AFMC_Freedom's_Call_Tattoo_Food__Non-Alcoholic_Beverage_Concessions_SOW_2014.pdf

WRIGHT PATTERSON AIR FORCE BASE

AFMC FREEDOM’S CALL TATTOO

FOOD & NON-ALCOHOLIC BEVERAGE

CONCESSIONAIR STATEMENT OF WORK

1.0 INTRODUCTION: This Statement of Work (SOW) defines the terms required for the establishment of a service contract between the Wright-Patterson AFB Force Support Squadron (FSS) Civilian Welfare Fund (CWF) (a Nonappropriated Fund Instrumentality) and a private Concessionaire. The purpose of this contract is to provide food and non-alcoholic beverages to the attendees during operational hours of AFMC Freedom’s Call Tattoo on Friday 27 June 2014, Wright Patterson AFB OH.

2.0 SCOPE: This SOW defines the requirements such as operational policies, base entry procedures, operational setup, performance time, NAFI requirements and cancellation clause. The contractor will be required to set up multiple food & non-alcoholic beverage stations along the designated sites to enable food & beverages service for an estimated 50 thousand attendees.

This will include the setup, serving, tear down and removal of all contractor equipment. The event takes place on the airfield and grounds behind the National Museum of The United States Air Force. This event will be held on Friday, 27 June 2014, 5:00pm – 10:00pm. As this is an open air event there are no indoor locations. This contract is for a company who has the capabilities to provide all food and non-alcoholic beverages concessions (pay-for-play) for an estimated crowd of 50 thousand spectators. The concessionaire must be able to setup multiple (minimum of 25) standalone food & beverage stations and 2 ATM’s locations alone the event site to allow for smooth flow of customers and maximum patronage. This function is promoted through radio, television, newspapers and posters attracting numerous spectators.

3.0 REQUIREMENTS:

3.1 OPERATIONAL POLICIES: The Concessionaire must agree to set up, operation and dismantling of its food & non-alcoholic beverage operations in the locations determined by CWF Nonappropriated Funds Instrumentality (here after referred to as NAFI) and assumes all cost for the same.

a. As this is an outdoor event the concessionaire shall be responsible for supplying its own self-contained tents, trucks or trailers, power supply (generators), water supply, ice, etc.

b. The Concessionaire agrees to maintain the premises it occupies in a clean and orderly condition, removing all related garbage and other litter on a regular basis to the designated trash collection area as often as necessary to maintain a clean professional site.

c. The Concessionaire shall provide a full menu complete with prices of foods and non-alcoholic beverage items to be sold. No glass bottled beverage can be sold, only plastic and cans. The NAFI and Concessionaire shall agree that only the items and prices listed on the menu supplied, which the NAFI approved will be sold.

d. No food or non-alcoholic beverage shall be sold outside of the approved contract. No alcoholic beverages of any kind may be sold by the Concessionaire.

e. Due to the numbers expected, the concessionaire shall place one beverage cart within the spectator area. If the concessionaire can not provide a beverage cart for this area, the NAFI shall be allowed to place same with Wright Patterson AFB affiliated organizations to provide supplemental soda and water sales.

3.2 BASE ENTRY: The NAFI will coordinate the concessionaire’s base access with Event Host and Base Security Police. The concessionaires will process all vehicles through the Spinning Road gate off Airway road for entry to the event site. Arrival at gate will not be prior to 0900 hours on Thursday 26 June 2014. The concessionaire must telephonically notify the NAFI when vehicles began to arrive.

3.3 OPERTIONAL SETUP: A layout of the site that indicates the specific setup locations for food and beverage concessions will be provided after award of contract.

SITE LOCATION: The event site and areas for the concessions is located within the grounds of the National Museum of the United State Air Force in area B adjacent to Wright Patterson AFB.

a. Set-up can begin on Thursday 26 Jun 2014 9:00am – 7:00pm. All set-ups must be completed no later than Friday 27 Jun 2014, 3:00pm to allow for Base Public Health to accomplish their required Food and sanitation inspection prior to concessions opening to the general public.

b. Parking in the concession area will be limited to the sales trailers and support vehicles (supply trucks, refrigerated vehicles etc.). All other vehicles must be removed from the site prior to 4:30 pm the day of event, Friday 27 June 2014. Motorize vehicles, with the exception of supply and trash carts, operation will not be permitted within the event site after 4:30pm due to crowd safety.

c. The concessionaire is responsible for its vehicles, trucks and trailers and shall park in areas designated by the NAFI.

3.4 PROFORMANCE TIME: Operational Celebration hours are 5:00 –

10:00pm. The concessionaire operators should be prepared to begin serving at 5:00pm.

a. The concessionaire will instruct all food & beverage concessions to turn off all outer, overhead bright lights and signs at the start of the Firework display. Interior lights may stay on to facilitate continuous sales.

3.5 CONCESSIONAIRE REQUIREMENTS: The Concessionaire will:

a. Provide proof of comprehensive liability insurance. It is recommended as a minimum the coverage be $1,000,000.00. The insurance certificate must be provided to the USAF contracting official along with the bid proposal. A copy of the certificate shall be kept in the contract file.

b. Maintain concessions in accordance with the most recent addition of the Department of Health and Human Services, Food and Drug Administration (FDA) Food Code, ensuring proper food and sanitation techniques are observed. Individual involved with the direct preparation, cooking and serving of food will wear appropriate head cover (hats, hairnets, visors). Smoking is prohibited in the direct food prep and sales area. Breaches of any health regulation will result in the operation being discontinued until corrective action has been taken.

c. Concessionaire will insure all food items required to be cooked, are prepared, held and served at the proper temperatures, hot foods maintained at 135 degrees or above and cold foods less than 41 degrees. Food will be wholesome and visually appealing.

d. The concessionaire must be on site or have a representative to receive and direct the set-up of its concessions.

e. NAFI contact information:

NAFI

E-Mail address: keith.allen.5@us.af.mil mailto:keith.allen.5@us.af.mil

88 FSS/FSVR

Base Restaurants 2000 Allbrook Drive Wright Patterson AFB OH 45433-5542 Office:(937) 257-8195 Cell: (937) 219-5203

f. Insure that a concessionaire representative attends planning meetings with the NAFI representatives, Base Fire Department, Base Safety, and Base Security as required.

g. Concessionaire shall be required to provide proof of having experience in coordinating food & beverage for an event of this magnitude.

h. In consideration of the right given to it by the NAFI to sell food and non-alcoholic beverages and retain the profits of such sales for its own benefit, the concessionaire agrees to pay the NAFI a flat fee equal to at least $15,000.00 (minimum bid). This contract will be awarded based on experience and amount of bid.

1. Experience Evaluation of offer: Contractor will be awarded based on documents that show, proof of prior experience; Name and events participated in, size of the events, number of food & beverage concessions at the event.. Proof of Public Health Inspection (good standing). Basic menu and Proof of liability insurance

2. Bid: Highest bid above the minimum bid for Concession

i. The concessionaire shall begin breaking down and preparing to remove equipment at the end of the firework show, 10:30pm Friday. All concessionaire equipment to include any trash in the concession area must be completely removed from the grounds by 1:00 pm Saturday 28 June 2014. All cooking oils, cleaning solution and HAZMAT chemicals must be removed from the site, they may NOT be placed in trash cans, dumpsters or poured out on the grounds. In addition all light bulbs, vehicle tires and equipment fixtures must be removed from the grounds, they may be placed in the dumpsters by the concessionaire. If such items are not removed, the NAFI will facilitate removal and disposal, the expense for this service will be the responsibility of the concessionaire holding this contract.

j. A good faith payment of $2,000.00 must be received by the NAFI no later than 30 days after award of contract and a photocopy of the concessionaire’s liability insurance certificate must be presented. Payment of the balance, to be determined by the awarded bid, must be paid by 11 July 2014.

3.6 NAFI REQUIREMENTS: The NAFI will:

a. Provide all coordination with the base authorities for the event.

b. Provide Site locations.

c. While there will be general Security patrolling the event site from

Thursday morning setup 9:00am to Saturday completion take down 1:00 pm with every precaution taken to protect property within the event site, the NAFI cannot be held responsible for any equipment or personal property left on site by the concessionaire.

d. The NAFI cannot be held responsible for damage or loss to concessionaire’s property regardless of how damage was caused i.e. adverse weather, spectator actions, etc.

e. Will provide dumpsters for waste and garbage disposals.

f. Insure Security Police, Medical and Fire protection apparatus/vehicles are on hand during the event.

3.7 CANCELLATION CLAUSE: In the event of adverse weather

conditions (Extremely high winds, heavy rains with lighting, etc.) the NAFI will communicate to the concessionaire the determination given by the AFMC Freedom’s Call Tattoo host if the event will be cancelled.

If the event is cancelled due to weather, there will not be a rain date.

The $2,000.00 good faith payment will be completely refunded to the Concessionaire, and this will terminate the contract and release both parties.

6 February 2014