SAM #HQC00426QE0009

Maintenance and Repair Services for Food Processing Equipment at DeCA Commissaries

The Defense Commissary Agency (DeCA), part of the Department of Defense, is seeking small business contractors to provide maintenance and repair services for miscellaneous food processing equipment at commissaries in Texas and New Mexico. - Government Buyer: - Department of Defense, Defense Commissary Agency (DeCA) - Services Requested: - Preventive maintenance and unscheduled repair services for food processing equipment, including: - Mixer/grinders - Meat conveyors - Meat saws - Ovens - Proofers - Meat choppers - Meat tenderizers - Meat slicers - Rotisseries - Services must include all labor, supervision, tools, materials, transportation, and permits - Contractor must provide qualified personnel and comply with safety and environmental regulations - Maintenance must adhere to commercial and manufacturer standards; OEM or equivalent parts are acceptable - Response to unscheduled repairs required within one business day - Detailed documentation and quality control plans are required - Locations: - Ft Hood I (Clear Creek), TX - Ft Hood II (Warrior Way), TX - Kirtland Air Force Base, NM - Contract Structure: - Firm Fixed-Price CLINs for preventive maintenance and unscheduled repairs - Only small businesses under NAICS 811310 are eligible - No specific OEMs or vendors are named in the solicitation - No mandatory source requirements; services are commercial in nature

Description

This is a Sources Sought/Market Research Notice to request information for Government planning purposes only.  Responses will assist the Government in planning its acquisition strategy for a potential future acquisition. The Government is not committed to issue a solicitation or award a contract as a result of this announcement.  As this is, a sources sought synopsis and not a solicitation for request for proposals or quotations, the Government does not encourage questions concerning this market research.

There is a need for a Firm, Fixed Price (FFP) for Miscellaneous Food Processing

Equipment (MFP) Maintenance and Repair for Defense Commissary Agency (DeCA). This requirement is to support the Defense Commissary Agency (DeCA) located at various locations.

Outline of the postings:

Group 20:      Ft Hood I- Clear Creek (TX),

                        Ft Hoot II (TX)- Warrior Way

                        Kirtland AFB (NM)

DeCA is conducting this Sources Sought to identify small business contractors who possess the capabilities to provide services that covers both Preventive Maintenance (PM) and Unscheduled Repairs for Miscellaneous Food Processing (MFP) equipment at the above locations at the commissaries. The MFP equipment includes mixer/grinders, meat conveyors, meat saws, ovens, proofers, meat choppers, meat tenderizers, meat slicers, and rotisseries. The contractor will provide all necessary labor, supervision, equipment, tools, materials, transportation, permits, and other items required to maintain the operational functionality of the MFP equipment. These services are commercial in nature and are not unique to the Government, meaning there are no mandatory source requirements. The acquisition will consist of Firm Fixed-Price (FFP) CLINs for preventive maintenance and CLINs for unscheduled repairs.[CRI(ICICD1] 

An organization that is not considered a small business under the applicable NAICS 811310 code should not submit a response to this notice.

As permitted by FAR Part 10, this is a market research tool being utilized for informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy for a possible Request for Quotation (RFQ), to be issued at a later date, and in determining whether any type of small business set-aside is possible for this procurement or whether full and open competitive procedures should be utilized.

Response is strictly voluntary - it is not mandatory to submit a response to this notice to participate in any RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitations posted as a result of this sources sought notice.

Submission Instructions: Responses via email are due 2PM EDT. June 5, 2026  to Ms. Tammy (TJ)Mahone at tammy.mahone@deca.mil and must include the information requested below. The response shall not exceed 10 pages. A page is defined as one side of an 8.5 x 11-inch sheet of paper. Late responses will not be accepted.[CRI(ICICD2]  This is strictly market research and the Government will not entertain any questions. The item description has been provided to further explain this requirement.  

Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the Sources Sought.

Qualified vendors shall submit a statement of interest on company letterhead demonstrating the vendor’s qualifications to perform the defined work. Responses must be complete and sufficiently detailed to address the specific information. The documentation shall address, at a minimum, the following:

Company Profile to include:

Company name and address; Affiliate information: parent company, joint venture partners, and potential teaming partners; Year the firm was established and number of employees; Two points of contact (names, titles, phone numbers and email addresses); UEI number and CAGE Code, as registered in the System for Award Management (SAM) at http://www.sam.gov/: Small Business designation/status (must correlate with SAM registration):

_____ Small business                    __  HUBZone       __ WOSB

_____ 8(a)                         _____ VOSB              _____ SDVOSB                                                                                                  

_____ Small Disadvantaged Business

A summary of your company’s expertise in providing the same or similar support;

Statements of your firm’s expertise should include reference to relevant contracts performed (including a description of the scope, quality of the support provided, contract number, and point of contact with phone number). Include a brief statement as to why each project is relevant to this sources sought notice and other relevant information such as any teaming or joint venture partners. In addition, include proof of satisfactory past performance on the referenced projects.[CRI(ICICD3] 

Again, this information is being requested for Government planning purposes only and does not commit the Government to any contractual agreement. This is not a request for quote. The Government will not award a contract based upon responses to this announcement. The Government will not reimburse or pay for any costs in regards to the preparation or submission of information in response to this notice.

 [CRI(ICICD1]Pricing for Unscheduled Repairs: The notice states the acquisition will use "Firm Fixed-Price (FFP) CLINs for preventive maintenance and CLINs for unscheduled repairs." An FFP structure for unscheduled repairs is inherently ambiguous. It is unclear how this would work in practice. For instance, is the government expecting a fixed price per type of repair, a fixed hourly rate, or a block of pre-paid hours? This lack of detail makes it difficult for a contractor to assess the financial risk and structure their response appropriately.

 [CRI(ICICD2]I added to remove any discrepancies.

 [CRI(ICICD3]Vague Submission Requirements:

"Proof of satisfactory past performance": The document asks for this but does not specify what constitutes acceptable proof. Contractors are left to guess whether this means CPARS reports, letters of recommendation, or other forms of documentation. What are we to have them submit?  

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