RFI W912L5-27-RFI-L002 Delaware Commercial Kitchen Equipment Maintenance_2026-10-08.docx

W912L5-27-RFI-L002

8 Oct 2026

REQUEST FOR INFORMATION (RFI)

Delaware Army National Guard (DE ARNG) Commercial Dining Facility (DFAC) Kitchen Equipment Preventive Maintenance Checks and Services (PMCS) and Corrective Repair Services Notice ID: W912L5-27-RFI-L002

*** RESPONDERS WELCOME TO SUBMIT COMMENTS ON ANY SECTIONS ***

SECTION 1: GENERAL INFORMATION

Procuring Activity: United States Property and Fiscal Office (USPFO-DE), Purchasing & Contracting, 1161 River Road, New Castle, DE 19720-5105

Locations: Eight locations throughout Delaware. See Section 4.

Small Business Set-Aside: To be determined (total, partial, or not at all).

NAICS Code: 811310 – Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance [Small Business Size Standard: $12.5 Million]; or NAICS Code: 811412 – Appliance Repair and Maintenance [Small Business Size Standard: $19.0 Million]

Product Service Code (PSC): J073 – Maintenance, Repair and Rebuilding of Equipment: Food Preparation and Serving Equipment; or Alternate PSC: J072 – Maintenance, Repair and Rebuilding of Equipment: Household and Commercial Furnishings and Appliances

Contract Type: Standalone Commercial Services Contract, Firm-Fixed-Price (FFP) with Time-and-Materials (T&M) or Not-To-Exceed (NTE) line items for unscheduled repairs and replacement parts.

Period of Performance: One 12-Month base year plus two 12-month options (total 3 years, or more if recommended by industry response).

Anticipated Solicitation / Award Date: 1st Quarter, Fiscal Year 2027 (November / December 2026).

Response Due Date: 11:00 AM ET Tuesday 20 Oct 2026

Attachments: (1) Equipment List and (2) Wage Determinations

SECTION 2: PURPOSE AND BACKGROUND

This Request for Information (RFI) is issued solely for market research, information, and planning purposes. It does not constitute a Request for Quotation (RFQ), nor does it commit the Government to issue a solicitation or award a contract.

Delaware Army National Guard (DE ARNG) has an ongoing requirement to maintain commercial food service and preparation equipment in safe, fully mission-capable, and sanitary operating condition across eight facilities (readiness centers or training sites) statewide.

DE ARNG prefers a commercial firm-fixed price contract structure, but recognizes commercial practice treats scheduled preventive maintenance differently from unscheduled corrective repairs, diagnostic service calls, emergency responses, and replacement parts.

Primary objectives of this RFI:

Ascertain commercial industry’s best practices and recommendations regarding how a contract line item number (CLIN) structure might be organized for a hybrid PMCS and corrective repair requirement, or a hybrid pricing structure.

Solicit commercial vendor recommendations on preliminary pricing methodologies, including how to price scheduled PMCS (for example, flat rate per site versus flat rate per machine type) and how to handle unpredictable corrective repairs (for example, fully burdened labor rates, parts mark-up, diagnostic trip fees, or Not-To-Exceed allowances).

Identify relevant and industry-standard third-party accreditations and technician certifications (for example, CFESA, EPA Section 608 of the Clean Air Act, original equipment manufacturer (OEM) Factory Authorized Service Provider status, state licensing) DE ARNG should require or consider in the upcoming solicitation to guarantee top-tier service quality without unnecessarily restricting competition. Company level and technician level.

Assess small business capabilities and market capacity to support the state-wide geographic distribution of DE ARNG dining facilities.

Assess industry preference for state-wide “all or none” or for multiple contract awards covering individual facilities or areas of the State of Delaware.

Ascertain what a typical commercial equipment inspection report looks like (hard copy, digital, or via portal).

Ascertain what services are typically excluded from this type procurement.

SECTION 3: SCOPE OF SERVICES

3.1 Equipment Classification & Scope Boundaries

Under National Guard Bureau (NGB) property management guidelines, dining facility equipment is classified into distinct categories:

Class A (Real Property): Built-in facility infrastructure, hood ventilation systems, fire suppression systems, permanent floor-mounted tables, and built-in dishwashing machines and tables. Real property is managed separately by Base Facilities Engineering and is excluded from this PMCS procurement.

Class C (Personal Property): Movable, plug-in, or quick-disconnect food service and refrigeration equipment. This procurement is funded via Dining Facility Operating Funds and is limited to Class C Personal Property.

Excluded User-Level Maintenance: Minor countertop electrical appliances (for example, electric can openers, pop-up toasters, food slicers, blenders) are maintained at the soldier/user level and are excluded from this procurement.

3.2 Scheduled Preventive Maintenance Checks and Services (PMCS) Frequencies (Preliminary Specification) Contractor must provide labor, supervision, specialized tools, diagnostic testing apparatus, consumable materials (lubricants, coil cleaners, descaling solutions), and transportation necessary to perform:

3.2.1 Commercial Refrigeration and Freezers (Semi-Annual - Every 6 Months):

Inspect compressors, condensers, evaporators, refrigerant lines, and expansion valves.

Clean condenser coils and clear condensate drain lines.

Inspect door gaskets, latches, hinges, alignment, and auto-closers.

Test electrical connections, fan motors, defrost heaters, thermostats, digital controllers, and temperature alarms.

Verify and calibrate operating temperatures against food safety standards.

Other manufacturer instructions and recommendations.

3.2.2 Commercial Ovens, Ranges, and Griddles (Annual - Every 12 Months):

Inspect burners, gas orifices, ignition systems, safety pilot assemblies, thermocouple/flame sensors, and gas shut-off valves.

Inspect electric heating elements, contactors, relays, internal wiring, and switches.

Test and calibrate thermostats, temperature controls, and high-limit switches.

Inspect door hinges, spring assemblies, counterweights, and silicone / fiberglass gaskets.

Clean burner throats, pilots, and internal mechanical assemblies.

Test cooking temperatures.

Other manufacturer instructions and recommendations.

3.2.3 Steamers, Combi-Ovens, and Hot/Steam Tables (Annual or Semi-Annual):

Inspect steam generators, boilers, water probes, drain lines, solenoids, and safety relief valves.

Perform manufacturer-recommended deliming and descaling cycles.

Inspect door gaskets, door latch cams, blower fans, heating elements, and water filtration cartridges.

Test temperatures.

Other manufacturer instructions and recommendations.

3.2.4 Commercial Ice Machines (Semi-Annual - Every 6 Months):

Sanitize, clean, and descale water distribution troughs, evaporators, and ice collection bins.

Inspect water inlet valves, purge valves, refrigerant lines, condenser coils, and filtration systems.

Verify harvest cycles, cube production, and sanitary seals.

3.3 Corrective / Unscheduled Repairs

Contractor may be required to perform unscheduled troubleshooting, diagnostics, minor adjustments, and major component replacements upon Government dispatch or as discovered during scheduled PMCS visits. The Government seeks vendor feedback on how best to structure required response times, authorize work, and pay for these services.

SECTION 4: FACILITY LOCATIONS AND PRELIMINARY EQUIPMENT PROFILE

Perform PMCS on-site across eight facilities statewide:

“Beau” Biden III National Guard / Reserve Center 1 Vavala Way New Castle DE 19702 New Castle

Training Site (Building 1401) 1197 River Road New Castle DE 19720 New Castle

Readiness Center (Governor Bacon) Governor Bacon Health Center Delaware City DE 19706 New Castle

Readiness Center 103 Artisan Drive Smyrna DE 19977 Kent

Readiness Center 601 Bridgeville Highway Seaford DE 19973 Sussex

Readiness Center 109 West Pine Street Georgetown DE 19947 Sussex

Dagsboro DE 19939 Sussex

Training Site 163 Scannell Boulevard Bethany Beach DE 19930 Sussex

Representative Inventory Breakdown (Class C) The active equipment portfolio includes representative manufacturers such as: Vulcan, Garland, Cleveland, True Manufacturing, Turbo Air, Manitowoc, Hoshizaki, Scotsman, Bakers Pride, Avantco, Piper Products, Eagle Group, Spaceman, Univex, and Hobart.

Refrigeration & Ice Generation (Semi-Annual Service): ~28 units (Reach-in 1/2/3 door refrigerators, solid-door freezers, under-counter cooling wells, modular ice makers, walk-in coolers/freezers at training sites).

Cooking & Heated Holding Equipment (Annual Service): ~22 units (Double-stack convection ovens, 4/8/10 burner gas ranges with ovens, flat-top ranges, tilt grills/skillets, hot food holding tables, heated proofer cabinets).

Steam Equipment (Annual/Bi-Annual Delime): ~6 units (Convection steamers, electric combi-ovens, steam generator tables).

See Attachment 01 for detailed list of equipment.

SECTION 5: QUESTIONS FOR INDUSTRY

5.1 Contract Line Item Number (CLIN) Pricing Structure

5.1.1 Fixed-Price PMCS Structure: How does industry quote scheduled preventive maintenance across dispersed locations?

Fixed price per individual site?

Fixed price per geographic area (county, region, or state-wide)?

Fixed price per equipment type?

Fixed price per individually named / serial numbered equipment?

Periodicity of equipment checks?

Periodicity of payments: Monthly? Quarterly? Annually?

Other?

5.1.2 Corrective / Unscheduled Repairs Structure: How should emergency and non-emergency repair calls be structured in a Firm-Fixed-Price environment?

Do you recommend a Standard Fully Burdened Hourly Labor Rate (Normal Business Hours vs. Overtime/Weekend) plus parts?

How should travel/trip charges be addressed? Is a fixed Trip / Dispatch Fee standard in commercial practices, or is travel built into labor rates?

For replacement parts, what is the standard commercial approach: Manufacturer list price minus a fixed discount? Actual invoice cost plus a fixed fee? Not-To-Exceed (NTE) funding ceiling? Other?

5.1.3 Rough Order of Magnitude (ROM) Pricing: If available, provide a non-binding preliminary price estimate or commercial catalog rate for:

Semi-annual PMCS visit on a commercial reach-in refrigerator/freezer.

Annual PMCS visit on a 10-burner commercial range or double-stack convection oven.

Annual PMCS & descaling on a commercial steamer/combi-oven.

Standard hourly technician labor rate for on-site diagnostic and repair service in Delaware.

Other?

5.1.4 Option Years: For how many years in advance are you willing to commit to firm fixed pricing on an annual pricing schedule? Three years? Five years?

5.2 Third-Party Accreditations & Quality Standards

5.2.1 Industry Accreditations: What third-party company certifications or industry affiliations demonstrate elite technical capability?

Is CFESA (Commercial Food Equipment Service Association) certification (Company Accreditation, Certified Master Technician, or Certified Technician in Gas, Steam, Electric, Refrigeration) a standard industry benchmark?

If the Government mandates CFESA certification, would that restrict competition among qualified Delaware/Mid-Atlantic regional service providers, or is it widely held?

5.2.2 Technician-Level Credentials: What minimum individual technician credentials should the Government require in the final solicitation?

EPA Section 608 Universal Certification (mandatory for refrigerant handling).

Factory Authorized Service Agent (FASA) status or OEM factory training certificates (for example, Vulcan, Cleveland, True, Manitowoc, Hobart).

State of Delaware Master HVACR or Electrician licenses.

5.2.3 Warranty Standards: What are standard commercial warranty terms for corrective repairs (labor days and OEM parts warranty)?

5.3 Operational Execution and Inventory Management

5.3.1 Equipment Swaps and Attrition: DE ARNG operates equipment of varying vintage. If a piece of equipment is retired, surveyed, or replaced with a newer model during the contract, what contract mechanism best accommodates adding / deleting serial numbers without burdensome contract modifications?

5.3.2 Site Access & Coordination: DE ARNG sites are military installations with drill-weekend schedules and weekday operating windows. What advance notification window does your company typically need or give to your customers to dispatch scheduled PMCS technicians?

5.3.3 Response Time Service Level Agreements (SLA): For unscheduled corrective repairs, what response times are commercially viable for our Delaware locations, for example, 2 to 4-hour emergency response for walk-in refrigeration failures during drill weekends? 24 to 48-hour response for routine kitchen repairs?

SECTION 6: INSTRUCTIONS FOR SUBMISSION

Interested vendors should submit a response package with the following:

6.1 Vendor Profile

Company Name, Physical Address, and Website.

Point of Contact (Name, Title, Phone, Email).

Status of System for Award Management (SAM.gov) registration.

Unique Entity Identifier (UEI) and CAGE Code (SAM.gov).

Business Size / Status.

GSA Federal Supply Schedule (FSS) / OASIS+ contract number, if applicable.

Other relevant information, such as workers compensation intrastate/interstate experience modification rating.

6.2 Technical Capability & Market Feedback

Responses and comments.

Brief summary of relevant commercial or government experience performing food service equipment PMCS and repairs (past 3 years).

Identification of your geographic service coverage across New Castle, Kent, and Sussex Counties in Delaware.

Would you need to visit the site(s) prior to submitting a quote or proposal? If so, what day of the week? Time of day?

Your preference for the official DE ARNG solicitation to be a traditional Request for Quotations (RFQ) or a flexible Commercial Solutions Opening (CSO)?

6.3 Format and Submission Details

File Format: PDF, Microsoft Word, or Microsoft Excel.

Submission Method: Email.

Subject: W912L5-27-RFI-L002 – Commercial Kitchen PMCS – [Vendor Name]

6.4 Points of Contact

Contract Specialist: Nyron.H.Cameron.CIV@army.mil, (302) 326-7465 Contracting Officer: Joseph.Scarpa6.CIV@army.mil, (302) 326-7365

SECTION 7: DISCLAIMER AND NOTICES

7.1 No Reimbursement

The Government will not pay or reimburse any company or individual for any costs, administrative expenses, or labor incurred in preparing or submitting a response to this announcement.

All expenses associated with responding to this RFI are purely at the respondent’s own expense.

7.2 Non-Attribution / Voluntary Participation

Submissions are voluntary.

Responding or refraining from responding to this RFI will not confer any advantage or disadvantage to any vendor in any future competitive acquisition.

7.3 Proprietary Information

Respondents are responsible for clearly identifying and marking any proprietary, trade secret, or business-sensitive data included in their response.

DE ARNG will handle and safeguard all marked proprietary information in accordance with applicable federal statutes, trade secrets statute, and the Federal Acquisition Regulation (FAR) and Department of Defense FAR supplement.