REQUEST FOR PROPOSAL
I.
Introduction
Echo Ridge Recreation Club ("ERRC") is a private swim and tennis facility at 2310
Meadowvale Drive, NE, Atlanta, GA 30345 in the Echo Lake/Oak Grove area of DeKalb County,
off Briarcliff Road between Clairmont Rd. and Shallowford Road. ERRC seeks a professional pool
management company to manage all daily operations of the pool and pool area.
ERRC is governed by an 11-member Board of Directors (the "Board"). The Board is
managing this process of requesting and evaluating proposals. Based upon the proposals
received, the Board will choose one management company to recommend to the ERRC
membership. The membership will vote on whether to approve the Board's recommendation.
If the membership approves the board's recommendation by a simple majority, then the ERRC
President will execute a contract with the recommended company.
Companies receiving this RFP have been pre-qualified as meeting a few basic
characteristics determined by the Board to be prerequisites for the effective management of
ERRC. Using this pre-qualification process, the Board pared an extensive list of pool
management companies in the Atlanta area down to a small number of potential service
providers. If you have received this RFP from ERRC, the Board has determined that you meet all
of our prerequisites. Beyond that, however, no determinations or preferences have been made.
Accordingly, you are among a very small group of finalists, all of whom, at this stage, are equally
likely to be awarded the contract.
Some companies receiving this proposal may have previously submitted a proposal to
ERRC. Such proposals, however, were not based on a standard set of requirements, which has
made evaluation of such proposals difficult. According, if you have previously submitted a
proposal to ERRC, then this RFP is intended as a request that (A) answer any questions
contained herein; (B) confirm that your previous proposal meets all the requirements outlined
herein; and (C) modify your previous proposal, to the extent that it may not meet all the
requirements outlined herein. To the extent that any recipients are required to duplicate efforts
of previous submissions, the Board apologizes and asks for your understanding that, as a result
of the recent change in the Board's composition and feedback received during the recent
meeting of our membership, we feel it critical to insure that we are approaching this process as
systematically and analytically as possible.
Proposals will be evaluated based on (1) the extent to which the proposals meet the
requirements set forth herein; (2) the cost of the proposal; (3) the insurance coverage that is
provided for within the proposal; (4) the company's suitability for the work, as determined in
part by the responses to the questions contained herein; and (5) the company's reputation, as
evaluated by the Board in light of any references obtained. The Board reserves the right to
make a recommendation based on the totality of the information contained within the
proposals, to use their collective subjective judgment in making an evaluation, to alter or waive
any requirement contained herein, and/or to extend any deadline contained herein.
II.
Timeline
This RFP has been mailed on December 29, 2014. Final proposals must be received no
later than close of business on Friday, January 9, 2015. The Board intends to conclude the
membership voting period no later than Saturday, February 7, 2015. If the membership
approves the Board's recommendation, the Board will authorize the execution of a contract
during its scheduled meeting on Sunday, February 8, 2015, and be prepared to execute a
contract immediately thereafter.
III.
Questions
A. Each proposal should include answers to the following questions:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
How many customers do you serve?
How many of your existing customers are in DeKalb County?
What is you annual sales volume?
Would your company have lifeguard or pool staff employment opportunities
available for former ERRC lifeguards and neighborhood youth (subject, of course, to
your standard hiring policies and procedures)?
What is the average pay of your lifeguards?
Will ERRC have a set group of lifeguards that will serve our pool or will lifeguards
change throughout the summer?
What percentage of the time will there be a Manager on Duty?
What is the average pay of your Managers (if applicable)?
What is the average experience level of your Managers (if applicable)?
What is your policy regarding the use or possession of electronic devices, eating, or
drinking on the guard stand?
What type of training are lifeguards provided when hired?
How much in-service training do you provide for lifeguards?
Will desk attendants be certified lifeguards?
What is your policy regarding eating, drinking, reading, surfing the web, etc., by desk
attendants?
What is the rotation schedule for guards and desk attendants?
What is your disciplinary policy for lifeguards?
Are your lifeguards subject to written performance evaluations?
How many other pools will our pools' supervisor be responsible for?
How often will a supervisor visit our pool and how long will such visits typically last?
ERRC Pool Management Company RFP
December 29, 2014
20. Please describe your policy on safety audits.
21. Please describe your policy on skills testing.
22. How do you enforce a swim diaper policy?
23. What are the limits of your insurance policy?
24. Does your insurance policy cover professional liability?
25. Does your insurance policy cover punitive damages?
26. Do you provide a written Emergency Action Plan?
B.
IV.
Please provide the following documentation of your responses to the above questions
1. Lifeguard policy/rule manual;
2. Insurance certificates; and
3. Emergency Action Plan (a sample or template is acceptable if plans are typically
tailored to a particular pool).
Scope of Work
Proposals should cover the following scope of work:
A. 4,629 guard/desk attendant hours, provided as needed on 7 days notice between the
hours of 8:00 AM and 10:00 PM between May 9 and September 13;
B. Pool season opening service (please detail services provided);
C. Pool season closing service (please detail services provided);
D. Off-season services (please detail services provided and frequency);
E. Permit application, renewal, and maintenance services;
F. Straightening deck furniture no less often than twice per day (at pool opening and
closing);
G. Policing the deck for trash no less often than twice per day (pool opening and closing)
and picking up trash whenever seen or passed by an employee;
H. Emptying of trash cans and placement in dumpster no less often than once per day (at
pool closing);
I. Blowing off deck no less often than once per day (at pool opening, with blower provided
by ERRC);
J. Water chemistry testing no less often than once every two hours;
K. Water chemistry management;
L. Provision of all pool chemicals and testing supplies;
M. Clean tiles and backwash filter as needed;
N. Check and record filter pressure and flow meter no less often than once daily;
O. Report existing or potential equipment failures, maintenance issues, or needed repairs
immediately;
P. Perform, arrange for, or oversee repairs at the request of ERRC upon terms to be agreed
upon at such time as necessary, but prior to the completion of such services;
ERRC Pool Management Company RFP
December 29, 2014
Q. Vacuum pool any time when the pool is visibly dirty, but no less often than twice per
week;
R. Cleaning of restrooms as needed, but no less than once per day and upon notice of any
situation requiring immediate attention;
S. Provision of all cleaning supplies and equipment;
T. Manning the entry gate during pool hours, enforcing admission procedures and policies,
and collecting guest fees and other payments (including payments for swim lessons
regardless of whether such swim lessons are administered by the Company or by ERRC);
U. Enforcement of ERRC Rules.
V.
Additional Requirements
A. Please state the total cost of the proposal.
B. Please state the payment terms of the proposal.
C. Please state the initial term of service. Note that the initial term of service must be one
year or less.
D. Please state the renewal procedure and policy, including any limitations o price
increases.
E. Please state the terms of your non-compete provisions. Please confirm that any person
who may be hired by your company, but who was an employee of ERRC prior to
becoming an employee of your company, or any person who is a member of ERRC or an
immediate family member of a member of ERRC will be exempt from such noncompete.
F. Please state your contract renewal procedure.
G. Please state the policy for reconciling any overage or underage in guard and desk
attendant hours.
H. Please confirm that there will be no additional charges for staff provided for any staffing
need or special event occurring within the pool hours and season dates stated in (A)
above (regardless of whether the pool's actual open hours on the date of the staffing
need may differ from the hours stated in (A) above);
I. Please state the cost of provided guards and/or desk attendants during special events
outside the pool hours and season dates stated in (A) above;
J. Please confirm that there would be no events at which ERRC would be required to have
more than five guards (plus one desk attendant) on duty, regardless of the size of such
event.
K. Please confirm that ERRC will be indemnified held harmless from and against any and all
claims caused by or arising out of your company's acts, omissions, or negligence.
L. Please state any minimum insurance coverage required to be maintained by ERRC.
M. Please confirm that there shall be 50 minutes of free swim per hour. Please confirm
that one guard will remain on duty during adult swim, and that there shall be no
exception to any insurance coverage or indemnities during adult swim.
ERRC Pool Management Company RFP
December 29, 2014
N. Please confirm that ERRC shall be entitled to offer swim lessons, collect swim lesson
fees and pay swim instructors under any policy it desires. Further, please confirm that
desk attendants will be permitted to accept swim lesson fees.
O. Please confirm that the facilities will not be completely closed earlier than scheduled as
a result of a thunder break, unless the thunder break occurs within 30 minutes of the
latest time for which a guard is scheduled for such day.
P. Please confirm the method by which fees will be adjusted in the event of an extended
emergency closing of the pool.
Q. Please confirm the policy and procedures for cancellation of the contract and
adjustment of fees due as a result of such cancellation.
VI.
Form of Proposal
Companies responding to this RFP should submit a written proposal no later than close
of business on Friday, January 9, 2015. The proposal should include a signed statement
certifying that all information in the proposal is truthful to the best of the respondent's
knowledge, and that the proposal constitutes an offer that is valid until at least February 28,
2015, if not sooner revoked in writing. The proposal should be sent together with a contract in
executable form that adheres to the requirements set forth in the RFP and that references the
proposal and this RFP and incorporates both therein. Proposals should be sent to Echo Ridge
Recreation Club, Inc., ATTN: Scott Logan, P.O. Box 29403, Atlanta, GA 30359. Note that nonUSPS carriers cannot deliver to a PO box, but such deliveries may be addressed to Scott Logan,
2276 Meadowvale Drive, NE, Atlanta, GA 30345.
ERRC Pool Management Company RFP
December 29, 2014
CERTIFIED RESPONSE FORM OF
____________________________________
[Please fill in company name]
1.
Can you provide a company representative to be available for a Q&A session with our membership on Sunday, February 8,
from 7:00 pm - 9:00 PM? _____ Yes _____ No
2.
Approximately how many customers do you serve? _______________
3.
Approximately how many of your existing customers are in DeKalb County? _______________
4.
What is your approximate annual sales volume? $____________________
5.
Would your company have lifeguard or pool staff employment opportunities available for former ERRC lifeguards and
neighborhood youth (subject, of course, to your standard application and evaluation process)? _____ Yes _____ No
6.
What is the approximate average pay of your lifeguards? (You may provide an approximate pay range instead of an
average, if preferred) $_______________/hr
7.
Will ERRC have a set group of lifeguards that will serve our pool throughout the summer? _____ Yes _____ No
8.
Approximately what percentage of the time will there be a Manager/Head Lifeguard on Duty? __________%
9.
What is the approximate average pay of your Managers/Head Lifeguards, if applicable? (You may provide an approximate
pay range instead of an average, if preferred) $_______________/hr
10. What is the approximate average experience level of your Managers (if applicable)? ___________________________
____________________________________________________________________________________________________
11. What is your policy regarding the use or possession of electronic devices, eating, or drinking on the guard stand?
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
12. What type of training are lifeguards provided when hired? ____________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
13. How much in-service training do you provide for lifeguards? ___________________________________________________
14. Will desk attendants be certified lifeguards? _____ Yes _____ No
15. What is your policy regarding eating, drinking, reading, surfing the web, etc., by desk attendants? ____________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
16. What is the rotation schedule for guards and desk attendants? ________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
17. What is your disciplinary policy for employees? __________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
18. Are your employees subject to written performance evaluations? _____ Yes _____ No
19. What is the policy for receiving and addressing member comments/complaints about employee performance?
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
20. How many other pools will our pools' supervisor be responsible for? __________
21. How often will a supervisor visit our pool? ________ times per __________
22. Approximately how long will such supervisor visits typically last? _____________________________
23. Please describe your policy on safety audits. ________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
24. Please describe your policy on skills testing. ________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
ERRC Pool Management Company RFP
December 29, 2014
25. What is your swim diaper policy and how is it enforced? ___________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
26. What are the limits of your insurance policy? ______________________________________________________________.
27. Does your insurance policy cover professional liability? _____ Yes _____ No
28. Does your insurance policy cover punitive damages? _____ Yes _____ No
29. Do you provide a written Emergency Action Plan? _____ Yes _____ No
I certify that the above responses are true and correct to the best of my knowledge.
Signed: ______________________________________
Name: ______________________________________
Title:
______________________________________
Date:
______________________________________
ERRC Pool Management Company RFP
December 29, 2014