RFP-25-043-KY_Recreation_Program_Services_-_Addendum_No._1.pdf

RFP-25-043-KY

Recreation Program Services

Addendum No. 1

DATE: May 28, 2025 TO: All Interested Bidders and Other Interested Parties FROM: Krisha Yurkiewicz, Procurement Specialist

The City makes the following changes, additions, deletions, information, and/or clarifications and now considers the addendum a part of the Request for Proposal (RFP) Document.

Bidders/Proposers must acknowledge receipt of this addendum by indicating receipt in the space provided on the Proposal Submittal Form. If the Bidder/Proposer has already submitted the Proposal Submittal Form to the City’s Procurement Division, the Bidder/Proposer should sign and return this addendum in a sealed envelope or revise their electronic submission to include this addendum. The envelope must include the company name and address, the solicitation number, opening date and time, and "Addendum No: 1". In any case, the submission of a response is acknowledgment of receipt of the addendum. The City will construe all submissions received as though the Bidder/ Proposer has received and acknowledged the addendum.

Below is the City’s reply to RFIs (Request for Information – a/k/a bid inquiries or questions) submitted by interested parties by the posted deadline to submit RFIs.

Q1: In a perfect world, what would the city like to see happen with the property?

A1: Currently, the City owns the property and intends to continue operating the pool using a combination of outsourced services and City staff, as we have in the past. The City is not seeking to change the current operational model.

Q2: Please confirm the funds flow below so that we are sure we are planning appropriately for that. From the document it appears as though the vendor (winning bidder) collects the receipts from the City, pays the expenses, include a % of sales for their fee and the vendor is left with the remaining profit or loss. Can you please confirm that this is the flow and whether we would be collecting the receipts or collecting them directly from the city.

A2: Currently, the contracted vendor collects all participant payments directly through their own registration platform. After each session, vendor issues the City a check for an agreed-upon percentage of the total revenue generated through the programs they operate at the City’s facilities.

Q3: Can we get a schedule of what makes up the 350 or so swim lessons per year and what are the hours of operation on and off season for opening and closing the pool?

A3: Currently, swim lesson scheduling fluctuates throughout the year based on demand.

The majority of lessons take place during the summer, typically weekdays from 9:30 a.m. to 12 p.m. and again from 3:00 p.m. to 7:00 p.m. The City pauses lessons during the month of December and part of January, resuming in late January using the indoor therapeutic pool.

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Q4: Are there any blackout periods where the pool will not be available for our scheduling?

A4: Yes, the pool is typically unavailable for lessons during the month of December and most of January.

Q5: Please provide a listing of the services that are offered, their prices and the amount of revenue generated from each service for last year.

A5: Services offered include masters swimming, swim lessons, and swim team programs.

Fees range depending on the program. Information related to revenue generated from each service for last year is not available at this time.

Q6: Can you please provide additional background on the indoor therapeutic pool, the hours of operation, your desired use, and finally with current programming how much time availability for scheduling is there with the inside pool?

A6: The indoor therapeutic pool is approximately 20,000 gallons in size. It is primarily used by the City for aquatic exercise classes Monday through Thursday from 8:00 a.m. to 5:00 p.m. Open swim for members is offered on Fridays from 8:00 a.m. to 4:00 p.m.

The indoor therapeutic pool is also used for swim lessons during the colder months.

Due to existing programming, there is limited availability for additional scheduling for the indoor therapeutic pool within the scope of this solicitation. The City is seeking proposals for services focused on opportunities within the City’s outdoor pool.

Q7: Please confirm who is providing the Lifeguard staff and management?

A7: The City provides both, the lifeguard staff and pool management.

ACKNOWLEDGMENT - Addendum #1

RFP-25-043-KY

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