Concessionaire

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, proposals are being requested and a written solicitation will not be issued. The solicitation number for this procurement is FA4803-08-Q-A888 and is issued as a Request for Quotation (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) 2005-24. For informational purposes the North American Industry Classification System code is 722330 - Mobile Food Services. This acquisition is a 100% Small Business set-aside. This is a firm-fixed price procurement, and will be procured using commercial item procedures and award selection will be made based on price. This requirement is for: A Concessionaire contractor to provide concessions at the Shaw AFB Airshow. The following is the Statement of Work for the services required. NOTE: 1. The Non-Appropriated Fund Instrumentality will retain a sum equal to percentages stated in the bid schedule. The check will be made out to: Shaw AFB NAFI PERFORMANCE WORK STATEMENT AIR SHOW CONCESSIONS SHAWFEST 2008 1. INTRODUCTION: The Contractor will provide all necessary management, personnel, equipment, tools, materials, supplies, vehicles, supervision, and any other items, supplies or services, (except as specified below), to provide concessions for the event identified in paragraph II below for the period identified in the solicitation. In order to receive an award, prospective offeror must be enrolled in the Central Contractor Registration Program (IAW DFARS 204.1104). 2. IDENTIFICATION OF THE PROJECTS: a. Shaw AFB Air Show/Open House events are designed to inform the public about the capabilities, equipment, training, and professionalism of the Air Force and its people. In accordance with guidance from HQ USAF/CV (Head Quarters United States Air Force, Vice Commander), the event will not take on the air of a fair, carnival, circus, or civilian air show, and will not be used as a venue for the display or sale of commercial items, other than those provided for in paragraph III below. b. All Shaw AFB Air Show Events will consist of a minimum of a one-day air show with additional ground events. These events are, and shall remain, free to the public. c. The date for the Shaw AFB Air Show is 6 September 2008. Shaw AFB Air Show will be a minimum one-day event. d. Contract Manager. The Contractor will designate a Contract Manager who will be responsible for the performance of this contract. The name of this person, and an alternate or alternates should be provided to the Government in writing within 10 days of contract award. It is important that the Contract Manager, or alternate, to have full authority to act on behalf of the Contractor on all matters related to this contract. The Government's point of contact will be the Contracting Officer, and/or the Shaw AFB Air Show Director, who will be identified at time of award; however, only the Contracting Officer will have the ability to modify any of the terms of the contract. e. The Contractor at their own expense, will obtain all permits, give all necessary notices, pay all license fees, and comply with all municipality and national laws, rules, ordinances, regulations, and military publications 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 contract. f. Inclement Weather Schedule: The Contracting Officer is the sole authority to cancel the open house/air show. Cancellation of the events due to weather, natural disaster, Force Protection issues, or military contingency will not constitute breach of contract. 3. NON-APPRORIATED FUND INSTRUMENTALITY ACTIVITIES (NAFI): a. All the concessions for Shaw AFB Air Show are under the auspices of Air Force base's NAFI organization. b. Booths and Tents. The Contractor will be responsible for providing booths and tents. The concession booths/tents will be manned by volunteers from local organizations under the direction/supervision of a Contractor controller or monitor. These volunteers will work with Contractor-appointed managers in each concession area and be compensated from the concession percentages/fees provided to the NAFI. (1) The Contractor is responsible for providing training to all volunteers who man booths or tents. (2) The Contractor will honor discount tickets provided to volunteers for the purchase of food and beverages (excluding alcoholic beverages). (3) The erection, removal, custodial service, and sanitary conditions of all freestanding, self-contained booths and tents will be the contractor's responsibility. (4) The booths and tents should be in good condition, color coordinated, capable of being erected on concrete, self-contained (utilities and water), appropriate safety equipment, and able to withstand 30 miles-per-hour wind gusts. (5) On the day of the event, all booths and tents should be ready for operation by 6:00 A.M. EST/EDT and should be removed no later than 11:59 P.M. EST/EDT on 7 September 2008. (6) The Contractor is solely responsible and liable for the proper erection, maintenance, and removal of all booths and tents furnished for this project. NOTE: All tents should be ready for operation by 6:00am day of the show. Removed no later than 11:59pm on the last day of the event. c. Merchandise, food, beverages and food supplies. Merchandise, food, beverages, and food supplies, and other items furnished must be in sufficient quantity to sustain operation of all booths for the period of the complete event. (1) While the Government will have exclusive rights to the Shaw AFB Air Show Event logo, permission may be granted to the Contractor, or the subcontractors of the Contractor, for use of the logo. The Contracting Officer can grant permission. (2) All food sold by the Contractor must originate from approved sources as defined in Air Force Instruction (AFI) 48-116, Food Safety Program, and be inspected at time of delivery by the Shaw AFB Health Inspectors. Advance coordination with Shaw AFB Health Inspectors is required for this inspection. (3) A list of food suppliers should be furnished to the Government ten (10) days prior to the event. (4) The Contractor will coordinate food/beverage preparation procedures with the Shaw AFB Health Inspection Office, in writing, not later than (30) thirty working days prior to the event opening. (5) The Contractor will be responsible for ensuring all volunteers working the food booths are equipped with the proper gloves, hair nets etc. to be in compliance with public health regulations. (6) The Contractor will provide for the appropriate disposal of any used or unused cooking grease or liquids at the Contractor's expense. (7) A price list for all merchandise and food will be provided for approval to the Contracting Officer at least 30 days prior to the event. (8) Alcoholic beverages sales will be conducted by the Government. d. Reports and Records. It is expected that a final report of all monies generated through concessionaire activities will be provided to the Government. (1) Individual cash, credit and other inventory sheets will be kept at each booth for audit purposes. (2) Joint access to all cash slips and receipts shall be provided. The Contractor and NAFI will agree at the close of any Shaw AFB Air Show Event on the amount of revenues received. Any failure by the Contractor, its servants, employees, or agents to enter all monies received on any cash control form(s) will be cause for immediate cancellation of this contract and possible criminal action against the Contractor. 4. SPECIAL REQUIREMENTS. a. Vehicles. The Contractor's vehicles must be in operable condition and meet local, state, and federal safety requirements. Vehicles should have the Contractor's name affixed on outside of front doors. To operate a vehicle on the base, personnel must have a valid driver's license. b. Fire Safety. The Contractor is responsible for providing fire suppression equipment that meet the standards established by the base Fire Chief in accordance with AFI 32-2001, The Fire Protection Operations and Fire Prevention Program. c. Non Competing Contractors or Squadron Sales. Unofficial Activities or Private Organizations associated with Shaw AFB may offer non-competing merchandise as a separate Contractor and/or privately owned booths. Merchandise may include patches, tee shirts, pins, etc. Such merchandise may not be specifically related to the Air Show/Open House event. The organizations will retain all profit from sale of any non-competing merchandise. d. Insurance. The Contractor is responsible for obtaining appropriate insurance as defined in the Request for Proposal. e. Damage to Utilities. 1. In the event of a Contractor caused utility failure/disruption, the Contractor will first make the area safe, then immediately contact the Base Civil Engineer Call Desk and Contracting Officer. 2. Repairs to Contractor-damaged utilities will be at the Contractor's expense if it is determined that such damage was caused as a result of negligence. Repairs will be performed in a timely manner and at no additional cost to the Government. 3. Damages to unidentified utilities will be repaired by the Government at no cost to the Contractor. f. Environmental Impact. 1. All waste materials generated by any work under the contract performed on a government installation shall be handled, transported, stored, and disposed of by the Contractor and by his subcontractors at any time in accordance with all applicable federal, state or local laws, ordinances, regulations, court orders, or other types of rules or rulings having the effect of law, including but not limited to Executive Order 12088, 13 Oct 1978; the Federal Water Pollution Control Act, as amended (33USC Sec 1251 ET SEQ); the Clean Air Act; as amended (42 USC SEC 1857 ET SEQ); the Endangered Species Act; as amended (16 USC Sec 1531, ET SEQ); the Toxic Substance Control Act, as amended (15 USC Sec 2601 ET SEQ); the National Historic Preservation Act, as amended (16 USC Sec 460, ET SEQ). 2. All Contractors must obtain written approval for the use of radioactive source material (ordinarily used in density gauges) through the base Radiation Safety Officer (RSO), before these materials are brought on base. To obtain this approval, the Contractor must forward an application or request, per AFI 40-201, Managing Radioactive Materials in the US Air Force, paragraph 3.4.2, to the Base RSO at least 14 calendar days before beginning work on the installation. Once the Contractor has a package on file with the base RSO, the Contractor need only forward a copy of the portion of the contract describing the work to be done and the inclusive dates of the work. A re-certification letter can be forwarded. Prior to commencing work, Contractors must provide to the contract inspector the approval letter from the base RSO for the work period indicated. 3. The approval notification requirement also applies to the use of ANSI Class 3 and Class 4 Lasers or potentially hazardous radio frequency (RF) devices, at least 30 days prior to the commencement of the work on base. The contractor should submit the following: i. A brief description of proposed activities. ii. Name, local address and telephone number of the responsible local representative. iii. A copy of the NRC Agreement State License authorization for the radioactive materials. The license must be current. iv. Copy of that part of the Air Force contract describing work to be done and inclusive dates of work. v. An acknowledgement that the base RSO can make periodic checks to ensure the contractor is following sound radiation safety practices. vi. In the case of RF source or lasers, the contractor must provide, the frequency, power and hazard distance of the emitter and any other technical information the RSO may request. 4. All Contractors must report to the Base HAZMART, the identification and usage of all hazardous material brought onto Shaw AFB. Upon entering the base, Contractors are required to furnish a copy of the Material Safety Data Sheet and report the amount of hazardous material to be used to the base HAZMART. Upon completion of the contract the Contractor must report back to the HAZMART and certify that either all of the hazardous material was used or is being removed from the base. g. Environmental Compliance. Offerors are reminded of the environmental requirements contained in the solicitation to comply with all applicable federal, state, and local environmental statutes and regulations. In addition to the scrutiny of civil environmental regulatory and enforcement agencies, environmental compliance incidental to Air Force activities or on Air Force property is subject to Air Force scrutiny. The Air Force routinely investigates environmental violations and cooperates fully with civil authorities to secure remedies and discourage future violations. Failure to comply with environmental statutes and regulations can subject the contractor to criminal and civil penalties and/or contractual sanctions including, but not limited to, termination, suspension, and debarment, and adverse past performance assessment. h. Requirements For Contractor's Base Entry. (1) All civilian Contractors who work on base must obtain an authorization letter from the Base Contracting Office. Once that letter is obtained, Contractor passes will be authorized for the duration of the contract. (2) Any Contractor employee who wishes to drive his/her privately owned vehicle to and from the job site must have a copy of the vehicle registration. (3) Passes are non-transferable: At no time will they be removed and used for different vehicle(s) other than the one for which it was issued. (4) It is the responsibility of the Contractor to retrieve and turn-in to the Contracting Officer any identification documents issued to an employee of the contractor upon termination of employment or completion of the contract. 5. GOVERNMENT-FURNISHED PROPERTY, SERVICES AND FACILITIES: a. The Government will provide security, fire protection (other than that required of the contractor in Paragraph III (4) (b), non-potable water, electricity, restroom facilities, and refuse services. b. First-aid medical services will be provided. 6. SECURITY REQUIREMENTS. Contractor employees are not required to have security clearances; however, Contractor employees may require escorts in certain work areas. The Contractor shall ensure each employee obtains base passes and identification items as applicable. The RFQ's submitted shall contain the following information: RFQ number, time specified for receipt of offers, name, address, telephone number of offeror, terms of the expressed warranty, price, any discount terms and acknowledgement of all solicitation amendments (if applicable). Quote shall also contain all other documentation specified herein. Offerors shall include a statement specifying the extent of agreement with all terms, conditions and provisions included in the solicitation. Period of Acceptance for Offerors: The offeror agrees to hold the prices in its offer firm for 45 calendar days from the date specified for receipt of offers, unless another time period is stated in an addendum to the solicitation. Late offers: Request for Quotations or modification of quotes received at the address specified for the receipt of offers after the exact time specified for receipt of offers will be handled in accordance with FAR 52.212-1(f). The following FAR clauses and provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items. Late offers: Request for Quotations or modification of quotes received at the address specified for the receipt of offers after the exact time specified for receipt of offers will not be considered. Evaluation/Award: IAW FAR 52.212-2, Evaluation-Commercial Items applies to this acquisition. The Government will award a single contract resulting from this solicitation to the responsive responsible offeror whose quote conforms to the solicitation and will be most advantageous to the government, price and other factors considered. The following factors shall be used to evaluate quotes: Price and delivery. Offerors shall complete a copy of the Online Offeror Representations and Certifications Application. Please refer to http://orca.bpn.gov/login.aspx for information regarding the Online Representation and Certification Application process. The following clauses are hereby incorporated by reference: FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items, FAR 52.222-3 Convict Labor (E.O. 11755), FAR 52.222-26 Equal Opportunity (E.O. 11246), FAR 52.222-35, Affirmative Action for Special Disabled and Vietnam Era Veterans (38 U.S.C. 4212), FAR 52.222-36 Affirmative Action for Handicapped Workers (29 U.S.C. 793), FAR 52.222-37, Employment Reports on Special Disable Veterans and Veterans of the Vietnam Era (38 U.S.C. 4212), FAR 52.232-33, Mandatory Information for Electronic Funds Transfer Payments, FAR 52.247-64, Preference for Privately Owned U.S. Flag Commercial Vessels (46 U.S.C. 1241), DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items, DFARS 252.225-7036, Buy American Act - Free Trade Agreements - Balance of Payments Program (MAR 2007) (Alternate I) (OCT 2006) (41 U.S.C. 10a-10d and 19 U.S.C. 3301 note). 5352.201-9101 Ombudsman - ACC Ombudsman follows: Mr. Ray Carpenter, 130 Douglas Street, Suite 210, Langley AFB VA 23665-2791, phone: (757) 764-5371 fax: (757) 764-4400, email: Ray.Carpenter@langley.af.mil. FAR52.219-28 - Post-Award Small Business Program Rerepresentation, The Contractor represents that it [ ] is, [ ] is not a small business concern under NAICS Code ______________ assigned to contract number ______________.[Contractor to sign and date and insert authorized signer's name and title]. (NOTE: REMEMBER TO INCLUDE BRAND NAME JUSTIFICATION IF APPLCIABLE) Quotes shall be marked with the Request for Quotation Number, Date and Time. Facsimile and electronic mail Proposals will be accepted. NOTE: ALL OFFERORS MUST BE REGISTERED IN THE CENTRAL CONTRACTOR REGISTRATION (CCR) BEFORE BEING CONSIDERED FOR AWARD. Information concerning CCR requirements may be viewed via the Internet at http://www.ccr.gov or by calling the CCR Registration Center at 1-888-227-2423. Offerors shall include completed copy of the Online Offeror Representations and Certifications Application. Please refer to http://orca.bpn.gov/login.aspx for information regarding the Online Representation and Certification Application process. Quotations may be submitted via fax to 803-895-5339 or by e-mail to aaron.adams@shaw.af.mil, or mailed to the attention of A1C Aaron Adams at 20 CONS/LGCAA, 321 Cullen Street, Shaw AFB, SC 29152.