RFB - Parks Facility Winterization & Dewinterization Services

CITY OF SALEM, MISSOURI
REQUEST FOR BIDS
Title: PARKS & RECREATION FACILITY
WINTERIZATION AND
DEWINTERIZATION SERVICES
Date Issued: August, 27, 2026
Onsite Pre-Bid Meeting: September 7, 2026; 10:00 am
(Swimming Pool Parking lot)
Due Date and Time: September 16, 2026; 3:00 PM
Submit Sealed Bid To: City of Salem, Missouri
Office of City Clerk
400 N. Iron Street
Salem, MO 65560

INTRODUCTION
The City of Salem, Missouri, through the Parks and Recreation Department, is requesting sealed
bids from qualified contractors to provide winterization and de-winterization services for
designated City of Salem Parks and Recreation facilities.
The successful bidder shall provide all labor, supervision, equipment, tools, materials,
transportation, and incidental services necessary to properly winterize the designated facilities and
return the facilities to operational condition during the subsequent de-winterization period.
The City intends to obtain competitive pricing for the facilities identified in this bid packet. Bidders
may submit pricing for individual facilities and/or all facilities. The City reserves the right to award
the work in the manner determined to be in the best interest of the City and in accordance with
applicable City purchasing policies.
Any questions regarding this request should be addressed to Melissa DuBois,
salemparks@salemmo.com , 573-247-6031. Please check our website at
https://www.salemmo.com/city/government/bids/index.php for the latest updates to this packet
prior to submitting your bid.
BACKGROUND INFORMATION
The City of Salem, Missouri, is in the middle of the Missouri Ozarks. The 2021 US Census, American
Community Survey estimates approximately 4,677 residents. The City of Salem, Missouri, is a
fourth-class city and operates under a Mayor/Board of Aldermen/City Administrator form of
government, providing a wide variety of public services, including police, parks and recreation, a
municipal airport, street maintenance, electric, water and wastewater treatment services.
SPECIFICATIONS
PROJECT LOCATIONS
Services under this bid will include the following Parks and Recreation facilities:
1. Alice Lou Craig Municipal Swimming Pool - Pool House
2. Park Restrooms
3. Park Ball Field Concession Stand/Restrooms
4. Al Brown Fields - Concession Stand and Restrooms
The contractor is responsible for becoming familiar with the facilities and existing plumbing
systems before submitting a bid.
MANDATORY PRE-BID FACILITY INSPECTION
Bidders are strongly encouraged to inspect the facilities before submitting a bid.
A bidder may request access to the facilities by contacting:

City of Salem Parks and Recreation Department
Phone: __573-247-6031____________
Email: _salemparks@salemmo.com__
The contractor shall be responsible for determining the nature and extent of the work necessary
to complete the services described in this bid packet.
Submission of a bid shall constitute the bidder's acknowledgment that the bidder has had an
opportunity to inspect the facilities and has sufficient information to prepare its bid.
No additional compensation will be approved solely because the contractor failed to inspect the
facilities or failed to identify reasonably observable conditions before submitting a bid.
FACILITY INVENTORY
The following inventory is provided to assist bidders in understanding the facilities included in
the project. The contractor shall verify the actual conditions and plumbing fixtures during the
facility inspection.
A. Alice Lou Craig Municipal Swimming Pool - Pool House
The Pool House includes:
* One concession area
* Two locker rooms
* Two shower room
* Women's restroom area, including:
o Three toilets/restroom fixtures as applicable
o Two sinks
* Men's restroom area, including:
o Two toilets
o One urinal
o Two sinks
* One family restroom, including:
o One toilet
o One sink
The Pool House may contain additional plumbing connections, valves, drains, water
lines, equipment, or fixtures that require winterization. The contractor shall inspect the
facility and include all necessary work to properly protect the plumbing system from
freezing.
B. Park Restrooms
The Park Restroom facility includes:
* Two restrooms
* Sinks
* One urinal

The contractor shall inspect the facility and identify all plumbing fixtures, water supply
lines, drains, traps, valves, and related components requiring winterization.
C. Park Concession Stand
The Park Concession Stand includes:
* One concession area
* Two restrooms
* Toilet stalls/fixtures
* Sinks
* Water fountain
* Associated water supply and drainage plumbing
The contractor shall inspect all plumbing serving the concession area and restrooms.
D. Al Brown Fields - Concession Stand and Restrooms
The Al Brown facility includes:
Concession Stand
* One concession area
* Associated plumbing fixtures and water lines
Women's Restroom
* Two toilet stalls
* One sink
Men's Restroom
* One toilet stall
* One urinal
* One sink
The contractor shall inspect the entire facility and include all necessary plumbing
winterization and de-winterization work.
GENERAL WINTERIZATION REQUIREMENTS
Winterization shall be performed after the facilities are closed for the season and at a time
coordinated with the Parks and Recreation Department.
The successful contractor shall:
1. Shut off water service to the applicable facility or plumbing system as directed by
the City.
2. Drain water from applicable plumbing supply lines.

3. Drain toilets and urinals.
4. Drain sinks and associated supply lines.
5. Drain shower lines and fixtures where applicable.
6. Drain concession plumbing and applicable fixtures.
7. Drain or protect plumbing equipment connected to the water system.
8. Blow out water lines using appropriate equipment when necessary.
9. Protect plumbing traps and fixtures from freezing.
10. Use plumbing-approved, non-toxic antifreeze where necessary and appropriate.
11. Ensure that antifreeze is used in accordance with manufacturer recommendations
and applicable regulations.
12. Properly winterize exposed plumbing and components.
13. Identify and report leaks, damaged fixtures, broken valves, deteriorated plumbing,
or other conditions discovered during the winterization process.
14. Notify the Parks and Recreation Department of any condition that could prevent
proper winterization.
15. Secure all valves and plumbing components as appropriate.
16. Leave each facility in a condition suitable for the winter season.
17. Provide the City with written notification when winterization has been completed.
The contractor shall not intentionally damage plumbing fixtures, valves, equipment,
walls, floors, or other City property while performing the work.
DE-WINTERIZATION REQUIREMENTS
De-winterization shall be performed at the beginning of the operating season at dates
coordinated with the Parks and Recreation Department.
The successful contractor shall:
1. Remove winterization materials as necessary.
2. Restore water service as directed by the City.
3. Open appropriate water supply valves.
4. Restore plumbing systems to normal operating condition.
5. Flush water lines and plumbing fixtures.
6. Fill and test toilets.
7. Fill and test urinals.
8. Fill and test sinks.
9. Fill and test showers.
10. Test concession plumbing and applicable fixtures.
11. Check all visible plumbing connections for leaks.
12. Check valves for proper operation.
13. Check drains for proper operation.
14. Identify any plumbing damage discovered during de-winterization.
15. Immediately notify the Parks and Recreation Department of significant leaks or
damage.
16. Correct minor problems caused by the contractor's work when included in the
scope of the bid.
17. Leave each facility clean, operational, and ready for use.

18. Provide written notification to the City when de-winterization has been
completed.
CONCESSION AREAS
The contractor shall inspect and winterize plumbing serving concession areas at:
* Alice Lou Craig Municipal Swimming Pool
* Park Concession Stand
* Al Brown Fields Concession Stand
Unless specifically identified by the City before work begins, this bid is intended to cover
plumbing-related winterization and de-winterization and does not automatically include
refrigeration, cooking equipment, electrical equipment, or other non-plumbing concession
equipment.
Any specialized equipment requiring winterization shall be identified by the contractor during
the facility inspection and brought to the City's attention before the work is performed.
POOL HOUSE - SPECIAL CONSIDERATIONS
The Alice Lou Craig Municipal Swimming Pool-Pool House contains multiple restroom, locker
room, shower, and concession plumbing systems.
The contractor shall inspect the Pool House sufficiently to identify the plumbing lines and
fixtures requiring winterization.
The pool itself, pool circulation system, pumps, filters, chemical systems, slides, diving
equipment, and other pool-specific equipment are not included in this bid unless specifically
identified in writing by the City.
If the bidder believes any pool-related equipment must be winterized to protect the plumbing
systems included in this bid, the bidder shall identify that work separately on its bid form.
MATERIALS
Unless otherwise specified, the successful contractor shall furnish all materials necessary to
complete the work.
Materials shall be:
* Appropriate for the intended plumbing application.
* Installed in accordance with manufacturer recommendations.

* Suitable for use in municipal restroom and concession facilities.
* Non-toxic where plumbing antifreeze is required.
* Properly disposed of or removed at the completion of de-winterization.
The contractor shall not use automotive antifreeze or other materials not intended for plumbing
systems.
LABOR AND EQUIPMENT
The contractor shall provide all labor, tools, equipment, compressors, hoses, pumps, fittings,
materials, transportation, and other items necessary to complete the work.
The City will not be responsible for providing contractor equipment unless specifically agreed to
in writing before work begins.
DAMAGE OR REPAIRS DISCOVERED DURING SERVICE
If the contractor discovers existing damage, leaks, broken fixtures, damaged valves, frozen
plumbing, or other conditions requiring repair beyond routine winterization or de-winterization,
the contractor shall notify the Parks and Recreation Department before performing additional
billable work.
No additional repair work shall be performed without authorization from the City.
The contractor shall provide a written description and, when requested, an estimate of the cost of
additional repairs.
Emergency action necessary to prevent significant property damage may be taken only when
authorized by the City or when immediate action is reasonably necessary to protect City
property. The contractor shall notify the City as soon as reasonably possible.
SCHEDULING
Winterization and de-winterization dates shall be coordinated with the Parks and Recreation
Department.
The contractor shall provide sufficient personnel to complete the work within the timeframe
established by the City.
The contractor shall notify the City immediately if weather, equipment failure, staffing, or other
circumstances will prevent completion within the agreed timeframe.

WORKMANSHIP
All work shall be performed in a professional and workmanlike manner.
The contractor shall:
* Follow generally accepted plumbing practices.
* Follow applicable federal, state, and local requirements.
* Follow applicable manufacturer instructions.
* Protect City property from damage.
* Maintain a safe work area.
* Remove contractor-generated debris and materials.
* Report problems discovered during the work.
CLEANUP
Upon completion of each facility, the contractor shall remove:
* Excess materials
* Trash
* Packaging
* Debris
* Temporary hoses and equipment
* Other contractor-generated materials
Restrooms, concession areas, and other work areas shall be left in a clean and orderly condition.
Insurance and Warranties
Insurance Requirements: Require the contractor to provide proof of liability insurance and
workers' compensation coverage.
Warranties: Request a warranty for the work performed, particularly for the materials and
labor. Specify the duration of the warranty and any conditions.
The City reserves the right to reject any or all quotes submitted, waive any informalities or
irregularities in the quotes received, and to accept any quote which, in the opinion of the City, is in
the best interest of the City.

SCHEDULE
Every effort will be made to adhere to the following schedule regarding this proposal, although it
may be altered at the City's convenience.
Release of advertisements of RFB August 27, 2026
Onsite Pre-Bid Meeting September 7, 2026; @ 10 AM
Proposal submission deadline September 16, 2026 @ 3 PM
Bid Opening @ City Hall September 16, 2026 @ 3:15 PM
202 N. Washington St., Salem, MO 65560
Final Selection & Board Approval by October 9th, 2026
BID SUBMISSION AND AWARD
Submission
All proposals must be received by the City Clerk, City of Salem, Missouri, 400 N Iron Street, Salem,
Missouri 65560 prior to 3:00 p.m., Central Standard Time, on September 16, 2026 @ 3:00PM.
Bid opening will be at 3:15 pm on September 16, 2026. at the City Hall Council Chambers, 202 N.
Washington St., Salem, MO. NOTE** Two different addresses for submittal and bid opening.
* Bids shall be submitted on the forms provided and must be manually signed by the
individual authorized to legally bind the company. Additional documentation may be
submitted with the Bid form.
* Bids shall be submitted in a sealed envelope that is clearly marked "Parks Facility
Winterization and De-winterization Services" on the outside of the mailing envelope.
* Bids received after the opening date and time will be rejected.
* FAXED/EMAILED BIDS WILL NOT BE ACCEPTED.
Cost of Proposal:
1. Provide the price that your company will charge the City for providing services as outlined
in the Specifications.
2. Any additional fees or costs for the services identified in this RFB that are not included in
the fees presented.
Award and Selection
Each proposal will be evaluated based on the following criteria:
1. Proposals shall be awarded to the lowest responsible bidder. Proposals shall not be
accepted from, nor contracts awarded, to a contractor who is in default on the payment of
taxes, license, or other monies due the city. All bids received that are submitted by
individuals or businesses with their principal place of business located in Dent County,
Missouri, shall be multiplied by a preference factor of .95 awarding the contract for goods or
services.
2. The actual bid amount multiplied by the appropriate preference factors shall be termed the
adjusted local bid amount. The adjusted local bid amount shall be used in lieu of the actual
bid amount in comparing competitive bids.

3. In determining "lowest responsible bidder," in addition to price, the following shall be
considered:
a. The ability, capacity, and skill of the bidder to perform the contract or provide the
service required;
b. Whether the bidder can perform the contract or provide the service promptly, or
within the time specified, without delay or interference;
c. The character, integrity, reputation, judgment, experience, and efficiency of the
bidder;
d. The quality of performance of previous contracts or services;
e. The previous and existing compliance by the bidder with laws and ordinances
relating to the contract or service;
f. The sufficiency of the financial resources and ability of the bidder to perform the
contract or provide the service;
g. The quality, availability and adaptability of the supplies, or contractual services to
the particular use required;
h. The ability of the bidder to provide future maintenance and service for the use of the
subject of the contract;
i. The number and scope of conditions attached to the bid.
4. The City reserves the right to award all or portions of the project to the company whose
proposal best meets the goals of the request dependent upon funding availability.
The City reserves the right to reject all bids. It is the intent and purpose of the City that this RFB
provide fair and equal opportunity for each bidder to submit competitive bids. It is the bidder's
responsibility to furnish as much detail as possible. All proposals shall be accepted or rejected by
the City of Salem, Missouri, Board of Aldermen.
Upon Bid Award, the successful company must have or obtain a City Business or Contractor
License prior to beginning work. Contact the City Clerk's office at 573-729-5211 for details.