Master Airshow Concessionaire Contract SOW 2022.doc

MASTER AIRSHOW CONCESSIONAIRE CONTRACT

STATEMENT OF WORK

SCOPE OF WORK

1. Contractor shall provide food, non-alcoholic beverages and novelty resale items to be sold during the Grand Forks Air Force Base Open House/Air Show (OHAS) that is scheduled to take place on June 18th, 2022. Crowds are estimated to be 25,000. However, the NAFI makes no claim or guarantee of attendance. The OHAS may include additional ground events that are open to the public. Contractor will have exclusive rights to sell all food, non-alcoholic beverages and novelty items 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. Contractor is responsible for providing all necessary logistical support for this event, unless otherwise specified in this statement of work. 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.

4. Contractor is responsible for providing all the food and novelty booths, tents, equipment and supplies to support this event. Tents shall be color coordinated and booths shall be uniform in color and size. Tents must have the ability to set up on concrete with appropriate anchoring to sustain the prevailing winds in the local area.

5. 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. Concession booths shall be fully operational by June 18th, 1000 CST, on the first day of the event and removed no later than June 19th, 1600 CST, the following day. If additional time is needed for removal, proper request and coordination must be approved by both NAF Contracting Officer and the Air Show Director. The booths shall be open for business from 1000 hours until 1600 hours each day of the event. The concession booths shall be continuously kept clean during the hours of operation.

6. Contractor shall provide novelty items and merchandise for resale. Contractor will ensure only quality merchandise and items are offered to maintain the integrity of the event at its highest levels. The base Public Affairs office (and/or Air Show Committee) 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 will be ensured by the NAFI. Contractor pricing on all food, beverages, merchandise, and novelty items will be consistent with those charged at comparable military open houses.

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

8. Contractor will honor discount tickets provided to volunteers for the purchase of food and beverages.

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

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 limit of $__________ for accidental bodily injury or death, or for occupational disease.

b. Comprehensive General Liability with minimum limits of $__________ per occurrence for bodily injury.

c. Comprehensive Automobile Liability with minimum limits of $__________ 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.

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 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. All food sold by the contractor must originate from approved sources as defined in Air Force Instruction (AFI) 48-116, Food Safety Program. Contractor shall ensure all food sold under this contract is in compliance with AFI 48-116, Food Safety and Inspection Program (and any other applicable base directives). 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 120 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 120 days prior to the open house. All personnel who man food booths shall be required to attend a health education class given by the contractor and coordinated through the Base Public Health Office.

12. The Services Squadron personnel will accompany contractor personnel to monitor and verify fund collections during the open house. All funds, change funds and revenue will be controlled by AF Form 1875, NAF Individual Cashier’s Report unless directed otherwise by the Contracting Officer.

13. Contractor will establish individual cash and inventory sheets per booth for audit purposes and submit to the Resource Management Flight Chief (or his/her duly authorized alternate) for approval 60 days prior to the open house. Contractor will submit proposed procedures to be used during the event and address specific conditions for overages and shortages.

14. Cash will be collected by an authorized NAFI representative and contractor representative daily, or more often as directed by the Contracting Officer. All cash will be counted in the presence of the NAFI representative. The contractor representative and NAFI representative will 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.

15. The NAFI reserves the right to:

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

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 Marketing Director shall resolve any conflicts relating to sponsorships.

f. Grant to certain other on-base Private Organizations, Non-Federal Entities (NFEs) and local vendors, subject to the approval of the Mission Support Group (MSG) Commander, the privilege to sell certain specific items not stocked by the contractor (squadron specific t-shirts, coins, memorabilia, etc.). The NAFI will coordinate with the contractor on items and locations of these organizations.

ADDITIONAL NOTES.

16. 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 air show coordinator, NAF Contracting Officer, and/or Services representatives to the air show committee. If the entire OHAS concessions are contracted to a commercial concern (minus the sale of alcohol), the contractor's recommendations will be considered and evaluated fairly by the air show committee. Concession contractors will not promise access or specific booth/display placement locations to any vendor unless booth/display placement decisions have been approved in advance by the air show committee.

17. 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 Services.

18. All issues involving access or booth location on the ramp for sponsor booths/displays, concessionaire contractor booths, NFO/NFE provided vendors, or other Private Organization operated booths will be coordinated and resolved by the Services Marketing/Sponsorship POC in conjunction with the air show committee.

ATTACHMENT 1

Evaluation Factors

1. The following factors will be used by the evaluation team to evaluate each proposal:

a. Past Performance: Evidence of a proven “track record” in providing food and beverage services for large-scale Air Shows or major public events. Include a list of events, dates, locations and types of services rendered, revenues generated and point of contact for each.

b. A minimum of 3 professional references.

c. Financial Disclosure: Provide evidence of sufficient resources to perform under the requirements of this contract. Include financial operating statements for the preceding 3 fiscal years.

d. Qualifications of key persons who may be assigned to this contract. Include special event background, academic credentials and practical experience.

e. The contractor’s proposed compensation schedule (Attachment 2) and the terms and conditions of the proposed contract.

f. Price.

2. In addition to the above-mentioned factors, proposals should address the following considerations:

a. The recommended number and type (food and beverage) of concession stands provided during the days of the Open House.

b. Description of all food and beverage items to be sold. Include menu and proposed retail price lists, including low priced menu options for children.

c. Set up and take down responsibility for concession equipment along with time requirements.

d. Security requirements.

e. Safety features.

f. Insurance liability.

g. Operation and audit procedures.

h. Total number of booth manpower required each day.

i. Include any other contract provisions necessary to execute the duties of this contract.

3. A panel of MWR program specialists will evaluate proposals in response to this solicitation. The recommendation of the panel will be submitted to Resource Manager, Air Show Director and Mission Support Group Commander.

4. 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 working days of the closing date stated in paragraph 2 regarding the award of contract. The decision of NAF Contracting Officer is final.

ATTACHMENT 2

Supplies/Services – Compensation Schedule

The resultant contract from this solicitation will be for the specified time identified in paragraph 1. Offerors must submit proposals that address this specific time frame. Compensation schedules WILL NOT be evaluated that are contingent on extensions of the resulting contract.

Concessionaire will pay the NAFI:

1. A guaranteed amount of _______________ or ________Percent of total gross food sales up to and including $______________ ________Percent of total gross food sales if sales exceed $__________________ ________Percent of total gross beverage sales (excluding alcoholic beverages) up to and including $___________ ________Percent of total gross beverage sales (excluding alcoholic beverages) if sales exceed $___________ ________Percent of total gross sales for all Novelty and Souvenirs (including subcontractors) up to and including $____________ ________Percent of total gross sales for all Novelty and Souvenirs (including subcontractors) if sales exceed $___________ ________Percent of total gross sales of Souvenir Programs sold

The gross sales from all food, beverage and novelty carts will be included in the total sales figures.

Note: VIP Chalets shall not be considered a part of this contract