RFP - Operations of the Pasco Farmer's market Program and/or The Pasco Specialty Kitchen

Parks & Recreation Department
525 N Third Avenue
Pasco, WA 99301
Phone 509.545.3408
REQUEST FOR PROPOSALS
OPERATION OF
THE FARMER'S MARKET PROGRAM
& THE PASCO SPECIALTY KITCHEN
5th
RESPONSE DUE: August 8th , 2026 at 2:00PM
June 2026

CITY OF PASCO, WASHINGTON
Operation of The Farmer's Market Program
& The Pasco Specialty Kitchen
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 ...................................................................................................5
1.8 EXPLANATIONS FOR SUBMITTING CONTRACTORS ...........................................................................5
1.9 CITY REPRESENTATIVE ..........................................................................................................................5
1.10 FORMAT OF SUBMITTALS .......................................................................................................................5
1.11 BASIS FOR SELECTION ...........................................................................................................................6
1.12 PERSONAL SERVICES AGREEMENT .....................................................................................................6
2 SCOPE OF WORK .............................................................................................................................................7
2.1 BACKGROUND ..........................................................................................................................................7
2.2 PROPOSAL OPTIONS ...............................................................................................................................7
2.3 PASCO FARMER'S MARKET PROGRAM SCOPE DESCRIPTION ........................................................7
2.4 PASCO SPECIALTY KITCHEN SCOPE DESCRIPTION ....................................................................... 10
2.5 INTEGRATED OPERATIONS - FARMERS MARKET & SPECIALTY KITCHEN SYNERGIES ............ 13
2.6 CONTRACT DURATION ......................................................................................................................... 14
2.7 CITY RESPONSIBILITIES....................................................................................................................... 14
3 SELECTION CRITERIA ................................................................................................................................... 14
3.1 SUBMITTAL REQUIREMENTS .............................................................................................................. 14
3.2 CONTRACTOR QUALIFICATIONS ........................................................................................................ 15
3.3 INTERVIEW PROCESS .......................................................................................................................... 16
APPENDIX A: BUDGET, REVENUE & EXPENSE INFORMATION ...................................................................... A-1
APPENDIX B: PERSONAL SERVICES AGREEMENT ......................................................................................... B-1
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CITY OF PASCO, WASHINGTON
Operation of The Farmer's Market Program
& The Pasco Specialty Kitchen
1 INFORMATION AND INSTRUCTIONS
1.1 INVITATION TO PROPOSE
The City of Pasco, Washington, (City) Parks & Recreation Department is soliciting Proposals from qualified
organizations, nonprofits, or private operators to submit proposals to manage and operate two complementary
City-owned programs and facilities starting in 2027:
The Pasco Farmers Market - a seasonal outdoor public market held Saturdays from May through
October at Peanuts Park, 426 W. Lewis Street, in historic Downtown Pasco.
The Pasco Specialty Kitchen (PSK) - a certified commercial kitchen incubator facility that has served
local food entrepreneurs since 2003, located within a City-managed facility at 110 S 4th Ave.
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 Contractor to obtain any RFP updates or addenda from the
City's website.
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 - OPERATION OF PFMP &
PSK' with a maximum size of 20mb. The due date is Wednesday, August 5, 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
Prepared By - Samantha McCanse, Management Analyst I
Reviewed By - Angela Pashon, Interim Parks & Recreation Director
Approved By - Richa Sigdel, Deputy City Manager
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CITY OF PASCO, WASHINGTON
Operation of The Farmer's Market Program
& The Pasco Specialty Kitchen
1.2 INTENT OF THE CITY
The objective of this RFP is to provide sufficient information to enable qualified Contractors to submit a written
Proposals that demonstrates experience in operations of recreational municipal facilities and programs.
This RFP is not a contractual offer, nor is it a commitment to purchase services. Contents of this RFP and the
Contractor's submittal will be used as the basis to determine final contractual obligations. It is understood that this
RFP and the successful Contractor's submittal may be attached or included by reference, in part or in whole, to any
agreement regarding the services included in this RFP between the City and said Contractor.
1.3 QUESTIONS
Any explanation desired by a submitting Contractor 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 , 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 Contractor to obtain any RFP
updates or addenda. Please include "RFP - OPERATION OF PFMP & PSK" in the subject line for all emails and
correspondence related to this project.
1.4 SUBMISSION PROCEDURES
For consideration, Contractor 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 .
Receipt time of submittal will be considered the time-stamp of the incoming email created automatically by the City's
email server. Contractors 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 - Operation of PFMP & PSK - Proposal Submission
In the body of the email, the Consultant shall clearly indicate whether the proposal is being submitted for:
- Pasco Farmers Market Program only;
- Pasco Specialty Kitchen only; or
- Both the Pasco Farmers Market Program and Pasco Specialty Kitchen.
Due Date:
- Wednesday, August 5th, 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.
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CITY OF PASCO, WASHINGTON
Operation of The Farmer's Market Program
& The Pasco Specialty Kitchen
1.7 CONDITIONS AFFECTING THE WORK
Before submitting a Proposal, each submitting Contractor is advised to:
1. Examine this RFP documents thoroughly. Review and be familiar with this request.
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 Contractor's observations with the RFP response.
4. Appendix A Budget, Revenue & Expense information on Pasco Specialty Kitchen and Farmer's Market.
5. A representative of the Contractor must attend the mandatory site walkthrough on Wednesday, July 8th, 2026,
at 11:00am or Tuesday, July 28th, 2026, at 11:00am. Contractors shall email the City Representative identified
in Section 1.9 with the names of attendees no later than 24 hours before the walkthrough the Contractor's
representative plan to attend. Failure to attend the mandatory site walkthrough may result in disqualification of
the Contractor's proposal or a reduction in evaluation points, at the City's discretion.
Failure to do so will not relieve any Contractor from any contractual obligations of the work described herein.
1.8 EXPLANATIONS FOR SUBMITTING CONTRACTORS
There are sixteen (16) 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 1-13). Appendix A and
B retained its independent numbering system (A1, B1. It is the responsibility of the submitting Contractors to ensure
that all pages are included. If any pages are missing, the Contractor should immediately request a copy of the
missing page(s) by emailing the City. Please write "RFP - Operation of PFMP & PSK" in the subject line. It is the
responsibility of the Contractor 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 Contractor 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 Contractor 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
1.10 FORMAT OF SUBMITTALS
To assist in the evaluation process, submittals shall conform to the following:
1. The submittal shall be limited to a maximum of 15 pages.
2. All pages will be counted towards the page total, except for the front cover, back cover, tab pages, staff resumes
(each not to exceed 2 pages in length), and the cover letter. The cover letter shall be limited to a maximum of
2 pages.
3. All pages shall be 812" x 11".
4. Font shall be "Arial" no smaller than "10 point". The body of this RFP is written in "Arial 10-point" as example.
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CITY OF PASCO, WASHINGTON
Operation of The Farmer's Market Program
& The Pasco Specialty Kitchen
5. Margins on all edges should be a minimum of 0.75-inches.
1.11 BASIS FOR SELECTION
1. General
The selection process will be based on the Consultant's demonstrated experience, qualifications, and ability to
successfully manage and operate programs and facilities comparable in scope and complexity to the Pasco
Farmers Market Program and Pasco Specialty Kitchen.
For the purposes of this RFP, "comparable services" refers to experience in one or more of the following areas:
* Farmers market or community market management
* Commercial or shared-use kitchen operations
* Food business incubation or small business support programs
* Event management, community programming, or similar operational services
The City will evaluate each proposal based on the Consultant's ability to effectively manage day-to-day
operations, support program growth and innovation, ensure regulatory compliance, and deliver high-quality
services to vendors, clients, and the community.
2. 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.
3. 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 Contractor 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 Contractors or request additional information to
help in determining the most qualified Contractor. 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 Contractor 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
Contractors, the City will have the right to negotiate with said submitting Contractor 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 Contractor.
1.12 PERSONAL SERVICES AGREEMENT
The successful Contractor will be required to sign the City's Personal Services Agreement (PSA), a draft of which
is enclosed to this RFP in Appendix B. All submitting Contractors are directed to carefully review the Personal
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 Personal Services Agreement. The selected Contractor's refusal to sign the City's
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CITY OF PASCO, WASHINGTON
Operation of The Farmer's Market Program
& The Pasco Specialty Kitchen
Personal Services Agreement will render their submission nonresponsive, all dialogues will be immediately
terminated, and negotiations will begin with the next highest ranked submitting Contractors.
2 SCOPE OF WORK
2.1 BACKGROUND
1. Pasco Farmer's Market
The Pasco Farmers Market is an established seasonal outdoor market operating every Saturday from May
through October, 8:00 a.m. to 12:00 p.m. The market is located at Peanuts Park, 426 W. Lewis Street, in the
heart of historic Downtown Pasco. It features covered pavilion space and attracts vendors of fresh locally
grown produce, plants, flowers, baked goods, handcrafted items, prepared foods, and artisanal products.
In addition to its Downtown location, the City envisions the Farmers Market as a broader community program
with opportunities to expand into additional locations, formats, and seasonal offerings that increase access to
fresh food and support local vendors throughout Pasco.
The market also hosts the K.E.R.N.E.L. Kid Cash program, a youth nutrition initiative, as well as community
events such as cooking demonstrations and "Meet Your Farmer" days.
2. Pasco Specialty Kitchen
The Pasco Specialty Kitchen (PSK) has been operating since 2003 as a certified commercial kitchen
incubator designed to support local food entrepreneurs. PSK is certified to meet Health Department and
Washington State Department of Agriculture (WSDA) standards. Clients include bakers, candy makers,
caterers, food manufacturers, and food truck operators. The facility offers multiple kitchen zones - the Main
Kitchen, Center Kitchen, and Scullery Kitchen - as well as a lounge/meeting area. PSK also provides pass-
through window vendor opportunities allowing clients to serve food directly to the public. The onboarding
process is approximately 30-45 days and includes permitting and licensing coordination.
2.2 PROPOSAL OPTIONS
The City may award a contract for both the Pasco Farmers Market Program and the Pasco Specialty Kitchen to a
single Contractor, or may award separate contracts for each program, as determined to be in the best interest of
the City. Contractors may submit proposals for the Pasco Farmers Market Program, The Pasco Specialty Kitchen
or both.
Contractors proposing to operate only one program shall clearly identify the program for which they are submitting
a proposal.
Contractors proposing to operate both programs should identify any operational efficiencies, shared staffing,
integrated programming, marketing strategies, or other benefits associated with managing both programs under a
single contract.
The City reserves the right to make one award for both programs or separate awards for each program.
2.3 PASCO FARMER'S MARKET PROGRAM SCOPE DESCRIPTION
Starting in 2027 the selected Contractor shall be responsible for all aspects of management and operations of the
Pasco Farmers Market Program, including but not limited to the following:
1. Market Administration & Program Management
a. Serve as the primary operator and administrator of the Pasco Farmers Market Program, with
responsibility for overall program management, day-to-day operations, and long-term success.
b. Lead the planning, coordination, and execution of all market activities, ensuring a high-quality experience
for vendors, customers, and community partners.
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CITY OF PASCO, WASHINGTON
Operation of The Farmer's Market Program
& The Pasco Specialty Kitchen
c. Develop and implement an annual operations plan outlining vendor strategy, programming, marketing
approach, and performance goals for each market season.
d. Establish, maintain, and update all policies, procedures, and operational guidelines necessary for
effective and efficient market operations.
e. Serve as the primary point of contact for vendors, sponsors, community partners, and stakeholders.
f. Coordinate with the City on high-level program goals, reporting, and alignment with City priorities, while
maintaining primary responsibility for implementation and day-to-day decision-making.
g. Utilize and manage market management systems (e.g., MarketWurks or equivalent) for vendor
coordination, scheduling, communications, and recordkeeping.
h. Ensure all aspects of the market program are operated in a professional, inclusive, and community-
focused manner that reflects the City's values and goals.
2. Vendor Recruitment, Screening & Management
a. Develop, publish, and manage annual and seasonal vendor applications using a digital platform (e.g.,
MarketWurks or equivalent).
b. Actively recruit and retain a diverse mix of vendors, including agricultural producers, prepared food
vendors, artisans, and value-added food businesses, to ensure a vibrant and balanced market.
c. Establish and maintain vendor eligibility criteria and selection processes that align with market goals and
industry best practices.
d. Conduct vendor vetting, jurying, and selection, ensuring product diversity, quality, and alignment with
market standards.
e. Assign vendor spaces and manage stall layout, including returning vendor placement and integration of
new vendors.
f. Establish, collect, and manage all vendor fees, including stall fees, seasonal rates, and day-of fees, in
accordance with City-approved fee structures.
g. Manage all vendor billing, invoicing, and payment collection, and maintain accurate financial and vendor
records.
h. Maintain all required vendor documentation, including W-9 forms, business licenses, permits, and
certificates of insurance.
i. Ensure all vendors comply with applicable Benton-Franklin Health District regulations and obtain required
permits prior to operation.
j. Enforce all market rules and policies consistently, including addressing complaints, resolving disputes,
and taking corrective action when necessary.
k. Serve as the primary point of contact for all vendor communications, ensuring timely, clear, and
professional engagement.
3. Physical Site Setup & Operations
a. Coordinate all aspects of site setup and breakdown each market day, including layout of stalls, signage,
and crowd management infrastructure.
b. Manage the covered pavilion structures and report any maintenance or facility needs to the City promptly.
c. Ensure adequate access for vendors, including load-in/load-out logistics on market days.
d. Arrange for and oversee trash and recycling services, ensuring the site is clean and properly restored
following each market.
e. Ensure compliance with all ADA accessibility requirements throughout the market site.
f. Coordinate with the City regarding any required permits for street closures, amplified sound, or special
event approvals.
g. Maintain appropriate signage including market identification, directional, vendor identification, and
informational signs.
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CITY OF PASCO, WASHINGTON
Operation of The Farmer's Market Program
& The Pasco Specialty Kitchen
4. Marketing Outreach & Community Engagement
a. Develop and implement a comprehensive seasonal marketing and communications plan to promote
market attendance, vendor participation, and overall program visibility.
b. Lead all marketing efforts for the Pasco Farmers Market Program, including social media, digital content,
email communications, and on-site promotional materials, in alignment with City branding guidelines.
c. Maintain and regularly update an active online presence, including social media platforms and a
dedicated website, ensuring timely and accurate information.
d. Establish measurable goals and key performance indicators for attendance, vendor participation, and
community engagement, and adjust marketing strategies to support continued growth.
e. Conduct targeted outreach to recruit new vendors, sponsors, and community partners, with an emphasis
on supporting local agriculture, small businesses, and underrepresented entrepreneurs.
f. Develop culturally responsive, bilingual and ADA-compliant outreach materials appropriate for Pasco's
diverse community to ensure broad accessibility and inclusion.
g. Build and maintain partnerships with downtown businesses, community organizations, schools, and
regional partners to expand market reach and visibility.
h. Coordinate cross-promotional efforts with the City and other community events, while maintaining primary
responsibility for execution of marketing activities.
i. Develop sponsorship opportunities and promotional partnerships that enhance market programming and
financial sustainability.
5. Programming & Special Events
a. Plan, coordinate, and implement engaging and diverse programming integrated into regular market
operations to enhance customer experience and increase attendance.
b. Develop and execute a seasonal programming plan that includes a mix of educational, cultural, and
community-focused activities.
c. Coordinate and manage recurring and special programming, which may include:
* "Meet Your Farmer" events and producer storytelling
* Cooking demonstrations and culinary education
* Family-friendly and youth-oriented activities
* Live entertainment, music, and performances
* Seasonal and themed events (e.g., opening day, harvest market, holiday markets)
d. Maintain and operate the K.E.R.N.E.L. Kid Cash program in coordination with the City, ensuring program
continuity, community participation, and compliance with any funding or reporting requirements.
e. Integrate and support food access and nutrition programs, including SNAP/EBT and incentive programs
(e.g., Double Up Food Bucks), as part of regular market operations.
f. Coordinate with vendors, partners, and sponsors to enhance programming and create unique market
experiences.
g. Identify and implement new programming opportunities that respond to community needs and support
market growth.
h. Manage all logistics associated with programming, including scheduling, setup, coordination, and day-of
execution.
i. Obtain or coordinate all necessary permits related to special events, including but not limited to amplified
sound, temporary alcohol service (if applicable), and other regulated activities.
6. Program Expansion & Innovation
a. Identify and evaluate opportunities to expand the Pasco Farmers Market Program to additional locations,
days, or seasons to increase access to fresh food and support local vendors.
b. Develop and present recommendations to the City for new or alternative market formats, such as
neighborhood markets, pop-up markets, evening markets, or seasonal/holiday markets.
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CITY OF PASCO, WASHINGTON
Operation of The Farmer's Market Program
& The Pasco Specialty Kitchen
c. Pilot and implement approved expansion efforts, including planning, vendor recruitment, operations, and
evaluation of success.
d. Explore innovative programming, partnerships, and service models that enhance community engagement
and long-term sustainability of the market program.
e. Assess market performance and community needs to inform continuous improvement and strategic
growth of the program.
7. Financial Management & Reporting
a. Develop and submit an annual operating budget for the Pasco Farmers Market Program for City review
and approval prior to each market season.
b. Establish and manage all financial processes related to market operations, including vendor billing, fee
collection, sponsorships, and program-related revenues.
c. Maintain complete, accurate, and auditable financial records for all market-related activities.
d. Provide regular financial reporting to the City, including at minimum an annual summary of revenues,
expenditures, and overall program performance.
e. Administer any City-provided funding, grants, or subsidies in compliance with all applicable requirements,
including tracking and reporting as required.
f. Support and administer food access and benefit programs (e.g., SNAP/EBT, incentive programs),
including tracking, reporting, and reconciliation as required for reimbursement or grant compliance.
g. Identify and pursue sponsorships, partnerships, and grant opportunities to support market programming
and long-term financial sustainability.
h. Coordinate with the City on financial policies, fee structures, and any required approvals, while
maintaining primary responsibility for day-to-day financial management.
i. Develop and submit an annual marketing plan, with key performance indicators, strategies, and tactics for
City approval prior to each market season.
j. Develop and submit an annual report on marketing key performance indicators with social media,
website, advertising, community attendance, and vendor attendance data.
8. Health, Safety & Compliance
a. Ensure all market operations comply with applicable federal, state, and local regulations, including
Benton-Franklin Health District food safety requirements.
b. Maintain a written emergency response and incident management plan for market operations.
c. Carry and maintain required insurance coverage as specified by the City, including general liability and
worker's compensation.
d. Ensure all vendors carry required permits, licenses, and insurance prior to operating at the market.
e. Conduct regular inspections of vendor setups to ensure compliance with safety and health standards.
2.4 PASCO SPECIALTY KITCHEN SCOPE DESCRIPTION
1. Facility Administration & Management
a. Employ or designate a qualified Facility Coordinator/Manager to oversee day-to-day operations of PSK.
b. Develop, maintain, and update written operational policies, client rules, and facility use agreements
consistent with all applicable regulations.
c. Manage facility scheduling, ensuring efficient use of kitchen zones (Main Kitchen, Center Kitchen,
Scullery Kitchen) and lounge/meeting space.
d. Manage the parklets, temporary outdoor structures adjacent to the facility, to maximize sidewalk
activation and public dining opportunities.
e. Maintain an accurate schedule of all client reservations and kitchen usage times.
f. Serve as the primary point of contact for PSK clients, prospective clients, and City staff.
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