Sources Sought Notice and Request for Information (RFI) for Total Maintenance Contract (TMC), Italy

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.