Master Concessionaire PWS_3 April 2025.pdf

MASTER AIRSHOW CONCESSIONAIRE CONTRACT

PERFORMANCE OF WORK (PWS) STATEMENT

SCOPE OF WORK:

1. Contractor shall provide food, beverages, and novelty resale items to be sold during the Luke Air

Force Base Open House/Air Show (OHAS) that is scheduled to take place on March 21-22, 2026. Based on previous attendance records, crowds are estimated to be 250,000 per day. Contractor will have exclusive rights to sell food, beverages and novelty items. The Air Force reserves the right to allow private organizations to sell Luke Air Force Base Squadron memorabilia.

2. Alcoholic Beverages (Wine and Beer) will only be sold in conjunction to food vendors/booths. FSS reserves the right to have stand-alone booths for alcohol sales during the event, subject to the stipulations set forth in this document. 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 Force Support NAFI/MWR contracts with a concessionaire to sell alcoholic beverages (Wine and Beer) at Force Support events, the concessionaire operator is required to purchase at no cost to the government, an Arizona Liquor Wholesaler's or Retailer’s Occupation Tax

Stamp issued by the Bureau of Alcohol, Tobacco, Firearms and Explosives in a timely manner to execute alcoholic beverage sales.

3. 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.

4. Contractor is responsible for providing all necessary logistical support for this event, 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 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 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. Concession 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. The concession booths shall be continuously kept stocked and clean during the hours of operation.

7. Contractor shall provide a complete list of novelty items and merchandise with prices for resale ten

(10) days prior to event. Contractor will ensure only quality merchandise and items are offered to maintain the integrity of the event at its highest levels. The Airshow Committee and/or Public Affairs must approve commemorative t-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.

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 public: (The NAFI reserves the right to include or exclude these items from the final contract).

a. Chalets, Reserved seating, Ticketing (to include tents, table, chairs)

b. VIP Chalets (to include tents, tables, chairs, catering, VIP experience)

c. Kid Zone Amusement Area (Air/Space Themed Inflatables and Amusement Rides)

d. Automated Teller Machines (ATMs) or equivalent cash distribution system.

e. Other attractions not previously mentioned.

9. Contractor shall provide all training to anyone contractor assigns duties, unless directed otherwise by the Contracting Officer. All training classes will be coordinated through the NAFI.

10. Contractor will provide to and honor discount meal tickets for the purchase of food and beverages.

11. Contractor will provide the 56 FSS/MWR NAFI a retail sum equal to $6,000.00 in food and beverage tickets to be used at the events discretion Free of Charge. Any additional food and beverage tickets needed will be billed back at .50 cents for every dollar redeemed.

12. 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.

13. 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 $1,000.000 for accidental bodily injury or death, or for occupational disease.

b. Comprehensive General Liability with minimum limits of $1,000.000 per occurrence for bodily injury.

c. Comprehensive Automobile Liability with minimum limits of $1,000,000 per person and $1,000.000 per accident or occurrence for bodily injury, and $1,000.000 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.

14. 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 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 also ensure all food sold 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 http://www.e-publishing.af.mil/ 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 booths shall be required to attend a health education class given by the contractor and coordinated through the Base Public Health Office.

15. Resource Management Flight Chief designated NAFI 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. Cash less option is acceptable, but the NAFI will need to know, no later than 30 days from the event, which vendors are using this option for their sales.

16. 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 ten (10) 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. ·

17. Cash will be collected by an authorized NAFI representative and Contractor representative multiple times throughout each day 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.

18. The NAFI reserves the right to:

a. Monitor and inspect at any time all cash collections, point of sales transactions, advance ticket sales, bank deposits, and completion of cash control documents.

b. Provide volunteer staff to support the event.

c. Provide entertainment separate and apart from contractor's proposal.

d. 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.

e. Grant to certain other on-base organizations, 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. The NAFI will coordinate with the Contractor on items and locations of these organizations. The NAFI will provide the Contractor with a list of food establishments and contact information for a taste of local fare to be considered, if it is an item that the Contractor does not provide. The NAFI will coordinate with the Contractor on this item.

19. 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 NAFI representatives to the air show committee. If the entire OHAS concessions are contracted to a commercial entity (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.

20. 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.

21. 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 56 FSS 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, number of estimated attendees, locations and types of services rendered, revenues generated and point of contact for each.

b. A minimum of 6 (six) 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 5

(five) 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.

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 souvenirs, food and beverage items to be sold. Include menu and proposed retail price lists. Pictures of souvenirs, food and beverages sold are also acceptable.

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.

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 56 FSS/MWR NAFI is final.

ATTACHMENT 3

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 sum equal to the guaranteed amount of $150,000.00 or the aggregate of A through H whichever is higher. Net proceeds in excess of $150,000.00 will be split 60% percent contractor, 40% percent Luke AFB.

a. 55% Percent of total gross food sales up to and including $150,000.00

b. 60% Percent of total gross food sales if sales exceed $150,000.00

c. 55% Percent of total gross beverage (including alcohol) sales up to and including

$150,000.00

d. 60% Percent of total gross beverage (including alcohol) sales if sales exceed

$150,000.00

e. 40% Percent of total gross sales for all Novelty and Souvenirs (including subcontractors) up to and including $75,000.00

f. 45% Percent of total gross sales of Souvenir Programs sold (including subcontractors) if sales exceed $75,000.00

g. 35% percent of total gross sales from VIP Chalets sales

h. 25% percent of total gross sales from Kids Zone attraction ticket sales

i. 50% percent commissions from Air Show Sponsorship sales. A full accounting of all sponsorship obtained by contractor must be provided at time payment is due.

j. Payment of fees due to the NAFI must be made as follows: $10,000.00 of the guaranteed is to be paid 30 days in advance of the Air Show/Open House and the remainder is to be paid in the form of certified check within 3 business days upon conclusion of the Air

Show/Open House.

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