[PDF] BID SPECS – PLAINVIEW POOL MANAGEMENT

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BID SPECS

PLAINVIEW POOL MANAGEMENT

City of Jeffersontown is seeking qualified professional Pool Ma nagement companies to manage the

Plainview Pool Center. Any questions regarding this request for bids shall be directed to Debbie Hendrick

at 502 -298-2954 between the hours of 8:00 am - 4:30 pm, Monday - Friday.

Submit Bid Instructions

City of Jeffersontown is accepting sealed bids for managing all the pools at the Plainview Pool Center located at 10235 Timberwood Circle, Jeffersontown, KY 40299. Bid specifications may be picked up at

10416 Watterson Trail, Jeffersontown, Kentucky or printed off website

jeffersontownky.gov starting Wednesday, November 6, 2013 at 8:00 am. Sealed bids will be accepted at City Hall through Monday,

November 25, 2013 at 10:00 am. Bid opening is Monday, November 25, 2013 at 10:30 am. Contact

Debbie Hendrick (502) 267-8333 if you have any questions. The City of Jeffersontown reserves the right

to reject any and all bids.

Project Description:

City of Jeffersontown through the Parks and Recreation Department desires to find a pool management company to manage city owned Plainview Swim Center at 10235 Timberwood Circle,

Jeffersontown, Kentucky 40223.

Pool management companies submitting a response must demonstrate that they have the experience to manage multiple pools at one location. This may be accomplished by submitting reference letters or other means deemed appropriate for review of experience manag ing multiple pools at one location Adult Pool - 30 feet by 60 feet. Slopes from 3 feet to 5 feet deep Baby Pool - 25 feet by 25 feet. 18 inches deep. Fountain in middle of pool Dive Pool - 36 feet by 40 feet. 11 feet deep in the middle - walls slopes on all four sides. Two diving boards.

L-Shape Pool - See below (not to scale)

56 FT
MD MD 5 FT 33 FT
84 FT

40 FT 3 FT

89 FT

Bid Specs

1. City of Jeffersontown will provide sets of keys to company for all locks to operate the pool.

Company shall keep and safeguard keys and release keys only to authorized personnel. Keys will be returned to City of Jeffersontown in the event of termination of the contract in future years. 2

2. City will provide the following:

a. Water b. Electricity c. 110 volt electrical outlet in pump room d. Receptacles for trash e. Garbage pick-up f. First Aid Kit (Company will re-supply at no cost to City of Jeffersontown during the swim season - Band aids, gauze pads, bee sting swabs and antibacterial cream). g. Telephone that is accessible to Company"s lifeguards at the pool site h. Lifeguard stands and umbrellas for lifeguard stands i. Equipment to operate pool required by local county health codes, i.e. ring buoys, rescue tubes, test kits, chemical feed pumps, etc. j. Complete written copy of pool rules.

3. Opening: Company will make the pool "ready to swim" by completing the following services:

a. Provide a pre-season "Pool Data" report of pool facility. Report will cover the following items: i. Type of equipment ii. Condition of the pool iii. Gallons of Water iv. Filter type and status v. Pool pump type and status vi. General condition of pool structure vii. Electrical equipment status b. Clean pool (pool bottom must be visible) c. Clean pool decking (no landscaping) d. Clean pool deck drains e. Inspect chemical feed pumps f. Inspect all filtration equipment g. Inspect flow meters, pressure gauges and valves h. Mount diving boards, guard chairs and ladders i. Clean bathhouse

j. Inspect water testing supplies (City of Jeffersontown will provide original test kit prior to opening day. Company will re-supply test kit at no additional charge)

k. Inspect underwater lights l. Clean and fold pool cover(s) m. Order, store and inject all necessary chemicals to establish proper levels according to local health department standards. n. Set out and clean deck furniture (due to aging of furniture some stains may not be removable, furniture repair is available upon request) o. Start-up filtration system p. Perform routine repair work as needed (See section 14 - Repair Work) NOTE: Company will automatically install and/or replace those items necessary to meet county code requirements. q. Inspect all skimmers and clean, if applicable r. Inspect vacuum system s. Inspect return inlets t.

Inspect pump room valve system

3 u. Assist City in obtaining all necessary licenses from public agencies

4. Vandalism: Additional reasonable charges for cleanup required as the results of vandalism shall

be paid by the City to the Company, upon inspection and approval by the City.

5. Permits: City will apply for and obtain from the local health department a swimming pool

operating permit for the City and pay all fees associated with obtaining the permit.

Company shall

advise and assist the City regarding the permit and will make any necessary repairs, provide those parts & items required to satisfy health department requirements. These repairs will be made in accordance with section (14) Repair Work.

6. Minimum Safety Standards: City agrees and acknowledges that is the City's responsibility and

duty to operate City's pool with all local health department standards. Local health department codes are available from the county environmental health department. Company shall bring the City's pool into compliance within the minimum standards to operate a pool. These repairs will be mad e in accordance with section (14 ) Repair Work. Payment for work and equipment to bring City's pool within minimum standards on the above items shall be the responsibility of the City in accordance with section (21) Payments. NOTE: Company shall have the right to cancel agreement, if City elects not to have pool brought up to minimum standards as defined above.

7. Pool Operations: Pool operate on the following schedule:

Saturday of Memorial Day weekend until Labor Day Monday

Pool Hours:

Monday 12 noon - 8 pm

Tuesday 10 am - 8 pm

Wednesday 10 am - 8 pm

Thursday 10 am - 8 pm

Friday 10 am - 9 pm

Saturday 10 am - 9 pm

Sunday 10 am - 8 pm

Holidays 10 am - 8 pm

Staffing:

Monday through Friday:

Seven (7) lifeguards from opening until 3:00 pm. Six (6) lifeguards from 3:00 pm until 6:00 pm and five (5) lifeguard from 6:00 pm until close.

Saturday, Sunday and Holidays:

Seven (7) lifeguards from opening until 6:00 pm and five (5) lifeguards from 6:00 pm until close. Monday through Friday when school is in session (End of season only): Four (4) lifeguards from noon until 4:00 pm and five (5) lifeguards from 4:00 pm until close. Once every hour the pool will be cleared of all children (17 years and younger) for a period of ten

(10) minutes. Prior to closing, there will be no ten (10) minute clearing of the pool during the last

hour of operation. 4

8. Wading Pool: Supervision and safeguarding of users of the wading pool shall be the

responsibility of the parents of the children using the wading pool. Company agrees to maintain the wading pool and to maintain water chemistry.

9. Personnel: All company personnel who will work at the City's pool, including all lifeguards, shall

be employed solely by the company and be employees of the company. No lifeguards shall be engaged by the company as an "independent contractor". In addition, company should provide a full -time adult (non-lifeguard) manager. a. Company agrees to pay the following for Company employees, including all lifeguards: i. Wages ii. Income tax withholdings iii. Social security withholdings iv. Local occupational taxes v. State unemployment insurance vi. Federal unemployment insurance vii. Workmen"s compensation insurance

b. Personnel employed by the company shall have Red Cross Lifeguard training or equivalent as well as Metro Louisville Lifeguard permit.

c. Personnel employed by the company will be provided chemical safety training by the company. d. The company shall provide personnel employed by the Company with orientation training, onsite training and a post Memorial Day guard training review. e. Personnel will be trained by the company in the area of blood borne pathogen and provided a blood borne pathogen exposure control kit per OSHA requirements.

f. Lifeguards shall have the authority to discipline swimmers and any and all other persons within the pool facility, within their best judgment and sole discretion consistent with the published and posted rules of the City and minimum safety standards as established

herein.

g. Certified Pool Operators (CPO) will train all management personnel on independent mechanical operation of City"s facility.

h. Company"s full time management staff will supervise personnel. Company supervisors will inspect City"s facility no less than two (2) times each week to check performance of personnel.

10. Company Personnel Responsibilities: Company personnel will be responsible for the following

duties: a. Life guarding main pool, adult pool and diving pool. b. Check water chemistry of all four (4) pools and record readings in a minimum of three (3) times a day. c. Maintain chemical balance of pool water d. Cleaning tiles around pool edge. e. Back washing filtration system as needed f. Cleaning main pool surge tank g. Cleaning pump system strainer basket h. Cleaning bathhouse daily and inspecting it each hour. i. Clean swimming pool area j. Vacuum pool two (2) times per week or as needed k. Empty trash receptacles l. Straighten up deck furniture 5 m. Replenish janitorial supplies in bathhouse, when needed n. Enforce City"s and Company"s rules for the safety and convenience of pool customers o. Maintain mechanical equipment in pump room p. Report all medical or disciplinary action to City (copies of reports should be available to

City upon request).

q. Lock and secure facility upon closing. r. High customer service

11. Rainy Day: On rainy days the Company will keep one (1) lifeguard at the pool until 6:00 p.m. At

6:00 p.m., if weather is still unsuitable for swimming, the pool will be closed the remainder of the

day. Company shall have the right to close the pool early in the e vent of severe weather with no refund due the City, if approved by the City. Company shall also determine guard requirements and water quality maintenance based on bathing loads and pool size.

12. Water Quality: Company will be responsible for maintaining the condition of the swimming pool

water within the tolerance of the American Public Health Association and the local health department while pool is open to swimmers. At no time will the water chemistry cause a failure of permission to operate the pool granted by local health departments. In the event the local health department revokes permission to operate

the pool due to poor water quality, City shall be entitled to a partial refund of the contract price by

the following formula:

Current contract price

determined in agreement, minus cost for opening and balancing pool. Take the remaining number and divide it by the total number of days of pool operation. Then multiply that number by the number of day's pool was closed. If, in the discretion of the Company, it is determined that the water quality is insufficient to properly operate the pool, the company shall have the right to close the pool for such period of time as shall be necessary to correct water quality. Any such closing shall entitle City to a refund in accordance with the formula stated above. All of the foregoing notwithstanding however, the Company shall be excused from maintaining water quality as established herein and the City shall be entitled to no refund in the event of any

Act of God

, repairs, interference by City and unanticipated interference by a third party. An Act of God shall not include seasonal weather and seasonal weather events that can be reasonably expected to occur during the summer in Jeffersontown, Kentucky. Any work performed by Company shall be subject to the conditions in section (1

4) Repair work provision of this bid spec.

13. Chemicals & Supplies: Company will supply, at its expense the following items:

a. All chemicals for safe and clean pool water throughout the summer. Chemicals include: chlorine, calcium chloride, sodium bicarb, stabilizer, algaecides, metal removal, soda ash, pool clarifier, acids and diatomacesous earth and any other chemicals required not specifically named above. b. The following bathhouse supplies: Disinfectant, paper towels, deodorizers, toilet tissue and trash can liners for pool & bathhouse. c. The following cleaning supplies: mops, brooms, dust pan, buckets, toilet bowl brush, scrubbies and sponges. d. Normal incandescent light bulbs for bathhouse pump room and lifeguard room. 6 e. First Aid Supplies: Band-Aids, gauze pads, antibacterial cream and bee sting swabs.

NOTE: City will provide original first aid kit.

City will supply, at its expense the following items: f. Cost of replacing all other light bulbs (not mentioned above) g. Other Equipment: Water hoses, pool vacuum heads, pool poles, pool vacuum hoses, ring buoys, rescue tube s, safety rope & buoys, chemical feed pumps, algae brushes, leaf ne t, shepherd hook, pool rule signs, trash receptacles, water test kit, first aid kit, pool vacuum and back board w/head immobilizer.

14. Repair Work: Company shall stand ready to perform any repair work needed that is pre-

approved by the City, however, City shall have option of using another contractor for repair work.

Repair work will be billed as follows:

a. Company will perform minor repairs to the pool and recirculation system as part of the service provided; however, City will pay for parts and/or materials. b. Any repairs required as the result of error by the Company shall be paid for by the company with no cost to the City.

c. For repair work wherein the cost does not exceed $100.00 (including parts/materials), the Company may submit an invoice for payment.

d. For repair work over $100.00 (including parts/materials), the Company shall seek authorization by the designated representative of the City. Upon authorization, company will perform work and invoice City. In the event the City elects not to have such work

performed, Company may cancel agreement if the failure to have such repair work performed interferes with the Company"s ability to carry out its responsibilities described in this document. e. Company will advise the City with regards to any necessary major repairs

15. Instructions/Coaches: Instruction and/or coaching opportunities are not included in this

proposal. All such opportunities shall require a separate proposal and will be contracted separately from this bid proposal.

16. Additional lifeguards: Company will provide lifeguards for special events, after hour parties and

extra hours of operation at the request of the City and subject to the following:

a. Lifeguards hours provided by the Company, other than those specified in this spec, shall be billed to the City at a rate of $______ per lifeguard hour, with a minimum number of ____ hours per event.

b. Company will not provide a lifeguard after 12:00 am under any circumstances. c. All private parties or events will required a $______ refundable cleaning deposit. d. For parties or special events for which the Company is to provide lifeguards, City is responsible for giving the Company seven (7) days" prior notice in writing with payment as to: i. Time and date of party ii. Number of people scheduled to attend iii. General age group of people scheduled to attend iv. Whether alcoholic beverages will be permitted at the party v. $_____ Refundable cleaning fee Following scale will be used to determine the number of lifeguards required at an after- hours event: 7

Number of People Number of Lifeguards

1 to 25

26 to 60

61 to 100

101 or more

Is there a

requirement to have additional lifeguards more than indicated in the list above for any teenage, college age or any party involving alcoholic beverages?

Yes or No _______ If Yes, How many? _____

Are there any requirements of the City for teenage, college age or any party involving alcoholic beverages? ______________________________________________ ____

17. Insurance/Liability: Company shall maintain and keep in full force the following coverage:

a. Worker's Compensation insurance covering all persons engaged on behalf of the Company in the performance of the terms of this bid spec. b. General liability insurance in the amount of at least $5,000,000.00 each incident and at least $5,000,000.00 each person. c. Professional liability insurance on the lifeguards in the amount of $5,000,000.00 Company shall supply a copy of certificates of insurance to the City with its bid verifying the above -mentioned insurance coverage. City will maintain and keep in full force and effect the following coverage: d. Premises liability insurance e. Comprehensive general liability insurance in the amount of $1,000,000.00 each accident and $1,000,000.00 each person. City will provide Company with proof of insurance in the form of Certificates of Insurance at time contract is signed.

18. Pre/Post Walk Through: Company will invite City to join them in a complete inspection of the

City's facility. Company will provide a detailed and specific account of the condition, and long term as well as short term needs of the pool to the City. Company will provide a written report sent to City. At the City's request, Company will perform any repair listed in the report, in accordance with section (14) Repair work.

19. Post Labor Day (Optional): Company will staff, maintain the pool and provide all necessary

services to allow swimming after Labor Day. City will notify Company in writing by August 15 th concerning post-Labor Day opening. Cost of post-Labor operation will be $_____ per each day from Labor Day through the final day that the pool is open for swimming.

Cost for lifeguards

$______ per lifeguard hour from Labor Day through the final day that the pool is open for swimming. 8

20. Closing: Unless City elects Post-Labor Day operation, the pool will be considered closed to

swimmer on the Tuesday after Labor Day. Company will close the pool as soon after that date as Company deems possible. Company will complete the following services to close the pool: a. Pump pool water to correct level b. City will drain all lines and fixtures in the bathhouse. City will use all common and accepted winterization techniques c. Install pool covers d. Drain pumps and hair/lint strainer e. Backwash and drain filter tanks f. Open all valves to appropriate settings g. Store City"s deck furniture h. Remove and store skimmer parts i. Remove and store all moveable ladders and lifeguard chairs j. Clean and store chemical feeders k. Drain and store hoses l. Add winterization chemicals to pool to retard algae growth

m. Prepare pool and pool plumbing lines for freeze protection; Company agrees to use common and accepted winterization techniques. Company will inject anti-freeze in

skimmers and related fixtures. Company assumes responsibility for any freeze damage and will repair any damage at Company"s expense with th e exception of damage due to circumstances beyond Company"s control n. Winterize filter if not operating (does not include restrooms and related pipes o. Vacuum pool prior to installing covers p. Prepare inspection closing report

q. Send letter in August requesting City personnel work through with Company to inspection City"s facility

21. Payments: Payments by City to company shall be made in accordance with the following

schedule: a. Five percent (5%) upon execution of contract b. Five percent (5%) on or before February 1 st c. Five percent (5%) on or before March 1 st d. Ten percent (10%) on or before April 1 st e. Twenty-five percent (25%) on or before June 1 st f. Twenty-five percent (25%) on or before July 1 st g. Twenty-five percent (25%) on or before August 1 s

Payments are due as indicated above.

22. Winter Service Agreement: Visit pool one (1) time each week during the period of October 1

st thru April 30 th and perform the following duties (cost should be included in total bid amount): a. Pump water off of or below pool covers, as needed b. Maintain pool water chemistry to prevent biotic growth c. Check and maintain all Freeze Guard Devices and Timers (if applicable) d. Remove and clean leaves from pool, if needed e. Keep pool and pool area clean f. Lower pool water and maintain proper water level in swimming pool. This is to protect freeze damage to skimmer lines caused by rainwater filling up pool 9 g. Add winterization chemicals to retard algae growth, if needed h. Walk through facility to check for vandalism, condition of pool covers and water or freeze damage i. Check restrooms j. Blow off pool deck, if needed k. Make sure facility is secure. All doors and gates are locked l. Notify the City immediately of any problems or issues that may arise during weekly visits m. Mail Winter Checklist inspection to City once each month

23. Contract shall be required: Successful bidder shall be required to enter into a written contract

with the City, which contract shall include the operative terms of the bid response as well as additional non - monetary terms. 10

CITY OF JEFFERSONTOWN, KY

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