Pools and Splash Pad Equipment, Installation, and Maintenance

Scope of Work

Description: Pools and Splash Pad Equipment, Installation, and Maintenance

Purpose

The City of Austin wishes to contract with a Contractor(s) for the purchase of a variety of swimming pool, splash pad, equipment and chemicals, as well as installation services. Services will include maintenance, repair, and improvements to existing aquatic facilities as well as installation of new pool and splash pad equipment.

This Contract is not intended for construction services that require the Contractor to prepare drawings or plans. Any design and planning work shall be handled by qualified professionals approved by the City. Drawings and building plans shall be supplied to the contractor by the City for projects completed under this contract's purview.

The City owns and operates over forty-five (45) swimming pools and splash pads. Ongoing maintenance, non-construction repairs, equipment, chemicals and supplies are needed to ensure the facilities remain operational for public use.

The City intends to make multiple awards to establish a qualified list of Contractors that provide the goods and services required by the City.

Term of Contract

This Contract shall remain in effect for an initial term of 12 months, or the City terminates the Contract. This Contract may be extended beyond the initial term for up to four additional 12-month periods at the City's sole option.

Tasks/Requirements

Contractor's Responsibilities

The Contractor shall:

Provide a range of swimming pool and splash pad equipment and chemicals, including installation, maintenance, and repairs.

Provide a single point of contact (SPOC), to include phone number and email address, who will serve as the main point of contact for this contract.

Quotes for services shall be itemized and shall be reviewed and approved by the Contract Manager or designee.

Contractor shall meet with Contract Manager or designee and provide a project timeline and work schedule.

Be responsible for obtaining any permits required by City Code.

For installations, attend milestone meetings with Contract Manager or designee as requested for approval of completed work and approval to proceed with a new phase of installation.

Adhere to regular business hours for all work taking place inside City facilities.

Regular business hours do not apply to work taking place outdoors.

The City will not approve overtime hours for work done outside of regular business hours.

Inspection of the Work of Other Contractors or Subcontractors It shall be the duty of Contractor and all of its Subcontractors, before beginning any Work, to examine all construction and work of other contractors that may affect their Work, and to satisfy themselves that everything is in proper condition to receive such Work. Contractor shall notify to the Contract Manager or designee in writing prior to starting Work of any discrepancies or conditions which deviate from the Contract Documents or are otherwise unacceptable. Failure on the part of Contractor to so notify to the Contract Manager or designee shall constitute an acceptance by Contractor and all Subcontractors of all construction in place as being suitable in all respects to receive further work by Contractor or Subcontractors. Notwithstanding the foregoing, Contractor's examination shall be limited to a reasonable visual inspection, except where circumstances would cause a reasonable contractor to conduct further examination. Contractor shall not be responsible for latent conditions or conditions which could not be discovered based on said examination.

For installation projects, the contractor shall be responsible for reviewing the installation site prior to submitting quotes. Contractor acknowledges that it has investigated the Site (or will prior to finalization of the GMP), to the extent necessary to complete the Project and to prepare its Guaranteed Maximum Price. Contractor further acknowledges that it has (or that prior to commencement of construction, it will have) performed services, including value engineering and a constructability review of the Plans and Specifications as necessary to satisfy itself that said documents are adequate for the Project's construction and that Contractor has not identified any errors or omissions in the Plans and Specifications that will adversely affect construction of the Project. Contractor has reviewed the Site and the Plans and Specifications as necessary to prepare its GMP. Change orders will not be accepted for project site conditions (slopes, excess vegetation, etc.) known prior to submitting quote.

For installation projects outdoors (such as in a park), provide temporary fencing to secure the work site until the work is completed and accepted by the City. The City will not be responsible for Contractor's equipment or items left on the site during work in progress.

Prior to any digging, map the work site to identify any underground utility lines. Contractor is responsible for scheduling underground utility locating services (Ground Penetrating Radar, Utility Line Locating, Geospatial Services) prior to beginning any work that requires digging and excavating. If contractor fails to map the work site prior to beginning resulting in underground infrastructure damage, contractor will be held responsible for its repair. 811 and Call before you dig typically will not perform locate services within park boundaries and an Utility locating service contractor will be required.

Warrant that ALL equipment, installation, repairs, and related services are free from manufacturer defects in material and workmanship for a minimum of twelve (12) months from the receipt of delivery or for the standard period as provided by the manufacturer, whichever is for the greatest length of time. This warranty shall provide replacement parts and shall include pickup of the defective part and delivery of the replacement part at no additional cost.

Be responsible for any and all damage to City equipment or property as a direct result of Contractor's equipment, employees, or subcontractor's actions.

Obtain approval of completed work from the Contract Manager or designee prior to submitting the invoice.

Contractor will prepare and maintain on a current basis an accurate and complete set of Record Drawings showing clearly all changes, revisions, and substitutions during construction, including, without limitation, field changes and the final location of all mechanical equipment, utility lines, ducts, outlets, structural members, walls, partition, and other significant features, and annotated specifications showing clearly all changes, revisions, and substitutions during construction/installation. Record drawings are to remain on site. Contractor shall require each trade to do its own Record Drawings. A copy of such Record Drawings and annotated specifications will be delivered to the Contract Manager or designee in accordance with the schedule prepared by Contractor. The information to be recorded by Contractor, will be determined by the Architect. Contractor's as-built information shall be clear and legible, and at a minimum, the following information shall be inserted and dimensioned on those drawings and specifications, in RED, by Contractor: the exact horizontal and vertical location of all installations in their finished condition; posting of all issued addenda and Architectural/Engineer CCD's and RFI's to the approved project documents; adequate dimensional data, both horizontal and vertical, to allow location of covered installations; the identification of changes authorized by Change Order, and the number of that Change Order. The updated drawings and specifications shall be available for review by the Contract Manager or designee. Written confirmation from the Contract Manager or designee that the as-builts have been properly updated weekly shall be submitted with each pay application request, and the existence of such properly updated as-builts shall be a condition precedent to payment. Failure to comply with the preparation and submission of as- builts may result in the Contract Manager or designee withholding the current Payment request. As a condition to certification of final completion, Contractor shall provide the original as-built drawings and specifications, together with all additional information requested by the Architect to enable the Architect to prepare a set of final, reproducible as-built drawings and specifications. Timely submission of complete as- built documents shall be a condition precedent to certification of final completion and to issuance of the final Payment. Final as-builts may be provided in an electronically generated format mutually agreeable to the Contract Manager or designee and Contractor. Layout and Field Engineering All field engineering required for laying out of this Work and establishing grades for earthwork operations shall be furnished by Contractor at its expense. Such Work shall be done by a licensed surveyor or qualified engineer. Any required Record Drawings of site development shall be prepared by the approved licensed surveyor or qualified engineer.

Ownership Of Drawings, Specifications and Other Documents All Contract Drawings, Specifications, and other incidental architectural and engineering work or materials and other Contract Documents and copies thereof furnished by the Contract Manager or designee are the City's property. They are not to be used in other work and are to be returned to the Contract Manager or designee on request at completion of the Work, and may be used by the City as it may require, without any additional costs to the City, and without approval from Contractor.

City's Responsibilities

The City will:

Provide a designated pointofcontact to include phone number and email address.

Review and approve work schedules and timelines for installation of swimming pools and splash pad amenities.

Review and approve completed work prior to approval of the Contractor's invoice, either in person at a site meeting or by reviewing photos and reports of services completed.

Process payment only after receiving verification of completed work as approved by the Contract Manager or designee.

Delivery Requirements

The Contractor shall:

Make all deliveries during regular business hours, Monday through Friday 7:00 am to 3:00 pm, not including City holidays.

Ship complete orders unless arrangements for partial shipments are made in advance with the Contract Manager or designee.

Provide three-day notice of all deliveries and notify the Contract Manager or designee of any potential delivery delays.

Deliver to the address provided on the Delivery Order.

Deliver large equipment, such as swimming pool amenities, on a flatbed trailer or other offloading mechanism approved by the Contract Manager or designee.

Provide shipping tags or packing slips with each order that lists all items included in the delivery.

Proof of delivery shall be presented to Contract Manager or designee for review and approval.

Provide a receipt for each delivery signed by the Contractor and receiving City staff.

Quoting /Invoicing

The quote/invoice shall include, at a minimum, the following items:

City of Austin Master Agreement (MA) number

City of Austin Purchase Order (DO) number(s) BuyBoard contract number and CR number, if applicable

The BuyBoard price, the vendor discount, the final cost, and the catalogue location of the price.

The Contractor's unique quote/invoice number

Quote/invoice date

Other additional documentation as requested.

The City's preference is to have invoices emailed to or mailed to the below address:

6.0 Designation of Key Personnel

The City and the Contractor resolve to keep the same key personnel assigned to this engagement throughout its term. In the event that it becomes necessary for the Contractor to replace any key personnel, the replacement will be an individual having equivalent experience and competence in executing projects such as the one described herein. Additionally, the Contractor shall promptly notify the City and obtain approval for the replacement. Such approval shall not be unreasonably withheld. The Contractor's and City's key personnel are identified as follows: