BID SPECS – PLAINVIEW POOL MANAGEMENT
City of Jeffersontown is seeking qualified professional Pool Management companies to manage the
Plainview Pool Center. Any questions regarding this request for bids shall be directed to Debbie Hendrick
at 502-298-2954 between the hours of 8:00 am – 4:30 pm, Monday – Friday.
Submit Bid Instructions
City of Jeffersontown is accepting sealed bids for managing all the pools at the Plainview Pool Center
located at 10235 Timberwood Circle, Jeffersontown, KY 40299. Bid specifications may be picked up at
10416 Watterson Trail, Jeffersontown, Kentucky or printed off website jeffersontownky.gov starting
Wednesday, November 6, 2013 at 8:00 am. Sealed bids will be accepted at City Hall through Monday,
November 25, 2013 at 10:00 am. Bid opening is Monday, November 25, 2013 at 10:30 am. Contact
Debbie Hendrick (502) 267-8333 if you have any questions. The City of Jeffersontown reserves the right
to reject any and all bids.
Project Description: City of Jeffersontown through the Parks and Recreation Department desires to find
a pool management company to manage city owned Plainview Swim Center at 10235 Timberwood Circle,
Jeffersontown, Kentucky 40223.
Pool management companies submitting a response must demonstrate that they have the experience to
manage multiple pools at one location. This may be accomplished by submitting reference letters or
other means deemed appropriate for review of experience managing multiple pools at one location
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Adult Pool – 30 feet by 60 feet. Slopes from 3 feet to 5 feet deep
Baby Pool – 25 feet by 25 feet. 18 inches deep. Fountain in middle of pool
Dive Pool – 36 feet by 40 feet. 11 feet deep in the middle – walls slopes on all four sides. Two
diving boards.
L-Shape Pool – See below (not to scale)
56 FT
MD
MD
5 FT
33 FT
40 FT
84 FT
3 FT
89 FT
Bid Specs
1. City of Jeffersontown will provide sets of keys to company for all locks to operate the pool.
Company shall keep and safeguard keys and release keys only to authorized personnel. Keys will
be returned to City of Jeffersontown in the event of termination of the contract in future years.
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2. City will provide the following:
a. Water
b. Electricity
c. 110 volt electrical outlet in pump room
d. Receptacles for trash
e. Garbage pick-up
f. First Aid Kit (Company will re-supply at no cost to City of Jeffersontown during the swim
season – Band aids, gauze pads, bee sting swabs and antibacterial cream).
g. Telephone that is accessible to Company’s lifeguards at the pool site
h. Lifeguard stands and umbrellas for lifeguard stands
i. Equipment to operate pool required by local county health codes, i.e. ring buoys, rescue
tubes, test kits, chemical feed pumps, etc.
j. Complete written copy of pool rules.
3. Opening: Company will make the pool “ready to swim” by completing the following services:
a. Provide a pre-season “Pool Data” report of pool facility. Report will cover the following
items:
i. Type of equipment
ii. Condition of the pool
iii. Gallons of Water
iv. Filter type and status
v. Pool pump type and status
vi. General condition of pool structure
vii. Electrical equipment status
b. Clean pool (pool bottom must be visible)
c. Clean pool decking (no landscaping)
d. Clean pool deck drains
e. Inspect chemical feed pumps
f. Inspect all filtration equipment
g. Inspect flow meters, pressure gauges and valves
h. Mount diving boards, guard chairs and ladders
i. Clean bathhouse
j. Inspect water testing supplies (City of Jeffersontown will provide original test kit prior to
opening day. Company will re-supply test kit at no additional charge)
k. Inspect underwater lights
l. Clean and fold pool cover(s)
m. Order, store and inject all necessary chemicals to establish proper levels according to
local health department standards.
n. Set out and clean deck furniture (due to aging of furniture some stains may not be
removable, furniture repair is available upon request)
o. Start-up filtration system
p. Perform routine repair work as needed (See section 14 – Repair Work) NOTE: Company
will automatically install and/or replace those items necessary to meet county code
requirements.
q. Inspect all skimmers and clean, if applicable
r. Inspect vacuum system
s. Inspect return inlets
t. Inspect pump room valve system
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u. Assist City in obtaining all necessary licenses from public agencies
4. Vandalism: Additional reasonable charges for cleanup required as the results of vandalism shall
be paid by the City to the Company, upon inspection and approval by the City.
5. Permits: City will apply for and obtain from the local health department a swimming pool
operating permit for the City and pay all fees associated with obtaining the permit. Company shall
advise and assist the City regarding the permit and will make any necessary repairs, provide
those parts & items required to satisfy health department requirements. These repairs will be
made in accordance with section (14) Repair Work.
6. Minimum Safety Standards: City agrees and acknowledges that is the City’s responsibility and
duty to operate City’s pool with all local health department standards. Local health department
codes are available from the county environmental health department. Company shall bring the
City’s pool into compliance within the minimum standards to operate a pool. These repairs will be
made in accordance with section (14) Repair Work.
Payment for work and equipment to bring City’s pool within minimum standards on the above
items shall be the responsibility of the City in accordance with section (21) Payments. NOTE:
Company shall have the right to cancel agreement, if City elects not to have pool brought up to
minimum standards as defined above.
7. Pool Operations: Pool operate on the following schedule:
Saturday of Memorial Day weekend until Labor Day Monday
Pool Hours:
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Holidays
12 noon – 8 pm
10 am - 8 pm
10 am - 8 pm
10 am - 8 pm
10 am – 9 pm
10 am - 9 pm
10 am - 8 pm
10 am - 8 pm
Staffing:
Monday through Friday: Seven (7) lifeguards from opening until 3:00 pm. Six (6) lifeguards
from 3:00 pm until 6:00 pm and five (5) lifeguard from 6:00 pm until close.
Saturday, Sunday and Holidays: Seven (7) lifeguards from opening until 6:00 pm and five (5)
lifeguards from 6:00 pm until close.
Monday through Friday when school is in session (End of season only): Four (4) lifeguards
from noon until 4:00 pm and five (5) lifeguards from 4:00 pm until close.
Once every hour the pool will be cleared of all children (17 years and younger) for a period of ten
(10) minutes. Prior to closing, there will be no ten (10) minute clearing of the pool during the last
hour of operation.
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8. Wading Pool: Supervision and safeguarding of users of the wading pool shall be the
responsibility of the parents of the children using the wading pool. Company agrees to maintain
the wading pool and to maintain water chemistry.
9. Personnel: All company personnel who will work at the City’s pool, including all lifeguards, shall
be employed solely by the company and be employees of the company. No lifeguards shall be
engaged by the company as an “independent contractor”. In addition, company should provide a
full-time adult (non-lifeguard) manager.
a. Company agrees to pay the following for Company employees, including all lifeguards:
i. Wages
ii. Income tax withholdings
iii. Social security withholdings
iv. Local occupational taxes
v. State unemployment insurance
vi. Federal unemployment insurance
vii. Workmen’s compensation insurance
b. Personnel employed by the company shall have Red Cross Lifeguard training or
equivalent as well as Metro Louisville Lifeguard permit.
c. Personnel employed by the company will be provided chemical safety training by the
company.
d. The company shall provide personnel employed by the Company with orientation
training, onsite training and a post Memorial Day guard training review.
e. Personnel will be trained by the company in the area of blood borne pathogen and
provided a blood borne pathogen exposure control kit per OSHA requirements.
f. Lifeguards shall have the authority to discipline swimmers and any and all other persons
within the pool facility, within their best judgment and sole discretion consistent with the
published and posted rules of the City and minimum safety standards as established
herein.
g. Certified Pool Operators (CPO) will train all management personnel on independent
mechanical operation of City’s facility.
h. Company’s full time management staff will supervise personnel. Company supervisors
will inspect City’s facility no less than two (2) times each week to check performance of
personnel.
10. Company Personnel Responsibilities: Company personnel will be responsible for the following
duties:
a. Life guarding main pool, adult pool and diving pool.
b. Check water chemistry of all four (4) pools and record readings in a minimum of three (3)
times a day.
c. Maintain chemical balance of pool water
d. Cleaning tiles around pool edge.
e. Back washing filtration system as needed
f. Cleaning main pool surge tank
g. Cleaning pump system strainer basket
h. Cleaning bathhouse daily and inspecting it each hour.
i. Clean swimming pool area
j. Vacuum pool two (2) times per week or as needed
k. Empty trash receptacles
l. Straighten up deck furniture
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m.
n.
o.
p.
Replenish janitorial supplies in bathhouse, when needed
Enforce City’s and Company’s rules for the safety and convenience of pool customers
Maintain mechanical equipment in pump room
Report all medical or disciplinary action to City (copies of reports should be available to
City upon request).
q. Lock and secure facility upon closing.
r. High customer service
11. Rainy Day: On rainy days the Company will keep one (1) lifeguard at the pool until 6:00 p.m. At
6:00 p.m., if weather is still unsuitable for swimming, the pool will be closed the remainder of the
day. Company shall have the right to close the pool early in the event of severe weather with no
refund due the City, if approved by the City. Company shall also determine guard requirements
and water quality maintenance based on bathing loads and pool size.
12. Water Quality: Company will be responsible for maintaining the condition of the swimming pool
water within the tolerance of the American Public Health Association and the local health
department while pool is open to swimmers.
At no time will the water chemistry cause a failure of permission to operate the pool granted by
local health departments. In the event the local health department revokes permission to operate
the pool due to poor water quality, City shall be entitled to a partial refund of the contract price by
the following formula:
Current contract price determined in agreement, minus cost for opening and balancing
pool. Take the remaining number and divide it by the total number of days of pool
operation. Then multiply that number by the number of day’s pool was closed.
If, in the discretion of the Company, it is determined that the water quality is insufficient to
properly operate the pool, the company shall have the right to close the pool for such period of
time as shall be necessary to correct water quality. Any such closing shall entitle City to a refund
in accordance with the formula stated above.
All of the foregoing notwithstanding however, the Company shall be excused from maintaining
water quality as established herein and the City shall be entitled to no refund in the event of any
Act of God, repairs, interference by City and unanticipated interference by a third party. An Act of
God shall not include seasonal weather and seasonal weather events that can be reasonably
expected to occur during the summer in Jeffersontown, Kentucky. Any work performed by
Company shall be subject to the conditions in section (14) Repair work provision of this bid spec.
13. Chemicals & Supplies: Company will supply, at its expense the following items:
a. All chemicals for safe and clean pool water throughout the summer. Chemicals include:
chlorine, calcium chloride, sodium bicarb, stabilizer, algaecides, metal removal, soda ash,
pool clarifier, acids and diatomacesous earth and any other chemicals required not
specifically named above.
b. The following bathhouse supplies: Disinfectant, paper towels, deodorizers, toilet tissue
and trash can liners for pool & bathhouse.
c. The following cleaning supplies: mops, brooms, dust pan, buckets, toilet bowl brush,
scrubbies and sponges.
d. Normal incandescent light bulbs for bathhouse pump room and lifeguard room.
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e. First Aid Supplies: Band-Aids, gauze pads, antibacterial cream and bee sting swabs.
NOTE: City will provide original first aid kit.
City will supply, at its expense the following items:
f. Cost of replacing all other light bulbs (not mentioned above)
g. Other Equipment: Water hoses, pool vacuum heads, pool poles, pool vacuum hoses, ring
buoys, rescue tubes, safety rope & buoys, chemical feed pumps, algae brushes, leaf net,
shepherd hook, pool rule signs, trash receptacles, water test kit, first aid kit, pool vacuum
and back board w/head immobilizer.
14. Repair Work: Company shall stand ready to perform any repair work needed that is preapproved by the City, however, City shall have option of using another contractor for repair work.
Repair work will be billed as follows:
a. Company will perform minor repairs to the pool and recirculation system as part of the
service provided; however, City will pay for parts and/or materials.
b. Any repairs required as the result of error by the Company shall be paid for by the
company with no cost to the City.
c. For repair work wherein the cost does not exceed $100.00 (including parts/materials), the
Company may submit an invoice for payment.
d. For repair work over $100.00 (including parts/materials), the Company shall seek
authorization by the designated representative of the City. Upon authorization, company
will perform work and invoice City. In the event the City elects not to have such work
performed, Company may cancel agreement if the failure to have such repair work
performed interferes with the Company’s ability to carry out its responsibilities described
in this document.
e. Company will advise the City with regards to any necessary major repairs
15. Instructions/Coaches: Instruction and/or coaching opportunities are not included in this
proposal. All such opportunities shall require a separate proposal and will be contracted
separately from this bid proposal.
16. Additional lifeguards: Company will provide lifeguards for special events, after hour parties and
extra hours of operation at the request of the City and subject to the following:
a. Lifeguards hours provided by the Company, other than those specified in this spec, shall
be billed to the City at a rate of $______ per lifeguard hour, with a minimum number of
____ hours per event.
b. Company will not provide a lifeguard after 12:00 am under any circumstances.
c. All private parties or events will required a $______ refundable cleaning deposit.
d. For parties or special events for which the Company is to provide lifeguards, City is
responsible for giving the Company seven (7) days’ prior notice in writing with payment
as to:
i. Time and date of party
ii. Number of people scheduled to attend
iii. General age group of people scheduled to attend
iv. Whether alcoholic beverages will be permitted at the party
v. $_____ Refundable cleaning fee
Following scale will be used to determine the number of lifeguards required at an afterhours event:
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Number of People
1 to 25
26 to 60
61 to 100
101 or more
Number of Lifeguards
Is there a requirement to have additional lifeguards more than indicated in the list above
for any teenage, college age or any party involving alcoholic beverages?
Yes or No _______ If Yes, How many? _____
Are there any requirements of the City for teenage, college age or any party involving
alcoholic beverages? __________________________________________________
____________________________________________________________________
____________________________________________________________________
17. Insurance/Liability: Company shall maintain and keep in full force the following coverage:
a. Worker’s Compensation insurance covering all persons engaged on behalf of the
Company in the performance of the terms of this bid spec.
b. General liability insurance in the amount of at least $5,000,000.00 each incident and at
least $5,000,000.00 each person.
c. Professional liability insurance on the lifeguards in the amount of $5,000,000.00
Company shall supply a copy of certificates of insurance to the City with its bid verifying the
above-mentioned insurance coverage.
City will maintain and keep in full force and effect the following coverage:
d. Premises liability insurance
e. Comprehensive general liability insurance in the amount of $1,000,000.00 each accident
and $1,000,000.00 each person.
City will provide Company with proof of insurance in the form of Certificates of Insurance at time
contract is signed.
18. Pre/Post Walk Through: Company will invite City to join them in a complete inspection of the
City’s facility. Company will provide a detailed and specific account of the condition, and long
term as well as short term needs of the pool to the City. Company will provide a written report
sent to City. At the City’s request, Company will perform any repair listed in the report, in
accordance with section (14) Repair work.
19. Post Labor Day (Optional): Company will staff, maintain the pool and provide all necessary
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services to allow swimming after Labor Day. City will notify Company in writing by August 15
concerning post-Labor Day opening. Cost of post-Labor operation will be $_____ per each day
from Labor Day through the final day that the pool is open for swimming. Cost for lifeguards
$______ per lifeguard hour from Labor Day through the final day that the pool is open for
swimming.
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20. Closing: Unless City elects Post-Labor Day operation, the pool will be considered closed to
swimmer on the Tuesday after Labor Day. Company will close the pool as soon after that date as
Company deems possible. Company will complete the following services to close the pool:
a. Pump pool water to correct level
b. City will drain all lines and fixtures in the bathhouse. City will use all common and
accepted winterization techniques
c. Install pool covers
d. Drain pumps and hair/lint strainer
e. Backwash and drain filter tanks
f. Open all valves to appropriate settings
g. Store City’s deck furniture
h. Remove and store skimmer parts
i. Remove and store all moveable ladders and lifeguard chairs
j. Clean and store chemical feeders
k. Drain and store hoses
l. Add winterization chemicals to pool to retard algae growth
m. Prepare pool and pool plumbing lines for freeze protection; Company agrees to use
common and accepted winterization techniques. Company will inject anti-freeze in
skimmers and related fixtures. Company assumes responsibility for any freeze damage
and will repair any damage at Company’s expense with the exception of damage due to
circumstances beyond Company’s control
n. Winterize filter if not operating (does not include restrooms and related pipes
o. Vacuum pool prior to installing covers
p. Prepare inspection closing report
q. Send letter in August requesting City personnel work through with Company to inspection
City’s facility
21. Payments: Payments by City to company shall be made in accordance with the following
schedule:
a. Five percent (5%) upon execution of contract
st
b. Five percent (5%) on or before February 1
st
c. Five percent (5%) on or before March 1
st
d. Ten percent (10%) on or before April 1
st
e. Twenty-five percent (25%) on or before June 1
st
f. Twenty-five percent (25%) on or before July 1
s
g. Twenty-five percent (25%) on or before August 1
Payments are due as indicated above.
22. Winter Service Agreement: Visit pool one (1) time each week during the period of October 1
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thru April 30 and perform the following duties (cost should be included in total bid amount):
a.
b.
c.
d.
e.
f.
st
Pump water off of or below pool covers, as needed
Maintain pool water chemistry to prevent biotic growth
Check and maintain all Freeze Guard Devices and Timers (if applicable)
Remove and clean leaves from pool, if needed
Keep pool and pool area clean
Lower pool water and maintain proper water level in swimming pool. This is to protect
freeze damage to skimmer lines caused by rainwater filling up pool
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g. Add winterization chemicals to retard algae growth, if needed
h. Walk through facility to check for vandalism, condition of pool covers and water or freeze
damage
i. Check restrooms
j. Blow off pool deck, if needed
k. Make sure facility is secure. All doors and gates are locked
l. Notify the City immediately of any problems or issues that may arise during weekly visits
m. Mail Winter Checklist inspection to City once each month
23. Contract shall be required: Successful bidder shall be required to enter into a written contract
with the City, which contract shall include the operative terms of the bid response as well as
additional non- monetary terms.
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CITY OF JEFFERSONTOWN, KY
REQUIRED BID FORMAT
PROJECT:
MANAGE ALL POOLS AT PLAINVIEW SWIM CENTER
Bid Amount $_____________________
In addition, please complete section #16 (Additional Lifeguards) and section #19 (Post Labor Day –
Optional).
NOTE: Please provide the following information with your bid proposal:
• Certificate of Liability
• References
• Plainview Pool Organization chart – Specifc names not required.
indicate position titles.
Organization chart should
The City of Jeffersontown reserves the right to reject any and all bids and may require additional
information to determine bidder’s ability to perform contract.
Date:
Company:
By:
Title:
Phone:
____________________________________
____________________________________
____________________________________
____________________________________
____________________________________
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