REQUEST FOR PROPOSALS - PASCO AQUATIC CENTER – AUTOMATED AND/OR SELF-SERVE FOOD SERVICES

Parks & Recreation
525 N Third Avenue
Pasco, WA 99301
Phone 509.543.5757
REQUEST FOR PROPOSALS
PASCO AQUATIC CENTER -
AUTOMATED AND/OR SELF-SERVE FOOD SERVICES
RESPONSE DUE: April 8th, 2026 at 2:00PM
April 2026

CITY OF PASCO, WASHINGTON
Pasco Aquatic Center -
Automated and/or Self-Serve Food Services RFP
TABLE OF CONTENTS
1 INFORMATION AND INSTRUCTIONS ..............................................................................................................3
1.1 INVITATION TO PROPOSE .......................................................................................................................3
1.2 INTENT OF THE CITY ...............................................................................................................................4
1.3 QUESTIONS ...............................................................................................................................................4
1.4 SUBMISSION PROCEDURES ...................................................................................................................4
1.5 LATE SUBMITTALS AND MODIFICATIONS .............................................................................................4
1.6 WITHDRAWAL OF SUBMITTALS .............................................................................................................4
1.7 CONDITIONS AFFECTING THE WORK ...................................................................................................4
1.8 EXPLANATIONS FOR SUBMITTING VENDORS .....................................................................................5
1.9 CITY REPRESENTATIVE ..........................................................................................................................5
1.10 FORMAT OF SUBMITTALS .......................................................................................................................5
1.11 BASIS FOR SELECTION ...........................................................................................................................6
1.12 VENDOR SERVICES AGREEMENT .........................................................................................................6
2 SCOPE OF WORK .............................................................................................................................................7
2.1 BACKGROUND ..........................................................................................................................................7
2.2 SCOPE DESCRIPTION ..............................................................................................................................7
2.3 RELATED SERVICES ................................................................................................................................8
2.4 CONTRACT DURATION ............................................................................................................................8
2.5 CITY RESPONSIBILITIES..........................................................................................................................8
3 SELECTION CRITERIA ......................................................................................................................................8
3.1 SUBMITTAL REQUIREMENTS .................................................................................................................8
3.2 VENDOR QUALIFICATIONS .................................................................................................................. 10
3.3 INTERVIEW PROCESS .......................................................................................................................... 10
APPENDIX A: VENDOR SERVICES AGREEMENT ............................................................................................. A-1
Page 2 of 11

CITY OF PASCO, WASHINGTON
Pasco Aquatic Center -
Automated and/or Self-Serve Food Services RFP
1 INFORMATION AND INSTRUCTIONS
1.1 INVITATION TO PROPOSE
The City of Pasco, Washington, (City) Parks and Recreations Department, on behalf of the Pasco Public Facilities
District, is soliciting Proposals from qualified Vendors to provide, install, operate, and maintain Automated and/or
Self-Serve food service equipment at the Pasco Aquatic Center. The intent of this solicitation is to provide
convenient access to beverages, snacks, and grab-and-go food items for aquatic center patrons, staff, and
visitors.
The complete RFP and full scope of work may be obtained via the City website - http://www.pasco-
wa.gov/Bids.aspx. It is the sole responsibility of the Vendors to obtain any RFP updates or addenda from the
City's website.
Vendors are required to attend the mandatory site walkthrough on Friday, April 3, 2026, at 10:00 a.m. Failure to
attend may result in disqualification or a reduction in evaluation points at the City's discretion. Please review the
RFP for more details.
Responses shall be submitted electronically. One electronic copy, including attachments, shall be transmitted to
Samantha McCanse at mccanses@pasco-wa.gov. Email Subject shall be: 'RFP - PASCO AQUATIC CENTER-
AUTOMATED AND/OR SELF-SERVE FOOD SERVICES' with a maximum size of 20mb. The due date is
Wednesday, April 8th, 2026 no later than 2:00pm.
Technical questions regarding the scope of this project should be put in writing and directed to Samantha
McCanse at mccanses@pasco-wa.gov, no less than three (3) working days prior to the time that submittals are
due.
The City of Pasco, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252,42
U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that will affirmatively ensure that any
contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and
fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of
race, color, or national origin in consideration for an award.
City of Pasco, Washington
____________________________________________
Samantha McCanse, Management Analyst I
____________________________________________
Brent Kubalek, Recreation Manager
____________________________________________
Angela Pashon, Assistant City Manager
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CITY OF PASCO, WASHINGTON
Pasco Aquatic Center -
Automated and/or Self-Serve Food Services RFP
1.2 INTENT OF THE CITY
The objective of this RFP is to provide sufficient information to enable qualified Vendors to submit a written Proposal
that demonstrates experience in Automated and/or Self-Serve food service.
This RFP is not a contractual offer, nor is it a commitment to purchase services. Contents of this RFP and the
Vendor's submittal will be used as the basis to determine final contractual obligations. It is understood that this RFP
and the successful Vendor's submittal may be attached or included by reference, part or in whole, to any agreement
regarding the services included in this RFP between the City and said Vendor.
1.3 QUESTIONS
Any explanation desired by a submitting Vendor regarding the meaning or interpretation of the RFP, or any part
thereof, must be submitted in writing (via email) and directed to Samantha McCanse at mccanses@pasco-wa.gov,
no less than three (3) working days prior to the time that submittals are due.
Any interpretation made will be in the form of an addendum to the RFP, issued by the City and will be posted to the
City Website - http://www.pasco-wa.gov/Bids.aspx. It is the sole responsibility of the Vendor to obtain any RFP
updates or addenda. Please include "RFP - Pasco Aquatic Center - Automated and/or Self-Serve Food
Services" in the subject line for all emails and correspondence related to this project.
1.4 SUBMISSION PROCEDURES
For consideration, Vendors are required to submit an electronic copy of their Proposal. Failure to provide the
submittal in the appropriate manner will result in disqualification. Hard-copy or fax submittals are not permitted and
will not be accepted. One electronic copy, including attachments, shall be transmitted to Samantha McCanse at
mccanses@pasco-wa.gov. Receipt time of submittal will be considered the time-stamp of the incoming email
created automatically by the City's email server. Vendors are encouraged to submit the Proposals with adequate
time for the email to be processed by the City's email server.
Email Subject shall be:
- RFP - Pasco Aquatic Center - Automated and/or Self-Serve Food Services
Due Date:
- Wednesday, April 8th, 2026 at 2:00PM
1.5 LATE SUBMITTALS AND MODIFICATIONS
Submittals and modifications thereof received after the stated time of closing will not be considered. The City is not
responsible for late deliveries. In accordance with the Due Date from Section 1.4 of this RFP, the time of closing
will be determined per the Pacific Time Clock at http://www.time.gov/.
1.6 WITHDRAWAL OF SUBMITTALS
Submittals may be withdrawn by written request up to one (1) hour after the stated time of closing, as mentioned
above. Determination of the one-hour grace period shall be calculated based on the same reference as identified
in Section 1.5.
1.7 CONDITIONS AFFECTING THE WORK
Before submitting a Proposal, each submitting Vendor is advised to:
1) Examine this RFP's documents and Vendor Services Agreement thoroughly. Review and be familiar with
this request.
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CITY OF PASCO, WASHINGTON
Pasco Aquatic Center -
Automated and/or Self-Serve Food Services RFP
2) Ensure familiarity with federal, state, and local laws, ordinances, rules, and regulations that may - in any
manner - affect the cost, progress, or performance of the work.
3) Study and carefully correlate said Vendor's observations with the RFP response.
4) A representative of the Vendor must attend the mandatory site walkthrough on Friday, April 3, 2026, at
10:00 a.m. Vendors shall email the City Representative identified in Section 1.9 with the names of attendees
no later than April 1, 2026. Attendees are required to wear closed-toe shoes and full-length pants. Hard hats
and safety vests will be provided. Failure to attend the mandatory site walkthrough may result in disqualification
of the Vendor's proposal or a reduction in evaluation points, at the City's discretion.
Failure to do so will not relieve any Vendor from any contractual obligations of the work described herein.
1.8 EXPLANATIONS FOR SUBMITTING VENDORS
There are eleven (11) pages in this RFP, including the cover sheet, table of contents and body, excluding
appendices. Each is sequentially numbered in the bottom right corner of the page (Pages 1-11). Appendix A
retained its independent numbering system (A1-A9). It is the responsibility of the submitting Vendor to ensure that
all pages are included. If any pages are missing, the Vendor should immediately request a copy of the missing
page(s) by emailing the City. Please write "RFP - Pasco Aquatic Center - Automated and/or Self-Serve Food
Services" in the subject line. It is the responsibility of the Vendor to procure missing pages; submittals based on
incomplete information will not be granted exception for any faults deriving thereof.
Any explanation desired by a submitting Vendor regarding the meaning or interpretation of the RFP, or any part
thereof, must be requested in writing (via email) and directed to all City Representatives listed in Section 1.9, no
less than 72 hours prior to the time that submittals are due. Any interpretation made will be in the form of an
addendum to the RFP, issued by the City and will be posted to the City Website - http://www.pasco-
wa.gov/Bids.aspx . It is the sole responsibility of the Vendor to obtain any RFP updates or addenda.
1.9 CITY REPRESENTATIVE
Samantha McCanse, Management Analyst I
City of Pasco
525 N 3rd Avenue
Pasco, WA 99301
mccanses@pasco-wa.gov
1.10 FORMAT OF SUBMITTALS
To assist in the evaluation process and maintain consistency among proposals, submittals shall conform to the
following:
1) The submittal shall be limited to a maximum of 10 pages. The cover letter shall be limited to a maximum of
2 pages.
2) The following materials will not count toward the page limit:
* Front cover
* Back cover
* Tab pages
* Reference information
* Product brochures or equipment specification sheets*
* Sample product lists or menus*
* Vendor marketing material related to Automated and/or Self-Serve food service equipment*.
*Product brochures should be limited to materials relevant to the equipment proposed for the Pasco Aquatic
Center.
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CITY OF PASCO, WASHINGTON
Pasco Aquatic Center -
Automated and/or Self-Serve Food Services RFP
3) Proposal shall conform to the following layout:
* All pages shall be 812" x 11".
* Font shall be "Arial" no smaller than "10 point". The body of this RFP is written in "Arial 10-point" as
example
* Margins on all edges should be a minimum of 0.75-inches
* Product brochures or manufacturer specification sheets may be submitted in their original format.
1.11 BASIS FOR SELECTION
A. GENERAL
The selection process will be based on demonstrated experience and qualifications in providing comparable
services. For the purposes of this RFP, "comparable services" refers to Automated and/or Self-Serve food
service, specifically for agencies of a size similar to the City. Additionally, the Vendor must show a proven ability
to collaborate effectively with City Staff.
B. SELECTION COMMITTEE
The Selection Committee will be made up of City selected individuals and may include the City Representatives
listed in Section 1.9 of this RFP.
C. EVALUATION PROCESS
The Selection Committee will review the Proposal submittal and evaluate all responses received based on the
criteria provided herein. The City intends to select the Vendor who represents the most qualified team to the
City and begin the negotiation and award process based on the evaluated scores. Submittals will be scored
based on Evaluation Criteria from Section 3.1 of this RFP. The City reserves the right to make a selection based
solely on the information contained in the written submittal.
The City further reserves the right to either interview selected Vendors or request additional information to help
in determining the most qualified Vendor. Should the City elect to conduct an interview for shortlisted
candidates, interviews will be evaluated per criteria from Section 3.3 of this RFP. The City may make a selection
based on any combination of written or interview evaluations.
Selection of the committee shall be final. The selected Vendor shall be notified in writing by the City, and no
other method shall be considered to be an official notification of selection by the City.
The City reserves the right to reject any or all of the submittals. If the City elects to select one of the submitting
Vendors, the City will have the right to negotiate with said submitting Vendor over the final terms and conditions
of the contract in the best interest of the City. The primary objective of the negotiations is to maximize the City's
ability to obtain the best value, based on the requirements and evaluations relating to this RFP. If an agreement
cannot be reached, the negotiations will be terminated and similar negotiations will occur with the second-
ranked submitting Vendor.
1.12 VENDOR SERVICES AGREEMENT
The successful Vendor will be required to sign the City's Vendor Services Agreement (VSA), a draft of which is
enclosed to this RFP in Appendix A. All submitting Vendors are directed to carefully review the Vendor Services
Agreement before preparing their submittal and include any modifications they intend to request to the
language of the PSA along with their Proposal. The City will not permit significant modification of the language
within of the City's Vendor Services Agreement. The selected Vendor's refusal to sign the City's Vendor Services
Agreement will render their submission nonresponsive, all dialogues will be immediately terminated, and
negotiations will begin with the next highest ranked submitting Vendor.
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CITY OF PASCO, WASHINGTON
Pasco Aquatic Center -
Automated and/or Self-Serve Food Services RFP
2 SCOPE OF WORK
2.1 BACKGROUND
On February 6, 2026, the City of Pasco and the Pasco Public Facilities District entered into an Interlocal
Agreement under which the City will manage operations of the Pasco Aquatic Center. The Parks & Recreation
Department will serve as the primary point of contact and will coordinate the installation, operation, and stocking
of the Automated and/or Self-Serve food equipment and food offerings available at the facility.
Opening in mid-June, the Pasco Aquatic Center will be Pasco's newest destination for recreation, relaxation, and
family fun. Designed as a modern indoor and outdoor aquatic facility, it will offer year-round swimming, exciting
water attractions, and welcoming spaces for families and friends to gather. As part of the overall guest
experience, the facility will also provide a selection of food options, including Automated and/or Self-Serve food
services.
2.2 SCOPE DESCRIPTION
A. Services to be Provided
The selected vendor shall furnish all labor, equipment, materials, and services necessary to operate
Automated and/or Self-Serve food equipment at the Aquatic Center, including but not limited to:
* Delivery and installation of Automated and/or Self-Serve food service equipment
* Stocking of products, including routine restocking and additional stocking as needed to accommodate
special events or periods of increased demand.
* Cleaning and maintenance of equipment
* Repair and replacement of malfunctioning equipment
* Point of Sale System
* Collection of revenue from equipment
* Customer service related to refunds or product issues
The Vendor shall ensure inventory remain fully operational and stocked during facility operating hours.
B. Equipment Requirements
The Vendor shall provide modern equipment capable of selling beverages, snacks, and refrigerated food
products.
At a minimum, proposals should include some combination of the following:
* Refrigerated food units with fresh items such as sandwiches, wraps, salads, and similar grab-and-go
meals.
* Self-service food and beverage option that allows customers to select items independently.
Equipment/systems shall:
* Accept any combination of nickels, dimes, quarters and one-dollar bills and cashless payment
methods including credit/debit cards and mobile payments
* Be ADA compliant
* Be energy efficient where possible
* Include remote monitoring technology when available to track inventory and service needs
The City will designate the general location and number of units needed within the facility.
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CITY OF PASCO, WASHINGTON
Pasco Aquatic Center -
Automated and/or Self-Serve Food Services RFP
C. Product Selection
The Vendor shall provide a variety of products suitable for aquatic center patrons, which may include:
* Bottled beverages
* Sports drinks
* Water
* Packaged snacks
* Fresh refrigerated food items such as sandwiches, wraps, salads, and protein snacks
The City reserves the right to review and approve product selection and pricing. No glass containers allowed.
Proposers are encouraged to include:
* Healthy snack options
* Items appropriate for youth and family audiences
* Regional or popular brands when possible
D. Maintenance and Services
The Vendor shall be responsible for:
* Regular restocking of food items
* Maintaining clean and sanitary equipment
* Prompt repair of malfunctioning equipment
* Removal and replacement of equipment as necessary
2.3 RELATED SERVICES
Any contract award resulting from this solicitation may be expanded to include related services normally provided
by the Vendor.
2.4 CONTRACT DURATION
The City wishes to contract Automated and/or Self-Serve food services for one year, with two, one-year optional
renewals for a total contract of up to 3 years.
2.5 CITY RESPONSIBILITIES
The City, through the Parks & Recreation Department, will provide:
* Designated space within the aquatic center
* Access to electrical outlets
* Reasonable access for servicing equipment during facility hours
The City will not be responsible for stocking, maintenance, or operation of equipment.
3 SELECTION CRITERIA
3.1 SUBMITTAL REQUIREMENTS
At a minimum, the following items shall be included in the Proposal. The Selection Committee will perform a review
of submitted Proposals based on the point distribution provided in this section.
After the Due Date, submittals received by the City will be provided to the Selection Committee for evaluation. Each
submittal will be reviewed by the Selection Committee and scored based upon requirements set forth in this Section.
Those requirements, and the scoring below, establish the evaluation criteria herein.
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CITY OF PASCO, WASHINGTON
Pasco Aquatic Center -
Automated and/or Self-Serve Food Services RFP
A. VENDOR EXPERIENCE & ORGANIZATION (20 POINTS POSSIBLE)
1) Vendor Information and Experience
* Company name and primary point of contact
* Years in business providing Automated and/or Self-Serve food services
* Experience providing services to municipal facilities, recreation centers, schools, or similar public
venues. The City is particularly interested in vendors with experience serving facilities with high visitor
traffic such as recreational facilities, aquatic centers, parks, or community centers.
* Description of vendor's capacity to install, operate, and maintain Automated and/or Self-Serve food
service equipment
2) References and Relevant Experience
Provide at leave three (3) references from organizations where similar Automated and/or Self-Serve food
services are currently provided or have been provided within the past five years. For each reference include:
* Organization name
* Contact name and title
* Phone number and email
* Brief description of services provided and facility type
B. PRODUCT OFFERINGS & SERVICE PLAN (40 POINTS POSSIBLE)
1) Product Selection
Provide information describing the products your company proposes to offer through Automated and/or
Self-Serve food services at the Pasco Aquatic Center. Proposals should include:
* Examples or brochures of Automated and/or Self-Serve food service
* A sample list of food and beverage products available, including refrigerated food items such as
sandwiches, wraps, salads, and other grab-and-go meals.
* Information on health or family-friendly product options
* Description of payment systems available (cashless, credit/debit, mobile pay)
2) Installation, Maintenance, and Service Plan
Describe the vendor's plan for installing and maintaining equipment at the Aquatic Center. Proposals should
include:
* Equipment types proposed
* Space and utility requirements for installation
* Estimated installation timeline
* Restocking schedule
* Maintenance and service procedures
* Typical response time for service calls or equipment malfunctions
C. REVENUE/COMPENSATION PROPOSAL (35 POINTS POSSIBLE)
Describe the proposed financial arrangement for the requested services at the Pasco Aquatic Center. Proposals
should be clearly outlined:
1) The percentage of gross sales or commission proposed to be returned to the City
2) Any minimum annual revenue guarantee
3) Any additional financial terms related to the operation of Automated and/or Self-Serve Food Services
The City anticipates that the Vendor will generate revenue directly through sales and may compensate the City
through a commission or revenue-sharing arrangement.
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CITY OF PASCO, WASHINGTON
Pasco Aquatic Center -
Automated and/or Self-Serve Food Services RFP
D. PRESENTATION, ORGANIZATION AND CLARITY OF PROPOSAL (5 POINTS POSSIBLE)
1) Formatting, Document Clarity
Vendor's Proposal shall follow formatting requirements as set forth in Section 1.10 of this RFP.
Organization of the Proposal, and the manner in which information is presented, should promote the
Vendor's ability to assemble clear and concise documentation.
3.2 VENDOR QUALIFICATIONS
The required minimum qualifications for submitting Vendors are as follows.
A. The Vendor shall possess, or be able to obtain prior to contract execution, all required licenses and
registrations necessary to conduct business in the State of Washington, including a City of Pasco business
license.
B. The Vendor shall demonstrate knowledge of and compliance with all applicable federal, state, and local laws
and regulations, including health and safety requirements applicable to Automated and/or Self-Serve food
services and the sale of food and beverages.
C. The Vendor shall have a minimum of three (3) years of experience providing Automated and/or Self-Serve
food services, or similar operations. Experience serving public facilities, recreational facilities, schools, or
comparable high-traffic environments is preferred.
D. The Vendor shall demonstrate the ability to install, stock, service, and maintain Automated and/or Self-Serve
food service equipment, including the ability to respond to maintenance issues in a timely manner.
3.3 INTERVIEW PROCESS
Should the City elect to conduct interviews with short-listed candidates, Vendors should plan for the following:
A. Interview format (if used):
1) Approximately 15-minute presentation.
2) Approximately 15 minutes for questions and answers.
3) The Vendor's proposed Pont of Contact shall lead the presentation. The vendor team participating in
the interview must be limited to 5 representatives.
4) The City may elect to conduct a phone interview without the requirement of a presentation.
B. Presentation: The objective of the interview will be to clearly demonstrate the Vendor's qualifications to
complete the project to the satisfaction of the City. The presentation shall be brief and concise and shall
include but shall not be limited to:
1) Team Organization, Qualifications
2) Vendor's History
3) Scope of Services Understanding
4) Description of Approach
5) A discussion of how the team proposes to manage the contract.
6) A description of how the team propose to work and communicate with the City.
Following a review of the submitted Proposals, the City may establish specific requirements and content for the
interview to further aid in the determination of the Vendor's qualifications. The selection team may prepare a list of
standard questions for the interview. Additional questions may be developed based on the Vendor's Proposal to
clarify information submitted.
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