Preventive Maintenance and Unscheduled Repairs of Miscellaneous Food Processing Equipment - Group 8

Solicitation / RFP / RFQ

This is a combined synopsis and solicitation (Request for Quote - RFQ) for commercial services, specifically for Preventive Maintenance (PM) and Unscheduled Repairs for Miscellaneous Food Processing (MFP) equipment. The Defense Commissary Agency (DeCA) requires these services for equipment located at three stores in California: Moffett Field, Ord Community, and Travis Air Force Base (AFB).

• 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.

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

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

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

• Period of Performance (POP):

  • Base Period: June 01, 2026 - May 31, 2027
  • Option Years 1-4: June 01, 2027 - May 31, 2031

• Submission Deadline: May 05, 2026, 4:30 PM EST.

• Questions Deadline: April 29, 2026, 4:30 PM EST (via email only).

• Submission Requirements:

  • Completed quote based on Attachment 2 (CLIN Structure and Pricing Sheet).
  • Narrative (max 3 pages) on PWS Section 3 performance intent.
  • Narrative (max 3 pages) on service technician capabilities.
  • Past performance references (max 1 page) or statement of no past performance.
  • Completed provisions as per Attachment 3.

• Evaluation Factors:

  1. Technical Capability of Service (Acceptable/Unacceptable)
  2. Price (Fair and reasonable)
  3. Past Performance
  • Technical and Past Performance are collectively more important than Price.

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

• NAICS Code: 811310.

• Small Business Size Standard: $12.5 million.

• This solicitation is issued as an RFQ; no written solicitation will be issued separately.

• All relevant provisions and clauses are in Attachment 4.

• Key attachments include PWS, Pricing Sheet, Required Provisions, and Equipment Inventory List.

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

This Performance Work Statement (PWS) defines the requirements for preventive maintenance (PM) and unscheduled repair of Miscellaneous Food Processing (MFP) equipment located at various Defense Commissary Agency (DeCA) locations within the Continental United States (CONUS), including Alaska, Hawaii, and Puerto Rico.

• The contractor shall perform PM and unscheduled maintenance on identified MFP equipment.

• Equipment types include band saws, mixer/grinders, various ovens (rotary, roll-in, mini-rotary), rotisserie ovens, conveyor systems, choppers, molders, tenderizers, horizontal slicers, and proofers.

• Original Equipment Manufacturer (OEM) compliant, new parts are required for repairs to maintain warranty.

• Preventive Maintenance (PM) involves a complete operational check and service of designated equipment.

• Unscheduled Maintenance involves any adjustment, repair, removal, disassembly, cleaning, or replacement of materials needed to fix equipment to ensure safe operation.

• PMs shall be performed quarterly.

• Unscheduled service calls require a signed repair quote within 16 working hours of receiving the call.

• Approved repairs must be performed within 7 working days (exceptions for OEM manufacturing parts).

• A 30-day warranty is required for replacement parts and labor on repairs.

• Service tickets must be completed for each PM and unscheduled repair, including details of the work performed, parts used, and diagnosis.

• Contractor must maintain cleanliness of work areas and properly dispose of materials.

• Work is required at DeCA locations within CONUS (including Alaska, Hawaii, and Puerto Rico).

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

• On-site work is required.

• Contractor personnel must be qualified and trained.

• Contractor personnel are prohibited from consuming or using government-owned resale items or government-owned equipment not provided for contract use.

• Contractor personnel must not work under the influence of alcohol, cannabis, illegal drugs, or controlled substances.

• Contractor personnel must wear distinctive clothing and government-furnished badges.

• Contractor personnel must use required Personal Protective Equipment (PPE).

• Government will provide utilities and local telephone service for official business.

• Lubricating oils must be food grade and NSF compliant.

• Contractor must comply with applicable OSHA, DOD, DeCA, and Installation safety and environmental regulations.

• Accidents must be reported immediately to the COR or on-duty government manager.

Form / Attachment / Pricing Sheet

This document contains several standard Federal Acquisition Regulation (FAR) provisions that offerors must review and complete as part of their proposal submission. These provisions require representations and certifications regarding various aspects of the offeror's business and compliance status.

• 52.204-17 Ownership or Control of Offeror: Requires offerors to disclose information about their immediate and highest-level owners, including CAGE codes and legal names.
• 52.204-20 Predecessor of Offeror: Requires offerors to disclose if they are a successor to a predecessor that held a Federal contract or grant within the last three years, providing CAGE codes and legal names of predecessors.
• 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment: Requires offerors to represent whether they provide or use covered telecommunications equipment or services, with detailed disclosure requirements if they do.
• 52.204-26 Covered Telecommunications Equipment or Services-Representation: A related provision requiring representation on providing or using covered telecommunications equipment or services.
• 52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction: Requires corporations to represent their status regarding unpaid Federal tax liabilities and recent felony convictions.
• 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services: A comprehensive provision covering various representations including business size, veteran status, disadvantaged status, Buy American compliance, and responsibility matters.
• 252.204-7016 Covered Defense Telecommunications Equipment or Services—Representation: Requires representation on providing covered defense telecommunications equipment or services.
• 252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services—Representation: Requires representation on providing covered defense telecommunications equipment or services for covered missions.

Offerors must carefully review each provision and complete the required representations and certifications accurately. Failure to do so may result in an incomplete or non-responsive offer. The information provided in these sections is critical for determining offeror eligibility and compliance with federal regulations.

Forms / Attachments / Pricing Sheets

This document is an Excel spreadsheet containing pricing and CLIN (Contract Line Item Number) structure details for the MFP Group 8 opportunity. It provides a breakdown of estimated quantities, units of issue, and placeholders for unit and total prices for both base and option years.

• CLIN Structure: Details preventive maintenance and unscheduled repairs for MFP equipment across different locations (Malmstom, Mountain Home, Moffett Field, Ord Community, Travis Air Force Base).
• Quantities & Units: Specifies estimated quantities and units of issue (e.g., Quarterly, Monthly) for each CLIN.
• Pricing: Includes columns for Unit Price and Total Price, intended for bidder input.
• Performance Period: Covers a 5-year period, including a base year and four option years.
• Locations: Services are required at Malmstom, Mountain Home, Moffett Field, Ord Community, and Travis Air Force Base.

This spreadsheet is crucial for bidders to understand the structure of the contract and to prepare their pricing proposals. Bidders must input their proposed unit prices in the designated cells for each CLIN across all performance years. The quantities and units of issue provided serve as the basis for calculating total proposed costs.

Form / Attachment / Pricing Sheet

This document lists clauses and provisions that are incorporated by reference into the contract. It also provides the full text for some of these clauses.

• Clauses Incorporated by Reference: A table listing clause numbers, alternate/development numbers, clause titles, year/month, and section.
• Clauses in Full Text: Provides the complete text for specific clauses, such as FAR 52.204-24 (Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment).
• Various FAR and DFARS Clauses: The document includes numerous clauses related to:
  • Representations and certifications (e.g., small business, veteran-owned, women-owned, HUBZone).
  • Prohibitions (e.g., on certain telecommunications equipment, inverted domestic corporations, foreign purchases).
  • Contract terms and conditions (e.g., service contract labor standards, payment by electronic funds transfer, limitations on subcontracting).
  • Evaluation factors for commercial products and services.
  • Buy American and Trade Agreements.
  • Representations regarding delinquent tax liability or felony conviction.
  • Greenhouse gas emissions.
  • Ownership or control of offeror.
  • Covered telecommunications equipment or services.

This document is critical for bidders as it details the legal and regulatory requirements that will govern the contract. Bidders must review these clauses to understand their obligations, potential restrictions, and the terms under which the contract will operate. Specific attention should be paid to representations and certifications required, as well as any prohibitions or special conditions that may impact their ability to bid or perform the contract.

Form / Attachment / Pricing Sheet

This document is an equipment inventory list, likely used to identify existing or required equipment for the opportunity. It details various types of meat processing and food preparation equipment.

• CED Code: A unique identifier for each equipment type.
• Equipment Nomenclature: A description of the equipment.
• Moffett, Ord, Travis: Columns indicating quantities of each equipment type, potentially for different locations, departments, or phases of a project.

This inventory list is crucial for bidders to understand the scope of equipment involved in the opportunity. It may inform decisions about procurement, installation, maintenance, or related services. Bidders should review the quantities listed under 'Moffett', 'Ord', and 'Travis' to gauge the scale of their potential involvement.

Form / Attachment / Pricing Sheet

This document provides Preventive Maintenance (PM) Checklists for various types of food service equipment. It outlines the required procedures, actions, and service intervals for maintaining these machines to ensure proper operation and longevity.

• CED# 1M20: Checklists for Mixer/Grinder (Single Unit, Tandem Unit, Heavy Duty Tandem Unit).
• CED# 1M18: Checklist for Saw, Meat, Band Type.
• CED# 1B12-A: Checklist for Oven, Rotary, Electric.
• CED# 1B15: Checklist for Mini Rotary Oven and Proofer Combination Unit.
• CED# 1B12-B: Checklist for Oven, Rotary, Gas.

Each checklist details specific tasks such as checking interlocks, electrical circuits, cords, switches, mechanical components (e.g., feed screws, gear units, bearings), safety labels, and overall operation. It also specifies periodic maintenance like gear oil replacement (every three years) and bearing packing.

Bidders may need to use these checklists to understand the expected maintenance standards for equipment if the opportunity involves providing, servicing, or maintaining such machinery. The checklists detail the scope of preventive maintenance activities, including inspection, cleaning, lubrication, and replacement of parts. Any detected deficiencies during PM checks are to be reported to the COR (Contracting Officer's Representative).