REQUEST FOR PROPOSAL SUMMER AQUATIC FACILITIES MANAGEMENT CITY OF DECATUR, GEORGIA I. INTRODUCTION BACKGROUND: The City of Decatur, Georgia is the second oldest incorporated community in the Atlanta region. Located six miles east of downtown Atlanta, the City of Decatur is a highly urbanized city of about 20,000 residents in approximately four square miles of area and is one of the most densely populated cities in Georgia. The City promotes healthy and active lifestyles through its Active Living Department which includes aquatics programming. PURPOSE: The City of Decatur operates three public outdoor swimming pools and one indoor public swimming pool, and is seeking a proposal for staffing, water maintenance, and supervision of the City s aquatics program for the 2018 swimming season. Respondents are asked to prepare a proposal including the format for accomplishing the work, the fee required to perform the work, and references listing previous comparable assignments. The City reserves the right to award a contract to the company (hereinafter referred to as the Company ) whose proposal and any resulting negotiations are deemed to be in the best interest of the City. Proposals will be accepted until 5:00 p.m. ET on April 3 rd, 2018 at the Decatur Recreation Center, 231 Sycamore Street, Georgia 30030; Attn: Greg White. III. AQUATIC FACILITIES and SCHEDULES: The City of Decatur owns and operates three public outdoor swimming pools and leases one indoor swimming pool. Glenlake Pool is located in Glenlake Park at 1121 Church Street. It is a 300,000 gallon pool which has a bather load of 438. Dates of Operation: May 26, 2018 Pool will be swim ready May 26, 2018 Pool will be open for the swim season September 9, 2018 Pool will close for the season May 26 July 31, 2018
Monday Friday Saturday & Sunday Holidays 10 am 8 pm August 1 September 3, 2018 Monday Friday Saturday & Sunday Holidays 4 pm 8 pm September 4-9, 2018 Monday - Friday Saturday & Sunday CLOSED 10 am - 6 pm Ebster Pool is located at 404 W. Trinity Place. It is a 25 yard, 180,000 gallon pool and has a bather load of 197. Dates of Operation: April 30, 2018 Pool will be open for the swim season (Summer Swim League only) May 26, 2018 - Pool will open to the public September 3, 2018 Pool will close for the season April 30 May 25, 2018 Monday Thursday: Friday Sunday: 4:15 pm 8 pm CLOSED May 26 June 24, 2018 Monday Thursday: Friday: Saturday & Sunday: Holidays: 9 am 10 am (Lap Swim) 10 am 4 pm (Open to Public) 4 pm 8 pm (Swim Team) 9 am 10 am (Lap Swim) (Open to Public) 10 am 6pm Operation included the two - three home meets 3 lifeguards will be on duty for the 4-5 hours for each swim meet. June 25 July 31, 2018 Monday Thursday: 9 am 10 am (Lap Swim)
Friday: Saturday & Sunday: Holidays: 10 am 4 pm (Open to public) 4pm 8 pm (Swim Team) 9am 10 am (Lap Swim) 10am 6 pm (Open to Public) August 1 September 3, 2018 Monday Friday: Saturday & Sunday: Holidays: CLOSED 10am 6 pm McKoy Pool is located at 534 McKoy St. A 40,000 gallon pool with a bather load of 157. The pool incorporates a zero entry access with bubbler feature to entertain younger swimmers. Dates of Operation: May 26, 2018 Pool will be swim ready May 26, 2018 Pool will be open for the swim season September 3, 2018 Pool will close for the season May 26 July 31, 2018 Monday Friday: 10 am 8 pm Saturday & Sunday: 10 am 6 pm Holidays: July 31 September 4, 2018 Monday- Friday: Saturday & Sunday: Holidays 9 am 1 pm 10 am 6pm The City of Decatur offers a variety of aquatic programs at all outdoor pools including swim lessons, swim camps, a swim team, and lap swim. In addition to these activities, the public has the opportunity to rent the pools for private parties Saturday and Sunday from 6:30pm until 8:30pm. Oakhurst Indoor Pool is a 149,000 gallon indoor pool located inside of the Samuel L Jones Boys and Girls Club. This facility will be open all year long and will service the Decatur High School Swim Team, the Samuel L Jones Boys and Girls Club children as well as City of Decatur residents and nonresidents. The schedule for the Oakhurst Pool will be recommended by the company with daily programming, public lap swim, Boys and Girls Club after school, seasonal Decatur High School Swim Team, weekend
open swim, and pool party rentals in mind. II. SCOPE OF WORK l. Staffing Summer Outdoor Pools (Glenlake, McKoy, and Ebster): The Company will provide lifeguard supervision for public swimming, swim lessons, swim team practices and meets, and other organized pool activities such as private parties. Lifeguards must have current Lifeguard Training certification, as well as CPR and first aid certification. Proof of certification must be provided to the City prior to opening of pools. Two lifeguards are required for every 50 attendees or fewer. One additional lifeguard is required for every 24 people in attendance beyond the first 50 attendees. Lifeguards will be responsible for the safety of the pool patrons and environment, as well as the upkeep and cleanliness of the pool, deck and the bathhouse. The Company must supervise lifeguards on a regular basis. The Company will designate a Certified Pool Operator (CPO) and licensed lifeguard to serve as Pool Manager at each of the three outdoor swimming pools. The Manager will supervise the swimming pool, and will be counted in the ratio of 2 guards per 50 attendees. A company officer or manager must supervise the Pool Manager and meet with the City of Decatur s appointed contact twice a month. Oakhurst Indoor Pool: The Company will provide lifeguard supervision for public swimming, programming, and other organized pool activities such as private parties. Lifeguards must have current Lifeguard Training certification, as well as CPR and first aid certification. Proof of certification must be provided to the City. Two lifeguards are required for every 50 attendees or fewer. One additional lifeguard is required for every 25 people in attendance beyond the first 50 attendees. Lifeguards will be responsible for the safety of the pool patrons and environment, as well as the upkeep and cleanliness of the pool, deck and the restrooms. The Company must supervise lifeguards on a regular basis. The Company will designate a CPO and licensed lifeguard to serve as Pool Manager at each of the three outdoor swimming pools. The Manager will supervise the swimming pool, and will be counted in the ratio of 2 guards per 50 attendees. A company officer or manager must supervise the Pool Manager and meet with the City of Decatur s appointed contact twice a month. The Company will provide swim instructors for year round programming at the Oakhurst Indoor Pool. The proposal can include options for a financial partnership between the company and the City to provide year round programming at the pool. The company will provide staff to be responsible for scheduling lessons and classes as well as being a point of contact for questions from the public. The
company will provide staff to admit patrons into the pool area. The Oakhurst Indoor Pool currently operates with different admission rates than the outdoor pools. Activities at the Oakhurst Indoor Pool must include: Lessons for Boys and Girls Club children for 2 hours at least twice per week (Schedule TBD) Decatur High School Swim Team Rental (Schedule TBD) Open Swim Lap Swim Private Lessons Swim Team Water Aerobics Arthritis Aquatics Pool Parties and Rentals Schedules and pricing to be suggested by the company and to be approved by The City of Decatur. Nonresidents will be charged a higher fee than City of Decatur residents. 2. Cleaning The Company will be responsible for cleaning duties, daily or as needed. a. Pools must be vacuumed and the waterline tile must be cleaned as needed. b. Pools must be backwashed as needed. c. Bathrooms must be cleaned daily and throughout each day. d. Bathhouses must be disinfected daily. e. The pool deck must be cleaned and maintained throughout each day f. Trash must be emptied as needed on a daily basis. g. Deck furniture must be straightened daily 3. Water Quality Standards The Company will maintain, at its expense, an inventory of all chemicals appropriate for the proper routine operation, safety and cleanliness of the swimming pool. The company will also maintain the pool chemistry levels in accordance with such statues, ordinances, rules and regulations governing pool chemistry as are adopted from time to time by the State of Georgia and DeKalb Country. 4. Repair Work
The Company will notify the City of Decatur promptly regarding any required repair work. The Company will be given the opportunity to bid on said work. 5. Supplies The Company will provide at its expense all bathroom supplies, including soap, disinfectant, paper towels, deodorizer, toilet tissue, trash can liners for the pool and bathroom areas. The Company will also supply at its expense all cleaning supplies, including sponges, brushes, disinfectants, gloves, cleaning powder, liquids, and garbage bags. 6. Pool Open and Closing The Company shall be responsible for the opening and closing of the pool. III. PROPOSAL SUBMISSION INSTRUCTIONS Companies are requested to submit three copies of the Proposal package to meet the requirements listed below. Includes a cover letter signed by an authorized representative of the company who can commit to the terms and conditions of the proposal Provide a description of the services proposed and approach to the work that addresses the issues elaborated above. Describe you company s capabilities to perform the variety of work required. Give a description of your company, staffing and services offered. Provide a description of any websites used to accept registrations and how customer data is secured. Provide a description of how your company will accept payments including any payment processor that is used and how the payment processor handles PCI compliance regulations. Provide references (include contact name, phone number) for a minimum of three pools of a similar nature and scope performed within the last five years. Describe any work experience with local governments, if applicable. IV. SELECTION PROCEDURE Proposal Requirements l. Inquiries concerning this proposal should be directed to Greg White at 404-377-0494. 2. Company proposals must be submitted in three copies no later than 5:00pm, April 3 rd, 2018. Proposal shall be addressed:
Greg White, City of Decatur Active Living, 231 Sycamore Street, Decatur, Ga 30030 3. Proposals shall include a quotation of proposed fees and schedules. 4. At the option of the City, applicable clauses of the proposal may be included as contractual obligation. Therefore, companies should be prepared to be bound by their proposals. 5. All materials prepared pursuant to a contract for professional services are to become the property of the City upon the company being paid in full for such services and are subject to reuse by the City. Such materials may not be re-used by the company for any purpose without the expressed written permission of the City. 6. By signing and submitting a proposal under this RFP, the Company certifies that if awarded the contract, it will have the following insurance coverages at the time the contract is awarded and further certifies that the Company and any subcontractors will maintain these insurance coverages during the entire term of the contract. - Workers Compensation Insurance covering all persons engaged on behalf of the Company in the performance of the contract; - General and Professional Liability Insurance of $5 million per incident, $5 million aggregate - The Company will name the City as an additional insured. B. Evaluation of Proposals 1. It is anticipated that no more than three companies will be selected for interviews. A committee consisting of representative of the City of Decatur will make the decision as to interviews and a recommendation for the company. 2. Selection will be based upon professional qualifications and experience in performing similar work. 3. Fees quoted will be considered in determining the company s ability to render services to the City. 4. The following will be considered in the evaluation process: a. Apparent understanding of tasks required. b. Technical approach. c. Qualifications of personnel d. Personnel organization and availability e. Related experience of the company
f. Cost c. Schedule V. RESERVATIONS Selection of the successful company should be made by April 13 th, 2018. Submittal of a proposal indicates acceptance by the proposer of the conditions contained in this request. The City of Decatur reserves the right to retain all proposals submitted. All proposals are public record to the extent required by the Georgia Open Records Act. The City of Decatur reserves the right to accept or reject any or all proposals. The City of Decatur reserves the right to waive formalities and negotiate changes in the scope of work or services to be provided and to otherwise waive any technicalities. VI. ADDITIONAL INFORMATION If there are any questions or should the respondent require more information, contact: Greg White, City of Decatur Active Living Department, 231 Sycamore Street, Decatur, GA 30030, phone 404-377-0494 or Jabari Cole, City of Decatur Active Living Department, 1121 Church Street, Decatur, GA 30030, phone 404-377-7231.