RFP# 2026-REC-XXX

Decatur- Parks and Recreation- Lifeguard Management

Service for Aquatic Facilities

Owner:

City of Decatur

509 North McDonough Street

P. O. Box 220

Decatur, Georgia 30031

Contents I. Notice to Bidders

1. Examination of Site and Contract Documents Form

2. Submittal Instructions

3. Questions/Addenda

4. Evaluation Criteria

5. Disqualification of Proposers

6. Agreement, Bonds, Insurance

7. Failure to execute Agreement and file required bonds and Insurance

8. How and Where to submit proposals

II. Statement of Work

1. PURPOSE OF RFP

2. GENERAL INFORMATION

3. SCOPE OF WORK

A. AQUATIC FACILITIES AND SCHEDULES:

B. POOL MANAGEMENT

C. PROGRAMS

D. CLEANING

E. WATER QUALITY STANDARDS

F. Pump Room Maintenance-Pool Maintenance

G. SUPPLIES

H. CLOSURE AND FAILURE TO OPEN AS SCHEDULED

I. TERMS

J. SILENCE OF SPECIFICATIONS

4. PERFORMANCE EVALUATION

Renewal Eligibility

5. RENEWAL DETERMINATION

III. City of Decatur Standard General Conditions

III. Appendix

EXAMINATION OF SITE AND CONTRACT DOCUMENTS FORM

NON-COLLUSION AFFIDAVIT OF PRIME BIDDER FORM

References Form

COST SUBMISSION FORM

Cost Proposal for Service

SPECIAL GENERAL CONDITIONS FORM

EQUIPMENT LIST TO BE USED ON PROJECT

CONTRACT AGREEMENT

LIST OF PROPOSED SUB-BIDDERS FORM

BIDDER AND SUB-BIDDER EVIDENCE OF COMPLIANCE FORM

Sub-bidder Affidavit and Agreement Form

Prime Bidder’s Work Authorization Certification Form

Sub-bidder’s Work Authorization Certification Form

BIDDER AFFIDAVIT VERIFYING APPLICANT STATUS FOR CITY OF DECATUR PUBLIC BENEFIT FORM

SUB-BIDDER AFFIDAVIT VERIFYING APPLICANT STATUS FOR CITY OF DECATUR PUBLIC BENEFIT FORM

OSHA MINIMAL FIRST AID KIT REQUIREMENTS

I. NOTICE TO BIDDERS

The City of Decatur will receive sealed bids for the Decatur- Parks and Recreation- Lifeguard Management, until 3:00 pm, October 9th, 2026.

The term of Agreement(s) resulting from this solicitation can be found in the Statement of Work.

All times in the solicitation are local times to City of Decatur, 509 North McDonough St., Decatur, GA 30030.

This Request for Proposals Opportunity Description is one of two documents making up this solicitation. The second document is City of Decatur Standard General Conditions, which contains all the standard forms potentially required to accompany a submission. Both of these documents together constitute the entire RFP at the time of issuance.

The bid package for the RFP Decatur- Parks and Recreation- Lifeguard Management is available on-line at no charge at www.decaturga.com/requestforproposals.

A required pre-bid meeting onsite is scheduled for September 28th, 2026, at 10 am beginning at McKoy

Park, which is located at 534 McKoy St., Decatur, Ga. 30030. After this facility tour, we will also tour the

Oakhurst Indoor Facility, Ebster Pool, and Glenlake Pool.

SCHEDULE (SUBJECT TO CHANGE):

Issued September 14 th, 2026

Required Pre-bid Meeting September 28 th, 2026

Questions Due September 30 th, 2026

Answers Due October 2 nd , 2026

Proposals Due October 9 th, 2026

Shortlisted Firms Contacted October 23 rd, 2026

Interviews Week of Nov. 9 th – 13th, 2026

Anticipated Award Date Dec. 7 th, 2026 at City Commission Meeting

Implementation Meeting Week of Jan. 25 th, 2027

Service of Contract begins April 1 st, 2027 http://www.decaturga.com/requestforproposals

INSTRUCTIONS TO PROPOSERS

1. Examination of Site and Contract Documents Form

A. Proposers shall inform themselves of all conditions under which the work is to be performed, concerning the site of the work, the structure of the ground, the obstacles which may be encountered, whether shown in the Contract Specifications or not, and all other relevant matters concerning the work to be performed.

B. A Company to whom a contract is awarded will not be allowed any extra compensation by reason of any such matters or things which the Company did not inform itself of before proposing. The successful

Contractor must employ, as far as possible, such methods and means in the carrying out of this work as will not cause any interruption or interference with any other Contractors.

C. Proposers must satisfy themselves by personal examination of the locations of the proposed work and by such other means as they may prefer locations of the proposed work and by such other means as they may prefer as to the correctness of any quantities listed in the proposal, and shall not, after submission of their proposal, dispute or complain of such estimate nor assert that there was any misunderstanding in regard to the nature or amount of work to be done.

D. Before submitting a proposal, each Proposer shall examine carefully the complete Contract Documents, including but not limited to Instructions to Proposers, Non-Collusion Affidavit, General Conditions, Special Conditions, the Form of Agreement and Bonds (if any), Plans and Specifications and all

Addenda thereto, all of which contain provisions applicable not only to the successful Proposer but also to any of your subcontractors.

E. Each proposer is expected to base their proposal on materials and equipment complying fully with the

Contract Specifications, and in the event you name or include in your proposal materials or equipment which do not conform you will, if awarded a contract, be responsible for furnishing materials and equipment which fully conform at no change in this contract price.

Proposer hereby certifies that ____________________________, a

(Name)

Duly qualified representative of ________________________________, (Firm Name)

Inspected all job locations on ________________________________..

(Fill in Dates)

2. SUBMITTAL INSTRUCTIONS

Interested Bidders/Proposers should carefully review the requirements defined herein and provide complete and accurate submissions that should include the following items if indicated by an X in the box:

X Examination of Site and Contract Form

X Non-Collusion Affidavit

X References Form- A minimum of three references of similar projects- The City reserves the right to contact not only those references provided, but may also use previous performance for the City, other contacts it identifies and other sources of information believed to be viable to evaluate capability, viability and performance.

X Cost Submission Form

X Cost Proposal for Services Form

X Special General Conditions Form

X Equipment to be used on Project Form

X Contract Agreement

X List of Proposed Sub Bidders Form

X Bidders Evidence Compliance Form

X Sub Bidder Evidence Affidavit and agreement Form

X Prime Bidder’s Work Authorization Certification Form

X Sub Bidder’s Work Authorization Certification Form

X Bidder’s Affidavit Verifying Applicant Status Form

X Sub Bidder’s Affidavit Verifying Applicant Status Form

X Licenses or Registrations as required by law and/or as requested

X Contractor’s Qualifications Statement

X Evidence of/ability to provide Insurance at the limits identified herein

Bid Bond Requirements if the price bid > $100K

At a minimum, bidders shall include the following information in their proposal, presented in a clear, comprehensive and concise manner:

1. Cover letter signed by an authorized representative of the company who can commit to the terms and conditions of the proposal

2. Consultant’s previous experience as a firm completing similar plans in both size and nature to that of the

City’s project. Consultant shall provide 3 – 5 projects to include at a minimum: location, owner, original contract cost and final contract cost, pictures, major tasks completed, project overview, similarities to

City of Decatur’s project, key staff involved, deliverables completed, length of contract and any other relevant information.

3. Overview of Company including years in business, type of business (incorporated, partnership, etc.), size of business (number of employees, locations, etc.), recent financial condition (gross sales, general profitability), listing of principles, and describe company’s unique value proposition as it relates to this project.

4. Evidence of/ability to provide Insurance at the limits identified herein.

5. Resumes of Managers responsible for staff and maintenance oversight.

6. Copy of Certifications for Managers responsible for staff and maintenance oversight

7. Provide a description of your company, staffing and services offered.

8. Provide a description of any websites used to accept registrations and how customer data is secured.

9. Provide a description of how your company will accept payments including any payment processor that is used and how the payment processor handles PCI compliance regulations.

10. Potential Programs, Pricing, and Projected revenues.

3. QUESTIONS/ADDENDA

If any person contemplating submitting a proposal on this project is in doubt as to the true meaning of any part of the Contract Specifications or other Sections of the Contract Documents, you may submit to the Owner a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the Contract Documents including the

Contract Specifications will be made only by addendum duly issued or delivered by the Owner to each person receiving a set of such documents. The Owner will not be responsible for any other explanations or interpretations of the Contract Documents including the Contract Specifications.. All questions with provided answers will be forwarded to all entities that attend the mandatory pre-bid meeting. Any questions regarding bids and/or misunderstandings that may arise from this proposal should be submitted, via email and should be directed to Steven D. Maxwell, Recreation Service Manager, at steven.maxwell@decaturga.com no later than October 2nd at 5:00 pm.

4. Evaluation Criteria

Proposals that contain options or additive work above and beyond the base bid will be evaluated financially according to the criteria described in the solicitation. However, should the use of options or additive work proposed exceed the City budget, the City retains its rights to address such situations as described in its

Standard Terms for Bid and Proposal Solicitation as well as the right to award based on the base bid only or the base bid plus quoted additive work that is within its budget.

Proposals determined to be Responsive and Responsible will be evaluated on the following criteria:

1. Experience – past performance references, key personnel, resumes, public sector experience in completing work of similar size and scope (12 points).

2. Staffing Capacity and Availability – Ability to recruit, screen, train, schedule, and retain an adequate number of qualified lifeguards and supervisory personnel; mobilize within the required timeframe; and maintain appropriate staffing levels throughout the contract period (12 points).

3. Understanding – completeness in the approach to project methodology, quality and professionalism in response to the objectives (12 points).

4. Communicative – ability to work collaboratively to meet project needs and provide feedback during project (10 points).

5. Safety, Training, and Regulatory Compliance – Proposed procedures for lifeguard certification and in-service training, emergency response, incident reporting, staff supervision, performance monitoring, and compliance with applicable health, safety, and aquatic-industry requirements (12 points).

6. Stability – financial stability and likelihood of success to meet needs, comfort with company as a partner

(12 points).

7. Costs to the City for Lifeguard Management contract and Potential Revenue proposed from program management. (30 points)

*The City reserves the right to shortlist the highest scoring firms to conduct interviews, from which candidates will be ranked. Interviews will be held at the Legacy Park Admin, 500 S. Columbia Rd. Decatur, Ga. 30030, unless deemed acceptable to meet via a virtual meeting portal. A determination will be made at the time shortlisted companies are announced.

The City reserves the right to reject any or all bids/proposals, to waive technicalities and to make a selection and final award as deemed to be in the best interest of the City, including using any form of contract it deems most advantageous to the City.

Proposals will be considered only from experienced and well-equipped companies. Prior to beginning services, the successful bidder will file with the City a certificate of insurance. The City reserves the right to reject any or all bids or to waive informalities in the bidding.

Bids may be held by the City for a period not to exceed sixty (60) days from the date of the opening of bids for the purpose of reviewing the bids and investigating the financial stability of the bidders and their demonstrated ability to perform satisfactorily, prior to awarding the contract.

It is the intention of the Owner to award a contract only to a proposer who furnishes satisfactory evidence that they have the requisite experience and ability and that they have sufficient capital, facilities and plans to perform the work described in the Statement of Work.

To determine the degree of responsibility to be credited to a proposer, the Owner will weigh any evidence that the proposer or personnel has or has not performed satisfactorily on other contracts of like nature and magnitude or comparable difficulty at similar rates of progress.

5. Disqualification of Proposers

More than one proposal for the work described in this Document from an individual, firm or partnership, a corporation or an association under the same or different names, will not be considered. Reasonable grounds for believing that any proposer is interested in more than one proposal for the work contemplated will cause the rejection of all proposals in which such proposer is interested. If there are reasonable grounds for believing that collusion exists among the proposers, the proposals of the participants in such collusion will not be considered.

6. Agreement, Bonds, Insurance

The attention of proposers is specifically directed to the forms of agreement and bonds to be executed and types of insurance to be taken out in the event a contract award is made.

7. Failure to execute Agreement and file required bonds and Insurance

Failure of a successful proposer to execute the agreement and file required bonds and insurance within the required time shall be just cause for the annulment of the award. On failure of a successful proposer to execute the agreement and file the required bonds and insurance within the required time, they shall forfeit their proposal security as agreed as liquidated damages, and the proposer, by filing a proposal, agrees to this proviso.

Upon annulment of an award as aforesaid, the Owner may then award a contract to the next lowest responsible proposer.

8. How and Where to submit proposals

Proposals shall be 40 pages or less. The page count shall not include a two-page cover letter/executive summary and all forms requested by the City. Proposing organizations are requested to make use of feature-benefit tables, data tables, flow diagrams, charts and graphs where possible to improve clarity and help limit page-count. The proposals must be delivered by the deadline to the City of Decatur, Attn: City Manager, 509

N. McDonough St. Decatur, Ga. 30031. Bids must be received no later than October 9th, 2026, at 3:00 pm.

The bidder must submit three (3) copies of their proposal with one marked original.

II. Statement of Work

1. PURPOSE OF RFP

The City of Decatur operates three public outdoor swimming pools and one indoor public swimming pool, and is seeking a proposal for staffing, water maintenance, and supervision of the City’s aquatics program for 3 outdoor pools and 1 indoor pool.

Respondents are asked to prepare a proposal including the format for accomplishing the work, the fee required to perform the work, and references listing previous comparable assignments. The City reserves the right to award a contract to the company (hereinafter referred to as the “Company”) whose proposal and any resulting negotiations are deemed to be in the best interest of the City.

This contract is for a two-year term beginning April 1st, 2027, with the option to renew at the end of the two-year period for another two-year term without requiring an additional bid process.

2. GENERAL INFORMATION

The City of Decatur, Georgia is the second-oldest incorporated community in the Atlanta region. Located six miles east of downtown Atlanta, the City of Decatur is a highly urbanized city of about 25,000 residents in approximately four square miles of area and is one of the most densely populated cities in Georgia. The City promotes healthy and active lifestyles through its Parks and Recreation Department, which includes aquatics programming.

3. SCOPE OF WORK

A. AQUATIC FACILITIES AND SCHEDULES:

The City of Decatur owns and operates three public outdoor swimming pools and one indoor swimming pool.

Oakhurst Indoor Pool Operations

Oakhurst Indoor Pool is a 149,000-gallon indoor pool with a bather load of 100, located inside the Oakhurst

Recreation Center. This facility will be open all year long and will serve programs for City of Decatur residents and non-residents, including but not limited to swim lessons, water aerobics, and open swim, Decatur High

School Swim Team, and potential rental groups.

Monday – Thursday Friday

6:00 am – 9:00 am Lap Swim only 6:00 am – 9:00 am Lap Swim only

9:00 am – 3:00 pm Open Swim/Lap Swim 9:00 am – 8:00 pm

Open

Swim/Programming 3:00 pm – 8:00 pm Programming

Saturday Sunday

8:00 am – 2:00 am Lap Swim only 12:00 pm – 5:00 pm Open Swim

2:00 am – 5:00 pm Open Swim 6:00 pm – 10:00 pm

After-Hour Rentals

6:00 pm – 10:00 pm After-Hour Rentals

Oakhurst Annual Holiday Closure Days:

Easter Sunday Memorial Day Juneteenth 4th of

July

Labor Day

Thanksgiving Day, and the Day After Christmas Eve & Day New Year’s Eve & Day

The City reserves the right to close the pool annually during the first week of school in the City Schools of

Decatur (typically the first week in August) for a deep cleaning/down week.

Glenlake & McKoy Pool Operations

Glenlake Pool is located in Glenlake Park at 1121 Church Street. It is a 300,000-gallon pool which has a bather load of 250.

McKoy Pool is located at 534 McKoy St. A 40,000 gallon pool with a bather load of 100. The pool incorporates a zero-entry access with bubbler feature to entertain younger swimmers.

Both will follow the below Schedule.

Dates of Operation:

• Outdoor pools will be swim-ready and have passed Health Department Inspection prior to their programming needs:

o Ebster Pool and Splash Pad must be completed and pass a health inspection two weeks before the first Monday in May each year, as outlined below.

o Glenlake and McKoy Pool must be completed and pass health inspection by the end of the second week of May each year.

• Pool will be open for operations on the Saturday of Memorial Day Weekend of a given year

The pools will open for seasonal operations on the Saturday of Memorial Day weekend each year.

Regular weekday operations will conclude on Labor Day. Glenlake and McKoy pool will be closed

Tuesday through Friday immediately following Labor Day, reopen for the following weekend, and close for the summer season at the conclusion of that weekend.

Hours of Operation:

From the Saturday of Memorial Day Weekend through the Day Prior to the first day of school in the City

Schools of Decatur:

Monday – Friday 10 am – 8 pm

Saturday & Sunday 10 am – 6 pm

Holidays 10 am – 6 pm (*Closes at 3 pm on the 4th of July and

Juneteenth)

From the first day of school in the City Schools of Decatur through Labor Day:

Monday & Wednesday 4 pm – 8 pm Glenlake ONLY

Holidays 10 am – 6 pm

Weekend following Labor Day:

Saturday & Sunday 10 am – 6 pm Glenlake & McKoy ONLY

Ebster Pool Operations

Ebster Pool is located at 404 W. Trinity Place. It is a 25-yard, 180,000-gallon pool and has a bather load of

150.

Dates of Operation:

• Pool will be swim-ready and have passed Health Department Inspection two weeks before the first Monday in May each year for outdoor programming.

• Last Day of the Pool Season will be Labor Day of a given year

Please note: The designated last day of the pool season applies only to regular public swimming operations and does not include outdoor aquatic programs offered by the City. The City may schedule programs outside the regular pool season and will provide the Contractor with at least thirty (30) calendar days’ written notice of the program dates, times, and required staffing.

Hours of Operation:

From April 30 through the Friday before Memorial Day Weekend:

Monday – Thursday: 4 pm – 8 pm

Friday – Sunday: CLOSED

From Memorial Day through the Day Prior to the first day of school in the City Schools of Decatur:

Monday – Thursday 9 am – 10 am (Lap Swim)

9 am – 1 pm (Departmental Programs – July ONLY)

10 am – 4 pm (Open to Public)

4 pm – 8 pm (Departmental Programs)

Friday 9 am – 10 am (Lap Swim)

9 am – 1 pm (Departmental Programs – July ONLY)

10 am – 6 pm (Open to the Public)

Holidays 10 am – 6 pm (*Closes at 3 pm on 4th of July)

Please note: Departmental programming may be adjusted in response to the evolving needs of the facility, which may encompass operational functions not outlined above. The department retains the authority to implement these changes with a notice period of no less than 90 days.

Operations include, at a minimum, two home swim meets – 3 lifeguards will be on duty for 4-5 hours for each.

These dates will be provided by April 30th of each year.

From the first day of school in the City Schools of Decatur through Labor Day:

Tuesday & Thursday

5 pm - 8 pm Departmental Programs ONLY

Holidays 10 am – 6 pm

STAFFING SUMMER OUTDOOR POOLS (GLENLAKE, MCKOY, AND EBSTER) AND OAKHURST INDOOR POOL

• The Company and Designated City of Decatur Parks and Recreation staff will meet in January of each year to discuss implementation of the contract, preseason meeting dates, and schedule for the year, to include any special events/swim meets, and possible training days for pool staff.

• The Company will have access to each facility a minimum of two weeks before the official start of the season dates set in the January Meeting.

• The Company will be responsible for placing pool furniture around the pool deck at the start of the season, and reporting any issues with furniture to the City. The company will also be responsible for stacking the pool furniture on the last day the pool is open.

• The Company will provide lifeguard supervision for public swimming, swim lessons, any departmental programs, and other organized pool activities (i.e., private parties). Lifeguards must have current

Lifeguard Training certification, as well as CPR for the professional rescuer, and first aid certification from a nationally recognized entity. Proof of certification of all team members must be provided to the

City prior to opening of pools.

• Lifeguard staffing will be as follows at each pool:

- Glenlake: 2 guards up in rotation- 1 guard down in rotation with a 15/20 min rotation in effect

i. Except during M-F 3 pm-8 pm and Saturday and Sunday all day. Then, 3 guards up in rotation.

- Ebster: 2 guards up in rotation- 1 guard down in rotation with a 15/20 min rotation in effect-during periods where less than 10 swimmers are in the pool 2nd guard can be pulled to assist with cleaning duties.

- McKoy: 2 guards up in rotation- 1 guard down in rotation with a 15/20 min rotation in effect- during periods where less than 10 swimmers are in the pool 2nd guard can be pulled to assist with cleaning duties.

- At any time a guest is on the pool deck, at least one guard is to be in the chair

• Lifeguards will be responsible for the safety of the pool guests and environment, as well as the upkeep and cleanliness of the pool, deck, and the bathhouse. The Company must supervise lifeguards weekly by making unannounced visits to pools, as well as holding in-service training that meets the minimum recommendation of the certification that they use for their lifeguard staff. (i.e., Red Cross recommends a minimum of 4 hours monthly for in-service training) The Company will designate a Certified Pool

Operator (CPO or AFO) and a certified lifeguard to serve as Pool Manager at each of the three outdoor swimming pools. The Manager will supervise the swimming pool, manage patron behaviors, and perform on-site staff duties. Pool Managers will need to have completed De-escalation training and

Behavior Management training at the beginning of each pool season. Pool Managers will also be responsible for opening and closing their assigned pool. A company officer or manager must supervise the Pool Manager, handle patron behavior issues, and at the discretion of the City of Decatur Parks and

Recreation staff, meet with City staff once a month during season.

• The company will provide one front desk attendant for each location, 30 minutes prior to the opening of the pools until closing time. Attendants can work in shifts. Attendants will be responsible for answering phones, taking admissions through the Department’s point of sale software, and maintaining the cleanliness of lobby and bathrooms. City will provide training on the software to be used for taking admissions to city pools. Attendants must be at least 17 years old due to the City’s cash handling requirements.

• At the end of the season The Company and Designated City of Decatur Parks and Recreation staff will meet to wrap-up the season that just occurred. This meeting will cover any outstanding issues from seasonal monthly meetings, and feedback on operations from both the Company and the City of Decatur

Park and Recreation.

• City of Decatur staff will be able to address immediate areas of concern for safety or operational issues with the Pool Company's on-duty staff. All issues will be sent to the pool company contact as soon as possible.

B. POOL MANAGEMENT

• The Company will provide lifeguard supervision for public swimming, programming, and other organized pool activities (i.e., pool parties). Lifeguards must have current Lifeguard Training certification, as well as CPR for the professional rescuer, and first aid certification from a nationally recognized entity. Proof of certification of all team members must be provided to the City prior to opening of pools.

• A lifeguard shall be present on duty at all times while guests are utilizing the facility and occupying the pool deck. A minimum of two lifeguards will be on stand during any structured programming. One lifeguard should be in a down spot to rotate the other lifeguards at a minimum of 15/20 minutes intervals. Lifeguards will be responsible for the safety of the pool guests and environment, as well as the upkeep and cleanliness of the pool, deck, and restrooms. The Company must supervise lifeguards regularly by making unannounced visits to pools, as well as holding in-service training that meets the minimum recommendation of the certification that they use for their lifeguard staff. (i.e., Red Cross recommends a minimum of 4 hours monthly for in-service training)

• The company will designate one certified operator, Certified Pool Operator or Aquatics Facility

Operator, to oversee the management of all swimming pools. Additionally, three certified lifeguards will be appointed as Pool Managers for each outdoor swimming pool. Additionally, it is essential to provide contact information for the contingency plan when primary personnel are not accessible. The Manager will supervise the swimming pool, manage patron behaviors, and perform on-site staff duties. Pool

Managers will need to have completed De-escalation training, Behavior Management training, and facility-specific emergency training at the beginning of each pool season. (Training records must be provided to the City upon request) Pool Managers will be responsible for opening and closing their assigned pool each day. A company officer or manager must supervise the Pool Manager, handle patron behavior issues, and, at the discretion of the City of Decatur Parks and Recreation staff, meet with City staff once a month during season.

• The Company will provide one staff person (lifeguard/front desk attendant) for this location 30 minutes before the opening of the pools until closing time. Staffers can work in shifts or be part of a lifeguard rotation. Attendants will be responsible for answering phones, taking admissions through the

Department’s point of sale software, and maintaining the cleanliness of the lobby and bathrooms. City will provide training on the software to be used for taking admissions to the city pools. Staffers must be at least 17 years old due to the City’s cash handling requirements.

• The Company will provide an hourly rate for Lifeguards for each facility for after-hours party rentals.

The fees for the after-hours parties will be invoiced to the City at the end of each month. Those fees will be paid to the Company by the City of Decatur within 30 days of receipt of the invoice.

• The Company will ensure all staff have completed customer service prior to beginning work on behalf of the City at any pool location. (Training records must be provided to the City upon request)

• City of Decatur staff will be able to address immediate areas of concern for safety or operational issues with the Company’s on-duty staff. All issues will be sent to the Company contact as soon as possible.

C. PROGRAMS

The Company may submit as part of their proposal a suggested offerings of programs. Programming proposals must include at least three (3) days of swim lessons (M/W or T/TH and Saturday morning), Water Aerobics, Pool Parties, and include a time slot for Decatur High School Swim team practice during HS Swim Season

(typically October to February).

• Programs will have a 60/40 profit share, with the 40% going to the City. Prices for programs must be included in the proposal.

• Lane rentals for swim team programming will be done through annual contracts with the City and not paid through this agreement.

• Company will submit a detailed monthly report that shows participation numbers, revenue, and refunds given. The final number is the fee owed to City of Decatur (40%). Reports must be created directly in registration software of the Company. Excel sheets will not be accepted.

• 100% of Pool Admission fees will be retained by the City.

D. CLEANING

The Company will be responsible for cleaning duties, daily or as needed.

• Pools must be vacuumed at least every other day and brushed on the other days.

• Stainless Steel must be cleaned weekly.

• Windows must be cleaned once a week, where applicable.

• Starting blocks and lifeguard stands must be cleaned weekly

• The waterline tile will be cleaned on an as-needed basis.

• Pools must be backwashed as needed to maintain optimal flow to meet health department requirements.

• Bathrooms must be cleaned daily and throughout each day.

• Bathhouses must be disinfected daily at closing.

• The pool deck must be cleaned and maintained throughout each day. Pool deck will be hosed down at the end of each night. Indoor pool must have deck scrubbed once monthly.

• Hazards must be removed promptly with the notification and approval of City Staff

• Trash must be checked and emptied as needed daily.

• Deck furniture must be straightened daily.

• All housing areas designated for support staff must be thoroughly cleaned and maintained on a daily basis. This includes the organization of storage areas and supportive materials, as well as ensuring compliance with OSHA regulations.

Company is responsible for ensuring that all cleaning is done prior to the beginning of each pool’s scheduled daily opening.

E. WATER QUALITY STANDARDS

The Company will maintain the pool chemistry levels in accordance with such statutes, ordinances, rules, and regulations governing pool chemistry as are adopted from time to time by the State of Georgia and DeKalb

County Environmental Health Department. The Indoor Pool at Oakhurst temperature will be maintained at 84 degrees from 2nd week of February (end of High School Swim Season) to 1st Week of October (beginning of

High School Swim Season), and maintained at 82 degrees from 2nd week of October (Beginning of HS Swim

Season) to 1st week of February (End of HS Swim Season). Water Quality tests of PH, ORP, Free Chlorine, and

Temperature should be recorded at a minimum of every 2 hours, beginning with a reading 1 hour prior to opening of the pools. Water Quality tests of Calcium Hardness, Total Alkalinity, Total Dissolved solids, Cyanuric Acid, and Combined Chlorine, where applicable, should be recorded at least once weekly. Water

Quality will be reported to the City of Decatur designated contact weekly. Water Test sheets can be sent via email to meet this requirement. Pools should be backwashed on an as-needed basis to maintain the influent and effluent differential at no more than 8 on each pool.

Ordering Chemicals

- Pool Chemicals as needed for the operations of the pools (i.e., ash, muriatic acid, sodium bicarbonate for alkalinity, calcium chloride, a stabilizer, and sodium thiosulfate) will be ordered by the Company on behalf of the City with the provided notice of approval for supplies.

F. Pump Room Maintenance-Pool Maintenance

Should any issues arise with the pools (i.e. inability to maintain correct chemical levels, flow issues, pumps issues, HVAC issues, Electrical Issues, or Plumbing issues), the on-duty Company staff is to notify the City of

Decatur immediately via the designated contact.

G. SUPPLIES

The Company will provide at its expense the following:

• Cleaning supplies, including sponges, brushes, disinfectants, gloves, cleaning solutions, and liquids. All cleaning supplies must be approved by the City.

• All First Aid supplies for each facility. Standard supply must meet the minimum OSHA requirements.

No medicines may be used or stored (including but not limited to: Neosporin, rubbing alcohol, hydrogen peroxide, iodine, ibuprofen, acetaminophen, Benadryl, etc.)

Minimum OSHA list can be found in Appendix.

• Water Testing Kit- Taylor Technologies DPD Powder Kits

• Backboards

• Rescue Tubes

• Ring Buoys to health department standard

All equipment provided by the Company must be in good condition and fully functional.

The City will provide the following:

• AED’s and Pads

• Pool Vacuums for each location

• City will provide pool furniture (i.e. lounge chairs, tables, chairs, bases, umbrellas) and it will be of good working condition. Pool furniture will be on-site for the Company to perform opening duties prior to April 1st.

• The following Janitorial supplies: soap, paper towels, deodorizer, toilet tissue, and trash can liners for the pool and bathroom areas.

a. The company will notify the City weekly of any additional needs and maintain an inventory log of all supplies used at each location.

SUPPLY AND REQUESTS APPROVAL

The Contractor shall monitor supply levels at each aquatic facility and notify the City or its designated representative of supplies needed for the upcoming weekend no later than the close of business on Thursday of the current week. Each request shall identify the facility, requested item, quantity, intended use, and requested delivery date.

The City will make reasonable efforts to provide approved supplies before the beginning of the weekend operating schedule, including delivery by Saturday morning when applicable. If the City is unable to provide an approved supply within the requested timeframe, the City shall notify the Contractor of the delay and, when available, provide an anticipated delivery date or alternative instructions.

Before using any new, substitute, or additional product for general pool or facility maintenance, the Contractor shall submit the product information and intended use to the City’s designated representative. The City’s designated representative shall approve or deny the request. The Contractor shall not purchase, apply, or use the requested product without prior approval from the City.

Emergency supply needs that may affect health, safety, water quality, or continued facility operations shall be reported to the City’s designated representative immediately and shall not be held until the Thursday reporting deadline.

The Contractor’s failure to timely monitor inventory or submit a routine supply request shall not excuse a failure to perform required services. The Contractor shall maintain documentation of all supply requests, approvals, denials, delivery delays, and supplies received.

H. CLOSURE AND FAILURE TO OPEN AS SCHEDULED

Opening, Preparation, and Health Inspection Requirements

The Contractor acknowledges that preparing, opening, and operating each aquatic facility according to the dates and hours established in this Contract and the annual operating schedule approved by the City are material requirements of this Contract.

The Contractor shall complete all preseason pool preparation, water-quality management, cleaning, staffing, training, employee certification, documentation, and other responsibilities within its scope in sufficient time for each facility to receive and pass all required inspections before its scheduled opening date.

The Contractor shall take primary responsibility for coordinating and scheduling all required DeKalb County

Board of Health inspections. The Contractor shall request each initial inspection early enough for the facility to pass inspection by the applicable deadline established in this Contract and to provide sufficient time for corrective work and reinspection before the scheduled opening date.

The Contractor shall:

• Submit a written preseason preparation and inspection schedule to the City no later than thirty calendar days before each facility’s required inspection deadline;

• Submit the inspection request to the DeKalb County Board of Health within the timeframe required by the County and provide the City with written confirmation of the request;

• Coordinate access to the facility and ensure that a qualified representative of the Contractor is present during the inspection;

• Ensure that all conditions within the Contractor’s scope satisfy applicable health, safety, water-quality, and operational requirements;

• Provide the City with copies of inspection reports, approvals, notices of deficiency, correspondence, and scheduled reinspection dates within one business day after receipt;

• Immediately correct any deficiency within the Contractor’s scope and coordinate any required reinspection; and

• Notify the City immediately of any condition that may prevent a facility from passing inspection or opening as scheduled.

Failure to timely request or coordinate an inspection, properly prepare a facility, correct a deficiency within the

Contractor’s scope, or obtain inspection approval because of an act or omission of the Contractor shall constitute a contractor-caused service failure and shall be subject to the credits and remedies established in this section.

A delay caused solely by the DeKalb County Board of Health shall not constitute a contractor-caused service failure, provided that the Contractor timely completed all required preparation, requested the inspection by the required deadline, maintained written documentation of its efforts, promptly responded to all County requests, and did not cause or contribute to the delay.

A condition involving City-owned equipment, infrastructure, or capital repairs outside the Contractor’s scope shall not constitute a contractor-caused service failure. The Contractor must notify the City in writing immediately upon discovering the condition. Failure to provide timely notice may make any resulting delay attributable to the Contractor.

Notice of Closure or Service Interruption

The Contractor shall immediately notify the City’s designated representative upon learning of any circumstance that may delay a scheduled opening, cause an early closure, prevent a facility from passing inspection, or otherwise interrupt scheduled operations.

The notice shall identify:

• The affected facility;

• The reason for the anticipated or actual interruption;

• The anticipated duration;

• The actions being taken by the Contractor; and

• The estimated date and time normal operations will resume.

Providing notice shall not relieve the Contractor of its responsibilities or any credit, corrective action, or other remedy required under this section.

Basic Service Credit

If a facility is closed for a full scheduled operating day, including a full-day closure caused by inclement weather, the Contractor shall credit the City the applicable daily operating rate identified in the Contractor’s

Cost Proposal.

If a facility opens late, closes early, or is otherwise unavailable for part of a scheduled operating day, the credit shall be prorated using the following calculation:

Applicable daily operating rate × scheduled operating hours missed ÷ total scheduled operating hours for that day.

A full-day inclement-weather closure shall receive the applicable daily-rate credit because contracted services were not provided, notwithstanding that the weather condition was outside the Contractor’s control. Weather-related closures shall not count toward the contractor-caused service-failure tiers established below.

Contractor-Caused Service Failures

A contractor-caused service failure includes, but is not limited to:

• Failure to provide the required number of employees;

• Employee absences or inadequate staff scheduling;

• Failure to provide properly trained or certified personnel;

• Expired, suspended, or missing employee certifications;

• Failure to complete required pool-opening responsibilities;

• Failure to timely schedule, coordinate, or support a required health inspection;

• Failure to correct an inspection deficiency within the Contractor’s scope;

• Failure to maintain required water quality;

• Chemical mishandling;

• Inadequate supervision; or

• Failure to perform another service required under this Contract.

Tier Structure

Contractor-caused service failures shall be classified and addressed as follows.

Tier 1 – Isolated Service Failure

A Tier 1 service failure is one missed scheduled operating day, late opening, early closure, or other isolated service interruption caused by the Contractor.

The Contractor shall provide the full-day or prorated service credit required under Subsection 3.

Tier 2 – Recurring Service Failure

A Tier 2 service failure occurs when a facility experiences:

1. Two to four consecutive missed scheduled operating days; or

2. Three to five cumulative missed scheduled operating days during a contract year.

The Contractor shall:

1. Provide the applicable service credit for every affected day or operating hour;

2. Submit a written corrective-action plan within two business days after receiving notice from the City;

and

3. Participate in a performance meeting with the City, if requested.

The corrective-action plan shall identify the cause of the failure, immediate corrective measures, the individuals responsible for implementing those measures, the implementation timeline, and the actions that will prevent recurrence.

Tier 3 – Extended Service Failure

A Tier 3 service failure occurs when a facility experiences:

1. Five to nine consecutive missed scheduled operating days; or

2. Six to ten cumulative missed scheduled operating days during a contract year.

The Contractor shall perform the same requirements in response to a Tier 3 failure. In addition, the City may:

1. Obtain temporary or replacement services;

2. Deduct from amounts owed to the Contractor any reasonable and documented additional costs incurred by the City to obtain those services;

3. Require additional staffing, supervision, training, documentation, or reporting at the Contractor’s expense; and

4. Issue a formal notice of material performance deficiency.

Tier 4 – Substantial Service Failure

A Tier 4 service failure occurs when:

1. A facility experiences ten or more consecutive missed scheduled operating days;

2. A facility experiences more than ten cumulative missed scheduled operating days during a contract year;

3. The Contractor abandons a facility;

4. The Contractor discontinues services before the conclusion of the approved operating season; or

5. The Contractor demonstrates that it is unable or unwilling to resume and maintain the required services.

A Tier 4 service failure constitutes a material breach of the Contract. In addition to all applicable service credits, the City may:

1. Obtain temporary or permanent replacement services;

2. Recover or deduct the reasonable and documented additional costs of obtaining replacement services;

3. Terminate services at the affected facility;

4. Terminate the Contract for cause; or

5. Exercise any other remedy available under the Contract or applicable law.

Multiple Facilities

Service failures shall ordinarily be measured separately for each facility. Simultaneous or repeated contractor-caused failures affecting multiple facilities may be considered collectively when determining whether the

Contractor has committed a material performance failure or demonstrated an inability to perform the Contract.

Exceptions

Closures or service interruptions caused solely by the following shall not count toward the contractor-caused service-failure tiers:

1. Inclement weather;

2. A City-directed closure not caused by the Contractor;

3. A utility interruption not caused by the Contractor;

4. A condition involving City-owned equipment, infrastructure, or capital repairs outside the Contractor’s scope;

5. A public-health or governmental order not resulting from the Contractor’s actions or omissions;

6. A delay caused solely by the DeKalb County Board of Health, provided the Contractor complied with all inspection-related responsibilities established in this section; or

7. Another circumstance that the City determines was beyond the Contractor’s reasonable control.

The Contractor shall not be excused when its actions or omissions caused or materially contributed to the closure or interruption. Full-day inclement-weather closures remain subject to the basic service credit required under Subsection 3.

Application of Credits and Additional Costs

All credits and authorized cost deductions shall be separately documented and applied to the Contractor’s next monthly invoice. If the amount exceeds the next invoice, the remaining balance may be applied to subsequent invoices or reimbursed to the City within thirty calendar days after written notice.

The credits provided under this section are not the City’s sole remedy. Applying a credit does not prevent the

City from requiring corrective action, obtaining replacement services, recovering reasonable and documented additional costs, terminating services at an affected facility, terminating the Contract for cause, or exercising another remedy authorized under the Contract or applicable law.

I. TERMS

In the proposal, the Company should lay out a monthly payment plan for the annual lump sum for Oakhurst, and an April to September monthly payment plan for each outdoor pool. An invoice will be submitted monthly for each individual site. All repair work will be invoiced separately for each repair done.

J. SILENCE OF SPECIFICATIONS

The apparent silence of these specifications and any supplemental specifications concerning any point shall be regarded as meaning only that the best commercial practices are to prevail and that only materials of first quality and correct size, type, and design are to be used. All interpretations of the specifications shall be made upon the basis of this statement, with the City's interpretation to prevail.

4. PERFORMANCE EVALUATION

The City shall evaluate the Contractor’s performance at least annually. The evaluation shall be based on City records, approved operating schedules, staffing reports, employee certifications, inspection results, incident reports, water-quality records, invoices, required monthly reports, corrective-action records, service-interruption records, and other documented contract-performance information.

The Contractor will be evaluated using the following 100-point scale:

Performance category Points Required standard

Scheduled openings and operating hours

Facilities open by required seasonal dates and provide at least 98% of scheduled operating hours

Staffing and certifications 25 At least 98% of required positions filled and 100% of assigned employees properly certified

Safety, water quality, and regulatory compliance

No unresolved serious violations or preventable regulatory closures

Reporting and financial administration

At least 95% of required reports and invoices accurate and submitted by established deadlines

Responsiveness and corrective action

At least 95% of required responses and corrective actions completed by City deadlines

Customer service and complaint resolution

Documented complaints acknowledged and addressed within contractually established timeframes

Total 100 Minimum renewal eligibility score: 85

Renewal Eligibility

The Contractor must receive an annual performance score of at least 85 points to be eligible for renewal consideration. Achieving the minimum score does not create a right to renewal or obligate the City to renew the

Contract. Any renewal remains within the City’s sole discretion and is subject to available funding, continued operational need, agreement on applicable pricing, and approval by the appropriate City authority.

Automatic Renewal Disqualifiers

Regardless of the Contractor’s total performance score, the City may determine that the Contractor is ineligible for renewal based on any of the following:

1. A Tier 4 substantial service failure;

2. Failure to open a facility by its required seasonal opening date for reasons within the Contractor’s control;

3. Falsification of staffing, certification, safety, financial, or performance records;

4. An unresolved serious safety or regulatory violation;

5. Failure to submit or implement a required corrective-action plan;

6. Repeated material violations of staffing or certification requirements; or

7. Termination of any portion of the Contract for cause.

5. RENEWAL DETERMINATION

When determining whether to exercise a renewal option, the City may consider the Contractor’s annual and cumulative performance scores, frequency and severity of service failures, corrective-action history, safety record, responsiveness,…