Sources Sought Notice and Request for Information (RFI) for Total Maintenance Contract (TMC), Italy
Closed Pre-Solicitation Posted
- Solicitation number
- DODEAHQ-SS-001
- Agency
-
DOD Education Activity
Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561210 Facilities Support Services
- PSC
- Z1CA Maintenance Of Schools
- Place of performance
- Bicenza Italy
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Defense Education Activity is conducting market research to identify sources for a potential Total Maintenance Contract supporting DoDEA facilities throughout Italy, with responses due by August 28, 2026. This is not a solicitation but a sources-sought notice and RFI for acquisition planning; no payment will be made for responses, and no future contract award is guaranteed.
The anticipated requirement covers comprehensive facility operations, maintenance, repair, and sustainment services for DoDEA schools and supporting facilities across Italy, including preventive maintenance inspections and recurring maintenance of building systems and infrastructure (HVAC, electrical, plumbing, mechanical, fire protection, communications, physical security systems); non-routine maintenance, repairs, emergency response, and urgent work orders; facility sustainment and project work requests; equipment inventory management and Work Management System tracking and reporting; grounds and building component inspections; and quality control, hazardous material management, safety compliance, and contract management support. The contractor must provide all management, supervision, labor, materials, tools, equipment, and transportation necessary to perform services in accordance with applicable U.S. Government, DoD, DoDEA, host nation, and industry standards.
Work will be performed at multiple DoDEA school and administrative facilities throughout Italy. The scope encompasses facilities at Vicenza, Naples, Aviano, Livorno, and Sigonella supporting both elementary and secondary schools, district superintendent offices, and support buildings. The draft Performance Work Statement identifies 64 schools and supporting facilities across three DoDEA Europe districts (East, South, West).
NAICS Code 561210, Facilities Support Services applies; SBA size standard is $47.0 million. The previous acquisition was conducted as unrestricted competition. Potential contract vehicles under consideration include open market acquisition and other authorized vehicles. Respondents should provide company information, UEI, CAGE Code, business size, socioeconomic status, capability statement, relevant experience performing similar large-scale preventive maintenance and facility sustainment, and recommendations regarding acquisition strategy. The Government specifically seeks input from Small Businesses, 8(a) Participants, HUBZone Small Businesses, Service-Disabled Veteran-Owned Small Businesses, and Women-Owned Small Businesses.
Notice text
3 versions
Update #3 · Latest ·
SOURCES SOUGHT NOTICE / REQUEST FOR INFORMATION (RFI)
DEPARTMENT OF DEFENSE EDUCATION ACTIVITY (DoDEA)
TOTAL MAINTENANCE CONTRACT (TMC) SERVICES – ITALY
This Sources Sought Notice / Request for Information (RFI) is issued solely for market research, industry feedback, and acquisition planning purposes. It does not constitute a Request for Proposal (RFP), Request for Quotation (RFQ), or Invitation for Bid, nor does it guarantee that a future solicitation will be issued.
The Department of Defense Education Activity (DoDEA) is conducting market research to identify qualified, experienced, and capable sources, including Small Businesses, 8(a) Participants, HUBZone Small Businesses, Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), and Women-Owned Small Businesses (WOSBs), capable of providing Total Maintenance Contract (TMC) services supporting DoDEA Italy facilities.
The Government will not pay for any information submitted in response to this RFI and will not reimburse respondents for any costs incurred in preparing a response.
ACQUISITION DETAILS
• Anticipated NAICS Code: 561210 – Facilities Support Services
• SBA Size Standard: $47.0 Million
• Historical Acquisition Strategy: Previous procurement was conducted as an unrestricted competition.
• Potential Contract Vehicles: Open market acquisition and other authorized contract vehicles are under consideration.
FACILITY INVENTORY AND SCALE
To assist interested vendors in preparing meaningful capability statements and Rough Order of Magnitude (ROM) pricing, the Government is providing the following high-level inventory and operational metrics derived from the draft Performance Work Statement (PWS) and historical acquisition documentation.
The anticipated requirement supports facility maintenance and sustainment operations throughout DoDEA Europe locations in Italy and is part of the broader DoDEA Europe infrastructure supporting educational facilities, warehouses, administrative offices, and student transportation operations.
The requirement encompasses complex facility operations, inspections, maintenance, repair, sustainment, and project support activities associated with educational facilities and supporting infrastructure.
MAJOR SYSTEMS AND EQUIPMENT INVENTORY
The contractor will be responsible for maintaining and supporting a wide variety of facility systems and equipment, including but not limited to:
HVACR Systems
• Central heating systems
• Air conditioning systems
• Ventilation systems
• Boilers
• Chillers
• Cooling equipment
• Air Handling Units (AHUs)
• Pumps and associated systems
Electrical Systems
• Switchboards
• Transformers
• Circuit breakers
• Panelboards
• Emergency lighting systems
• Exit lighting systems
• Backup power systems
• Building Management Systems (BMS)
Mechanical and Plumbing Systems
• Domestic water systems
• Plumbing systems
• Water heaters
• Backflow preventers
• Chemical waste systems
• Grease traps
• Oil/water separators
• Emergency eyewash and deluge systems
Fire Protection Systems
• Fire alarm systems
• Fire suppression systems
• Fire sprinkler systems
• Fire extinguishers
• Fire doors
• Emergency egress systems
Conveyance Systems
• Passenger elevators
• Lifts
• Wheelchair platform lifts
Physical Security Systems
• CCTV systems
• Electronic Physical Access Control Systems (ePACS)
• Mass Notification Systems (MNS)
• Intrusion detection systems
• Lockdown systems
• Electronic locking systems
Sports and Recreational Infrastructure
• Sports fields
• Athletic courts
• Scoreboards
• Bleachers
• Outdoor sports support systems
Kitchen and Food Service Equipment
• Walk-in refrigerators and freezers
• Industrial dishwashers
• Ovens
• Food warmers
• Serving lines
• Commercial kitchen appliances
SCOPE OF SERVICES
Services may include, but are not limited to:
• Preventive maintenance inspections and recurring maintenance.
• Non-routine maintenance and repair services.
• Emergency response services.
• Urgent service calls.
• Project Work Requests (PWRs).
• HVACR maintenance and repair.
• Electrical maintenance and repair.
• Plumbing maintenance and repair.
• Fire protection system inspections and maintenance.
• Physical security system maintenance.
• Kitchen equipment maintenance.
• Sports infrastructure maintenance.
• Work order management and reporting.
• Equipment inventory management.
• Preventive Maintenance Program development and execution.
• Quality control inspections.
• Transition support services.
• Hazardous material management support.
The contractor shall provide all management, supervision, labor, materials, equipment, tools, transportation, supplies, and other resources necessary to perform services in accordance with applicable Department of Defense, DoDEA, host nation, installation, and industry requirements.
CAPABILITY STATEMENT REQUIREMENTS
Interested vendors are requested to submit a capability statement not to exceed twelve (12) pages, excluding a cover page and any ROM pricing appendix.
Capability statements should include:
• Company Name
• Address
• Point of Contact
• UEI
• CAGE Code
• Business Size
• Socioeconomic Status
• Available Contract Vehicles
• Experience supporting large-scale facility maintenance programs
• Experience supporting educational facilities
• Experience supporting military installations
• Experience performing work in Italy or overseas environments
• HVACR maintenance experience
• Electrical system maintenance experience
• Fire protection system maintenance experience
• Physical security system maintenance experience
• Kitchen equipment maintenance experience
• Work Management System (WMS) experience
• Personnel recruitment and retention strategies
• Host nation compliance experience
• Installation access and security procedures
INDUSTRY FEEDBACK REQUEST
DoDEA requests industry feedback regarding the draft PWS.
• Are any requirements, terms, conditions, or performance standards unclear, restrictive, or unnecessarily burdensome?
• Are the proposed Acceptable Quality Levels (AQLs), performance standards, and surveillance methods realistic and consistent with commercial best practices?
• Is the current €5,000 non-routine work order threshold appropriate? If not, what threshold would better reflect current industry practices?
• Are there recommendations that would improve facility sustainment, preventive maintenance, emergency response, or project execution?
• What contract structure and pricing methodology would best support performance, competition, and risk management?
• What recommendations does industry have for improving efficiency, lifecycle asset management, and execution of maintenance services throughout Italy?
ROUGH ORDER OF MAGNITUDE (ROM) PRICING
Interested vendors are requested to submit an estimated annual Rough Order of Magnitude (ROM) price based on the scope described in the draft PWS.
ROM pricing should identify:
• Estimated Annual Fixed Price for Preventive Maintenance Services
• Estimated Annual Fixed Price for Non-Routine Maintenance Services
• Estimated Annual Fixed Price for HVACR Maintenance
• Estimated Annual Fixed Price for Fire Protection Systems Support
• Estimated Annual Fixed Price for Physical Security Systems Support
• Estimated Annual Fixed Price for Kitchen Equipment Maintenance
• Estimated Labor Rates for Project Work Requests
• Estimated Labor Rates for Emergency Response Services
• Assumptions affecting pricing
• Mobilization considerations
• Subcontracting approach
ROM pricing is requested strictly for market research and acquisition planning purposes and will not be treated as a proposal, quote, bid, or offer.
SUBMISSION INSTRUCTIONS
Interested parties shall submit Capability Statements, PWS feedback, and ROM pricing information electronically in PDF format to:
shunika.crockett@dodea.edu and emani.gray@dodea.edu no later than August 28, 2026, at 12:00 PM Eastern Time.
This Sources Sought Notice/RFI is for market research and acquisition planning purposes only and does not constitute a solicitation, request for proposal, or request for quotation.
The Government does not intend to award a contract based on responses received and will not reimburse respondents for any costs associated with preparing or submitting information in response to this notice.
The draft PWS and historical contract documents are provided for market research purposes only to assist interested vendors in developing capability statements, providing meaningful industry feedback, and submitting informed Rough Order of Magnitude (ROM) pricing estimates.
Update #2 ·
The Department of Defense Education Activity (DoDEA) is conducting market research to identify capable and interested sources for a potential Total Maintenance Contract (TMC) supporting DoDEA facilities located throughout Italy.
The anticipated requirement is for comprehensive facility operations, maintenance, repair, and sustainment services for DoDEA schools and supporting facilities. Services may include, but are not limited to:
- Preventive maintenance inspections and recurring maintenance of building systems and infrastructure.
- HVAC, electrical, plumbing, mechanical, fire protection, communications, and physical security systems maintenance.
- Non-routine maintenance, repairs, emergency response, urgent work orders, ancillary services, and painting.
- Facility sustainment and project work requests.
- Equipment inventory management and Work Management System (WMS) tracking and reporting.
- Grounds, exterior infrastructure, and building component inspections and maintenance.
- Quality control, hazardous material management, safety compliance, and contract management support.
The contractor shall provide all management, supervision, labor, materials, tools, equipment, transportation, and other resources necessary to perform services in accordance with applicable U.S. Government, DoD, DoDEA, host nation, and industry standards. Work will be performed at multiple DoDEA school and administrative facilities throughout Italy.
The Government anticipates utilization of NAICS Code 561210, Facilities Support Services, PSC Z1CA. The previous acquisition was conducted as an unrestricted procurement.
Interested parties are requested to provide company information, UEI, CAGE Code, business size, socioeconomic status, capability statement, relevant experience performing similar facility maintenance requirements, and recommendations regarding acquisition strategy. Vendors should specifically address experience supporting large-scale preventive maintenance, facility sustainment, repair, and project work programs for educational facilities and military installations in geographically dispersed overseas environments.
In addition, interested vendors are requested to provide Rough Order of Magnitude (ROM) pricing information for the services described in the Performance Work Statement (PWS). Pricing information is requested solely for market research and acquisition planning purposes to assist the Government in developing an independent understanding of current market conditions and anticipated costs associated with the requirement. Vendors may provide estimated annual pricing, pricing assumptions, labor categories, staffing approaches, and any other information they believe would be useful in evaluating the scope of work.
Any pricing information submitted in response to this notice shall not be considered a quote, proposal, bid, or offer. The Government is not seeking formal proposals at this time, and no contract award will result from responses to this notice.
This Sources Sought Notice/RFI is for market research and acquisition planning purposes only and does not constitute a solicitation, request for proposal, or request for quotation. The Government does not intend to award a contract based on responses received and will not reimburse respondents for any costs associated with preparing or submitting information in response to this notice.
The draft PWS is provided for market research purposes only. Attachments referenced within the draft PWS are not available at this time and will not be provided as part of this Sources Sought Notice/RFI.
Note: For market research purposes, a detailed list of schools, facilities, buildings, and supporting attachments will not be provided under this Sources Sought Notice/RFI. Interested vendors should base their responses on the information contained within the notice and the draft PWS. The requirement is anticipated to support DoDEA facilities located throughout Italy.
Update #1 ·
The Department of Defense Education Activity (DoDEA) is conducting market research to identify capable and interested sources for a potential Total Maintenance Contract (TMC) supporting DoDEA facilities located throughout Italy.
The anticipated requirement is for comprehensive facility operations, maintenance, repair, and sustainment services for DoDEA schools and supporting facilities. Services may include, but are not limited to:
- Preventive maintenance inspections and recurring maintenance of building systems and infrastructure.
- HVAC, electrical, plumbing, mechanical, fire protection, communications, and physical security systems maintenance.
- Non-routine maintenance, repairs, emergency response, urgent work orders, ancillary services, and painting.
- Facility sustainment and project work requests.
- Equipment inventory management and Work Management System (WMS) tracking and reporting.
- Grounds, exterior infrastructure, and building component inspections and maintenance.
- Quality control, hazardous material management, safety compliance, and contract management support.
The contractor shall provide all management, supervision, labor, materials, tools, equipment, transportation, and other resources necessary to perform services in accordance with applicable U.S. Government, DoD, DoDEA, host nation, and industry standards. Work will be performed at multiple DoDEA school and administrative facilities throughout Italy.
The Government anticipates utilization of NAICS Code 561210, Facilities Support Services, PSC Z1CA. The previous acquisition was conducted as an unrestricted procurement.
This notice is issued for market research and acquisition planning purposes only and does not constitute a solicitation. The Government is seeking information regarding vendor capabilities, relevant experience performing similar facility maintenance requirements, business size and socioeconomic status, and recommendations regarding acquisition strategy.
Attachments may include a draft Performance Work Statemnt (PWS).
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