Pasco Aquatic Center Concessionaire RFP

REQUEST FOR PROPOSALS
Pasco Aquatic Center Concessions
Food/Non-Alcoholic Beverage Concessions
1. REQUEST FOR PROPOSALS CONTENTS
2. PURPOSE OF REQUEST.
The City of Pasco ("City") is requesting competitive proposals for the furnishing of
all staffing, equipment and supplies necessary to provide food/non-alcoholic
beverage concessions at the Pasco Aquatic Center. T he City's needs are outlined
in the following Request for Prop osal ("RFP").
The following is the schedule for the RFP process:
Date: April 22nd, 2026 Issue RFP
May 1, 2026 Facility Site Tour at 10:00 am
May 5th, 2026 Deadline for Submittal of Proposals (*2:00pm)
May 6th-8th, 2 026 Selection of Preferred Respondent(s) for each
facility/Negotiate Agreement(s)
May 11th-13th, 202 6 Finalize Agreement(s)
*Concessionaires who are planning on submitting a proposal are encouraged to
tour the sites identified in this proposal for which they have interest. Facility Site
tour will begin at that Pasco Aquatic Center Construction Office on May 01, 2026 at
10:00 a.m.
3. INSTRUCTIONS TO CONCESSIONAIRES SUBMITTING A PROPOSAL.
A. Interested Concessionaires are required to submit one digital (electronic)
copy of their proposal. Failure to provide the proposal in the appropriate
manner will result in disqualification. Hard-copy or fax proposals are not
permitted and will not be accepted. One electronic copy, including
attachments, shall be transmitted to Angela Pashon, Interim Parks &
Recreation Director and be no larger than 20mb in size. Receipt time of
submittal will be considered the timestamp of the incoming email created
automatically by the City's email server. Concessionaires are encouraged to
submit their proposal with adequate time for the email to be processed by
the City's email server.
Email submissions to: pashona@pasco-wa.gov
Subject line: REQUEST FOR PROPOSAL: Pasco Aquatic Center Food/Non-
Alcoholic Beverage Concessions
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B. All questions should be directed to:
a. Angela Pashon
Interim Parks & Recreation Director
pashona@pasco-wa.gov
b. Questions should be submitted in writing no less than three (3)
working days prior to the time that submittals are due.
C. All proposals must include the following information (See Attachment A):
a. The name(s) of individual(s) who will be responsible for the services
and their areas of responsibility.
b. A narrative background of Concessionaire's ability and experience in
providing concessions.
c. An estimate of income and expenses for the year of operations.
d. A minimum of three references indicating recent experience pertaining
to concessions; references to include company name, contact person
and telephone number.
e. An explanation of any site improvements the Concessionaire intends
to make.
f. A description of the equipment the Concessionaire plans on providing
at the site, including its intended use and power needs.
g. A proposed menu and prices for concession items.
h. An explanation of routine cleaning and preventative maintenance
schedules intended to assure an attractive appearance for any
vending equipment and prevent operating problems.
i. Proposed compensation to be payable to the City as consideration for
the use of the Premises and the concession rights for the facility.
j. A statement outlining how you will document and report revenues
and expenditures.
k. Proposals should be prepared simply and economically, providing a
straightforward, concise description of provider capabilities to satisfy
the requirements of the request. Emphasis should be on
completeness and clarity of content.
4. SELECTION CRITERIA.
The ultimate objective of this RFP is to provide dependable concession services
with a reasonable percentage paid to the City of Pasco. Accordingly, the
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successful proposal will be selected by the City after evaluation of the following
RFP elements:
1. Sale Price of Products 15%
Competitiveness of pricing for food and beverages.
2. Quality and Completeness of Products and Service 15%
Quality of food and beverages offered and the completeness
of the menu provided and its potential to provide quality service.
3. Experience/References 30%
Past experience/performance on similar contracts with
other public or private entities.
4. Compensation 40%
Competitiveness of the rent and percentage of gross
receipts proposed to be paid to the City as compensation
for concession rights.
_____
Total Criteria Weight 100%
Each proposal will be independently evaluated on factors 1-4.
5. TERMS AND CONDITIONS.
A. The City reserves the right to reject any and all proposals; to waive Minor
irregularities in any proposal; to request clarification of information submitted;
to request additional information from any Concessionaire regarding their
submitted proposal; and to make the final decision as to the proposal that will
best meet the City's needs.
B. The contract resulting from acceptance of a proposal by the City shall be in a
form supplied or approved by the City and shall reflect the specifications in
this RFP unless mutually agreed otherwise. A draft copy of the contract is
attached to this RFP (Attachment C). If submitting proposal for multiple
locations, a separate contract will be issued for each location approved.
C. The City shall not be responsible for any costs incurred by the
Concessionaire in preparing, submitting or presenting its response to the
RFP.
D. Each successful concessionaire will be required to sign the City's
Concession/Lease Agreement. All submitting concessionaire are directed to
carefully review the Agreement before preparing their submittal, as the
successful concessionaire will not be able to significantly modify the wording
of the City's Concession/Lease Agreement. The successful Concessionaire's
refusal to sign the City's Agreement will render their submission
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nonresponsive, all dialogues will be immediately terminated, and
negotiations will begin with the next ranked responsive submission.
6. SCOPE OF SERVICES.
A. Concession Facility Specifics
a. There is a brick-and-mortar full-service concession stand at this facility. It is
intended that the successful concessionaire for this facility will enter into a lease
agreement with the City for exclusive use of the concession stand and with the
lease be granted the right and responsibility to provide concession services from
the stand during the Aquatic Center hours of operations. For special events it is
intended that the concessionaire will abide by and work with the city according
to the related provisions outlined in the final contract.
b. See attachment B for the outdoor concession layout
c. It is anticipated that the Pasco Aquatic Center concessions will be operated 7
days a week during the months of approximately June - August each year with
intermittent weekend and special operation during the months of May &
September.
B. The concessionaire shall provide services of the highest quality and
dependability, as more specifically set forth in the attached draft
contract.
C. The concessionaire will be responsible to provide all vending equipment for
their operation. The city will provide access to water, electricity and gas (if
needed). Any other use of city owned equipment available at the site, must
be requested in the submitted proposal and then incorporated into the final
agreement.
7. COMPENSATION TO CITY
A. Concessionaire will indicate the monthly rent proposed to be paid to the City
as part of their proposal.
B. A Leasehold excise tax payment (current rate 12.84%) shall be required
above and beyond the proposed monthly rent amount.
C. Concessionaire will indicate the amount proposed to be paid to the City for
electricity/utility use reimbursement as part of their proposal.
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ATTACHMENT A: BASIC PROPOSAL FORM & CERTIFICATION OF
CONCESSIONAIRE
1. Contact name(s) and Areas of Responsibility:
______________________________ __________________________________
NAME AREA OF RESPONSIBILITY
______________________________ __________________________________
NAME AREA OF RESPONSIBILITY
______________________________ __________________________________
NAME AREA OF RESPONSIBILITY
2. Explanation of ability and experience in providing concessions (Attach additional pages if
needed):
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
3. Provide an estimate of income and expenses for the year of operations at the selected
facilities.
Estimated Gross Income: $________________
Estimated Supplies Expense: $________________
Estimated Wage Expense: $________________
Estimated Other Expense: $________________
ESTIMATED NET INCOME $________________
4. References:
a. Reference #1: ______________________ ____________________
Name Phone
______________ _______ _________________ _________ _________________
Email C ompa ny Relation
b. Reference #2: ______________________ _______________________
Name Phone
_____________________ __________________________ _________________
Email Company Relation
c. Reference #3: _____________________ _______________________
Name Phone
_____________________ __________________________ _________________
Email Company Relation
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5. Explanation of any site improvements the Concessionaire intends to make:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
6. List and explanation of the equipment the Concessionaire will be providing:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
7. A proposed menu and prices for concession items. (Attach additional pages if
necessary)
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
_____________________________________________ $_________________
8. Explanation of proposed cleaning and preventative maintenance schedules for
concession area and equipment:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
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9. Proposed compensation to be payable to the City as consideration for the use of the
Premises and the concession rights at the facility:
Proposed Monthly Rent: $____________________
Leasehold Excise Tax (12.84% of Rent): $____________________
Proposed Monthly Electricity/Utility Payment: $____________________
10. Proposed procedures for documenting and reporting revenues and expenditures:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
PROPOSAL SUBMITTED BY:
Company Name: ______________________ Contact Person: ______________________
Address: ________________________________________________________________
Mailing Address (if different): ________________________________________________
City, State and Zip Code: ___________________________________________________
Telephone No.: ____________________ Email: _______________________________
I certify that I am affiliated with the above noted company or individual and authorized to
submit this proposal and enter into a contract for concession rights and services with the
City of Pasco at the Pasco Aquatic Center as set forth in this Request for Proposal and the
attached submission in response to such request. I further certify that the above noted
company or individual will be able to comply with the insurance provisions of the City, as
outlined in the sample lease agreement (Appendix C) and that the stated company or
individual will obtain all necessary licenses and permits for the operation of the proposed
concession as required by the State of Washington, Franklin County, the City of Pasco or
any other lawful authority.
Concessionaire:
____________________________________________ _______________________
Signature Date
Name
Company
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A t t a c h m e n t A :
204-K23
204-K26 204-POS
R6 D
204-K25 2B 204-K25.1
TH
2C 2E
LIFEGUARD RM
TH
2D 200 PTD
TH
204-K16
TH SD
204-K20 204-K19 204-K17 204-K15 5E A7.035D
204-K18
R1
204-K10
204-K7
PTD
204-K5 204-K9 204-K13
204-K11
SD
204-K6 204-K8
3-BASIN
CONCESSIONS WASH SINK &
204-K2
204 FAUCET
2F SEE MECH
SS SHELF
SD
204 -K1
FE
PTD
N WALL 204-K4
204-K3 204-K3
205-K27 205-K28
OR TBD
200 LIFEGUARD ROOM & 204 CONCESSIONS - ENLARGED PLAN
2A
1/4" = 1'-0"
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ATTACHMENT C: SAMPLE
CONCESSION LEASE AGREEMENT
PASCO AQUATIC CENTER
Agreement Number: RECXX-XXX
1. PARTIES. THIS AGREEMENT is made and entered into between the City of Pasco, a
Washington Municipal Corporation, hereinafter referred to as "City", and [Concessionaire's
Name], hereinafter referred to as "Concessionaire" to lease certain real properties at [Name
of Facility], as defined in section 3 below, hereinafter referred to as "Premises" on
________________________________.
[date of execution]
1.1 The following are the name of the contact person and the mailing address of the City and the
Concessionaire that are to be used for any official communications relating to this agreement:
CITY CONCESSIONAIRE
City of Pasco, Recreation Services Concessionaire Name
City Contact Name Contact Name
PO Box 293 Address Line 1
Pasco, WA 99301 Address Line 2
Email Address Email Address
2. TERM. This Agreement shall commence upon execution, and unless terminated for a breach
or as provided herein, shall continue in full force and effect through MONTH DAY, 202X. If
mutually agreed upon with the City, the term of this contract may be extended in one-year
increments, for up to X additional years. To exercise the extension, Concessionaire must
submit in writing, to the City, at least 30 days prior to the expiration of the agreement in each
extended year, their intention to continue providing concession services during the subsequent
year.
3. PREMISES. The City hereby leases to the Concessionaire and Concessionaire hereby leases
and takes from the City those certain real properties at the [Name of Facility] in the City of
Pasco, County of Franklin, State of Washington. The leased premises consists of
approximately [size of facility], more or less, at the [Name of Facility - rooms included in the
lease (i.e. office, restrooms, concession building)], together with all improvements thereon and
appurtenances thereto, as shown in the attached Exhibit A.
4. FEES/RENT. The following Fees/Rent shall be payable to the City by the Concessionaire in
the amount of [insert agreed upon terms].
4.1 The Concessionaire will be billed monthly based on the amounts delineated above. Payment
shall be due within 30 days of the invoice date and shall be payable to the City at the address
shown above or to such other address as the City may designate by written notice as provided
herein. All payments shall be made without demand, deduction, setoff, or counterclaim.
4.2 Leasehold Tax. The leasehold excise tax specified by this Section 4, is payable in accordance
with Chapter 82.29A RCW (the "leasehold tax"). Concessionaire shall pay the rent and
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