1
Scope
Which opening, maintenance, staffing, repair, documentation, and closing tasks are included, and which require separate approval?
Start with the operating outcome
Before comparing vendors, write down what the board expects the pool season to look like: opening target, operating hours, supervision model, service cadence, reporting, approval limits, resident communication, and closing responsibilities. A proposal can only be judged against an agreed outcome.
Eight comparison questions
Ask every bidder the same questions
2
Service cadence
What visit frequency is assumed, and what changes when bather load, weather, or equipment condition increases the workload?
3
Staffing
Who recruits, schedules, supervises, and replaces lifeguards or attendants when staffing is part of the agreement?
4
Equipment
How are equipment problems documented, prioritized, quoted, approved, and communicated when downtime affects residents?
5
Records
What chemistry, service, incident, staffing, and inspection records will the board or manager receive?
6
Escalation
Who is the primary contact, what counts as urgent, and what happens outside normal office hours?
7
Pricing
Which chemicals, parts, permits, training, overtime, inspections, and repairs are included or excluded?
8
Transition
What information, access, keys, equipment history, records, and opening decisions are needed before the first service date?
Proposal comparison sheet
| Compare | Vendor A | Vendor B | Vendor C |
|---|---|---|---|
| Opening and closing scope | ________________ | ________________ | ________________ |
| Routine service cadence | ________________ | ________________ | ________________ |
| Staffing and supervision | ________________ | ________________ | ________________ |
| Chemicals and consumables | ________________ | ________________ | ________________ |
| Repair approval process | ________________ | ________________ | ________________ |
| Board-facing records | ________________ | ________________ | ________________ |
| Urgent issue routing | ________________ | ________________ | ________________ |
| Material exclusions | ________________ | ________________ | ________________ |
| Total seasonal price | ________________ | ________________ | ________________ |
Red flags in a proposal
- No named service cadence or operating assumptions
- Equipment repair described as included without approval limits
- Staffing promises without scheduling and replacement ownership
- No process for service records, incidents, or board updates
- Unclear treatment of chemicals, parts, permits, overtime, and inspections
- Price presented without a start date, term, exclusions, or change process
Signs of a usable scope
- Property-specific assumptions and service schedule
- Clear included work, exclusions, and approval path
- Named communication and escalation process
- Defined staffing responsibility where applicable
- Records the property manager or board can retrieve
- Opening, operating season, and closing connected in one plan
What to send before requesting proposals
Giving each bidder the same facility packet makes the comparison cleaner.
Property and pool addresses
Pool count and approximate dimensions
Target opening and closing dates
Expected hours and supervision model
Prior service scope or maintenance history
Known equipment or inspection concerns
Access, keys, and management contacts
Board meeting and approval deadlines