Water Park Management RFP
| Location: | Missouri |
|---|---|
| Posted: | Jan 9, 2026 |
| Due: | Feb 4, 2026 |
| Agency: | City of Webster Groves |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Water Park Management RFP
|
| Category: | Parks and Recreation |
| Status: | Open |
|
Attachment Preview
PARKS AND RECREATION DEPARTMENT
REQUEST FOR PROPOSAL
POOL MANAGEMENT SERVICES
WEBSTER GROVES WATER PARK
1. INVITATION TO BID
Qualified pool management companies (herein noted as "Contractors") are invited to submit
sealed bids to provide pool management services for three years beginning in 2026, with three
option years following, at the Webster Groves Water Park in accordance with the specifications
contained herein. The Webster Groves Parks and Recreation Department has established special
and specific qualifications for the bidders to assure quality of the program. The Pool
Management Contractor who operates the Water Park shall possess municipal swimming pool
skills and experience to perform quality work, as solely determined by the City of Webster Groves,
which qualifies it to operate the Water Park as detailed and specified. There will be the option for
bidders to arrange a pre-bid walk-through prior to February 4, 2026. Email Parks and Recreation
Director, James Boyd at boydj@webstergrovesmo.gov to schedule.
Anticipated Timeline
RFP Advertised
Bids due
Recommendation to Council
Contract awarded
Contract begins
January 9, 2026
February 4, 2026 by 10:30 a.m.
February 17, 2026
February 20, 2026
April 1, 2026
2. INFORMATION TO BIDDERS REGARDING POOL MANAGEMENT OPERATIONS
The bid will consist of two parts:
Part I: The management fee, which covers total costs for pre-season opening and post-season
closing procedures, chemicals to operate facility throughout the season, insurance,
administrative fees, overhead, profit and any other incidental costs not covered in salary portion.
Part II: A salary budget based on actual hours of operation and staffing levels. There is a salary
addendum for recreational programming and special Water Park events which occur outside of
normal operating hours.
Each bidder shall submit references which should conform to the following requirements:
1. Municipal pools only (Private clubs, condominiums, hotels or apartment complexes are
not acceptable.)
2. Pools managed must be equal to or greater in size and staff than the Webster Groves
Water Park.
3. Experience represented shall include operation of comparable facilities (leisure-oriented
water parks) for a minimum of two years.
4. Facility name, contact person and title, phone number, address and number of years
facility was operated should be included.
Final selection criteria will be based on:
1. Experience in operating municipal aquatic facilities.
2. Experience in operating with a large staff.
3. Ability to recruit and train pool staff.
4. Past performance record and evaluations by former clients.
5. Depth of organization and ability to respond to all anticipated needs of the facility, including
emergencies.
The City of Webster Groves will evaluate each bid proposal received and schedule necessary
interviews to be assured Contractor selected will meet the requirements of the contract, prior to
awarding the contract.
3. INSTRUCTIONS TO BIDDERS
3.1 In submitting the Bid Proposal as herein described, the Contractor represents, warrants and
covenants that:
A. The Contractor has carefully examined specifications and all provisions contained in these Bid
Specifications relating to items to be furnished or the work to be done and understands the
meaning, content, and requirements of and agrees to the same.
B. The Contractor will enter into a written contract ("Agreement") with the City of Webster
Groves with the terms and conditions set forth herein and furnish the items and complete the
work in the time specified for the prices quoted in the accepted Proposal.
3.2 Submission Requirements. The Bid Proposal which contains the bids must be signed, sealed, and
marked “Webster Groves Water Park Management.” Deliver to the City of Webster Groves, Attention
Stephanie Morello, #4 East Lockwood Ave., Webster Groves, MO 63119, no later than 10:30 a.m. on
February 4, 2026.
Bid Proposals must be accompanied by a completed Bid Form (the "Bid Form," Parts I and II) Bid Bond,
Genuine Bid and Non-Collusion Affidavit, Statement of Bidder’s Qualifications and Certificate of Non-
Segregation, Bidder’s Declaration and Immigration and OSHA compliance Affidavit. Failure to include
any item could result in the disqualification of the bid.
A. Bids will be opened publicly at 10:30 a.m. on February 4, 2026 at City Hall.
B. All Proposals must be accompanied by a bid bond in the amount of 5% of total 2026
Management Bid as a guarantee that the contractor will enter into the Agreement with the
City in accordance with the terms of the Bid Specifications. The bond must be in the form of a
certified or cashier's check payable to the City of Webster Groves. The deposits will be
returned to unsuccessful bidders as soon as possible after award of contract. The bid security
of the successful bidder will be returned without interest when the contract has been
approved and executed. No bid shall be withdrawn prior to sixty (60) days after the opening
of the bids. Should the successful bidder fail or refuse to execute the contract as required,
within ten (10) days after he/she has received notice of acceptance of this bid, he/she shall
forfeit bid security to the City of Webster Groves as liquidated damages for such failure or
refusal.
3.3 Bidder's Declaration. The Contractor will not be permitted to use, to its advantage, any
omission or error in the Bid Specifications, requirements, or the contract documents, and the City
reserves the right to issue new instructions for such error or omission if originally specified. All
Contractors submitting bids must submit “Bidders Declaration", which is part of the Bid Form, a
copy of which is attached. The "Bidder's Declaration" states that bidder has examined the
information and conditions surrounding the operation and management of an aquatic facility
contemplated by the bid proposal; is familiar with the requirements as to equipment, supplies and
labor of such undertaking; has carefully prepared, examined and checked the Bid to ascertain that
no mistake or error is contained therein; and will make no claim for correction or modification after
the closing time for the receipt of the bids.
3.4 Addenda to Bid Specifications. If the Contractor has any questions which arise concerning the
true meaning or intent of the specifications or any other requirements stated herein, the Contractor
shall request that an interpretation be made in an Addendum issued by the City, which shall be
made available to all Contractors bidding pursuant to this Bid Specifications. Failure to have
requested an Addendum governing any such question shall not relieve the bidder from delivery in
accordance with the intent of the specifications. All questions regarding this specification shall be
directed to the Director of Parks and Recreation at boydj@webstergrovesmo.gov, and must be
submitted at least one week prior to bid submission date.
3.5 Right to Reject Bids. The City reserves the right to reject any or all proposals or bids and to
waive any informalities in the Bid and to accept the Bid that, in the sole judgement of the City, will
be in the best interest to the City and the citizens to be served by the Agreement.
4. GENERAL CONDITIONS
4.1 Exclusive Contract. The City will award an exclusive Agreement to one Contractor for
the right to manage and operate the Water Park. No Joint or subcontracts will be
considered. The contract is valid for the 2026, 2027 and 2028 pool seasons, with the City’s
option to renew annually for the 2029, 2030 and 2031 seasons (under the same terms and
conditions.) The City reserves the right to terminate the contract for any reason with a 30-
day written notice.
The City also reserves the right, by the Agreement, to cancel any part or all the same for
failure by the vendor to follow terms of said Agreement.
4.2 Performance Bond. A performance bond or an irrevocable letter of credit of 100% of
the guaranteed amounts of the bid will be required prior to signing of the Agreement.
4.3 Bid Proposal Contents. No contract will be awarded to any Contractor who, as
determined by the City, has an unsatisfactory performance record or experience, or who
lacks the necessary capital, organization, and equipment to conduct and complete the
services in strict accordance with the specifications. Each bidder must submit as a part of its
Proposal, a written statement covering the following points:
A. Number of employees who will render services to the City, and number of
employees to be used at the facility, listing the specific responsibilities of each.
B. Previous experience in operating and managing an aquatic facility. [Bidders must
have at least five (5) consecutive years of experience in pool management services
of comparable size of the Webster Groves Water Park.]
C. It may be to the bidder's advantage to briefly state any additional information it
believes to be pertinent to the evaluation of its Proposal.
5. BASIC SERVICES
5.1 Operation and Maintenance of Pools. Contractor shall provide for the operation of the
pool from the Saturday before Memorial Day through Labor Day during the following hours,
except as amended for school schedule:
Monday through Friday
12:00 p.m. - 8:00 p.m.
Saturday, Sunday and Holidays
10:00 a.m. - 6:00 p.m.
The Contractor shall be responsible for opening and closing the pool at the beginning and
end of the swimming season respectively, as herein specified, or as extended by mutual
agreement between the Contractor and the City, and shall perform and furnish the following
services:
5.1(a) Spring Opening
Access to the facility for this preparation work is to be coordinated with the Facility
Superintendent, Building Maintenance Mechanic, or Recreation Superintendent.
1. Set up and prepare for usage of all movable equipment, including tables, chairs, lounges,
lifeguard chairs, diving boards, etc.
2. Clean, inspect and prepare vacuuming equipment.
3. Power wash the entire deck prior to placing deck furniture.
4. Inspect and prepare all hoses.
5. Check and clean all gutters and drains, including gutter covers.
6. Drain and acid wash pools.
7. Secure all grates.
8. Ensure all hydrostatic relief valves are operating correctly prior to filling the pools.
9. Fill pools.
10. Check diving boards, place lifeguard chairs, clean and place furniture.
11. Check and test equipment, i.e. chemical feeders, etc. and report status to City.
12. Check all pumps and motors to the attractions: slides, spray features, leisure playground,
etc.
13. Clean pool area within the pool enclosures.
14. Remove and store all plugs from plumbing on site to be used the following season.
15. Recirculate water through filtration system.
16. Furnish, store, and inject necessary chemicals for operation of the pools.
17. Backwash filters and check for any defects.
18. Have pools ready for operation at least ten (10) days before opening day.
19. Report to City all operation deficiencies.
20. Be responsible for checking out and handling of facility keys to staff.
21. Other items as assigned by the City.
5.1(b) Operation of the Water Park
Contractor will use reasonable care and diligence to provide the following services
for the actual operation of the Water Park.
1. Complete a daily documented, (written) safety check of entire Water Park.
2. Check and test all safety equipment.
3. Clean the entire Water Park prior to operational hours, including: guard and
manager office areas, bathhouse, all areas within the fencing, restrooms, and
the premises within twenty-five (25) feet of facility. Keep in a clean and orderly
condition by the proper collection of waste, garbage, and all other debris.
4. Power wash the breezeway weekly.
5. Enforce all rules and regulations stipulated by the City, suggest and advise
as to additional rules and regulations for the operation of the Water Park.
6. Maintain tests and records as required by State, St. Louis County and City
and meet all requirements for such.
7. Maintain any additional records as reasonably required by the City.
8. Furnish and supply first aid kits adequate to the size and operation of the
Water Park. In addition to office kit, each Guard should be equipped with a First
aid kit to include: a pocket mask with a one-way valve, and a bodily fluid
exposure kit.
9. Maintain and operate the filter equipment in accordance with health
department requirements.
10. Vacuum pools. Pools will be vacuumed daily before the public enters the
pool for programs or open swimming. Each pool will be vacuumed entirely, a
minimum of one time a week.
11. Backwash filter systems as required. Back washing has to be concluded
before or after public hours.
12. Work with the City in handling complaints users may have, reporting all
complaints to the Recreation Superintendent.
11. Contractor will check and clean lint pots on all pumps for proper operation.
12. Contractor will retain a record of all problems brought to their attention.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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