Sources Sought Notice and Request for Information (RFI) for Pacific East Maintenance Services

SOURCES SOUGHT NOTICE / REQUEST FOR INFORMATION (RFI) DEPARTMENT OF DEFENSE EDUCATION ACTIVITY (DoDEA) FACILITY ASSET MANAGEMENT (FAM) SERVICES – PACIFIC EAST DISTRICT (JAPAN) 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 integrated facility maintenance, HVACR maintenance, sports field maintenance, playground maintenance, kitchen appliance maintenance, and related facility sustainment services for Pacific East District facilities throughout Japan. 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 acquisition was conducted as an unrestricted procurement. • Potential Contract Vehicles: GSA Multiple Award Schedule (MAS), OASIS+, and other Government-Wide Acquisition Contracts (GWACs) are currently 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 supporting documentation. The anticipated requirement encompasses eight school campuses and supporting administrative, transportation, and warehousing facilities located across the Tohoku (Misawa) and Kanto Plain (Yokota/Zama/Sagami) regions of Japan. The total facility inventory is approximately 967,608 gross square feet. Facility Inventory: • Arnn Elementary School (Sagamihara Family Housing Area) – 102,052 SF • District Superintendent's Office (Yokota Air Base) – 21,194 SF • District Warehouse (Sagami Depot) – 3,413 SF • Edgren Middle/High School (Misawa Air Base) – 111,512 SF • Mendel Elementary School (Yokota Air Base) – 115,257 SF • Sollars Elementary School (Misawa Air Base) – 151,612 SF • STO Camp Zama – 186 SF • STO Misawa Air Base – 783 SF • STO Yokota Air Base – 2,766 SF • Yokota High School – 128,167 SF • Yokota Middle School – 89,428 SF • Yokota West Elementary School – 72,890 SF • Zama Middle/High School – 168,348 SF TOTAL FACILITY INVENTORY: 967,608 GROSS SQUARE FEET PLAYGROUNDS, COURTS, AND SPORTS FIELDS Maintenance requirements include routine inspections, preventive maintenance, repairs, and grounds maintenance for: • 14 Playgrounds • 20 Courts • 4 Sports Fields MAJOR MECHANICAL AND ELECTRICAL EQUIPMENT INVENTORY The contractor will maintain and support a wide range of commercial facility systems and equipment, including: HVACR Systems • Commercial chillers • Cooling towers • Boilers • Package units • Air Handling Units (AHUs) • Energy Recovery Ventilators (ERVs) • Pumps and associated equipment Electrical Systems • Main switchboards • Transformers • Panelboards • Emergency lighting systems • Emergency generators Plumbing and Fire Protection Systems • Wet-pipe sprinkler systems • Fire pumps • Backflow preventers • Commercial water heaters • Domestic water distribution systems Conveyance Systems • Passenger elevators, including traction geared and hydraulic elevators SCOPE OF SERVICES Services may include, but are not limited to: • Facility inspections, preventive maintenance, repairs, and sustainment of building systems and infrastructure. • HVACR inspections, preventive maintenance, servicing, repairs, troubleshooting, and emergency response. • Sports field and playground inspections, maintenance, repairs, turf maintenance, natural grass field maintenance, and annual inspections. • Non-routine repair services, project repairs, equipment replacement, and kitchen appliance installation, maintenance, and repair. • Work order management, quality control, preventive maintenance planning, transition support, reporting, and contract management activities. • Mold identification, reporting, and remediation support. • Use of Government-provided maintenance management systems. • Emergency and specialty repair services. 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, installation, host nation, and industry standards. 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 • Relevant experience managing facility maintenance programs of similar size and complexity • Experience supporting educational facilities • Experience supporting military installations • Experience supporting overseas operations • HVACR experience • Playground and sports field maintenance experience • Commercial kitchen equipment maintenance experience • Personnel recruitment and retention strategies within Japan • Host-nation compliance experience • Environmental compliance procedures • Base access and security credentialing 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 proposed $2,500 minor routine repair threshold appropriate? If not, what threshold would be more representative of commercial practice? • Are there recommended improvements to the maintenance requirements for building systems, playgrounds, athletic facilities, or commercial kitchen equipment? • What contract structure or pricing methodology would best support performance, competition, and risk management? • Are there any other recommendations that would improve efficiency, performance outcomes, or overall contract execution? 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 and inventory metrics provided in this notice. ROM pricing should identify: • Estimated Annual Fixed Price for Facility Maintenance Services • Estimated Annual Fixed Price for HVACR Maintenance • Estimated Annual Fixed Price for Sports Field and Playground Maintenance • Estimated Labor Rates for Non-Routine Repairs • Assumptions affecting pricing • Mobilization considerations • Anticipated 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 michael.hosea@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 supporting 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.