INVITATION TO BID

(CONTRACTED SERVICES)

(ITB)

ITB-0005-26 REBID

AQUATICS / WATERPARK MANAGEMENT SERVICES

(POOL MANAGEMENT SERVICES)

SOLICITATION ISSUE DATE: Wednesday, February 25, 2026

BID’S DUE DATE and OPENING DATE:

Friday, March 27, 2026, by 3:00 P.M.

BIDNET WILL NOT ACCEPT LATE SUBMITTALS

“Electronic” Submittals Must be uploaded to “Bidnet” https://Bidnetdirect.com/georgia/cityofstonecrest

(Paper, Faxed, E-mail, Mail Submittals Will Not Be Accepted)

ISSUED BY:

City of Stonecrest

Procurement Department 3120 Stonecrest Boulevard

Stonecrest, Ga. 30038

ITB-0005-26 REBID ITB-1

Aquatics/Waterpark Management Services (Pool Management)

TABLE OF CONTENT

TITLE PAGE NO.

GENERAL INFORMATION 2

PROCUREMENT SCHEDULED AND EVENTS 3

SCOPE OF WORK 4

GENERAL TERMS AND CONDITIONS 15

ADDITIONAL ATTACHMENTS AND REQUIRED FORMS:

ATTACHMENT “A” – BIDDER’S REQUIRED FORMS:

1. BID CHECKLIST

2. BIDDER’S CERTIFICATION

3. STATEMENT OF QUALIFICATIONS

4. AUTHORIZED SIGNATORIES

5. PURCHASING POLICY ADDENDUM

6. CONFLICT OF INTEREST DISCLOSURE

7. AFFIDAVIT VERIFICATION STATUS FOR CITY

PUBLIC BENEFIT APPLICATION

8. DRUG-FREE WORKPLACE

9. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE

ACT AFFIDAVIT “E-VERIFY”

10. SUBCONTRACTOR AFFIDAVIT UNDER O.C.G.A. § 13-10-91(B)(3)

11. INDEMNIFICATION CLAUSE

12. NON-COLLUSION STATEMENT

13. VENDOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES LIST

14. REFERENCES

Attachment B – Sample Professional Services Contract Attachment C – Purchasing Policy

ITB-0005-26 REBID ITB-2

Aquatics/Waterpark Management Services (Pool Management Services)

GENERAL INFORMATION

The following information and instructions are given for the purpose of guiding Bidder’s in properly preparing their bids responses and are standard for Invitations to Bid (ITB) Solicitations as issued by the City of Stonecrest Procurement Department. These directions and instructions have equal force and weight with the scope of services, specifications and strict compliance which is required with all of these provisions. The City may delete, modify supersede any of these standard instructions for a particular contract to Contractor or in the line item. It is the Bidder’s sole responsibility to become familiar with the scope of services and requirements herein prior to submitting a bid.

For information concerning procedures, clarification, and technical assistance pertaining to this solicitation, contact the Procurement staff identified in the solicitation.

City of Stonecrest Procurement Department

ATTN: Tanisha Boynton, Procurement Official 3120 Stonecrest Blvd., Suite 190

Stonecrest, Ga. 30038 Phone: (772)-224-0200

Email: Tboynton@stonecresga.gov

All questions and requests for clarification concerning this solicitation and procurement process MUST be submitted in writing via Bidnet under “Message – Opportunity Q&A” at: (https://Bidnetdirect.com/georgia/cityofstonecrest). Please follow the instructions provided on Bidnet. The deadline to submit non-administrative questions is Wednesday, March 18, 2026, by 5:00 P.M. Answers to questions received will be responded to via an Addendum posted on Bidnet. Questions received after the date referenced above will not be accepted.

No bid response will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City such as delinquent in payment of property or other taxes with Stonecrest, delinquent in payment of a loan(s) with the City, has had property acquired through foreclosure or a judgment within the past ten (10) years, has outstanding judgements or debts owed to the City, has been convicted of a felony that affects property or neighborhood or neighborhood stability, health, safety or welfare or who is deemed irresponsible or unreliable by the City Council.

No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid response will be considered evidence that the Bidder has familiarized themselves with the nature and extent of the work, equipment, materials, and labor required.

ADDITIONAL TERMS AND CONDITIONS: No additional terms and conditions included by the Bidder with the Bid response shall be evaluated or considered. Any and all such additional terms and conditions shall have no force and effect and are inapplicable to this Bid if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. It is understood and agreed that the general conditions in this Invitation to Bid are the only conditions applicable to this Bid and the Bidder’s authorized signature on Attachment “B” - Bid Cost Proposal (Bid Sheet) attests to this.

AUTHORIZED SIGNATORIES: All associated forms must be signed by one duly authorized to do so. The individual submitting shall be authorized to sign (electronically accept) this solicitation response on the behalf of the Contractor as indicated in the Certificate as to Corporate Principal, designation letter by Director/Corporate Officer, or other business authorization to bind on the behalf of the Contractor. No bid response will be accepted, for any reason whatsoever, which is not submitted to the City as stated above, within the specified time.

BID ACCEPTANCE: Bidder warrants, by virtue of bidding, that their bid and the prices quoted will be firm for acceptance by the City for a period of One Hundred and Twenty (120) days from the date of bid opening unless otherwise stated in the solicitation. The City shall award contract within this time period or shall request to the recommended awarded Contractor an extension to hold pricing, until products/services have been awarded.

MATERIAL MODIFICATIONS / ALTERATIONS: Material modification and/or alterations to the verbiage or documents herein made by the Bidder is expressly prohibited and is not enforceable. Modifications and/or alterations may render the Bidder’s submission void and bar the Contractor from consideration in connection with this solicitation.

ITB-0005-26 REBID ITB-3

PROCUREMENT SCHEDULE AND EVENTS

1. PRE-BID MEETING AND SITE-VISIT:

There will be a Pre-Bid Meeting on Friday, March 13, 2026, at 10:30 am, local time, at City of Stonecrest Browns Mill Recreation Center, located at 4929 Browns Mill Road, Stonecrest, Ga. 30038. The purpose of this pre-bid conference is to explain the method of selection, to provide an overview of the service requirements and view the area in which services will be performed.

Site-Visit: There will be a site-visit at the Browns Mill Aquatic Center shortly after the pre-bid meeting.

It will be the sole responsibility of the Bidder to become familiar with the scope of work and City requirements prior to submitting a bid. No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid will be considered evidence that the bidder has familiarized himself with the nature and extent of the work, equipment, materials, and labor required.

2. TRANSACTION FEES:

The City of Stonecrest uses Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) to distribute solicitations.

There is no charge to Contractors to register and participate in the solicitation process, nor will any fees be charged to the awarded Contractor.

3. ELECTRONIC BID SUBMISSION DEADLINE:

Electronic Bid Responses shall be submitted via Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) in response to this solicitation, prior to the designated bids due date and time indicated in the solicitation, Friday, March 27, 2026, by 3:00PM. PAPER BID SUBMITTALS WILL NOT BE ACCEPTED.

4. ELECTRONIC BID OPENING:

All Invitations to Bid solicited by the City of Stonecrest will be opened electronically via Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) at the date and time indicated in the solicitation. This meeting will be conducted virtually via “Microsoft Teams Meeting” Platform and in-person at City Hall, 3120 Stonecrest Blvd., Suite 190, Stonecrest, Ga. 30038, Lithonia Conference Room. Bidders may attend this meeting in real time on a computer, laptop, cell phone or any other device with Wi-Fi access.

Get the app now and be ready when your first meeting starts https://www.microsoft.com/en-us/microsoft-teams/downloadapp.

Microsoft Teams meeting Join on your computer, mobile app or room device

Meeting ID: 290 634 656 764 57 Passcode: Ux3Ho7Vk

Information on bid results and solicitations currently out to bid can be obtained on the City website:

https://www.stonecrestga.gov/199/Procurement

ITB-0005-26 REBID ITB-4

SCOPE OF SERVICES

1. PURPOSE:

The City of Stonecrest is seeking bids from qualified and experienced bidders, (hereinafter referred to as “Contractor”) to provide Aquatics/Waterpark Management Services (“Pool Management Services”) at our Browns Mill Family Aquatic Center. Services shall be performed in accordance with the terms, conditions, and scope of services contained in this Invitation to Bid (ITB).

Note: This is a revenue sharing contract.

The Contractor shall furnish all labor, materials, equipment, personnel, tools, transportation, supervision, machinery, fuel and other incidentals necessary to perform the services requested herein and typical of these types of projects.

2. BACKGROUND:

A Vibrant Mosaic in the Heart of Georgia nestled in the southeastern corner of DeKalb County, Georgia, lies the young city of Stonecrest. Incorporated in 2017, Stonecrest boasts a vibrant tapestry woven from its diverse community, burgeoning development, and natural beauty. The City provides municipal Parks and Recreation services. The City of Stonecrest owns and operates an Aquatic Center with lap pool, flume slides, lazy river, children’s water area and other water features.

3. CONTRACT ADMINISTRATOR/DESIGNEE/PROJECT MANAGER:

The Director of Parks and Recreations or Designee.

4. GOVERNING REGULATIONS:

The Contractor shall provide services in compliance with all state, federal, city, and county regulations and guidelines.

5. LOCATION:

The Contractor shall provide aquatic/waterpark management services (Pool Services) at Browns Mills Family Aquatic Center, 4929 Browns Mill Road, Stonecrest, Ga. 30038. Stonecrest Aquatic Center consists of a Main Pool with zero entry and a double tower slide, plus an attached 4 lane lap pool, a small child pool area with zero entry and water play features and a lazy river area.

6. SERVICES TO BE PERFORMED:

The Contractor shall oversee all aquatics management functions for the Facility, to include but not limited to; provide staff, collect payments on the behalf of the City, conduct preparation measures for seasonal opening, water purity and chemical balance, winterization, maintain adequate records which reflect safety and maintenance inspections, chemical levels, incidents, in-service training and any other information to properly manage the Facility during the term of this agreement;

1. The Contractor shall conduct service training as per guidelines of Ellis, Red Cross or Star Guard.

2. The Contractor shall provide both orientation and training onsite prior to the opening of the season along with monthly training in services for the duration of the season.

3. The Contractor will prepare a manual for employees dictating the securing of pool areas, opening/closing duties, vacuuming the pool, backwashing the filter, post event clean-up, on duty policies (including appropriate dress), guard stationing and rotations, basic pool rules, importance of keeping working areas clean (pump house), and the importance of customer service.

4. The Contractor will be responsible for completing and obtaining all county department of health certifications prior to opening each year.

5. The Contractor shall invoice the permit fees for DeKalb County to the City for payment with the first payment invoice.

All other pool facility requirements, documents, permits, and inspections will also be obtained by the Contractor for the City.

ITB-0005-26 REBID ITB-5

6. The Contractor will be required to E-Verify each employee and conduct both state and national background checks.

Verifying documentation will be required by the City.

7. The City has the authority to require and impose rules and regulations to be enforced by the Contractor. The City has the right to request any employee be removed from performing the work under this contract.

8. Staffing:

The Contractor must supervise lifeguards on a weekly basis and provide written proof of supervision and evaluation to the City of Stonecrest Parks and Recreation Department. The Contractor must provide the City with any opening/closing incident and accident reports. In no event shall the City be responsible for monitoring or assessing the suitability of any employee or agent of the Contractor.

All personnel must always be uniformly identified. Employees shall be paid in accordance with the minimum Federal Wage and Hour Laws. The Contractor shall be responsible for the payment of all employment taxes and Social Security taxes related to the employment of said personnel.

The Contractor shall provide licensed and certified lifeguards, lifeguard supervisors and pool maintenance staff. The Contractor shall receive written authorization prior to making any staff changes. The Contractor shall maintain and provide current licenses and certifications of all staff assigned to perform services under this agreement.

1. Site Supervisor:

1. The Contractor shall provide a Site Supervisor. The Site Supervisor shall be a certified pool operator. Certification must be maintained during the term of this agreement. The Contractor shall provide copies of current certifications during the term of this agreement.

2. The Site Supervisor shall be responsible for overseeing pool lifeguards, coordinating the seasonal opening, and closing procedures of the pools, and facilitating the delivery of all pool necessities, including chemicals, cleaning equipment, and lifesaving equipment in accordance with the City's Financial Management Purchasing Policy.

3. The Site Supervisor is responsible for scheduling work for these procedures and scheduling a county inspection.

4. Inspections:

The Site Supervisor will also conduct inspections of the Pool's operation and facility conditions at least three times per week. The results of these inspections will be reported to the Athletic & Aquatic Coordinator immediately so that any necessary action can be taken quickly.

5. The Site Supervisor will also provide the City with a cell phone number where he/she may be reached in the event of an emergency.

6. The Site Supervisor will notify the Service Technician when a repair is needed.

7. The Site Supervisor shall be responsible for resolving any complaints or issues that may arise in connection with the operation of the Pool. The Site Supervisor may enlist the help of the Contractor as needed.

2. Service Technician:

1. The Service Technician is responsible for performing all minor repairs on an as needed basis.

2. The Service Technician is on call seven days a week in season for maintenance and repair calls.

3. Service Technician with maintaining pool chemistry and assist with debris removal, as needed.

ITB-0005-26 REBID ITB-6

4. The Service Technician shall perform basic pump house maintenance.

5. The Service Technician shall receive written approval of the City prior to initiating repairs. The

Service Technician will schedule the repair, gather parts and materials, and perform the repair in accordance with the City's Purchasing Policy.

3. Lifeguard Supervision:

The Contractor will provide lifeguard supervision for public swimming, swim lessons, and other organized pool activities such as private parties.

4. Lifeguards:

All Lifeguards must be employees of the Contractor and not independent contractors. At a minimum, four

(4) lifeguards must be on duty, in public view, always when the facility is open, including a lifeguard on duty at the top of the Slide Tower. One (1) additional lifeguard is required for every twenty-four (24) people in attendance beyond the first fifty (50) attendees, and there must be a minimum of one (1) lifeguard in reserve for rotations.

1. Lifeguards must be certified through the Red Cross in lifeguard training, first aid, and CPR for infants, children, and adults. Proof of certification must be provided to the City prior to opening of pools.

2. 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.

3. Lifeguards are responsible for supervising pool activities and ensuring safety.

4. Lifeguards shall also assist the Service Technician with maintaining pool chemistry, and debris removal from the pool area.

5. Lifeguards shall report any problems to the Pool Coordinator or Site Supervisor.

6. Lifeguards and pool facility operations will be requested during all swim meet practices, pool rentals, and meets. (If any)

7. Additional Lifeguards:

1. The City may request additional lifeguards for City events on an as needed basis at the rate established in accordance with this agreement.

2. If operations warrant additional lifeguards due to attendance or other factors, the City will agree to additional lifeguard staff at the rate established in accordance with this agreement.

Note: The Pool Coordinator and Site Supervisor will supervise the swimming pools but will not be counted in the ratio of required lifeguards.

9. Facility Prep:

Access to the facilities for this preparation work is to be coordinated with the City's Athletic & Aquatic Coordinator of Parks and Recreation.

1. Pre-Season Site Evaluation and Recommendations:

The Contractor will review all bathhouses, pool decks, pool shells, pump/chemical/filtration systems, and essential pool equipment to recommend the needed improvements annually on or around the end of April and first part of March. A detailed report will be submitted to the City of Stonecrest Parks and Recreation Athletic & Aquatic Coordinator no later than this date. This is to ensure ample time to make repairs and improvements to successfully open sites prior to opening date.

ITB-0005-26 REBID ITB-7

2. Opening:

The Contractor shall provide the following services no later than two (2) weeks prior to the scheduled opening date of the pool, or the date authorized by the City's representative:

Pressure wash pool deck.

Clean, inspect and prepare vacuuming equipment and hoses.

Drain and acid wash pools or surfaces if necessary.

Order, store, and utilize necessary chemicals.

Fill pools and balance pool chemistry.

Install ladders, check diving boards, place lifeguard chairs and place furniture.

Check and test equipment, i.e., chemical feeders, flow meters, pressure gauges, valves, underwater lights, skimmers, vacuum systems, return inlets, report status to the City.

Check all pumps and motors to the attractions; lubricate values and pump bearings, as necessary.

Clean pool area within the pool enclosure and pool bathrooms.

As a good practice, circulate water through filtration system.

Furnish, store, and inject necessary chemicals for operation of the pools.

Backwash filters and inspect any defects.

Have pools ready for operation at least seven (7) days before opening day, or the date approved by the City's authorized representative.

Report to the City in a timely manner of all operating deficiencies found.

Be responsible for check-out and handling of facility keys to staff.

Check the condition of life saving equipment and report any damaged or missing equipment to the City.

Checking the condition of proper maintenance and cleaning equipment.

Ensure annual maintenance service task has been completed on chemical feeders since prior season’s end.

As a safety rule, conduct maintenance servicing to underwater pool lights. It must include the proper waterproof.

Other items as assigned by the City.

10. Facility Operations:

The Contractor will be responsible for the following duties, daily or as needed:

1. The Contractor shall also be responsible for maintaining pool records of pool chemistry as dictated by county law.

2. The Contractor shall conduct daily safety checks. Safety checks shall be documented (written) daily for the entire facility.

3. Enforce all rules and regulations stipulated by state regulations for public pools and the City (City Code Chapter19) and provide recommendations regarding additional rules and regulations for the operation of the pool.

4. Maintain tests and records for the Facility as may be required by the State of Georgia, DeKalb County, and the City and meet all requirements for such.

5. Maintain any additional records for the Facility as required by the City.

ITB-0005-26 REBID ITB-8

6. The Contractor shall be on duty a minimum of one (1) hour before and one (1) hour after public swimming operating hours.

7. Pool vacuuming should be scheduled daily. Each pool will be vacuumed entirely, at a minimum of once per week. Pools will be vacuumed before the public enters the pool.

8. Pool filters must be backwashed as needed. Backwash the filter system according to the manufacturer’s recommendation as required.

9. Lifeguard’s room, outdoor bathhouse/restroom, all areas within the fencing, and the premises within twenty-five (25) feet of the facility must be maintained in a clean and orderly fashion by the proper collection of waste, garbage, and all other debris.

10. Everyone on duty within the Aquatic Center, regardless of employment, will assist with litter and cleanliness of any common area, or when a visual need for cleaning or re-stocking arises. It is in everyone’s interest to keep the facility clean and always functioning.

11. The primary cleaning of the outdoor bathhouse/restrooms must be completed during times not scheduled for public swimming or programing.

12. The Contractor will assist City Staff by maintaining the areas around the Lifeguard stands, pump houses, lifeguard rooms/lockers and assisting with cleaning and stocking based on availability and/or upon request by City Staff for assistance.

13. The pool deck must be cleaned and maintained throughout each day.

14. Trash must be emptied as needed daily. All bags must be emptied at the end of the day to prevent pests. All bags must be placed in the dumpsters outside the facility.

15. Deck furniture must be straightened daily and set up upon closing in preparation for the following day.

16. Pool deck must be blown and kept debris free daily.

17. All safety equipment must be checked and tested.

18. The Contractor will retain a record of all problems brought to their attention. The Athletic & Aquatics Coordinator should be contacted within 24 hours (about 1 day) of all problems.

19. The Contractor will maintain detailed incident records consisting of any pullouts, rescues, or injuries, describing the circumstances surrounding the incident and denoting the specific location of the incident. The Athletic & Aquatics Coordinator should be notified immediately if any of the above incidents occur.

20. The Contractor will keep detailed records of pool closings for partial or full days.

21. The Contractor shall use testing kits and chemicals to maintain the proper pool water chemical balance, pH levels, chlorine levels, alkalinity levels, cyanuric acid levels, and calcium hardness levels.

22. The Contractor will stock chlorine, cyanuric acid, sodium bicarbonate, muriatic acid, soda ash, calcium chloride, polyquat algaecide, pool clarifier, and other chemicals necessary to maintain proper pool chemical balance.

23. The Contractor will supervise all lifeguard personnel and instructors employed by Contractor.

24. Once the season has opened for regular hours of operation, Contractor shall make supervisory site visits to the pool facilities with regular frequency.

25. Attention to safety, health and general maintenance of the physical plant will be the focus of these reviews.

Contractor shall provide a written report of inspection and review of conditions.

26. Ensure staff are trained to meet professional standards and in proper “Lifeguard” uniform for quick identification.

27. Post results of each County Health Inspection.

ITB-0005-26 REBID ITB-9

11. Water Quality Standards:

1. The Contractor will maintain, at its expense, an inventory of all chemicals appropriates for the proper routine operation, safety and cleanliness of the swimming pool.

2. The Contractor will use the current sanitation systems in place. (Acid PH Control and Pulsar

Chlorination System, or other).

3. The Contractor 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, at its expense.

4. The Contractor shall maintain the swimming pool water within the recommended tolerances:

Chlorine: 2.0-5.0 ppm pH: 7.2-7.8

Calcium Hardness: 200-400 ppm

Cyanuric Acid: less than 100 ppm

At no time will the water chemistry cause a failure of permission to operate the pool granted by local health departments. If the local health department revokes permission to operate a pool due to poor water quality, and the City shall be entitled to a partial refund of the contract price, determined using the following formula: (number of days closed) X (average daily portion of the contract price).

12. Other Non-Routine Repair Work/Emergency on Call Services:

The Contractor will notify the Athletic & Aquatics Coordinator promptly regarding any required repair work. The Contractor can submit a proposal for non-routine repair work/emergency on call services. The Contractor will receive a separate payment not associated with funds allocated to this agreement if approved to perform the work/services.

13. Supplies:

The Contractor shall notify the Pool Coordinator/Designee when supplies are becoming low prior to allow sufficient time to replenish stock.

14. Programming:

The Contractor will work with the Athletic & Aquatic Coordinator to develop seasonal program offerings outside of regularly scheduled pool operational hours. These may be scheduled in the morning hours 3-5 times per week prior or after the regular pool operation hours of 12:00 pm-8:00 pm. These must be planned and organized annually in early April, and will include but not be limited to:

Water Aerobics

Swim Team Practices and Meets

Swim Lessons

Pool Rentals

Age and Skill Based Swimming lessons

Water Safety and Lifeguard Training

Monthly Special Event Nights at the Pool

Note: The Contractor shall provide a maximum of One hundred and fifty (150) youth seasonal passes for City Summer Camp participants.

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15. Pool Rentals/Other Events & Programs:

The Contractor shall provide staffing (lifeguards, supervision) for pool rental event(s) based on the number of people expected. The Contractor shall for provision of lifeguard services for pool rentals and other special programs scheduled outside public swim hours as needed at the hourly rate of $25.00 per hour.

Each invoice shall list staff job description, name and hours worked.

Note: Pool rentals and birthday parties may be scheduled outside of regular public operations, programming, and swim team hours.

16. Facility Closure:

The Contractor shall contact the Contract Administrator / Designee to discuss closure of the facility. The Contractor shall obtain written authorization to close the facility prior to facilitating any closures.

1. Inclement Weather:

The Contractor shall monitor weather conditions daily. If there is inclement weather, the Contractor shall notify the Contract Administrator / Designee and receive written authorization to temporarily close the facility. The Contractor shall be prepared to reopen the facilities when the weather permits and receive written authorization to re-open prior to. Contractor shall provide supporting documentation (proof) of inclement weather events when submitted a request to the Contract Administrator / Designee.

2. Full Closure:

The Contractor shall contact the Contract Administrator / Designee to discuss closure of the facility.

The Contractor shall obtain written authorization to close the facility prior to facilitating any closures.

3. Closure Notices: The Contractor shall work with the Contract Administrator / Designee to ensure proper notification is given to the public. Notice shall be posted at the facility and on the City website.

17. Post Season Service and Winterization:

Upon execution of this agreement, the Contractor shall provide a winter service program and winterization plan including but not limited to:

Inspecting pumps and motors and notifying the City of Stonecrest of any malfunctioning equipment in a timely manner.

Removing and storing movable equipment.

Draining and storing all hoses.

Draining filtration system.

Removing and storing all plugs from plumbing.

Backwashing filters and conduct inspections to locate any defects and cleaning elements.

Draining and re-lubricating chemical feeders.

Leaving all valves at appropriate settings.

Inspecting all pool machinery and equipment and listing parts required for next season's operation to the City.

Checking all pool plumbing and electrical systems, notifying the City of any problems.

Cleaning bathhouse areas, restrooms, lifeguard room, guard dressing rooms, manager's office, breezeway entry, deck area, storage areas, etc.

Draining all bathhouse plumbing and preparing with anti-freeze wherever necessary.

Draining all plumbing, removing any debris.

Draining appropriate pools or providing winter treatment plans.

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Removing hair and debris from hair and lint traps.

1. The winter service program is to begin immediately upon closing of the facilities in September annually.

2. An end of season inspection shall be conducted immediately upon conclusion of the pool season, and a written report submitted to the Athletic & Aquatic Coordinator of Parks and Recreation.

3. The Contractor shall perform reasonable inspections of all equipment and advise the City of needed repairs and/or replacement of defective, worn, or damaged equipment in the year end written report.

At the City's request, the Contractor shall provide specifications for the repairs and/or replacement and present them to the City.

4. The Contractor shall also be responsible for inspecting pool signage and shall advise the City of any needed replacements to ensure safe pool operations. The City will be responsible for fabricating signs.

5. The Contractor shall prepare a fall Inspection/Year-end Report to be submitted to the Athletic & Aquatic Coordinator of Parks and Recreation annually in October during the term of this agreement.

6. The Company will also be required to provide winter service, chemical treatments, cleaning, and supervision on an annual basis, beginning September through April.

18. Collecting Payments/Revenue:

This is a revenue sharing agreement between the Contractor and the City. Revenues will be a 70/30 split on all revenues collected during the term of this agreement. The Contract shall receive 70 percent of the revenues collected and the City shall receive 30 percent of the revenues collected.

1. The Contractor shall collect payments from the public for entry into the facility and work with the City to ensure collected revenues are distributed to the City.

2. The Contractor shall provide wristbands to upon receipt of payment. Guests are permitted to exit and reenter the facility once payment has been made and will not be recharged for entry.

3. Residents must show proof of residence to obtain discount.

4. Funds collected shall be properly documented and verified.

5. The Contractor shall detailed report of all revenue collected to the Contract Administrator / Designee.

6. The Contractor shall issue a check to the City on a monthly basis totaling 30 percent of revenues collected.

The check shall be mailed/hand delivered to the City of Stonecrest Finance Department.

19. Concession Services:

The Contractor shall furnish all necessary equipment, food, beverages necessary to operate a viable concessionaire service. No alcoholic beverages shall be permitted. All concession staff will hold a minimum qualification of Servsafe certification or equivalent. The Contractor shall maintain a valid Health Department License. Ensure posting for public visibility during all operational hours of all required licenses and certifications. Menu items and cost to the public will be subject to approval of the Director of Parks & Recreation. Concession operations shall begin within one (1) hour of facility opening to the public. Concession operations shall end a minimum of one (1) hour prior to facility closing to the public daily.

20. Damages:

The Contractor shall notify the Contract Administrator / Designee of any damages caused by its employees/staff immediately. If Contractor employees/staff cause damage, the Contractor shall be

ITB-0005-26 REBID ITB-12

responsible for all repairs and replacements at no additional cost to the City. Repairs and replacements shall occur within forty-eight (48) hours of the date and time of incident.

21. Emergency Services:

During and after a public emergency, disaster, hurricane, flood, and acts of God, the City shall be given “First Priority” for all services under this contract. Contractor agrees to provide all services to the City during and after the emergency / disaster at the same terms, conditions, and prices as provided in this solicitation and with a priority above and preference over services to the private sector.

7. CONTRACTOR RESPONSIBILITIES:

1. The Contractor is required to effectively communicate in writing their training, evaluation, and disciplinary policy and procedures for all employees.

2. The Contractor is to conduct service training as per guidelines of Ellis, Red Cross or Star Guard. The Contractor will provide both orientation and training onsite prior to the opening of the season along with monthly training in services for the duration of the season.

3. The Contractor will prepare a manual for employees dictating the securing of pool areas, opening/closing duties, vacuuming the pool, backwashing the filter, post event clean-up, on duty policies (including appropriate dress), guard stationing and rotations, basic pool rules, importance of keeping working areas clean (pump house), and the importance of customer service.

4. The Contractor must supervise lifeguards on a weekly basis and provide written proof of supervision and evaluation to the City of Stonecrest Parks and Recreation Department.

5. The Contractor must provide the City with any opening/closing incident and accident reports. In no event shall the City be responsible for monitoring or assessing the suitability of any employee or agent of the Contractor.

6. The Contractor will be responsible for completing and obtaining all county department of health certifications prior to opening each year.

7. The Contractor shall invoice the permit fees for DeKalb County to the City for payment with the first payment invoice. All other pool facility requirements, documents, permits, and inspections will also be obtained by the Pool Service Provide for the City.

8. The Contractor will be required to E-Verify each employee and conduct both state and national background checks. Verifying documentation will be required by the City.

9. The Contractor and assigned staff shall maintain all certifications, licenses, and certificate of insurance for the duration of this agreement.

10. The contractor shall be responsible for the protection of all personnel against hazards and/or injuries due to their operations at the work sites.

11. Reporting Dangerous Conditions / Situations: The Contractor shall notify the Contract Administrator / Designee of any and all encounters with unsafe and dangerous conditions and/or unusual situations occurring at the work sites.

8. MEETINGS:

The Contractor shall participate in regular meetings throughout the term of this agreement. The date, time and place of the meeting will be arranged by the Contract Administrator / Designee.

1. Initial Meeting:

An initial kick off meeting will be held between the Contractor, designated Person of Contact (POC) and Contract Administration / Designee.

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2. At this meeting, the Contractor shall identify his/her designated POC, supervisor and any additional personnel that will perform the services required herein.

3. The POC shall represent the Contractor, and communications given to the person of contact shall be as binding as if given to the Contractor. Important communications shall be confirmed in writing. Other communications shall be similarly confirmed in written requests in each case.

9. CITY’S RESPONSIBILITIES:

1. The City shall provide all first aid supplies as specified through its internal contractor.

2. The City shall provide janitorial supplies (paper towels, soap, trash bags, toilet paper, cleaners, and light bulbs) for the facility.

3. The City shall provide water, telephone, electricity, gas, and garbage collection and pay for the same.

4. The City shall be responsible for the purchase and replacement of furniture, fixtures and equipment. The City shall make the sole determination on the purchase and replacement of furniture, fixtures and equipment.

5. Coordinator:

The City will provide a Coordinator that will work with the Contractor’s lifeguard supervisor, lifeguards, and pool maintenance staff. The Coordinator shall report any shortages of pool chemicals or pool supplies to the Site Supervisor. The Coordinator shall report conditions of the aquatic center and lifeguard staff performance to the Athletic & Aquatic Coordinator. The Coordinator shall be responsible for ensuring the daily admittance fees are collected by the gate attendant and will oversee concession operations.

6. The Parks & Recreation Department shall conduct ongoing cleaning during hours of operation to maintain the reasonable condition of the facilities.

7. The City shall restock restrooms daily and be responsible for opening pool area bathhouse/restrooms each morning and lock and secure the pool areas at the end of each day.

8. Pool Rentals:

The Contractor and Parks and Recreation Department office will work together in coordinating the scheduling of all rentals. The City has the authority to require and impose rules and regulations to be enforced by the Contractor.

9. The City has the right to request any employee be removed from performing the work under this agreement.

10. ISSUANCE OF NOTICE TO PROCEED AND PURCHASE ORDER (PO):

The Contractor shall not commence any work until receipt of a Notice to Proceed (NTP) and receipt of a Purchase Order (PO). Upon receipt of the NTP and PO, the Contractor shall commence work upon the direction of the Contract Administrator / Designee.

11. FACILITY HOURS OF OPERATION:

1. The facility shall be open to the public from 12:00pm until 8:00pm, Monday through Saturday and 12:00pm until

6:00pm, Sunday. The facility may stay open to a limited capacity for lessons, programs, or rentals, depending on the request. No activity will extend beyond 11:00pm.

2. The pool must be ready for swimming by Memorial Day weekend. Opening day for the public is Saturday of

Memorial Day weekend and it will remain open seven (7) days a week until DeKalb County Public Schools resumes. After that date, the pool will be open 3-5 days a week for Senior activities and on the weekends (Saturday and Sunday) through Labor Day for public swimming, closing the day after Labor Day.

3. If the City elects to renew the contract for subsequent years, the dates notated in this Contract shall be adjusted to

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reflect the actual calendar dates for the subsequent year.

4. Optional Extension: The City may, at its sole discretion, extend the time for which the pools are open to the public.

In the event the City decides to exercise this option to extend the time, the City will give the Contractor thirty (30) days’ written notice. The Contractor agrees to provide additional services at the rate described in Exhibit C. During this Optional Extension, the Contractor shall provide the following level of staffing: 7 staff members (Seven Lifeguards provided by Contractor).

12. WEATHER/FACILITY CLOSURE:

1. If adverse weather conditions are affecting the Contractors’ ability to open the facility at the scheduled time, the Contractor / Supervisor shall notify the Contract Administrator / Designee immediately. Such incidents shall be documented and contain data substantiating that weather conditions were abnormal for the specific period of time (weather reports, etc.).

2. Advanced Weather Notices: Forecast – The Contractor / Supervisor shall notify the Contract Administrator /

Designee no less than 24 hours than regular schedule time to open the facility and coordinate the next steps to be taken.

3. The Contractor / Supervisor shall receive written authorization to close the facility. Closing the facility without written prior approval will not be acceptable.

4. The Contractor / Supervisor shall work with the Contract Administrator / Designee to ensure proper notification of facility closures are published on the City Website and Posted at designated areas.

13. RESPONSE TIME:

The Contractor shall respond to e-mail/voice mail communication no less than twenty-four (24) hours from receipt of communication (e-mail/voice mail). The Contractor shall respond to requests for services within twenty-four (24) hours from receipt of request.

14. PERSON OF CONTACT:

The Contractor shall provide contact information for Primary and Secondary staff within the company who will be responsible for providing a response to City request for support and emergency services during the term of this agreement. Contact information shall include: Name of Contact(s), E-mail address. Website Information, Phone Number, and Fax Number.

15. CONTRACTOR AND EMPLOYEES UNIFORM/BADGING:

The Contractor employees assigned to this contract must wear a professional uniform with the company name permanently affixed to the uniform. Uniforms shall comply with all safety provisions from OSHA and the City.

16. CONTRACTOR VEHICLES:

The Contractor’s company vehicles shall be distinctly labeled with the company name; and shall only be parked in designated spaces provided by the City.

17. DAMAGE REIMBURSEMENT:

The Contractor shall be solely responsible for, and shall reimburse the City, any and all costs and/or expense of any kind or nature relating to the correction of any damage to any City property resulting from the installation, maintenance, replacement of mounted equipment and infrastructure.

18. CLEAN UP:

The Contractor shall ensure all debris and trash is removed and disposed of in an appropriate manner after completing each form of service herein by the end of each workday.

19. INVOICING AND PAYMENT:

The Contractor shall submit a detailed “itemized” invoice. Invoices shall specify the which service was performed.

Billing price/rates shall be in accordance with Attachment “B” – Bid Cost Proposal Form (Bid Sheet).

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GENERAL TERMS AND CONDITIONS

The following instructions are given for the purpose of guiding Bidder’s in properly preparing their bids responses. These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions.

1. ADDENDUMS AND INTERPRETATIONS: No interpretation of the meaning of the plans, specifications, scope of work or other contract documents will be made orally to any Bidder. Prospective Bidders must request such interpretation in writing as instructed in the bid package. To be considered, such request must be received by the Questions and Answers deadline as indicated on Page ITB-2 of this solicitation package and on Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest). Questions received after this time will not be answered.

Material changes, if any, to the scope of services or bidding procedures will only be transmitted by written addendum on Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest).

Failure of any Bidder to receive any such addenda or interpretation shall not relieve any Bidder from any obligation under his bid as submitted. All addenda so issued shall become a part of the contract document.

Bidder shall verify in Bidnet (https://Bidnetdirect.com/georgia/cityofstonecrest) that their bid response includes “all” addenda(s) before submitting a bid. Receipt of all addenda shall be acknowledged by the Bidder(s) on the Statement of Qualification Certification Form “Addendum Acknowledgement Section” and submitted with bid response.

2. ASSIGNMENT, SUBCONTRACT: Contractor shall not transfer, convey, pledge, subcontract or assign the performance required by this solicitation without the prior written consent of the Procurement Official. Any award issued pursuant to this solicitation and the monies which may become due hereunder are not assignable, transferrable, or otherwise disposable except with the prior written consent of the Procurement Official.

3. AWARD: This Bid shall be awarded to the Bidder providing the lowest responsive and responsible bid and meets and/or exceeds the pre-qualification requirements. Award may be in whole, or by line Item, or by group, whichever is determined to be in the best interest of City. Award will be made to the responsive and responsible Bidder, quoting the lowest price, for that product/service that will best serve the needs of the City.

The City also reserves the right to accept or reject any or all bids, part of bids, to waive minor irregularities or variations to specifications contained in bids, minor irregularities in the bidding process, to negotiate terms with the successful Bidder and the right to disregard all non-conforming, non-responsive, unbalanced or conditional Bids. The City also reserves the right to award the contract on a split order basis; lump sum basis; individual item basis; or such combination as shall best serve the interest of the City. Awarded Bidder and all subcontractors/suppliers shall register as a Contractor with the City prior to notice to proceed and maintain active status in the City’s Vendor Registration System.

4. BIDDER’S COSTS: The City shall not be liable for any costs incurred by Bidder’s in responding to this ITB. All expenses involved with the preparation and submission of bid, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense) of the Bidder, and shall not be reimbursed by the City.

5. BIDDER PERFORMANCE REVIEWS AND RATINGS: The City Contract Administrator may develop a Bidder’s performance evaluation report. This report shall be used to periodically review and rate the Bidder’s performance under the contract with performance rating as follows:

Excellent - Far exceeds requirements.

Good - Exceeds requirements Fair - Just meets requirements.

Poor - Does not meet all requirements and Proposer is subject to penalty provisions under the contact.

Non-Compliance - Continued poor performance after notice or a performance level that does not meet a significant portion of the requirements.

This rating makes the Bidder subject to the default or cancellation for cause provisions of the contract. The report shall also list all discrepancies found during the review period. The Bidder shall be provided with a copy of the report and

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may respond in writing if he takes exception to the report or wishes to comment on the report. Bidders’ performance reviews and subsequent reports will be used in determining the suitability of contract extension.

6. CODE REQUIREMENTS: The Contractor and his or her subcontractors on this project must be familiar with all applicable Federal, State, City, and Local Laws, Regulations or Codes and be governed accordingly as they will apply to this project and the actions or operations of those engaged in the work or concerning materials used. The contractor shall ask for and receive any required inspections.

7. CONDITIONS AND PACKAGING: Unless otherwise stated in the solicitation, or specifically ordered from an accepted price list, deliveries must consist only of new and unused goods and shall be the model of the current standards production available at the time of the solicitation response. The goods must be suitably packaged for shipment by a common carrier. Each container or multiple units or items otherwise packaged shall bear a label, imprint, stencil or other legible markings stating name of manufacturer or supplier, purchase order number and any other markings required by specifications, or other acceptable means of identifying Contractor and purchase order number.

8. CONE OF SILENCE: In accordance with the State of Georgia Purchasing Act, the City prohibits any communication, except written correspondence, regarding a particular request for proposal, request for qualification, bid, or any other competitive solicitation between any person’s representative seeking award from such competitive solicitation; and any City Council person or legislative staff, or any City employee authorized to act on behalf of the City Council to award a contract under this Bid.

The Cone of Silence shall be in effect as of the date the solicitation has been released and advertised, bids or other response to this competitive solicitation and shall remain in effect and subject to the terms of this section for any person or person’s representative.

The provisions of this division shall not apply to oral communications at any public proceeding, including pre-bid conference, oral presentations before selection committees, and contract negotiations during any public meetings, presentations made to the City Council and protest hearings. Further, the Cone of Silence shall not apply to contract negotiations between any employee and the intended awardees, any dispute resolution process following the filing of a protest between the person filing the protest and any employee, or any written correspondence at any time with any employee, City Council, or selection committee member,…