Statement of Work Hot Food Vending Machines.pdf

23 May 2025

STATEMENT OF WORK

Hot Vending Machine Purchase

Robins Air Force Base, Georgia 31098

1. SCOPE

Contractor shall Furnish and deliver 3 new autonomous hot food kiosks need to be designed to provide 24/7 unattended access to high-quality meals. Each kiosk needs to feature at least a 55-inch interactive touchscreen, and operate on a 220V power supply. Kiosks will accept various payment methods including mobile wallets and institutional cards. They shall require no plumbing or exhaust systems therefore making installation simple. The internal setup at a minimum will include refrigeration for 60–100 items, an internal combination infrared, convection, and microwave oven capable of reaching 450°F, and fully automated selection and delivery. They should be equipped with 5G, Wi-Fi, and wired connectivity, kiosks need to use autonomous inventory management, integrate with existing food suppliers, and comply with UL, CSA, and NAMA safety and vending standards. They must come equipped with Castles UPT1000F credit card device with cell service or be adapted to use that device. This Statement of Work by considering the specification of environmentally preferable products and services to the extent feasible, consistent with price, performance, availability, and safety considerations. If and where available, products with recycled or bio-based content as well as other environmentally preferable attributes such as reduced packaging, durability, and repair ability, reduced toxicity, conservation of natural resources, water conservation, Low Volatile Organic Compound (VOC) Content, and asbestos alternatives are preferred.

1.2. Background/Requirements: In accordance with AFMAN 34-209, any merchant processing contract must include an exclusivity clause which prevents Air Force Services

Center from contracting with another merchant processor (acquirer). The sole processor for all credit transactions is JP Morgan/Chase Bank. Chase does have a robust gateway processor integration program which currently benefits Robins AFB vending machine solution utilizing Castle Pay Apriva payment gateway integrated to Chase Paymentech.

The only known device meeting this criteria with Chase Base approval is the Castles

UPT100F credit card device utilizing Apriva Netframework gateway interface. The technical solution may be determined to be solicited from a vendor provider, to include but not limited to software and hardware components yet the transaction processing must transact (settlement processing) with Chase Paymentech. The vendor will not collect any transaction fees.

The vending program of the CWF provides food opportunities to civilian personnel on

Robins AFB that do not have the option to get to a snack bar or dining establishment on

Base. These machines will offer a hot food option for personnel 24/7.

1.3. The Contractor shall provide the government a fifteen (15) days notification prior to delivery. Contractor shall also provide a 24-hour phone call and email notification and shall include the date and time of the truck’s arrival. The point of contact for delivery is

Trevor Ryals, 478-893-7463, trevor.ryals.1@us.af.mil.

2. INSPECTION/ACCEPTANCE

2.1. The Contractor and Technical Representative (TR) shall verify and inspect all items to ensure that no damage has occurred to the equipment during loading, transport, or unloading installation. Copies of the discrepancy reports shall be forwarded to the government.

2.2. HOURS OF OPERATION: The delivery shall be performed during normal duty hours

(7:00 A.M. to 4:00 P.M., Monday thru Friday).

2.3. If delivery shall fall on a Saturday, Sunday, or a federal holiday, the delivery date shall take place the following workday. Delivery shall be coordinated with the customer.

3. DELIVERY:

3.1. The contractor shall manage ordering, shipment, and delivery of new vending machines from manufacturer to final acceptance by the designated Government Acceptor.

3.2. The contractor shall deliver all items as needed for installation. All deliverables will be new and not used or factory refurbished.

3.3. If repair or replacement of damaged items is needed, the contractor will repair or coordinate replacement of damaged, defective, or missing items. Upon delivery, if items are found to be damaged or in need of repair/replacement due to damages, defective parts or missing items, it is the responsibility of the contractor at no increase in the contract price.

Any disputes in this area must be brought to the attention of the TR and the Contracting

Officer immediately.

3.4. DELIVERY AND ACCEPTANCE:

78th Force Support Squadron

Base Restaurant

Bldg. 608 Vending Warehouse

Robins AFB, GA 31098

478-926-3080

DODAAC: 2AM044

4. WARRANTIES: 4. WARRANTIES: Contractor shall provide all commercial warranties for a period of not less than one-year from the date of installation/acceptance/delivery. Warranty includes - shipment of part to repair or replacement of proven defective parts is limited to manufacturing defects demonstrated under normal use and service during warranty period. No additional warranties are available for the vending machines or the credit card devices.

5. WORKMANSHIP: The Contractor shall perform all operations in a manner that will result in a professional and expeditiously completed project. The work shall be in strict accordance with the prevailing industry standards.

6. ACCESSORIES AND INCIDENTALS: Contractor shall provide all incidentals necessary. Cost for these items shall be included as part and parcel.

7. SUBMITTALS: Contractor shall provide and invoice and shipping documents for all items delivered.

8. QUALITY ASSURANCE: The government shall inspect all work performed by the contractor. Work performance shall be deemed satisfactory and acceptable to the government when the TR and CWF/FSVBR management. declares the project satisfactory and complete.

9. CLEANUP: Contractor is responsible for collecting and disposing of all trash, debris and refuse generated in the performance of duties. All waste shall be disposed in a designated landfill outside of Robins AFB IAW local, state, and federal law.

10. PROTECTION: The contractor shall take precautions to prevent damage to government buildings and property. The contractor shall repair or replace damaged items at no additional cost to the government.

11. COMPLETION OF WORK: The contractor shall ensure that work for this project is performed in accordance with the criteria herein, and that all relevant materials, finishes, equipment, shall be fully operational at the projects work completion.

12. ENVIRONMENTAL REQUIREMENTS: The contractor shall perform all work in accordance with federal, state, and local environmental regulations.

13. INSTALLATION ACCESS

13.1. Delivery shall meet minimum security requirements to gain access on to Robins Air

Force Base. A five (5) - day advance notice is needed to obtain a pass. Contractor must contact Pass and ID for base entry/Visitor's Center. The POC for notification is Trevor

Ryals, 478-893-7463.

14. Counterfeit Prevention Plan (CPP). Contractors that supply electronic parts or systems that contain electronic parts shall establish policies and procedures to avoid, detect, mitigate and disposition counterfeit electronic parts to prevent such parts from entering the USAF/DoD supply chain. These policies and procedures shall be documented in a CPP for submission and approval in accordance with Data Item

Description (DID) DI-MISC-81832 and accomplished for all specified contract items.

DI-MISC-81832 is applicable to Parts, Material and Processes Selection (PMPS) associated with delivery of systems and assemblies to the USAF and DoD. The requirements established by DI-MISC-81832 also apply to electronics components procured in sustainment of such systems and assemblies. The requirements of the recently

DoD-adopted SAE 5553, Aerospace Standard, Counterfeit Electronics Parts; Avoidance, Detection, Mitigation, and Disposition shall also apply.

[Counterfeit Prevention Plan (DI-MISC-81832), CDRL A001]

14.1. At a minimum, the CPP shall address:

14.2.Applicability. The Contractor shall identify all Business locations and programs to which the CPP applies. The CPP shall address materials, hardware, electronic parts, and procured assemblies.

14.3. Definitions. The Contractor shall utilize definitions per AS 5553 to ensure consistency. Any contractor-derived definitions must be included in an appropriate CPP appendix or annex. (Ref. AS5553, paragraph 3, 3.1, 3.2, 3.3, appendix H)

14.4. Parts Availability and Use of Parts Brokers. The Contractor shall not procure materials, systems, assemblies, subassemblies or parts from parts Brokers when available from Original Manufacturers (OM) or their Authorized Distributors. In cases where materials, systems, assemblies, subassemblies or parts are no longer available from the

OM or their Authorized Distributors, procurement from Brokers may be authorized as defined by the Contractor’s policy and their CPP. (Ref. AS5553, paragraph 4.1.1, 4.1.2.e., appendix A)

14.5. Procurement Policies. The Contractor shall provide and implement policy directing development and implementation of business practices and procedures, and processes to prevent procurement of Counterfeit materials and parts. The Contractor shall identify the appropriate office(s), business units, functional organizations, and programs, who shall have responsibility for development, maintenance and implementation of the CPP. The CPP shall identify the specific roles and responsibility for each. (Ref. AS5553, paragraph 4.1.2, 4.1.3, appendix B, C, D)

14.6.Risk Assessment. The contract shall address the risk of using unknown sources and or unauthorized suppliers in the CPP. Application or technical risk assessments shall establish the effect that counterfeit parts may have on performance. Vendor or source of supply risk assessments shall establish the potential for obtaining counterfeit parts. Using any risk analysis tool acceptable to the Government, the Contractor shall conduct a risk assessment based upon item characteristics and how likely it is that a counterfeit part will be received. The contractor shall identify and describe in the CPP how parts are selected for assessment and what risk is acceptable based upon the parts design, construction, material and functional requirements. As a minimum, analysis shall be completed for flagging high risk items, such as items that are obsolete, discontinued, rare, etc.

The contractor shall require completion of a trade study, documented within the

CPP, that shall facilitate determining whether 100% testing of parts procured from after-market sources is more cost effective than qualification or requalification of a manufacturer. (Ref. AS5553, paragraph 4.1.2, 4.1.3, appendix B, C, D)

14.7. Detection and Avoidance Responsibilities. The Contractor shall establish processes for the review and approval of contractor and applicable subcontractor systems for the detection and avoidance of counterfeit electronic parts and suspect counterfeit electronic parts, which processes shall be comparable to the processes established for contractor business systems under section 893 of the Ike Skelton National Defense

Authorization Act for Fiscal Year 2011 (Public Law 111–383; 124 Stat. 4311; 10 U.S.C.

2302 note). The Contractor shall flow down such requirements and processes to their subcontractors per ODASD Memo titled “Overarching DoD Counterfeit Prevention

Guidance”, dated 16 March 2012. (Ref. AS5553, paragraph 4.1.4, 4.1.5, appendix E)

14.8. Testing and Verification. The Contractor shall establish and accomplish testing and verification processes for items not received from an original equipment manufacturer, original component manufacturer, or authorized distributor that are identified as having high risk for counterfeit potential. These processes apply to prime contracts, and to subcontracts or suppliers below the prime contracts. The Contractor shall provide a list of acceptable test facilities if the subcontractor or supplier does not have the capability to perform required testing. Submittal of Certificates of Compliance indicating the parts are not counterfeit shall be acceptable for verification of testing. (Ref.

AS5553, paragraph 4.1.4, appendix E)

14.9. Configuration Identification and Traceability. The Contractor shall identify and control the configurations of all systems, assemblies, subassemblies and parts, and enable mechanisms to provide traceability of parts. The Contractor shall report to the

Government when control of the configurations of all systems, assemblies, subassemblies and parts, and mechanisms to provide traceability of parts are not possible. The

Contractor shall identify the specific systems, assemblies, subassemblies and parts beyond the Contractors’ control. The Contractor shall be responsible for detecting and avoiding the use or inclusion of counterfeit materials and parts, to include procured assemblies and subassemblies, in such products and shall be responsible for the rework or corrective action that may be required to resolve the use or inclusion of counterfeit materials and parts. The cost of counterfeit electronic parts and suspect counterfeit electronic parts and the cost of rework or corrective action that may be required to remedy the use or inclusion of such parts are not allowable costs under Department contracts , unless: a) the contractor has established a counterfeit avoidance/detection system approved by the DoD, b) the counterfeit parts were procured from a DoD-accredited trusted supplier or provided as government property, and c) the contractor has provide timely notification to the government. (Ref. AS5553, paragraph 4.1.6, appendix

F)

14.10. Counterfeit Notification and Reporting. The Contractor shall report in writing to the Procuring Activity within 30 days of determining any end item, component, part, or material contained in supplies purchased by the Department of

Defense, or purchased by a contractor or subcontractor for delivery to, or on behalf of, the Department, contains counterfeit electronic parts or suspect counterfeit electronic parts for the purpose of investigation and notification of the Air Force Office of Special

Investigations (AFOSI). The Procuring Contracting Officer (PCO) shall coordinate reporting to the appropriate

Program Management/Item Management, System Engineering Management, the AFMC

Discrepant Materiel Reporting Program (DMRP) Office in 406 SCMS/GULAB, and the

AFOSI. Additionally, the Contractor shall within the same 30-day period ensure all suspected or confirmed counterfeit items are entered into the Government-Industry Data

Exchange Program (GIDEP) system, which will serve as the DoD central reporting repository. (Ref. AS5553, paragraph 4.1.7, appendix G)

14.11. Counterfeit Prevention Training. The Contractor shall provide appropriate training and shall require all personnel working procurement within their company, to include at a minimum their supply chain management specialists, receiving inspectors, and engineers, to complete said training. The Contractor shall determine the appropriate training required. Training may be developed in-house or may be other Industry accepted training. The CPP shall describe and list the training provided by the contractor to their personnel.

15. List of Items

CLIN ITEM DESCRIPTION QUANTITY

0001 Hot Vending Vending Machine –with Castles credit card (UPT1000F) machine installed

0002 Shipping/Handling 3

END OF STATEMENT OF WORK