Attachment 1 - Instructions to Offerors_Evaluation of Offers.pdf

2025 “Wings over Wayne” Open House / Air Show Attachment 1

Instructions to Offerors:

All proposals must include the following information:

1. The name, address, and telephone number of the Offeror.

2. Offeror Point of Contact

3. Proposals must be valid for a period of no less than 45 days.

4. Prices shall be all inclusive (e.g. all material, transportation, labor, delivery, etc.)

PROPOSAL PREPARATION INSTRUCTIONS:

To assure the timely and equitable evaluation of proposals, Offeror shall follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors and, if applicable, sub- factors. Proposals submitted in response to this Solicitation must address the following three (3) evaluation factors which consist of; Factor I

- Technical Proposal, Factor II - Past Performance Information, and Factor III – Price

FACTOR I – TECHNICAL CAPABILITY PROPOSAL –

Each Offeror shall provide a management plan describing their strategy for performing under this contract in sufficient detail to evaluate compliance with the Government’s requirement as stated in the Statement of Work (SOW). At a minimum the management plan shall include the following items: (maximum page limit is 20 Pages)

a. Description of all food and beverage items to be sold. Include menu and proposed retail price lists.

b. The Offerors’ recommended number and type of concession stands provided during the days of the Open House based off of the information provided in the SOW.

c. Set up and take down responsibility for concession equipment along with time requirements.

d. Security requirements.

e. Safety features.

f. Insurance liability.

g. Accounting procedures.

h. Operation and audit procedures.

i. Qualifications of key contractor personnel who may be assigned to perform under this contract (i.e. special event background, academic credentials and/or practical experience).

j. Manpower required each day for booths.

k. Financial Disclosure: Provide evidence of sufficient resources to perform under the requirements of this contract. Include financial operating statements for the preceding two (2) years.

FACTOR II – PAST PERFORMANCE INFORMATION –

Past Performance: Provide at least two (2) of the most recent and relevant concession operations. Recent operations include those performed within the last two (2) years. Relevant operations include those of a similar magnitude (serving roughly 75,000 patrons per day, with the USAF Thunderbirds, U.S. Navy Blue Angels or similar top tier act performing) to the current requirement. The evaluation of past performance information will consider information regarding predecessor companies and key personnel who have relevant experience when such information is relevant. From the list of recent and relevant operations, questionnaires may be utilized by the Government to evaluate past performance. The NAFI (Non-Appropriated Fund Instrumentality) will evaluate the quality and extent of Offeror’s performance deemed relevant to the requirements of this solicitation. The NAFI will use information submitted by the Offeror’s and other sources to assess performance.

For each contract reference provided, the Offeror will have its Point of Contact submit a completed and signed Past Performance Questionnaire (Attachment 6) to the 4th Contracting Squadron via email; Kelsie Papst at kelsie.papst@us.af.mil and Aaron VanVynckt at aaron.vanvynckt.1@us.af.mil. Completed questionnaires shall be received by the Government no later than the solicitation due date. The Government may, at its sole discretion, waive the timeliness requirements for late past performance questionnaires. Offerors are responsible to ensure their reference sources receive, complete and return the questionnaires by no later than the solicitation due date and time. Offerors should follow-up with their evaluators to ensure questionnaires have been submitted. The Government may contact contract references to verify data, conduct interviews, and follow-up on questionnaire submissions.

The Government shall consider the information provided from the Offeror and may well consider any other source when evaluating the Offeror’s past performance.

FACTOR III – PRICE (FEE) -

Offeror shall submit a fee percentage quoted to the NAFI from the gross receipt of the period of performance, less taxes. The fee shall be paid to NAFI based on the total combined sales of the event included in this contract. Concessionaire must submit a payable fee with a percent of gross sales for the period of performance.

Evaluation of Quotes:

The Government will award a contract resulting from this solicitation to the responsible Offeror whose proposal, conforming to the solicitation, will be most advantageous to the NAFI, price and other factors considered. The following factors shall be used to evaluate proposals:

1. Technical capability

2. Past Performance

3. Price (Fee) Schedule

A. Evaluation Factors:

FACTOR 1 - TECHNICAL CAPABILITY EVALUATION

The Offeror will be evaluated for compliance in outlining all elements described in the instructions to Offerors, and to the extent that it meets the requirements of the Statement of Work. The purpose of this assessment is to provide the NAFI a reasonable expectation that the vendor is technically capable of successfully performing the requirements of the resultant contract. Based upon the evaluation Offerors will be assigned ratings of “Acceptable” or “Unacceptable.” Offerors with an “Unacceptable” technical rating will not be considered for award.

FACTOR 2 - PAST PERFORMANCE EVALUATION

Past performance evaluations shall be based on the past performance information provided in response to the requirements described in the instructions to Offerors, and may be verified with the contact information mailto:kelsie.papst@us.af.mil mailto:aaron.vanvynckt.1@us.af.mil provided in the proposal or other means available to the Government. "Past Performance shall be evaluated as either "Acceptable" or "Unacceptable."

FACTOR 3 – PRICE (FEE) EVALUATION

Offerors quoted percentage fee will be assessed for reasonableness of the proposed fee. The NAFI may assess the realism of proposed fees where an Offeror’s total evaluated fee can realistically support successful performance for the entire performance period of the contract. The burden of credibility of fee rests solely with the Offeror.

Proposed proceeds will be evaluated to determine if proposed percentages are imbalanced or are unreasonably low in relation to the Government’s independent cost estimate or other proposed proceeds received in response to the solicitation. For evaluation purposes, the Government will calculate the value of the proposed percentage values by multiplying the following estimated amounts by the proposed percentages. The total price/fee will be calculated by adding those determined values of CLINs 0001AA through 0001AD together and adding this total to the minimum cash guarantee.

CLIN: Estimated Amounts for Evaluation Purposes Only:

0001AA $100,000.00

0001AB $110,000.00

0001AC $3,000.00

0001AD $3,000.00

The Offeror's proposed percentages of sales to the Government shall also be evaluated for reasonableness. It is expected that the competitive nature of this acquisition will drive the reasonableness and realism for proposed proceeds; however, the NAFI reserves the right, if it deems appropriate, to make these determinations utilizing available price analysis techniques.

Offeror shall ensure each amount listed in the OFFER SCHEDULE takes into account all contractor costs associated with the appropriate item(s).

A panel of MWR program specialists, Government Air Show personnel and Contracting personnel will evaluate proposals in response to this solicitation. The recommendation of the panel will be submitted to the Mission Support Group Commander for his final decision.

Consideration will be given to both quality of service and economic advantages as indicated by Offerors’ response to this solicitation. This contract will be awarded to the Offeror best suited to contribute to the achievement of event objectives based on a thorough evaluation of each proposal.

The decision of the Mission Support Group Commander is final.