RFP_NO._PR-0186_–_RECREATIONAL_(AQUATICS)_SERVICES_AND_OPERATIONS_AT_HARVEY_WEST_POOL_Question_Responses.pdf
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- Solicitation number
- PR-0186
- Issued by
- Santa Cruz County, San Francisco City, California
About this file
This document is a Question Responses file for RFP No. PR-0186 for Recreational (Aquatics) Services and Operations at Harvey West Pool, issued by the City of Santa Cruz. The RFP seeks an operator to manage the Harvey West Pool, with summer 2025 programs scheduled from June 9 to August 1, 2025. The pool complex includes a main pool with a 200-person capacity and a smaller instructional pool with a 25-person capacity. City staff will provide support through a half-time Recreation Coordinator and a full-time Service Field Crew Leader, both of whom will hold Certified Pool Operator (CPO) licenses. The City will handle chemical purchases and deliveries, and will install five exterior security cameras.
The facility is nearing the end of its current life cycle, with recent investments including replacement pumps, pool recoating, and lobby refurbishment. The City completed an aquatics feasibility study in February 2024 that evaluated market demand and facility conditions. The operator will be provided with most onsite equipment storage facilities and potential access to the nearby clubhouse. Pool temperatures will be maintained between 78-82 degrees Fahrenheit, and the City will utilize two of the three offices in the pool building. The Example Rate Sheet and Revenue Estimates are to be included with the cost proposal, and the RFP emphasizes the need for financial sustainability, affordable swim lessons, and accessible recreational swimming programs.
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RFP NO. PR-0186 – RECREATIONAL (AQUATICS) SERVICES AND OPERATIONS AT HARVEY WEST POOL
Question Responses
1. What are the solar panels for on the roof of the office?
A. The panels on the roof of the pool facility provide supplemental support for heating water.
2. Will the City install any cameras around the facility?
A. Yes, the City will be installing a total of five (5) cameras around the exterior of the facility for safety and security purposes. Access to the system will be restricted to City officials only.
3. The part-time recreational coordinator provided by the City will do what tasks?
A. The halftime (0.50 FTE) Recreation Coordinator assigned to Aquatics will be primarily responsible for liaising with the operator onsite, coordinating customer support, reconciliation of daily funds and deposits, ensuring compliance with terms and conditions of operator agreement, and other support functions as designated by the Recreation Supervisor.
4. To confirm, the City’s full-time employees will be the CPO on site and perform all CPO-related tasks at the facility 5 days per week. This appears to be a duplication of the below:
According to RFP: The Operator shall retain a County of Santa Cruz Department of Public Health Certified Swimming Pool Service Technician with Certified Pool Operator certification for regular maintenance, and a licensed contractor C53 for any major repairs.
A. The City shall assign a full-time (1.00 FTE) Service Field Crew Leader to Aquatics, who shall also maintain a certified pool operator (CPO) license and be responsible for the physical operations and maintenance of the pool facilities and mechanical systems, including the lap pool, instructional pool, pool building, and pump house equipment.
Both the Recreation Coordinator and Service Field Crew Leader shall carry CPO licenses and provide service and support for pool chemistry. However, in the event that both the Service Field Crew Leader and Recreation Coordinator are unavailable during operating hours, it will be incumbent for the operator to perform some minor maintenance, such as testing and recording pool chemistry, reporting issues with pool equipment, etc.
5. Has there been a feasibility study conducted on the aquatics facility to understand the life cycle of each item and further, to understand and calculate the short term and long-term budget?
A. An aquatics feasibility study of Harvey West Pool was completed by ELS in February 2024.
The study evaluated market demand for aquatics services in the Santa Cruz region, included a facility conditions assessment of the pool and associated buildings, and provided cost estimates for four (4) concept designs for use of the complex. The published study is available for review at https://www.cityofsantacruz.com/home/showpublisheddocument/99098/6384653914402 00000.
The current pool system, which includes both the lap pool and instructional pool, is nearing or at their life cycle. In the past year, City staff have taken measures to extend the lifespan of both pools by investing in replacement pumps, recoating both pools, and refurbishing the interior lobby of the pool building. The department is in early stages of developing concept designs for improved park features and amenities at Harvey West Park, which includes the pool.
6. What is the capacity for each pool? For the pool deck?
A. In general, The small instructional pool has a capacity of 25, while the main pool has a capacity of 200. The pool deck has a maximum capacity of 200.
7. Are the outdoor lights strong enough for sunset/evening swims?
A. There are outdoor lights at pool. However, it is not anticipated that the contract will include evening activities at Harvey West Pool at this time.
8. Are there in- water pool lights and do they work on switches or timers?
A. The large pool has in-pool lights, but an assessment has not been completed by functional standards.
9. Will the garage be accessible to the staff?
A. The pool building does not have a garage, but all equipment storage facilities onsite will be made available to the operator, with some exceptions.
10. Will there be working WIFI available?
A. Yes, the department is coordinating with the IT department on public access to Wi-Fi at the pool and nearby clubhouse.
11. Will the clubhouse be available for lifeguard training classes as a part of this RFP or will there be an additional fee for this?
A. The department will make reasonable accommodation for the operator to access other department facilities for official use, which will also depend on facility availability. This includes the clubhouse at Harvey West Park.
12. Will the City purchase and have all chemicals delivered?
A. Yes, the department will be responsible for purchasing chemicals and scheduling deliveries.
13. Are the bathrooms outside of the fence adjacent to the pool open and accessible to the public? If so, who is responsible for the janitorial services of these bathrooms?
https://www.cityofsantacruz.com/home/showpublisheddocument/99098/638465391440200000 https://www.cityofsantacruz.com/home/showpublisheddocument/99098/638465391440200000
A. The restrooms at Harvey West Park are maintained by department staff. Please note that some portable restrooms at the park may be managed by contract.
14. Is the office space shared with City staff? If so, how many?
A. The department will utilize two (2) of the three (3) offices located in the pool building. These include the small cashier's office and the adjacent mid-sized office. The remaining office space, including the front counter, will be made available to the operator.
15. What are the temperatures of the pools intended to be kept at?
A. Both pool temperatures vary, depending on season and programming activity, but will range between 78- and 82-degrees Fahrenheit.
16. What is commencement/end dates for the summer season at Harvey West Park.
A. Summer 2025 programs begin on June 9 and end on August 1, 2025.
17. Does the Example Rate Schedule and Revenue Estimate need to be included in the technical document or with the cost proposal?
A. The Example Rate Sheet (Schedule) and Revenue Estimates should be included with the cost proposal.
Zoom Pre-Bid Meeting Video Link:
https://us06web.zoom.us/rec/share/aQ-hGMqJIHALYdJT6wJrdWBrPWuHyXOSuht6YU8AzKB1bSTaz0LnrOYdHRu3027s.nYX27RdA7yUOis1l
Passcode: ^u7NEV@3 https://us06web.zoom.us/rec/share/aQ-hGMqJIHALYdJT6wJrdWBrPWuHyXOSuht6YU8AzKB1bSTaz0LnrOYdHRu3027s.nYX27RdA7yUOis1l https://us06web.zoom.us/rec/share/aQ-hGMqJIHALYdJT6wJrdWBrPWuHyXOSuht6YU8AzKB1bSTaz0LnrOYdHRu3027s.nYX27RdA7yUOis1l
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