DoDCC RFP DoDCC-2024-R-0001 Health Suite Featuring Optometry Plus Office Based Health Care and Retail Pentagon.pdf

Room 5B-843, The Pentagon Phone: 703.695.2295 Washington, DC 20301 Fax: 703.693.9286

DEPARTMENT OF DEFENSE CONCESSIONS COMMITTEE

September 27, 2024

Company Name Attn:

Address City, State Zip Code

Subject: Request for Proposals (RFP) #DoDCC-2024-R-0001 –Health Suite

Featuring Optometry Plus Office Based Health Care and Retail, The Pentagon, Arlington, VA

Dear XXX:

The Department of Defense Concessions Committee (DoDCC) is a non-appropriated fund instrumentality (NAFI) within the Department of Defense (DoD) with oversight responsibility for commercial sales on the Pentagon Reservation. The DoDCC provides products and services to customers within the Pentagon Reservation to include food service, retail and vending.

Retail partners of the DoDCC currently operating within the Pentagon include: CVS, AT&T, The Lynch Collection, Greensleeves Florist, The Original Velatis Caramel Company, Lumos Jewelers, Fort America, New York Tailors laundry/dry cleaning, Fort America and more.

The DoDCC is soliciting proposals to establish an agreement with one (1) firm to operate and manage a health suite featuring optometry and at least one office based health care concept and retail in Room 2C113in the Pentagon, Arlington, Virginia. A copy of the solicitation is enclosed for your consideration.

Prospective offerors are urged to schedule site visits at any time after the preproposal conference, which is scheduled for Tuesday, October 29, 2024 as stated in the RFP.

Offerors interested in attending the preproposal conference must RSVP no later than close of business on October 22, 2024. Specific information regarding the preproposal conference and the RSVP process is found in Section L. of the RFP.

Scheduling of site visits will be handled by submitting requests to:

whs.DoDCCRequest@mail.mil. All site visits must be conducted after the preproposal conference and no later than November 29, 2024. Any questions prospective offerors would like to have addressed must be submitted to Ms. Shelley Driver no later than close of business on November 25, 2024 via email to shelley.a.driver.naf@mail.mil.

mailto:whs.DoDCCRequest@mail.mil mailto:shelley.a.driver.naf@mail.mil

Room 5B-843, The Pentagon Phone: 703.695.2295 Washington, DC 20301 Fax: 703.693.9286

Proposals for this requirement must be received by 2:00 PM Eastern, Monday, December 9, 2024 at the address below:

Department of Defense Concessions Committee (DoDCC)

Attn: Ms. Gail Lee, RE: Health Suite Featuring Optometry Plus Office Based Health Care and Retail Room 5B843, The Pentagon Washington, DC 20301

If further information or clarification is required, please contact the undersigned at

(571) 289-9759 or by email at shelley.a.driver.naf@mail.mil.

Sincerely, Shelley A. Driver Contract Specialist

Request for Proposals/Proposal Acceptance Page 1 of 55 Issued by:

Department of Defense Concessions Committee (DoDCC) Room 5B843, The Pentagon Washington, DC 20301

Date Request Issued:

September 27, 2024

Request for Proposal Number:

DoDCC-2024-R-0001

REQUEST FOR PROPOSALS

A signed, completed proposal, consisting of two original copies and 0 copy(ies), for furnishing the items and/or services described in the Schedule, will be received at, or delivered to the above office until 2:00 PM Eastern on December 9, 2024.

For Information Call:

Name of Person to Call:

Phone Number:

SCHEDULE

Item No. Supplies / Services Amount

Health Suite Featuring Optometry Plus Office Based Health Care and Retail, The Pentagon, Arlington, Virginia

PROPOSAL

In compliance with the above, the undersigned offers and agrees, if this proposal is accepted within 60 calendar days, unless a different period is specified by the offeror, from the date for receipt of proposals specified above, to furnish any or all of the items and/or services upon which prices are offered, at the price set opposite each line item, delivered to and/or performed at the designated point(s), within the time specified in the Schedule.

Offeror Name and Address (Including Zip Code):

Check if remittance is different from above. Enter such address in the Schedule

Discount for Prompt Payment Not Applicable

N/A_ % 10 Calendar days N/A_ % 20 Calendar days N/A__% 30 Calendar days

Phone Number

Print / Type Name of Person Authorized to Sign Proposal:

Signature: Date:

ACCEPTANCE (For DODCC Use Only) Accepted as to Items Numbered:

Amount:

Contract Number:

Submit to:

Department of Defense Concessions Committee (DoDCC) Attn: Financial Manager Room 5B843, The Pentagon Washington, DC 20301

Payment will be Made To:

Department of Defense Concessions Committee (DoDCC) Attn: Financial Manager Room 5B843, The Pentagon Washington, DC 20301

Acceptance: Your proposal on Request for Proposals number DoDCC-2024-R-0001 including the additions or changes made by you, which additions or changes are set forth in full above and on any continuation sheets. This acceptance consummates the contract, which consists of the Request for Proposals and acceptance of your proposal. No further contract document is necessary.

Name of Contracting Officer:

GAIL M. LEE

Signature of Contracting Officer Date:

NO OFFER SUBMITTED FOR REASONS CHECKED

CANNOT COMPLY WITH SPECIFICATIONS

UNABLE TO IDENTIFY THE ITEM(S)

OTHER (Specify)

CANNOT MEET DELIVERY REQUIREMENT

DO NOT REGULARLY MANUFACTURE OR SELL THE TYPE OF ITEM(S)

INVOLVED

WE DO DO NOT DESIRE TO BE RETAINED ON THE MAILING LIST FOR FUTURE PROCUREMENT OF THE TYPE OF

ITEMS INVOLVED.

NAME AND ADDRESS OF FIRM (Including Zip Code)

SIGNATURE:

TYPE OR PRINT NAME AND TITLE OF SIGNER:

FOLD FOLD

FOLD FOLD

FROM:

AFFIX

STAMP

HERE

To: Department of Defense Concessions Committee

Attn: Gail Lee, Health Suite Featuring Optometry Plus Office Based Health Care and Retail, The Pentagon, Arlington

Room 5B843, The Pentagon Washington, DC 20301

REF NO: DoDCC-2024-R-0001 Health Suite Featuring Optometry Plus Office Based Health Care and Retail, The Pentagon, Arlington, VA, Pentagon CLOSING: 2:00 PM Eastern December 9, 2024

SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2024-R-0001 3 of 55 Name of Offeror or Licensee License Agreement Title Health Suite Featuring Optometry Plus Office Based Health Care & Retail, The Pentagon

A. Solicitation

1. Requirement

a. It is the intention of the Department of Defense Concessions Committee (DoDCC) to award a

License Agreement to a firm to manage and operate a health suite featuring optometry plus at least one office based health care concept and retail in Room 2C113 in the Pentagon. The successful offeror shall operate and manage the health suite featuring optometry plus office based health care and retail and provide all necessary fixtures, equipment, retail products, etc., to operate the facility and as further defined in Section C. herein. The finishes within the spaces may be changed by the successful offeror at its sole expense. No structural changes may be made. The specific finishes are to be procured, installed and maintained by the successful offeror and must meet any design/décor brand requirements and must be approved by the DoDCC Contracting Officer. Additionally, the successful offeror shall provide any and all other supplies and equipment needed to operate and maintain the health suite featuring optometry plus office based health care and retail operation including, but not limited to, items such as medical equipment, medical supplies, diagnostic equipment, merchandise, shelving, POS equipment, etc.

(See paragraph C.4. for a more complete list.)

b. The space in which the successful offeror shall operate is identified in Attachment 1 (provided upon request through a secure Dropbox link). Such requests shall be submitted to Ms. Shelley Driver at shelley.a.driver.naf@mail.mil. The space is approximately 2,556 sq. feet and is identified as Room 2C113 in the CAD and .PDF drawings provided as Attachment 1. The space allocation is subject to change at the discretion of Pentagon Building Authorities in charge of space allocation and/or the DoDCC.

c. Interested offerors submitting plans as part of proposals in response to this Request for Proposal (RFP) must comply with the drawing standards for Architectural and Engineering (A&E) plans when developing drawings for Pentagon projects. The details of this requirement are provided in Section F.5. herein.

d. The allocated space may be configured by the successful offeror to maximize sales performance.

The successful offeror will be expected manage and operate the health suite and retail using equipment and store fixtures consistent with the services and retail products to be offered. The anticipated opening date for this concession is March 2025, or sooner. The space is currently vacant after having been occupied by the Pentagon Vision Center which closed on August 2, 2024.

e. The health suite featuring optometry plus office based health care and retail, Room 2C113, is located in the Pentagon’s retail and services shopping area known as the Concourse. The Concourse is comprised of approximately 75,000 square feet and houses the DoDCC’s retail and service concession providers as well as five short term rover concession spaces that rotate on a weekly and bi-weekly basis that offer merchandise that compliment but does not compete with the long term retail concessionaires. Also contained in the Concourse are services such as the U.S. Post Office, Hall of Heroes, banking facilities, and more. The Concourse is the crossroads of daily Pentagon activity, located at the main entrance to the building. This entrance is used by employees and visitors entering and leaving the Pentagon by bus, train, personal transportation, SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2024-R-0001 4 of 55 shuttle service and those arriving/departing by taxi. Approximately 60% of those entering the Pentagon enter through the Metro entrance on any given business day. As this location will occupy such a prominent location and recognizing the amount of square footage, the interior designs and décor proposed for the services and retail offerings will be important, both for the services and shopping experience and building aesthetics.

f. The Pentagon Concourse is not open to the general public. Access is granted only to those persons already authorized access to the Pentagon. All those either working in or visiting the Pentagon have authorization to shop without limitation in any of the retail stores. The only exception is for those attending official Pentagon tours. The retail stores are not covered by the official tours, and no time is given to those on the tours to walk around and visit the shops or food concessions.

g. The allocated space, Room 2C113, will be configured by the successful offeror to maximize services and sales performance while maintaining aesthetically pleasing spaces. Careful selection and planning of design elements such as architectural features, lighting, fixtures, displays, focal points, etc., will all contribute to this end. The successful offeror will use medical equipment, diagnostic equipment and fixtures consistent with the merchandise or services to be offered and provide appropriate displays to advertise the retail goods and selection of merchandise being offered.

h. The space is currently vacant. The DoDCC makes no warranty, express or implied, of actual sales to be realized from this License Agreement. Sales history for total Pentagon retail and food operations from 2020 to 2023 is provided in Attachment 2 and is only an estimate. It is the responsibility of offerors to determine the projected estimated sales.

i. The Pentagon presently houses approximately 26,000 military and civilian employees and about 3,000 non-defense support personnel.

j. Attachment 3 provides overviews of the Pentagon Concourse. Room 2C113 is highlighted, which is the space allocated for the health suite featuring optometry plus office based health care and retail.

k. Attachment 4 provides the retail and food service directory for the DoDCC retail, food and personalized services concessionaires currently operating in the Pentagon.

2. General Information

a. The Department of Defense Concessions Committee (DoDCC) is a nonappropriated fund activity within the Department of Defense (DoD) that provides products and services to customers within the Pentagon Reservation which includes the Pentagon and the Mark Center and other office buildings within the National Capital Region (NCR) as directed under DoD Administrative Instruction 115, “DoD Concessions Committee” (dated August 13, 2014, Incorporating Change February 11, 2022).

b. Hours of Operation: The Licensee shall operate the health suite concepts and retail between the core hours of 8:00 a.m. and 5:00 p.m., Mondays through Fridays, with the exception of Federal Holidays. The Federal Holidays are stated below:

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i. The Pentagon workforce/building is closed for all Federal Holidays which include New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. Additionally, the Pentagon workforce/building is closed when the President of the United States issues Executive Orders granting paid leave for additional days (e.g., the Friday after Thanksgiving Day, the day before Christmas Day).

ii. Closures/delays in opening or closing the concepts due to inclement weather will be in accordance with the Office of Personnel Management (OPM) guidance issued for the Washington, DC area. It is the Licensee’s responsibility to monitor and comply with OPM guidance. Information regarding the current status for federal agencies can be found at: https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/current-status/.

3. Definitions

a. The term “DoDCC or Committee” means the non-appropriated fund activity established under DoD

Administrative Instruction 115, “DoD Concessions Committee” (dated August 13, 2014, Incorporating Change February 11, 2022). DoDI 115 outlines persons directed or authorized by the Committee to function on its behalf and to carry out its policies and directives (such as the Director, Business Enterprise Group and contracting officer).

b. The DoDCC is responsible for retail, personalized services and food services within the Pentagon Reservation as defined in 10 U.S.C. § 2674 and other designated space in the National Capital Region

(NCR).

c. “Contracting Officer” means the person executing or administering this License Agreement on behalf of the nonappropriated fund which is a party hereto, or his/her successor or successors.

d. “Government” means the United States of America, and any entity thereof, including the Department of Defense, the DoDCC, Department of the Navy, Department of the Army, Department of the Air Force, U.S. Coast Guard, U.S. Marine Corps, and any other Government entity, whether military or civilian.

e. “Contractor” or “Licensee” means the individual, partnership, corporation, or other entity awarded this License Agreement to operate the health suite featuring optometry plus office based health care and retail concession.

f. License. By the DoDCC’s acceptance of an offer made hereunder, the DoDCC grants a nonexclusive, revocable license (“the Agreement”) for a health suite featuring optometry plus office based health care and retail as described herein, and in consideration of payment by the Licensee of the commissions and any other payments specified in this Agreement. The Licensee, by virtue of this Agreement, shall not be deemed to have become an agency, independent establishment, or governmental corporation under the authority of the DoDCC, nor shall its employees be deemed to have become agents, employees, or officials of the DoDCC. The Licensee shall be deemed merely to be licensed to enter and use Government property, such premises as delineated hereunder, solely for the purpose of exercising the rights and privileges granted by this Agreement. Nothing in this https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/current-status/ https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/current-status/

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Agreement creates a tenancy, leasehold, or other interest on the part of the Licensee in the premises or space described in this Agreement. Upon revocation of this License Agreement, the Government shall have the right to remove and exclude the Licensee and any of its employees without being deemed guilty of any unlawful entry, trespass or injury of any sort whatsoever.

g. “Net Sales” are defined to be gross sales (including Internet sales) minus returns (only for sales originally made in the Pentagon store), employee discounts, coupons, over rings and all applicable taxes.

h. The term “Pentagon Reservation” as defined in 10 U.S.C. §2674(f)(1), means Pentagon, the Mark Center Campus and the Raven Rock Mountain Complex.

i. The terms “concession income”, “commission payment”, and “sales commission” are defined as the DoDCC’s agreed upon percentage of sales payable by the Licensee to the DoDCC. (See paragraph B.2.)

4. Period of Performance

The initial period of performance for the health suite featuring optometry plus office based health care and retail shall expire five (5) years after the Licensee first opens for business.

5. Renewals/Options

The period of performance for the health suite featuring optometry plus office based health care and retail may be renewed for two additional periods of five (5) years each. Renewals will be made in writing, by mutual agreement of the parties hereto, and subject to the written approval of the Contracting Officer. Should either party not intend to renew the License Agreement at expiration, such party is obligated to provide at least one-hundred eighty (180) calendar days written notice to the other party of its intentions. If such notice is provided with less than one-hundred eighty (180) calendar days left in the License Agreement period of performance, this late notice will act to automatically extend the period of performance to a period equal to one-hundred eighty (180) calendar days from the date of notification.

6. Post Award Site Visits/Inspections

Licensee shall coordinate all site visits of the space (prior to DoDCC turnover to the Licensee and Licensee’s receipt of Pentagon badges) via email by submitting requests through the email:

whs.DoDCCRequest@mail.mil, with an email copy to Wendy Adams, at wendy.e.adams.naf@mail.mil and Sakethia Dunmore, at sakethia.r.dunmore.naf@mail.mil.

Should you have any questions regarding the process, please contact the DoDCC Administrative Assistants, Ms. Wendy Adams or Ms. Sakethia Dunmore at (703) 695-2295.

file:///C:%5CUsers%5Cdrivers%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CINetCache%5CContent.Outlook%5CLibrary%5CContainers%5Ccom.apple.mail%5CData%5CLibrary%5CMail%20Downloads%5CLibrary%5CContainers%5Cdrivers%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CTemporary%20Internet%20Files%5CContent.Outlook%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CTemporary%20Internet%20Files%5CContent.Outlook%5CM1ERTA93%5Cwhs.DoDCCRequest@mail.mil mailto:wendy.e.adams.naf@mail.mil file:///C:%5CUsers%5Cdrivers%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CINetCache%5CContent.Outlook%5CLibrary%5CContainers%5Ccom.apple.mail%5CData%5CLibrary%5CMail%20Downloads%5CLibrary%5CContainers%5Cdrivers%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CTemporary%20Internet%20Files%5CContent.Outlook%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CTemporary%20Internet%20Files%5CContent.Outlook%5CM1ERTA93%5Csakethia.r.dunmore.naf@mail.mil

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7. Persons Authorized to Conduct Negotiations/Signatories

Offerors are requested to list below the names, telephone and facsimile numbers, and email addresses of persons authorized to conduct negotiations/sign contractual documents on their behalf:

Name

Title

Telephone Number

Fax Number

E-Mail Address

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B. Supplies, Services, Prices, Commissions and Costs

1. General

The Licensee and any subcontractors it uses for this effort shall provide all supplies and perform all services necessary, using its own employees, to perform the work as described herein and shall operate the health suite featuring optometry plus office based health care and retail in accordance with its company standards, industry standards and the specifications of this License Agreement. These standards shall include design, decor, equipment, service techniques and operating procedures that are essential to the success of the operation.

2. Financial Proposal / Licensee Fee

The Licensee shall not be required to pay rent for spaces used. However, in lieu of rent, the firm selected to operate this License Agreement shall be expected to remit each month to the DoDCC a percentage of sales in the form of a commission payment. Commissions are due on all sales transactions. Commission payment proposals are invited on the basis of a fixed percentage of sales (e.g., flat rate, sliding scale) from those sales defined in Section A.3.g.

above. Commission offers should be sufficiently detailed, as necessary, to prevent ambiguity or misinterpretation. The Licensee shall pay such commissions monthly, by the 10th day of each month, for sales during the preceding calendar month. Late payments are subject to additional assessment of fees. The commission period shall run on the DoDCC’s fiscal year, October 1st through September 30th of the following year.

Current DoDCC retail concessionaires pay concession income fees (monthly commissions) ranging from 9.0% to 25.0%. Concession income fees (commissions) vary based on items sold and/or the services rendered by the concessionaires.

Upon award of this License Agreement, no later than thirty (30) calendar days after License Agree-ment award and before performance begins, the Licensee shall furnish to the Contracting Officer via Electronic Wire Transfer (EFT), the amount of $10,000. The DoDCC shall establish a Certificate of Deposit at Navy Federal Credit Union (NFCU) as adequate surety acceptable to the DoDCC and Con-tracting Officer to assure the performance of the terms of this License Agreement. The specific de-tails will be provided to the successful offeror at the time of License Agreement award. The $10,000 surety payment, inclusive of any accrued interest, shall be returned to the Licensee within thirty (30) calendar days of the end of the initial five-year (5-year) period of performance. However, should the Licensee’s period of performance culminate at the end of the initial five-year (5-year) period of per-formance, the $10,000 surety payment, inclusive of accrued interest, shall be returned within thirty

(30) calendar days after receipt of the final commission report. At its sole and exclusive option, the DoDCC reserves the right to retain the $10,000 surety payment, inclusive of any accrued interest, as adequate surety acceptable to the DoDCC and Contracting Officer to for any subsequent period of performance exercised under this License Agreement. If so retained, the $10,000 surety payment, in-clusive of any accrued interest, shall be returned to the Licensee within thirty (30) calendar days of receipt of the final commission report for the last month of performance. Additionally, the DoDCC

SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2024-R-0001 9 of 55 reserves the right to deduct from the deposit any outstanding commission payments and any other outstanding obligations accrued in the performance of the License Agreement.

The commission payment established in this License Agreement, and in any subsequent renewal, shall remain firm for the period of the License Agreement, or period of renewal, unless the parties hereto mutually agree to a fee adjustment in which event the adjustment shall become effective only on the effective date of a written modification to the License Agreement.

Any request by Licensee for adjustment to the commission must be made in writing to the Contracting Officer and provide sufficient factual information and data to substantiate the proposed revision, including clear and definite identification of existing cost factors which could not be identified at the time of License Agreement award or renewal. However, no adjustment of commission will be made during the last ninety (90) calendar days of any License Agreement period.

3. Taxes

a. General. The Pentagon resides in the county of Arlington in Virginia. The Licensee is liable for all taxes applicable to its property and income, and all of its transactions arising out of or in connection with the performance of this License Agreement. The Licensee will not be reimbursed by the DoDCC for any direct or indirect tax imposed on the Licensee by reason of this License Agreement or otherwise. The Pentagon has no special tax exemptions. Licensee is required to consult with the Virginia Department of Taxation for any specific questions pertaining to taxes.

b. Sales Tax. In accordance with 4 U.S.C. 105, where a state or local law imposes a sales tax on the Licensee’s sale of items or services, the sales tax will be collected from the customer and paid directly by the Licensee to the appropriate tax collection agency.

4. Utilities

a. Utilities, electric and water, required for operation of the health suite featuring optometry plus office based health care and retail at the Pentagon will be provided to the Licensee free of charge, except local and long distance telephone service or other communication utilities.

Should a policy change occur regarding the provision of utilities, the Government agrees to negotiate in good faith an appropriate change to the License Agreement to share such additional expenses.

b. After award of the License Agreement, the Licensee must order its telephone/DSL line. The process may take up to ninety (90) days after initiation of the order with Verizon. The following instructions are provided:

-Licensee must initiate an order with Verizon. The service delivery address options are:

Pentagon: 5607 Army Pentagon, Room 1B488, Washington, DC 20310 or 1 Pentagon Building, Room 1B488, Arlington, VA 22202;

-Once the order is complete, the Licensee shall provide the order number, delivery date, cable/pair connection at the point of presence (POP) and desired placement of wall jack within the space to Patrick Tate (DoDCC) at patrick.j.tate2.naf@mail.mil;

mailto:patrick.j.tate2.naf@mail.mil

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-Once line is installed by Verizon, the DoDCC will request the cost estimate from the Joint Service Provider (JSP) to have the line extended to the space;

-The cost estimate will be provided to the Licensee for approval and upon approval, Licensee must provide funding to the DoDCC before the work can begin; and, -Funding may be remitted to the DoDCC either via EFT or check made payable to the DoDCC.

c. Customized cable TV is available for an annual fee of $200.00 (based on FY20), per television, which is paid once a year to the Joint Service Provider (JSP) – Defense Information Systems Agency (DISA). The cable service is customized to the Pentagon. However, the cost is subject to change at the discretion of the Government.

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C. Description, Specification, Work Statements

1. General

Except as otherwise provided in this License Agreement, the Licensee is responsible for all costs associated with performance of this License Agreement. The Licensee shall perform all sales, services and other necessary functions, in a good workmanlike manner, with its own properly trained personnel, equipment and supplies.

2. Scope of Work

It is the desire of the DoDCC to partner with a firm capable of offering and managing a health suite featuring optometry plus office based health care and retail concession to attract and serve the workforce at the Pentagon. The successful offeror must, at a minimum, manage and operate an optometry office, offering services and products typically found in this type of office.

The Licensee shall operate a facility that offers optometry services and at least one (1) other office based health care service such as dermatology, chiropractic care, massage therapy, nutritional services, weight loss counseling, mental health counseling, occupational therapy, acupuncture, etc. along with providing name brand eyewear retail items and retail based branded products for the other office based health care services (e.g., name brand dermatological retail skin products, nutritional supplements, etc.). The Licensee shall offer lens and frame repairs as part of the optometry office whether on-site or off-site.

The Licensee shall operate a facility that offers these services/treatments that complement but do not replace patients’ primary care physician functions. Licensee shall make arrangements for possible medical emergencies.

Licensee is prohibited from offering a retail pharmacy or dental services that would compete with the current commercial retail pharmacy located at the Pentagon (CVS Pharmacy) and military pharmacy located in the DiLorenzo Clinic and the dental office all currently operating on the Pentagon Concourse.

Licensee may offer optional additional services that are covered or not covered by insurance benefit plans (e.g., chiropractic, acupuncture, etc.).

The Licensee shall, as applicable, address and be able to provide insurance billable services and must have the ability to accept all insurance benefit plans for the building populous for the services it shall offer. Licensee shall also accept patients for the services offered that do not have insurance coverage for those same services. Licensee shall accept civil service/military (active duty and retiree) medical plans in effect at any given time covering civilian, active duty military and dependents and military retirees and dependents.

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Licensee shall ensure that all personnel performing optometry and office based health care services and functions (e.g., doctors, licensed practical nurses (LPNs), registered nurses (RNs), physical therapists, occupational therapists, medical assistants, chiropractors, acupuncturists, registered dieticians, nutritionists, physician assistants, etc.) are certified and licensed to practice/perform applicable duties in the state of Virginia. Licensee shall ensure that all personnel performing optical examinations are Optometrist-TPA Certified and licensed in Commonwealth of Virginia through the Virginia State Board of Optometry, Perimeter Center, 9960 Mayland Drive, Suite 300, Henrico, Virginia 23233-1463, website:

http://www.dhp.virginia.gov./Optometry/.

Licensee employees performing services under this License Agreement shall receive complete medical physical examinations prior to commencement of performance. No later than five (5) business days prior to the commencement of performance under this License Agreement, the Licensee shall certify that:

“Licensee employes performing work under this License Agreement are free of any active communicable diseases that would pose a significant risk to the health or safety of others while performing their assigned duties within the applicable health care settings and meet any and all Federal, State and professional licensing requirements.”

Licensee shall certify on an annual basis that all of Licensee employees performing under this License Agreement meet this requirement. Licensee employees beginning performance after the initial or annual certification must meet this requirement no later than five (5) business days prior to commencement of performance under this License Agreement. Licensee shall keep the above certification on file and renew the certification on an annual basis. The certification shall be available to the Government upon request.

The expenses for the medical physical examinations for the Licensee’s employees shall be borne by the Licensee.

Licensee shall be required to monitor and secure all over the counter medications to be sold in accordance with applicable state and Federal regulations.

Licensee shall be required to monitor and secure all medicines, medical equipment, needles, etc.

used on patients and to dispose of all biohazardous materials in accordance with all applicable state and Federal regulations.

Licensee shall be permitted to issue prescriptions to its patients, but it shall not be permitted to dispense prescription medication.

Licensee shall be required to maintain annual certifications in CPR for its employees.

Licensee shall notify the Contracting Officer of any and all suspensions of itself or of its employees within twenty-four (24) hours.

http://www.dhp.virginia.gov./Optometry/

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Fees for services and prices for retail products to be sold must be equal to pricing found at the Licensee’s commercial locations within a ten (10) mile radius of the Pentagon, or at a similar provider’s locations within a one (1) mile radius of the Pentagon.

Licensee shall follow all requirements, mandates, local, state and federal regulations regarding safeguarding of Personally Identifiable Information (PII), Health Insurance Portability and Accountability Act (HIPPA) information and for the proper safeguarding and disposal (as applicable) of patient information and records.

Licensee shall purchase, maintain and operate appointment scheduling and billing software necessary in the operations of the services provided.

Licensee shall, as required and as applicable, provide Personal Protective Equipment (PPE) items for its managers, employees and customers at its sole expense including but not limited to: face coverings; disposable gloves (gloves changed between customers), etc.

Licensee is prohibited from offering a pharmacy or dental services (with the exception of oral surgery) as both are currently offered in the Pentagon.

The Licensee will not be authorized to sell under the terms of this License Agreement any items currently provided by existing DoDCC concessionaires including merchandise typically found in a florist store; merchandise typically found in a national chain drug store with a full-service pharmacy; jewelry, including watches/timepieces; electronics & gifts; men’s and women’s clothing; dental office and gourmet or handmade chocolates and bulk candy.

This list is subject to change at the DoDCC’s discretion, dependent upon future License Agreement awards for other retail merchandise and services.

3. Facility

a. The Pentagon has funded and constructed the spaces described herein with finishes as described at Attachment (1). The Licensee shall generally not be permitted to implement facility im-provements without prior approval of the Contracting Officer. Any facility improvements, in-cluding finishes, are the responsibility of the Licensee. Any changes, upgrades or alterations to finishes contemplated by the Licensee during the course of the License Agreement, must be ap-proved by the Contracting Officer.

b. Licensee is responsible for all costs associated with installation of shielding and controls for ra-diology and other diagnostic equipment and providing adequate secured storage for controlled substances and pharmaceuticals, and biological waste.

c. Construction is defined as any changes to the spaces or installation of furniture, fixtures and equipment (FF&E) that is attached to the walls, floors, ceilings, etc. (e.g., changes to light-ing/additional lighting, etc.). Installation of retail fixtures that are not being attached to the walls, floors, ceilings, etc., and painting would not be considered construction.

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d. No build out, equipment or signage is permitted outside of Room 2C113 in the Pentagon.

e. It is expected that the Licensee will consider “green” building materials (LEED compliant) and finishes when fitting out the space. LEED requirements are contained within the WHS Build-ing Code (Attachment 5 of the RFP).

f. Modifications to the spaces in the areas of electrical, IT, interior walls and finishes are permit-ted. No changes to the location of perimeter walls or entrances may be made.

g. Standard 120v electrical service is provided in the space. Modification of the electrical system will require prior approval and coordination with the Pentagon Building Management Office.

Electrical will remain at walls.

h. The floor underneath the space is concrete. No core drilling of the floors (concrete deck) will be permitted. However, changes to the flooring (e.g., replacement carpet, tile, wood laminate, etc.) may be permitted, subject to the Contracting Officer and/or PBMO approval, as applicable.

i. Changes in the ceiling height is restricted to the physical constraints above the current finished ceilings, utilities and other infrastructure located in the plenum, etc. The process and review of any ceiling height changes shall be discussed with the Licensee.

j. A building standard aluminum roll-up gate with Lexan inserts and lock is provided.

k. Keys. Two keys to the space, Room 2C113 and one key to the trash room will be provided to the Licensee after License Agreement award.

l. Self Propelled Vehicles (SPVs) are available for Licensee use on the Pentagon Reservation.

The Licensee shall be subject to the rules and regulations that govern the use of SPVs, including Pentagon training/certification requirements on the proper use and maintenance of SPVs. Addi-tional details on training requirements will be provided to the Licensee after award.

m. Any proposed new light fixtures are required to be supported independently from the ceiling grid, either from the concrete deck above or some other support structure anchored by the con-crete deck above.

n. The use of security systems (e.g., perimeter, motion detectors, cameras, panic buttons, etc.) is restricted unless Licensee has proposed in its initial proposal and obtained prior acceptance of the system and approval from the Contracting Officer and Pentagon Force Protection Agency (PFPA). Note: All wireless security systems require additional review and approval. Addi-tional time for approval can range from ninety (90) to one hundred twenty (120) calendar days.

o. No photographs may be taken at the Pentagon without authorization from the Pentagon Force Protection Agency (PFPA). Photography permits can be requested through the Contracting Of-ficer via the process described in Section 10. below.

p. Miscellaneous Construction Requirements. The Licensee is required to comply with building code standards when developing submittals and performing construction/installation in building spaces within the Pentagon. The Licensee must comply with the following documents: The WHS Building Code 2024 Edition dated January 2, 2024 (identified as Attachment 5 and is available upon request); the WHS Building Code Adoption Memo dated December 28, 2023

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(identified as Attachment 6 and is available upon request); WHS Fire Regulations Adoption Memo, 2024 Edition (identified as Attachment 7 and is available upon request); WHS Fire Regulations, 2024 Edition (identified as Attachment 8 and available upon request); and WHS FR, WHSBC Proposed Code Changes (identified as Attachment 9 and available upon request).

q. Licensee’s facilities must comply with the Americans with Disabilities Act (ADA).

r. Conduct on the Pentagon Reservation is governed by 32 C.F.R. 234 as well as applicable Fed-eral, State and local laws.

s. At expiration of the initial License Agreement period and any subsequent renewal periods, de-cor upgrades to customer areas, equipment replacement or replacement of worn Licensee fur-nished items including but not limited to: medical equipment, furniture, retail fixtures, profes-sional diagnostic equipment, etc., may be required as a condition for the DoDCC’s agreement to renew this License Agreement. Discussions for any such required Licensee investments shall commence approximately one-hundred eighty (180) calendar days prior to the expiration of the initial contract period and any subsequent renewal periods.

t. Equipment, Furniture and Fixtures

(1) Any equipment, equipment modifications and finished considered necessary by the Licensee must be approved in writing by the Contracting Officer prior to installation or changes being implemented.

(2) Daily, weekly and monthly cleaning of spaces and customer contact areas must be accomplished as required by routine sanitation inspections, or at the request of the Pentagon as identified by the Contracting Officer.

(3) Licensee’s proposed use of IT data transmission equipment/architecture is subject to review and approval by Pentagon IT Governance. Approvals take approximately two (2) to four (4) weeks and must be granted and obtained before installation.

(4) The building fire suppression systems in spaces is maintained and tested by the Pentagon, i.e., sprinkler heads, strobes, etc. Inspection and maintenance of fire extinguishers in the Licensee’s operated spaces is the Licensee’s responsibility. The Pentagon also reserves the right to conduct biannual inspections on the fire suppression systems.

u. Title to Buildings or Structural Improvements

(1) At all times relevant to this Agreement, title to all buildings and structural improvements shall vest with the Government. At no time shall Licensee have title in the real estate or enjoy any leasehold tenancy or other property interest in the real estate or the building and improvements thereon. Title to permanent or structural modifications including Heating, Ventilation and Air Conditioning (HVAC) equipment resulting from Licensee’s work, as applicable to this agreement, shall vest in the Government upon completion and acceptance by the Government.

(2) Within fifteen (15) calendar days of expiration or revocation of this Agreement, the Licensee shall promptly remove all of its removable property, including trademarked

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(15) calendar days, the DoDCC may use or dispose of such property and equipment, including removal and storage of said property, and charge the Licensee for any expenses incurred for removal and storage. Upon removal of Licensee’s property, any alterations made to physical structures will be repaired/replaced to their original pre-installation condition.

v. Maintenance. Except as may be otherwise stated in this Agreement, the Licensee is responsible for maintaining the premises, including all furnished equipment, furniture, and fixtures, at its own expense. The Licensee shall maintain the premises in good condition and undertake reasonable actions as necessary to maintain an acceptable image. The Licensee assumes the full risk and responsibility for any loss, destruction or damage occurring to Government property and to any of the Licensee's property which is caused by the negligence of the Licensee or its employees.

w. Unless otherwise specifically provided herein, the Licensee shall comply with applicable Federal and local codes and regulations which pertain to the services and store described herein, in the areas of life safety, fire safety, health and security. In the event structural modifications to assigned spaces are deemed necessary for such compliance, through no fault of the Licensee, the Pentagon shall bear any associated expenses.

4. Equipment / Other items

a. The Licensee shall be required to furnish all items necessary to provide the services hereunder.

These required items include, but are not necessarily limited to:

Cabinets Countertops Décor* Shelves Point of Sale systems / equipment Phone System Computer / Ordering systems / equipment Cleaning Equipment Carpet Cleaning Equipment** Cleaning Supplies Display Cases Retail Fixtures Medical Equipment Personal Protective Equip. (PPE) Medical Supplies Diagnostic Equipment

* No open flames are allowed in the Pentagon ** Commercial grade cleaning equipment required

b. Government Furnished Equipment (GFE):

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(1) For purposes of the store described herein, there will be no Government-furnished equipment, furniture and fixtures (GFE) in the facility.

c. Cleaning Responsibilities:

(1) The Licensee shall be responsible for cleaning and maintaining the space. The Licensee shall implement procedures to ensure the facility is routinely cleaned throughout the operating day and complete cleanings are done before the facility is secured each day. A trash compactor room will be located on the Concourse. There is no charge to the Licensee for this service. In addition, the Licensee is responsible for transporting trash (e.g., packaging, cardboard, etc.) to the Remote Delivery Facility (RDF). Trash removal service may be accomplished directly, or the Licensee may contract with a firm that performs this service for other Pentagon concession providers. All construction debris is required to be disposed of at the RDF by the Licensee’s General Contractor and any subcontractors.

Portable dumpsters are required to be provided by the Licensee’s General Contractor for this purpose.

(2) The facility and immediate premises will be inspected regularly by the Contracting Officer, and the Licensee will be advised of the results of such inspections. The Licensee shall take timely and appropriate action to resolve any noted deficiencies or problems.

(3) The facilities and immediate premises may be inspected by the Facilities Services Directorate (FSD) and/or the Pentagon Reservation sanitarian on a regular basis in accordance with the Tri-Service Food Code, NAVMED P-5010-1, for the Pentagon Reservation. The Licensee will be advised of the results of such inspections and shall be required to resolve any noted deficiencies or problems within the timeframe identified in each Sanitation Report. Licensee’s failure to respond as required may be grounds for contract termination for default.

5. Customer Service

a. Operating Hours

(1) As stated in Section A.2.b. herein, initial operating hours shall be from 8:00 a.m. to 5:00 p.m., Monday through Friday, exclusive of Federal Holidays, and as applicable for by appointment only which may be outside of the core hours. Core hours may change to situations outside of the DoDCC’s control. Adjustments to the operating hours shall be as mutually agreed between the Licensee and the Contracting Officer to provide optimum customer service. Any proposed reduction or extension in hours of operation, either temporary or permanent, must be requested through the Contracting Officer prior to implementation, and must be approved in sufficient time to allow for a posted two-week advance notice to customers.

(2) It may become necessary to adjust the operating hours from time to time to accommodate special events, holidays, etc. In such event, the Contracting Officer shall provide reasonable notice to the Licensee of any such required changes in the operating hours. Note: In the event of emergencies, the notification may be much shorter.

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(3) Customers shall be offered a cash receipt or proxy receipt (e.g., electronic receipt provided via personal email) for services or items purchased from the Licensee, or the purchase is free. However, customers may reserve the right to elect not to receive any form of receipt for purchases which shall void the ability to obtain a free purchase. (See requirement below to post the appropriate sign.) The Licensee’s point of sale equipment / system shall accept, at a minimum, cash, Visa, MasterCard, and debit card payments from customers.

Credit card fees/debit card fees (e.g., Visa/Mastercard) are prohibited from being passed on/assessed to customer purchases. If Licensee requires a minimum purchase for credit card purchases, the minimum value cannot exceed $10.00. Licensee shall display signage at the registers to state its minimum purchase policy.

b. Customer Complaints. Patrons are encouraged to use the Interactive Customer Evaluation

(ICE) surveys as a means to express their concerns. ICE is located on the following website:

http://ice.disa.mil and the information will be found by clicking on “OSD, Agencies & Activities – CONUS”, then clicking “Pentagon, Virginia”, and then finally by clicking “Shopping & Services”. Upon receipt of customer comments, the Contracting Officer shall submit ICE comments to the Licensee's management representative via e-mail.