Decatur- Parks and Recreation- Lifeguard Management Service for Aquatic Facilities

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
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Contents
I. Notice to Bidders ....................................................................................................................................................... 1
1. Examination of Site and Contract Documents Form ................................................................................................. 2
2. Submittal Instructions ................................................................................................................................................ 3
3. Questions/Addenda .................................................................................................................................................... 4
4. Evaluation Criteria ..................................................................................................................................................... 5
5. Disqualification of Proposers ..................................................................................................................................... 6
6. Agreement, Bonds, Insurance .................................................................................................................................... 6
7. Failure to execute Agreement and file required bonds and Insurance ....................................................................... 6
8. How and Where to submit proposals .......................................................................................................................... 6
II. Statement of Work ..................................................................................................................................................... 7
1. PURPOSE OF RFP ........................................................................................................................................................ 7
2. GENERAL INFORMATION ............................................................................................................................................ 7
3. SCOPE OF WORK ........................................................................................................................................................ 7
A. AQUATIC FACILITIES AND SCHEDULES: ................................................................................................................ 7
B. POOL MANAGEMENT ........................................................................................................................................... 11
C. PROGRAMS ........................................................................................................................................................... 12
D. CLEANING ............................................................................................................................................................ 13
E. WATER QUALITY STANDARDS ............................................................................................................................ 13
F. Pump Room Maintenance-Pool Maintenance ..................................................................................................... 13
G. SUPPLIES .............................................................................................................................................................. 14
H. CLOSURE AND FAILURE TO OPEN AS SCHEDULED .............................................................................................. 15
I. TERMS .................................................................................................................................................................. 19
J. SILENCE OF SPECIFICATIONS ............................................................................................................................... 19
4. PERFORMANCE EVALUATION .................................................................................................................................. 20
Renewal Eligibility ....................................................................................................................................................... 20
5. RENEWAL DETERMINATION ..................................................................................................................................... 21
III. City of Decatur Standard General Conditions ............................................................................................................. 22
III. Appendix .................................................................................................................................................................. 29
EXAMINATION OF SITE AND CONTRACT DOCUMENTS FORM ........................................................................................... 30
NON-COLLUSION AFFIDAVIT OF PRIME BIDDER FORM .................................................................................................... 31
References Form ............................................................................................................................................................... 32
COST SUBMISSION FORM .................................................................................................................................................. 34
Cost Proposal for Service .................................................................................................................................................. 36
SPECIAL GENERAL CONDITIONS FORM ............................................................................................................................. 37
EQUIPMENT LIST TO BE USED ON PROJECT ...................................................................................................................... 38

CONTRACT AGREEMENT ................................................................................................................................................... 39
LIST OF PROPOSED SUB-BIDDERS FORM ........................................................................................................................... 51
BIDDER AND SUB-BIDDER EVIDENCE OF COMPLIANCE FORM ......................................................................................... 52
Sub-bidder Affidavit and Agreement Form ...................................................................................................................... 54
Prime Bidder's Work Authorization Certification Form .................................................................................................. 55
Sub-bidder's Work Authorization Certification Form ...................................................................................................... 57
BIDDER AFFIDAVIT VERIFYING APPLICANT STATUS FOR CITY OF DECATUR PUBLIC BENEFIT FORM ........................... 58
SUB-BIDDER AFFIDAVIT VERIFYING APPLICANT STATUS FOR CITY OF DECATUR PUBLIC BENEFIT FORM .................... 59
OSHA MINIMAL FIRST AID KIT REQUIREMENTS ............................................................................................................. 60

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 1st, 2027
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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)
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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
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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.
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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.
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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.
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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 Open
9:00 am - 8:00 pm
3:00 pm - 8:00 pm Programming Swim/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 After-Hour Rentals
6:00 pm - 10:00 pm
6:00 pm - 10:00 pm After-Hour Rentals
Oakhurst Annual Holiday Closure Days:
Easter Sunday Memorial Day Juneteenth 4th of Labor Day
July
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