Sponsorship and Corporate Chalets Concessionaire PWS_Luke AFB OHAS_1 November 2023.pdf

SPONSORSHIP AND CORPORATE CHALET CONTRACT

PERFORMANCE OF WORK (PWS) STATEMENT

SCOPE OF WORK:

1. Contractor shall acquire Sponsorships for the Luke Air Force Base Open House/Air Show

(OHAS) that is scheduled to take place on March 23-24, 2024. Contractor will provide

Corporate Chalets and sponsorship booths for sponsors as required, including all food, beverage, logistics, and associated items. Contractor will acquire these sponsors in conjunction with the Luke Sponsorship team and the Airshow committee. Based on previous attendance records, crowds are estimated to be 300,000 per day. This year's OHAS may include additional ground events that are open to the public. Contractor will have exclusive rights to Corporate Chalet packages.

2. Alcoholic Beverages (Wine and Beer) will only be served in conjunction with corporate chalet booths. Contractor employees/servers of alcoholic beverages on DAF installations must record their understanding of Dram Shop policy in the employee’s official personnel file by signing underneath this statement: "I understand my responsibility under the Dram

Shop theory of liability not to sell or serve alcoholic beverages to persons who appear to be intoxicated or nearing intoxication and not in complete control of their faculties." If a force support program contracts with a concessionaire to sell alcoholic beverages at Force Support events, the concessionaire operator is required to purchase, at no cost to the government, a

Federal Liquor Wholesaler's or Retailer’s Occupation Tax Stamp issued by the Bureau of

Alcohol, Tobacco, Firearms and Explosives.

3. Contractor must have the ability to provide sufficient tents/booths to meet the demands of the corporate chalets and sponsorship booths, and provide sufficient management personnel to effectively oversee all chalet & booth operations, trash collections, and cleanup within the defined area.

4. Contractor is responsible for providing all necessary logistical support for the corporate chalets & sponsor booths, unless otherwise specified in this performance of work statement.

Contractor shall designate, in writing, a Contract Manager who will 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 within ten (10) days after award of the contract. The named individual(s) will promptly respond to phone calls from the Contracting Officer and be available for face-to-face meetings that may be scheduled by the

Contracting Officer.

5. Contractor is responsible for providing all the booths, tents, equipment, and supplies to support this sponsorship contract. Tents shall be color coordinated with each other and booths shall be uniform in color and size. Tents must have the ability to set up on concrete or grass with appropriate anchoring to sustain the prevailing winds in the local area. NOTE:

(No anchoring can be attached into asphalt.)

6. Contractor is responsible for assembly and teardown of all booths, tents, and other concession equipment. The ground area used by the contractor shall be returned to its original state at the conclusion of the event. Chalets and corporate booths shall be fully operational by 0830 (8:30 am) on the first day of the event and removed no later than 1900

(7:00 pm) of the last day of the event. The booths shall be open for business from 0900

(9:00am) until 1700 (5:00 pm) each day of the event.

7. Contracting Officer requests, the contractor to provide menu to include foods, beverage, and alcohol items offered to maintain the integrity of the event at its highest levels. The

Airshow Committee and/or Public Affairs, must approve commemorative items depicting the open house or Air Force emblem before offered to corporate sponsors. Applicability of appropriate disclaimer will be ensured by the NAFI. (The NAFI reserves the right to include or exclude items from the final contract).

8. Contracting Officer requests, the contractor provide separate line items for the following services to include a description of the item/service and selling price/cost to the corporate sponsors: (The NAFI reserves the right to include or exclude these items from the final contract).

a. Sponsorship and Chalets Packages (see example packages)

b. Food, Beverage, and Alcohol Menu Items

c. Sponsorship booths

9. Contractor is responsible for the security of all equipment and supplies related to the performance of this contract. A staging area will be provided to the Contractor, but it is the

Contractor's responsibility to provide security and oversight for the duration of use.

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

a. Workers Compensation Insurance, or equivalent workers compensation coverage, as required or prescribed by law, with minimum employer liability required by state, county and city for accidental bodily injury or death, or for occupational disease.

b. Comprehensive General Liability as required or prescribed by law, with minimum limits of insurance required by state, county, and city per occurrence for bodily injury.

c. Comprehensive Automobile Liability as required or prescribed by law, with minimum limits of insurance required by state, county, and city per person and per accident or occurrence for bodily injury, and per occurrence for property damage.

d. Cancellation insurance in the event of inclement weather. **NOTE - The Air Force's decision to alter or cancel all or part of the Air Show as a result of inclement weather will have no impact on the agreed upon compensation schedule.

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

11. Contractor shall provide all supplies (including ice), food items and non-alcoholic beverages to be used in chalets and an adequate number of professional, uniformed employees to restock all items required to ensure that an adequate stock is on hand at all times during the hours of operation. All food served by the contractor must originate from approved sources as defined in

Air Force Instruction (AFI) 48-116, Food Safety Program. Contractor shall also ensure all food served under this contract is in compliance with AFI 48-116 and any other applicable base directives. The Contracting Officer can provide a copy of the AFI upon request and all Air Force publications can be found on https://www.e-publishing.af.mil. All food brought on to the base by the contractor (and/or suppliers) will be inspected by the Base Health Inspectors at the time of delivery. Contractor will provide a list of suppliers to the Contracting Officer 10 days prior to the open house. Contractor will coordinate all food and beverage preparation procedures with the base Health Inspection Office, in writing, not later than 10 days prior to the open house. All personnel who man food stations shall be required to attend a health education class given by the contractor and coordinated through the Base Public Health Office.

12. Sponsorship and Corporate Chalet revenue received 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.

13. The NAFI reserves the right to:

a. Monitor revenue received, bank deposits, and completion of cash control documents.

b. Provide commercial sponsorships associated with the support of this event. The

Contracting Officer, in tandem with the NAFI Commercial Sponsorship Coordinator, shall resolve any conflicts relating to sponsorships.

14. 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 AF is 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 Services.

15. All issues involving access or booth location on the ramp for sponsor booths/displays, and corporate chalets booths, will be coordinated and resolved by the 56 FSS Resource

Management Flight Chief POC in conjunction with the air show committee.

16. Concessionaire will pay the NAFI 50% percent commissions from Air Show

Sponsorship gross sales. A full accounting of all sponsorship obtained by contractor must be provided at time payment is due. All chalet costs will be covered by the contractor.

A panel of NAFI program specialists will evaluate proposals in response to this solicitation.

The recommendation of the panel will be submitted to NAF Contracting Officer for final decision.

Consideration will be given to both quality of service and economic advantages as indicated by your response to this solicitation. This contract will be awarded to the bidder best suited to contribute to the achievement of event objectives based on a thorough evaluation of each proposal. Each bidder will be notified within 30 (thirty) working days of the solicitation closing date regarding the award of contract. The decision of the NAF Contracting Officer

Ms. Ana Robinson is final.

Example of Sponsorship Packages

Corporate Chalets

Platinum Sponsor Package:

• Deluxe Dining Experience.

• Exclusivity within company category

• Right of first refusal for the next Luke Air Force Base Airshow.

• Fifty (50) tickets to the Hanger Airshow party open for company guests to get a memorable experience with other VIP’s.

• Admissions to the Airshow with preferred access and exclusivity to the VIP chalet for the specific company located along the flight line, center view of the show, first-class food, an open bar for fifty (50) people for the Saturday show and fifty (50) people for the Sunday show.

• Exclusive VIP restrooms by the chalet for guests.

• Provide ideal Airshow VIP viewing.

• Fifty (50) VIP parking passes for the Saturday show and Fifty (50) VIP parking passes for the Sunday show.

• Fifty (50) general admission tickets, good for either the Saturday or Sunday show with company.

• Recognition during the Saturday and Sunday show event by Air Force leadership.

• One 10’ x 10′ prime location space for maximum exposure in the spectator area for business display/product sampling.

• Featured in the Luke Air Force Base Bolt Magazine pre and post Air show with full page advertisement within magazine for selected company at event for publicity and brand community relations efforts with the base.

Gold Sponsor Package:

• Admissions to the Airshow with preferred access and exclusivity to the VIP chalet for the specific company located along the flight line, center view of the show, first-class food, and an open bar for twenty-five (25) people for the Saturday show and twenty-five (25) people for the Sunday show.

• Twenty-five (25) tickets to the Hangar Airshow party open for company guests to get a memorable experience with other VIP’s.

• Exclusive VIP Restrooms by the chalet for guests.

• First Class Dining Experience.

• Twenty-Five (25) VIP Parking passes for the Saturday show and Twenty-Five (25) VIP

Parking passes for the Sunday show.

• Fifty (50) general admission tickets, good for either the Saturday or Sunday show with company.

• Recognition during the Saturday and Sunday show event by Air Force leadership.

• One half-page advertisement in Luke Bolt Magazine.

• Publicity and recognition announcement in print media and advertising, such as newspapers, Bolt Magazine, posters, news releases from Marketing department/Public

Affairs office and on social media platforms such as Facebook and Instagram.

Silver Sponsor Package:

• Admissions to the Airshow with preferred access and exclusivity to the VIP chalet for the specific company located along the flight line, center view of the show, first-class food and an open bar for Fifteen (15) people for the Saturday show and Fifteen (15) people for the Sunday show.

• Exclusive VIP Restrooms by the chalet for guests.

• Fifteen (15) VIP parking passes for the Saturday show and Fifteen (15) VIP parking passes for the Sunday show.

• Fifteen (15) general admission tickets, good for either the Saturday or Sunday show with company.

• Recognition during the Saturday and Sunday show event by Air Force leadership.

• One-fourth of a page advertisement on Luke Bolt Magazine.

• Publicity and recognition announcement in some print media and advertising, such as newspapers, Bolt Magazine, posters, news releases from Marketing department/Public

Affairs office and on social media platforms such as Facebook and Instagram.

• Featured in the Luke Air Force Base Bolt Magazine pre and post Airshow with one-fourth page advertisement within magazine for selected company at event for publicity and brand community relations efforts with the base.