Statement of Work 1.pdf

MASTER AIRSHOW CONCESSIONAIRE CONTRACT

STATEMENT OF WORK

SCOPE OF WORK

1. Contractor shall provide food, non-alcoholic beverages and novelty resale items to be sold during the Altus AFB- “Altus Air Power Stampede” Open House Air Show (OHAS) that is scheduled to take place on April 12-13, 2025. Based on previous attendance records, crowds are estimated to be 20K for a two day event. This year’s OHAS may include additional ground events that are open to the public. Contractor will have exclusive rights to sell all food, beverage and air show related novelty items during the event, subject to the stipulations set forth in this document.

2. Contractor must have the ability to provide sufficient concession tents/booths to meet the high volume demands of the open house crowds and provide sufficient management personnel to effectively oversee all booth concession operations, collect excess cash for bank deposits, trash collections and cleanup within the concession booths.

3. Contractor is responsible for providing all necessary logistical support for their operations, unless otherwise specified in this statement of work. Contractor shall designate, in writing, a Contract Manager who will be the single point of contact and have full authority to act on behalf of the contractor on all matters related to the performance of this contract.

The name of this individual (and any alternates who have been delegated the same authority) shall be provided to the Contracting Officer within ten (10) days after award of the contract.

The named individual(s) will promptly respond to phone calls from the Contracting Officer and be available for face-to-face meetings that may be scheduled by the Contracting Officer.

4. Contractor is responsible for providing all booths, tents, equipment and supplies to support their operation during this event. Tents shall be color coordinated and booths shall be uniform in color and size. Tents must have the ability to set up on concrete with appropriate anchoring to sustain the prevailing winds in the local area.

5. Contractor is responsible for assembly and teardown of all booths, tents and other concession equipment. The ground area used by the contractor shall be returned to its original state at the conclusion of the event. Concession booths shall be fully operational by 0830, CDT on the day of the event and removed no later than 2100, CDT on the day of the event. The booths shall be open for business from 0900, CDT hours until 1700, CDT hours on the day of the event. The concession booths shall be continuously kept clean during the hours of operation.

6. Contractor shall provide air show related novelty items and merchandise for resale.

Contractor will ensure only quality merchandise and items are offered to maintain the integrity of the event at its highest levels. The base Public Affairs office (and/or Air Show

Committee) must approve any commemorative tee shirts or other items depicting the open house or Air Force emblem before offered for resale to the public. Applicability of appropriate disclaimer will be ensured by the Nonapproriated Funds Instrumentality (NAFI).

Contractor pricing on all food, beverages, merchandise, and novelty items will be consistent with those charged at comparable military open houses.

7. Contractor shall provide all training to volunteers for performing their assigned duties, unless directed otherwise by the Contracting Officer. All training classes will be coordinated through the NAFI.

8. Contractor is responsible for the security of all equipment and supplies related to the performance of this contract.

9. Contractor shall, at its own expense, provide the following types of insurance:

a. Workers Compensation Insurance, or equivalent workers compensation coverage, as required or prescribed by law, with minimum employer liability for accidental bodily injury or death, or for occupational disease.

b. Comprehensive General Liability as required or prescribed by law. Coverage of property damage must be included.

c. Comprehensive Automobile Liability as required by prescribed law.

d. Cancellation insurance in the event of inclement weather.

e. Contractor shall provide the NAFI appropriate copies of the required insurance coverage upon award of the contract.

10. Contractor shall provide all supplies (including ice), food items and non-alcoholic beverages to be used in booths and an adequate number of professional, uniformed employees to restock all concession stands as required to ensure that an adequate stock is on hand at all times during the hours of operation. All food sold by the contractor must originate from approved sources as defined in Air Force Instruction (AFI) 48-116, Food Safety Program. Contractor shall ensure all food sold under this contract is in compliance with AFI 48-116, Food Safety and Inspection Program (and any other applicable base directives). All food brought on to the base by the contractor (and/or suppliers) will be inspected by the Base Health Inspectors at the time of delivery. Contractor will provide a list of suppliers to the Contracting Officer 30 days prior to the open house. Contractor will coordinate all food and beverage preparation procedures with the base Health Inspection Office, in writing, not later than 30 days prior to the open house. All personnel who man food booths shall be required to attend a health education class given by the contractor and coordinated through the Base Public Health Office.

11. A member of the 97th Force Support Squadron will accompany contractor personnel to monitor and verify fund collections during the open house. All funds, change funds and revenue will be controlled by AF Form 1875, NAF Individual Cashier’s Report unless directed otherwise by the Contracting Officer.

12. Contractor will establish individual cash and inventory sheets per booth for audit purposes and submit to the Resource Management Flight Chief (or his/her duly authorized alternate) for approval 30 days prior to the open house. Contractor will submit proposed procedures to be used during the event and address specific conditions for overages and shortages.

13. Cash will be collected by an authorized NAFI representative and contractor representative daily, or more often as directed by the Contracting Officer. All cash will be counted in the presence of the NAFI representative. The contractor representative and NAFI representative will agree at the close of each day on the amount of revenue received. All revenue shall be deposited to an account set up by the NAFI in the local base bank until such time as disbursement is accomplished based upon the agreed guarantee and percentages.

14. The NAFI reserves the right to:

a. Monitor all cash collections, bank deposits and completion of cash control documents.

b. Sell alcoholic beverages.

c. Provide volunteer staff to support the event.

d. Provide entertainment separate and apart from contractor’s proposal.

e. Provide commercial sponsorships associated with the support of this event. The Contracting Officer shall resolve any conflicts relating to sponsorships.

f. Grant to certain other on-base organizations, and local vendors, and subject to the approval of the Force Support Squadron (FSS) Commander, the privilege to sell certain specific items related to the Altus AFB and its mission. The NAFI will coordinate with the contractor on items and locations of these organizations.

ADDITIONAL NOTES.

15. Access and location/placement options for vendor booths that sell concession or souvenir type items are determined only with the coordination and/or approval of the air show coordinator, NAF Contracting Officer, and/or Services representatives to the air show committee. If the entire OHAS concessions are contracted to a commercial concern (minus the sale of alcohol), the contractor's recommendations will be considered and evaluated fairly by the air show committee. Concession contractors will not promise access or specific booth/display placement locations to any vendor unless booth/display placement decisions have been approved in advance by the air show committee.

16. NAF concession contracts cannot include access for any civilian aerial demonstrations act or team or booth display benefits for aerial act underwriters. All civilian aerial demonstration offers/issues must be coordinated with the installation MSG Commander or higher authority and processed as a donation IAW applicable AFIs when appropriate. When aerial act underwriters seek recognition that is provided only to commercial sponsors under the AF Commercial Sponsorship Program, they must negotiate a separate sponsorship agreement with Services.

17. All issues involving access or booth location on the ramp for sponsor booths/displays, concessionaire contractor booths, NFO/NFE provided vendors, or other Private Organization operated booths will be coordinated and resolved by the 97 FSS Marketing/Sponsorship POC in conjunction with the air show committee.

18. Contractor must provide the following information to the NAF Contracting Officer for access and clearance to the installation for all workers prior to, during, and after the Air Show. This information must be received NLT 01 April, 2025.

In alphabetical order:

-Full Legal Name, (Last, First MI) -Real ID/ Compliant State ID -Date of Birth and Social Security Information

ATTACHMENT 1

Evaluation Factors

1. The following factors will be used by the evaluation team to evaluate each proposal:

a. Past Performance: Evidence of a proven “track record” in providing food and beverage services for large-scale Air Shows or major public events. Include a list of events, dates, locations and types of services rendered, revenues generated and point of contact for each.

b. A minimum of 3 professional references.

c. Financial Disclosure: Provide evidence of sufficient resources to perform under the requirements of this contract. Include financial operating statements for the preceding 3 years.

d. Qualifications of key persons who may be assigned to this contract. Include special event background, academic credentials and practical experience.

e. The contractor’s proposed compensation schedule (Attachment 2) and the terms and conditions of the proposed contract.

f. Price.

In addition to the above-mentioned factors, proposals should address the following considerations:

a. The recommended number and type (food and beverage) of concession stands provided during the days of the Open House.

b. Description of all food and beverage items to be sold. Include menu and proposed retail price lists.

c. Set up and take down responsibility for concession equipment along with time requirements.

d. Security requirements.

e. Safety features.

f. Insurance liability.

g. Operation and audit procedures.

h. Total number of booth manpower required each day.

i. Proof of equipment to support the event.

j. Include any other contract provisions necessary to execute the duties of this contract.

A panel of MWR program specialists will evaluate proposals in response to this solicitation. The recommendation of the panel will be submitted to the Commander, 97th Mission Support Group (MSG) for final decision.

Consideration will be given to both quality of service and economic advantages as indicated by your response to this solicitation. This contract will be awarded to the bidder best suited to contribute to the achievement of event objectives based on a thorough evaluation of each proposal. Each bidder will be notified within 10 working days of the closing date stated in paragraph 2 regarding the award of contract. The decision of the Commander, 97th Mission Support Group (MSG) is final.

ATTACHMENT 2

Supplies/Services – Compensation Schedule

The resultant contract from this solicitation will be for the specified time identified in paragraph 1. Offerors must submit proposals that address this specific time frame.

Compensation schedules WILL NOT be evaluated that are contingent on extensions of the resulting contract.

Concessionaire will pay the NAFI:

1. A guaranteed amount of _______________ and

________Percent of total gross food sales up to and including $______________

________Percent of total gross food sales if sales exceed $__________________

________Percent of total gross beverage sales (excluding alcoholic beverages) up to and including $___________

________Percent of total gross beverage sales (excluding alcoholic beverages) if sales exceed $___________

________Percent of total gross sales for all Novelty and Souvenirs (including subcontractors) up to and including $____________

________Percent of total gross sales for all Novelty and Souvenirs (including subcontractors) if sales exceed $___________

________Percent of total gross sales of Souvenir Programs sold

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

Note: VIP Chalets shall not be considered a part of this contract

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Concessionaire Contract

This Contract is hereby made and entered into on this __ day of ___________, 20__, by and between the ________________ AFB __//XYZ contracting office//__, on behalf of __//XYZ Activity//__, hereinafter called the nonappropriated fund instrumentality (NAFI), and ________________ hereinafter called the Concessionaire. The NAFI is a Nonappropriated Fund Instrumentality of the Department of the Air Force, and as such, no appropriated funds of the United States of America shall become due or be paid to the Concessionaire by reason of this Contract. In consideration of the agreements set forth and the payments to be made as stipulated, it is mutually agreed between the parties hereto:

1. Concessionaire will provide __//Commodity and or Service//__ to authorized patrons at __//Activity//__for the period, beginning _______________ and ending _____________.

2. Concessionaire will pay the NAFI the greater of a or b:

a. A sum equal to______ percent (______ %) of gross sales

b. Payment of fees due the NAFI must be made:

(Check One) (__) daily, (__) weekly, (__) monthly, or (__) at the end of the sales period and submission of the Concessionaire Settlement Report.

3. The Concessionaire must:

a. Provide products or services of a quality satisfactory to the NAFI manager or their duly authorized representative.

b. Before beginning performance under this agreement, the Concessionaire will submit a listing of items, with corresponding selling prices, to the Contracting Officer for approval or disapproval action. The final approved listing is considered part of this agreement. Place the price list in a conspicuous spot for patrons to see.

c. At Concessionaire's expense, obtain all permits, give all necessary notices; pay all license fees; and comply with all municipal, prefectural, and national laws, rules, ordinances, and regulations, and any publication published by the military relating to public health or applicable to the business carried on under this agreement and assume complete and sole liability for all national, state, and local taxes applicable to the property, income, and transactions of the concession.

d. Comply with all applicable laws pertaining to wages, worker's compensation, equal opportunity, Service Contract Labor Standards Act, and so forth, as implemented by Air Force directives and required by law.

e. Comply with all memoranda, bulletins, and letters of instruction issued by or in behalf of the NAFI manager or their duly authorized representative.

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f. Keep the concession area clean, orderly, attractive, secure, and in a safe and sanitary condition to the satisfaction of the NAFI manager.

g. Employ only persons who meet the health standards prescribed by law or regulations, which pertain to the jobs for which they are hired.

h. Furnish a sufficient number of 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. A nameplate must be worn.

i. Remove from employment in the concession, on the request of the NAFI manager, any servant, agent, or employee of the Concessionaire if, in the opinion of the NAFI manager or their duly authorized representative, the conduct of such person, while in and about the premises covered by this contract interferes with proper services or discipline.

j. Obtain insurance for all non-Government property and merchandise used by the Concessionaire in the operation of the concession against theft, fire, storm, flood, and damage, or destruction through any other force of nature; or in lieu thereof, to relieve the NAFI from any liability arising from such theft, loss, damage, or destruction. The Concessionaire must have liability insurance commensurate with the risks involved, and furnish proof of such to the Contracting Officer.

k. Not leave cash on the premises during non-operational hours.

l. Be responsible for paying all operating expenses not expressly undertaken by the NAFI.

m. Maintain a Cash Collection Record, showing all income received, in accordance with instructions from the NAFI. Any failure by the Concessionaire, its servants, employees, or agents, to enter all monies received on control sheets will be cause for immediate cancellation of this contract.

4. Concessionaire will not:

a. Represent or permit itself to be represented to the public as an agent or employee of the NAFI by the use of the name of the NAFI on letters, bills, signs, or by any other means.

The Concessionaire, its servants, agents, and employees, are in no sense agents of the

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United States, the NAFI, the commander of the installation within which the concession exists, or of any other entity having to do with the operations of the NAFI.

b. Sell or remove any property that is owned by the NAFI or any other part of the Federal Government and is used in the operation of the concession.

c. Engage in or permit gambling or possession or use of any gambling device on the concession premises or elsewhere on the installation.

d. Sell, deal in, or otherwise possess or transfer, on the concession premises, powdered alcohol or narcotics.

e. Loan money to or borrow money from customers or others, which includes Federal Government (including NAFI) employees and military personnel.

f. Sell merchandise or services for anything other than US currency, unless authorized in writing by the Contracting Officer.

g. Sell merchandise or services on credit.

h. Give or offer to any officer or employee of the NAFI, or any other part of the Federal Government, any gift, privilege, special benefit, discount, or anything else of material or personal nature whereby the individual or employee would receive preferential treatment.

5. General

a. Air Force Auditor General personnel, Public Accountant Contract Audit personnel or any person designated by the installation commander, will have the right to inspect or audit the accounts and methods of internal control established by Concessionaire, and to make such inspection or audits as may be considered necessary to ensure strict compliance by Concessionaire with all provisions of this contract and with applicable Air Force regulations.

b. This contract, unless sooner terminated as herein provided, may be extended for additional periods, each of which may not exceed (__) days (__) months by mutual agreement of the parties in writing, subject to approval in the same manner as this instrument.

c. This contract is automatically terminated in the event the NAFI is dissolved.

d. Any monies due and payable to the NAFI from the Concessionaire on the date of this contract must be paid in full or will remain due and payable until final settlement.

6. Contractual Contents.

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a. Contract Terms and Conditions�.. Pages __ - __

b. NAF Standard Clauses����� Pages __ - __

c. Special Provisions������.. Pages __ - __

FOR THE NAFI: FOR THE CONTRACTOR:

Type or Print Name Type or Print Name

Signature of Contracting Officer Signature of Contractor

Phone Date Phone Date

SPECIAL PROVISIONS

(CONCESSIONAIRE CONTRACT)

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 thereunder.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

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

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.