2026_Master Concessionaire.docx

STATEMENT OF WORK

2026 MAFB Airshow Master Concessionaire

1.0 Purpose

1.1 Contractor's responsibility to provide food, beverages, and novelty items during the Maxwell Air Force Base Open House/Air Show (OHAS) scheduled for April 17, 18, and 19, 2026.

1.2 Estimated attendance of 100,000 for the weekend.

1.3 Exclusive rights to sell items during the event under specified conditions.

2.0 Contractor Requirements and Obligations

2.1 Food, Beverage, and Novelty Sales:

2.1.1 Contractor shall provide food, and non-alcoholic beverages, and novelty resale items during the Maxwell Air Force Base Open House/Air Show (OHAS) scheduled for April 17, 18, and 19, 2026.

2.1.2 Exclusive rights to sell all food, beverage, and novelty items during the event, subject to the stipulations set forth in this document.

2.2 Concession Infrastructure and Management:

2.2.1 Contractor must have the capability to supply sufficient concession tents and booths to meet the high volume demands of the open house crowds.

2.2.2 Provision of adequate management personnel to oversee all concession operations, manage cash, conduct trash collections, and ensure cleanup within the concession areas.

2.3 Logistical Support:

2.3.1 Responsible for providing all necessary logistical support for the event unless otherwise specified.

2.3.2 Designation of a Contract Manager with full authority to act on behalf of the Contractor, promptly responding to communications and available for face-to-face meetings.

2.4 Equipment and Setup:

2.4.1 Contractor is accountable for providing all tents, booths, tables, chairs, cooking/serving equipment, fire extinguishers, electrical needs, potable water containers and any other needed supplies required for the event.

2.4.2 If specific equipment (trailers, fork lifts, etc.) is needed and cannot be supplied by the contractor to complete setup/teardown, requirements must be submitted NLT 60 days prior to the Force Support Squadron Support Coordinator and Contracting Representative for consideration.

2.4.3 Ensuring tents are color coordinated, in good condition, and booths are uniform, labeled, and easily readable. Menus must be easily read with pricing structure annotated.

2.4.4 Capability to set up tents on various surfaces (concrete or grass) with appropriate anchoring for prevailing local winds.

2.5 Assembly and Teardown:

2.5.1 Responsibility for all assembly and teardown of all booths, tents, and other concession equipment.

2.5.2 Return of the ground area used by the Contractor to its original state post-event.

2.6 Operational Timelines:

2.6.1 Concession booths must be fully operational by 0700 on the event's first day.

2.6.2 Removal of booths no later than 2200 on the event's final day.

2.7 Novelty Items and Merchandise:

2.7.1 Provision of quality novelty items for resale with specific approvals for certain branded merchandise.

2.7.2 Approval process for commemorative items before resale.

2.7.3 Coordination and non-competition clauses with booster clubs and approved merchandisers.

2.8 Volunteer Training:

2.8.1 Contractor shall provide all necessary training to volunteers unless directed otherwise by the Contracting Officer.

2.8.2 Coordination of training classes through the Non-Appropriated Fund Instrumentality (NAFI).

2.9 Security Measures: Contractor is responsible for ensuring the security of all equipment and supplies related to the performance of this contract.

2.10 Souvenir Programs: Contractor shall produce air show souvenir programs for public resale, subject to approval of program design and content by the Contracting Officer.

2.11 Insurance Obligations:

2.11.1 Contractor shall, at its expense, provide specific types of insurance coverage with defined minimum liability limits, as follows:

2.11.1.1 Workers Compensation

2.11.1.2 Comprehensive General Liability

2.11.1.3 Comprehensive Automobile Liability

2.11.1.4 Cancellation Insurance.

2.11.2 The Contractor shall provide the NAFI with appropriate copies of the insurance coverage upon contract award.

2.12 Logistics and Equipment

2.12.1 Contractor's responsibility for providing tents, booths, equipment, and supplies.

2.12.2 Requirements for the condition, setup, and anchoring of tents and booths.

2.13 Assembly and Teardown

2.13.1 Contractor's responsibility for the setup, teardown, and cleanup of all equipment.

2.13.2 Operational hours and cleanliness guidelines for concession booths.

2.14 Novelty Items and Merchandise

2.14.1 Requirement for quality merchandise approval.

2.14.2 Approval process for specific commemorative items and merchandise.

2.15 Volunteer Training

2.15.1 Contractor's responsibility for volunteer training coordination.

2.16 Equipment Security

2.16.1 Contractor's responsibility for the security of all equipment and supplies.

2.17 Souvenir Programs

2.17.1 Contractor's responsibility for producing air show souvenir programs with approval from the Contracting Officer.

2.18 Insurance

2.18.1 Contractor's Obligation:

2.18.1.1 The Contractor shall, at its own expense, provide the following types of insurance coverage, each with the following minimum liability limits:

2.18.1.1.1 Workers Compensation Insurance: Equivalent workers' compensation coverage as required by law. Minimum employer liability limit of $1,000,000 for accidental bodily injury or death, or for occupational disease.

2.18.1.1.2 Comprehensive General Liability: Minimum limit of $1,000,000 per occurrence for bodily injury.

2.18.1.1.3 Comprehensive Automobile Liability: Minimum limits of $1,000,000 per person and $1,000,000 per accident or occurrence for bodily injury. Minimum limit of $1,000,000 per occurrence for property damage.

2.18.1.1.4 Cancellation Insurance: Coverage in the event of inclement weather or national emergency, with an amount to be determined based on the potential financial impact of such cancellations.

2.18.2 The Contractor shall provide the NAFI with appropriate copies of the insurance coverage upon award of the contract.

3.0 Supplies and Food Items

3.1 Food Safety Compliance and Inspection

3.1.1 Approved Sources and Compliance:

3.1.1.1 All food sold by the Contractor must originate from approved sources as defined in Air Force Instruction (AFI) 48-116, Food Safety Program.

3.1.1.2 Contractor shall ensure compliance with AFI 48-116, Food Safety and Inspection Program, and any other applicable base directives governing food safety.

3.1.2 Inspection Process: All food brought onto the base by the Contractor or suppliers will undergo inspection by the Base Health Inspectors upon delivery.

3.2 Supplies and Inventory Management

3.2.1 Contractor's responsibility for providing all supplies (including ice), food items, and non-alcoholic beverages for use in booths.

3.2.2 Compliance with Food Safety Regulations: Ensuring all food sold under this contract adheres to AFI 48-116 and base directives.

3.2.3 Supplier Coordination: Contractor to provide a list of suppliers to the Contracting Officer 30 days before the open house.

3.2.4 Food and Beverage Handling Procedures: Coordination with Base Health Inspection Office for food and beverage preparation procedures in writing, no later than 30 days before the open house.

3.2.5 Mandatory Health Education: All personnel operating food booths required to attend health education classes coordinated through the Contractor and Base Public Health Office

3.3 Financial Control and Monitoring

3.3.1 Monitoring Fund Collections:

3.3.1.1 Force Support Squadron accounting personnel must accompany Contractor personnel to monitor and verify fund collections during the event.

3.3.1.2 Utilization of AF Form 1875, NAF Individual Cashier’s Report for controlling funds unless otherwise directed.

3.4 Cash Handling Procedures and Audit Controls

3.4.1 Audit and Procedures:

3.4.1.1 Contractor must use point of sale systems and inventory sheets at each individual booth for audit purposes.

3.4.1.2 Beginning inventory counts will be submitted prior to the start of the event and spot checked by Force Support Squadron accounting personnel prior to the start of the event. Ending inventory will be spot checked by Force Support Squadron personnel.

3.4.1.3 Submission of proposed procedures for handling overages and shortages as well as inventory variances, subject to approval by the Resource Management Flight Chief or authorized alternate 30 days before the open house.

3.5 Revenue Collection and Deposits

3.5.1 Daily Revenue Collection and Deposits:

3.5.1.1 Authorized NAFI and Contractor representatives to collect cash daily, reconciling and counting revenue in the presence of both parties.

3.5.1.2 Depositing all revenue into an account set up by the NAFI in the local base bank, disbursing based on agreed-upon guarantees and percentages.

4.0 NAFI Rights and Reservations

4.1 Rights reserved by the NAFI concerning cash collections, volunteer support, entertainment, sponsorships, chalet, night show, and runway club food and beverage sales and on-base organization sales.

4.2 The NAFI reserves the right to:

4.2.1 Monitor all cash collections, bank deposits, and completion of cash control documents.

4.2.2 Provide volunteer staff to support the event.

4.2.3 Provide entertainment separate and apart from contractor’s proposal.

4.2.4 Provide commercial sponsorships associated with the support of this event.

4.3 The Contracting Officer shall resolve any conflicts relating to sponsorships.

4.4 Grant to certain other on-base organizations, and local vendors, subject to the approval of the Mission Support Group (MSG) Commander, the privilege to sell certain specific items not stocked by the contractor.

4.5 The NAFI will coordinate with the contractor on items and locations of these organizations.

5.0 Acts of God Coverage

5.1 Force Majeure Clause:

5.1.1 In the event of unforeseen circumstances constituting "acts of God," including but not limited to inclement weather or national emergencies, rendering the performance of this contract impracticable, the Contractor shall notify the Contracting Officer immediately.

5.1.2 Both parties acknowledge that such circumstances may prevent or delay the fulfillment of obligations under this contract.

5.1.3 The Contractor shall make every reasonable effort to mitigate the effects of such events to fulfill its duties under this contract.

5.1.4 Upon occurrence of such events, both parties agree to negotiate in good faith to determine an equitable solution, which may include adjustments to timelines, performance schedules, or other terms as mutually agreed upon.

5.1.5 If such circumstances persist for an extended period, the Contracting Officer reserves the right to modify, terminate, or take other appropriate actions as deemed necessary to address the situation in the best interest of all parties involved.

6.0 Additional Notes

6.1 Vendor Booth Access and Coordination

6.1.1 Booth Access and Placement Coordination:

6.1.1.1 Vendor booth access and placement determinations require coordination and/or approval by the air show coordinator, NAF Contracting Officer, and/or Force Support Squadron representatives of the air show committee.

6.1.1.2 Contractor recommendations for booth/display placement will be considered by the air show committee.

6.1.2 Prohibition: Concession contractors must not promise access or specific locations

6.2 Civilian Aerial Demonstrations and Sponsorships

6.2.1 Aerial Demonstrations and Sponsorship Coordination:

6.2.1.1 Civilian aerial demonstration acts or teams seeking access or booth display benefits must coordinate their requests through the installation Mission Support Group (MSG) Commander or higher authority.

6.2.1.2 Aerial act underwriters requiring recognition equivalent to commercial sponsors must negotiate separate sponsorship agreements with Force Support.

6.2.1.3 Conflict Resolution: Any conflicts regarding sponsorships shall be resolved by the

6.3 Ramp Access and Booth Locations

6.3.1 Coordination for Ramp Access and Booth Locations:

6.3.1.1 Access or booth location issues on the ramp for sponsor booths/displays, concessionaire contractor booths, or other organization-operated booths shall be coordinated and resolved by the Force Support Squadron Support Director along with the air show committee.

6.3.1.2 The Force Support Squadron Support Director will collaborate with the air show committee to resolve any concerns regarding booth locations and access on the ramp area.