How to Win the $33 Million Custodial Services Contract at Three US Air Force Bases in Germany

Introduction

The US Air Force is seeking a contractor to provide custodial services at three of its bases in Germany: Kaiserslautern, Geilenkirchen, and Spangdahlem. The contract is for one year with four one-year options, and has an estimated value of $33 million. The solicitation number is FA561323R0002. This article will provide some historical background on the previous RFPs that preceded this contract, a description of the RFP requirements, who should participate in the bidding process, and the challenges that potential bidders may face. The article is written from the perspective of GDI Consulting, a leading provider of proposal writing, capture management, and business development services for government contractors.

Historical Background

The US Air Force has been operating in Germany since the end of World War II, and currently maintains seven main operating bases and 114 geographically separated locations. The three bases that are the subject of this RFP are:

• Kaiserslautern: The largest US military community outside the US, with more than 50,000 Americans living and working in the area. It hosts the headquarters of US Air Forces in Europe – Air Forces Africa (USAFE-AFAFRICA), as well as several other units and facilities.
• Geilenkirchen: The home of NATO’s E-3A Component, which operates a fleet of 14 E-3A Airborne Warning and Control System (AWACS) aircraft. It also hosts a US Air Force detachment that provides support to the NATO mission.
• Spangdahlem: The home of the 52nd Fighter Wing, which operates F-16 Fighting Falcon and A-10 Thunderbolt II aircraft. It also hosts several other units and agencies that support various missions in Europe and Africa.

The US Air Force has been contracting out custodial services at these bases for several years, as part of its efforts to reduce costs and improve efficiency. The previous contract for these services was awarded in 2018 to a German company called Dussmann Service Deutschland GmbH. The contract was for five years, with a base year and four option years, and had a total value of $28.7 million. The contract covered the cleaning of offices, barracks, hangars, warehouses, medical facilities, and other buildings at the three bases.

RFP Description

The current RFP for custodial services at Kaiserslautern, Geilenkirchen, and Spangdahlem was issued on October 18, 2023 by the 700th Contracting Squadron (700 CONS), which is located at Ramstein Air Base. The RFP states that the contractor shall provide all personnel, equipment, tools, materials, supervision, and other items necessary to perform custodial services at the three bases. The contractor shall also comply with all applicable laws, regulations, standards, and codes related to environmental protection, health and safety, security, and quality assurance.

The RFP specifies that the contractor shall perform the following tasks:

• Daily cleaning of assigned areas, including dusting, sweeping, vacuuming, mopping, sanitizing, emptying trash bins, replenishing supplies, and removing stains.
• Periodic cleaning of assigned areas, including waxing floors, shampooing carpets, washing windows, cleaning vents and ducts, and disinfecting restrooms.
• Special cleaning of assigned areas as requested by the government or as required by unforeseen events or emergencies.
• Inspection of assigned areas to ensure compliance with cleanliness standards and customer satisfaction.
• Reporting of any damages or deficiencies to the government or the facility manager.
• Coordination with the government or the facility manager on any issues or concerns related to custodial services.

The RFP also provides detailed information on the performance work statement (PWS), which defines the scope of work and the performance standards for each task; the quality assurance surveillance plan (QASP), which describes how the government will monitor and evaluate the contractor’s performance; the pricing schedule, which lists the unit prices for each service; and the evaluation factors for award (EFA), which explain how the government will select the best offeror based on technical capability, past performance, price, and other criteria.

The RFP requires that offerors submit their proposals by November 17, 2023 at 2:00 PM Central European Time (CET)1. The proposals must include a technical volume, a past performance volume, a price volume, and any other required documents or attachments. The proposals must be submitted electronically through beta.SAM.gov.

Who Should Participate

The RFP is open to any company that can meet the minimum qualifications and requirements stated in the solicitation. However, the RFP also states that the contract will be awarded using the Simplified Acquisition Procedures (SAP), which are designed to streamline the procurement process and reduce the administrative burden for both the government and the contractors. According to the Federal Acquisition Regulation (FAR), SAP can be used for contracts that do not exceed $7.5 million, and that are reserved for small businesses or set aside for socio-economic programs.

Therefore, the RFP indicates that this contract is a small business set-aside, meaning that only small businesses can compete for it. A small business is defined by the Small Business Administration (SBA) as a company that has fewer than 500 employees and meets the size standards for its industry. Additionally, the RFP states that this contract is a total HUBZone set-aside, meaning that only small businesses located in historically underutilized business zones (HUBZones) can compete for it. A HUBZone is an area that has low income, high unemployment, or both, and that is designated by the SBA as eligible for federal contracting preferences.

Therefore, to participate in this RFP, a company must be a small business that is located in a HUBZone and certified by the SBA as a HUBZone small business concern (SBC). The company must also have the relevant experience, expertise, and resources to provide custodial services at the three US Air Force bases in Germany. The company must also be able to comply with all the terms and conditions of the contract, including the security clearance requirements, the environmental protection requirements, and the quality assurance requirements.

Challenges

The RFP for custodial services at Kaiserslautern, Geilenkirchen, and Spangdahlem presents several challenges for potential bidders. Some of these challenges are:

• Competition: The RFP is likely to attract many offerors who are interested in winning this lucrative contract. The offerors will have to demonstrate their technical capability, past performance, and price competitiveness to stand out from the crowd and convince the government that they are the best choice for the contract.
• Compliance: The RFP has many requirements and specifications that the offerors must follow and meet. The offerors will have to ensure that their proposals are compliant with all the instructions, formats, and documents required by the RFP. The offerors will also have to ensure that their proposed services are compliant with all the applicable laws, regulations, standards, and codes related to environmental protection, health and safety, security, and quality assurance.
• Communication: The RFP involves three different US Air Force bases in Germany, each with its own facilities, personnel, and needs. The offerors will have to communicate effectively with the government and the facility managers at each base to understand their expectations and requirements. The offerors will also have to communicate clearly with their own personnel, subcontractors, suppliers, and partners to coordinate their operations and deliver their services.

Conclusion

The RFP for custodial services at Kaiserslautern, Geilenkirchen, and Spangdahlem is a great opportunity for small businesses located in HUBZones to win a $33 million contract with the US Air Force. However, the RFP also poses many challenges that require careful planning, preparation, and execution. To succeed in this RFP, offerors will need professional help from experts who know how to write winning proposals for government contracts. GDI Consulting is one of those experts.

GDI Consulting is a leading provider of proposal writing, capture management, and business development services for government contractors. For more information contact us at www.gdicwins.com and let us help you in winning this opportunity.