Facility Maintenance RFI

Request for Information

Facility Maintenance Contract Services

For the Defense Commissary Agency

Classification:

• NAICS Code: 561210 – Facilities Support Services
• Place of Performance: Fort Lee, Virginia, USA

Description:

• Notice: This is a Sources Sought (SS) Notice issued for market research purposes only. This is not a Request for Proposals (RFP), quotes, or offers. Responses to this notice are not considered binding by the Government. No reimbursement will be provided for costs incurred in responding to this notice or for any follow-up information requested. The Government does not commit to pursuing any specific requirements, approaches, or methodologies described herein.

Respondents are encouraged to clearly mark any information they consider proprietary.

Summary:
The Defense Commissary Agency (DeCA) is seeking information from qualified businesses capable of providing facilities maintenance, Heating, Ventilation and Air Condition (HVAC), and refrigeration services for commissary sites listed in the attached "Commissary Locations."

This effort will support DeCA’s mission to deliver food supplies efficiently and reliably to authorized customers while minimizing disruptions to store operations. It is also aimed to use the attached Performance Work Statement (PWS) and the associated appendices to services which include:

• Preventive and predictive maintenance
• Routine and emergency repairs
• Condition-based recommendations for additional work
• Reduction of emergency maintenance actions
• Support for energy-efficient, cost-effective facility operations

DeCA currently operates under three separate GSA Schedule contracts for general maintenance, HVAC/refrigeration, and call center support—each covering different regional groups. These contracts utilize different call center processes and contact numbers.

For the recompete effort, DeCA is considering:

• • Awarding a centralized Call Center contract (separate from maintenance),
  • Awarding four new regional Maintenance & Repair/HVAC and Refrigeration contracts for the following areas:
    • East (to include Puerto Rico)
    • Central
    • West
    • Pacific (to include Hawaii, Alaska and Guam only)

See attached Commissary Locations for additional details.
 

Location of Services:
DeCA Facilities in Continental United States (CONUS), Alaska, Hawaii, Puerto Rico, and Guam

Anticipated Scope of Work:
The Government anticipates awarding a firm-fixed-price contract to perform comprehensive facilities maintenance and repair, including:

• Preventive, predictive, and routine maintenance
• HVAC and refrigeration system servicing
• Electrical systems support
• Maintenance of associated commissary-specific equipment and infrastructure

All systems and facilities must remain fully operational and maintain an Operational Readiness Rate of 98% or higher.

The contractor shall furnish all personnel, equipment, tools, materials, supervision, and services necessary to perform work in accordance with the performance work statement (PWS). Responsibilities include:

• Receiving and executing work orders from the Government’s centralized Call Center
• Performing and tracking emergency and routine service calls
• Maintaining appropriate quality control
• Providing one general maintenance worker per store, capable of completing miscellaneous work requests as directed by store management

Facility systems covered include (but are not limited to):

1. Buildings and structures
2. Fire protection systems
3. Surface area maintenance
4. Utility system Operation and Maintenance
5. Electrical systems (including Light Emitting Diode (LED) conversion/re-lamping)
6. Heating and domestic hot water systems
7. Gas systems
8. Sewage systems
9. HVAC and refrigeration (including Remote Monitoring, Control System (RMCS))
10. Commissary-specific equipment (e.g., Material Handling Equipment (MHE), balers, self- contained refrigeration cases, food-processing equipment)
11. Physical security systems

Work Classifications:
The contract will include the following service classifications:

• Preventive Maintenance (PM):
  Recurring, scheduled work to keep systems operational and prevent failure.
• Emergency Service Orders (ESO):
  Repair actions to resolve threats to life, safety, health, or critical mission impact.
  • Response Time: Mitigated within 3 hours during duty hours, or 4 hours after hours.
• Urgent Service Orders (USO):
  Repairs needed to avoid serious disruption to store operations.
  • Response Time: Mitigated within 24 hours of initiation.
• Routine Service Orders (RSO):
  Non-urgent work with minimal operational impact.
  • Start Time: Within 7 days
  • Completion Time: Within 30 days
• Project Service Orders (PSO):
  Larger efforts involving repairs, replacements, or new construction.
  • Proposal Deadline: Within 14 days of PSO receipt.
• Special Project Orders (SPO):
  Work triggered by special events, emergencies, vandalism, or acts of God.
  • Emergency SPOs: Quote due within 12 hours
  • Non-emergency SPOs: Quote due within 14 days

Information Requested:
The Government is specifically requesting a review of the PWS and the associated appendices, and provide feedback on the following:

1. Work Order Integration with Central Call Center:

   • Describe how your company would receive and execute work orders originating from a centralized call center operating under a separate contract.
   • Explain your process for managing after-hours emergency calls.
2. Capability for Full-Service Facility Maintenance:
   • Detail your company’s ability and willingness to perform full-scope facility maintenance, including:
     • Facility structures
     • HVAC
     • Electrical
     • Refrigeration
     • Material handling equipment
   • Include strategies for supporting remote locations far from major urban centers.
3. In-Store Maintenance Worker Support:
   • Describe how your firm would provide and manage an on-site general maintenance worker for daily, miscellaneous tasks requested by store management.
4. Preventive Maintenance and Quality Control:
   • Provide feedback on your ability to meet the required 98% operational readiness rate, maintain preventive maintenance schedules, and ensure work order execution without service disruption.
5. Contract Structure Feedback (ESO, USO, RSO):
   • Comment on the proposed contract structure for handling unscheduled service orders.
   • Discuss pros and cons from an industry standpoint.
   • Indicate what information your firm would need to respond to a future solicitation involving this structure.

Submission Instructions:
Please submit all responses and comments to the following individuals:

Jason Reedy at: Jason.Reedy@deca.mil

Robert French at: Robert.French@deca.mil

Laurence Akpan at: Laurence.akpan@deca.mil