Okinawa Total Maintenance Contract - Amendment 0003

The Department of Defense Education Activity seeks comprehensive facilities operations, maintenance, repair, and management services for 13 schools and administrative facilities across its Pacific South District in Okinawa, Japan, with proposals due May 15, 2026 and questions due by 12:00 PM Eastern Time on May 13. This procurement is a Women-Owned Small Business (WOSB) restriction with NAICS 561210, Facilities Support Services, and PSC Z1CA, Maintenance of Schools.

Place of performance spans five military installations: Kadena Air Base, Camp Foster, Camp Kinser, Camp Lester, and Torii Station, covering approximately 1.65 million square feet serving 7,151 students and 962 staff. The contract is structured as an Indefinite Delivery/Indefinite Quantity (IDIQ) vehicle combining Firm Fixed Price and Time and Materials pricing across a base year (August 1, 2026–July 31, 2027) plus four one-year option periods, with a potential six-month extension. The Government guarantees a minimum of $50,000 in base-year orders and establishes a maximum cumulative value not to exceed $16.5 million across all periods.

The contractor must provide four primary objectives: facilities maintenance with a $5,000 material cost threshold for routine work; HVAC systems maintenance including preventive maintenance and emergency response; sports fields, playgrounds, and grounds maintenance across approximately 148.25 acres; and non-routine work requests exceeding the $5,000 threshold. Routine maintenance, exterior and interior facility management, emergency maintenance, and kitchen appliances fall under Firm Fixed Price coverage. Non-routine work is processed as Time and Materials with fully burdened hourly labor rates in Japanese Yen and a fixed 8% material handling fee. The contractor bears the first $5,000 in material costs for each non-routine request; costs exceeding that threshold require Government approval.

Distinctive requirements include Real Property Installed Equipment (RPIE) maintenance per Attachment 22, compliance with EM 385-1-1 safety standards, OSHA Hazard Communication requirements, asbestos and lead-based paint awareness training, background checks per DoDI 1402.05 for personnel with child contact, and NFPA compliance. Personnel must obtain Japanese work authorization; SOFA status is not permitted. Critical personnel include a Program Manager, Contract Maintenance Manager, Site Safety and Health Officer, and Quality Control Manager, all requiring appropriate certifications (HVAC, electrical, plumbing, NATE, EPA refrigerant handling, OSHA 30-hour). Emergency maintenance response is required within 30 minutes during normal hours (0700–1630 Monday–Friday) and one hour outside normal hours, with completion targeted within one business day. Services extend to weekends and after-hours at contractor discretion with Contracting Officer's Representative approval.

Evaluation uses a best-value tradeoff methodology across three factors weighted equally as Prior Experience and Past Performance (combined more important than Price). Prior Experience (30-page maximum) must demonstrate three to five relevant total maintenance projects completed within five years of similar scope, size, and complexity. Past Performance (25-page maximum) requires up to three contract references with Past Performance Questionnaires submitted directly by customer points of contact; offerors receive a Neutral rating if they fail to submit at least one reference as prime or subcontractor/teaming partner or fail to describe subcontractor roles and responsibilities. Price has no page limit; proposals must include fully burdened hourly labor rates for 16 distinct labor categories and annual escalation percentages for option years.

Site visits are scheduled April 20–26, 2026, with advance registration required by 12:00 PM Japan Standard Time on April 10. Proposals must be submitted electronically via email with a 10MB file size limit per email. Offerors are limited to two site visit representatives. Offers must remain firm for 120 calendar days from the proposal due date. Amendment 0003 (May 11) extended the proposal deadline from May 13 to May 15 and incorporated Government responses to offeror questions, updated the Performance Work Statement definitions, and revised attachments 19 and 27. The Contracting Officer is Duke Santos; the Contract Specialist is Emani Gray (emani.gray@dodea.edu, 571-560-5117).