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

Location:	Washington
Posted:	Apr 7, 2026
Due:	Apr 10, 2026
Agency:	City of Pasco
Type of Government:	State & Local
Category:	73 - Food Preparation and Serving Equipment S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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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.

Page 5 of 11

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	REQUEST FOR PROPOSALS - PASCO AQUATIC CENTER – AUTOMATED AND/OR SELF-SERVE FOOD SERVICES
Category:	Parks & Recreation
Status:	Open

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

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