Management Of Solomon Calhoun Community Center Pool

B. Scope of Services: The awarded Contractor shall be required to satisfactorily perform the required Services, as described herein, to operate and manage the pool, facilitate and offer a variety of quality aquatic programs, and maintain the pool in a clean and operable condition. The County reserves the right to adjust and/or amend the required Services in order to satisfactorily address the needs of the County and the community.
The highest standards of safety, hospitality, courtesy and instructional excellence must be maintained by the Contractor throughout the duration of the awarded Contract. The SCCC pool must be managed in such a way to meet the needs of all customer and participant groups.
The Contractor shall be required to provide any and all personnel required to perform the required services, as described herein, throughout the duration of the Contract Agreement.
1) Hours of Operation: The SCCC pool must be open seven (7) days per week year-round and accessible to all members of the general public for a minimum of:
• thirty nine (39) hours per week from September through February; • fifty six (56) hours per week from March through April, and • one hundred three (103) hours per week from May through August.
Hours of operation are subject to change and shall be determined at the sole discretion of the County. The County shall provide notice to the Contractor of any changes to hours of operation with as much notice as possible, not less than seven (7) consecutive calendar days.
The County shall provide the Contractor with a schedule of the hours of operation. This schedule may include seasonal changes and other changes necessary to maximize revenue and minimize costs, which shall be an ongoing priority of the County and Contractor. Changes to the schedule may also occur due to County budget decisions.
Contractor shall operate a schedule of open swim and programs as approved by the County. Any changes to the schedule must receive prior written approval from the County, at least thirty (30) days prior to the proposed change. Contractor shall notify the County of any cancelled programs due to lack of participation no less than seven (7) days prior to the scheduled program.
The Contractor shall manage the public access to the SCCC pool during all hours of operation in accordance with all applicable rules, regulations, codes, ordinances, and laws as determined by the Florida Department of Health, Aquatic Facility Operator or Certified Pool Operator standards, and American Red Cross.
2) Maintenance Services: The Contractor shall be required to perform daily and regular maintenance on the pool and surrounding areas, including the pump area, equipment storage room, and chemical storage area.
Daily Maintenance: All of the following must be documented and kept on file to be available to the County upon request. a. Contractor shall brush all tiles, vacuum pool, and clean out gutters. b. Contractor shall clean the water activity area with disinfectant prior to opening. c. Contractor shall spot clean pool deck furniture each day, and disinfect as needed to remove foreign debris, bodily fluids, sticky items, etc., and wash chairs twice weekly with fresh water during the summer months (May/June/July) to remove damaging agents such as sunscreen, sweat and chlorine. d. Contractor shall perform visual inspection of the pool, any operational areas, and all pool mechanical systems and immediately report any problems or concerns to the SJC Property Manager or Site Supervisor. Any and all damaged equipment/parts must be reported to the County immediately. e. Contractor shall conduct a written safety checklist of the pool facility. f. Contractor shall maintain the pool decks, office space, locker rooms, restrooms, pump area, pool equipment storage room and chemical storage area in a clean and orderly condition, and must remove any debris and/or unnecessary items from these areas daily. This shall include routine janitorial duties such as sweeping, mopping, dusting, and trash removal. g. Contractor shall maintain water balance of pool, including chlorine, calcium hardness, pH, total alkalinity and total dissolved solids, in accordance with Florida Department of Health Standards, utilizing appropriate chemicals, and shall record logs for maintenance of pool, which shall include all items on the FDOH Monthly Swimming Pool Report. h. Contractor shall monitor and record the pool’s chemical levels and mechanical system performance in accordance with the Florida Department of Health Administrative Code, Chapter 64E-9, which includes: • Checking and recording the filtration system flow rate, pool water pH, and free chlorine levels no less than three (3) times daily, using the pool volume as a benchmark to ensure compliance with code requirements. A complete and up-to-date log of all findings must be maintained for the duration of the Agreement and submitted monthly with the Contractor’s invoice. • Immediately notifying the SJC Property Manager or Site Supervisor if mechanical systems fail to maintain proper pH, free chlorine levels, or if the flow rate drops below code-required levels. • Closing the pool to patrons until water chemistry and filtration flow rate are returned to safe levels, in accordance with requirements by the FDOH. i. Contractor will respond to fecal accidents in the pool in accordance with Florida Department of Health standards and any other applicable regulations. Recommended Guidelines for Fecal Incident Response are established by the CDC (Center for Disease Control). These are recommendations and may not include, nor do they replace, all existing regulations and guidelines from local, state or federal regulatory agencies. j. Contractor will immediately clean all blood and vomit on the pool deck with an appropriate disinfectant. Vomit in the pool must be responded to per FDOH and CDC recommendations and guidelines.
3) Regular Maintenance: a. Contractor shall backwash the filter system as required by law, or as recommended by the manufacturer, whichever is more frequent, to maintain required flow rates through the filtration system. Scheduled dates must be specified by Contractor and tracked in a maintenance log, which must be provided to the County upon request. b. Contractor shall pressure wash the pool deck no less than once every three (3) weeks, or more frequent as necessary to maintain the pool decks in a clean and satisfactory condition. Scheduled dates must be specified by Contractor and tracked in a maintenance log, which must be provided to the County upon request. c. Contractor must check and test all safety and ADA equipment at a minimum of once each month to ensure appropriate operation for use. Scheduled dates must be specified by contractor and tracked in a maintenance log, which must be provided to the County upon request. d. Contractor shall properly place, remove and store pool covers when pool heat is in use. e. Contractor shall operate all pool related systems in accordance with the manufacturer’s recommendation. f. No repairs, changes or improvements to any aspect of the SCCC facility shall be performed by the Contractor without prior written authorization by the County. g. The Contractor shall take all necessary precautions to protect the facility’s adjoining surfaces and equipment from damage caused by the Contractor’s operations. The Contractor shall institute protective measures to ensure that no existing structures, utilities, services, roads, trees, shrubbery, or other appurtenances to the facility are damaged or experience service interruption due to the operations of the Contractor. Any damages to facilities, surfaces, equipment, fixtures or appurtenances, or interruptions to services caused by the Contractor shall be the responsibility of the Contractor to repair or correct at no cost to the County. h. Contractor shall take an inventory and develop a report detailing the general condition of all equipment associated with the services provided at the SCCC pool no less than two (2) times per year. The first inventory and general condition report must be developed by the Contractor within ten (10) days of award of a Contract. Scheduled dates must be specified by Contractor and tracked in a maintenance log, which must be provided to the County upon request.
4) Supplies & Inventories: a. Contractor must supply any and all chemicals and reagents to properly adjust and maintain the pool’s heater level. Contractor shall maintain an appropriate inventory of necessary chemicals onsite. Chemicals shall be properly stored and secured away from the public and/or children. b. Contractor shall provide and maintain all supplies necessary to maintain and manage the pool in an appropriate manner to facilitate maximum use and operation. The County has a vacuum and leaf nets for daily pool cleaning that the Contractor may use. c. Contractor shall provide and maintain all safety equipment and supplies required by the Florida Department of Health, AFO or CPO Standards, and the American Red Cross or a comparable lifeguard certification agency, if approved by the County. Contractor shall also be responsible for repairing and/or replacing any and all safety equipment and supplies as necessary to satisfactorily perform the required services. d. Contractor shall repair and/or replace any and all equipment and/or supplies as needed to have to satisfactorily perform the required services. 5) Lifeguard Services: a. Contractor shall provide lifeguards for all hours of operation, including during permitted special events, in accordance with the American Lifeguard Association recommendation of a minimum of two (2) lifeguards on duty, with a 1:25 ratio of lifeguards to patrons, at all times. b. All lifeguards shall be appropriately certified as required in the State of Florida. The Contractor will be responsible for ensuring full compliance with all applicable rules and regulations when performing these services. c. Contractor shall comply with all Federal (OSHA), State, and Local laws, rules, codes, standards, and regulations for both employees, subcontractors, and patrons/participants (with respect to blood-borne pathogens and infectious diseases.
6) Lifeguard Supplies & Inventory: a. Provide, maintain and replace as necessary to maintain a sufficient inventory of all lifeguard and emergency response equipment, including, but not limited to rescue oxygen, rescue tubes, backboards, supplies, etc. b. Supply adequate inventory of first aid kits adequate to the size and operation of the pool, as required by OSHA and ANSI standards. c. The County will provide an Automatic External Defibrillator (A.E.D.) for the pool site. The Contractor shall maintain and regularly service the A.E.D. ensuring proper calibration and testing as required by law. Contractor will maintain all related documentation showing the equipment being tested and approved for use. All repairs and replacements will be performed by the County. If the Contractor notes that there are any concerns with the AED or related accessories, they should immediately notify the County. 7) Management: a. Contractor shall collect all fees as identified and approved in the County Fee Schedule, paid by patrons, program participants, public and private events. b. Contractor shall document and maintain records for all fees collected on a daily and monthly basis. Contractor shall provide these records along with invoice submission each month. c. Contractor shall develop and monitor user group schedules and lane assignments in order to maximize pool use and generate revenue. Contractor shall manage any changes and/or reassignment of areas to any groups and/or free swim, or Contractor provided programs in order to continue to provide high level customer service. d. Contractor shall manage any and all aspects of customer service related to the operations of the SCCC pool facility, including responding to inquiries and complaints, within twenty-four (24) hours of receipt. Contractor shall immediately report all complaints to the SJC Recreation Department representative. e. On an annual basis, Contractor shall participate in a complete aquatic review program provided by a nationally recognized program, as determined by the Florida Department of Health, AFO or CPO Standards, American Red Cross or comparable life guarding certification agency practices. Contractor shall respond to and correct any deficiencies cited in the review. Upon completion of the program, Contractor shall provide a report to the County reflecting the completion of the program. f. Contractor must perform all services and programs in a professional, customer service oriented manner, in accordance with the Quality Standards established and agreed upon by both Contractor and County. Such Quality Standards shall be captured in the Contractor’s Policy and Procedure Manual. g. Contractor shall establish a chain-of-command for reporting incidents, closures, and maintenance issues, and provide to the County for approval. Upon approval by the County, any changes to the chain-of-command must be submitted to the County for approval, prior to changes being made. h. Contractor shall be responsible for maintaining any and all required licenses and certifications as determined by the Florida Department of Health, AFO or CPO Standards, the American Red Cross or comparable life guarding certification agency practices. Any lapse of required licenses and/or certifications shall cause the Contractor to be found in default of the awarded Contract, and may result in termination for cause.
8) Pool Programs: a. Contractor must develop, implement, supervise and manage aquatic activity programs and special events for the community and community groups, for all ages and abilities, including those with special needs. Pool programs shall meet the Florida Department of Health requirement of a 1:10 ratio at all times. b. Contractor must provide no less than eight (8) unique programs each month. Failure to provide the minimum number of unique programs each month shall result in the County’s assessment of Financial Consequences of $500 per program missed in the month, to be deducted from the respective month’s invoice (i.e. if five (5) unique programs were provided, the Financial Consequences shall be $500 x 3 = $1500). Multiple offerings of the same program (even if for different age groups and/or skill levels) shall be considered one of eight required programs. Swim lessons count as one program per month. Programs canceled due to weather must be documented and will not count against the monthly invoice for services. Contractor must perform programs in accordance with the approved schedule, and must submit an updated schedule for each season to the Community Program Manager sixty (60) days in advance of the start of the season. c. Programs must be classified as one of the following four (4) categories: 1. Safety programs that assist youth and adults with being secure around water; 2. Instructional programs to include swim lessons for all ages; 3. Wellness programs that focus on water fitness; 4. Recreational programs or events for community participation
d. Contractor may offer Programs at various times to accommodate different age groups and instruction levels. Contractor shall manage any and all processes related to registration and collection of fees from all participants for swim programs at the SCCC pool. Any and all expenses related to provision of swim programs at the SCCC pool, including labor, equipment, materials, and other costs, shall be the responsibility of the Contractor. e. Contractor shall determine the available schedule for programs to maximize service, revenue, and participation to satisfy clients. Lap swim, family swim, water aerobics, rentals and swim team practice/meets shall be incorporated into the schedule for programs. f. Swim programs offered by the Contractor shall take precedence over any other programs or special event or rental at the SCCC pool. In the event there is a conflict in scheduling and availability, the prioritization for consideration shall be as follows: 1. Swim Programs offered by Contractor as provided herein; 2. SJC Programs 3. St. Johns County School District swim teams and programs; 4. Private events/rentals 5. Contractor Programs due to other pool closures
9) Private Events/High School Swim Teams: Contractor shall be responsible for processing rental applications and managing the operations of the pool in conjunction with special events, private events, and swim meets, including setup and take down, as necessary. Contractor shall provide any and all lifeguards required at each private event, in accordance with the requirements specified herein.
10) Emergency Response / On-Call Services: a. Contractor must appropriately respond to all medical emergency situations related to the SCCC pool facilities and coordinate with the appropriate County representatives. b. Contractor shall provide on-site or on-call management staff for after-hour emergencies. Contractor shall have a designated representative who shall respond to the SCCC pool facility within two (2) hours of notification of an emergency.
11) Policies & Procedures a. Contractor shall develop and operate in accordance with a Policy and Procedure Manual (“Manual”) that shall be approved by the County, for all activities conducted or participated in by the Contractor throughout the duration of the awarded Contract. The Contractor shall submit the draft Policy and Procedure Manual to the County within thirty (30) days of award. The Manual must include an emergency action plan for all possible emergencies, including procedures for heightened security alerts and hurricane preparedness. The Manual must include inclement weather policy and procedures including conditions that determine temporary, partial or full day closing(s). b. Contractor shall also include in the developed Manual, an in-service training program for personnel in accordance with nationally recognized standards and practices. c. The Manual, once approved, shall not be changed by the Contractor without explicit written approval by the County, prior to any changes being made. Upon approval by the County, Contractor shall make revisions to the Manual, and provide to the County, and retain the updated Manual as required. Contractor shall post the Manual on the Contractor’s website and the Contractor must maintain a hard copy of the most current version of the approved Manual onsite at the SCCC pool at all times, for public inspection. Upon request from any individual, the Contractor shall be require to furnish the manual for review. d. Contractor shall conduct a training on the Manual with each new employee hired, within a week of the hire date, and conduct a minimum of two (2) training sessions per year to review policies and procedures for any and all staff performing services at the SCCC pool. Contractor shall document attendance at the provided training sessions, and shall provide to the County, within twenty-four (24) hours upon request. e. Contractor shall conduct a minimum of four (4) customer service trainings for all staff performing services at the SCCC pool. Contractor shall document attendance at the training sessions provided, and shall provide to the County, within twenty-four (24) hours upon request. f. Contractor shall be required to establish a Drug-Free Workplace, and a Zero Tolerance Policy for drug use by any personnel and/or subcontractors performing services under the awarded Contract.
12) Reporting: a. Contractor shall develop a projected operating budget based on actual expenses each year. Annual budgets must be submitted to the County no less than thirty (30) consecutive calendar days prior to the anniversary of the Effective Date throughout the duration of the Contract. no less than seven (7) consecutive calendar days prior to the anniversary of the Effective Date The developed budget must detail all costs associated with the operation and management of the SCCC pool. Any increases in the submitted annual budget must be limited to current CPI, or three (3%), whichever is less. b. Contractor shall develop, complete, and maintain records of all public access of the SCCC pool facility. This includes, but is not limited to daily logs of all patrons for free swim, programs, and special or private events, and amounts collected by the Contractor for all patrons. c. Contractor shall complete and maintain records of any and all incidents, complaints, accidents, or other instances or events that the County may need a record of, including mechanical, structural or other operational issues, and issues regarding staff. Contractor shall provide records, on a weekly basis, at a minimum, or within twenty-four (24) hours upon request by the County. d. Contractor shall complete and maintain detailed records of any and all pullouts/rescues, describing the circumstances surrounding the incident, denoting the specific location of the pullout/rescue. e. Contractor shall maintain all daily, written safety checklists, and shall provide these records within twenty-four (24) hours of request from the County. f. Contractor shall provide a monthly line item report of all revenues and expenses in a format approved by the County. The report shall be submitted with the daily tracking log and daily deposits by or before the 5th of each month, for the previous month’s activities. g. The Contractor shall provide an audited financial statement by or before October 31st of each year for the prior fiscal year. The audit must be conducted by a licensed, third-party CPA, approved by the County. h. Contractor shall record and submit a monthly recap log based on all daily logs with each invoice for payment.
13) Advertising/Marketing Plan: a. Contractor must develop and implement an on-going advertising/marketing plan to maximize exposure for information related to the SCCC pool facility, available programs and events, and instructions as to how to access and/or participate at the SCCC pool. b. Contractor must create a landing webpage specifically for the SCCC pool to include the marketing information. The webpage must be developed and publicly accessible within thirty (30) days of award, must be maintained at least monthly, and must meet County approval on an ongoing basis. Contractor must obtain County approval of website prior to launching webpage publicly. c. Contractor must develop and distribute promotional materials through social media, print, online newsletters, and through the local school district, providing information on any and all events, services and programs available at the SCCC pool. d. Contractor must submit a quarterly marketing plan every ninety (90) days throughout the duration of the awarded Contract. . Any and all materials developed for marketing shall also be provided to the County for additional distribution.
14) Personnel: a. Contractor must provide any and all appropriately licensed, certified and otherwise qualified and experience personnel necessary to satisfactorily perform all required Services as specified herein. Contractor must furnish, at a minimum, the number of personnel necessary to comply with federal, state and local laws, rules and regulations for the operation of a safe and sanitary Aquatic Facility. b. Contractor’s Certified Pool Operator (CPO) or Aquatic Facility Operator (AFO) must be on site at all times the SCCC pool is open to the public. The CPO or AFO must be identified at all times, and in the event the CPO or AFO changes, the Contractor must notify the County immediately. Contractor shall provide information on any and all individuals proposed as replacement AFO or CPO, identification, experience, and qualifications prior to placing said replacement to perform any services at the SCCC pool. c. Contractor must provide a list of all staffing performing services at the SCCC pool facility on a daily basis, this list must be provided to the County prior to opening of the facility each day. Must be kept on file and available upon request. d. All personnel employed by and/or subcontracted by the Contractor to perform services under the awarded Contract must pass a national level 2 criminal background check, including sexual offender checks, and drug screen prior to the Effective Date of the Contract, or the individual’s start date to perform work, and by or before April 1st of each calendar year of the Contract. Drug testing shall be at the expense of the Contractor, and shall be administered in accordance with applicable local, state and/or federal laws. e. The Contractor must submit to the County verification that background investigations, including criminal records check and drug screenings, have been conducted on all individuals employed by and/or subcontracted by the Contractor to perform services under the awarded Contract. Initial verification is due upon award of the contract and verification of all newly hired employees is due on their hire date. f. All Contractor-provided personnel, either employed or subcontracted, must be currently certified in First Aid and CPR by the American Red Cross or other certifying agency approved by the County. All certifications must be maintained throughout the duration of the awarded Contract. Instructors providing lessons must possess a current and valid Lifeguard and Water Safety Instructors (WSI) Certification, or an approved equivalent, as well as training and/or certification in adaptive aquatics for the handicapped. The County shall assess Financial Consequences in the amount of $500.00 per occurrence for any lapse in required certification and/or license for any staff performing Services under the awarded Contract. renewal shall result in a penalty of $500.00 per occurrence, charged to the Contractor. g. All management personnel including pool manager, head lifeguards and lifeguards shall be trained and certified in operation of the Automatic External Defibrillator onsite. In the event the AED unit is replaced, all personnel shall be trained and certified on the replacement unit. h. All personnel employed by the Contractor must be paid in accordance with the Federal and/or State Minimum Wage Laws. Contractor shall be responsible for payment of any and all employment taxes and social security taxes as required by any and all applicable laws. i. All Contractor-provided personnel, either employed by or subcontracted by the Contractor, must be professionally attired, with appropriate uniforms suited for their role. Shirts must prominently display the Contractor’s name and contact phone number at all times.
15) Revenue: The Contractor shall maintain a record of all revenues collected through all programs and services provided and shall submit this report to the County on a monthly basis, with the monthly invoice.
16) County Rights & Responsibilities: a. County reserves the right to inspect all aspects of the SCCC pool, fixtures, improvements, furnishings, machinery, equipment, Contractor-occupied office space, and any other areas associated with the SCCC at any time, throughout the duration of the awarded Contract. b. County reserves the right to amend/alter the specifications for the required Services as provided herein, at any time throughout the duration of the awarded Contract. In the event the specifications are changed, the County shall issue a Contract Amendment to revise the applicable portions of the specifications for signature by both parties. c. County shall obtain and maintain throughout the duration of the awarded Contract any and all applicable permits required for the SCCC pool. d. County shall provide office space for the Contractor to utilize to manage the services at the SCCC pool. Included with the office space shall be connectivity for telephone and internet capabilities, but does not include any equipment for such capabilities. e. County shall set the fee schedule which shall include those for private events, and provide this fee schedule to the Contractor upon Effective Date of the awarded Contract. Proposed changes to the County’s fee schedule may be submitted in the Proposal, for the County’s consideration. After award of a contract, proposed changes to the County’s fee schedule may be submitted annually. f. County shall be responsible for repairing and/or replacing any malfunctioning pool infrastructure and major operational equipment and ensuring the structural and operational integrity of the SCCC pool. This includes, but is not limited to system changes mandated by the Florida Department of Health or other applicable regulatory body; repair or complete renovation of the pool and its equipment systems; repair or replacement of pumps, motors, filter systems, pressure gauges, balance tank, pool lights and plumbing parts; repair or replacement of pool heating system; repair or replacement of the pool or deck area, and accessibility features; repair or replacement of pipes; repair or replacement of diving boards; repair or replacement of chemical feeder, main pool drain, above or below water marcite, flow meters and/or water probes, and locker room facilities, as necessary to maintain operability of the SCCC pool. g. County shall supervise and direct any and all County employees performing services at the SCCC pool. At no time shall the Contractor be responsible for or in a supervisory capacity of County personnel. h. County reserves the right to approve or disapprove any staffing schedule proposed by the Contractor if the proposed schedule does not serve the best interests of the County. i. County reserves the right to request replacement of any Contractor-provided personnel, either employed or sub-contracted, whose conduct, character, or performance does not serve or is detrimental to the best interests of the County. Upon notification of such a request from the County, the Contractor shall replace the identified person(s) within five (5) consecutive calendar days. In the event the County must immediately remove an employee of the Contractor, the County shall provide same-day notification to the Contractor, and the Contractor shall replace the removed individual within five (5) consecutive calendar days, or earlier as necessary to comply with all applicable requirements for staffing ratios.
17) Invoicing: Contractor shall invoice the County by the seventh day of each month, for services provided in the previous month. Contractor shall begin invoicing the County after the first full month of performance of Services. Invoices must detail all costs associated with providing the required Services, and shall align with the submitted annual operating budget. Any discrepancies in costs, whether positive or negative from the annual operating budget must be discussed with the County prior to submittal of an invoice, and must be approved by the County before implementing any changes that account for any discrepancies. Invoices must include the Contractor’s full legal name, the Contract Number, date, services rendered, including programs, special and private events and free swim access provided during the previous month. Invoices must be line item detailed and provide a total for the monthly invoice. Any reduction to the invoice amount from Financial Consequences due to failure to comply with performance requirements, as provided herein, must be included in the submitted invoice, as well. a. Invoices shall be submitted via email, to the email address provided by the County. Any and all backup documentation necessary to provide a comprehensive invoice must be attached to the Invoice at the time of submittal.