CWF Concessionaire Contract Appendix A-H.pdf

Appendix A

List of all current Vending Machines Located on Hill Air Force Base owned by the Concessionaire.

Building # Account/POS # Asset/Machine# Payment Type Machine Type

Appendix B

Insurance Requirements for Vending Machine Concessionaire

The Concessionaire will maintain insurance coverage during the contract period listed herein with insurance company(ies) acceptable to the NAFI. The insurance coverages to be maintained are:

1. The following with coverage limits complying with state or military installation requirements, whichever is greater, where this Contract is performed:

a. Worker’s compensation and Employer’s Liability Insurance

b. Automobile Bodily Injury and Property Damage Liability for vehicles operated in performance of this Contract by the Concessionaire’s agents or employees on the military installation, whether or not owned by the Concessionaire.

2. The following coverage will be maintained and as required by the Contracting Officer, the

Concessionaire will furnish a Certificate of Insurance, evidencing that insurance is in effect:

a. Comprehensive General Liability in minimum limits of $100,000 for personal injury for each occurrence or $300,000 aggregate and $50,000 for each occurrence for property damage or

$50,000 aggregate.

b. Products Liability Insurance in minimum limits of $100,000 for injury or death of any one person, $100,000 for each accident or occurrence, $300,000 for aggregate products bodily injury liability, $50,000 for property damage liability and $25,000 for aggregate products property damage liability.

Appendix C

Equipment Specifications for Vending Machine Concessionaire

1. The equipment must comply with the specifications set forth herein. All equipment is subjected to the Contracting Officer’s approval before installation.

2. Machines will be equipped with a dual lock system. The Concessionaire will maintain a key to the access door of the machine, and the NAFI will maintain a key to the cashbox; thereby requiring two persons, one NAFI representative and one representative of the Concessionaire, to be present when the cashbox is opened. The designated NAFI representative must be present when income from the machine is counted.

3. All vending machines installed/placed after 01/01/2023 will have electronic payment capabilities

(Credit/Debit and/or Tap Pay) upon installation.

a. Concessionaire will start adding electronic payment capabilities (Credit/Debit and/or Tap Pay) to currently placed machines that do not currently have them starting with the machines that make the most in revenue. The goal is to upgrade at least 20%, of currently placed machines that only accept cash, in the coming 12 months after the contract is signed.

b. 20% of currently placed machines for this concessionaire that currently only accepts cash payments is: ______________ machines.

4. The concessionaire will:

a. Provide cashboxes designed in a manner which will allow the NAFI to install a padlock to secure the box independent of other locking controls. If cashboxes cannot be locked in this manner, the

Concessionaire will make any adjustments required, and the machines will not be put in use until adjustments are made. The Contracting Officer can exempt certain machines where it is impractical to comply with this requirement.

b. Provide machines having manufacturer installed internal meters (continue register). NAFI representatives must be permitted to read and record meter readings.

c. The Concessionaire will provide and service dollar bill coin dispensers in accordance with the Presidential $1 Coin Act of 2005.

d. All electrical equipment will be installed in accordance with standards of the national electrical code and the standards of the basic civil engineer.

Appendix D

Performance Specifications for Vending Machine Concessionaire

1. Concessionaire will service and maintain machines as follows:

a. Clean the exterior (and interior if needed) of equipment and glass surfaces when machines are serviced, and collections are made. Replace glass surfaces promptly if cracked or broken.

b. Replace burned out light bulbs in vending machines unless the bulbs have been turned off/removed for energy savings.

2. Concessionaire will service machines within 24 hours of notification and replace machines within 48 hours if machines become unserviceable or otherwise fail to comply with the equipment specifications.

a. If needed parts or services are delayed and cannot be completed in a satisfactory time frame the vending machine will be replaced with a new machine.

3. Concessionaire will submit to the Contracting Officer for review and approval or disapproval a schedule of prices to be charged. On approval of such prices, provides the NAF CO with a copy of the same. The Concessionaire will then adhere to such prices. Prices charged must be consistent throughout Services, between this Concessionaires Vending Machines.

4. Concessionaire keeps the machines in proper mechanical working order, including any meters and special attachments thereto such as credit card reader; makes all necessary repairs and replaces parts and ensures the machines are properly identified.

5. Concessionaire keeps price tags updated.

6. Concessionaire applies and updates any signage related to credit/debit card holding charges or discounts.

7. Concessionaire conforms to the requirements of each applicable NAFI as to physical location of machines in use.

Appendix E

Refund Specifications for Vending Machine Concession

1. Concessionaire will issue refunds in the following manner:

a. Credit Card, Debit Card, Tap Pay, Google Pay, Apple Pay, Samsung Pay and any additional electronic form of payment will be refunded over the phone with the customer, directly to the customer’s original form of payment.

i. If the Concessionaire is unable to issue a refund over the phone, the customer can be refunded following the cash refund process listed in b.

b. Cash refunds:

i. Can be refunded directly to the customer from the concessionaire in person.

ii. Or the customer can be issued a cash refund at the Non‐Appropriated Funds Accounting

Office (NAFAO), currently located in Bldg 180, Room 200. Each Month the NAFAO or selected Representative will either email or mail a list of all refunds issued with the total amount to be paid on the commission check. Reimbursement for refunds will be listed as a separate line item on the commission check or be sent as a separate check. AF Form 2555 can be used to show total refunded amount, or another Form or Format if AF Form 2555 is not available or preferred.

2. Concessionaire will issue refunds for the following situations:

a. Expired products.

b. Stale Products.

c. Damaged or opened products.

d. Customer Satisfaction Guarantee.

Appendix F

Fee Schedule

Offeror enters below a fee percentage offered to the NAFI(s) from the gross receipt of the machines, less state taxes. A single award will be made for all categories in accordance with the Award paragraph of the Schedule. An offer must be made on all categories for that offer to be eligible for consideration for award. Fee will be paid based on the total combined sales of all locations included in this Contract.

Item No. Category of Service Percentage Fee

1. Vending ____________%

2. Self‐Checkout Kiosk ____________%

OFFEROR

Company Name: ______________ ________________

Cage Code: ____________ ____________ ______

UEI: ___________________ ___________

Address: _____________________________________

Telephone ____________________________________

Printed Name and Title of Authorized Representative

Authorized Representative Signature Date

Appendix G

Self‐Checkout Kiosk / Micro Market Vending Specifications

Performance Specifications for Vending Machine Concessionaire

1. Concessionaire will service and maintain machines in accordance with all Appendix included in this contract.

2. Concessionaire will service and maintain machines in the following:

a. Restock all complimentary condiment and/or cutlery currently offered by the Concessionaire regularly.

b. Inventory will be accurately accounted for and kept restocked regularly based on sales.

c. All Self‐checkout Kiosk/ Micro Market Vending will have an Electronic Payment option.

d. All Self‐checkout Kiosk/ Micro Market Vending large enough to have a full kiosk stand will have the cash option added within 3 months of being installed.

i. The Cash option on Self‐checkout Kiosk/ Micro Market Vending allows for a cash account to be created and pre‐loaded with a whole dollar amount, to be spent by the customer. It does not accept or dispense coins or change.

e. Self‐checkout Kiosk/ Micro Market Vending Machines Meter Reading only shows the cash sales at each machine, the electronic sales meter reading is taken electronically directly to the

Concessionaire. The cash meter readings will be made available for audits requested by the

NAFI Representative or the Contracting Officer. The electronic sale meter information will be available upon request from the appointed NAFI Representative or Contracting Officer.

Appendix H

Video Camera Monitoring by Concessionaire

1. The concessionaire agrees to all terms and conditions under which video cameras may be used by the concessionaire to monitor their concession stand for theft at the air force base.

2. The concessionaire will get approval from the Contract Officer to approve placement and use of the video cameras before installation. The cameras will be installed in a manner that does not interfere with the daily operations of the air force base or violate any privacy rights of employees or customers. The camera will only record the concession stand and the surrounding area necessary for monitoring the concession stand for theft.

3. The concessionaire will notify the union representatives at least 10 days prior to the installation of the video cameras. The notification will include the location of the cameras and the purpose of their use.

4. The cost of the video cameras, installation, and monitoring will be the responsibility of the concessionaire.

5. The concessionaire will display at least 2 signs in the area where ethe cameras are located to notify customers and employees that they are under video surveillance.

6. The concessionaire will ensure that all data collected by the video cameras is protected and kept confidential. The data will only be used for the purpose of monitoring the concession stand for theft.

7. The contract holder and air force base security personnel will have access to the data collected by the video cameras. Access to the data will be limited to authorized personnel only. Requests will be communicated by the Contract Officer.

8. The concessionaire will retain video data for a period of 30 days, after which the data will be deleted, unless otherwise requested by the contract holder or air force base security personnel.

9. The concessionaire will comply with all applicable laws, regulations, and policies related to the use of video cameras for surveillance purposes. The concessionaire will defer to base decision on placement approval and follow all required regulations, rules or policies set forth by the base.

10. The concessionaire will assume all liability and responsibility for any misuse or violation of this agreement. The contract holder and air force base security personnel will not be held liable for any damages resulting from the use of the video cameras.

11. This agreement may be terminated by either party with written notice to the other party. Upon termination, the concessionaire will remove all video cameras from the concession stand and delete any data collected by the cameras.