HQ Maintenance Services
Closed Solicitation Posted
- 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
- Rhineland-Palatinate Germany
Notice details come from SAM.gov. Updated .
About this opportunity
The Defense Commissary Agency seeks preventive, unscheduled, and emergency maintenance services for its Vogelweh Headquarters facility in Germany, with quotes due August 26 at 5:00 PM CEST. This is a non-personal services contract for a base year plus three option years with no small-business set-aside.
Place of performance is Rhineland-Palatinate, Germany (Kapaun/Vogelweh). An organized site visit is scheduled for August 13, 2026, at 9:30 AM CEST outside Building 2780.
The contract requires comprehensive maintenance of all facility buildings, infrastructure, utilities, and refrigeration systems across Buildings 2779, 2780, and 2786. Preventive Maintenance (PM) requires a 100% initial equipment and refrigerant inventory within 30 days of contract start, updated semi-annually, with scheduled checks per manufacturer guidance and EU/commercial standards. Unscheduled Maintenance (UM) work orders must include detailed cost estimates submitted via the online Service Order Management System (SOMS) within 14 days, with repairs completed within 45 days of approval. Emergency Maintenance (EM) operates 24/7/365 with a mandatory 3-hour on-site response time; repairs under EUR3,000 must be completed immediately, while those exceeding EUR3,000 require immediate Contracting Officer's Representative coordination.
All work orders, inventories, and billing must be documented in SOMS using Microsoft Office-compatible formats with all communication in English. The contractor bears strict liability for refrigerant management, including detailed tracking for units with 3 kg or more of gas and an annual leak report due January 30th. The contract incorporates EU Directive 2019/771, providing a 2-year legal guarantee on all parts and installations, with non-conforming work correctable within 7 days or the work order faces cancellation without payment. Contractors must maintain 70% of required task completion with internal workforce. Technicians must obtain military installation passes, wear company uniforms with visible ID, and log in/out for every task.
Pricing spans four years with estimated total contract value of EUR 59,836.27 for the base year through Option Year 3, with CLIN 1 (PM) at EUR 1,500 monthly, CLIN 2 (UM/EM) projected at EUR 10,000 base year with approximately 3% annual escalation, and CLIN 3 (repair-by-replacement) at EUR 3,000 per year. NAICS 238990; PSC Z1JZ. Questions and answers and example PM checklists were posted August 25.
Notice text
4 versions
Update #4 · Latest ·
Date of update: 25 August 2026: Combined Synopsis Update 3: A.09.01.12 Questions and Answers, and A.09.01.13 Example HQ Service Panel PM has been added to the attachments. A.09.01 Combined Synopsis Solicitation (HQ Buildings Maintenance) Update 1 Correction has been attached correcting the combined synopsis closing date to 26 August 2026.
Date of update: 20 August 2026: Combined Synopsis Update 2: The combined synopsis has been extended until Wednesday, 26 August 2026. An upcoming update will be posted to answer all questions received from industry.
Date of update: 11 August 2026: Combined Synopsis Update: A.09.01.11 Solicitation Attachment 3 Site Visit Directions
Date of posting 6 August 2026: 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.
Update #3 ·
Date of update: 20 August 2026: Combined Synopsis Update 2: The combined synopsis has been extended until Wednesday, 26 August 2026. An upcoming update will be posted to answer all questions received from industry.
Date of update: 11 August 2026: Combined Synopsis Update: A.09.01.11 Solicitation Attachment 3 Site Visit Directions
Date of posting 6 August 2026: 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.
Update #2 ·
Combined Synopsis Update: A.09.01.11 Solicitation Attachment 3 Site Visit Directions
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.
Update #1 ·
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.
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Notice history
| Notice | Type | Posted |
|---|---|---|
| This notice | Solicitation | |
| HQ Maintenance Services | Pre-Solicitation |
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