Full NAFUA1-25-R-0004 RFP.pdf

NAFUA1-25-R-0004

Nonappropriated Fund DLA NAF Contracting

Prospective Contractors

DEFENSE LOGISTICS AGENCY

HEADQUARTERS

8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

SUBJECT: DLA Defense Supply Center Columbus Barbershop Services – Solicitation

# NAFUA1-25-R-0004

Greetings Prospective Contractors, Thank you f or your interest in receiving the solicitation packet for the Defense Logistics Age ncy (D LA) Defe nse Supply Ce nter Colum bus (DS CC) Barbers hop conces sion services at DLA DSCC, Columbus, OH. Enclosed is the Request for Proposal (RFP).

Note Section L.17 for Site Visit and Proposal Questions, site visits are by appointment only, please contact Craig Pruett, Business and Recreation Director via email:

Craig.Pruett@dla.mil or phone (445) 737-6014. All questions and discussions during the site visit should be limited. Any questions asked during the site visit and any questions related to the solicitation shall be submitted to the Contracting Officer (KO) in writing.

Please note Section L.19 for Proposal Preparation Instructions and Section L.4 for where and when to submit your proposal. The proposal due date is scheduled for September 19th, 2025 at 4 p.m. Eastern Daylight Time. Any information received and not included in an amendment will not be considered as part of the solicitation and subsequent contract.

If you need additional information regarding the RFP or the project, please contact Mr.

Hunter Hartman, Contract Officer via email: hunter.hartman@dla.mil or phone 445-737-8976.

Sincerely, Mr.Hunter Hartman Contract Specialist DLA NAF Contracting

Encls: RFP# NAFUA1-25-R-0004

4. SOLICITATION TYPE 3. SOLICITATION NUMBER

NAFUA1-25-R-0004

1. No appropriated funds of the United States shall become due or paid the contractor by reason of this solicitation / award

5. DATE ISSUED

02/27/2025

SOLICITATION, OFFER AND AWARD

(Nonappropriated Funds)

2. CONTRACT NO.

PAGE OF PAGES

6. REQUISITION/PURCHASE NUMBER

PRLB1-LV-A1-25-0001

7. ISSUED BY CODE

DLA One Fund NAF Contracting Office 8725 John J. Kingman Road Room 1134 Fort Belvoir VA 22060 USA

8. ADDRESS OFFER TO (If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder"

SOLICITATION

9. Sealed offers in original and copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in until 1600 ES local time 06/06/2025 (Hour) (Date)

CAUTION: LATE Submissions, Modifications and Withdrawals: See Section L. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL

A. NAME

Hunter C. Hartman

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

hunter.hartman@dla.mil AREA CODE

NUMBER

737-8976

EXT.

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 2-3 X I CONTRACT CLAUSES 31-42

X B SUPPLIES OR SERVICES AND PRICE/COST 4-5 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 6-16 X J LIST OF ATTACHMENTS 43-59

X D PACKAGING AND MARKING 17 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 18-19 X K REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

60-63

X F DELIVERIES OR PERFORMANCE 20-22

X G CONTRACT ADMINISTRATION DATA 23-25 X L INSTR., CONDS., AND NOTICES TO OFFERORS 64-72

X H SPECIAL CONTRACT REQUIREMENTS 26-30 X M EVALUATION FACTORS FOR AWARD 72-76

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at Section L., Minimum Bid Acceptance Period.

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

AWARD (To be completed by NAFI)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING DATA

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

Hunter C. Hartman

27. Nonappropriated Fund Instrumentality

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on DA Form 4071, or by other authorized official written notice.

DA FORM 4069, NOV 04

For use of this form see AR 215-4;

the proponent agency is OACSIM

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Prompt Payment Provisions)

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

14. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME

AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT.

CONTINUATION SHEET

(Nonappropriated Funds)

REFERENCE NO. OF DOCUMENT BEING CONTINUED

NAFUA1-25-R-0004

PAGE OF

2 30

NAME OF OFFEROR OR CONTRACTOR

ITEM NO.

(A)

SUPPLIES/SERVICES

(B)

QUANTITY

(C)

UNIT

(D)

UNIT PRICE

(E)

AMOUNT

(F)

Period of Performance: 09/12/2025 to 09/11/2030

0001 BASE YEAR BARBERSHOP SERVICES 12 MO

(Not Separately Priced)

0002 1ST OPTION YEAR BARBERSHOP SERVICES 12 MO

(Option Line Item) 09/12/2026 (Not Separately Priced)

Period of Performance: 08/01/2026 to 07/31/2027

0003 2ND OPTION BARBERSHOP SERVICES 12 MO

(Option Line Item) 09/12/2027 (Not Separately Priced)

Period of Performance: 08/01/2027 to 07/31/2028

0004 3RD OPTION YEAR BARBERSHOP SERVICES 12 MO

(Option Line Item) 09/12/2028 (Not Separately Priced)

Period of Performance: 08/01/2028 to 07/31/2029

0005 4TH OPTION YEAR BARBERSHOP SERVICES 12 MO

(Option Line Item) 09/12/2029 (Not Separately Priced)

Period of Performance: 09/12/2029 to 9/11/2030

DA FORM 4068, NOV 04

For use of this form see AR 215-4;

the proponent agency is OACSIM

Solicitation number NAFUA1-25-R-0004

SECTION B - SUPPLIES OR SERVICES/PRICES

B-1. OBJECTIVE

The intent of this Request for Proposal (RFP) is to award a concession contract to permit a contractor (the Concessionaire) to operate a Unisex Barbershop operation at the Defense Supply Center Columbus (DSCC), 3990 East Broad Street, Building 47, Columbus, Ohio. 43213 . The barbershop shall be open six days a week: Monday through Friday from 8:30 a.m. to 4:30 p.m. and Saturdays (optional) from 8:00 a.m. to 1:00 p.m. No work shall be performed on Federal Holidays. (See F-4) The period of performance for this concession is a one (1) year base period with four (4) one-year option periods, if exercised. Total duration of the base period and all exercised option periods shall not exceed five (5) year’s total.

B-2. FEE AND PRICE SCHEDULES

The awarded Concessionaire shall pay the NAFI a concession fee of monthly gross sales in accordance with its offer as proposed during the solicitation phase of this contract.

Note: Contractor/Offeror must (for proposal submission requirements) complete the following Revenue Fee Payment Schedules for each CLIN below.

Fee Schedules shall be completed by inserting a percentage revenue sharing fee amount in the stated category description schedules below for each type of service rendered. The Offeror must complete each of the Revenue Share Schedules for each of the Base and Option Periods listed below. Percentage is based on gross sales.

Base Period – Service performance of the base period starts from the Projected Date of 19 September 2025 as stated below and will continue for 12 consecutive months.

Option Years - Service performance for all Option Years, if exercised, will commence on the day next succeeding the prior period ending, or, as otherwise directed by the Contracting Officer.

CLIN 0001: Base Period - Projected 19 September 2025 thru 18 September 2026

REVENUE SHARE PAYMENT SCHEDULE:

BASE PERIOD

CLIN CATEGORY OF SERVICE OPERATIONS

MONTHLY

PERCENTAGE FEE TO

THE NAFI

Barbershop Operations

CLIN 1001: First Option Period – Projected 19 September 2026 thru 18 September 2027

REVENUE SHARE PAYMENT SCHEDULE

FIRST OPTION PERIOD

CLIN CATEGORY OF SERVICE OPERATIONS

MONTHLY

PERCENTAGE FEE

TO THE NAFI

Barbershop Operations

CLIN 2001: Second Option Period – Projected 19 September 2027 thru 18 September 2028

REVENUE SHARE PAYMENT SCHEDULE

SECOND OPTION PERIOD

CLIN CATEGORY OF SERVICE OPERATIONS

MONTHLY

PERCENTAGE FEE

TO THE NAFI

Barbershop Operations

CLIN 3001: Third Option Period – Projected 19 September 2028 thru 18 September 2029

REVENUE SHARE PAYMENT SCHEDULE

THIRD OPTION PERIOD

CLIN CATEGORY OF SERVICE OPERATIONS

MONTHLY

PERCENTAGE FEE

TO THE NAFI

Barbershop Operations

CLIN 4001: Fourth Option Period – Projected 19 September 2029 thru 18 September 2030

REVENUE SHARE PAYMENT SCHEDULE

FOURTH OPTION PERIOD

CLIN CATEGORY OF SERVICE OPERATIONS

MONTHLY

PERCENTAGE FEE

TO THE NAFI

Barbershop Operations

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C-1. REQUIREMENT SUMMARY STATEMENT

The intent of this Request for Proposal (RFP) is to award a concession contract to permit a contractor (the Concessionaire) to operate a Unisex Barbershop concession at the Defense Supply Center Columbus (DSCC), 3990 East Broad Street, Building 47, Columbus, Ohio. 43213 . The barbershop shall be open five days a week with a six day optional: Monday through Friday from 8:30 a.m. to 4:30 p.m. and Saturdays (optional) from 8:00 a.m. to 1:00 p.m. No work shall be performed on Federal Holidays. (See F-4) The period of performance for this concession is a one (1) year base period with four (4) one-year option periods, if exercised. Total duration of the base period and all exercised option periods shall not exceed five (5) year’s total. This is a concessionaire agreement where the contractor operates the barbershop in exchange for a flat-percentage fee paid to the Nonappropriated Fund Instrumentality (NAFI). There is no incumbent for this requirement.

C-2. DEFINITIONS/ABBREVIATIONS. Certain terms, abbreviations and acronyms are used throughout this request for proposal. The definitions for these items are as follows:

a. Contractor: The person or entity who has been awarded the contract to provide services described in the resulting contract. The term used herein: represents the party to the contract and is synonymous with Concessionaire who performs services and provides supplies.

b. Contracting Officer (KO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. This authority is granted through the means of a certificate of appointment (warrant). The term includes certain authorized representatives of the contracting office acting within the limits of their warrant authority as delegated by the contracting officer.

c. Contracting Officer’s Representative (COR): Serves as the liaison between the contractor and the contracting officer and is appointed by the contracting officer, in writing. The COR is responsible for the technical and administrative monitoring of the contract as described in the COR appointment letter. The COR has no authority to change the terms and conditions of the contract, only the contracting officer may do this. The COR appointment will remain in effect until reassignment, termination of employment, or expiration/termination of the contract. Contractors shall be provided a copy of the COR’s appointment letter.

d. Contractor/Concessionaire: The person or entity who has been awarded the contract to provide services described in the resulting contract.

e. Days: Defined as calendar days unless otherwise stated in the solicitation.

f. DFMWR: The Directorate of Family Morale, Welfare and Recreation.

g. Eligible Patrons: Individuals authorized to obtain and purchase services from the DFMWR. (see AR 215-1, Table 6-1- MWR patronage authorization)

h. Government: The term generally refers to the general facilities and furnished equipment. The use of the term “Government” shall not be construed to imply that appropriated funds of the United States are involved in this contract

i. Gross Sale: Except as provided herein, is defined to be all money, cash receipts, assets, property, or other things of value, including but not limited to gross credit and cash sales, rentals, fees and commissions made or earned by the Contractor, exclusive of state or local sales tax.

j. Gross Revenue: Total dollars paid by customers for all services rendered on goods sold, excluding (1) any gratuities or service charges added to a patron’s bill in lieu of gratuities, which the Contractor is obliged to turn over to an employee, (2) an amount equal to all credits or refunds made to patrons and (3) all sales taxes deemed payable.

k. NAFI: ““Nonappropriated Fund Instrumentality” (NAFI). An integral DoD organizational entity, that performs an essential Government function. It acts in its own name to provide or assist other DoD organizations in providing morale, welfare, and recreational programs for military personnel and civilians. It is established and maintained individually or jointly by the heads of the DoD components. As a fiscal entity, it maintains custody of and control over its nonappropriated funds. It is responsible for the prudent administration, safeguarding, preservation, and maintenance of those appropriated fund resources made available to carry out its function. With its nonappropriated funds, it contributes to the family, morale, welfare and recreational programs of other authorized organizational entities when so authorized. It is not incorporated under the laws of any State or the District of Columbia and enjoys the legal status of an instrumentality of the United States.

l. FUND: DLA One Fund, Columbus, used interchangeably with the term NAFI

m. NTP: Notice to Proceed

n. Offeror: The person or entity submitting a proposal in response to the Request for Proposal (RFP). After the contract is awarded this term will refer to the person or entity that was awarded the contract (the Contractor or Concessionaire)..

o. Quality Assurance: Those actions taken by the NAFI to check Contractor’s Quality Control methods to determine they meet the requirements of this contract.

p. Quality Control: Those actions taken by the Contractor to ensure that the services are performed according to the terms and conditions of the contract

q. Government Furnished Property: Property in the possession of, or directly acquired by, the Government/NAFI and subsequently made available to the Concessionaire.

r. DSCC: Defense Supply Center Columbus

s. DoD: Department of Defense

C-3. GENERAL PERFORMANCE REQUIREMENTS

a. The Concessionaire shall furnish all necessary labor, supervision, management, tools of trade, materials, supplies, and equipment, not provided by the NAFI, required to successfully operate the concession. Equipment provided by the NAFI is listed in Attachment J-1. The Concessionaire shall provide the following but not limited to:

i. Skilled and licensed barbers and stylists;

ii. Full range of barbershop services for me and women;

iii. Maintain a clean and sanitary enviroment;

iv. Maintain required inventory and supplies;

v. Collect payments and manage finances;

vi. Provide excellent customer service.

b. The concessionaire shall accept directly from the customers charges for services provided by cash, credit card, personal check and debit card. The NAFI is not responsible for any returned checks or denied credit or debit cards.

c. The Concessionaire shall commence occupation and operation of the Barber Shop on the date specified in the Notice to Proceed issued by the Contracting Officer. The notice will be issued no later than 30 days after contract award.

d. The Concessionaire shall comply with all health, fire and safety codes for DSCC which can be provided upon selection. Concessionaire will be subject at any time to be inspected by Air Force Public Health, state or local, agency proponents responsible for compliance in these areas. Critical findings must be rectified by the Concessionaire within time frame defined by the inspector. The

Contractor is required to furnish a copy of all reports to the Contracting Officer or his/her representative with the appropriate actions on how critical findings, if any, were addressed.

e. Concessionaire shall provide professional services to customers that are customarily found in Barber Shops in commercial facilities. These services shall include but not limited to, a variety of hair cutting and styling for both men and women, shampoo, blow out, texturing (permanent waves, relaxers), coloring, other related services as mutually agreed upon and military regulated haircuts, listed below. The Concessionaire may offer other services to customers with the approval of the Contracting Officer.

1) DAFI 36-2903, Department of the Air Force Dress & Appearance

2) AR 670-1, Wear and Appearance of Army Uniforms and Insignia.

3) NAVPERS 15665J, US Navy Uniform Regulations

4) MCO 1020.34H, Marine Corps Uniform Regulations

5) COMDTINST M1020.6k, Coast Guard Uniform Regulations

f. Concessionaire shall take over existing concessionaire operated Barber Shop, assuming all responsibilities associated with such a concession.

g. Pay monthly concession fee as stated in Section B to the NAFI for all agreed upon revenues earned under this contract.

h. Charge only prices agreed in the contract and approved by the Contracting Officer. The Concessionaire must post in a conspicuous place a complete price list for all goods and services available and shall be competitive with no higher than those in the local market area for the same or similar items. The Concessionaire may satisfy this requirement by providing the NAFI the prices to be available to individual customers using the DSCC MWR Barber Shop concession. Adjustments to pricing must be presented in writing. Price adjustments are required to have extraordinary and compelling circumstances which include market research. Pricing adjustments are agreed upon once the KO formally signs a modification. The Concessionaire shall provide a price list which includes all services.

Sales tax shall be stated separately from the sales price, added to the price in the Price Schedule, and collected from the customer.

i. An appointment system is authorized for Service and may be used as circumstances dictate.

Services shall be offered on a first come first served basis in addition to appointments. Walk-ins will be welcomed and considered as the circumstance dictate.

j. The Concessionaire shall not provide free merchandise or services except in conjunction with promotional programs approved by the NAFI and the COR.

k. REGULATORY REQUIREMENTS: The Concessionaire shall operate and manage the Barber Shop in accordance with statutory requirements, regulatory requirements, policies and standards set forth herein. These requirements and standards relate to the facility, health, staff training and licensing, fire and safety procedures. The Contractor shall provide qualified staffing to operate and manage the operation. The Contractor shall adhere to and maintain compliance with all other statutory, regulatory requirements. During the term of this contract, the most current version of all regulations and policy and standards shall apply including but not limited to AR 215-1, AR 215-4, AR 40-657, AR 40-5, PAM 40-11, and TB MED 531. The NAFI will provide information and updates as they become available. The Contractor shall bring any conflict between any of the statute, regulations or guidance to the attention of the COR for coordination and approval. If the Contractor is unable to locate an internet source for any regulatory requirements or policy or standards associated with performance of this contract, the NAFI will locate and provide the information.

l. OBJECTIVE: To establish a Barber Shop to provide services to the population of DSCC. The Contractor shall provide a full range of professional services generally available in the market outside of DSCC. In general terms this will include hair services such as cutting, styling, color, shampoo, sets, blow out, texturizing (permanents and relaxers), and waxing, tweezing, manicure, pedicure, and facials. The contractor may provide other services as part of this contract if contained and accepted in their proposals or as a modification after contract award.

m. BACKGROUND: The Barber Shop is currently vacant and has been closed since 2019. The facility is 1,400 square feet. The barbershop serves military, civilian and contractor personnel working/visiting at DSCC. Floor plans of the available space are attached. Barbershops and other competition in the area should be studied and evaluated by the prospective concessionaire. The contractor’s proposed program should include a variety of services and program to mitigate outside competition and maximize operational success of the contractor’s proposed barbershop program.

The Agency shall not be held responsible for any variation or annotations regarding building and/or visitor population figures or any other assumptions noted herein. DSCC estimated population size is 9000 employees, including part-time workers and weekend drillers.) Daily campus population is approximately 4,000 Monday through Thursday. Campus population is approximately 2,000 on Fridays. The Agency employees telework or utilize alternate work schedule (AWS). AWS provides employees one day off (typically a Monday or Friday) every week or every other week depending on their work schedule participation in AWS). Telework allows employees work from home either full time or on select days of the week.

C-4. CONCESSIONAIRE PERSONNEL

The Concessionaire shall provide the necessary management, supervision and personnel for the operation of the Barber shop. All personnel shall be licensed (further information in section H) to perform the services the individual will be providing to the customer. The Concessionaire shall provide an on-site licensed manager during operations that shall be responsible for the overall management and supervision of the Concessionaire personnel. The Concessionaire must demonstrate the necessary knowledge and abilities to effectively operate, manage and supervise the operation of the Barber Shop and its employees. The phrase operated and manage means the individual has direct involvement in the day-to-day operation of the business.

a. The managers shall be knowledgeable of contract terms and conditions and shall have authority to conduct business as required by the contract. Authority shall include, but will not be limited to, purchase of operating supplies, maintenance and repair of equipment, training of employees, maintaining prescribed operation schedule, supervision of Concessionaire employees, and settlement of customer complaints and claims. The Concessionaire shall provide written notice to the Contracting Officer naming the person appointed manager or representative.

b. Qualifications. All personnel employed as barbers, beauticians, estheticians, manicurist, and pedicurist by the Concessionaire must possess a valid license issued by the state of Ohio that has the authority to issues such licenses. Licenses shall be up to date and openly displayed in accordance with the Ohio Department of Licensing to the COR within 15 days of contract award.

c. Concessionaire shall provide at its own expense, and agree to maintain during the continuance of the contract, insurance as specified in Section H. The Concessionaire shall provide the required insurance certificates prior to operating the concession and no less than 10 business days after receiving notice of award. A notice to proceed (NTP) will be issued upon submission and verification of required Certificates of Insurance.

d. All Concessionaire employees having customer contact must be able to read, write, and speak English at a fluency level sufficient for efficient performance of the contract.

e. Concessionaire personnel shall maintain a neat and clean appearance at all times. Personal hygiene shall be practiced by all Concessionaire personnel at all times. Customer contact personnel shall wear attire typical of styles commonly used by professional commercial facilities of the same trade and as approved by the Contracting Officer. Concession personnel shall have ID credential with them at all times.

f. Concessionaire personnel shall give prompt and courteous treatment to customers. Each barber/hair stylist shall have the necessary “Tools of the Trade”, i.e. electric barber shears, electric thinning shears, regular and pick combs, hand held mirror, scissors, hair dryers, shampoo etc., to perform services on any customer, regardless of ethnic origin. During operating hours at least one employee/barber/hair stylist must be able to perform services on customers of different ethnic origins.

g. Concessionaire personnel shall abide by applicable regulations, directives and conduct themselves as to not reflect discredit on the NAFI or the United States Government.

h. Concessionaire shall confiscate from any personnel no longer performing services under this contract. Any ID Card issued to employee allowing access to military installation for the purpose of employment, and such items shall be turned in immediately to the COR.

i. Contractor employees, including those of Sub-Contractors, are required to wear the ID card conspicuously on their outer clothing at all times while working on this center. Personnel are subject to challenge and removal from the work area if the ID card is not being worn. It is the Contractor’s responsibility to enforce this requirement. Failure to do so is just cause for ordering work on a contract stopped.

j. Representation. The Concessionaire shall not represent or permit itself or its employees to be represented as agents or employees of the NAFI or the United States Government, and shall not use NAFI name on advertising material. The Concessionaire shall not represent, expressly or by implication, that the services provided under this contract are endorsed by any element of the NAFI.

C-5. Operation Schedule

a. Offeror shall submit with their proposal the operation schedule for the concession (See Section L of this solicitation). The NAFI requires the contractor to operate not less than 40 hours per week and should remain within the parameters stated in section B-1.

1) Sunday: Closed Monday-Friday: 0830-1630 Saturday (Optional): 0800-1300

Any deviations from the operating schedule listed in must be approved in advance and recorded in a bi-lateral modification. The Contractor shall coordinate his/her request no later than 30 calendar days with the COR from the date of requested schedule change

b. Observed Holidays: The contractor shall not be required to provide service on the following days as majority of customer base will not be on site.

HOLIDAY DATE OR DESIGNATED DAY

1) New Year’s Day January 1st

2) Martin Luther King Day 3rd Monday of January

3) President Day 3rd Monday in February

4) Memorial Day Last Monday in May

5) Juneteenth June 19th

6) Independence Day July 4th

7) Labor Day 1st Monday in September

8) Columbus Day 2nd Monday in October

9) Veterans Day November 11th

10) Thanksgiving 4th Thursday of November

11) Christmas Day December 25th

12) Inauguration Day When Applicable NOTE When any of the above holidays falls on a non-workday – Saturday or Sunday, the holiday is observed on Monday if the holiday falls on a Sunday or Friday if the holiday falls on Saturday.

13)

c. The contractor will refer to listed website or phone number for DSCC operating status and weather emergencies:

• www.landandmaritime.dla.mil/programs/operatingstatus/default.aspx

• Phone Number 614-692-1800

C-6. Equipment, Furniture and Movable Trade

a. NAFI Furnished Property. Inventory list of NAFI furnished property for Concessionaire's use, as part of the MWR Barber Shop concession is included with this solicitation and any resulting contract as Attachment J-1. If the Concessionaire accepts NAFI furnished property, the Concessionaire shall sign a hand receipt for NAFI property furnished annotating the current condition of such property.

Concessionaire shall perform routine preventive maintenance, such as lubricating mechanical parts as required, and keep the equipment, furniture, and fixtures operational, clean, sanitary, and secure. NAFI will not be liable for Concessionaire losses caused by malfunction of equipment. NAFI property shall not be removed from the premises without the prior written approval of the Contracting Officer and/or COR.

NAFI property shall only be used by the Concessionaire for this contract.

b. Concessionaire Furnished Equipment. Concessionaire shall furnish inventory list of all Concessionaire equipment. All electrical equipment will carry the Underwriters' Laboratories (UL) Seal of Approval. At the request of the Contracting Officer, and prior to the commencement date of services under this contract, Concessionaire will give the Contracting Officer a typed list of all equipment, furniture and movable trade fixtures to be furnished by the Concessionaire for this contract. Each item shall be identified by manufacturer, model name/number, serial number or Concessionaire's fixed asset number, as appropriate. The concessionaire will maintain and repair or replace, as necessary, all concessionaire furnished equipment, furniture and fixtures. It is expressly understood and agreed that neither NAFI nor any other agency or instrumentality of the United States is or will be liable to Concessionaire for costs of Concessionaire's investing in equipment, furniture or movable trade fixtures in the event of termination of this contract.

c. All equipment provided by the contractor must be in good working order and meet all applicable safety standards. The contractor is responsible for the proper disposal of all waste materials in accordance with environmental regulations. All supplies must meet USDA, FDA or EPA standards

d. Concessionaire shall maintain facility in a clean and organized state. Concessionaire shall maintain and be responsible for the sanitation of all instruments (brushes, clippers, combs, towels, etc.) used in the operation. Sanitary guidelines for operation of Barber Shops as well as procedures for handling patrons with possible communicable diseases are outlined in AR 40-5. All barbering tools/Instruments will be washed and disinfected on a regular basis (daily at a minimum). Any tools and/or instruments disinfected in a chemical solution will be fully rinsed in running water to remove all chemicals before using on patrons. All supplies intended for use in the facility must be approved by USDA, FDA or the EPA.

C-7. Advertising

FMWR Marketing Branch may be used as a source for advertising. Any additional advertising must be approved by COR.

C-8. Parking

Concessionaire's employees and patrons shall use only the parking lot designated for the barbershop concession. The parking lot is located at Building 47.

C-9. Merchandise Competition

a. NAFI makes no warranty, expressed or implied, that merchandise sold in the concession are free of competition. During the contract period, other activities may sell the same or similar merchandise . Such activities are included but not limited to: NAFI or other NAFI Concessionaires, AAFES Exchange activities. Any Concessionaire complaint of competition from these activities must be provided in writing to the Contracting Officer Representative (COR) which will be relayed to the Contract Officer (KO) for final review. NAFI may assist Concessionaire in resolving its complaint. NAFI will not be liable for any income, sales, profit or other losses of Concessionaires attributed to competition.

C-10. Accidents and Thefts

a. The concessionaire shall report immediately to the DSCC police information regarding any accident, theft, or suspicion of theft from government premises. Concessionaire shall furnish the COR a copy of the police report .

C-11. Facilities/Maintenance

a. The space assigned for Concessionaire use is not to be construed as the creation of a tenancy.

The Concessionaire shall make no alterations to the premises without prior authorization from the Contracting Officer, and will comply with all fire regulations and safety codes. At the termination of this contract, the Concessionaire shall yield up said premises in as good order and condition as when the same was entered upon by the Concessionaire less fair wear and tear.

b. Any property of the NAFI/United States Government damaged or destroyed by the Concessionaire shall be promptly repaired or replaced to the satisfaction of the Contracting Officer, or in lieu of such repair or replacement if so required by the Contracting Officer, pay an amount determined to be fair and reasonable to compensate for the loss by the NAFI and the United States Government by reason of damage to or destruction of government property.

c. Concessionaire shall keep the premises clean, orderly, secure, and sanitary. Concessionaire shall comply with the installation fire, safety, security regulations and applicable health, sanitation and environmental protection regulations.

d. Concessionaire shall, as needed, but at least daily, clean the entrance door, exterior and interior of storefront windows, interior operating space; empty trash receptacles by placing waste in dumpster located at building 47 and thoroughly clean all waste receptacles, and check interior lighting.

e. The Concessionaire is responsible for any and all renovation and start-up costs associated with the commencement of the Barber Shop Concession operation. Renovation/alterations to the area designated for this concession shall be submitted by the Concessionaire through the COR to the Contracting Officer for approval. Any alterations or improvements to the facility must be approved in writing by the Contracting Officer prior to commencement.

C-12. Customer Complaints and Claims

a. Concessionaire shall develop a customer complaint system capable of resolving customer complaints in a timely manner. Any complaints that cannot be resolved expeditiously will be brought to the attention of the COR for resolution.

C-13. Utilities

a. DSCC will pay for utilities to include heat, power, water, sewage service and trash removal unless otherwise provided in the contract. DSCC will not be liable for losses caused by interruptions of utility service.

b. Concessionaire will pay for connecting and disconnecting utilities to Concessionaire furnished equipment.

c. The Concessionaire may furnish cable television in performance of this contract, and in doing so, he/she shall be responsible for paying all costs associated with this service.

d. Concessionaire furnished equipment requiring utilities hookup will comply with installation's energy conservation policy. Concessionaire furnished equipment determined by the Contracting Officer or her representative to be energy inefficient shall be replaced with acceptable equipment at the Concessionaire's expense.

e. Concessionaire and concessionaire employees will comply with DSCC installation's energy conservation programs which will be provided by the COR.

C-14. Concessionaire Furnished Equipment

a. The contractor shall furnish at a minimum one (1) cash register or electronic device with the following features or equivalent capabilities:

1. Display: Clerk/customer indicator display must be viewable by the customer.

2. The register must be able to print a customer receipt tape, journal tape or validation sales form or have the ability to be sent electronically.

3. Customer receipt tape shall print a header and the date and department number beside the amount on regular entry and refund transactions. Receipt tape shall be legible and self- explanatory and be identified with a cash register number and a transaction number.

4. Journal tape shall contain date, no sale, void, refund, each transaction total, and a non- resettable customer or transaction counter printed on it.

5. Grand Totalizer must have non-resettable grand totalizer, non-resettable Z reset counter and non-resettable transaction counter. It must produce an X and Z readout tape totaling each/all functions of the register. The non-resettable grand totalizer, Z reset counter need not print on the X tape. The Z readout, after initial printout, must clear all totals except the non-resettable Grand totalizer.

6. Cash drawer Registers must have a closed drawer feature; that is, no transaction can be entered unless the cash drawer is closed. Registers equipped with an emergency cash drawer release feature must have that feature covered with a protective plate to prevent use of the release lever/button without complete removal of the plate

7. The register shall have a tax key programmable for various tax rates in accordance with the particular state law. Taxes must totalize on the X and Z readout tape. The register should allow manual entry of tax amounts if different from the programmed amounts.

8. A minimum of four (4) department keys.

I. Error Correct/Void Key and Void Mode (complete. transactions): Must have a separate resettable totalizer which shall not subtract or add to the non-resettable grand totalizer.

II. No Sale Key: This feature may be by separate key or in combination with another feature, i.e., non-add key, amount tendered/total key. Other than the emergency release feature, the no- sales key must be the only way to enter the register outside a regular transaction. The no-sales feature must produce a transactional counter printout on the X and Z readout tapes.

III. Refund Key: Must have separate resettable totalizer which shall not subtract or add to the non-resettable grand totalizer.

IV. Other Keys: Registers with received on account, paid out, or other features that subtract from the departmental total and non-resettable grand totalizer must have those features disabled, blocked out and not used.

9. Memory Protection. Program information and all totals shall be protected against AC power failure for a minimum of 72 hours. Register with operating memory on/off switch is not acceptable.

10. Printer shall identify by letter abbreviation or numerical identification department numbers, total, change, amount tendered, X and Z operations and all other salient features of the cash register.

11. Non-resettable Totals with nine digit capacity. At a minimum, cash registers shall provide a grand total of cumulative sales entries. During sales transactions, all entries shall be indexed and recorded.

12. Non-resettable Counters with four digit capacity. At a minimum, cash register shall provide a continuous count of transactions.

13. Cash Register Operation: Each cash register drawer shall be assigned to only one operator at a time, except for authorized supervisory personnel performing oversight functions.

b. The concessionaire shall be responsible for collecting all payments from customers. The concessionaire shall provide a detailed monthly report of gross revenue to the COR. The concessionaire shall be responsible for paying all applicable taxes. The concessionaire must accept major credit cards (Visa, Mastercard, Discover, American Express).

C-16. SANITATION AND HYGIENE

a. The concessionaire shall ensure that the Barber Shop facility is always kept clean and orderly. Personal hygiene will be always practiced by concessionaire personnel.

b. Persons having communicable diseases shall not work in performance of this contract.

c. Health certification will be kept on file by concessionaire in the barber shop and will be kept current.

d. Concessionaire personnel will wash their hands before serving each customer.

e. Waste materials and soiled linens will be stored in closed receptacles.

C-17. QUALITY ASSURANCE

a. The Concessionaire shall provide service of a high quality and will follow its operating plan as approved by the NAFI Concessionaire personnel shall at all times treat both customers and DSCC staff in a courteous and respectful manner.

b. The Concessionaire shall promptly seek to resolve all patron claims, complaints, and request for refunds or exchanges at Concessionaire’s expense, in a courteous and commercially reasonable manner to ensure customer satisfaction. The Concessionaire shall promptly inform the COR of any customer claim, complaint or request for refund or exchange that cannot be resolved between the Concessionaire and the complainant and provide a detailed written explanation of the nature of the issue and why it cannot be resolved. Any disagreement that cannot be resolved between the customer and the Concessionaire shall be referred to the COR for resolution. The COR’s decision is final.

c. Point-of-Sale (POS) Systems: Where approved POS equipment and software are utilized, the Contractor shall employ the system's provided functions for cash control and reconciliation.

C-18. QUALITY CONTROL

a. The Concessionaire shall establish, implement and maintain a quality control program to ensure contract compliance as approved by the NAFI.

b. In addition, the Concessionaire shall ensure “product quality” assurance and compliance in accordance with all applicable local, city, and state health and sanitation regulations.

c. Cash Controls: Recording and Depositing: All cash received shall be immediately recorded at the point of sale and deposited in accordance with established procedures. Accountable forms, such as sales slips, guest checks, vouchers, and receipts, shall be utilized as part of the control system.

d. Change Funds and Petty Cash: The Contractor shall maintain and control change funds and petty cash in accordance with AR 215-1 to prevent loss or theft. Proper documentation and procedures for disbursing and replenishing these funds shall be followed.

e. Separation of Duties: The Contractor shall maintain a clear separation of duties, to the extent practicable, between personnel responsible for preparing deposits, cash receipts, and other cash handling functions.

f. Cash Reconciliation: Daily cash reconciliation shall be conducted, documenting the date and time of the count, total amount of cash by denomination, identity of the cash register or change fund, and the names of all individuals involved in the process.

g. Inspections and Audits: The Contractor shall permit authorized personnel to inspect cash handling procedures, records, and equipment at any time. The Contractor shall cooperate fully with any audits conducted to verify compliance with these cash control requirements.

h. Non-Compliance: Failure to comply with the cash control and cash register requirements outlined in this clause and AR 215-1 may result in penalties, including but not limited to contract termination.

C-19. VENDOR TRANSITION SCHEDULE

a. Assume Operations. The concessionaire shall remain at the current location (this is subject to change over life of contract) and there shall be no interruption of services.

b. Expiration of contract

1) The concessionaire shall promptly settle their account with the Installation Morale Welfafe & Recreation Fund (IMWRF) including payment in full of all amounts due; yield up the premises, installed property and fixtures and all NAFI furnished property, clean and in good order and condition as when received (except for normal wear and tear); surrender all installation passes for all employees; and complete satisfactory settlement of all customer complaints and claims.

Expiration of the contract does not release the contractor from the obligation to satisfactorily settle customer complaints and claims.

2) The concessionaire shall promptly remove all concessionaire furnished property including equipment, furniture and movable trade fixtures, etc., not purchased by the NAFI, and all concessionaire-owned tools of the trade and supplies. Upon failure to yield up the premises or remove concessionaire property, the COR may enter the premises, cause concessionaire property to be removed and stored in a warehouse at the concessionaire’s expense, and cause the premises to be cleaned and restored at the concessionaire's expense. If the concessionaire authorizes and empowers the NAFI to take possession of concessionaire property and dispose of same by public or private sale without notice, then from the proceeds of sale, the NAFI will satisfy all costs to the NAFI including, the cost of the sale, handling, storage, etc., and any other indebtedness to the NAFI. The NAFI shall be required to disburse any excess funds received from the sale to the concessionaire.

3) The NAFI shall have the option and first right to purchase any or all of the concessionaire furnished property including equipment, furniture and movable trade fixtures, etc, used in the facility by concessionaire to perform this contract. In the event of exercise of this option by the NAFI, the value of such property shall be determined by an independent appraiser obtained by the NAFI.

c. Termination of contract

1) The concessionaire shall promptly settle their account with the Installation Morale Welfafe &

Recreation Fund (IMWRF) including payment in full of all amounts due; yield up the premises, installed property and fixtures and all NAFI furnished property, clean and in good order and condition as when received (except for normal wear and tear); surrender all installation passes for all employees; and complete satisfactory settlement of all customer complaints and claims.

Termination of the contract does not release the contractor from the obligation to satisfactorily settle customer complaints and claims.

2) The concessionaire shall promptly remove all concessionaire furnished property including equipment, furniture and movable trade fixtures, etc., not purchased by the NAFI, and all concessionaire-owned tools of the trade and supplies. Upon failure to yield up the premises or remove concessionaire property, the COR may enter the premises, cause concessionaire property to be removed and stored in a warehouse at the concessionaire’s expense, and cause the premises to be cleaned and restored at the concessionaire's expense. If the concessionaire authorizes and empowers the NAFI to take possession of concessionaire property and dispose of same by public or private sale without notice, then from the proceeds of sale, the NAFI will satisfy all costs to the NAFI including, the cost of the sale, handling, storage, etc., and any other indebtedness to the NAFI. The NAFI shall be required to disburse any excess funds received from the sale to the concessionaire.

3) The NAFI shall have the option and first right to purchase any or all of the concessionaire furnished property including equipment, furniture and movable trade fixtures, etc, used in the facility by concessionaire to perform this contract. In the event of exercise of this option by the NAFI, the value of such property shall be determined by an independent appraiser obtained by the NAFI.

C-20. TAXES

a. Concessionaire is responsible for determining the applicability of and for payment of all federal, state, host county and local taxes applicable to the property, income, and transactions of concessionaire, and if required by applicable laws and regulations shall collect and remit sales taxes to the state. Sales taxes which have been collected shall be excluded from the computation of gross receipts, and the amount excluded shall be listed on the concessionaire settlement report. The amount of taxes so excluded shall not exceed the actual sum payable to the state. If required by state law or regulation, concessionaire shall obtain and conspicuously display the state sales tax permit.

b. If any such tax or duty has been included in the consideration through error or otherwise, the contract pricing or consideration shall be correspondingly reduced or adjusted. If for any reason after the contract date, concessionaire is relieved in whole or in part from the payment or the burden of any tax or duty included in the contract pricing or other consideration, the contract pricing and/or other considerations shall be correspondingly reduced or adjusted.

C-21. CONTRACTOR’S RESPONSIBILITY

The Contractor shall be responsible for the expense of repairs to structure and utility lines made necessary through his fault or negligence or that of his employees as determined by DSCC facility engineers.

Internal Controls. Concessionaire shall keep a complete and accurate accounting of all transactions during the entire contract period.

a. Transactions. All sales (cash, charge card or deposit) shall be recorded on the cash register when the transaction is made. Service and merchandise sales will be recorded separately on the designated keys of the cash register. The customer will be given a cash register receipt for the sale

b. Key Controls.

c. Customer Checks

I. Concessionaire may charge the customer for a dishonored check except when

(1) the bank acknowledges the dishonor to be a bank error or (2) the return is the result of a Concessionaire error.

II. Concessionaire may not charge more than the administrative amount charged by NAFI for dishonored checks (currently $25)

III. Losses from dishonored checks are the Concessionaire's responsibility.

C-22. NAFI FUND RESPONSIBILITY

a. Furnish Concessionaire access to area designated for Barber Shop operation. Refer to Attachment A for NAFI furnished items/equipment/property. NAFI shall be responsible for all routine maintenance and repair of basic structure.

b. Insure that the Contracting Officer’s Representative (COR) reports any act(s) of vandalism to the Provost Marshall, the Contracting Officer, and the Concessionaire. The NAFI will not be responsible for the Concessionaire's property

SECTION D – PACKAGING AND MARKING

(SECTION INTENTIONALLY LEFT BLANK)

SECTION E - INSPECTION AND ACCEPTANCE

E-1. Acceptance of services and deliverables…