HQ Maintenance Services
Closed Pre-Solicitation Posted
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- Solicitation number
- HQC01026QE022
- Agency
-
Defense Commissary Agency
Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 238990 All Other Specialty Trade Contractors
- Place of performance
- Kapaun/Vogelweh Rhineland-Palatinate Germany
Notice details come from SAM.gov. Updated .
About this opportunity
The Defense Commissary Agency intends to solicit a contract for preventive, unscheduled, and emergency maintenance services at DeCA Vogelweh Headquarters in Germany, with a response deadline of August 21, 2026. No set-aside applies.
Place of performance is Vogelweh Headquarters, Germany (Buildings 2780, 2779, and 2786), with administrative oversight by the Defense Commissary Agency's Non-Resale Unit 3060 at Kapaun Air Station, APO AE 09021.
The contractor must provide all qualified labor, management, materials, and specialized tools to maintain facility infrastructure, utilities, and refrigeration systems. Preventive maintenance requires a 100% initial equipment and refrigerant inventory (updated semi-annually) and execution of scheduled checks with consolidated corrective action findings due monthly. Unscheduled maintenance demands detailed cost estimates via the Service Order Management System (SOMS) within 14 days and repairs completed within 45 calendar days of approval. Emergency maintenance operates 24/7/365 with a 3-hour on-site response requirement; repairs under EUR 3,000 must be mitigated or fixed immediately, while those exceeding EUR 3,000 require immediate Contracting Officer's Representative coordination.
All work orders, inventories, and billing flow through SOMS. Documentation must be fully compatible with Microsoft Office, and all communication, logs, and briefings must be in English. The contractor bears strict liability for refrigerant management with detailed tracking for units containing 3 kilograms or greater of gas and mandatory annual leak reporting due January 30th. The contract incorporates EU Directive 2019/771, providing a 2-year legal guarantee on all work.
The scope encompasses approximately 64 line items of equipment across structural, electrical, HVAC, fire safety, refrigeration, and miscellaneous facility categories. Work excludes custodial and landscaping services, office automation equipment, and items located beyond 2 meters of the store perimeter unless authorized via work order.
Nicholas Ruppert (Contract Specialist) and Daniel Ellis (Contracting Officer) are the primary points of contact at Non-Resale Unit 3060, Building 2780, Kapaun Air Station APO AE 09021.
Notice text
Point of Contact:
Contract Specialist, Nicholas Ruppert, Non-Resale Unit 3060, Building 2780 Kapaun Air Station
APO, AE 09021, Nicholas.Ruppert@deca.mil
Contracting Officer, Daniel Ellis, Non-Resale Unit 3060, Building 2780 Kapaun Air Station APO, AE 09021, Daniel.Ellis@deca.mil
Set asides: Not applicable.
Codes for Services or Supplies.
PSC/FSC: Z1JZ - Maintenance of Miscellaneous Buildings
NAICS: 238990 – All Other Specialty Trade Contractors
Description.
The Performance Work Statement (PWS) defines the requirements for a non-personal services contract to provide Preventive (PM), Unscheduled (UM), and Emergency Maintenance (EM) for the Defense Commissary Agency (DeCA) Vogelweh Headquarters in Germany. The contractor is responsible for providing all qualified labor, management, materials, and specialized tools to ensure the continuous, safe, and compliant operation of all facilities, infrastructure, utilities, and refrigeration systems.
Maintenance & Response Protocols:
PM: Requires a 100% initial equipment/refrigerant inventory (updated semi-annually) and execution of scheduled checks.
UM: Detailed cost estimates must be submitted via the online Service Order Management System (SOMS) within 14 days, with repairs completed within 45 days of approval.
EM: Operates 24/7/365 with a 3-hour on-site response time. Repairs under €3,000 must be mitigated or fixed immediately; those exceeding €3,000 require immediate COR coordination.
Systems & Data Integrity: All work orders, inventories, and billing must be managed via SOMS. Documentation must be fully compatible with Microsoft Office, and all communication, logs, and briefings must be in English.
Environmental & Liability Standards: The contractor is strictly liable for refrigerant management, requiring detailed tracking for units with greater than or equal to 3kg of gas and an annual leak report due every January 30th.
Quality & Warranties: Fully incorporates EU Directive 2019/771, providing a 2-year legal guarantee on all parts and installations. Non-conforming work must be corrected within 7 days, or the work order faces cancellation without payment.
On-Site Security: Technicians must secure military installation passes, wear company uniforms with visible ID, log in/out of facilities for every task, and brief store management upon arrival and departure.
Procedures: Simplified.
Anticipated Award Date: 1 September 2026
World Trade Organization Government Procurement Agreement (WTO GPA) Items: Not applicable but this yearly acquisition strategy and WTO posting notice previously provided by Notice ID DECAWTO2026.
Technical Data: Draft Requirements are provided.
Equitable adjustments: Not applicable.
All responsible sources may submit a quotation upon issuance of the solicitation will be considered by DeCA.
Noncompetitive contract actions: Not applicable.
Qualification Requirement: See draft requirements for detailed contractor and personnel qualification requirements.
Files
| File | Type | Posted |
|---|---|---|
| Annex C current inventory HQ.xlsx | XLSX spreadsheet | |
| Annex A Items that may require repair HQ.xlsx | XLSX spreadsheet | |
| Annex H Performance Requirement Summary HQ.xlsx | XLSX spreadsheet | |
| Annex E Emergency Criteria HQ.pdf | ||
| Annex B items excluded from contract HQ.xlsx | XLSX spreadsheet | |
| Annex F Inventory change instructions HQ.pptx | PPTX presentation | |
| Annex D Inventory label instructions HQ.pdf | ||
| Performance Work Statement.pdf | ||
| Sample Work Orders Past 2 years.xlsx | XLSX spreadsheet | |
| Annex G delivery matrix HQ.xlsx | XLSX spreadsheet |
Notice history
| Notice | Type | Posted |
|---|---|---|
| HQ Maintenance Services | Solicitation | |
| This notice | Pre-Solicitation |
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