Miscellaneous Food Processing (MFP) Group 61 Fort Drum, and Saratoga Spring

Solicitation / RFP / RFQ

This solicitation is for Preventive Maintenance (PM) and Unscheduled Maintenance & Repair (UM) services for miscellaneous food processing (MFP) equipment located at Defense Commissary Agency (DeCA) facilities in the contiguous United States, Alaska, Hawaii, and Puerto Rico. The goal is to ensure the continuous and safe operation of this equipment to support DeCA's mission-critical grocery resale services.

• Preventive Maintenance (PM): Regularly scheduled maintenance activities to prevent unexpected failures. This includes inspections and adjustments to keep equipment in proper working order.

• Unscheduled Maintenance (UM): As-needed services for adjustment, repair, removal, disassembly, cleaning, or replacement of materials to fix equipment that is not operating safely as designed. UM services require a response within one business day.

• Service Times: Monday through Friday, 8:00 a.m. to 5:00 p.m. local commissary time, excluding federal holidays.

• Service Locations: On-site services are required at DeCA commissary locations.

• Environmental Considerations: Use of environmentally sound practices, processes, and products is desired.

• Software Compatibility: Contractor must use software compatible with Microsoft Office Suite.

• Solicitation Issue Date: January 09, 2026

• Offer Due Date: February 06, 2026, 04:00 PM

• Estimated Value: USD 12,500,000.00

• NAICS Code: 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance)

• Contract Type: Firm Fixed Price

• Period of Performance: Includes a base period and multiple option periods, extending up to approximately 5 years (base + 4 option periods, each approximately 12 months).

• Quote Submission: Quoters must submit a 3-page narrative on how they will perform the standards in Section 3 of the PWS, a 3-page narrative on technician capabilities, pricing for all CLINs (quarterly for PM, monthly for UM, including parts, labor, and travel), and a 1-page summary of past performance references.

• Evaluation Factors: Award will be based on three factors: Technical Capability of Service (rated acceptable/unacceptable), Price, and Past Performance. Technical and past performance are considered more important than price.

• This acquisition is set aside for Small Business.

• The solicitation includes numerous FAR and DFARS clauses incorporated by reference and in full text, covering various requirements such as cybersecurity, labor standards, and small business subcontracting.

• The contract includes options to extend services and the term of the contract.

Form / Attachment / Pricing Sheet

This document, titled "Attachment A Equipment List," provides a detailed inventory of specific food service equipment. It appears to be an equipment list that may be used for procurement, inventory management, or as a reference for an opportunity.

• CED: A code or identifier for each piece of equipment.
• Equipment Nomenclature: The name or description of the equipment (e.g., CONVEYOR, MEAT, PORTABLE, INCLINED; MIXER/GRINDER SINGLE; OVEN, ROTARY, ELECTRIC, SINGLE).
• Fort Drum: A column indicating the quantity of each equipment item at the Fort Drum location.
• Saratoga Springs: A column indicating the quantity of each equipment item at the Saratoga Springs location.

This attachment is relevant to bidders as it specifies the types and quantities of equipment associated with the opportunity. Bidders may need to use this list to understand the scope of equipment required, to provide pricing for specific items, or to ensure their proposed solutions align with the government's existing or required equipment inventory.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quote (RFQ) under Solicitation Number HQC00425QE002. The Defense Commissary Agency (DeCA) requires Preventive Maintenance (PM) and Unscheduled Repairs for Miscellaneous Food Processing (MFP) equipment at Fort Drum and Saratoga Spring.

• Preventive Maintenance (PM) to be performed quarterly on specified equipment.

• Unscheduled Repairs for MFP equipment, including mixer grinders, meat conveyors, meat saws, ovens, proofers, meat choppers, bulkers, meat tenderizers, meat slicers, and rotisseries.

• The Performance Work Statement (PWS) (Attachment 1) details performance objectives and elements.

• Equipment quantities are listed in the Equipment Inventory List (Attachment A).

• Contract Type: Firm-Fixed Price (FFP).

• Period of Performance (POP):

  • Base Period: March 1, 2026 – February 28, 2027
  • Option Year 1: March 1, 2027 - February 29, 2028
  • Option Year 2: March 1, 2028 - February 28, 2029
  • Option Year 3: March 1, 2029 - February 28, 2030
  • Option Year 4: March 1, 2030 - February 28, 2030

• Quote Due Date: February 6, 2026, 4:30 PM ET.

• Inquiry Deadline: January 28, 2026, 4:30 PM ET.

• Submission Requirements:

  • Completed MFP Group 61 CLIN Structure and Pricing Sheet (Attachment 2).
  • A brief narrative (max 3 pages) on how the company intends to perform PWS Section 3 standards.
  • A brief narrative (max 3 pages) on service technicians' mechanical aptitude and knowledge of equipment troubleshooting and repair.
  • Past performance references (max 1 page).
  • Completed Representations, Certifications & Other Statements (Page 32).
  • Provisions 52.204-24, 52.212-3, and 252.204-7017.

• Evaluation Factors: Technical Capability of Service, Price, and Past Performance. Technical capability and past performance are more important than price when combined.

• Set-Aside: Total 100% Small Business Set-Aside.

• NAICS Code: 811310.

• Small Business Size Standard: $12.5 million.

• This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-06.

• Attachments include PWS, Pricing Sheet, Equipment Inventory List, and PM Checklist.

Form / Attachment / Pricing Sheet

This document provides a detailed breakdown of the CLIN (Contract Line Item Number) structure and estimated quantities for services related to maintenance and repairs, likely for equipment at Malmstrom and Mountain Home locations. It also includes a section for offeror quotes, indicating it serves as a pricing template for bidders.

• CLIN Structure: Details base year and four option years, with specific CLINs for "Preventive Maintenance Schedule" and "Unscheduled Repairs (Includes parts, labor and travel)".
• Locations: Services are specified for Malmstrom and Mountain Home, and also for Fort Drum and Saratoga Springs in the Offeror Quote section.
• Quantities & Units: Estimated quantities and units of issue (e.g., Quarterly, Monthly) are provided for each CLIN.
• Pricing: Sections for Unit Price and Total Price are included, with the Offeror Quote sheet showing 0.0 for these fields, indicating they are to be filled in by the bidder.
• PWS Reference: All maintenance tasks are to be performed in accordance with the Performance Work Statement (PWS).

This spreadsheet is crucial for bidders as it outlines the specific services required, the estimated quantities, and the contract structure over multiple years (base + 4 option years). Bidders must use this document to understand the scope of work and to prepare their pricing proposals accurately, filling in the Unit Price and Total Price fields for each CLIN as per the "Offeror Quote" sheet. The reference to the PWS indicates that bidders must also consult that document for detailed performance requirements.

Form / Attachment / Pricing Sheet

This document provides detailed Preventive Maintenance (PM) Checklists for various types of food service equipment. It outlines the specific tasks, procedures, and actions required for routine maintenance to ensure equipment functionality and longevity. Bidders may need to reference these checklists to understand the maintenance requirements associated with the equipment being procured or serviced under the opportunity.

• Preventive Maintenance Checklists: Includes detailed checklists for:
  • Mixer/Grinder (Single, Tandem, Heavy Duty Tandem)
  • Saw, Meat, Band Type
  • Oven, Rotary, Electric
  • Mini Rotary Oven and Proofer Combination Unit
  • Oven, Rotary, Gas
• Tasks & Procedures: Each checklist itemizes specific maintenance tasks such as checking interlocks, electrical circuits, cords, switches, mechanical components (knives, plates, gears, bearings), safety labels, and overall operation.
• Service & Action Items: Specifies actions like checking condition, cleaning, lubricating, tightening, filling, and replacing parts as necessary.
• Reporting: Requires reporting of detected deficiencies to the Contracting Officer's Representative (COR) during quarterly PM checks.

This attachment details the expected preventive maintenance procedures for specific equipment. Bidders should review these checklists to understand the scope of maintenance responsibilities, potential parts replacement needs, and the level of detail required for equipment upkeep. This information is crucial for accurately estimating costs, developing maintenance plans, and ensuring compliance with service requirements if the opportunity involves the provision or maintenance of such equipment.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for providing Preventive Maintenance (PM) and Unscheduled Maintenance & Repair (UM) services for miscellaneous food processing (MFP) equipment at Defense Commissary Agency (DeCA) locations within the contiguous United States, Alaska, Hawaii, and Puerto Rico. The goal is to ensure the continuous and safe operation of DeCA's grocery resale services.

• Preventive Maintenance (PM): Regularly scheduled maintenance activities to prevent future failures, including inspections and adjustments to keep equipment in proper working order. A PM program with checklists must be established and submitted within 15 days of contract award, with an initial PM completed within 30 days.

• Unscheduled Maintenance (UM): Adjustment, repair, removal, disassembly, or cleaning of equipment to restore safe operation on an as-needed basis. Personnel must respond within one business day, assess the repair, and perform on-the-spot services if no additional costs are incurred. If additional costs are involved, a UM service plan must be presented within one business day, with completion within seven days of plan acceptance or parts availability.

• Equipment: Covers all labor, supervision, equipment, tools, materials, parts, transportation, permits, and other items necessary for PM and UM services for covered equipment listed in an attachment.

• Response Time: UM service calls require a response within one business day.

• Service Completion: UM services must be completed within seven days of service plan acceptance or parts availability.

• Reporting: A list of repairs discovered during PM must be communicated to the COR within five business days of assessment. Service tickets, PM checklists, and warranty documentation must be provided at time of service.

• Quality Control: A Quality Control Plan (QCP) must be provided within 30 days of Notice to Proceed and updated as needed. QCP inspections must be conducted and provided to the CO and COR quarterly.

• Service Hours: Monday through Friday, 8:00 a.m. to 5:00 p.m. local commissary time, excluding federal holidays.

• Location: On-site at DeCA's contiguous United States, Alaska, Hawaii, and Puerto Rico commissary locations.

• Personnel: Qualified, trained, and certified personnel are required. Background checks and clearances may be necessary for installation access. Personnel must speak, read, and write English fluently.

• Government Software: Contractor software must be compatible with Microsoft Office Suite.

• Safety: A safety plan must be developed and submitted within 30 days of contract start date. Compliance with OSHA, DOD, DeCA, and manufacturer safety guidelines is mandatory.

• Environmental: Use of environmentally sound practices, processes, and products is desired. Contractor is responsible for cleanup and disposal of hazardous materials.

• Non-Personal Services: This is a non-personal services contract; the government will not supervise contractor employees.

• Identification: Contractor personnel must be identifiable with nametags or badges and follow commissary access procedures.

• Prohibited Activities: Use of alcohol, cannabis, illegal drugs, or controlled substances while on duty is prohibited. Use of tobacco products is limited to designated areas. Consumption of government-owned resale items is prohibited.

• Contract Closeout: The contractor must provide closeout support, including a closeout package with outstanding issues, unresolved actions, and inventory lists.