DeKalb County Board of Education
Operations Division
Sam A. Moss Service Center
1780 Montreal Road
Tucker, GA 30084-6705
Request for Proposals (RFP) No. 22-752-003
For
SWIMMING POOL MAINTENANCE SERVICES
Owner: DeKalb County Board of Education (the “Board”)
Design and Construction Department
Sam A. Moss Service Center
1780 Montreal Road
Tucker, GA 30084-6705
Solicitation Timeline Summary (dates are subject to change)
EVENT DATE(S) TIME LOCATION
http://www.dekalbschoolsga.Ionwave.net and
Solicitation Opens October 14, 2021 2:00 PM
www.demandstar.com
Mandatory Pre-Proposal
October 26, 2021 10:00 AM Via ZOOM
Conference
Site Visit-Optional October 27, 2021 N/A Not Applicable
Final Questions Due November 2, 2021 2:00 PM dcsd-op-bidquestion@dekalbschoolsga.org
http://www.dekalbschoolsga.Ionwave.net and
Final Addendum November 9, 2021 2:00 PM
www.demandstar.com
Proposal Due Date & Time November 16, 2021 2:00 PM https://dekalbschoolsga.ionwave.net
Public Acknowledgement of RFP will be posted
Public Acknowledgement November 18, 2021 on http://www.dekalbschoolsga.Ionwave.net and
www.demandstar.com
Selection Committee
11/29-12/3/2021
Evaluation
Anticipated Board Review
February 2022
and Approval
Anticipated Notice of Award March 2022
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 1 of 19
TABLE OF CONTENTS
I. Advertisement for Sealed Proposals....................................................................................................4
II. Definition of Terms...............................................................................................................................5
III. Background..........................................................................................................................................6
IV. Purpose ...............................................................................................................................................6
V. Communications with DCSD Staff .......................................................................................................6
VI. Prohibited Contacts. ............................................................................................................................6
VII. Questions and Answers……………………………………………………………………………………….6
VIII. General Terms and Conditions ............................................................................................................7
A. Respondent Performance .............................................................................................................7
B. Addendums ..................................................................................................................................7
C. Non-Discrimination .......................................................................................................................7
D. Drug-Free Workplace ...................................................................................................................7
E. Smoke-Free Workplace ................................................................................................................7
F. Cost Incurred ................................................................................................................................7
G. Insurance Requirements...............................................................................................................7-8
H. Indemnification .............................................................................................................................8
I. Illegal Immigration Reform and Enforcement Act of 2011 ............................................................9
J. Interviews .....................................................................................................................................9
K. Background Checks .....................................................................................................................9
L. Term of Contract...........................................................................................................................9
M. Cancellations ................................................................................................................................9
N. Contract ........................................................................................................................................10
O. Permits and Applicable Law .........................................................................................................10
P. Suspension and Debarment .........................................................................................................10
Q. Non-Collusion ...............................................................................................................................10
R. Conflict of Interest.........................................................................................................................11
S. Confidentiality and Non-Disclosure...............................................................................................11
T. Business License ..........................................................................................................................11
U. Rights Reserved ...........................................................................................................................11
V. Taxes ............................................................................................................................................11
W. Respondent Failure ......................................................................................................................11
X. Georgia Open Records Act...........................................................................................................12
Y. No Assignment of Award ..............................................................................................................12
Z. Proposal Duration .........................................................................................................................12
IX. Basic Scope of Services ......................................................................................................................12-13
X. Proposal Submission Requirements ....................................................................................................13-17
XI. Owner’s Standard Forms Required to Accompany Proposal ..............................................................17
XII. Qualifications for Selection and Selection Process..............................................................................17
XIII. Protest Procedures ..............................................................................................................................18-20
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 2 of 19
Owner’s Standard Forms:
Attachment A: Contractor Checklist and Certification (2 pages)
Attachment B1: Corporate Certificate (1 page)
Attachment B2: Partnership Certificates (1 page)
Attachment B3: Entity Certificate (1 page)
Attachment C: Subcontractor Listing (1 page)
Attachment D: Offeror’s and Individuals’ Affidavit of NonCollusion (2 pages)
Attachment E: Conflict of Interest Disclosure Form (2 pages)
Attachment F: Consent to Release Information Form (1 page)
Attachment G: Vendor Reference Form (1 page)
Attachment H: Suspension and Debarment Certification (1 page)
Attachment I: Service Contractor Fixed Price Proposal Form (3 pages)
Attachment J: Immigration and Security Certification (8 pages)
Attachment K: No Submittal Response Form (1 page)
Owner’s Appendices:
Appendix A: Owner’s Criteria and Narrative Scope (4 pages)
Appendix E: Standard Form of Contract for Services (Non-State Capital Outlay Projects) (16 pages)
Appendix F: Subcontractor Affidavit of Non Collusion (1 page)
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 3 of 19
I.
ADVERTISEMENT FOR SEALED PROPOSALS
SWIMMING POOL MAINTENCE SERVICES
SCOPE OF SERVICES
The DeKalb County School District is seeking proposals from qualified vendors to provide swimming pool maintenance
services.
Request for Proposal (“RFP”) documents will be available Thursday, October 14, 2021, and may be obtained from
the DeKalb County Board of Education website at https://dekalbschoolsga.ionwave.net.
VIRTUAL MANDATORY PRE-PROPOSAL CONFERENCE
A virtual mandatory pre-proposal conference to be held via Zoom Meeting at 11:00 a.m. local time on, October 26,
2021. Attendance is mandatory. All proposers must pre-register to attend.
The following information must be submitted via email to dcsd-op-solicitation@dekalbschoolsga.org.
by 5:00 PM local time on Monday, October 25, 2021.
a) Individual Name & Title
b) Company Name
c) Telephone Number
d) Email Address
If more than one individual is attending from your company, please submit information for all attendees. The sign-in
sheet for the Virtual Mandatory Pre-Proposal Conference will be complied using this data and posted on the website
within 2 business days after the Virtual Pre-Proposal Conference.
When registering your company to attend the Virtual Mandatory Pre-Proposal Conference, please place in the
subject line of the email Registration – RFP 22-752-003 Swimming Pool Maintenance Services. A link will be
sent to participate in the virtual meeting to all registered proposers by 10:00 AM Tuesday, October 26, 2021.
Proposers that fail to register by the deadline and attend the Virtual Mandatory Pre-Proposal Conference on
October 26, 2021 will not be allowed to participate in the submission process.
SCHEDULE FOR SELECTION (dates are subject to change)
Mandatory Pre-Proposal Conference* October 26, 2021 @ 11:00 am
Final Questions Due November 2, 2021 not later than 2:00 pm
Final Addendum Issued (if necessary) November 9, 2021 not later than 2:00 pm
Proposals Due November 16, 2021 not later than 2:00 pm
Public Acknowledgement November 18, 2021 not later than 5:00 pm
Anticipated Board Review and Approval February 2022
Except as expressly provided in, or permitted by, the Proposal Documents, from the date of issuance of the
RFP until final Owner action of approval of contract award, the Contractor submitting a Proposal shall not
initiate any communication or discussion concerning the Project, the RFP or the Contractor’s Proposal or any
part thereof with any employee, agent, or representative of the Owner. Any violation of this restriction may
result in the rejection of the Contractor’s Proposal.
The Owner reserves the right to reject any or all proposals, and to waive technicalities and informalities.
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 4 of 19
II. DEFINITION OF TERMS
Addendum - Written or graphic instruments issued prior to the date for opening of proposals, which modify
or interpret the Proposal Documents by additions, deletions, corrections or clarifications.
Collusion - A secret agreement among bidders/offerors to circumvent laws and regulation when submitting
bids and offers in an attempt to win contracts by illegal means or methods.
Contract - A formal written agreement between the owner and a vendor for providing goods and services.
DCSD – For the purposes of this proposal, DCSD shall mean “DeKalb County School District” and “The
District”.
Lobbying – Lobbying is defined as any action taken by an individual, respondent, association, joint venture,
partnership, corporation, and all other groups who seek to influence the decision of a Board Member or
District Personnel, as it relates to formal solicitations.
Notice of Award – The written notice of the acceptance of the Proposal from DCSD to the awarded
respondent.
Notice to Proceed – The written notice issued by DCSD to the awarded respondent authorizing them to
proceed with the work and establishing the date of commencement of the contract time.
Owner – For the purposes of this proposal, Owner shall mean DeKalb County Board of Education.
Proposal – An executed offer submitted by a Respondent in response to a request for proposals and
intended to be used as a basis for negotiations of a contract.
Request for Proposals (RFP) – The solicitation for services, including all supporting documents and
attachments, used to obtain statements of qualifications from contractors or consultants and which provides
for negotiation of all terms of the proposal, including price, prior to award.
Respondent – For the purposes of this proposal, any person, respondent, corporation or agency submitting
a response to this Request for Proposal or their duly authorized representative. The word Respondent,
proposer or offeror may be used interchangeably within the Request for Proposal.
Responsible Respondent – Respondent who has the capability in all respects to fully perform the contract
requirements and the integrity and reliability that will assure good faith performance.
Responsive Respondent – Respondent that has submitted a proposal that conforms in all material
respects to the solicitation.
Scope of Work – Includes the Work, as the term herein defined, as well as the responsibility of the
performing and complying with all incidental matters pertaining thereto, as set out in the Contract
Documents.
Specifications – A description of what the Owner seeks to buy and what a Proposer must be responsive to
in order to be considered for an award of a contract.
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 5 of 19
III. BACKGROUND
DeKalb County School District currently enrolls about 102,000 students (October in 138 schools/programs:
104 neighborhood schools, 23 choice and specialty schools/programs (magnet, theme, special needs, etc.),
and 10 DCSD-sponsored charter schools (that are operated by others). The District owns 159 facilities: 128
school facilities, 5 support facilities, 5 stadiums, 14 vacant facilities or sites, and 8 properties leased to charter
schools or other organizations; a list of facilities/sites are provided in Exhibit A. With over 15 million square
feet, and 14,000 employees, DeKalb is the third largest system in the State of Georgia (in terms of students),
but has the most number of school facilities in the State.
IV. PURPOSE
The DeKalb County School District (hereinafter, "DeKalb County School District" or "DCSD") invites qualified
vendors to submit their qualifications to provide swimming pool maintenance services.
In using this method for solicitation, we are requesting your best effort in seeking the best value for our
requirements. To be eligible for consideration, sealed proposals shall be presented in accordance with the
instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected
Offeror to meet all specifications and guidelines set forth herein. DeKalb County School District, at its
discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages
shall be recoverable by any challenger as a result of these determinations or decisions by DeKalb County
School District.
V. COMMUNICATIONS WITH DCSD STAFF
The assigned contact persons for this RFP are Belinda Quillet, Procurement Manager and Angela Arlene-
Myrick, Procurement Specialist, for the Operations Division. Mrs. Quillet can be reached at 678-676-1373 or
by email at belinda_quillet@dekalbschoolsga.org. Mrs. Myrick can be reached at (678) 676-1554 or by email
at angela_arlene-myrick@dekalbschoolsga.org. Prospective Respondents must limit their contact regarding
this RFP to THE assigned contact persons.
VI. PROHIBITED CONTACTS
Except with the consent of the proposal contact person, all proposers, including any persons affiliated with or
in any way related to proposer, are strictly prohibited for contacting DeKalb County Board of Education
members and DCSD employees or consultants on any matter having to do in any aspect with this RFP, other
than as provided herein. Any and all contacts with such persons associated with DeKalb County School
District shall be in writing, in appropriate circumstances or cases, as directed by the contact person above.
Except as expressly provided in, or permitted by, the RFP documents, from the date of issuance of the
Request for Proposals until final DeKalb County Board of Education action of approval of contract award, the
proposer submitting a bid shall not initiate any communication or discussion concerning this procurement with
any employee, agent, representative or member of the Board of Education for DeKalb County School District.
Furthermore, no employee, officer, or agent of the DeKalb County Board of Education or DCSD may
participate in the selection, award or administration of a contract if he or she has a real or apparent conflict of
interest. Any violation of this restriction may result in the rejection of the proposal response.
VII. QUESTIONS AND ANSWERS
It is intended that this proposal be adequate for any vendor to respond the DeKalb County School District
requirements. However, should proposers have questions, all questions should be submitted electronically
via email to Belinda Quillet at dcsd-op-bidquestion@dekalbschoolsga.org. Questions submitted to an
other mail box, voice mail or email address will not be considered for response. The deadline for receipt
of vendor questions is Tuesday, November 2, 2021 at 2:00 p.m. Questions received after the deadline time
will not be considered. Questions received by the deadline time will be answered in writing and posted to the
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 6 of 19
website http://www.dekalbschoolsga.ionwave.net no later than Tuesday, November 9, 2021 at 2:00 p.m. No
response other than written, by the Procurement Manager, will be binding upon DCSD.
VIII. GENERAL REQUIREMENTS
A. Respondent Performance
The successful Respondent is required to perform and fulfill all the undertakings, covenants, terms,
conditions, and agreements of this RFP document and any negotiated contract(s). Failure of the
Respondent to fully perform these obligations may result in cancellation of the award and contract.
DCSD will look to the Respondent and his/her identified personnel to coordinate and deliver the services
described in this RFP. The obligations of the contract shall not be delegated to subcontractors or
assigned to any third party.
B. Addendums
All addendums related to this solicitation will be posted on the DCSD website at
https://dekalbschoolsga.ionwave.net. It is the offeror’s responsibility to check the DCSD website for any
addendums, responses to offeror questions or other communications related to this solicitation.
C. Non-Discrimination
DCSD does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability in
any of its employment practices, education programs, services or activities.
DCSD supports an open, fair, and impartial free-market system which maximizes competition and seeks
to include all responsible businesses and to provide ample opportunities for business growth and
development. Minority businesses are encouraged and given the opportunity to bid on various projects;
however, all responses will be evaluated on the same criteria. It is not the intention or desire of DCSD to
restrict or impede competition, nor to increase the cost of the work.
D. Drug-Free Workplace
By submission of a response to this RFP, the Respondent certifies that he/she and his/her employees
shall not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of
controlled substance or drugs during the performance of the contract.
E. Smoke-Free Workplace
By submission of a response to this RFP, the Respondent certifies that he/she and his/her employees
shall not use tobacco products on DCSD property at any time during the performance of this contract.
F. Costs Incurred
DCSD is not liable for any costs incurred by a Respondent in preparing and/or submitting a response to
this RFP or for any interview if requested. Any and all costs incurred by the Respondent in preparing
and/or submitting a response to this RFP and interviewing with DCSD (if requested) shall be the sole
responsibility of the Respondent and shall not be reimbursed by DCSD.
G. Insurance
A Certificate of Insurance and/or ACORD form is required with solicitation submittal. Provision of
Certificate of Insurance is a mandatory requirement (include with Required Forms). Proposals
submitted with certificates of insurance will be considered conditionally responsive to the insurance and
indemnification requirement. Final award of this RFP will be contingent upon receipt within five (5)
business days of request for insurance documentation complete with the following requirements. In the
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 7 of 19
event the awarded Respondent cannot produce insurance coverage acceptable to the DCSD within the
time provided, DCSD reserves the right to award this solicitation to the next highest ranked firm.
1) The Service Contractor and all Subcontractors shall maintain insurance in the types of coverage
shown below, which insurance shall provide coverage for Service Contractor during the term of
this Contract. On the date the Service Contractor signs this Contract, The Service Contractor
shall provide the Owner with (i) an endorsement from the insurer naming the Owner as an
additional insured under the liability policies and (ii) certificate(s) verifying that these insurance
coverages and limits are in force. Additional certificates of insurance shall be provided whenever
individual policies are renewed (or replaced) on their anniversary date and at such other times
as the Owner requests.
2) The insurance requirements of this Contract are:
Type of Insurance Coverage Limits
Comprehensive General Liability $2,000,000 annual aggregate
Including Contractual Liability $1,000,000 per occurrence
Bodily Injury and Property Damage
Comprehensive General Liability $2,000,000 annual aggregate
Bodily Injury and Property Damage $1,000,000 per occurrence
Covering Owned, Hired and Non-Owned Autos
Worker’s Compensation $1,000,000
Contractors Pollution Liability and/or $2,000,000 annual aggregate
Errors and Omissions
The Service Contractor waives all rights, including rights of subrogation, against the Owner and its
respective directors, officers, partners, Board Members, officials, agents, insurers, subcontractors,
consultants and employees for damages covered by any type of insurance during and after the
completion of the Work. The DeKalb County School District and The DeKalb County Board of
Education shall be included as an additional insured on the coverages specified in subparagraphs G.1.
and G.2. above, and shall be indicated as such on certificates of insurance required herein.
These certificates shall contain a provision that coverages afforded under the policies will not be
canceled, changed or allowed to expire until sixty (60) days after the Owner has received written notice
evidence by return receipt of registered letter.
H. Indemnification
The Service Contractor agrees to hold harmless and indemnify the Owner, its Board, officers, employees
and representatives from and against any and all liability, claims, actions, causes of action, losses,
damages, demands, suits, judgments, costs and expenses arising out of bodily injury (including death)
to persons, damage to property, including, but not limited to, any and all costs, expenses, legal fees and
liabilities, incurred in and about investigation, defense or prosecution thereof, to the extent caused in
whole or in part by a negligent act, error or omission of the Service Contractor or any subcontractor(s),
or as a result of defective Services under this Contract.
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 8 of 19
I. Illegal Immigration Reform and Enforcement Act of 2011
The Illegal Immigration Reform and Enforcement Act of 2011 applies to and is a requirement for all
DeKalb County School District solicitations for physical performance of services (i.e. public works
contracts).
Proposers must complete and/or have their subcontractors complete the following forms:
1) Immigration and Security Certification
2) Contractor Affidavit (Contractor Only)
3) Subcontractor Affidavit (Subcontractor Only)
4) Sub-Contractor Affidavit (Sub-Subcontractor Only)
The Immigration Security Certification, the Bidder E-Verify Affidavit, the Contractor Affidavit, the
Subcontractor Affidavit and the Sub-Subcontractor Affidavit are identified as Attachment J and included
with this solicitation. The Immigration Security Certification, the Bidder E-Verify Affidavit, the Contractor
Affidavit, the Subcontractor Affidavit and the Sub-Subcontractor Affidavit must be completed, notarized
and submitted with your proposal response.
IMPORTANT NOTICE: the omission of any of the required items listed above and identified as
Attachment J included in this RFP shall cause the proposal submission to be declared non-
responsive and to be rejected.
J. Interviews
DCSD reserves the right to require Respondents to participate in one or more interviews with DCSD staff.
Respondents must be prepared to discuss the salient points of their proposal within two (2) normal
working days of being asked to participate in interviews. There are to be no presentations, individually or
collectively, without such invitation.
K. Background Checks
A criminal background check must be performed on all contractors, consultants, subcontractors,
volunteers and vendors (hereinafter jointly referred to as "Individuals") who provide services on DCSD
premises, supervise services on DCSD premises, or has contact with students. These Individuals shall
undergo the same criminal background check, within the last 365 days, as required by DCSD employees.
Such background checks will be performed by DCSD at the expense of the Individual at a cost of $45.00
per individual. Additionally, any charges against the Individual, may be deemed unacceptable in DCSD’s
sole discretion regardless of whether dismissed, expunged, sealed, removed from the record, treated as
a “first offender” or dead docketed. Upon receipt and evaluation of DCSD’s background check results,
DCSD may demand that the Individual have no contact with DCSD students or parents, or provide
services to DCSD premises. Any failure of the contractor to obtain a criminal records background check
through DCSD, as stated herein, may result in termination of any resulting contract between contractor
and DCSD.
L. Term of Contract
The term of the Services contract shall be for one (1) year from date of award with four (4) one-year
renewal options with the mutual approval of the proposer and the District under the same terms and
conditions of this proposal.
M. Cancellations
Awards, contracts, and extensions may be cancelled for convenience by DCSD at any time. In the event
of termination of this contract by DCSD, the DCSD will be responsible only for those items and or services
that have been delivered and accepted according to the bid specifications and will not be responsible for
any claims for damages, including but not limited to, claims for list profits.
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 9 of 19
N. Contract
Appendix E is DeKalb County School District’s Standard Form of Contract for Services (Non-State
Capital Outlay Projects) between the DeKalb County Board of Education and the Service Contractor;
Version 6.2015, which specifically outlines the contractual responsibilities. All responders should
thoroughly review the documents prior to submitting a proposal. Any proposed revisions to the
terms or language of these documents must be submitted in writing during the question and
answer period of the solicitation. All request must be submitted in writing prior to the close of
the final questions. Request for revisions will be reviewed and approved or rejected by legal and legal
rulings are final. If submitted or proposed thereafter, such proposed revisions to the terms or language
of these documents shall not be considered by the Owner and the Service Contractor’s Proposal shall be
rejected. No alterations can be made in the contract after award by the DeKalb County School District.
O. Permits and Applicable Law
Respondents shall at their own expense obtain all necessary permits, certifications, and licenses and
shall comply with all applicable local, state, and federal laws, ordinances, rules, and regulations
necessary to fully execute the requirements stated herein. Respondents shall maintain all such permits,
licenses, certifications, and compliances in a current status throughout the course of the contract.
Respondents shall submit copies of permits, licenses, and certifications evidencing proof of the
aforementioned immediately upon request of DCSD. Respondents shall be in compliance with
registration with the Georgia Secretary of State’s office as applicable.
P. Suspension and Debarment
By submitting this proposal, the offeror certifies that the proposing company and/or its principals have not
been suspended, excluded, disqualified, debarred, proposed for debarment, declared ineligible or
voluntarily excluded from participation in any transaction by any Federal or State department or agency
and that the bidder complies with all applicable orders, rules and regulations related thereto.
Further, by submitting this proposal, the offeror certifies that all lower tier participating individuals and/or
company(s) and all respective principals of lower tier participants have not been suspended, excluded,
disqualified, debarred, proposed for debarment, declared ineligible or voluntarily excluded from
participation in any transaction by any Federal or State department or agency and that the bidder
complies with all applicable orders, rules and regulations related thereto.
The certification placed herein is a material representation of fact upon which reliance will be placed as
bid submissions are evaluated and any transaction is entered into. If it is later determined that the
prospective offeror has knowingly rendered an erroneous certification, the DeKalb County School District
may pursue all available remedies, including but not limited to suspension and/or debarment.
Q. Non-Collusion
Respondents shall fully certify that they, as individuals or as officials of a business entity, have not entered
into any agreement, participated in collusion, or otherwise taken any action in restraint of free and
competitive responses to this RFP. Further, Respondents guarantee that their response is not made in
conjunction with or on behalf of another party and that they have not been directly or indirectly induced
in any manner or taken any action to result in a restriction of trade or in an unfair advantage.
R. Conflict of Interest
Respondents shall disclose with their proposal the name of any officer, director, or agent who also is a
DCSD employee or DeKalb County Board of Education member. Respondents shall also disclose the
name of any DCSD employee or board member who owns, directly or indirectly, an interest in five percent
or more in the Respondent’s company or any of its branches. Respondents shall certify that their
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 10 of 19
response to this RFP is impartial, at arm’s-length, and free of any conflict of interest, unfair advantage,
or personal benefit to any DCSD official.
S. Confidentiality and Non-Disclosure
Information made available to Respondents by DCSD shall be used only for purposes related to
responding to this RFP and shall not be used for any other purpose without the express written permission
of DCSD.
Respondents to this RFP unequivocally agree to assume responsibility for protecting and safeguarding
the confidentiality of DCSD records that are not public information. Such information may include, but is
not limited to student and human resource file contents.
T. Business License
Respondents shall submit with their proposal, a copy of their valid company business license. If
the Respondent is a Georgia corporation, Respondent shall submit a valid county or city business license.
If the Respondent is not a Georgia corporation, Respondent shall submit a certificate of authority to
transact business in the state of Georgia and a copy of their valid business license issued by their home
jurisdiction. If Respondent holds a professional certification which is licensed by the state of Georgia,
Respondent shall submit a copy of their valid professional license. Any license submitted in response to
this requirement shall be maintained by the Respondent for the duration of the contract. Provision of
copy of business license is a mandatory requirement (include with Required Forms).
U. Rights Reserved
DCSD reserves the right to accept or reject any and/or all parts of responsive proposals received and/or
to reject all proposals submitted. DCSD reserves the right to award any resulting contract in the manner
that is in the best interest of and most advantageous to DCSD. DCSD reserves the right to waive any
technicalities or minor irregularities in responses received and to award the contract in the most beneficial
manner for DCSD. The decision of DCSD shall be final.
DCSD reserves the right to request and negotiate a “best and final” response from Respondents.
V. Taxes
Purchases made by DCSD are not subject to federal, state, or local sales tax. A Sales Tax Exemption
Certificate will be furnished upon request.
W. Respondent Failure
In the event services to be furnished by the successful Respondent should for any reason fail to
conform to the scope of work contained herein, DCSD reserves the right to reject the services and
further reserves the right to terminate the contract. Failure of the successful Respondent to perform
contracted services may also result in the removal of that Respondent from doing business with DCSD
for a period of not less than one year.
X. Georgia Open Records Act
Without regard to any designation made by the person or entity making a submission, DeKalb County
School District considers all information submitted in response to this invitation or request to be a public
record that may be disclosed upon request pursuant to the Georgia Open Records Act, O.C.G.A. 50-
18-70 et seq., without consulting or contracting the person or entity making the submission, unless a
court order is presented with the submission. You may wish to consult an attorney or obtain legal
advice prior to making a submission.
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 11 of 19
Y. No Assignment of Award
The successful Respondent may not assign the award or contract to or subcontract with another party
without the express written permission of DCSD.
Z. The Laws of the State of Georgia
This RFP and subsequent agreements are subject to the laws of the State of Georgia.
IX. BASIC SCOPE OF SERVICES
1. Provide professional and knowledgeable service personnel.
2. Maintain clean, safe and orderly pool equipment rooms.
3. Maintain controller and controller reader,
4. Provide routine services during hours that do not interfere with classes or activities. (Class schedules and
swim meet schedules will be provided on a semester basis.)
5. Inspect pools and test the water daily at all three sites, furnishing any and all necessary chemicals, including
but not limited to i.e. bromine, Co2, soda ash, sodium bicarbonate, chlorine and/or dry chlorine, algaecides,
clarifiers, shock treatments and any other chemicals necessary to keep water balance, clarity, ph and overall
water quality to the DeKalb County Health Department standards and requirements.
6. Provide on-site Services and maintenance daily to the chemical treatment systems, pump, or other
automatic feeding system, strainers, filters, heaters and other mechanical systems to ensure proper pool
operations.
7. Calibrate the vantage, and/or other automatic chemical feed systems as necessary to ensure proper
operation and chemical feed.
8. Service/backwash the filter system twice a week.
9. Remove debris from surface and bottom. Clean tile to remove calcium, dirt, algae and/or black algae.
10. Vacuum and brush pools once a week or more if needed.
11. Check for Plumbing for leaks; Repair in accordance with state and local codes.
12. Check diving boards on a weekly basis and perform routine maintenance as needed.
13. Pressure wash decks and diving boards at least once per year.
14. Provide on-site and telephone consultation regarding the general operation of pool, safety concerns and
maintenance issues.
15. Prepare and maintain log or inspection reports for each visit signed by technician and DCSD pool staff.
16. Maintain an on-site service record.
17. The following response times will apply:
Each call for service requires a return call to the originator within one (1) hour and an on-site
response time of twenty-four (24) hours or less.
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 12 of 19
Emergency Calls: Vendor will respond within 30 minutes of call 7 days per week and will be
expected to be on site within 2 hours of initial contact.
High Priority Calls: 8 hours from placement of call.
Routine Call: 24 hours from placement of call.
This number is to be provided to Human Services staff upon issuance of purchase order.
18. Furnish only chemicals, pool additives and parts that are approved by the DeKalb County Health
Department, and by respective equipment manufacturers for use with their equipment.
X. PROPOSAL SUBMISSION REQUIREMENTS
A. A mandatory virtual pre-proposal conference will be held on Tuesday, October 26, 2021 at
10:00 AM local time via Zoom. Attendance is required to submit a proposal for this project.
B. Proposals must be received electronically at the website https://dekalbschoolsga.ionwave.net, no later
than November 16, 2021 at 2:00 PM local time.
C. The Offeror’selectronic proposal shall be submitted in the following order and format:
0. Letter of introduction and interest signed by an officer or partner of responding firm. Letter shall
include specific reason(s) why firm would be the best choice for the services listed. Letter shall
include name of entity submitting, contact name, phone number, e-mail address, fax number
and address of firm submitting.
1. Table of Contents
2. Compliance Information
This is a compliance section and carries no evaluation points. Firms must meet minimum criteria
as specified to receive further consideration. Proposals shall include the following:
2.1 The Firm must be properly certified by the Georgia Secretary of State to do business in
Georgia at the time of submission.
2.1.1 State the legal name of entity submitting and if Firm submitting is a corporation,
joint venture, or partnership. Note: It is understood that if selected for this project
the stated entity name will be used in all legal contracting documents derived from
this selection.
2.1.2 Provide a copy of certification for proper incorporation or registration from Georgia
Secretary of State. Provide a copy of current general real estate license for all key
real estate professional assigned to the contract. In the alternative, joint ventures
and partnerships should provide a copy of their joint venture or partnership
agreement and certification from the Georgia Secretary of State establishing that
each joint venture partner or partner is authorized to do business in Georgia.
2.2 The Firm must be properly registered, licensed, and certified at the time of submission:
2.2.1 Provide copy of current Georgia Professional Registration Certificate for
contractor.
2.2.2 If Firm is a joint venture, provide copy of the joint venture agreement and either:
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 13 of 19
a. Copy of current Georgia Professional Registration Certificate of the
joint venture; or
b. A copy of the current Georgia Professional Registration Certificate of
one of the joint venture partners.
2.3 Financial Information (Y/N):
2.3.1 The Firm’s financial capability is to be expressed in the financial statement
(audited financial information current within the past twelve months, such
as a balance sheet and statement of operations) and should indicate the
resources and the necessary working capital to assure financial stability
through the completion of the projects. A certified audit is preferred;
however, the Firm’s most recent tax return and balance sheet will be
accepted.
2.4. Litigation/Capacity/Convictions Information (Y/N):
2.4.1 Identify and briefly discuss any instances in the past five (5) years where
your contract was terminated, with or without cause. Provide Owner name,
project name and Owner Project Representative Name and Number. For
joint ventures responding to this RFP, provide the above information as it
pertains, to the joint venture and for each partner or entity creating said joint
venture. If there is no failure or failures to complete a contract, please
include a statement that the Firm has never failed to complete a contract or
contracts or have defaulted or have been declared in default on any
contract.
2.4.2 Capacity: Based on your current workforce and staffing in addition to the number
of projects your firm currently has under contract or in negotiation, please
demonstrate your firm’s capacity to complete this project. Describe any claims,
mediation, litigation, arbitration or other form of dispute resolution filed by or
against your company regarding K-12 projects (and, in the case of a joint venture,
by or against any partner in the joint venture) in the past five (5) years, including
case name, number, location of court or arbitration. This list shall also disclose
any failure or failures to complete a contract, or contracts, and any instances of
having defaulted or having been declared to be in default, on any contract or
contracts.
2.4.3 Convictions: Include a statement as to whether or not the FIRM (and in the case
of a joint venture, each of the partners in the joint venture) or any of its officers has
been convicted or entered a guilty plea (or plea of nolo contendere) in any court
within the two (2) years prior to the date of application of a violation of any State
or Federal statute concerning competitive bidding or competitive proposals
or the restraint of trade.
EVALUATION CRITERIA
3. Proposed Project Staff (15 points)
The quality, experience and quantity of staff and their functions will be evaluated by the Committee.
The firm shall name the actual key personnel to be assigned to this Project, describe their ability and
experience, and indicate the function of each within their organization and their proposed role on this
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 14 of 19
Project. It is the intent that the proposed staff shall be assigned to this Project unless otherwise
approved by Owner. If interviews are conducted, all proposed key staff members must be present
at the time of interview unless prior written approval is received from the Owner.
a. Provide a full and complete company profile to include, but not limited to Firm name, address of
firm headquarters and branch office handling this project as well as related telephone and fax
numbers.
b. State how many years in business under the name stated above. Describe firm ownership,
structure and history. Include type of legal entity (e.g., corporation, limited liability company,
etc.). State or commonwealth of formation (i.e., where incorporated) and year of formation or
organization. In case of a joint venture, provide the same information for each partner in the
joint venture.
c. List the number of permanent employees and provide an organization chart of the firm. Also,
list the employees you intend to assign to the project, include a paragraph which outlines their
role and responsibility, relevant experience with similar type project, and certifications.
4. Scope of Services (15 points)
a. Please provide a detailed comprehensive management plan and proposed strategy for providing
Swimming Pool Maintenance Services to DCSD. Please be very detailed and specific in your
response.
b. Please provide a sample of report(s), with the RFP response, that will be submitted as required by
the contract.
5. Firm’s Relevant Experience and Expertise (25 points)
a. Briefly describe experience specific to swimming pool maintenance services for K12 that the
firm has provided for various clients similar to those identified in this RFP within the last three
(3) years.
If you include services(s) managed by the firm’s employees or subcontractors while employed
by other entities, clearly indicate the name of the entity that was responsible for the services.
b. Provide a brief history of the company including the years in business providing the services
specified in this solicitation.
c. Describe your firms experience providing the following services:
1. Water Testing/ Chemical Use
2. Maintain maintenance logs and inspection reports
3. Repairing pumps, automatic chemical feed system and leaks
4. Emergency response.
d. Provide a list of staff available to support DCSD and include their responsibilities, certifications
held and certification of classes/training completed for any services in this solicitation.
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 15 of 19
6. References (10 points)
a. Provide the names and contact phone numbers of the three (3) clients, preferably clients comparable
to DCSD, for whom the Offeror is providing or has provided similar services as requested in this RFP
(Please provide this information on Attachment G included with this RFP).
7. Proposed Fixed Price (35 points) Use Owner’s “Bid Form” included in this Request for Proposal.
a. Indicate your proposed Fixed Price for the Services and Work as required by the Proposal
Documents and the Owner’s Agreement. Provide this Fixed Price Proposal Form included as
Attachment I with this RFP. Indicate any breakdown of the proposed Fixed Price required by the
“Bid Form.”
b. All blanks shall be filled in, and shall be filled in by typewriter or manually and legibly in ink. Where
so indicated on the Owner’s forms, amounts and sums shall be expressed in both words and
numerals, and in case of a discrepancy between the two, the amount of sum written in words shall
govern. Interlineations, alterations and erasures must be initialed by the signer of the Proposal.
c. The Fixed Price Proposal Form shall be utilized to develop Exhibit B to the Owner’s standard
Agreement for Services, pursuant to Article 4 thereof.
XI. OWNER’S STANDARD FORMS REQUIRED TO ACCOMPANY PROPOSAL
Failure to include these forms may serve as grounds for non-consideration of the entire RFP
response.
Attachment A: Contractor Checklist and Certification
Attachment B1: Corporate Certificate or
Attachment B2: Partnership Certificate or
Attachment B3: Entity Certificate
Attachment C: Subcontractor Listing
Attachment D: Offeror’s and Individuals’ Affidavit of NonCollusion
Attachment E: Conflict of Interest Disclosure Form
Attachment F: Consent to Release Information
Attachment G: Vendor Reference Form
Attachment H: Suspension and Debarment Certification
Attachment I: Service Contractor Fixed Price Proposal Form
Attachment J: Illegal Immigration Reform and Enforcement Act of 2011
Business License and any license or certifications required for this RFP
Certificate of Insurance
XII. QUALIFICATIONS FOR SELECTION AND THE SELECTION PROCESS
The evaluation of the Proposals will be based upon consideration of the demonstrated qualifications and
capabilities of the proposer based on the identified evaluation factors and their relative weight, which will result
in an award that is in the best interest of the DeKalb County Board of Education.
A Selection Committee will perform Proposal evaluations and, following completion of the evaluations and
subject to the Owner’s right to reject any or all Proposals, the responsible and responsive offeror whose
Proposal is determined to be the most advantageous to the Owner will be selected to perform Swimming
Pool Maintenance Services for Chamblee High School, Columbia High School and Lakeside High School.
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 16 of 19
The evaluation factors that will be employed, and their relative importance, are identified in Section X,
Evaluation Criteria.
Offerors may be afforded an opportunity for discussion, negotiation and revision of Proposals for the purpose
of obtaining best and final offers. In the event the Owner deems it necessary or appropriate, responsible
Offerors found by the Owner to have submitted Proposals reasonably susceptible of being selected for award
shall be given an opportunity to participate in such discussions, negotiations and revisions.
The Owner reserves the right to reject any or all Proposals, before or after opening, for any reason whatsoever
including, but not limited to, any failure of any Proposal to be accompanied by a proper Bid Bond or by other
data required by the Proposal Documents, any incompleteness or irregularity of any Proposal received, any
evidence of collusion with the intent to defraud or other illegal practices on the part of the GC, failure to comply
with the requirements of the Proposal Documents, or exceeding the funds available. The Owner also reserves
the right to waive any technicalities or informalities, and to award the Contract in the best interests of the
Owner.
XIII. PROTEST PROCEDURES
Protest Process. This section describes the mandatory administrative procedure whereby offerors
submitting sealed competitive bids/proposals (hereinafter referred to as “bidders”) to DCSD directly related
to design and construction, for proposals worth $100,000 or more may challenge the solicitation process,
and whereby bidders/offerors on sealed competitive bids directly related to Facilities Management for
proposals worth $100,000 or more, may challenge contract awards.
1. Protests. A bidder may file a written protest challenging DCSD’s compliance with applicable procurement
procedures subject to the bidder’s compliance with the provisions outlined below. Any such written protest
will be resolved in accordance with these provisions.
2. Types of Challenges. Any bidder interested in and capable of responding to a competitive solicitation
may file a protest with respect to the competitive solicitation process including, but not limited to, a
challenge to specifications or any events or facts arising during the solicitation process. Any bidder
submitting a timely bid/proposal in response to a competitive solicitation may file a protest with respect to
DCSD’s intended or actual contract award including, but not limited to, events or facts arising during the
evaluation and/or negotiation process.
3. Form of Protest. At a minimum, the written protest must include the following:
a. the name and address of the protestor;
b. appropriate identification of the solicitation;
c. a statement of reasons for the protest;
d. supporting exhibits, evidence, or documents to substantiate any claims unless not available within
the filing time (in which case the offeror must proceed to file the protest during the filing period
identified below but state the expected availability of the material); and
e. the desired remedy.
DCSD, at its discretion, may deem issues not raised in the initial protest as waived with prejudice
by the protesting offeror.
4. Filing Protests. A protest is considered to be properly filed when it is in writing, signed by a company
officer authorized to sign contracts on behalf of the offeror, and is received by the Design and
Construction Department. The protest may be sent by any of the following means:
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 17 of 19
MAIL: Attention: Mr. Richard Boyd
Interim Chief Operations Officer
DeKalb County School District
Sam A. Moss Service Center
1780 Montreal Road
Tucker, Georgia 30084
FAX: (678) 676-1486
The offeror must observe the following deadlines when filing a protest:
Type of Protest Protest Filing Deadline
Challenge to Competitive Solicitation Process Two (2) business days prior to the closing date and time
of the solicitation as identified on the Invitation to Bid.
Challenge to an Intended or Actual Contract In the event DCSD posts a Notice of Intent to Award
Award (“NOIA”), the protest must be filed within ten (10) calendar
days of the date the NOIA is posted.
In the event DCSD does not post a NOIA, the protest
must be filed within ten (10) calendar days of the date the
Notice of Award (“NOA”) is posted.
If a bidder fails to file a protest by the applicable deadline, such failure shall be deemed as a waiver with
prejudice of any grounds the bidder may have for protest.
5. Stay of Procurement During Protest Review. When a protest challenging the competitive solicitation
process has been timely filed at least two (2) business days prior to the closing date and time, the
solicitation shall not close until a final decision resolving the protest has been issued, unless the Facilities
Management Department makes a written determination that the closing of the solicitation without delay
is necessary to protect the interests of DCSD.
When a protest challenging an intended contract award has been timely filed, DCSD shall not proceed to
actual contract award unless the Design and Construction Department makes a written determination that the
issuance of a contract or performance of the contract without delay is necessary to protect the interests of
DCSD. If it is determined that it is necessary to proceed with contract performance without delay, the
bidder/offeror with this contingent contract may proceed with performance and receive payment for work
performed in strict accordance with the terms of the contract. The provisions of this paragraph are not
applicable to a protest pertaining to events or facts arising during the solicitation process.
6. Protest Resolution. The Facilities Management Department shall review and issue a written decision
on the protest within seven (7) business days. This decision shall be deemed final. Available remedies
for sustained protests are as follows:
If a protest is sustained prior to the closing date and time of the solicitation, available remedies may
include, but are not limited to, the following: modification of the solicitation document including, but
not limited to, specifications and terms and conditions; extension of the solicitation closing date and
time (as appropriate); and cancellation of the solicitation.
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 18 of 19
If a protest of the intended/actual contract award is sustained, available remedies may include but
are not limited to, the following: revision or cancellation of the NOIA/NOA, re-evaluation and re-
award, or re-solicitation with appropriate changes to the new solicitation.
7. Costs. In no event shall a bidder be entitled to recover any costs incurred in connection with the
solicitation or protest process, including, but not limited to, the costs of preparing a bid/proposal, the
costs of participating in the protest process, or any attorney fees.
(END OF RFP – SEE ATTACHMENTS)
RFP No. 22-752-003 Swimming Pool Maintenance Services
Page 19 of 19