PWS Premium Seating.docx

Performance Work Statement (PWS) 2026 Maxwell AFB Beyond The Horizon Premium Seating

1.0 Purpose

1.1 The Contractor shall provide premium seating options and related services for attendees during the Maxwell Air Force Base (MAFB)Beyond the Horizon Open House/Air Show (OHAS) scheduled for April 17, 18, and 19, 2026.

1.2 Based on previous attendance records, crowds are estimated to be 50,000 per day or 150,000+ for the weekend.

1.3 The Contractor will have exclusive rights to sell preferred seating, flight line club access, Very Important Person (VIP) chalets, and lawn boxes throughout the weekend. This year’s OHAS may encompass additional ground events open to the public.

1.4 The Contractor shall provide adequate logistical support, management personnel, and equipment necessary for the operation.

1.5 The Contractor shall ensure compliance with safety, health, and insurance regulations throughout the event.

2.0 Contractor Requirements and Obligation:

2.1 Seating and Amenities:

2.1.1 VIP Chalets:

2.1.1.1 Shaded (i.e., canopies, weighted umbrellas), linen-dressed tables.

2.1.1.2 Padded chairs and reserved seating outside the shaded area.

2.1.1.3 Must include VIP entrance, carpeting, and executive restrooms.

2.1.1.4 Catered lunch (water and non-alcoholic beverage options).

2.1.1.5 Accommodate between 48 - 300 guests with each chalet.

2.1.1.6 Coordination with Force Support Squadron for alcoholic beverage provisions and catered lunch.

2.1.2 Flight Line Club:

2.1.2.1 Shaded (i.e., canopies, weighted umbrellas), linen-dressed tables.

2.1.2.2 Padded chairs and reserved seating outside the shaded area.

2.1.2.3 Executive restrooms.

2.1.2.4 Catered lunch (water and non-alcoholic beverage options).

2.1.2.5 Coordination with Force Support Squadron for alcoholic beverage provisions and catered lunch.

2.1.3 Preferred Seating:

2.1.3.1 Reserved seating with padded chairs.

2.1.3.2 Government to provide dedicated restrooms and handwashing/ sanitizing stations. Contractor shall ensure attendees have access points to restrooms and stations.

2.1.3.3 Contractors shall coordinate with Master Concessionaire Contractor to confirm location of food and beverage booths.

2.1.4 Lawn Boxes:

2.1.4.1 12’x12’ plots with ropes separating each area.

2.1.4.2 Government to provide dedicated restrooms and handwashing/ sanitizing stations. Contractor shall ensure attendees have access points to restrooms and stations.

2.1.4.3 Contractors shall coordinate with Master Concessionaire Contractor to confirm location of food and beverage booths.

2.1.5 Resource Management:

2.1.5.1 Sufficient management personnel for efficient operation, including cash handling, trash collection, and cleanup.

2.1.5.2 Adequate restroom facilities and handwashing stations.

2.1.5.3 Color-coordinated tents, table coverings, uniform size, and good condition.

2.1.5.4 Setup ability on concrete or grass, with proper anchoring for local winds.

2.1.6 Ticketing: Contractor shall provide all sales of premium seating tickets online and onsite.

2.1.7 Logistical Support:

2.1.7.1 Responsible for providing all necessary logistical support for the event unless otherwise specified

2.1.7.2 Contractor shall designate, in writing, a Contract Manager who will be the single point of contact and have full authority to act on behalf of the Contractor on all matters related to the performance of this contract. The name of this individual (and any alternates who have been delegated the same authority) shall be provided to the Contracting Officer within ten (10) days after award of the contract. The named individual(s) will promptly respond to phone calls and/or emails from the Contracting Officer and be available for face-to-face meetings that may be scheduled by the Contracting Officer.

2.1.8 Setup and Teardown:

2.1.8.1 Setup by 0700 on the first day and teardown by 2200 on the final day.

2.1.8.2 Operational hours from 0800 to 1630 daily during the event.

2.1.8.3 Continuous cleanliness maintenance during operational hours.

2.1.9 Volunteer Training:

2.1.9.1 Contractor shall provide all training to volunteers for performing their assigned duties, unless directed otherwise by the Contracting Officer.

2.1.9.2 All training classes will be coordinated through the Non- Appropriated Fund Instrumentality (NAFI).

2.1.10 Equipment Security: Contractor shall be responsible for the security of all equipment and supplies.

2.1.11 Insurance and Compliance: The Contractor shall, at its own expense, provide the following types of insurance coverage, each with the following minimum liability limits:

2.1.11.1 Workers Compensation Insurance: Equivalent workers' compensation coverage as required by law. Minimum employer liability limit of $1,000,000 for accidental bodily injury or death, or for occupational disease.

2.1.11.2 Comprehensive General Liability: Minimum limit of $1,000,000 per occurrence for bodily injury.

2.1.11.3 Comprehensive Automobile Liability:

2.1.11.3.1 Minimum limits of $1,000,000 per person and $1,000,000 per accident or occurrence for bodily injury. Minimum limit of $1,000,000 per occurrence for property damage.

2.1.11.3.2 Cancellation Insurance: Coverage in the event of inclement weather or national emergency, with an amount to be determined based on the potential financial impact of such cancellations

2.1.11.4 The Contractor shall provide the NAFI with appropriate copies of the insurance coverage upon award of the contract.

2.1.11.5 Compliance with food safety regulations and coordination with relevant health offices.

2.1.11.6 Inspection of all brought food by Base Health Inspectors.

2.1.12 Financial Control and Audit: The contractor shall be responsible for the following:

2.1.12.1 Monitoring of fund collections and daily revenue deposition.

2.1.12.2 Force Support Squadron accounting personnel must accompany Contractor personnel to monitor and verify fund collections during the open house.

2.1.12.3 All funds, change funds and revenue shall be controlled by AF Form 1875, NAF Individual Cashier’s Report for controlling funds unless directed otherwise by the Contracting Officer.

2.1.12.4 Contractor must use a Point of Sale (POS) and inventory sheets for audit purposes. Submission of proposed procedures for handling overages and shortages as well as inventory variances, subject to approval by the Resource Management Flight Chief or authorized alternate 30 days before the open house.

2.1.13 NAFI Rights and Reservations:

2.1.13.1 Rights reserved by the NAFI concerning cash collections, volunteer support, entertainment, and sponsorships.

2.1.13.2 Commercial sponsorships resolution by the Contracting Officer.

2.1.14 Force Majeure Clause (Act of God): In the event of unforeseen circumstances constituting "acts of God," including but not limited to inclement weather or national emergencies, rendering the performance of this contract impracticable, the Contractor shall notify the Contracting Officer immediately. Both parties acknowledge that such circumstances may prevent or delay the fulfillment of obligations under this contract. The Contractor shall make every reasonable effort to mitigate the effects of such events to fulfill its duties under this contract. Upon occurrence of such events, both parties agree to negotiate in good faith to determine an equitable solution, which may include adjustments to timelines, performance schedules, or other terms as mutually agreed upon. If such circumstances persist for an extended period, the Contracting Officer reserves the right to modify, terminate, or take other appropriate actions as deemed necessary to address the situation in the best interest of all parties involved.

2.1.15 Delivery Schedule:

2.1.15.1 Commencement Date: 17 Apr 2026

2.1.15.2 Completion Date: 19 April 2026

2.1.16 Key Contractor Personnel:

2.1.16.1 Contract Manager: [Name]

2.1.16.2 Relevant Management and Staffing: [Specify as per contract]

2.1.17 Reporting and Communication: The contractor shall provide regular progress reports and be available for communication as required by the Contracting Officer

2.1.17.1 Regular progress reports shall be provided:

2.1.17.1.1 Hourly during showtimes.

2.1.17.1.2 Once per show day prior to 0800.

2.1.17.1.3 Once per show day after closing and reconciliation.