Facility Maintenance & Repair Services for DeCA Commissaries and Distribution Centers

Background/Overview: DeCA provides commissary (supermarket) benefits to authorized patrons. DeCA facilities include mechanical, electrical, and electronic equipment and systems necessary to provide continuous, redundant support to mission-critical food supplies at each of its commissary locations. The requirement of this contract is to provide a proactive preventive maintenance (PM) and responsive unscheduled maintenance (UM) and emergency maintenance (EM) services for each of the DeCA facilities. Enabling DeCA to deliver the commissary benefit in a cost-effective manner while minimizing disruption to sales operations. The requirement is designed to ensure that the facilities and equipment are maintained, repaired or replaced in accordance with DeCA standards, and Department of Defense regulations and policies.

This is not a Request for Quotation (RFQ). This notice is part of DeCA market research used identify interested and capable companies who could provide the services described below. This notice does not obligate the Government to award a contract or otherwise reimburse your company for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the company’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a solicitation may be sent to interested and capable companies.  The future intentions of DeCA is to send an RFQ to awarding to one (1) CONUS vendor and 3 possible 8A vendors for Alaska, Hawaii and Guam.

Type of Contract with Estimated Period of Performance (PoP): The Government intends to issue an Firm Fixed Price Contract commencing on 1 July 2024, which will be for one (1) year with four (4) possible option periods..

Scope of Requirement:

The contractor shall provide all personnel, tools, labor, equipment, materials, supervision, transportation and other items necessary for the maintenance and emergency response for the commissaries. Maintenance services include labor, management, supervision, personnel, tools, parts, materials, general and specialized equipment, electronic communications, reporting and transportation necessary for performance of the tasks included herein. The requirement includes internal and external facility repairs (the action of fixing or mending current equipment to operational state), of various facility systems. Some of the facility systems covered by this contract are:

Air conditioning and ventilation systems

Lighting systems

Security, fire, plumbing and electrical systems

Re-lamping of existing light fixtures services

Commissary Equipment In Place including but not limited to, Material Handling Equipment (MHE); balers; miscellaneous food processing equipment

Building Management Systems (BMS) are systems other than RMCS that controls and monitors the building's mechanical and electrical equipment.

Repair support services including building/structure repair and repair by replacement or upgrade of components (replace or upgrade is the action of replacing or upgrading with new equipment or systems), where appropriate, within a 2-meter perimeter of the exterior walls of a covered facility, to include canopies and lighted extensions of entrances and exits.

The maintenance services provided by the contractor are broken into three areas: Preventative Maintenance (PM), Unscheduled Maintenance (UM) and Emergency Maintenance (EM).

• Preventative Maintenance is described as all manufacturer and local government required periodic checks and services that are intended to keep the equipment in proper working order.  PM would be conducted on a fixed schedule.
• Emergency Maintenance is the repair of a filed or failing system that requires immediate response (24/7) and mediation. Emergencies generally are situations where without a repair there is increased risk of loss of life, safety, health, or product loss.
• Unscheduled Maintenance is the repair or a failed or failing system or the modification of existing to meet a requested end state.  UM is conducted when requested and generally during normal work hours. 
• Minor Construction/Alterations…

Compensation for Services:  Compensation will be made on a Firm Fixed Price (FFP) basis for PM (including labor, materials, and sub-contracting) and Time-and-Materials (T&M) basis for UM and EM. 

Experience and Qualifications: The contractor (firm) shall have a minimum of five (5) years of experience in preventive maintenance and repair of commercial supermarket product refrigeration systems and supermarket HVAC systems equal in type, size and complexity to the systems found at the DeCA commissaries. The contractor shall be currently certified under ISO 9001:2015 and ISO 14001:2015 standards and also certified and licensed to perform work.

The contractor shall have among its personnel sufficient qualified Master, Journeyman and Service Engineers in the trade categories in the table below and shall be part of the contractor’s in-house staff and shall not be subcontracted.

SERVICES

Electrotechnical (Controls)

Heating

Plumbing

Air Conditioning

General Carpentry

Electrical

Painting

Mechanical (Industrial)

Flooring (Tile / concrete)

The contractor shall also have essential personnel (Contract Manager, Alternate Contract Manager, and Quality Control Manager) who are fully certified, licensed and capable of performing the Work. Minimum qualifications for essential personnel are as follows:

At least five years of project management experience on similar contracts.

Education shall include technical or college education in business, engineering, engineering technology, or project management and certificate or technical training mechanical related field, such as electrical, Heating, Ventilating and Air Conditioning (HVAC), plumbing and License F-Gas.

Experience with facility maintenance or repair contracts, scheduling, cost control and risk management

Effective communication skills, strong leadership skills, and technical experience

Shall be qualified tradespersons with technical training and background relevant to this contract

Shall be able to read, write, speak and understand both English

The technicians performing work under the contract shall have a minimum of one (1) year of experience after completing their training and receiving certification and shall all at a minimum be Journeyman certified and certified under local refrigeration regulation. The use of Apprentice trainees is permitted, but are subject to full supervision by the Journeyman or Master Technician while in the DeCA facility. The Apprentice trainees may not perform technical work unsupervised.

Submission Requirements: Please complete the below questions regarding your company’s experience (within the last 3 years), capabilities, and intentions.

• Name of Organization:
• Address:
• Telephone Number(s):
• Point(s) of Contact:
• E-Mail Addresses:
• Commercial and Government Entity (CAGE) Code:
• Dun & Bradstreet (DUNS) Number:
• NAICS code(s) and business size status:
• System for Award Management (SAM) confirmation and expiration date:
• Relevant experience (limited to 2 pages) in providing facility and equipment preventive maintenance and repair services of similar size, scope and complexity to either Government or commercial clients. Include the contract number, name and affiliation of the supported entity (Government, Agency, or Firm), geographic location(s) where services were provided, monetary value, and a brief description of how the contract referenced is relevant to the scope of work for this requirement.

All interested vendors capable of providing these services are encouraged to respond to this Sources Sought announcement via email by submitting their responses by 10 September 2023, 15:00  Eastern Standard Time (EST).  We strongly encourage your comments and feedback in regards to the attached draft PWS.  Please submit all responses to Jason Reedy at email Jason.Reedy@deca.mil and Langston Hines at email Langston.Hines@deca.mil.