NAFUA1-26-Q-0007 Barbershop Concessionaire - DLA Columbus.pdf

DEFENSE LOGISTICS AGENCY

HEADQUARTERS

8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

DM-Q

04 Feb 2026

Dear Prospective Offeror, The Defense Logistics Agency Family & Morale, Welfare, and Recreation (FMWR) invites qualified offerors to submit quotes in response to the Request for Quote (NAFUA1-26-Q-0007) to provide all labor, equipment, materials, and incidentals to operate a Barbershop Concession at the Defense Supply Center, Columbus, Ohio.

All questions are due to the Contracting Officer in writing no later than 3:00 PM EST on

February 27, 2026. All quotes are due no later than 4:00 PM EST on March 10, 2026.

Please review the evaluation and submittal requirements on the next page.

Should you have any questions regarding the solicitation, please reach out to the Contracting

Officer at michael.3.thompson@dla.mil or by phone at 571-643-3754.

Sincerely, M.B. THOMPSON

Contracting Officer mailto:michael.3.thompson@dla.mil

1. Please provide a quotation based upon your best monthly commission and/or flat fee that is payable to the NAFI. The NAFI will not pay for any services rendered as the anticipated contract type is a concessionaire agreement.

2. Please respond to this RFQ by emailing response to the Contracting Officer, Michael Thompson, at e-mail: michael.3.thompson@dla.mil no later than 4:00 PM EST March 10, 2026 (or sooner if possible) in order to be considered timely. Any quote, modification, revision, or withdrawal of a quote received after the exact time specified above shall be determined as late and will not be considered unless received before award is made, the Contracting Officer determines that accepting the late quote would not unduly delay the acquisition, and it was the only quote received. All questions will be due no later than

3:00PM EST February 27, 2026 (or sooner if possible) in order to be considered timely.

Please contact Michael Thompson with additional questions at the above noted email address.

3. Please provide a quote for the line item(s) (CLINs) listed below. Failure to quote on all CLINs of this RFQ with all applicable clauses/provisions filled in will render the quote unacceptable and ineligible for award consideration in the absence of discussions.

4. Amendments to the RFQ: The NAFI reserves the right to amend this RFQ before the closing date. Any amendments will be issued in writing and will be binding on all Offerors. It is the Offeror's responsibility to check for amendments before submitting their quote.

5. Format and Content of Quotes: Quotes shall include the following:

a. Cover Letter: A brief cover letter introducing the Offeror and summarizing the proposed commission percentage or flat fee.

b. Technical Proposal: Addressing Factor 1 (Technical Capability) and Factor 2

(Operational Plan) as detailed in the RFQ.

c. Past Performance: Provide three (3) recent and relevant past performance references from contracts performed or clients within the last five (5) years. To be considered relevant, the work performed should be similar in scope, magnitude, and complexity to operating a commercial service or concession. For each reference, the offeror must provide the name of the customer or agency, a customer point of contact (POC) with their name, title, current phone number, and email address must be included. By submitting this information, the offeror grants the NAFI permission to contact the provided POCs for verification. Offerors with no relevant past performance history shall affirmatively state so in their proposal.

d. Financial Proposal: Clearly stating the proposed commission percentage or flat fee.

6. The NAFI requests the quote to be effective for 30 days after submission.

7. Site Visit (Non-Mandatory). Interested offerors who wish to conduct a site visit to the Barber Shop facility at Defense Supply Center Columbus (DSCC) may submit a request to the Contracting Officer via email at michael.3.thompson@dla.mil. All requested site visits shall be coordinated and completed no later than February 25, 2026. Please note that site visits are not mandatory but are highly encouraged for offerors to familiarize themselves with the facility and conditions. Interested offerors conducting site visits shall comply with applicable base access and registration requirements as detailed in Contractor Installation Access.

Special Notes and Instructions:

1. Basis for Award. The NAFI will award a concessionaire contract resulting from this Request

For Quotation (RFQ) to the responsible Offeror whose quote conforming to the RFQ represents the best value to the NAFI, considering the highest commission percentage or highest flat fee offered alongside demonstrated technical acceptability. Failure to acknowledge any Amendments may result in your quote not being considered for award. The contract type shall be

Concessionaire (Revenue-Generating). For the Technical Response - The quote shall consist of narrative and supporting data that address all technical requirements contained in the RFQ. The quote shall be clear, concise, and shall include sufficient detail for effective evaluation. The

Offeror’s technical quote must address the following elements:

Factor 1: Technical Capability

Factor 2: Operational Plan

Factor 3: Past Performance

2. Evaluation and Award Factors.

Award will be made on a Highest Commission Technically Acceptable (HCTA) basis. The Government will award a contract to the responsible and responsive offeror who submits the highest-ranked, technically acceptable quote.

The evaluation process will be conducted as follows:

1. Ranking: Quotes will first be ranked in descending order based on the offered commission percentage or flat fee, from highest to lowest.

2. Technical Evaluation: The Government will then evaluate the technical acceptability of the three (3) highest-ranked quotes against the factors listed below. To be deemed technically acceptable, a quote must receive a rating of “Satisfactory” (or higher) for all evaluation factors. A rating of "Poor" or “Unacceptable” in any single factor will render the entire quote technically unacceptable and ineligible for award. The

Government reserves the right to evaluate additional quotes for technical acceptability if it is in the best interest of the NAFI.

3. Award Decision: Award will be made to the highest-ranked offeror (i.e., the one with the highest commission/fee) whose quote is determined to be technically acceptable.

The NAFI may utilize market research and industry data to ensure the offered commission percentage or flat fee is fair and marketable.

Technical Evaluation Factors

A quote must address all requirements of the solicitation.

Factor 1 - Technical Capability: The quote clearly demonstrates the offeror’s ability to effectively manage and operate the concession. It includes a viable staffing plan with qualified personnel and demonstrates relevant experience in a commercial service environment.

Factor 2 - Operational Plan: The offeror submits a comprehensive operational plan that logically addresses all required elements, including proposed hours of operation, realistic marketing and customer service strategies, and clear protocols for sanitation, hygiene, and inventory management.

Factor 3 – Past Performance: The offeror provides three (3) past performance references from within the last five (5) years for contracts of similar scope and complexity, OR the offeror affirmatively states they have no relevant past performance.

TECHNICAL EVALUATION ADJECTIVAL RATINGS & DEFINITIONS

E (Excellent) - Quote demonstrates thorough and detailed understanding of requirements.

Technical considerations and capabilities significantly exceed performance and capability standards.Quote offers one or more significant strengths which are not offset by weaknesses.

The quote represents a high probability of success with no apparent risk in meeting the

NAFI’s requirements. An excellent rating includes numerous advantageous characteristics of substance which can be expected to result in a superior completed product, and essentially no disadvantages. In addition, an excellent rating may include an aesthetically pleasing and innovative proposed design solution.

G (Good) - Quote demonstrates clear understanding of requirements. Technical considerations and capabilities exceed performance and capability standards and include some advantageous characteristics of substance and few relatively minor disadvantages.

Quote offers one or more strengths. Strengths must outweigh any weaknesses. The quote represents a strong probability of success with overall low degree of risk in meeting the

NAFI’s requirements.

S (Satisfactory) – Quote demonstrates acceptable understanding of requirements.

Technical considerations and capabilities meet performance and capability standards.

Quote offers no strengths, or, if there are strengths, these strengths are offset by weaknesses. The quote represents a reasonable probability of success with overall moderate degree of risk in meeting the NAFI’s requirements.

P (Poor) - Quote demonstrates a limited understanding of requirements. Technical considerations and capabilities are questionable as to whether or not they meet performance and capability standards necessary for acceptable contract performance. Quote contains weaknesses and offers no strengths, or, if there are strengths, these strengths are outweighed by weaknesses. The quote represents a low probability of success with overall high degree of risk in meeting the NAFI’s requirements. Quote might be made satisfactory with additional information and without major revisions of the quote.

U (Unacceptable) - Quote demonstrates a lack of understanding of the requirements.

Technical considerations and capabilities do not meet performance and capability standards necessary for acceptable contract performance. Quote contains major errors, omissions, significant weaknesses and/or deficiencies. The degree of risk is so high that there is no reasonable likelihood of success, regardless of price. Deficiencies are so major or extensive that a major revision or complete rewrite of the quote would be necessary.

A written notice of award or acceptance of an offer e-mailed or otherwise furnished to the successful Offeror shall result in a binding contract without further action by either party. Before the Offeror’s specified expiration time, the NAFI may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

3. Registrations. To be eligible for award, Offerors must be determined responsible. Offerors are required to register through the System for Award Management (SAM) or if already registered, Offerors must be current. To register or update Reps & Certs that are not current go to https://sam.gov/portal/public/SAM/ and provide information.

https://sam.gov/portal/public/SAM/

PAGE OF PAGESNo appropriated funds of the United States shall become due or paid the contractor by reason of this Request for Quotation.

REQUEST FOR QUOTATIONS

(Nonappropriated Funds)

(THIS IS NOT AN ORDER) 1 70

8725 John J. Kingman Road

DLA Columbus

a. NAME OF CONSIGNEE

9. DESTINATION

(See Schedule)

OTHER

XFOB DESTINATION

7. DELIVERY

04/26/2028

6. DELIVERY BY (Date)

5b. FOR INFORMATION CALL: (No collect calls)

Fort Belvoir VA 22060 USA Suite 1134

NAF Contracting Office Defense Logistics Agency5a. ISSUED BY

PRLB1-LV-A1-25-0001

3. REQUISITION/PURCHASE REQUEST NO.

02/04/2026

2. DATE ISSUED

NAFUA1-26-Q-0007

1. REQUEST NO.

11. SCHEDULE (Include applicable Federal, State and local taxes)

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the NAFI to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter.03/10/2026 1600 ES

10. PLEASE FURNISH QUOTATIONS TO

THE ISSUING OFFICE IN BLOCK 5a ON

OR BEFORE CLOSE OF BUSINESS (Date)

43213

e. ZIP CODE

OH

d. STATEf. ZIP CODEe. STATEd. CITY

Columbus

c. CITYc. STREET ADDRESS

b. COMPANYa. NAME

8. TO:

3990 East Broad Street

b. STREET ADDRESS

NUMBER

737-7287445

AREA CODE

TELEPHONE NUMBER

Michael Thompson

NAME

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

0001 MO

Delivery Location Code: LB1 DLA Columbus 3990 East Broad Street Building 20 Columbus OH 43213 USA

Period of Performance: 04/27/2026 to 04/26/2028

Barbershop Operations Concession - Base Year (Not Separately Priced). SEE SECTION B.

Delivery: 04/26/2028

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations

13. NAME AND ADDRESS OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

a. NAME OF QUOTER

AREA CODE

NUMBER

15. DATE OF QUOTATION

b. TELEPHONE are are not attached

DA FORM 4067, NOV 04

For use of this form see AR 215-4;

the proponent agency is OACSIM

NAFUA1-26-Q-0007

PAGE INTENTIONALLY LEFT BLANK

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B-1. GENERAL. This is a procurement of the Defense Logistics Agency (DLA) One Fund Morale, Welfare, and Recreation (MWR), a Department of the Army Nonappropriated Funds Instrumentality (NAFI), hereinafter referred to as NAFI.

B-2. TYPE OF CONTRACT. It is anticipated that this solicitation is to be awarded as a Concessionaire (revenue-generating) type contract with a Base Year of Two (2) years.

B-3. SUPPLIES AND/OR SERVICES PRICE/COST SCHEDULE. Offeror is to fill in the proposed pricing table below. The Government anticipates a labor mix from the below list of CLINS that will be utilized for issuing task orders against the contract.

B-4. AWARD. Upon award of contract, Sections K, L, and M of the solicitation will be removed, and the Contractor’s technical proposal, including any revisions will be incorporated by reference, subject to Clause I.7 (Order of Precedence).

B-5.

CLIN

Contractor shall pay either monthly concessionaire fee or commission/percentage of gross sales, whichever is higher.

Item No. Description Monthly

Concessionaire Fee Commission/Percentage of Gross Sales

Barber Shop Concession – Base Period April 27, 2026 – April 26, 2028

SECTION C – WORK STATEMENT

C-1. GENERAL: The contractor shall provide all labor, materials, equipment (as applicable and not provided), and incidentals to operate a Barber Shop as a concession at Defense Supply Center Columbus (DSCC), 3990 East Broad Street, Building 47, Columbus, Ohio. 43213.

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

e. Eligible Patrons: Authorized patrons IAW AR 215-1. Personnel authorized access to

DSCC per DSCC 5720.001 Access Policy. Contractor is not authorized to sponsor patrons for entry.

f. DFMWR: The Directorate of Family, Morale, Welfare and Recreation at Defense Supply Center Columbus (DSCC).

g. 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.

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

j. Offer and Proposal: a proposal received in response to a Request for Proposal in a negotiated acquisition is an offer that may be accepted by the NAFI to create a binding contract. The terms offer and proposal may be used interchangeably.

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

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

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

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

o. Gross Revenue: The term "gross revenues" or "a percentage of gross revenues" is defined as all monies and other things of value received by, or paid to the Concessionaire, or other person, firm, or corporation for contractor's use or benefit, and all credit extended by the contractor, arising upon, out of, or in connection with the concession services during the contract term less any refunds and applicable sales, use, excise or other taxes.

p. DSCC: Defense Supply Center Columbus.

q. DoD: Department of Defense (also see Department of War or DoW per Executive Order

14347)

C-3. 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. 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.

C-4. 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. 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.

C-5. BACKGROUND: The Morale, Welfare, and Recreation (MWR) Barbershop is a 1,400 square foot facility located on the installation and historically served as a convenient on-site grooming option for authorized patrons. The barbershop has been closed since 2019 and is now being considered for reactivation as part of ongoing efforts to sustain and enhance installation quality-of-life services. MWR programs exist to support the overall well-being, morale, and readiness of Service Members, their Families, and other eligible patrons by providing accessible services and facilities that contribute to a positive installation community.

C-6. 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 maintain NAFI provided equipment.

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. This notice will be issued not 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. The barbershop shall offer, at a minimum, the following services:

i. Haircuts (men's and women's)

ii. Military haircuts (meeting all applicable regulations below for the respective servicemember/patron)

a. DAFI 36-2903, Department of the Air Force Dress & Appearance

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

c. NAVPERS 15665J, US Navy Uniform Regulations

d. MCO 1020.34H, Marine Corps Uniform Regulations

e. COMDTINST M1020.6k, Coast Guard Uniform Regulations

iii. Shampooing

iv. Conditioning

v. Blow-drying and styling

vi. Beard and mustache trimming

vii. Hair coloring (optional, but must be clearly advertised if offered)

viii. The Concessionaire may offer other services to customers with the approval of the Contracting Officer.

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

g. Prices shall be approved by the Contracting Officer in writing prior to taking effect. The Concessionaire must post in a conspicuous place a complete price list for all goods and services available and shall be competitive with and no higher than those in the local market area for the same or similar items. The Concessionaire may satisfy this requirement by providing to the NAFI the prices to be available to individual customers using the DSCC MWR Barber Shop concession. Prices may be changed by modification to the contract by the Contracting Officer. 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. Contractor shall submit price list to the Contracting Officer no later than fifteen (15) days after the issuance of the Notice to Proceed. The Contracting Officer shall evaluate fair and reasonable pricing based on similar operations in the surrounding area. Prices shall be incorporated into the contract by modification.

h. 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.

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

C-7. CONCESSIONAIRE PERSONNEL:

a. The Concessionaire shall provide the necessary management, supervision and personnel for the operation of the Barber shop. All personnel shall be licensed to perform the services the individual will be providing to the customer. The Concessionaire must demonstrate the necessary knowledge and abilities to effectively operate, manage and supervise the operation of the Barber Shop and its employees.

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 present and openly displayed in accordance with the Ohio Department of Licensing.

c. Concessionaire shall provide a business license and barbershop license as required by the State of Ohio.

d. 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.

e. 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.

f. 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.

g. Concessionaire personnel shall give prompt and courteous treatment to customers.

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

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

j. 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.

C-8. Operation Schedule: The barbershop shall be open during the following hours:

Sunday: CLOSED Monday - Friday: 0830 to 1630 Saturday (Optional): 0800 to 1300

The contractor may propose alternative hours of operation for consideration by the Contracting Officer’s Representative (COR). Any changes to the operating hours require prior written approval from the COR.

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

13)

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.

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

https://www.dla.mil/Land-and-Maritime/About/Locations/Columbus/Defense-Supply-Center- Columbus-Operating-Status/ Phone number 614-692-1800

C-9. 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. 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. Concessionaire shall maintain facility in a clean and organized state.

C-10. Advertising. FMWR Marketing Branch may be used as a source for advertising. Any additional advertising must be approved by COR.

C-11. Parking. Concessionaire's employees and patrons shall use only the parking lot designated for the Barber Shop concession. The parking lot is located at Building 47.

C-12. Accidents and Thefts. 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 as soon as practicable.

C-13. Merchandise Competition.

NAFI makes no warranty or, 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 https://www.dla.mil/Land-and-Maritime/About/Locations/Columbus/Defense-Supply-Center-Columbus-Operating-Status/ https://www.dla.mil/Land-and-Maritime/About/Locations/Columbus/Defense-Supply-Center-Columbus-Operating-Status/ 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. 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-14. 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.

C-15. Customer Complaints and Claims. 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-16. 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-17. CONCESSIONAIRE FURNISHED POS EQUIPMENT

a. General Requirements

i. The Concessionaire shall provide a commercial-grade Point of Sale (POS) system capable of processing all sales transactions. The system must provide a customer-facing display and generate a clear, itemized receipt (either printed or electronic) for every transaction.

b. Financial and Security Controls

i. The POS system must ensure proper financial control and security through the following capabilities:

Feature Requirement

Auditing & Reporting

Maintain a detailed, non-editable log of all transaction types, including sales, voids, refunds, and no-sale drawer access. The system must track a non-resettable, cumulative grand total for all sales.

Cash Drawer Security

The cash drawer must remain closed except during a transaction. Any function to open the drawer without a sale must be logged as an event.

Data Protection All transaction totals and programming must be protected against data loss from a power failure for a minimum of 72 hours.

Functionality The system must be able to apply taxes and process refunds and voids.

c. Payment Acceptance. The Concessionaire must accept VISA and MasterCard, at a minimum. The Concessionaire is solely responsible for all transaction fees, chargebacks, and other costs associated with credit/debit card processing and is responsible for the collection of all payments.

C-18. SANITATION AND HYGIENE

a. Sanitation and hygiene practices at the Barber Shop shall at all times meet the requirements established in AFI 48-117, Chapter 3.6. A copy of the regulation is available in the COR’s office.

b. The concessionaire shall ensure that the Barber Shop facility is kept clean and orderly at all times. Personal hygiene will be practiced at all times by concessionaire personnel.

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

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

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

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

C-19. 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-20. 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-21. VENDOR TRANSITION AND CONTRACT CLOSEOUT

a. Applicability. The provisions of this section shall apply upon the expiration, termination, or conclusion of this contract for any reason. These terms govern the "phase-in" of operations for a new contract and the "phase-out" at the end of the contract term.

b. Concessionaire Closeout Obligations. Upon contract conclusion, the concessionaire shall:

i. Promptly settle their account with the Installation Morale, Welfare & Recreation

Fund (IMWRF), including payment in full of all amounts due.

ii. Yield up the premises, installed property, fixtures, and all NAFI-furnished property in a clean state and in the same condition as when received, with the exception of normal wear and tear.

iii. Surrender all installation passes and access credentials for all concessionaire personnel to the COR.

iv. Complete the satisfactory settlement of all customer complaints and claims. This obligation survives the expiration or termination of the contract.

v. Promptly remove all concessionaire-furnished property, including equipment, furniture, movable trade fixtures, tools, and supplies, that is not purchased by the NAFI, consistent with the phase-out plan approved by the Contracting Officer.

c. NAFI's Right to Purchase. The NAFI shall have the option and first right to purchase any or all of the concessionaire-furnished property used in the performance of this contract. If the NAFI exercises this option, the value of such property shall be determined by an independent appraiser obtained by the Contracting Officer.

d. Failure to Vacate or Remove Property. Should the concessionaire fail to yield up the premises or remove its property as required, the Contracting Officer may:

i. Enter the premises and have the concessionaire's property removed and stored in a warehouse, with all associated costs charged to the concessionaire.

ii. Have the premises cleaned and restored at the concessionaire's expense.

iii. If the concessionaire is indebted to the NAFI, the NAFI is authorized to take possession of the concessionaire's property and dispose of it by public or private sale without notice. From the proceeds, the NAFI will first satisfy all costs incurred (including sale, handling, and storage) and any other indebtedness. Any excess funds received from the sale shall be disbursed to the concessionaire.

e. Transition Coordination. The Contracting Officer or a designated representative will remain in close contact with the concessionaire to ensure that any phase-in or phase-out period runs smoothly, that there is no interruption of services during a transition, and that any problems are resolved quickly.

C-22. TAXES

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.

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-23. CONTRACTOR’S RESPONSIBILITY

a. 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.

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

c. 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.

d. Customer Checks. 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.

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

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

C-24. NAFI FUND RESPONSIBILITY

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.

Ensure 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.

END OF SECTION C

SECTION F DELIVERIES/OR PERFORMANCE

F-1. Facility/Designated location for Barber Shop is:

Defense Supply Center Columbus (DSCC), 3990 East Broad Street, Building 47, Columbus, Ohio 43213.

F-2. Concession Operating Hours: Reference C-8.

F-3. Coordination of Delivery, Installation and Removal of Concessionaire Owned Equipment. The Concessionaire shall coordinate the delivery and installation of Concessionaire owned equipment with the COR. Concessionaire shall work closely with COR and current operation to ensure that disruptions during change out period are kept to a minimum. Any/all costs incurred from removal/installation of Concessionaire’s equipment throughout the entire contract period shall be at the sole expense of the Concessionaire. Concessionaire shall ensure that all equipment/materials that were furnished by NAFI as part of the Barber Shop operation (Refer to Attachment J-1) remain in place and are transferred back to NAFI.

F-4. FINANCIAL STATEMENTS, REPORTS, FORMATS AND PAYMENTS

a. The concessionaire shall submit the financial statements monthly to the COR along with the supporting detail no later than the 20th day following the prior calendar month reporting period. The supporting detail shall include the cash register detail tape, along with customer transaction counts, for the barber shop operations. The concessionaire shall certify the completeness and accuracy of all reports using language such as “I certify that the attached reports are complete and accurate”. A management official of the concessionaire shall sign all such certificates.

b. The financial statements may be generated in the Concessionaire’s format; however, all entries must be documented and displayed to the reasonable satisfaction and preference of the NAFI/COR and the Contracting Officer.

END OF SECTION F

SECTION G – CONTRACT ADMINISTRATION

G-1. Lost, Abandoned and Unclaimed Property. Personal property left in the concession area will be promptly returned if the owner can be identified. If prompt return is not possible, the items will be turned over to DSCC Police for lost, abandoned or unclaimed items. (Example:

customer leaves an umbrella, purse, wallet, etc. in the concession area).

G-2. APPOINTMENT OF CONTRACTING OFFICER’S REPRESENTATIVE.

a. The Contracting Officer shall appoint, in writing, a Contracting Officer’s Representative

(COR). The COR will have no authority regarding the terms and conditions of the contract. The Concessionaire shall be provided a copy of the appointment letter identifying the tasks for which the COR will be responsible.

b. The COR may not redelegate his or her authority.

c. The COR will act as the liaison to coordinate activities between the Concessionaire and the NAFI, as required, in the performance of the work under this contract.

d. Only the Contracting Officer has the authority to change the terms and conditions of this contract. In the event the Concessionaire makes changes to the contract at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without any authority and no adjustments will be made to the contract.

END OF SECTION G

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H-1. NAFI-CONCESSIONAIRE RELATIONSHIP.

a. The NAFI and the Concessionaire understand and agree that the services to be delivered under this Contract by the Concessionaire to the NAFI are non-personal services and the parties recognize and agree that no employer-employee relationship exists or will exist under this Contract. It is, therefore, in the best interest of the NAFI to afford the parties a full and complete understanding of their respective obligations.

b. Concessionaire’s personnel under this Contract shall not be placed in a position where they are appointed or employed by a Federal Officer, or are under the supervision, direction, or evaluation of a Federal Officer, military or civilian.

H-2. LIABILITY INSURANCE SCHEDULE.

a. The Concessionaire shall be able to demonstrate the ability to obtain and maintain, during the term of the contract, the types of insurance and coverage listed below. All liability insurance coverage will name the NAFI and the Defense Logistics Agency, Morale, Welfare and Recreation as additional insured for claims, demands, suits, judgments, costs, charges, and expenses arising out of or in connection with any loss, damage, or injury resulting from the negligence or other fault of the Concessionaire, representatives, or employees. The insurance coverage maintained shall have coverage amounts complying with the state or military installation requirements, whichever is greater, where this contract is performed:

i. Workman’ s Compensation and all occupational disease. As required by State Law

ii. Employer’s liability including all occupational disease when not so covered in Workman’s compensation above. $100,000 per accident.

iii. Automobile Liability (Comprehensive)

a. Injury. $500,000.00

b. Bodily Injury per occurrence. $1,000,000.00

c. Property Damage per accident. $100,000.00

iv. General Liability (Comprehensive)

a. Bodily Injury and Property Damage per occurrence (include blanket contractual liability and pollution hazard). $2,000,000

b. The Concessionaire shall maintain the coverage listed above and furnish the Contracting

Officer a current Certificate of Insurance no later than 10 days prior to contract start date.

The NAFI shall be listed on any insurance policies as additional…