June 7, 2024 at 2:00PM
City of Bartlesville
401 S Johnstone Ave.
Bartlesville, OK 74003
1
REQUEST FOR PROPOSALS (RFP):
COMPREHENSIVE STRATEGIC REVIEW OF GOLF COURSE MANAGEMENT MODEL
Estimated RFP Schedule
RFP Issued:
Final Date for Questions Related to RFP:
Proposal Deadline:
Applicant Interviews:
Selection of Consultant by City Council:
May 6, 2024
May 30, 2024
June 7, 2024
June 17-21, 2024*
July 1, 2024*
*Exact dates are subject to change at the CITY’s discretion
Any interested individual may request to be on an email list to receive updates on the RFP
process, including addenda to the RFP if any are issued. The City of Bartlesville may alter the RFP
at any time.
Submittal Instructions
Written proposals and an electronic PDF must be received by the City of Bartlesville no later than
2PM CDT on June 7, 2024. Proposals received after this deadline will not be accepted or
considered.
Send proposals to:
Jason Muninger
City Clerk
City of Bartlesville
401 S. Johnstone Ave
Bartlesville, OK 74006
Direct questions regarding the RFP to:
Laura Sanders
Assistant City Manager
(918) 338-4201
ljsanders@cityofbartlesville.org
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Introduction
The City of Bartlesville (CITY) is seeking proposals from consultants/firms to guide the CITY with
the strategic direction of the Adams Municipal Golf Course (ADAMS) located in Bartlesville,
Oklahoma. Please note that this RFP requests the services of a consultant to facilitate and
complete a comprehensive strategic planning service aimed at identifying and outlining the
future strategic direction of the 18-hole municipal golf course. The objective of this Request for
Proposal (RFP) is to solicit proposals from experienced and knowledgeable entities capable of
conducting an in-depth analysis, engaging stakeholders, and developing a model that aligns with
our course’s goals and objectives. The CITY is aware that there are a variety of perspectives,
models, and approaches available to structure the golf course; therefore, the successful firm
should be able to discern which model or model(s) will be the best fit for the Adams Municipal
Golf Course. The successful firm will be required to demonstrate its ability to meet these
requirements. The CITY encourages any inquiries with respect to the expectations and/or scope
of work sought through this proposal by email to the CITY Attention Laura Sanders,
ljsanders@cityofbartlesville.org. All inquiries will receive a response.
A consultant/firm will be selected for this project based on criteria stated in “Evaluation of
Proposals”. All proposals received by 2PM CDT on June 7, 2024 will receive full consideration.
RFP Process
It is expected that one (1) consultant will be selected as a result of the RFP, although the CITY is
under no obligation to award a contract as a result of the selection process. Based on the
proposals received, the selection committee (comprised of CITY staff and COUNCIL member(s))
will select individuals/firms to be interviewed. As a result of those interviews the top‐rated
consultant will be selected for contract negotiations.
Background
Bartlesville is a unique city in northeast Oklahoma. It is located within a 30-minute drive of
Oklahoma’s second largest city, Tulsa. However, this city of 37,000 people does not define itself
by this proximity. Instead, Bartlesville is recognized as the birth place of global energy companies
(two of whom still hold significant presences in Bartlesville), high skylines, world class cultural
amenities, a vibrant downtown, and excellent schools.
Adams is an 18-hole Championship Golf Course that was established in 1963. It measures 6,745
yards from the championship tees. The course meanders through the beautiful Eastern
Oklahoma terrain that is interwoven with Turkey Creek. The creek has been coffer dammed to
provide beautiful ponds that come into play on 12 of the 18 holes. The fairways and rough are
Bermuda grass and the greens are Pen Cross Bent for a fast pace of putting. ADAMS is a valued
community asset. Many fundraising events take place at ADAMS with funds in excess of $1.5
3
million per year being raised.
Any additional information can be found on the CITY’s and the ADAMS websites and may be
reviewed by all potential firms/consultants. Additional information and supporting materials can
be found at http://www.cityofbartlesville.org/ or http://www.adamsmunigolf.com/
Scope of Services
As envisioned, the scope of services for this proposal will include the following components.
Visioning
1. The consultant(s) will evaluate comparable facilities to determine their management
structure, existing contracts/agreements of personnel and how they are compensated; the
number of employees they have on the course and in the pro shop; the number of volunteers
and how they are compensated; assess inventory of merchandise; assess food and beverage
sales; examine course and membership fee schedules and other revenue; evaluate cart
management including fees; and evaluate transfers to the golf course from the City’s general
fund and/or other subsidies.
2. The consultant(s) will evaluate ADAMS to determine their management structure, existing
contracts/agreements of personnel and how they are compensated; the number of
employees they have on the course and in the pro shop; the number of volunteers and how
they are compensated; assess inventory of merchandise; assess food and beverage sales;
examine course and membership fee schedules and other revenue; evaluate cart
management including fees; and evaluate transfers to the golf course from the City’s general
fund and/or other subsidies.
3. Conduct an analysis of all the data gathered and compile, in depth analysis comparing the
ADAMS model to comparable municipal courses.
4. Submit recommendations for appropriate management structure and be prepared to present
those recommendations to a steering committee and the City Council.
Proposal Submission Requirements
1. Cover letter of interest and transmittal not to exceed two pages in length.
2. Legal name of the consultant firm, address, phone, fax, and email address, year thefirm was
established, and type of business.
3. An organization chart indicating roles of all individuals and firms involved in this project, as
appropriate. Include brief resumes for all individuals identifying their qualifications and
experience. The name of the person intended to be the project coordinator for this Strategic
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Plan and a list of recently completed projects relevant to the scope of this RFP.
4. A clear articulation to the firm’s approach to be used in this project including a proposed
schedule and description of the proposed methods of public involvement.
5. A summary of qualifications, related experience and references.
6. Proposed scope of work and, project approach and plan to accomplish the work. Describe in
detail your firm’s project approach and methodology in managing and implementing a project
of this size and scope and experience of developing and supporting the implementation of a
comprehensive strategic plan. Key elements include:
a. Project Understanding
b. Project Methodology and Deliverables
c. Roles & Responsibilities
d. Project Management
7. A minimum of three (3) examples of relevant written work related to comprehensive strategic
review of golf course management model, with no less than one example prepared on behalf
of a local government organization or comparable entity.
8. Fee schedule and proposed fee to accomplish the work (separate, sealed envelope marked
Fee Schedule).
9. Proposals must be complete in order to be considered by the evaluation committee.
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