Aquatics Program and Instruction Services for Senior Adults (Three (3) Year Multiyear Contract)

DeKalb County Government (the County) requests a qualified Contractor or firm with demonstrated experience in aquatic services, certified instruction, and risk and safety management for senior population to submit proposals for Aquatics Program and Instruction Services for Senior Adults (Three (3) Year Multiyear Contract).

DeKalb County Government, through its Human Services Department, operates the Lou Walker Senior Center (LWSC) located in Stonecrest, Georgia. The Center serves older adults by providing programs and services that promote health, wellness, social engagement, and quality of life. As part of its wellness offerings, LWSC maintains a 28,000-gallon indoor therapeutic pool equipped with a pool lift and supporting amenities. The pool supports structured aquatic programming designed specifically for senior adults. [...] To ensure safe, professional, and consistent aquatic programming, the County seeks a qualified contractor or firm to provide comprehensive aquatics services, including certified instruction, lifeguard coverage, administrative coordination, and program management.

DeKalb County is seeking a qualified Contractor or firm to develop, manage, and deliver aquatic programming at the Lou Walker Senior Center. The selected Contractor shall be responsible for designing and implementing structured aquatic exercise classes tailored to older adults, maintaining appropriate safety standards, and ensuring high-quality participant engagement. Services shall include class development, instruction, participant assessment, safety oversight, recordkeeping, reporting, and administrative coordination.

The County shall provide the facility space for aquatics programming. The pool measures approximately twenty-five (25) feet in width, thirty-five (35) feet in length, and five (5) feet in depth, with a maximum operating capacity of twenty (20) participants. The County shall also provide pool equipment, including flotation devices and water exercise equipment, necessary to support program delivery.

Administrative & Coordination Services

• Develop and maintain a structured schedule of aquatic exercise tailored to older adults, including but not limited to water aerobics, gentle movement, balance and flexibility training, and arthritis-friendly exercise programs.
• The Contractor shall deliver an average of twenty (20) to twenty-five (25) classes per week.
• Monitor and maintain appropriate instructor-to-participant ratios (recommended 1:15; maximum pool capacity of 20 participants) through effective scheduling and staff coordination.
• Organize and maintain the Aquatics Area, including the office, locker rooms, and laundry area, in accordance with Board of Health standards as outlined in Attachment A.
• Coordinate and secure qualified substitute instructors, as needed, to ensure continuity and uninterrupted service delivery.
• Assess the water skills and physical capabilities of senior participants and maintain accurate individual participant records.

Instruction & Staffing

- Provide certified aquatic fitness instructors holding current certifications in CPR, First Aid, and lifeguarding and/or water safety instruction.

Schedule & Frequency

• Classes shall be offered five (5) days per week between the hours of 8:30 a.m. and 5:00 p.m.
• Individual class sessions shall typically be forty-five (45) to fifty (50) minutes in duration.

Safety & Risk Management

• Require instructors to conduct pre-class safety inspections of the pool area and immediately report any hazards or maintenance concerns.
• Maintain accurate participant attendance logs and complete incident reports as required.
• Ensure that all assigned staff successfully pass applicable background checks prior to the commencement of services in compliance with the DeKalb County Third Party Supplier Background Screening Policy (see Exhibit 1).

Reporting Requirements

• Track program attendance and participant satisfaction using sign-in sheets and/or digital tracking systems.
• Submit quarterly written reports detailing participation data, satisfaction feedback, program performance metrics, and recommendations for continuous improvement.

Services shall commence within ten (10) calendar days following written notice to proceed. This will be a multi-year agreement, not to exceed three (3) years from the date of award unless otherwise extended or terminated by the County. The County anticipates making one (1) award but reserves the right to make multiple awards.

Responders shall complete all questions included in the Vendor Questionnaire in the County's eProcurement Portal. All responses should be provided at https://procurement.opengov.com/portal/dekalbcountyga. The cost proposal must be submitted in the VENDOR QUESTIONNAIRE of the County's eProcurement Portal. DO NOT INCLUDE FEES OR COSTS IN ANY AREA OUTSIDE OF COST PROPOSAL SECTION.

Evaluation criteria (maximum points)

• Technical Approach to the Project: 25
• Project Management: 20
• Program Design and Personnel Qualifications: 20
• Organizational Qualifications: 15

The County reserves the right to conduct optional interviews with all Responders or with a short-listed group of Responders. The Evaluation Committee may award a maximum of ten (10) points to each interviewed Responder based on the interview evaluation.

It is required that all responding Responders attend the mandatory LSBE meeting within two-weeks of the solicitation's advertisement, and comply, complete and submit all LSBE forms with the Responder's response to remain responsive. It is mandatory that the Responder Affidavit, in the VENDOR QUESTIONNAIRE, be completed and submitted with responder's proposal.