RFP - Aquatics Management & Operations for the Salinas Aquatics Center

Agency: City of Salinas
State: California
Type of Government: State & Local
Caegory:
  • 99 - Miscellaneous
Posted Date: Jun 29, 2018
Due Date: Jul 20, 2018
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RFP - Aquatics Management & Operations for the Salinas Aquatics Center
Bid Deadline:
Jul 20 2018 - 5:00pm

The City of Salinas is seeking proposals from qualified applicants to perform operations and management of the Salinas Aquatic Center, 1 East Bernal Drive. Proposals shall be submitted in a sealed envelope or package and clearly marked: Library & Community Services Department RFP, and submitted to the City of Salinas, 200 Lincoln Ave., Salinas, California, 93901 , Attention: City Clerk, by Friday, July 20, 2018 at 5:00 p.m. Please contact Recreation & Community Services Superintendent, Kristan Lundquist, at (831) 758-7222 if you have additional questions. Hearing impaired or TTY/TDD text telephone users may Read more

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City of Salinas
Request For Proposals (RFP)
Aquatics Management & Operations
Salinas Aquatic Center, 1 East Bernal Drive
RFP SCHEDULE:
RELEASE DATE:
PROPOSALS DUE:
JUNE 27, 2018
JULY 20, 2018
LIBRARY AND COMMUNITY SERVICES DEPARTMENT
350 LINCOLN AVENUE
SALINAS, CA 93901
A. Introduction
The City of Salinas is seeking proposals from qualified entities to operate and to manage the Salinas
Aquatic Center at One East Bernal Drive, Salinas, California. The intention of this request is not to enter
into a lease with the operator, but to contract for the professional management and operations of the
facility. All prospective operators must be able to provide professional services for swimming pool
management services adhering to national, state, and local requirements, codes and applicable standards.
The successful operator will be responsible for all aquatics management functions for the facility.
The City will review each proposal to determine which operator is most qualified and responsible to
operate the facility. The successful operator must be able to provide for the operation and the
management of the Salinas Aquatic Center, to include, among other responsibilities, the following:
1. Ensure that the facility is in operable condition by performing the following:
a. Regularly inspect the pool and associated plumbing and advise the City of any defects
and/or repairs needed.
b. Ensure that the pool is clean and chemicals are at the appropriate levels consistent with
industry standards and regulations.
c. Check all equipment and facilities and advise the City of any needed supplies for repairs.
d. Clean and arrange all pool furniture, reporting to the City any furniture that may need to be
replaced or repaired.
e. Obtain and maintain all permits and other approvals to operate and to manage the facility.
f. Install and maintain all signage around the pool deck that may be required.
2. Maintain water purity in conformance with applicable with applicable regulations and standards
and applicable laws.
3. Clean the restrooms daily throughout the day when the pool is open for operation.
4. Provide sufficient and appropriate staffing levels at all times of operation, including lifeguards.
5. Purchase/Provide all chemicals necessary to maintain a safe and healthy swimming pool
environment per state and County requirements.
6. Provide a certified pool operator (CPO) to check the pool at least one time per day.
7. Provide verification of completed criminal background screening for all staff.
The following information is set forth to aid prospective operators in gaining an understanding of the
proposal requirements and procedures. It is the responsibility of each prospective operator to review all
of the documents and to make such further investigation as is necessary to assure full understanding of
the nature of this Request, its requirements and procedures. The operator who is ultimately selected will
be expected to operate and to manage the facility and to provide all personnel, labor, equipment,
materials, tools, services, and to meet all insurance requirements and other performance standards.
All information and specifications concerning submittal of proposals may be obtained from the Library &
Community Services Department located at 350 Lincoln Avenue, Salinas, California 93901, during regular
business hours of Monday through Friday by calling 831.758.7217.
City of Salinas
Request for Proposals for Salinas Aquatic Center
June 27, 2018
Page 2 of 9
Please refer all questions and requests for information to Recreation and Community Services
Superintendent, Kristan Lundquist at kristanl@ci.salinas.ca.us or (831) 758-7222.
B. Anticipated Schedule
The City’s anticipated timeline for completion of this process is as follows:
Event
Release of Request for Proposals
Deadline for Submittal of Proposals
City Review of Proposals
City Council Consideration and Approval of
Lease Agreement (Approximate)
Approximate Lease Start
Date
June 27, 2018
July 20, 2018 5 p.m.
July 21-31, 2018
August 21 , 2018
September 1, 2018
C. Submission of Proposals
The deadline to submit Proposals to the City will be Friday, July 20, 2018 at 5:00 p.m. Prospective entities
should submit one (1) original written copy of the proposal and one (1) electronic copy of the proposal on
a storage device. The Proposals shall be submitted in a sealed envelope or package and clearly marked:
Library & Community Services Department RFP, and submitted to the City of Salinas, 200 Lincoln Avenue,
Salinas, CA 93901, Attention: City Clerk.
The City will not accept fax or telephone information. Postmarks will not be accepted. The deadline is
absolute and Proposals received after the due date and time will not be accepted or considered and will be
returned to the prospective operator. Prospective entities must select a method of delivery that ensures
their Proposal will be delivered to the correct location by the due date and time. All submittals, whether
selected or not, shall become the property of the City of Salinas.
Prospective entities are specifically directed not to contact any City personnel for meetings, conferences,
or technical discussions related to this Request for Proposals, other than the Department Director noted
below. Failure to adhere to this policy may be grounds for rejection of Proposals.
D. Contract Period
The term of this contract will be for one (1) year upon award of contract and the City reserves the option
to renew for two (2), one (1) year increments unless otherwise terminated as provided herein. Unless
terminated by either party it is agreed that the terms of the contract will continue on a month to month
basis should the current term expire prior to renewal. Contract prices must be firm for the contract period
City of Salinas
Request for Proposals for Salinas Aquatic Center
June 27, 2018
Page 3 of 9
and include all chemicals, maintenance, supplies and services as described in the scope of services, unless
stipulated otherwise in this proposal. The Contract Administrator will be the Recreation & Community
Services Superintendent. The contract start date will be September 1, 2018.
E. Proposal Organization and Format Requirements
In order to expedite and to maintain consistency in the evaluation process, each Proposal shall be
organized in accordance with this section. Proposals that do not follow the specific format outlined below,
or that fail to provide the required documentation, may receive lower scores, or disqualified if found to be
non-responsive. In the event of any conflict between any of the Proposal documents, resolution thereof
shall be in the City’s sole discretion. Proposals shall, at a minimum, include the following information in
the format indicated. If you are proposing to utilize more than one facility, a separate proposal must be
submitted for each facility.
1. Cover Letter. Include a transmittal letter identifying the prospective operator’s operator status.
Identify the proposed agreement length and include other important general information deemed
significant enough to be highlighted. This response should include a statement of the prospective operator
corporate status (and type of legal operator) and the names of its principal officers including, if relevant,
Chief Executive Officer/President and Chief Financial Officer/Treasurer.
2. Executive Summary. Include a summary containing highlights of the Proposal approach, describing
how the prospective operator intends to operate and to manage the facility, including a description of the
proposed plan or approach.
3. Service Plan:. The City was a recipient of grant funding to support construction of the Aquatic
Center. The State of California Department of Parks & Recreation, through the grant, requires that the
facility be used for public recreation operation for at least 20 years (through 2029). Please indicate how
you propose to meet this requirement and to ensure access to the facility for the general public. Current
hours for the facility are: Monday, Wednesday, Friday 6:00 AM-9:30 PM; Tuesday, Thursday 6:00 AM-8:30
PM; and Saturdays 12:00-5:00 PM. It is expected that these hours will be maintained or increased. Provide
a description of services offered to the public, as well as other activities to be conducted.
4. Technical Response. Include a detailed description of the proposed use or uses of the facility, a list
of the key personnel and their assignments and responsibilities, and a copy of any current certification or
licenses that qualify them to operate the facility. This should also include a specific description of any
relevant experience with public agencies, non-profit organizations, or commercial businesses.
5. Operations & Management Financial Plan. . The availability of funding basic maintenance and
operations costs will be examined when the Proposal is evaluated. Each prospective operator should
provide an estimated budget showing all costs involved in their proposed operation of the facility. The
plan should include the following elements: 1) Ongoing staffing plan and resulting costs; 2) Management
overhead and direct costs; 3) Maintenance costs (including any pool chemicals & supplies and other
contracted services); 4) Any anticipated payment from the City of Salinas necessary to conduct efficient
City of Salinas
Request for Proposals for Salinas Aquatic Center
June 27, 2018
Page 4 of 9
operations. 5) Revenue anticipated through services offered.
6. Proof of Insurability. A letter of commitment or certificate of insurance from an acceptable
insurance company setting forth that insurance coverage will be available at the time of commencement
of a professional services agreement. The City reserves the right to request additional insurance coverages
and amounts through the final agreement negotiated between the City and the consultant selected.
7. Contact Information. Name, title, address, telephone number, and e-mail of the prospective
operator’s designated contact person for communications pertaining to this proposal.
8. References: Provide email and telephone contact information for three (3) governmental or
nonprofit organization for which the prospective operator has provided management and operations
services.
F. General Provisions
1. Prospective operators are responsible for making all necessary investigations and examinations
of documents. Failure to do so will not act to relieve any condition of the proposed agreement or the
above requirements. It is mutually agreed that the submission of a Proposal shall be considered conclusive
evidence that the prospective operator has made such investigations and examinations. No request for
modification of a Proposal shall be considered after its submission on the grounds that the prospective
consultant was not fully informed as to any fact or condition.
2. The City will assume no responsibility for any understandings or representations concerning
conditions made by any of its officers or employees prior to execution of a final agreement unless they are
included in this Request for Proposals.
3. Any reasonable inquiry to determine the responsibility of a prospective operator may be
conducted. The submission of a Proposal shall constitute permission by the prospective operator for the
City to verify all information contained therein. If the City deems it necessary, additional information may
be requested from the prospective operator for further consideration.
4. A prospective operator may withdraw their Proposal at any time prior to the date and time
which is set forth herein as the deadline for acceptance of Proposals.
5. Each prospective operator submitting a Proposal in response to this Request agrees the
preparation of all materials for submittal to the City and all presentations are at the prospective operator’s
sole cost and expense, and the City will not, under any circumstances, be responsible for any costs or
expenses incurred by a prospective operator. In addition, each prospective operator agrees that all
documentation and materials submitted with a Proposal will remain the property of the City and will
become a public document.
6. The City reserves the right to request additional information from any and all prospective
City of Salinas
Request for Proposals for Salinas Aquatic Center
June 27, 2018
Page 5 of 9

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