Attachment 2 - Statement of Work.pdf

2025 “Wings over Wayne” Open House / Air Show Attachment 2

SEYMOUR JOHSON AIR FORCE BASE

“WINGS OVER WAYNE” (WoW) OPEN HOUSE / AIR SHOW

MASTER CONCESSIONAIRE CONTRACT

STATEMENT OF WORK

19 JANUARY 2025

SCOPE OF WORK

1. Contractor shall provide food, non-alcoholic beverages and novelty resale items to be sold during the Wings Over Wayne, Seymour Johnson Air Force Base Open House (OH) scheduled to take place on 03 & 04 May 2025. Based on previous attendance records, crowds are estimated to be 75,000 (Saturday/Sunday only) per day. This year’s OH may include additional ground events that are open to the public. Contractor shall have exclusive rights to sell all food, beverage, and novelty items (depending on the bids submitted) during the event, subject to the stipulations set forth in this document.

2. Contractor must have the ability to provide sufficient concession tents/booths to meet the high volume demands of the open house crowds and provide sufficient management personnel to effectively oversee all booth concession operations, collect excess cash for bank deposits, trash collections and cleanup within the concession booths.

3. The Contractor shall b e responsible for providing all necessary logistical support for this event, unless otherwise specified in this statement of work. T h e Contractor shall designate, in writing, a Contract Manager who shall be the single point of contact and have full authority to act on behalf of the contractor on all matters related to the performance of this contract. The name of this individual (and any alternates who have been delegated the same authority) shall be provided to the Contracting Officer (CO) within ten (10) days after award of the contract. The named individual(s) shall promptly respond to phone calls from the Contracting Officer and be available for meetings that may be scheduled by the CO.

4. Contractor is responsible for providing all the booths, tents, equipment and supplies to support this event. Tents/canopies shall be color coordinated and booths shall be uniform in color and size. Tents/canopies must have the ability to set up on concrete with appropriate anchoring to sustain the prevailing winds in the local area. Drilling into the concrete or asphalt ramp or adjacent areas is forbidden. Driving stakes into soil areas anywhere near the flight line is prohibited due to underground utilities.

5. Contractor is responsible for assembly and teardown of all booths, tents, and other concession equipment (i.e. Refrigeration equipment, grease disposal, golf carts, etc.) and concession booths (includes both contractor and subcontractors). The ground area used by the contractor shall be returned to its original state at the conclusion of the event, free from all trash, grease, ice, etc. The contractor shall ensure all flightline areas are cleared of all equipment, supplies, etc. Concession booths shall begin set up no earlier than 02 May 25 8:00AM (EST) and complete set up by 11:59 PM and removed no later than 8:00 PM EST on the last day of the event (Sunday, 04 May 25). If additional time is required for final day clean-up, arrangements must be made with the 4th Force Support Squadron Project Manager (FSS PM) and/or the CO. The booths shall be open for business from

0800 hours until 1530 hours each day of the event (03-04 May 25). The concession booths shall be continuously kept clean during the hours of operation (i.e., empty trash cans when needed and dispose of trash bags, continuous scanning of entire grounds for all trash/debris).

6. Contractor may provide novelty items and merchandise for resale. Contractor shall ensure only quality merchandise and items are offered to maintain the integrity of the event at its highest levels. FSS PM and/or the CO must approve commemorative tee shirts or other items depicting the open house or Air Force emblem before offered for resale to the public. Applicability of appropriate disclaimer shall be ensured by the Non- Appropriated Fund Instrumentality (NAFI). Contractor pricing on all food, beverages, merchandise, and novelty items shall be consistent with those charged at comparable military open houses. Military units/organizations, to include military and civilian performers, will be allowed to sell squadron or performance act unique souvenir, novelty, and logo items such as hats, shirts, coins, etc. If requested by the contractor a list of these units shall be provided. These sales will not be allowed in or near the concessionaire booths operated by private organizations.

7. Contractor shall provide all training to volunteers for performing their assigned duties, unless directed otherwise by the CO. All training classes shall be coordinated through the

FSS PM.

8. The Contractor shall honor discount tickets provided to volunteers for the purchase of food and beverages. The Contractor shall provide at least $10K in food and beverage tickets free of charges for use as determined by the FSS PM. Additional food and beverage tickets shall be available for purchase. These tickets shall be printed on a different color paper. These additional tickets shall be billed back to the Force Support Squadron at $.50 for every dollar redeemed.

9. Contractor shall not charge more than $3.00 per 20oz bottle of water.

10. Contractor shall include kids’ menu to not exceed $5.00 per meal (i.e. chicken fingers and fries)

11. Contractor shall provide the systems to support credit card payment options at all tents/booths.

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

13. Contractor shall, at its own expense, provide the following types of insurance:

a. Workers Compensation Insurance, or equivalent workers compensation coverage, as required or p r es c r i b ed by law, with minimum employer liability limit of $100,000.00 for accidental bodily injury or death, or for occupational disease.

b. Comprehensive General Liability with minimum limits of $500,000.00 occurrence for bodily injury.

c. Comprehensive Automobile Liability with minimum limits of $200,00.00 per person and $500,000.00 per accident or occurrence for bodily injury, and $20,000.00 per occurrence for property damage.

d. Cancellation insurance in the event of inclement weather.

e. Contractor shall provide the CO appropriate copies of the required insurance coverage upon award of the contract.

14. Contractor shall provide all supplies (including bags of ice), food items and non-alcoholic beverages to be used in booths and an adequate number of professional, uniformed employees to restock all concession stands as required to ensure that an adequate stock is on hand at all times during the hours of operation. Contractor shall have a minimum of 125 bags of ice (20 lb.) available for the Force Support Management team to purchase, to stock hospitality tents/chalets. All food sold by the contractor must originate from approved sources as defined in Department of the Air Force Instruction (DAFI) 48-116, Food Safety Program. Contractor shall ensure all food sold under this contract complies with DAFI 48- 116, Food Safety and Inspection Program. All food brought on to the base by the contractor (and/or suppliers) shall be inspected by the Base Health Inspectors at the time of delivery.

Contractor shall provide a list of suppliers to the CO no later than 1 March 2025. Contractor shall coordinate all food and beverage preparation procedures with the base Health Inspection Office, in writing, not later than 31 March 2025. All personnel who operate food booths shall be required to attend a health education class given by the contractor and coordinated through the Base Public Health Office. Base Public Health point of contact is Maj Jonathon Dohanich, (919) 722-0770, jonathon.dohanich.mil@health.mil

15. FSS personnel shall accompany contractor personnel to monitor and verify funds turned in by the private organizations manning the concessionaire booths. All funds, change funds and revenue shall be controlled by AF Form 1875, NAF Individual Cashier’s Report unless directed otherwise by the CO.

16. The Contractor shall provide all operating cash and change funds and shall use AF Form 1875 and NAF Individual Cashiers Report for audit purposes. The Contractor shall submit proposed procedures to be used during the event and address specific conditions for overages and shortages to the NAF CO no later than 25 April 2025.

17. Cash will be collected by an authorized NAFI representative and contractor representative daily, or more often as directed by the CO. 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. 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. Payment shall be made to the contractor via EFT within 30 days of the close of the event.

18. The NAFI reserves the right to:

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

mailto:jonathon.dohanich.mil@health.mil

b. Sell alcoholic beverages.

c. Provide volunteer staff to support the event.

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

e. Provide commercial sponsorships associated with the support of this event. The NAFI and the CO shall resolve any conflicts relating to sponsorships.

f. Provide Souvenir Programs for the Open House.

g. To operate a preferred seating area with or without food and beverage. The concessionaire may provide an offer to provide food and beverage for these areas.

h. Grant to certain other on-base organizations, and local vendors such as Kid Zone and hospitality tents/chalets (not open to the public), and military organizations, the privilege to sell certain specific items not stocked by the contractor. The NAFI shall coordinate with the contractor on items to be sold.

i. Any organization volunteering outside of the Master Concessionaire food, beverage, and souvenir sales (i.e. STEM Hanger, etc.), shall be allowed to provide food and drink of their choosing, to all their volunteers. They shall NOT be required to purchase the food from the Master Concessionaire or any subcontracted vendors.

j. 4th FSS reserves the right to sell all “Wings Over Wayne” swag, to include T-shirts and any “Wings Over Wayne” souvenirs.

ADDITIONAL NOTES.

19. Access and location/placement options for vendor booths that sell concession or souvenir type items are determined only with the coordination and/or approval of the Open House coordinator, CO, and/or FSS PM. If the entire OH concessions are contracted to a commercial concern (minus the sale of alcohol), the contractor's recommendations shall be considered and evaluated fairly by the air show committee. Concession contractors shall not promise access or specific booth/display placement locations to any vendor unless booth/display placement decisions have been approved in advance by FSS. The booth layout must be provided to the CO no later than 01 March 2025.

20. NAF concession contracts cannot include access for any civilian aerial demonstrations act or team or booth display benefits for aerial act underwriters. All civilian aerial demonstration offers/issues must be coordinated with the installation MSG Commander or higher authority and processed as a donation IAW applicable AFIs when appropriate. When aerial act underwriters seek recognition that is provided only to commercial sponsors under the AF Commercial Sponsorship Program, they must negotiate a separate sponsorship agreement with FSS.

21. All issues involving access or booth location on the ramp for sponsor booths/displays, concessionaire contractor booths, Non-federal organizations/non-federal entities (NFO/NFE) provided vendors, or other Private Organization operated booths shall be coordinated and resolved by the FSS Marketing/Sponsorship POC in conjunction with the

FSS PM.