Request for Information (RFI) for CY 2026 Holiday Refrigerated Trailer Rentals

Disclaimer: This is a Request for Information (RFI) ONLY. It is issued solely for informational and planning purposes and does not constitute a Request for Quote (RFQ) or a promise to issue an RFQ in the future. This RFI does not commit the U.S. Government to contract for any supply or service. Responders are advised that the Government will not pay for any information or administrative costs incurred in response to this RFI. All costs associated with responding are at the interested party’s sole expense. Not responding to this RFI does not preclude participation in any future solicitation, if one is issued.

1.0 Introduction and Purpose

The Defense Commissary Agency (DeCA) is conducting market research to identify potential sources capable of providing refrigerated trailer rentals to support 33 commissary locations in the Continental United States (CONUS) and Alaska during the 2026 holiday season. The objective of this RFI is to gain a comprehensive understanding of the marketplace, identify capable sources (including small businesses), and refine the agency's acquisition strategy.

2.0 Background

DeCA requires temporary, temperature-controlled storage capacity at various commissary locations to handle the increased inventory of frozen turkeys and other perishable holiday food items. The performance period is seasonal, with rentals typically starting in late September/early October 2026 and ending in mid-January 2027. This is a recurring requirement, and the proposed acquisition will be for a single contract to cover all 33 locations for the 2026 holiday season.

3.0 Summary of Requirements

The contractor shall provide all personnel, labor, supervision, equipment, and transportation necessary to deliver, set up, support, and retrieve 53-foot refrigerated trailers with roll-up doors at 33 specified locations.

Key Contractor Responsibilities:

• Coordination: Coordinate delivery and pick-up with the designated Commissary Officer at each location at least 10 working days prior to delivery and 3 working days prior to pickup.

• Site Access: Be responsible for obtaining all necessary installation passes, vehicle inspections, and personnel security clearances.

• Trailer Condition & Setup:

• All trailers must be cleaned, sanitized to meet hygiene standards, and cleared of debris before delivery.

• Trailers must comply with regulations such as the FDA's Food Safety

Modernization Act (FSMA) and be NSF-certified.

• Diesel trailers must be delivered with a full tank of fuel, with levels verified at delivery and pickup.

• Electric trailers must be delivered with all required electrical components and connected to the site's power supply to ensure operational start-up.

• All trailers must be started upon delivery to verify good working order, with the temperature set as required by the Commissary Officer.

• Emergency Service:

• Provide a 24-hour point of contact for emergency service.

• Provide an emergency response time of 2 hours after notification to begin restoration of service.

• On-site repair or a substitute trailer must be provided within 24 hours of the initial emergency call.

• Liability: The contractor will be held responsible for any costs incurred by the loss of product stored within a trailer that malfunctions due to faulty equipment or contractor negligence.

• Invoicing: All invoices must be submitted through the Wide Area Work Flow (WAWF) system.

Detailed Location and Trailer Specifications:

The requirement is for a total of 33 trailers across 33 locations, consisting of 21 Electric and 12 Diesel units. All trailers are 53-feet with roll-up doors.

Location Trailer Type

Specifications Delivery Date

Pickup Date

Additional Requirements

ABERDEEN PG -

HQCNEJ

Diesel N/A 10/01/2026 1/5/2027

ANDREWS AFB -

HQCNEK

Diesel N/A 10/2/2026 1/8/2027

BUCKLEY SFB -

HQCMCB

Electric 230V, 40 AMP, 3 Phase

10/6/2026 12/13/2026

CAMP PENDLETON

MCB - HQCKLM

Electric 210V, 60 AMP, 3 Phase

10/01/2026 1/8/2027 Requesting a Pigtail for plugging in.

CHARLESTON NWS

- HQCSKK

Electric See Notes 10/5/2026 1/12/2027

CHERRY POINT

MCAS - HQCCAZ

Electric 250V, 60 AMP, 10/6/2026 1/4/2027

CHINA LAKE -

HQCKM6

Electric 480V, 100 AMP, 10/01/2026 12/15/2026

FORT BELVOIR -

HQCNFF

Electric 220V, 60 AMP, 10/5/2026 1/8/2027

FORT BENNING -

HQCSJW

Electric 240V, 60 AMP, 3 Phase

10/1/2026 1/15/2027 Electrical cable for the trailer

FORT BLISS -

HQCMCW

Diesel N/A 11/1/2026 12/15/2026

FORT BRAGG

NORTH - HQCCAY

Electric 230V, 60 AMP, 10/01/2026 1/7/2027

FORT BRAGG

SOUTH - HQCCBT

Electric 230V, 60 AMP, 10/01/2026 1/9/2027

FORT CARSON -

HQCMCA

Electric 220V, 60 AMP, 10/20/2026 1/9/2027

FORT GORDON -

HQCSJZ

Electric 208V, 50 AMP, 10/01/2026 1/15/2027

FORT HOOD I -

HQCMC2

Electric 208V, 70 AMP, 10/01/2026 12/14/2026

FORT JACKSON -

HQCSKM

Diesel N/A 10/5/2026 1/12/2027

FORT LEE -

HQCCBC

Diesel N/A 10/5/2026 1/8/2027

FORT MEADE -

HQCNEN

Electric 230V, 60 AMP, FORT MYER -

HQCNFH

Electric 220V, 60 AMP, 3 Phase

06 October

1/8/2027

FORT STEWART -

HQCSJ2

Electric 240V, 60 AMP, GULFPORT -

HQCSKF

Electric 250V, 60 AMP, 10/5/2026 12/18/2026

HANSCOM AFB -

HQCNAA

Diesel N/A 11/1/2026 1/4/2027

HUNTER AAF -

HQCSJ3

Diesel N/A 10/01/2026 1/15/2027

LEMOORE NAS -

HQCKLV

Electric 480V, 50 AMP, 9/28/2026 1/9/2027

LEWIS MAIN -

HQCWGQ

Diesel N/A 10/01/2026 1/7/2027

MCCLELLAN PARK

- HQCKL1

Diesel N/A 10/5/2026 12/28/26

MINOT AFB -

HQCMCL

Diesel N/A 10/13/2026 1/12/2027

MIRAMAR MCAS -

HQCKMQ

Electric 208V, 60 AMP, 9/30/2026 1/2/2027

MOUNTAIN HOME

AFB - HQCWGH

Diesel N/A 11/1/2026 1/6/2027

NEW RIVER MCAS -

HQCCA3

Electric 230V, 60 AMP, 10/2/2026 1/11/2027

NORFOLK NAVSTA

- HQCCBH

Electric 220V, 60 AMP, 10/6/2026 1/9/2027

ROBINS AFB -

HQCSJ8

Diesel N/A 10/31/2026 1/15/2027

SAN DIEGO NB -

HQCKL8

Electric 240V, 40 AMP, 9/28/2026 1/8/2027

4.0 Information Requested from Industry

Interested parties are requested to submit a capability statement that addresses the following areas. Please limit your response to a maximum of 10 pages.

1. Company Information:

• Company Name

• Company Address

• Unique Entity ID (UEI) and CAGE Code

• Point of Contact (Name, Title, Email, Phone Number)

2. Business Size & Status:

• Identify your business size under NAICS code 532490 (Other Commercial and

Industrial Machinery and Equipment Rental and Leasing).

• Provide any applicable socio-economic status (e.g., Small Business, 8(a), HUBZone, Service-Disabled Veteran-Owned Small Business (SDVOSB), Woman-Owned Small Business (WOSB), etc.).

3. Capability Narrative: Provide a detailed narrative describing your company's ability to meet the requirements outlined in Section 3.0. Specifically address:

• Your approach to managing the simultaneous rental and support of 33 trailers across a wide geographical area.

• Your methodology for guaranteeing the 2-hour emergency response time and 24-hour repair/replacement window for all locations.

• Confirmation that your trailers and business practices meet the specified standards (53' with roll-up doors, FSMA/NSF certified, sanitation procedures, etc.).

• Your experience with government contracting, including WAWF invoicing and obtaining site/personnel access for military installations.

4. Past Performance:

• Provide a brief description of up to three (3) recent and relevant projects/contracts

(within the last 3-5 years) of similar scope and complexity. Include the customer name, contract value, and a brief summary of the work performed.

5. Feedback on Requirements (Optional):

• Provide any feedback on the clarity or feasibility of the requirements.

• Are there any industry best practices or alternative solutions DeCA should consider?

• Comment on the feasibility of the emergency response and replacement timelines across all specified locations.

5.0 Submission Instructions

Responses to this RFI are due by 2:00 PM EDST, April 10, 2026. Please submit your response via email to david.mootz@deca.mil (Contracting Specialist) with the subject line: "Response to RFI: CY 2026 Holiday Refrigerated Trailer Rentals".

mailto:david.mootz@deca.mil