Hill AFB Airshow Concessionaire

75 FSS/FSR 7285 4TH Street, Suite 200 Hill AFB, Utah 84056-5206 SUBJECT: Request for Proposal, 2016 Open House/Air Show Concessionaire Contract All Offerors, 1. Your firm, as well as others, is being solicited to provide a written proposal for concessionaire services for food, beverages, and novelty items in support of the 2016 Hill Air Force Base Open House/Air Show. The objective of this Request for Proposal is to award a concessionaire-type contract to support the Open House/Air Show which will take place on 25 & 26 June 2016. 2. The objectives of the Hill Air Force Base Open House/Air Show are: a. To inform the public about the mission, capabilities, equipment, training and professionalism of the Air Force and its people. Open Houses shall not take on the character of commercial entities, carnivals, or fairs. Open Houses will not be used as a venue for the display or sale of commercial items, other than those provided for in this proposal. b. To assist in recruiting efforts. c. To improve community relations. d. To promote pride and e - spirit de corps among military members, thereby positively affecting retention. e. To generate revenue in support of Force Support/MWR programs and facilities. 3. For consideration, a complete proposal package must be received at this office NOT LATER THAN 3 Mar 2016. Proposals must address the items identified in the attached Statement Of Work, which will become affixed to and part of the contract. Proposals that fail to address the required evaluation factors will be deemed non-responsive. 4. Attachments 1 through 3 and your written proposal will constitute the final terms and conditions of the resulting contract from this solicitation. 5. If there are any questions regarding this solicitation, please contact Robert Coker, (801) 775-2403. Attachments: 1. Statement Of Work (w/2 attachments) 2. Concessionaire Contract (w/ Special Provisions) 3. General Provisions HILL AFB AIRSHOW 2016 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 Hill Air Force Base Open House/Air Show (OHAS) that is scheduled to take place on 25 & 26 June, 2016. Based on previous attendance records, crowds are estimated to be 400,000 over the two day event. Contractor will have exclusive rights to sell all food, beverage and novelty items during the event, subject to the stipulations set forth in this document. 2. Air Force Open House (Air Show) events are designed to inform the public about capabilities, equipment, training, and professionalism of the Air Force and its people. Open Houses shall not take on the character of commercial entities, carnivals, or fairs. Open houses will not be used as a venue for the display or sale of commercial items, other than those provided for in this proposal. 3. 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. Subcontracted concessions will be selected from restaurants and vendors in the area surrounding Hill AFB to the maximum extent possible with a minimum of 20% from the local area. 4. Contractor is responsible for providing all necessary logistical support for this event, 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. 5. Contractor is responsible for providing all the booths, tents, equipment and supplies to support 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. Each booth will be self contained and will require no utilities. The requirement that the Contractor will not require utilities from the NAFI supersedes the general requirement in Paragraph 13 of the Special Provisions clauses of the Concessionaire Contract regarding NAFI-furnished utilities. 6. 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 8:00 a.m. on the first day of the event and removed no later than 8 p.m.. of the last day of the event. The booths shall be open for business during OHAS advertised hours estimated to be from 9:00 a.m. until 5:00 p.m. each day of the event. The concession booths shall be continuously kept clean during the hours of operation. 7. Contractor is responsible for proper disposal of cooking grease and waste. Grease must not be dumped into the sanitary sewer line or the storm water system. The total clean-up cost will be levied against any exhibitor/concessionaire who is discovered to have improperly disposed of grease. 8. Contractor shall provide 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 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 NAFI. Contractor pricing on all food, beverages, merchandise, and novelty items will be consistent with those charged at comparable military open houses. 9. 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. 10. Contractor will provided volunteers with food coupons for the purchase of food and beverages for one meal per day. 11. Contractor is responsible for the security of all equipment and supplies related to the performance of this contract. 12. 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, to include ice, 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 (and any other applicable base directives, including the Sanitation Rules for Open Food). All food brought on to the base by the contractor (and/or suppliers) may be inspected by Public Health or designated inspectors appointed by Public Health, at the time of delivery. Contractor will provide a list of suppliers to the Contracting Officer thirty (30) days prior to the open house. Contractor will submit for approval all food and beverage items, and preparation procedures to Public Health, in writing, not later than thirty (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 Public Health Office. Ongoing inspection of all temporary food facilities will be conducted by Public Health. 13. Contractor will establish individual cash and inventory sheets per booth for audit purposes and submit to the Resource Manager (or his/her duly authorized alternate) for approval thirty (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. 14. The contractor shall provide all information required for a security check not later than 6 June 2016 on all employees, contractors, subcontractors and/or vendors. 15. 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, including required minimum limits for accidental bodily injury or death, or for occupational disease. b. Comprehensive General Liability commensurate with the risks involved, with minimum limits as required or prescribed by law per occurrence for bodily injury. c. Comprehensive Automobile Liability with minimum limits as required or prescribed by law per person and per accident or occurrence for bodily injury and per occurrence for property damage. d. Cancellation insurance in the event of inclement weather or other reason. The Government will not be liable for any costs to contractor for cancellation. e. Contractor shall provide the NAFI appropriate copies of the required insurance coverage upon award of the contract. 16. 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. Despite any clause to the contrary, the following entities will be allowed to sell merchandise at the 2016 Air Show without violating the terms of this contract: I. Organizations assigned to Hill AFB (items must be unit-specific) II. Static and Demonstration Teams (items must be unit- or entity-specific) ADDITIONAL NOTES. 17. 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 Force Support Squadron 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. 18. 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 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 the Force Support Squadron. 19. 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 Force Support Squadron Marketing/Sponsorship POC in conjunction with the air show committee. 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 minimum 3 events, dates, locations and types of services rendered, revenues generated and point of contact for each. b. A minimum of 3 professional references. c. Qualifications of key persons who may be assigned to this contract. Include special event background and practical experience. d. The contractor's proposed compensation schedule (Attachment 2) and the terms and conditions of the proposed contract. 2. 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. Reduced price for bottled water based on area temperatures. Suggest $1 or $2 per bottle based on size being offered. d. Set up and take down responsibility for concession equipment along with time requirements. e. Number of local food/beverage vendors or restaurants to be utilized by prime contractor. f. Security requirements. g. Safety features. h. Insurance liability. i. Operation and audit procedures. j. Total number of booth manpower required each day. k. Include any other contract provisions necessary to execute the duties of this contract. 3. Award of contract will be determined by overall best value to the government. Enhancement of community relations is a major objective of the Air Show. To this end offerors should take note that the evaluation factors are designed to involve the maximum number of Utah community businesses, restaurants, and vendors. 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. 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/beverage/novelty sales up to and including tiny_mce_marker____________ ________Percent of total gross food/beverage/novelty sales if sales exceed tiny_mce_marker________________ 2. The gross sales from all "mobile" food, beverage and novelty carts will be included in the total sales figures.