12-Part B - ITB Scope of Work.docx

City of Alexandria Invitation to Bid

ITB: SWIMMING POOL MAINTENANCE, CLEANING, AND REPAIR (O&M) SERVICES

ITB No.: 2031

Part B – Scope of Work General Overview This module describes the Scope of Work for the Swimming Poll Maintenance, Cleaning, And Repair (O&M) Services. Detailed requirements for administration, performance, scheduling, and payment are addressed in Part C - Special Terms and Conditions and Part D – General Terms and Conditions.

Bids shall be submitted strictly in accordance with the requirements of the Solicitation and shall not include narrative proposals unless expressly required.

For this Solicitation, the term “Work” means the goods, services, or deliverables required under the Contract.

Performance Period, Location, and Workdays/Hours Period of Performance One (1) year form the date of award.

Renewal Options: See Part C - Special Terms and Conditions.

2.2. Work Location and Work Days/Hours.

Scope of Work

3.1 Contractor obligations, performance standards, inspection and acceptance requirements, scheduling, and payment provisions are addressed in Part C – Special Terms and Conditions and Part D – General Terms and Conditions.

3.2 The Contractor must provide all labor, supervision, equipment, tools, parts, and materials necessary to perform maintenance, cleaning, and repair of aquatics facilities and pool amenities in accordance with the manufacturer’s service manuals or other applicable reference documents approved by the City.

3.3 Specifications:

A. General Constraints:

1. The Contractor must comply with the provisions of Section 3-3-31.1 of the City Code during the performance of this Contract. All of the Contractor’s employees working on City-owned or City-occupied property shall be paid an hourly wage no less than the hourly wage rate published on the City's Living Wage website (https://www.alexandriava.gov/purchasing/info/default.aspx?id=2112) at the time of Contract execution (the "Living Wage").

2. The Contractor must accept payment with a City Purchase Card (P-Card).

3. In order to avoid disruption of work and other undesirable or unacceptable consequences, 3.4 Contractors must plan, schedule, and provide services in such a way as to conform to the operational needs of the City.

4. In order to assure efficient, effective, and cost effective operations, and to minimize adverse impact on local City programs and services, businesses, and the general public, the Contractor must coordinate all work through the COTR. The COTR will notify all City staff and/or other contractors of work at a respective facility.

5. Should the contractor be unable to furnish the required service within the period of time specific in the contract the City reserves the right to make emergency purchases from other sources.

B. General Responsibilities

The Contractor shall:

1. Comply with all Contract requirements;

2. Coordinate with the COTR prior to beginning tasks;

3. Perform required tasks;

4. Furnish through its workforce, or sub-workforce, the appropriate and necessary supervision, labor, tools, equipment, machinery, materials, supplies, and other services, including any relevant licenses or patent rights, necessary to perform the services contemplated by this ITB;

5. Maintain a clear line of communication with the City;

6. Work with the City to avoid problems, and when that is not possible, to resolve problems promptly and at the lowest possible level;

7. Provide to the COTR reports of work that have been completed;

8. Perform all work in accordance with current and applicable standards published by U.S. and international standards organizations like the American National Standards Institute (ANSI) or the International Swimming Pool and Spa Code (ISPSC);

9. Contact the COTR on any issues with City staff, other contractors, and the pool patrons or general public;

10. Maintain working conditions and deliver products and services that are safe, non-hazardous, sanitary, and protective of people and property;

11. Maintain the water levels in accordance with section 3.3.H.2 of the ITB throughout the winter/off-season and until the pool opening process begins (Although the pool cover should regulate the water level, if there is heavy rain or other inclement weather, the Contractor will be notified by the COTR to verify and adjust the pool water level in accordance with section 3.3.H.2);

12. Maintain all pool covers throughout the winter and until the pool opening process begins for the next pool season; and

13. Provide a checklist of the opening and closing procedures and sign off once all tasks of opening and closing a pool for the pool season or turning a pool active or offline have been completed. The checklist shall be provided within five (5) Business Days of the COTR’s request for the checklist.

C. Miscellaneous Work:

Upon City request and after discussion with COTR, the Contractor shall perform the following miscellaneous tasks:

1. All debris such as trash, litter, or leaves in the swimming pools or on the deck area shall be removed by the Contractor. Additionally, debris shall be removed by the Contractor after the completion of any repair or maintenance work. The City may elect to have this maintenance task completed on a weekly basis when requested by the COTR. The Contractor shall be responsible for transporting any debris from the location of the City swimming pool to a legal disposal site. The pricing schedule shall account for removal and transportation of all debris from the site(s) to a legal disposal site;

2. All pumps and other equipment shall be properly sized for the work to be done. All equipment shall be approved for use by the COTR;

3. The Contractor shall drain each swimming pool into the curb gutters. The drainage water must be pumped onto the parking lot or other surrounding areas approved by the COTR. The hydrostatic relief valve must be checked to assure free passage of ground water and no accumulation of dirt or sediment in order to prevent the valves from closing when it comes time to fill up the pool;

4. The Contractor shall flush out all lines and pay special attention to the cleaning of skimmer lines and the removal and cleaning of the bottom of the skimmer plates;

5. The Contractor shall flush and remove sediment from the gutters from all active pools;

6. Clean and polish stainless steel gutters;

7. The Contractor shall acid-clean all marblelite surfaces of each swimming pool with a muriatic acid solution of not less than fifteen percent (15%) and not greater than twenty percent (20%). The Contractor will be liable for any burning or discoloration of the marblelite surfaces as a result of the Contractor’s use of an acid solution higher than twenty percent (20%). If the surfaces are damaged or discolored, the Contractor shall repair and/or replace those surfaces at Contractor’s own expense;

8. Since acid will discolor stainless steel; therefore, acid shall not be used on stainless steel light fixtures or gutters at any swimming pool. If discoloration of any stainless steel results, the Contractor shall be liable of the damages and shall repair and/or replace the discolored stainless steel at no cost to the City; and

9. The acid remaining must be neutralized by a base before it can be flushed into the storm sewer. The Contractor shall monitor the potential Hydrogen (pH) carefully and maintain the pH between 6.5 and 7.2. The Contractor shall be liable for any damages caused by the Contractor going outside the recommended pH parameters.

10. Install a new modulating float valve on the bottom drain contribution to the surge pit and adjust it so that only 25% of the total flow is allowed from the bottom drain with an empty pool and approximately 5-10% is allowed when the pool is busy.

11. Install a new low voltage automatic fill sensor in the surge pit with the sensor located at approximately ¾ the way below the top of the pit. Install a new low voltage solenoid valve to discharge into the pit as well.

12. Removal of diving board and stand

13. Installation of competition level diving board and stand

D. Maintenance of the Filtration System:

During the opening and closing of the pool season and after discussion with COTR, the Contractor shall:

1. Inspect the cleanliness and integrity of the filter element(s). If the filter element(s) is determined to be ineffective when cleaned, then, the Contractor shall replace those element(s);

2. Verify the filtration system components are free of leaks; and

3. Determine flow rates are appropriate to maintain system efficiency.

E. Repair and Oversight

1. The Contractor shall inspect and notify the COTR of any pump, circulating system, component, fixture or hardware in need of service or repair in order to maintain a safe, leak free environment and ensure containment of chemical treatment devices within the pool mechanical areas, in compliance with health department regulations.

F. City Coordination

The Contractor shall:

1. Inform the COTR of all items requiring corrective maintenance and/or repair prior to starting maintenance and/or repair;

2. Coordinate with COTR to provide a schedule that indicates maintenance and service visit dates;

3. Comply with the customer’s security requirements through documented arrival and departure for all visits;

4. Test discharge pool water via chemical testing kit to ensure discharge remains within acceptable limits of state and federal environmental standards. If it is determined that the discharge pool water is not in compliance, the Contractor shall immediately notify the COTR;

5. Ensure that a sufficient quantity of supplies required to complete all opening, closing, and cleaning work listed in the Bidder’s Pricing Schedule are readily available, so that there are no delays in work. The Contractor shall confirm from the COTR on what would constitute as sufficient quantities;

6. The Contractor shall obtain all required permits to obtain, use and store hazardous materials (HAZMAT) and the Contractor shall comply with all applicable laws, statutes, rules and regulations regarding the purchase, use, and storage of HAZMAT. HAZMAT permits (such as pool operator certifications) will be included maintained by the Contractor, and must be available for inspection upon request by the COTR and/or the Alexandria Health Department;

7. Submit to the COTR all Material Safety Data Sheets (MSDS) of all pool related supplies that will be utilized. Prior to commencing any services, the COTR will first review the MSDS and provide the Contractor approval for use of those supplies;

8. Appoint those individuals who possess the required skills, experience, and other qualifications of their job classification to address the City’s work requests. If the COTR determines that the Contractor’s personnel are not qualified to perform any of the pool services, the Contractor shall immediately provide qualified replacement(s) for those individuals deemed unqualified;

9. Maintain a work force of sufficient size to handle the Contract(s) awarded by the City, including reserve personnel to fill vacancies during absences due to illness, vacation, or holidays;

10. Maintain and enforce Contractor’s personnel policies, acceptable to the City, governing behavior, substance abuse, and relations with City staff or the general public. The Contractor shall establish and consistently and effectively enforce those written policies. Failure to abide by any of the policies may result in termination of contract, including disbarment;

11. The Contractor shall agree to meet with the COTR on specific dates when the pools are being inspected by the City’s Health Department, so that the Contractor is available for any additional and/or corrective work that may be needed in order to receive approval in opening the pool; and

12. Provide one (1) continuous point of contact for the City.

13. To meet the City’s required response time of forty-eight (48) hours to provide an assessment and next steps for remediation.

G. Pool and Bathhouse Opening

The Contractor shall discuss with the COTR and perform the following pool opening tasks at the start of the pool season or when a pool will be made active for the first time:

1. The Contractor shall ensure that the City pools/aquatic facilities meet all applicable standards for water quality and safety, especially the standards presented from the Aquatic Health Ordinance (https://library.municode.com/va/alexandria/codes/code_of_ordinances?nodeId=PTIITHCOGEOR_TIT11HEENSARE_CH11SWPOSPPOHECL_ARTAGEPR);

2. The Contractor shall remove, clean, fold, and store the pool cover at the location designated by City staff;

3. The Contractor shall inspect pool cover for wear and tear and/or damage;

4. The Contractor shall report the condition of the pool cover;

5. The Contractor shall inspect the pool and present a proposal with cost estimates of necessary repairs or maintenance;

6. The Contractor shall inspect all masonry work;

7. The Contractor shall turn on water supply at meter to re-establish the plumbing in the bath house, including

a. Showers (including outdoor) - reattach shower heads/hoses, handles, and cartridges;

b. Toilets/urinals - reassemble flush valves and reattach angle stop valves;

c. Sinks – reattach supply lines and angle stop valves and traps, and move handles to off position;

d. Drinking fountains – reattach supply lines and reassemble push buttons;

e. Water heater – turn power supply on, fill tank, reattach temperature gauges;

8. The Contractor shall drain water; clean all pool surfaces to the satisfaction of the COTR; and replace grout, tiles, depth markers, and caulking, if applicable;

9. The Contractor shall re-establish any water feature that was winterized;

10. The Contractor shall install all handrails and ladders, diving boards and other equipment, if applicable;

11. The Contractor shall ensure that the pool deck is clean and free from debris;

12. The Contractor shall re-install all plugs, meters, gauges, and chemical feeders, and start filter system and balance pool water with contractor supplied chemicals;

Replace tubing, injectors, and fittings, set up pool chemical controllers.

13. The Contractor shall prepare the pool in compliance with the Aquatic Health Ordinance standards;

14. In order to be ready for the seasonal opening of the pool, all cleaning and necessary repair work for the following pools must be completed on or before May 10 (the COTR may request a later date):

a. Warwick Swimming Pool;

b. Municipal (Old Town) Swimming Pool;

c. Municipal (Old Town) Training Pool; and

d. Memorial Pool.

H. Pool Closing and Winterization

When closing a pool at the end of the pool season; when taking a pool offline; or upon City request; after discussing with the COTR the Contractor shall:

1. Coordinate with the COTR during the pool season for the dates of closing the individual pools. All outdoor pools shall be winterized by no later than Indigenous Peoples’ Day of any given year;

2. Lower the water levels of the pools to twelve inches (12”) below the bottom of the skimmer openings;

3. Provide algaecide treatment to pool water, as required, to keep the pool water clean and clear and until the pool opening process begins for the next pool season;

4. Remove and store on site all handrails and ladders, diving boards and other equipment, if applicable, at the COTR designated areas;

5. Drain all water from skimmer lines;

6. Provide and install expansion devices in all skimmers;

7. Install pool covers;

8. Winterize the pool filter systems. The filter tanks shall be drained; all valves above water level shall be placed in an open position; and all valves below water level shall be winterized using heat tape provided by the Contractor;

9. Remove and clean chemical feeders. Chemical vats shall be rinsed clean and stored upside down in the pool mechanical area; winterize pool chemical controller – probes

10. Turn off water supply at meter and winterize bath house plumbing using contractor-supplied antifreeze solution, including:

a. Showers (including outdoor)- remove shower heads/hoses, remove handles and cartridges

b. Toilets/urinals- remove and disassemble flush valves, remove angle stop valves, add antifreeze to the bowls

c. Sinks- remove supply lines and angle stop valves, remove traps or add antifreeze to them, leave handles in the open position

d. Hose bib/water spigots (including eye wash station)- remove hose and/or vacuum breakers and leave in open position

e. Drinking fountains- remove all supply lines, disassemble push buttons

f. Water heater- turn power supply OFF, drain tank, remove temperature gauges;

g. Main drain winterized

11. Perform cleaning and repair work of Rixse Pool takes place beginning the Tuesday after Labor Day and lasting one week, or upon City request. Rixse Pool will re-open once the Contractor ensures that the repair work meets compliance, and the pool is fully functional by the following Tuesday. During this time, the hydrostatic relief valve must be checked to assure free passage of ground water. If the City determines that whitecoat is required for any pools, the work shall be completed as coordinated with the City.

I. White coating

Prior to the opening of the pool season or upon City request and after discussion with the COTR, the Contractor will be required to perform the following whitecoat tasks:

1. After cleaning the pools as specified in Section 3.3.J, the Contractor shall thoroughly flush the pool walls with fresh water. The hydrostatic relief valve must be checked to assure free passage of ground water. The walls shall be left clean and free of loose materials, dust, and foreign matter. The lump sum cost for any preparatory work required to ready the surfaces for whitecoat, such as washing the walls or cutting out and filling hollows, shall be included in the amount for whitecoat in the Bidder’s Pricing Schedule;

2. The Contractor shall score the existing whitecoat under the tile and around fittings. This work must include sawing the old plaster immediately below the waterline tile band; chipping old plaster back approximately one and a half inch (1 ½”) below the tile; and chipping old plaster from around all fittings. All unbonded plaster must be removed during the chipping phase;

3. The Contractor shall chip out the existing racing lane tile; thoroughly clean tile debris; and etch the exposed formerly tiled surfaces. Racing lanes will then be patched with white cement, so that the pool floor is level. The Contractor shall install new tiled racing lanes to the number and dimensions of existing lanes. Additionally, the Contractor shall chip off existing tiled racing targets. Targets will be patched in a similar fashion as the lanes;

4. The Contractor shall strip expansion joint tile and install new expansion joint tiles the same size as the previous tiles. The Contractor shall stuff, prime, tape, and caulk expansion joints with material suitable for underwater applications according to manufacturers’ latest specifications. The color of the caulk shall be white;

5. The Contractor shall thoroughly inspect all fittings, hydrostatic relief valves, grates, and underwater lights. Any deficiencies shall be brought to the attention of the COTR;

6. The Contractor shall whitecoat the pool’s interior with a marblelite plaster finish consisting of two (2) parts marble dust to one (1) part white cement J. The City’s preferred brand is either waterproof Medusa or Trinity White. The Contractor may provide an alternate with similar salient characteristics as the City’s preferred brands which will need be approved by the COTR prior to use. The whitecoat shall consist of one (1) coat with total thickness of not less than half inch (1/2”) or more than three-quarter inch (3/4”);

7. The whitecoat shall not be applied during inclement weather conditions, or when the temperature is below sixty (60) degrees Fahrenheit;

8. The whitecoat shall be applied by those individuals in the Contractor’s personnel who are qualified and experienced to perform white coating work. If the COTR determines that the Contractor’s designated staff member is not qualified and experienced to perform white coating, the COTR can request an alternate from the Contractor. Failure to do so may result in termination of Contract;

9. The Contractor shall trowel the whitecoat to a smooth, dense, impervious surface, free of stains, and in a uniform white color; and

10. The Contractor shall ensure that the deck drains are clear and free of whitecoat residue. If the drains are clogged with whitecoat residue, the Contractor shall unclog and clean the drains at no additional cost to the City.

J. Annual Pool Cleaning

Prior to the opening of the pool season or upon City request, after discussion with the COTR, the Contractor’s pool cleaning services shall include but not be limited to the following:

1. All pool cleaning tasks referenced in sections 3.3 A through 3.3.I of the ITB;

2. Skim, brush, and vacuum the bottom of the pool;

3. Inspection and cleaning of pool tiles, caulking, skimmer and pump strainer baskets, pool covers, pool pumps, and filters;

4. Checking the pressure from the filters;

5. Performance of water tests;

6. Removal of any pool debris; and

7. Perform cleaning and repair work of Rixse Pool takes place beginning the Tuesday after Labor Day and lasting one week (or upon City request). Rixse Pool will re-open once the Contractor ensures that the repair work meets compliance, and the pool is fully functional by the following Tuesday. If the City determines that whitecoat is required for any pools, the work shall be completed as coordinated with the City.

8. The cleaning and repair work for the following inactive/decommissioned pools shall be included if requested by the City:

i. Nicholas Colasanto Mini-Pool; and

ii. Nannie J. Lee Pool.

K. Weekly Service Visits

During the pool season, upon City request, after discussion with the COTR, the Contractor’s pool weekly services shall include but not be limited to the following:

1. Backwash filter system(s)

2. Clean hair and lint strainer(s)

3. Check chemicals and rebalance manually or via controller

4. Provide online report to on-site management.

5. Report any failure or needed repairs

Existing Site Conditions

LOCATIONS AND SIZES OF ACTIVE POOLS

(in gallons)

(3210 King Street)

Warwick Pool (Outdoor)

(3301 Landover Street)

(1609 Cameron Street)

(1609 Cameron Street)

(901 Wythe Street)

(3795 W. Braddock Road)

(3795 W. Braddock Road)

5. Operational Environment

5.1. Existing Operations to Remain in Service

5.2. Noise and Work Hour Restrictions

5.2.1 Work hours for loud projects may be restricted to certain hours per Alexandria Code and/or require a noise permit.

5.2.2. Contractor employees performing work during school hours at pools located inside schools will need to comply with all school security requirements.

5.3. Material Storage and Staging Constraints

5.3.1 HAZMAT materials must be stored in designated areas.

5.3.2 Staging areas (such as parking lots, pool decks, fencing, etc.) must be coordinated with the COTR.

· Percent complete

· Work performed during reporting period

· Work planned for the next reporting period

· Schedule impacts, if any

6.3. For all projects, the Contractor will comply and promptly notify the City if writing of:

· Delays

· Differing site conditions

· Safety incident

· Material or worker shortages affecting the schedule

· Site safety rules

· City access requirements

· Coordination protocols

· Disrupt City operations

· Affect the public

· Require utility shutdowns

· Warranties and guarantees

· Operation and maintenance manuals

· Safety Data Sheets Part B – Scope of Work or Description of Goods image1.png