CITY OF AZUSA
REQUEST FOR PROPOSALS
SWIMMING POOL MAINTENANCE AND REPAIR AT AQUATIC
Submission Deadline: July 23, 2020 @ 4 p.m.
Late submissions will not be considered.
Submit Proposals To:
City Clerk’s Office
City of Azusa
213 E. Foothill Blvd.
Azusa, CA 91702
CITY OF AZUSA
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that separate sealed Proposals will be accepted by the City of
Azusa City Clerk’s Office, 213 E. Foothill Blvd., Azusa CA 91702, California, phone (626) 812-
5229 until 4:00 p.m. on July 23, 2020, at which time they will be opened and reviewed for the
provision of the following:
“CONTRACT FOR SWIMMING POOL MAINTENANCE AND REPAIR AT AQUATIC
All proposals must be sealed and clearly identify the proposer’s name, and address.
The City of Azusa hereby notifies all proposers that it will affirmatively insure that in any
contract entered into pursuant to this invitation, the City will not discriminate against any
proposer on the grounds of race, color, sex, or national origin in consideration for the award.
A mandatory pre bid conference will be held on Tuesday, July 14th (10 a.m.) at the James
Slauson Community Pool located at 501 E. Fifth Avenue, Azusa, CA 91702. All participants
will be required to wear a face mask. All persons responding to this invitation shall be aware
that their proposals are deemed public records and may be subject to disclosure upon request.
The City reserves the right to reject any or all proposals, to waive any informality or irregularity
in any proposal received, and to be the sole judge of the merits of the proposals received.
Questions may be directed to Nikki Rosales, Senior Management Analyst via e-mail at
CITY OF AZUSA
/s/ Jeffrey Lawrence Cornejo, Jr., City Clerk
Dated: June 17, 2020
Published in the San Gabriel Valley Tribune on June 22, 2020
INSTRUCTIONS TO PROPOSERS
NOTICE TO PROPOSERS
The City of Azusa (“City”) is seeking qualified proposals from swimming pool maintenance and
repair service providers to provide swimming pool maintenance and repair services to the City’s
Aquatic Facilities. The City is seeking to select one service provider to serve the City for a three
(3) year term, which term may be renewed for two (2) additional, one (1) year terms.
The James Slauson Community Pool Aquatics Facilities are comprised of three separate pools:
Lap Pool, Slide Pool and Children’s Pool. The proposal will include twelve (12) monthly
scheduled visits in which contractor will perform complete water testing to provide water
parameters and advise chemical dosage in order maintain proper Saturation and Ryznar Indexes.
Contractor will also provide monthly equipment room audits, provide monthly lubrication to all
pump motors, provide monthly maintenance and cleaning of all chlorine and acid injectors and
advise of any mechanical deficiencies witnessed and propose appropriate corrections. Contractor
must schedule and perform corrective actions with as little or no disruption to aquatics
programming. All scheduled corrective actions must be cleared through the Aquatics Manager
and/or the Recreation Superintendent – Parks Division or designee. Contractor will also provide
annual maintenance of items listed below. Proposal will include, travel, labor and normal parts
necessary to perform this work.
Contractor will also be required to perform additional quarterly services, as well as pre-season
services to be completed annually.
Water chemistry shall be maintained to provide effective sanitation and good water clarity using
chemicals efficiently, and maximize the service life of mechanical equipment, the pool
structures, and fitting.
An accurate service log book shall be maintained with maintenance records on-site. These
records shall remain the property of the City of Azusa.
Contractor shall monitor the pools and related equipment and report any hazards or problems to
the Parks Division – Parks Superintendent (or designated contact) immediately upon discovery.
Contractor shall advise the City of Azusa on preventive maintenance needs of the pools and
equipment, recommend equipment replacement when necessary and advise the maintenance staff
on required/needed purchases related to pool equipment.
During the term, or extended term, of the contract, the selected provider will be responsible for
performing the following general services:
• Perform water test with digital water test kit (Palintest) for accurate readings checking
pH, free chlorine and total chlorine, total alkalinity, calcium hardness, conditioner, total
dissolved solids and temperature. Advise City staff on water parameters and on chemical
dosage in order to maintain proper Saturation and Ryznar indexes.
• Calibrate chemical controllers to match water test readings, confirm proper set points,
and adjust alarm values as needed.
• Log water test readings and daily operation report for staff and health department review.
Send all reports electronically to the Parks Superintendent, Parks Supervisor and Pool
• Manually clean sensors/probes per manufacturer’s specifications.
• Manually clean injectors per manufacturer’s specifications, or more frequently if
• Lubricate all circulation pump motors.
• Check all chemical pumps to ensure all are properly working and adjust as needed.
• Check all chemical poly lines, hard lines and ball valves for any leaks. Clean and repair
• Manually backwash main pool, children’s and slid pool and check that all are working
properly per manufacturer’s specifications.
• Perform equipment room audits and advise of any mechanical deficiencies witnessed and
propose appropriate corrections.
• Chemical Pumps
Replacement of chlorine pump peristaltic feed tube assemblies. (Children’s Pool
& Slide Pool)
Replacement of acid pump peristaltic feed tube assemblies. (Swimming Pool,
Children’s Pool & Slide Pool)
Annual Pre-Season Maintenance (this must be scheduled a minimum of two months prior to
aquatics facilities opening date with opening date to be provided by City of Azusa staff). Please
see equipment list (Exhibit A) for detailed service requirements:
Pre-season backwash valve preventive maintenance
Pre-season media inspection
Pre-season overhauling of all backwash valves
• Pool Heaters
Heater disassembly to facilitate inspection and cleaning of burner tray and gas
Clean burner trays and gas orifices.
Test and set gas manifold pressure.
Inspect rear header finned tube ends for proper water flow. (Lap pool)
Confirm proper vent draft.
Replace pilot assemblies.
Test safety circuit and pressure relief valves.
Lubricate booster pump bearing assembly. (Lap Pool)
• Chemical Pumps
Replacement of discharge tubing.
Wet-end rebuild utilizing Repair Parts Maintenance Kits (Swimming Pool)
Rebuild of CO2 solenoid valves within CO2-9 (all pools)
• Chemical Controllers
Cleaning of the pH and ORP sensors on all three chemical controllers.
Perform 2 point calibrations of the pH and ORP sensors on all three chemical
Perform full spectrum water analysis on all three bodies of water.
On Call Emergency Repairs:
• Contractor will be on call for emergency call outs and must respond within two (2) hours
of such call. Hours for emergency repair rate are 5 p.m. to 7 a.m., Monday through
Contractor must provide a twelve (12) month schedule for all maintenance visits and must
provide notice to the Parks Division – Park Superintendent or Parks Supervisor a minimum of
one week’s notice regarding any changes to the 12 Month Service Calendar.
The above list is not exhaustive, but is intended to give the proposer a general sense of the
anticipated services to be provided during the term, or extended term of the contract.
The proposers shall be ranked from the top to bottom in accordance with the points each
proposer receives, according to the City’s selection criteria. The proposers with the highest
points shall be recommended for the contract. Points will be awarded as follows:
Capacity to do the work
Familiarity with work
The City Council shall decide in its sole and absolute discretion whether to enter into a pool
maintenance and repair services contract at all, even if there are one or more qualified proposers.
The City shall have the sole and absolute discretion to determine whether it will subsequently
seek future proposals for pool maintenance and repair services.
The City may automatically disqualify any proposal that does not meet the terms and conditions
set forth in these “instructions to proposers.”
CONTRACT TERMS AND CONDITIONS