Combined Synopsis/Solicitation Notice: Maintenance of Commissary Refrigeration Systems and Repair of Refrigeration, Heating, Ventilation, and Air Conditioning Systems (HVAC) at Hario and Sasebo, Japan
DEPT OF DEFENSE.DEPT OF THE ARMY.US ARMY CORPS OF ENGINEERS.ENGINEER DIVISION PACIFIC OCEAN.ENDIST JAPAN.W2SN ENDIST JAPAN · Response deadline: Wed, 28 Oct 2026
What the government is buying
The U.S. Army Corps of Engineers, through its Japan District (ENDIST Japan), is seeking a contractor to maintain commissary refrigeration systems and repair refrigeration, heating, ventilation, and air conditioning (HVAC) systems at two locations in Japan: Hario and Sasebo. This is a Combined Synopsis/Solicitation, meaning the notice serves as both a sources-sought announcement and the formal solicitation for offers.
The scope spans two distinct technical areas. First, maintenance of commissary refrigeration systems—these are critical cold-chain systems that keep perishable goods at safe temperatures in military grocery stores. Second, repair services for broader HVAC systems, which includes heating, ventilation, air conditioning, and refrigeration equipment. Work in both categories typically involves routine preventive maintenance, emergency repairs, parts replacement, system diagnostics, and compliance with safety and environmental regulations governing refrigerants.
Given the locations in Japan, contractors should anticipate requirements related to working on U.S. military installations overseas, including potential security clearance needs, host-nation coordination, and logistics challenges for parts and materials sourcing. See the solicitation for specific performance standards, service level agreements, and equipment inventories.
Key facts
| Attribute | Value |
|---|---|
| Agency | U.S. Army Corps of Engineers, Japan District (ENDIST Japan) |
| Notice type | Combined Synopsis/Solicitation |
| Solicitation number | W912HV26QA013 |
| NAICS | 811310 – Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance |
| Set-aside | None – Full and open competition |
| Response deadline | October 28, 2026, 2:00 PM Japan Standard Time (UTC+9) |
| Place of performance | Hario and Sasebo, Japan (see the solicitation for exact facility information) |
Who can bid
This solicitation is issued as full and open competition with no set-aside, meaning all responsible sources—regardless of small-business status—may submit offers. However, under NAICS 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance), the Small Business Administration size standard is based on average annual receipts. Contractors should verify their size status in SAM.gov before bidding.
Given the overseas performance location, eligibility considerations include:
- Facility Security Clearance: May be required for access to U.S. installations in Japan; see the solicitation.
- Overseas work capability: Demonstrated experience performing HVAC/refrigeration services, ideally in Japan or comparable overseas military environments.
- Technical qualifications: Certified technicians for refrigeration and HVAC systems; EPA Section 608 certification (or equivalent) for refrigerant handling.
- Past performance: Relevant history with federal or commercial refrigeration/HVAC contracts, particularly for commissary or food-service critical systems.
How to put together a competitive bid
For commercial and industrial equipment repair and maintenance solicitations, especially overseas, competitive bids typically emphasize these elements:
Technical approach: Detail your diagnostic capabilities, preventive maintenance schedules, and emergency response protocols for refrigeration failures—downtime in commissary systems directly impacts food safety and military readiness. Include technician qualifications, manufacturer certifications, and experience with similar equipment brands.
Logistics and supply chain: Address how you will source parts and refrigerants in Japan, lead times for critical components, and relationships with local or regional distributors. Overseas contracts often score heavily on demonstrated logistics resilience.
Personnel plan: Specify Japan-based or deployable technicians, language capabilities if required for host-nation coordination, and security clearance status of proposed staff.
Past performance: Submit relevant contract references for refrigeration/HVAC maintenance, particularly federal contracts, commissary operations, or overseas DOD work. Include points of contact and performance metrics where available.
Pricing strategy: Structure costs clearly—labor rates by technician grade, materials markups, travel costs between Hario and Sasebo if applicable, and any mobilization/demobilization expenses. See the solicitation for required pricing format and any economic price adjustment provisions.
Next steps
Read the full solicitation on SAM.gov using solicitation number W912HV26QA013. This Combined Synopsis/Solicitation contains the complete statement of work, instructions to offerors, evaluation criteria, and required representations and certifications.
Register in SAM.gov if not already registered; active registration is mandatory for award.
Note the deadline: Offers are due October 28, 2026, at 2:00 PM JST (UTC+9). Allow time for technical submission issues and time zone conversion.
Submit questions early if the solicitation includes a Q&A period; typically questions must be submitted several days before the deadline to allow for government responses.
Confirm solicitation amendments: Check SAM.gov periodically before the deadline for any modifications to requirements or deadlines.
View the official notice on SAM.gov →