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Pool Operation – Scope of Services Page 1 of 6 City of Douglas, Wyoming Request for Proposal (RFP) for Municipal Pool Operator 2016 Season I. OVERVIEW OF WORK: The City of Douglas, hereinafter referred to as “City”, is seeking proposals from qualified individuals or firms to provide startup activities, hire and train seasonal employees, and operate the municipal pool and concession stand on a daily basis. The City will provide pool licenses from the State of Wyoming for the pool and the splash-park, as well as major facility maintenance and general liability coverage. Day to day cleaning of pool and facilities and all other operational activities will be undertaken by the qualified firm/individual per a Services Contract. The successful proposal will provide for operations of the Municipal Pool and concession stand for the 2016 Season from on or about May 27, 2016, to and including August 15, 2016, hereinafter referred to as “2016 Season”. A. Operations of the Municipal Pool 1. Hiring and Management of Employees: a. The successful firm or individual will be responsible for the recruitment and, if necessary, training of qualified staff for the pool. At a minimum, the Pool will require a Manager/Certified Pool Operator, Senior Lifeguards, Lifeguards, and personnel to operate the concession stands and cash register(s). b. The proposal should include a timeline for recruitment and training of individual employees as well as training criteria/certifications and any necessary ongoing trainings and/or certifications to meet requirements denoted in Section 5.a. herein. 2. Potential Revenues: a. The prices for admission to the Pool are set by the Douglas City Council. The successful individual or firm will be responsible for charging all admission fees to the Pool as well as the sale of season passes. No fees in excess of those provided for by Council may be charged. b. City shall retain all admission revenues collected for admission during regular Pool operation hours and all season pass revenues. Collection and accounting for such revenues shall be done by pool operator and shall be remitted to the City weekly. c. Operator will retain all revenues from pool parties, classes, lessons, and other aquatic related activities conducted outside of normal operating hours. No such classes or activities are allowed during normal operating hours. d. There are no restrictions on the prices charged at the concession stand. Operator shall retain all concession revenues. e. The current fee schedule for the Pool is as follows: ---PAGE BREAK--- Pool Operation – Scope of Services Page 2 of 6 AGE FEE i. 3 years and under Free is accompanied by an adult 18 years or older ii. 4 to 12 years $1.00 per day iii. Over 12 years $3.00 per day iv. Season Pass: 4 to 12 years $15.00 per person v. Season Pass: Over 12 years $45.00 per person vi. Private Party Not to exceed $250.00 per party 3. Hours and Dates of Operation: The Pool will be required to be open a minimum of seven days per week during the 2016 Season closing only for inclement weather. a. General open swimming will be conducted from 12:00 p.m. to 5:00 p.m., with activities such as swimming lessons, lap swim, and club activities taking place prior to 12:00 p.m. b. During the month of July, the Pool will be open additional hours for family evening swimming from 6:00 p.m. to 8:00 p.m. c. The Pool shall be made available for lap swim and swim club(s) practice sessions at regular rates no less than five days per week as scheduled by the Operator except during regular Pool operation hours. d. Operator may offer swim lessons except during regular Pool operation hours or as otherwise denoted herein; e. Private pool parties and classes may be, at operator’s discretion, conducted outside of regular Pool operating hours. f. Pool parties shall not exceed $250.00 per party. 4. Concessions: a. Operator shall provide for concessions, necessary licenses for concessions, all applicable insurances, and equipment for concession sales. b. Operator shall retain all concession revenues. 5. Training: a. Operator shall conduct all required staff trainings and certifications as necessary to maintain certifications of staff per State of Wyoming Pool Regulations. In addition, Operator shall maintain best practice minimum standards and conduct lifeguard trainings for no less than four hours each month. Operator shall comply with all requirements of the contract with the City of Douglas which is attached. b. Operator will keep detailed records of all training documentation and certifications of any staff or employee associated with pool operations other than City of Douglas personnel. Records shall comply with all Red Cross and State requirements. Records shall also contain at a minimum the following: i. Name of Participant ---PAGE BREAK--- Pool Operation – Scope of Services Page 3 of 6 ii. Date of training iii. Title and description of training iv. Trainer v. Trainer documentation of qualifications vi. Certification of training completion 6. Responsibility for IT Issues with the Exception of Telephone Services: The City will provide long-distance restricted telephone connections to the phones at the Pool. City shall also provide internet hook-up but Operator shall be responsible for all computers and electronic equipment and shall keep all equipment in working order at all times. Items necessary for operations may include: a. Laptop or PC; b. Cash registers and bookkeeping materials; c. Credit card machine. 5. Coordination with Parks & Recreation Department: The City Parks & Recreation Department will provide support for major maintenance issues, including the boiler system, heating elements, pool filtration system, slide and water features maintenance, etc. The City will pay associated utilities for the Pool as follows: water, sewer, sanitation, landfill, electricity, and gas. The proposal shall include an understanding of the following coordination and maintenance items for the Pool Operator: a. Requirements for maintenance of Pool infrastructure; b. Coordination with Parks Dept. for chemical ordering and usage; c. All responsibilities per contract, including but not limited to: i. Obtaining a food license from the State of Wyoming Department of Agriculture for operation of the concession stand; ii. All recruitment, hiring, training, supervision, and payment of Pool staff; iii. Workers Compensation and Employers Liability Insurance, including “Stop Gap” coverage; iv. Comprehensive General Liability Insurance with limits per occurrence as required the City; v. Proof of Wyoming Sales Tax license; vi. Proof of registration with the Wyoming Secretary of State; vii. Purchase of all operational and cleaning supplies during the season; viii. Cleaning and maintenance of the Pool and Pool area and facility, including but not limited to trash removal, pool furniture, and deck area; i. Perform necessary back flushing and filter maintenance of the Pool; ii. Responsibility to notify the City immediately of any unsafe issues pertaining to equipment, facility, etc.; ---PAGE BREAK--- Pool Operation – Scope of Services Page 4 of 6 ix. Perform necessary testing and management of pool chemistry as required by Wyoming State Regulations. 6. Independent Contractor: The successful respondent to the RFP will be an independent contractor and will sign a contract for services for the 2016 Season. In no way will any employees of the Pool be considered employees of the City of Douglas. 7. Formal Agreement: The Operator must meet all requirements of the attached contract. Non- compete clauses or any similar agreements shall not be allowed in any way between the City and Operator or Operator and pool staff. 8. Compliance with Regulations: a. The Pool must be operated in compliance with the Wyoming Swimming Pool and Safety Act, 35-28-101 and the Wyoming Regulations for Swimming Pools, Spas, & Similar Installations, Chapter 6 in particular, which is attached herein as “Attachment All State and local regulations must be strictly adhered to at all times b. At a minimum, the Pool Operator must have the required State Certifications and be a Certified Pool Operator. c. The presence of a certified pool operator is required when the facility is open to the public. The Operator shall provide an adequate number of certified lifeguards as required by Chapter 6, Section 1 of the Wyoming Regulations for Swimming Pools, Spas, & Similar Installations. For purposes of compliance, the two lifeguards required to operate the flume slide shall not count towards the total number of lifeguards required. 9. Documentation: The successful applicant shall provide documentation of pool usage, cleaning, and water testing on a weekly basis and as provided by the associated contract on forms provided by the City. II. PROPOSAL REQUIREMENTS: The information set forth in the paragraphs below must be included with all proposals. Failure to provide any of the information requested by these paragraphs is grounds for the City to reject a proposal and the City reserves the right to accept or reject any or all proposals with or without cause. A. Format and Required Responses 1. Letter of Transmittal/Offer Sheet: An introduction letter/offer sheet must be completed and returned with the proposal. The letter of transmittal must be submitted with the proposal. The letter must include: a. A statement of understanding of the services required by the Request for Proposal listed in the scope of work; ---PAGE BREAK--- Pool Operation – Scope of Services Page 5 of 6 b. A statement agreeing to comply with the contract as provided. c. The names of persons who are authorized to make representations on behalf of the firm or individual, including titles, addresses, telephone and fax numbers, and email addresses. If a business, legal documents showing formation of the business and officers authorized to sign on behalf of the business. d. A statement that the individual who signs the transmittal letter is authorized to bind the Contractor with the City in a contract agreement. e. Proposed timeline for starting pool operations, including a hiring process, Itemized costs for salaries, Workers Compensation, Unemployment benefits, liability insurance, supplies, and any other anticipated and included cost. f. Time frame for completing the Season and providing post-season closure information; 2. Firm Overview: a. An Overview of the firm or individual must be provided outlining the firm’s or individual’s past experience with similar projects, including the size and location where the work was completed. In addition, documentation must be provided indicating that the firm or individual is familiar with the applicable Federal and State laws. 3. Disclosures: The following disclosures must be provided: a. Any professional or personal financial interest that is or could be a conflict of interest in representing the City, including but not limited to any arrangements to derive additional compensation from various investment and reinvestment projects, including financial contracts. b. Certify if the firm or any of the owners or principals is subject to any pending or threatened litigation and/or sanctions. The certified statement should cover the size and scope of any pending litigation and/or sanctions. If no litigation is pending, include a statement to that effect. c. Ownership interest or management of any other company providing same or similar services as provided herein. 4. References: a. Include the name, address, and telephone number of any and all clients for whom the same or similar services have been provided over the last five years. References must be current, and should be relevant to the required services. 5. Proposed Firm and Fixed Price: a. A firm and fixed price shall be submitted that indicates the proposed amount to be paid for the services of Pool Operation for the 2016 Season. The offer shall represent the lump sum payment by the City for operation of the pool during the 2016 Season. No variations to the payment structure shall be allowed. ---PAGE BREAK--- Pool Operation – Scope of Services Page 6 of 6 6. Retainage: A certified statement denoting acceptance of the payment schedule and retainage of 10% as provided in the contract. 7. Insurance requirements: a. Operator must provide a statement denoting understanding and willingness to comply with all insurance requirements as denoted in this RFP and attached contract. III. For questions regarding this Request for Proposal, please contact Tony Tolstedt, City Administrator, at [PHONE REDACTED], or [EMAIL REDACTED]. Contract and bid documents can be found on the City of Douglas website at www.cityofdouglas.org under the “Doing Business/Bid Postings” tabs.