Attachment 1 - DRAFT Statment of Work.pdf

STATEMENT OF WORK

1.0 Purpose

1.1 Contractor's responsibility to provide static Display of M4 Sonic Boom Simulation Flight service for Beyond the Horizon 2024 Air and Space show, April 5, 6, and 7, 2024.

1.2 Estimated attendance of 150,000+ for the weekend.

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

2.0 Contractor Requirements and Obligations

2.1 Static Display. Contractor shall provide 1 Dual M-4 Personal Motion Flight Simulator.

2.1.1 Each unit seats 2 riders for an experience of exhilarating true feeling of flying and movement yet never actually leaving the ground. Two programs of actual live footage and three programs are computer generated. All rides offer a number of 360-degree barrel rolls, a true-to-life aircraft experience.

2.1.2 The two M-4 units are permanently mounted in a 40-foot gooseneck 3-axle trailer. It has two side concession doors, decking, steps, fence, lights and a side walk-in door. It is fully self-contained with a quiet 60-amp Kubota diesel generator.

2.1.3 Each capsule has 6000 BTU air conditioner units for the rider’s comfort. The interior features padded seats with 4-point harnesses for the safety of the passengers.

2.1.4 The footprint for the ride is 40 x 15 feet. For BTH April 5, 6, and 7, 2024.

2.2 Charge For Service:

2.2.1 Contractor shall provide how much they will charge guests for the experience.

Contractor shall participate in and provide their revenue share return.

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

2.2.3 Agreed upon term of two volunteers allotted to vendor each day.

2.2.4 Two Lodging Rooms to be provided to accommodate staff.

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, equipment, and supplies required for the event.

2.4.2 Ensuring tents are color coordinated, in good condition, and booths are uniform, labeled, and easily readable.

2.4.3 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 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.

2.5.3 Operational timelines:

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

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

2.6 Security Measures:

2.6.1 Contractor is responsible for ensuring the security of all equipment and supplies related to the performance of this contract.

2.7 Insurance Obligations:

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

2.7.1.1 Workers Compensation, Comprehensive General Liability, Comprehensive Automobile Liability, and Cancellation Insurance.

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

2.8 Financial Control and Monitoring

2.8.1 Monitoring Fund Collections:

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

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

2.9 Cash Handling Procedures and Audit Controls

2.9.1 Audit Sheets and Procedures:

2.9.1.1 Contractor to establish individual cash and inventory sheets per booth for audit purposes.

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

2.10 Revenue Collection and Deposits

2.10.1 Daily Revenue Collection and Deposits:

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

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

2.11 Financial Control

2.11.1 Monitoring of fund collections, use of cash control documents, and revenue deposition process.

2.12 Cash Handling Procedures and Audit Controls

2.12.1 Audit Sheets and Procedures:

2.12.1.1 Contractor to establish individual cash and inventory sheets per booth for audit purposes.

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

2.12.2 Daily Cash Collection and Counting:

2.12.2.1 Cash to be collected daily by an authorized NAFI representative and Contractor representative or as directed by the Contracting Officer.

2.12.2.2 All cash counts conducted in the presence of the NAFI representative to ensure transparency and accuracy.

2.13 Revenue Collection and Deposits

2.13.1 Daily Revenue Reconciliation and Deposits:

2.13.1.1 At the close of each day, Contractor and NAFI representatives will agree upon the amount of revenue received.

2.13.1.2 All revenue collected will be deposited into an account established by the NAFI at the local base bank.

2.13.1.3 Disbursement of funds will occur based on the agreed guarantees and percentages.

3.0 NAFI Rights and Reservations

3.1 Rights reserved by the NAFI concerning cash collections, volunteer support, entertainment, sponsorships, and on-base organization sales.

3.1.1 The NAFI reserves the right to:

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

3.1.1.2 Provide volunteer staff to support the event.

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

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

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

3.1.3 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.

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

4.0 Acts of God Coverage

4.1 Force Majeure Clause:

4.1.1 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.

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

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

4.1.4 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.

4.1.5 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.

ADDITIONAL NOTES

5.0 Vendor Booth Access and Coordination

5.1 Booth Access and Placement Coordination:

5.1.1 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 to the air show committee.

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

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

6.0 Ramp Access and Booth Locations

6.1 Coordination for Ramp Access and Booth Locations:

6.1.1 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 Services Marketing/Sponsorship POC along with the air show committee.

6.1.2 The Services Marketing/Sponsorship POC will collaborate with the air show committee to resolve any concerns regarding booth locations and access on the ramp area.