Project Information

Bid Title

Pool Maintenance Services

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Dec 12, 2025

Closing Date

Feb 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26054-KR

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 26054-KR
Bid Title:	Pool Maintenance Services
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Request for Proposal (RFP) is to establish a contract through competitive negotiations with a qualified and experienced contractor to provide pool maintenance services for Cypress Park Pool for the Department of Parks and Recreation. Â Publication Date/Time: 12/12/2025 12:00 AM Closing Date/Time: 2/3/2026 3:00 PM Pre-bid Meeting: 01/13/2026 @2:00PM Contact Person: Kimberly Rogerson, VCA, Buyer City of Suffolk Purchasing Division 442 W. Washington Street Suffolk, VA 23434 Office: (757)514-4145 krogerson@suffolkva.us Miscellaneous: NON-MANDATORY PRE-PROPOSAL CONFERENCE A non-mandatory pre-proposal conference is scheduled for 2:00 p.m., January 13, 2026, at Cypress Park Pool, 2001 Arizona Avenue, Suffolk, Virginia 23434. Although attendance is not mandatory, it is important that all interested offerors be present in order to view the job site and ask any pertinent questions; staff may not be available at another time and date. Failure of the Contractor to familiarize himself with local conditions that may in any manner affect cost, progress or performance of the work does not relieve the bidder of his price and/or job responsibility. Related Documents: RFP 26054-KR Pool Maintenance Services

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REQUEST FOR PROPOSAL

City of Suffolk

RFP #26054-KR

December 12, 2025

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 Fax: (757) 514-7524

Pool Maintenance Services

Electronic proposals will be received at the office of the Purchasing Agent listed above, until the

time and date shown below (local prevailing time), for furnishing the items or services described

in the solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the

RFP number, title, and closing date in the subject line.

SCOPE OF WORK – The City of Suffolk has issued this sealed Request for Proposal (RFP) for the

sole purpose of obtaining responsive proposals from qualified firms to provide pool maintenance

services for Cypress Park Pool for the Department of Parks and Recreation.

Pre-Proposal Conference: 2:00 p.m., January 13, 2026- Cypress Park Pool

Proposals are due: 3:00 p.m., February 3, 2026

Contract Officer: ________Kimberly Rogerson________________

Kimberly Rogerson, VCA, Buyer, krogerson@suffolkva.us

The Buyer, Kimberly Rogerson, is the Contract Officer for the City of Suffolk with respect to this RFP. All

questions and/or comments should be directed to her at this email address: krogerson@suffolkva.us. The

respondents to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City

regarding this RFP. This prohibition shall also extend to the Suffolk City Council and other elected City

officials. Any such unauthorized contact may disqualify the bidder from the procurement. The deadline for

questions regarding this RFP is January 26, 2026, at close of business.

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

Company Name:

Address:

City / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Title:

RFP 26054-KR

Page - 1 -

In compliance with this Request for Proposal (RFP), and subject to all the conditions thereof, the

signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the

opening, to furnish any or all of the items and/or services upon which prices are quoted, at the

price set opposite each item, to be delivered at the time and place specified herein. The above

signature certifies the bidder has read, understands, and agrees to all terms, conditions, and

requirements of this bid, and is authorized to contract on behalf of firm named above.

NON-MANDATORY PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference is scheduled for 2:00 p.m., January 13, 2026, at

Cypress Park Pool, 2001 Arizona Avenue, Suffolk, Virginia 23434. Although attendance is not

mandatory, it is important that all interested offerors be present in order to view the job site and

ask any pertinent questions; staff may not be available at another time and date. Failure of the

Contractor to familiarize himself with local conditions that may in any manner affect cost, progress

or performance of the work does not relieve the bidder of his price and/or job responsibility.

SOLICITATION DOCUMENTS

Additional Request for Proposal documents are available on the Purchasing website:

https://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth’s bid board (eVA), or at

Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract

Officer listed on the front page.

Offers may be sent to proposals@suffolkva.us. Electronic copies (CD or thumb drive) may be

delivered to the Purchasing Office, 442 W. Washington Street, Room 1086, Suffolk, Virginia,

23434 prior to the closure date shown, if desired. Documents should be saved as a .pdf document

and should conserve disk space to allow transfers of data. Do not send Zip files. Zip files

cannot be accepted.

Questions concerning this project must be in writing (email is preferred) and addressed to the

Contract Officer listed on the front page of this solicitation, and, should be received no later than

five (5) business days, January 26, 2026 at close of business, preceding the date that the

proposals are to be received. E-mail is the preferred method and will get a more timely response.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

Proposals may be submitted electronically via eVA.

RFP 26054-KR

Page - 2 -

REQUEST FOR PROPOSAL

Pool Maintenance Services

Table of Contents

SECTION/TITLE

PURPOSE .......................................................................................................................... - 4 -

TERM OF CONTRACT ....................................................................................................... - 4 -

SCOPE OF SERVICES – POOL MAINTENANCE AND REPAIR....................................... - 5 -

SCOPE OF SERVICES- MAINTENANCE .......................................................................... - 7 -

INSTRUCTIONS FOR SUBMITTING PROPOSALS ........................................................... - 9 -

SPECIFIC PROPOSAL REQUIREMENTS ....................................................................... - 11 -

1.0 ADDITIONAL INSTRUCTIONS ............................................................................ - 13 -

2.0 CONTRACT TERMS AND CONDITIONS ............................................................ - 17 -

SIGNATURE SHEET ........................................................................................................ - 27 -

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION.............................. - 28 -

EXCEPTIONS TO RFP ..................................................................................................... - 29 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 30 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ................................ - 31 -

2026 Season Schedule ………………………………………………………………………… - 32-

RFP 26054-KR

Page - 3 -

PURPOSE

The intent of this Request for Proposal (RFP) is to establish a contract through competitive

negotiations with a qualified and experienced contractor to provide pool maintenance

services for Cypress Park Pool for the Department of Parks and Recreation.

BACKGROUND

Cypress Park Pool was built in 2000 and is located at 2001 Arizona Avenue, Suffolk,

Virginia. The five-lane pool is approximately 84’ x 47’ with a depth varying from 3.5 feet

to 5 feet. The pool has a concrete and brick paver deck, a handicapped sling for disabled

users, and a complete pool cover. A pool house located adjacent to the pool includes

men’s and women’s toilet facilities, an office, pool equipment room, lockers, and an

exterior shower area. Past usage indicates a daily average of 50 to 75 swimmers; peak

usage will include as many as 100 to 125 participants.

The pool will be open to the public weekends only beginning Memorial Day through mid-

June prior to school closing for the summer. After that time, it will remain open seven (7)

days a week through Sunday prior to Labor Day. Pool will be closed and winterized

following Labor Day. (See 2026 Season Schedule on Page 32 for exact dates.)

COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It shall be

the offeror’s responsibility to advise the Purchasing Agent in writing if any language

requirement, specification, etc., or any combination thereof, inadvertently restricts or limits

the requirements stated in this RFP to a single source. Such notification must be received

by the Purchasing Agent not later than five (5) days prior to the date set for bids to close.

TERM OF CONTRACT

The contract shall cover the period beginning March 1, 2026 (or upon receipt of signed

Contract) and continuing through February 28, 2027. This contract may be renewed

based on the terms and conditions herein at the expiration of its term at the sole option of

the City. Automatic renewals will occur for up to four (4) additional one-year periods

through February 28, 2031. Pricing shall remain firm for the initial term of the contract; any

increases thereafter must be approved by the City.

A formal written contract with specifications will be entered into between parties. The

proposal submittal shall substantially constitute the contract between the City and the

Contractor. Formal written contracts will be drawn by the City, and all contract provisions

that have not been stated herein will be drafted and included as necessary.

RFP 26054-KR

Page - 4 -

SCOPE OF SERVICES – POOL MAINTENANCE AND REPAIR

Pool maintenance shall include pool opening, closing/winterization of pool, pump repair

and other repairs as requested, and monthly inspections and reports between pool closing

and opening for the following season.

Pool maintenance and repair shall include the following:

A. Pool Opening

1. The Contractor shall inspect the pool the first week of May of each season and

submit a written report to the City listing any additional services, repairs, or

equipment not covered herein which may be necessary to render the pool and

filter system operational. Such report shall include a price quotation for any

additional equipment and/or required services. The City shall either elect to

employ the Contractor to provide these services or assume full responsibility for

the completion of the additional items itself. If the City elects to provide the

necessary repairs, the work will be performed in a timely manner, giving the

Contractor ample time to open the pool by the date scheduled for opening.

2. Prior to stated pool opening date, the Contractor shall provide the following

services:

• Remove pool cover.

• Reassemble pool’s fresh water system; check for proper operation and

advise City of needed repair(s), if any.

• Chemically treat and remove debris from pool by power vacuuming.

• Fill pool to proper level.

• Store and utilize necessary chemicals.

• Place filtration and chlorination system in operation. Check for proper

operation and advise City of needed repair(s), if any.

• Install ladders, handrails, lifeguard chairs, skimmer lids, and safety rope.

• Clean pool area.

• Check for proper filter operation; maintain filter once determined to be in

proper operating condition. Vacuum clean pool prior to opening date.

• Cooperate with any contractors in readying pool for operation.

• Be present at any local or state Health Department pre-opening inspection

which may be required.

RFP 26054-KR

Page - 5 -

Commodity Codes

• NAICS 561790Other Services to Buildings and Dwellings

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