Attachment 1 - Statement of Work (Official).pdf

STATEMENT OF WORK

1.0 Purpose

1.1 Contractor shall provide a dual personal motion flight simulator and related services from 5 April 2024 to 7 April 2024 for the Maxwell Air Force Base (MAFB) "Beyond the Horizon” Open House/Airshow (OHAS).

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

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

2.0 Contractor Requirements and Obligations

2.1 Contractor shall provide one (1) Dual M-4 Personal Motion Flight Simulator with the following specifications:

2.1.1 Each unit shall seat two (2) riders

2.1.2 A minimum of two (2) live footage flight programs

2.1.3 A minimum of three (3) computer generated flight programs

2.1.4 All rides shall offer 360-degree barrel rolls and a true-to-life aircraft experience

2.1.5 Each unit is permanently mounted in a 40-foot, gooseneck, 3-axel trailer.

2.1.5.1 The 3-axel trailer shall have two (2) side concession doors, decking, steps, fence, lights, and a side walk-in door.

2.1.5.2 The 3 axel trailer shall be fully self-contained with a quiet 60-amp, diesel generator.

2.1.6 Each capsule shall have 6000 BTU air conditioner units for the rider’s comfort.

2.1.7 The interior shall feature padded seats with 4-point harness seatbelts for passenger safety.

2.1.8 The footprint for the ride shall be approximately 40’ x 15’.

2.2 Charge For Service:

2.2.1 Contractor shall provide the individual cost for passengers to ride.

2.2.2 Contractor shall provide their proposed Revenue Share percentage with the Government.

2.2.3 Contractor shall provide management personnel to oversee all operations manage cash, conduct trash collections, and ensure cleanup within the concession areas.

2.2.3 The Government shall provide two (2) volunteers to vendor each day.

2.2.4 The Government shall provide two (2) Lodging Rooms to accommodate staff.

2.3 Logistical Support:

2.3.1 Contractor shall provide all necessary logistical support for the event unless otherwise specified.

2.3.2 Contractor shall clearly designate a Contract Manager with full authority to act on behalf of the Contractor and shall promptly respond to communications and available for face-to-face meetings initiated by the Contracting Officer.

2.4 Equipment Setup and Teardown:

2.4.1 Contractor shall provide all tents, booths, equipment, supplies, and other concession equipment required for the event.

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

2.4.3 All tents and booths shall be capable of being set up on various surfaces (concrete or grass) with appropriate anchoring for prevailing local winds.

2.4.4Return of the ground area used by the Contractor to its original state post-event.

2.4.5 Operational timelines:

2.4.5.1 Concession booths must be fully operational by 0700 on the event's first day and removed no later than 2200 on the event's final day.

2.6 Security Measures: Contractor shall ensure 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 prior to contract award.

2.8 Funding & Resource Management:

2.8.1 Contractor shall establish individual cash and inventory sheets per booth for audit purposes and submit to the Resource Management Flight Chief (or his/ her duly authorized alternate) for approval fourteen (14) days prior to the open house. 2.8.2 Contractor shall submit proposed accounting and safeguarding procedures to be used during the event and address specific procedures for overages and shortages.

2.8.3 Cash shall be collected by an authorized NAFI and contractor representative daily, or more often as directed by the Contracting Officer.

2.8.4 All cash shall be counted in the presence of the NAFI representative. The contractor representative and NAFI representative shall agree at the close of each day on the amount of revenue received.

2.8.5 All revenue shall be deposited to an account set up by the NAFI in the local base bank until such time as disbursement is accomplished based upon the agreed guarantee 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

6.0 Vendor Booth Access and Coordination

6.1 Booth Access and Placement Coordination:

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

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

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

7.0 Ramp Access and Booth Locations

7.1 Coordination for Ramp Access and Booth Locations:

7.1.1 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.

7.1.2 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.