BARBERSHOP_REV2.doc

STATEMENT OF WORK

Sheppard Club

Barber Shop Concessionaire 1.

DESCRIPTION OF WORK

The purpose of this Statement of Work is to describe contractor services for the operation of a two-chair uni-sex Barbershop at the Sheppard Club, Building 340, Sheppard AFB, TX.

No appropriated funds of the United States will become due or be paid to a Contractor by reason of this contract. Monthly payment of a fee from performance of service will be payable to the Non-Appropriated Funds Instrumentality (NAFI) by the 5th of each month. The contract will be administered by the 82d Contracting Squadron on behalf of the 82d NAF Purchasing Office.

2.

CONTRACTOR RESPONSIBILITIES

2.1 Operation of Concession:

2.1.1.

The contractor will be responsible for providing all equipment and supplies necessary for operating barber shop services. This equipment includes, but is not limited to tables, chairs, music and sound system, tools of the trade and supplies, as well as all Information Technologies that support scheduling of clients and credit card payments. The Concessionaire will provide their own telephone and be responsible for installation and all payments. The Concessionaire will provide all equipment and supplies not furnished by the SHEPPARD Club 2.1.2 The Concessionaire will commence operation of the concession on 19 December 2014 or date of the Concessionaire contract, whichever is later.

2.1.3. Contractor will be responsible for maintaining barber shop services available by appointments or walk-ins to the public a minimum of forty (40) hours a week. Barbershop will remain open for business at all times with at least one barber present during the hours 0800-1700 Monday – Friday. Hours will be posed on the outside of the barbershop and the schedule will also be furnished to the contracting officer. All changes to hours must be approved and agreed to by the Sheppard Club manager.

2.1.4 The Contractor may open for service on federal holidays if the Sheppard Club is open, but is not required to do so. Sheppard Club is open limited hours every federal holiday with the exception of Christmas, Thanksgiving, and New Year’s Day when the center is closed. The Sheppard Club manager must approve any reduction in schedule beyond the approved federal holidays.

2.1.5 Barber services will be available to all Sheppard AFB personnel and their dependents. Payment will be made by cash, check or credit card. Members of the Sheppard Club who are properly identified by a current membership card will receive a discount of $1.00 when paying for barber and other services. The Concessionaire is responsible for checking the membership card. Haircut prices must be approved by NAFI prior to operation 2.1.6 All Contractor initiated advertising, signage, promotional materials, and etc. will be at the Contractor’s expense and must be submitted to the Sheppard Club Manager for approval before publication, distribution, and/or posting of advertising, signage, and promotional materials. The Contractor advertising must conform to 82 FSS marketing program requirements. The Contractor will provide pricing and service information for signage to be displayed in Sheppard Club main traffic areas upon award of contract.

2.2 Standards and Regulations:

2.2.1 The concessionaire will be a person or firm who currently owns, operates, manages, or has within two years immediately preceding the date of submission of his/her offer, owned, operated or managed on a full time basis, a unisex barbershop.

2.2.2 The concessionaire will, at his own expense, obtain all permits; give all necessary notices; pay all license fees, comply with all local, state, and national laws, ordinances; and regulations. The concessionaire will comply with any instructions issued by the Department of the Air Force of any of its subordinate commands, relating to public health, safety, fire prevention, or to the services furnished under the concessionaire agrees to assume sole and complete liability for all local, state, and national taxes applicable to his property.

2.2.3 The concessionaire and its employees will comply with all portion of AFI 48-117, paragraphs 7-9 that pertain a barber shop facility.

2.2.4 The contractor will allow authorized public health authorities, or other authorized personnel to inspect the contractor at any time or during any function to ensure compliance with health code regulations. The contractor will immediately correct any health hazards or discrepancies as described above by the base Public Health, and cease operation of the unit until such health hazards or discrepancies are corrected. If correction cannot be accomplished immediately, the contractor will notify the Sheppard Club Manager who will notify the Contracting Officer of the situation, and the contractor will follow any direction as specified by the Sheppard Club Manager, Contracting Officer or Public Health official.

2.2.5 The Concessionaire, at his/her own expense, keep the uni-sex barbershop and the room or area occupied by it clean at all times to include sweeping the floor after each patron and removing trash daily.

The contractor will dispose of all refuse and/or recyclable materials using proper receptacles located in or near the facility as identified by the Sheppard Club Manager.

2.3

Personnel:

2.3.1

Furnish a sufficient number of certified and trained employees for the efficient performance of this Concessionaire contract. Concession personnel must meet the health and security standards prescribed by applicable regulations, and must obtain installation passes and permits and security clearances as applicable. Concession personnel must give prompt and courteous treatment to authorized customers. Concession personnel must be neatly dressed and meticulous in their personal grooming at all times. Concessionaire provides employees clean uniforms or, when uniforms are not required, ensures that all clothing worn by employees is clean and in good condition at all times. While attending patrons employees will wear clean, washable outer coats. Clothing bearing the name and/or logo of the contractor is allowed. Each employee on duty must display a badge bearing the employee's name and the company name. The Government is not responsible to reimburse the contractor directly or indirectly for the cost of employee attire or identification. Contractor personnel are expected to maintain professional and courteous behavior at all times. The contractor will remove from the concession, upon request of the Sheppard Club manger, any agent or employee of the contractor if the conduct of such person, while on duty, is contrary to proper performance of the contract.

2.3.2

The contractor will comply with directives pertaining to operation of privately owned vehicles on Sheppard Air Force Base. The contractor will request installation passes (including vehicle passes), permits, and security clearances as applicable. The necessary applications for vehicle passes can be obtained through coordination with the NAF Contracting Office. Vehicle passes will be obtained prior to opening of the unit.

2.3.2

The Concessionaire will not employ a barber that is suffering from communicable diseases or allow such a barber to continue working if a communicable disease is suspected/discovered at any time during employment. Each applicant for employment as a barber will undergo a pre-employment physical examination and be subject to any such tests as may be required by the Commander, 82d Medical Group, Sheppard AFB, prior to commencing work, including a tuberculosis (TB) skin test. Each person employed as a barber by the Concessionaire will undergo an annual physical examination as directed by the Commander, 82d Medical Group, Sheppard AFB, frequency consistent with the local Aerospace Medicine Council (82 MDG) guidelines. All such physical examinations will be scheduled with the 82d Medical Group, Sheppard AFB, TX. Re-instatement of barber work privileges subsequent to removal for reason of communicable disease will require a Medicine Clinic (82 MDOS/SGOMF) provider's written clearance.

2.3.7 Barbers will not under any circumstances attempt to treat pimples, moles, warts or ingrown hairs; nor will they attempt any other therapeutic practices. Pulling hairs out of the nose or ears is prohibited.

2.4 Services:

2.4.1

No patron will be served in the barbershop when the skin of the face, neck or scalp is inflamed, contains pus, or is in eruption, unless such patron submits a signed statement from a medical officer stating the condition or eruption is not communicable. Additionally, barbershop patrons without a shirt or shoes will not be served.

2.4.2

Freshly laundered towels will be used for each patron. Soiled towels will be placed in a receptacle immediately.

2.4.3

Individual paper neck strips or a freshly laundered towel will be placed around the neck of each patron under the outside covering cloth. The outside covering cloth will be changed daily.

2.4.4

Use of common brushes, neck duster, shaving mugs, shaving brushes, sponges, powder puffs and styptic pencils are prohibited. Additionally, vacuum devices will be presented at each station and will be used for collecting excess hair before removing the outside covering cloth (smock) from the patron.

2.4.5

Any material employed to stop the flow of blood will be in the form of a powder or liquid and will be applied with sterile individual applicators.

2.4.6

Only lotions, tonics or skin astringents which have been introduced into interstate commerce (national brands) may be used.

2.4.7

Only razors with disposable blades may be used and a new blade will be used for each patron.

2.4.8

Eye cups, eyedroppers or eye solutions will not be used.

2.4.9

In addition to the above requirements, the Concessionaire will be guided by civilian health and safety regulations in the use of hair dryers and other equipment.

2.5 Treatment of Instruments:

2.5.1

Barbers will scrupulously clean all instruments used in barbering immediately after use on each patron. Clipper heads, razor handles, scissors, combs, tweezers, and other tools used will be thoroughly washed with soap and water to remove gross film and debris, completely immersed in an approved sanitizing agent (ex. Barbicide), and then dried with a clean disposable tissue before reuse. Hair and debris may be removed from the exterior of the clippers with a stiff bristle brush, which will be used for this purpose only. All razor blades must be discarded after each use.

2.5.2

If, in the course of a barbering process a patron is suspected of having a communicable disease or infection, clippers and other metallic instruments will be disinfected immediately by following these National Formulary instructions:

2.5.3 Immerse instruments for 15 minutes, in a 10% standard compound of Lysol, cresol solution prepared by diluting 10cc of compound cresol solution with 90cc of tap water, or in 4% formaldehyde solution with 96cc of tap water. Solution will be changed daily.

2.5.4 Barber instruments will be rinsed in running water after disinfecting in the chemical solution to remove the chemical. They will be dried with a clean towel or clean disposable tissue before being used on patrons.

2.6 Insurance Requirements 2.6.1 At the contractors discretion they may obtain insurance at their own expense for all non-governmental property and merchandise used by the contractor in the operation of the concession against theft, fire, storm, flood and damage or destruction through any force of nature or in lieu thereof. The Government is not liable for losses, damage or destruction to the contractor's property as identified herein. The Contractor will be provided exclusive access to the massage therapy room.

2.7.

Sale of Products 2.7.1 Contractor will be allowed to sell any hair-styling products or related products. The display should be professional in appearance with a clearly visible price for each item. There will be no products sold that duplicate what is available at the base AAFES (the Base Exchange) or the Base Commissary. These items will be on a list that will be provided to the contractor upon contract award. The Government reserves the right to approve or disapprove of any item to be sold. All merchandise will be national brands. All products must be prepackaged.

2.8.

Posting of Regulations

2.8.1 A copy of AFI 48-117 will be posted in a conspicuous place in the barbershop for the information and guidance of concessionaire, his/her employees, and patrons. The contractor and his/her employees will adhere to all provisions of this instruction.

3.

NAFI/Government Responsibilities (Government Furnished Equipment, Property and Services)

3.1 The Government will provide an area of the Main Sheppard Club for establishment of Barber Shop. The area will include necessary access to restrooms, and electricity for the operations of the concession.

3.2 The Government will furnish utilities to the Contractor area for lighting, heating, drinking water, sanitation and the operation of suitable support equipment to provide services.

3.3 The Government will provide monthly advertising support through the “Whirlwind” Magazine and cross marketing in other Force Support Squadron (FSS) activities. Monthly Magazine advertising should include, at a minimum, contractor logo, location, hours of operation, phone number and website address. Cross marketing in other Services’ activities will also be provided. Utilities (electric, air/heat, and water) for the operation of the barbershop.

3.4

Two barber chairs, two sinks once cash register and tape, and credit card terminals with terminal tape.

4.

CONTRACTOR RESTRICTIONS:

4.1 Contractor will not represent or permit itself to be represented to the public as an agent or employee of the NAFI, the U.S. Air Force or the U.S. Government on any letters, bills, signs and other means of correspondence or advertising.

4.2 Contractor will not leave cash on the premises during non-operational hours unless it is safeguarded in accordance with AFI 34-202 and Services Operating Instruction 34-101, Internal Controls and Protection of Cash and other Assets.

4.3 Contractor will not sell or remove any property that is owned by the NAFI, or the U.S. Government and is used in the operation of the concession.

4.4 Any contractor-provided fixtures that are adjoined to real property, i.e. counters, cabinets, and affixed shelving, will become Government property.

4.5 Contractor will not engage in or permit gambling or possession or use of any gambling device on the concession premises of Sheppard AFB.

4.6 Contractor will not sell, deal in or otherwise possess or transfer, on the installation, any form of intoxicating liquors or narcotics.

4.7 Contractor will not loan money to or borrow money from customers or others including all federal and military personnel and their families and guests. Contractor will not sell merchandise or services for anything other than US currency. Contractor will not sell merchandise or services on IOU.

4.8 Contractor will not give or offer to give to any officer or employee of the NAFI, or any other part of the federal government, any gift, privilege, special benefit, discount, or anything of material or personal nature whereby the individual or employee would receive preferential treatment.

4.9 Contractor will not solicit customers for off-base personal services while on the premises of Sheppard AFB. Solicitation of customers on-base for private off-base services will result in termination of contract.

5.

PERIOD OF PERFORMANCE

5.1 The period of performance includes startup time allowances. The base year of performance will begin from date of contract award and end 12 months from the date of award with an option for renewal on a year-to-year basis for 4 years.

5.2 The contractor will be operational 14 December 2014.

5.3 IAW FAR Clause 52.217-8, Option to Extend Service, the Government may extend the term of this contract utilizing options years. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of the option period.

5.4 IAW FAR Clause 52.217-9, Option to Extend the Term of the Contract, the Government may extend the term of the contract by first providing written notice to the Contractor within 30 days, provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

6.

CUSTOMER COMPLAINTS, CLAIMS AND REFUNDS

6.1 The Contractor will adhere to the NAFI policy of customer satisfaction guaranteed IAW AFI 34-208 and will be responsible for refunds to customer’s resultant from customer dissatisfaction with an item or overcharging.

6.2 All customer complaints, claims and refunds will be resolved at the Contractor's expense.

6.3 Disagreements that cannot be resolved between the Contractor and the customer will be first referred to the Sheppard Lodging Director or Sustainment Flight Chief for resolution. If the matter is still not resolved, the situation is then to be referred to the Contracting Officer for resolution. The Contracting Officer's determination of resolution is final and the dispute is not subject to the FAR disputes clause or language therein.

6.4 The Government reserves the right to settle customer complaints or claims which are not settled by the Contractor in a timely manner and to demand reimbursement from the Contractor for the costs.

6.5 Repeated bad faith on the part of the Contractor in resolving customer complaints and claims may result in termination of the contract for cause.

7.

CONTRACT TERMINATION / EXPIRATION

7.1 This contract is automatically terminated in the event the NAFI is dissolved or the Sheppard Club is closed for business, and the Contractor will be given a 30-day notice.

7.2.

In the event that this contract is terminated, Contractor will promptly settle its account with NAFI, including payment in full of all amounts due.

7.2.1.

Promptly remove all Contractor furnished trade fixtures, tools of the trade and supplies, including corporate identification such as signage, menus, etc. Structures, fixtures, appliances, etc. affixed to Government property will become Government property upon installation and are not subject to removal by the Contractor. The discretionary authority is the Contracting Officer.

7.2.2.

Return the cleaned facilities and all NAFI furnished property in as good order and condition as when received subject to normal wear and tear; and

7.2.3.

Surrender all base passes, vehicle decals, etc. to the Contracting Officer.

7.3 Termination of this contract does not release the Contractor of its obligation to satisfactorily settle customer complaints and claims.

8.

CLAIMS BY CONTRACTOR

8.1 Claims by the Contractor must be submitted in writing to the Contracting Officer no later than 90 days after the effective date of termination or expiration of this contract.

9.

PAYMENTS TO NAFI

9.1 Payment of fees due the NAFI must be made monthly and must be received by the NAFI no later than noon on the 5th of each month. If the 5th falls on a weekend or federal holiday where the facility is closed or the designated NAFI representative is not available, payment will be made on the next business day following the 5th.

9.2 Award of contract will be based first upon level of experience and services provided. The contractor’s ability to adhere to set price schedule for basic services offered will also be evaluated.

9.3 NAFI may charge the Contractor for a dishonored check received from the Contractor except when the bank acknowledges the return of the check to be resultant from bank or NAFI error. The amount charged by the NAFI will not exceed the administrative amount normally charged NAFI customers for dishonored checks. The NAFI may require payment in cash, certified check or cashier's check at the Contractor's expense.

9.4 A daily invoice ledger along with AF Form 2555 must accompany the payment of fees every month.

SPECIAL PROVISIONS

1. Additional Definitions: The terms Concessionaire and Contractor are used synonymously and mean the individual, partnership, corporation, or other entity which is a party to this contract and who is responsible for all actions and applicable regulations and performance there under.

2. Termination: Notwithstanding the clause titled "Termination for Convenience" of the General Provisions relative to termination of this Concessionaire contract, it is mutually agreed that this Concessionaire contract may be terminated in whole or in part by either party:

a. Immediately on written notice to the other party in the event of breach of this Concessionaire contract by the other party.

b. On 60-day notice in writing to the other party. No liability ensues to either party for terminations rendered pursuant to this subparagraph b.

3. Actions To Be Taken Upon Termination (Including Expiration): Concessionaire will promptly settle its account with the NAFI, including payment in full of all amounts due, yield up the facilities and all NAFI furnished property, clean and leave premises in as good order and condition as when received (exceptions are damages due to acts of God or the US Government, and ordinary wear and tear); surrender all installation passes, decals, and so forth, and complete satisfactory settlement of all customer complaints and claims. Termination of the Concessionaire contract does not release the Concessionaire from the obligation to satisfactorily settle customer complaints and claims. The Concessionaire will promptly remove all Concessionaire owned fixtures and supplies. On failure to remove the Concessionaire’s property, the Contracting Officer may cause Concessionaire’s property to be removed and stored in a warehouse at the Concessionaire’s expense. If the Concessionaire is indebted to the NAFI, the Concessionaire authorizes and empowers the Contracting Officer to take possession of the Concessionaire’s property and dispose of same by public sale without notice, and out of the proceeds of sale, satisfy all costs and indebtedness to NAFI.

4. Indebtedness:

a. The Concessionaire will pay promptly and in accordance with the terms all indebtedness incurred in connection with the performance of this Concessionaire contract.

b. The NAFI may charge the Concessionaire for a dishonored check received from the Concessionaire, except when the bank acknowledges the return to be the result of bank error or the return is the result of a NAFI error. The amount charged by the NAFI will not exceed the administrative amount normally charged NAFI customers for dishonored checks.

5. Packaging/Price Marking: If required by the Contracting Officer, the Concessionaire will furnish, at its own expense, suitable bags, "sold" labels, and so forth, for securing a customer’s purchase. If required, the packaging will be approved by the Contracting Officer. All items will be marked to reflect the selling price.

6. Claims by Concessionaire: No claim by the Concessionaire relating to this Concessionaire contract may be considered by the Contracting Officer unless such claim is submitted in writing to the Contracting Officer not later than 90 days after the effective date of termination or expiration of this Concessionaire contract. This clause does not extend the period for filing claims where specifically limited by another clause.

7. Nonwaiver of Defaults: Any failure by the NAFI to enforce or require strict performance of any terms or conditions of this Concessionaire contract will not constitute a waiver, and will not affect or impair such terms and conditions in any way or effect the right of the NAFI at any time to avail itself of such remedies as it may have for breach or breaches of such terms and conditions.

8. Trade Fixtures and Supplies: The Concessionaire will furnish, at its expense, all trade fixtures and supplies required for performance of this Concessionaire contract.

9. Quality/Warranty: All products authorized for the Concessionaire to sell will be marketable and sufficient for use intended, and not be "seconds" as the term is usually understood in the trade. All items will be acceptable to the customer and the Contracting Officer and will be subject to inspection and test for workmanship and quality at all times by the Contracting Officer or designee. Any item found to have a latent defect(s) may be returned to the Concessionaire for replacement or refund as determined by the Contracting Officer.

10. Customer Complaints, Claims, and Refunds: The Concessionaire agrees to adhere to the NAFI policy of customer satisfaction guaranteed and will be responsible for refunds to customers due to customer dissatisfaction with an item or due to overcharges. All customer complaints, claims, and refunds will be resolved and made at Concessionaire’s expense. Any disagreement that cannot be resolved between Concessionaire and the customer will be referred to the Contracting Officer, whose decision will be final and not subject to the Disputes clause. If the Concessionaire fails to process complaints or claims and make refunds in a timely manner, the NAFI may settle customer complaints or claims and make such refunds, and charge the settlement cost to Concessionaire’s account.

11. Internal Controls of Charge-Card Sales:

a. Concessionaire will establish internal control procedures consistent with provisions of this Concessionaire contract and with NAFI directives for a complete and accurate accounting of all transactions.

b. Each sale will be recorded at the time sale is made. The form will be prepared in duplicate, reflecting the applicable sales data, and signed by the customer. The original of the completed form is attached to the Concessionaire Settlement Report and submitted to the supporting NAFI accounting office. The duplicate copy is retained by the Concessionaire.

c. Concessionaire may accept national charge cards customarily recognized in their commercial trade for customer payment of purchases. Concessionaire is responsible for the payment of any fees, charge backs, and other arranged costs levied by the charge-card-issuing companies.

d. The Contracting Officer, or designee, may conduct inspections considered necessary to ensure strict compliance by the Concessionaire with all provisions of this Concessionaire contract.

12. Concessionaire Settlement Report: At the conclusion of the sales period or as specified by the Contracting Officer, Concessionaire will prepare a Concessionaire Settlement Report signed by the Concessionaire showing the gross sales for the period and percent due the NAFI, and give the NAFI the fees due for that period. The original of the form reflecting sales data will be attached. AF Form 2555 is the preferred form to be used.

13. Utilities: The NAFI will furnish sufficient quantities of space, heat, water, and electricity to satisfy the normal needs of Concessionaire for lighting, heating, drinking, sanitation, and the operation of suitable support equipment.

14. Premises: The assignment of space is revocable and is not construed as the creation of tenancy. Concessionaire is liable for any damage to or loss of the premises and NAFI furnished property or injury to persons resulting from acts or omissions of Concessionaire, its employees, or agents, whether or not covered by insurance. Sublet of any of the premises assigned or assignment to another concession is not authorized. Use of the premises and NAFI furnished property for any purpose other than those specifically set forth herein is prohibited. Concessionaire will not make any alterations in the facilities provided without prior authorization from the NAFI manager. Concessionaire will comply with installation fire and safety regulations, and applicable health and sanitation regulations. Concessionaire will post or display on the premises any sign furnished by the NAFI.

15. Taxes:

a. Concessionaire assumes complete and sole liability for all Federal, State, host country, and local taxes applicable to the property, income, and transactions of the Concessionaire, and where required by applicable laws and regulations, will collect and remit to the State applicable sales taxes. Sales taxes which have been collected are excluded from the computation of gross receipts in the determination of the fee payable to NAFI. The amount of taxes excluded will not exceed the actual sum payable to the State. Where required by State law or regulation, the concessionaire will obtain and conspicuously display the State sales tax permit.

b. The Concessionaire warrants that the amount payable to the NAFI has not been reduced by the amount of any tax or duty from which the Concessionaire is exempt. If any such tax or duty has been included the pricing or consideration through error or otherwise, the contract pricing or consideration will be correspondingly reduced or adjusted. If for any reason after the contract date, the 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 other consideration will be correspondingly reduced or adjusted.