23R0017.pdf

19GE5023R0017

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

19GE5023R0017

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

01/31/2023

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Thomas A Petersen

b. TELEPHONE NUMBER (No collect calls)

301-985-8989

c. EMAIL PetersenTA@state.gov

8. OFFER DUE DATE / LOCAL

TIME

CODE FRANK

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT, GERMANY

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

X

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

SAPPOCODE15. DELIVER TO

AMERICAN CONSULATE GENERAL SAPPORO

KITA 1-JO NISHI 28-CHOME, CHUO-KU

ATTN: RECEIVING

SAPPO, JAPAN 064-0821

CODE OPEAQM16. ADMINISTERED BY

RPSO Frankfurt OPE/AQM/IP/RPSO Frankfurt Office of Acquisition (AQM) Frankfurt

FACILITY

CODE

CODE

Contact UEI:

Telephone No.

17a. CONTRACTOR/

OFFEROR

OPEAQMCODE18a. PAYMENT WILL BE MADE BY

AMERICAN CONSULATE GENERAL SAPPORO

KITA 1-JO NISHI 28-CHOME

ATTN: IMO/IPO

CHUO-KU SAPPORO, JAPAN

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Line Items Section

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

X 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1 COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) Nicolas Wilhelm

31c. DATE SIGNED 01/31/2023

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

CGFS // CGFS

19GE5023R0017

Line Item Summary

Solicitation Number:

19GE5023R0017

Contract Number: Title: Fukuoka, Japan - Building Maintenance Services

Date of Solicitation:

01/31/2023

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 BASE YEAR

Building Maintenance Services Type of Contract Pricing: OTH

Doc Ref No:

Delivery Date FOB:

0.00 EA

002 FIRST OPTION YEAR

Building Maintenance Services Type of Contract Pricing: OTH

Doc Ref No:

Delivery Date FOB:

0.00 EA

003 SECOND OPTION YEAR

Building Maintenance Services Type of Contract Pricing: OTH

Doc Ref No:

Delivery Date FOB:

0.00 EA

004 THIRD OPTION YEAR

Building Maintenance Services Type of Contract Pricing: OTH

Doc Ref No:

Delivery Date FOB:

0.00 EA

005 FOURTH OPTION YEAR

Building Maintenance Services Type of Contract Pricing: OTH

Doc Ref No:

Delivery Date FOB:

0.00 EA

Building Maintenance Services Solicitation 19GE5023R0017

U.S. Consulate Fukuoka, Japan

Page | 3

TABLE OF CONTENTS

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS 6

B.1 SCOPE OF SERVICES 6

B.2 TYPE OF CONTRACT 6

B.3 PRICES/COSTS 7

B.3.5 ORDERING 8

B.3.6 TRANSITION PERIOD 9

B.4 BASE YEAR PRICES 10

B.5 FIRST OPTION YEAR PRICES 12

B.6 SECOND OPTION YEAR PRICES 14

B.7 THIRD OPTION YEAR PRICES 16

B.8 FOURTH OPTION YEAR PRICES 18

B.9 CONTRACT PRICING OVERVIEW 20

B.10 CURRENCY OF OFFER 20

B.11 CALCULATION OF ANNUAL ESTIMATES 20

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 21

C.1. INTRODUCTION 21

C.2 SUPERINTENDENCE BY CONTRACTOR 32

C.3 QUALITY ASSURANCE 32

SECTION D 33

RESERVED 33

SECTION E - INSPECTION AND ACCEPTANCE 34

E.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 34

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP) 34

SECTION F - DELIVERIES OR PERFORMANCE 36

F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 36

F.2 PERIOD OF PERFORMANCE 36

F.3 DELIVERABLES 37

F.4 WORKING HOURS 37

SECTION G - CONTRACT ADMINISTRATION DATA 39

G.1 AUTHORITY OF CONTRACTING OFFICER 39

G.2 DOSAR 652.242-70 - CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999) 39

G.3. PAYMENT 40

G.3.1 GENERAL 40

G.5 FUNDING / TASK ORDERS / PROCEDURES 40

G.6 ADVANCE PAYMENT 41

G.7 RECORDKEEPING REQUIREMENTS 41

SECTION H - SPECIAL CONTRACT REQUIREMENTS 42

H.1 NOTICE TO THE GOVERNMENT OF LABOR DISPUTES 42

H.2 RESERVED 42

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H.3 CHOICE OF LAW 42

H.4 COMMERCIAL WARRANTY 42

H.5 CONTINUATION OF CONTRACT 42

H.6 ISSUANCE OF TASK ORDERS FOR UNSCHEDULED/EMERGENCY WORK 42

H.7 ORDERING OFFICIAL 43

H.8 RESERVED 43

H.9 CERTIFICATE OF INSURANCE 43

H.10 GOVERNING LAW 44

H.11 LANGUAGE PROFICIENCY 44

H.12 LAWS, REGULATIONS AND INSURANCE 45

H.13 RESPONSIBILITY OF CONTRACTOR 45

H.14 MAINTENANCE OPERATIONS 46

H.15 SAFETY 46

H.16 SUBCONTRACTORS AND SUPPLIERS 47

H.17 CONTRACTOR PERSONNEL 48

H.18 MATERIALS AND EQUIPMENT 50

H.19 RESERVED 50

H.20 RESERVED 50

H.21 NON-COMPLIANCE WITH CONTRACT REQUIREMENTS 50

H.22 CONTRACTOR INVENTORY PROGRAM 51

SECTION I - CONTRACT CLAUSES 51

I.1 FAR 52.252-2 – CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 51

I.2 FAR 52.204-13 – SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018) 53

I.3 FAR 52.204-21 – BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION SYSTEMS

(JUNE 2016) 55

I.4 FAR 52.216-18 – ORDERING (OCT 1995) 57

I.5 FAR 52.216-19 – ORDER LIMITATIONS (OCT 1995) 57

I.6 FAR 52.216-22 – INDEFINITE QUANTITY (OCT 1995) 58

I.7 FAR 52.217-8 – OPTION TO EXTEND SERVICES (NOV 1999) 59

I.8 FAR 52.217-9 – OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 59

I.9 FAR 52.222-1 NOTICE TO THE GOVERNMENT OF LABOR DISPUTES (FEB 1997) 59

I.10 FAR 52.228-3 WORKER’S COMPENSATION INSURANCE (DEFENSE BASE ACT) (JUL 2014) 59

I.11 FAR 52.228-5 INSURANCE –WORK ON A GOVERNMENT INSTALLATION (JAN 1997) 60

I.12 FAR 52.232-18 AVAILABILITY OF FUNDS (APR 1984) 61

I.13 FAR 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) 61

I.14 FAR 52.245-2 GOVERNMENT PROPERTY INSTALLATION OPERATION SERVICES (APR 2012) 61 I.15 652.204-70 – DEPARTMENT OF STATE PERSONAL IDENTIFICATION CARD ISSUANCE (FEB 2015)

I.16 652.243-70 – NOTICES (AUG 1999) 62

SECTION J -- LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 62

J.1 EXHIBITS 62

J.2 PROJECT-SPECIFIC REQUIREMENTS DOCUMENTS 63

J.3 ADDITIONAL DOCUMENTS 63

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS

OR RESPONDENTS 63

K.1 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS – COMMERCIAL ITEMS (DEC

2022) 63

K.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021) 80

K.3 52.209-5 – CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT 2015) 82

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K.4 52.209-7 – INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) 85

K.5 52.209-11 – REPRESENTATION BY CORPORATONS REGARDING AN UNPAID TAX LIABILITY OR A

FELONY CRIMINAL CONVICTION UNDER ANY FEDERAL LAW (FEB 2016) 86

K.6 52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS - NOTICE AND REPRESENTATION (JUN

2020) 87

K.7 652.225-70 – ARAB LEAGUE BOYCOTT OF ISRAEL (AUG 1999) 88

K.8 DEFENSE BASE ACT INSURANCE – COVERED CONTRACTOR EMPLOYEES UNDER THE DEFENSE

BASE ACT 88

K.9 AUTHORIZED CONTRACT ADMINISTRATOR 89

K.10 CERTIFICATION (05/95) 89

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS 90

L.1 FAR 52.252-1 - SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 90

L.2 SOLICITATION PROVISIONS IN FULL TEXT 90

L.3 REVIEW OF DOCUMENTS 92

L.4 SUBMISSION OF OFFERS 93

L.5 RELATIONSHIP BETWEEN INSTRUCTIONS AND EVALUATION 98

L.6 FAR 52.236-27 - SITE VISIT (FEB 1995) ALTERNATE I (FEB 1995) 98

L.7 DOSAR 652.206-70 – ADVOCATE FOR COMPETITION/OMBUDSMAN (FEB 2015) 99

L.8 PROPOSAL DUE DATE 100

L.9 FAR 52.204-6 – UNIQUE ENTITY IDENTIFIER (OCT 2016) 100

SECTION M - EVALUATION FACTORS FOR AWARD 101

M.1 EVALUATION OF PROPOSALS 101

M.2 52.217-5 EVALUATION OF OPTIONS (JUL 1990) 102

M.3 QUANTITIES FOR EVALUATION 103

M.4 SEPARATE CHARGES 103

M.5 AWARD WITHOUT DISCUSSIONS 103

M.6 FAR 52.225-17 - EVALUATION OF FOREIGN CURRENCY OFFERS (FEB 2000) 104

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SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The purpose of this firm fixed unit-price IDIQ contract is to acquire building maintenance services on behalf of the U. S. Consulate Fukuoka, Japan as described in Section C, DESCRIPTION/ SPECIFICATIONS/WORK STATEMENT of this contract and exhibits attached in Section J. The contract consists of one base year and four individual option years, which may be exercised by modification to the contract. Including option years in the solicitation does not obligate the USG (United States Government) to exercise one or all option years.

B.2 TYPE OF CONTRACT

(a) This is an Indefinite Delivery / Indefinite Quantity (IDIQ) type contract with fixed unit prices under which firm fixed unit price Task Orders (TO) will be issued. The fixed prices for the services are specified in Sub-Sections B.3 – B.10 and Attachment J.2.1 – Pricing Proposal

Breakdown. All quantities are reasonable estimates per year based on past experience. They do not obligate the USG to order those quantities.

(b) As per FAR 52.216-22, "INDEFINITE QUANTITY," the minimum and maximum amounts for this indefinite quantity contract shall be any quantity or combination of supplies and services equal to the amount (s) set forth below. The US Government (USG) makes no guarantee as to the number of orders or actual amount of services that may be requested above the guaranteed minimum value for the life of the contract.

(c) The minimum for this indefinite delivery, indefinite quantity contract is US$5,000.00 (or equivalent in local currency – Japanese Yen) for the base and all option periods (combined).

(d) The maximum for this indefinite quantity contract (if the USG exercises all options) shall be any quantity or combination of supplies and services with a contract value of

US$1,000,000.00 (or equivalent in local currency).

(e) The contract shall remain unfunded. The contracting office shall issue the contractor separate funded task orders per requirement / location.

(f) In addition to the issued scheduled tasks individual delivery orders for unscheduled work requiring over 40 hours of labor and/or emergency services needed after work hours will be issued using the fixed hourly rates identified in Sub-Section B. 3 – B.10 below and

Attachment J.2.1. The fixed hourly rates shall include wages, overhead, general and administrative expenses, and profit. Hours and labor categories for these delivery orders shall be negotiated into a firm-fixed-priced delivery order using the standards identified in the Means for

Maintenance and Repair Costs Data and adjusted for the U.S. Consulate Fukuoka. (Information regarding this publication can be made to 517-585-7880). The actual amount of work to be

Page | 7 performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(s) shall be authorized by task orders issued by the

Contracting Officer. Oral orders may be necessary for emergency services; however, they shall be issued in writing within three business days of the oral instructions.

See Attachment 1.4, Section J for sample of an Unscheduled Work Order.

B.3 PRICES/COSTS

B.3.1 Prices:

(a) The contractor shall complete all work, including furnishing all labor, equipment and services, unless otherwise specified herein, required under this contract for the firm fixed unit prices indicated below and within the time specified herein. The prices entered in Sub-Section B. 4 – B.10 below and into Attachment 2.2.1 – Pricing Breakdown shall include all costs for labor, profit, and, if applicable, value added tax (VAT) and Defense Base Act Insurance.

(b) Any costs not separately priced will be considered to be included in the individual delivery order prices as overhead or other indirect cost. No additional sums will be payable on account of any escalation in the cost of equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by this contract. Nor will the TO prices be adjusted on account of fluctuations in the currency exchange rates.

(c) Changes in the individual TO prices or time to complete will be made only due to changes made by the Government, by delays caused by the USG as determined and approved by the Contracting Officer, or by mandatory changes by the host country government.

(d) The currency shall be fixed and cannot be changed by modification to the contract. The only reimbursable item shall be the DBA (Defense Base Act), if applicable, or local equivalent, if applicable.

B.3.2 Scheduled Maintenance Services

(a) In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a fixed-price per month for Scheduled Maintenance

Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor (unless mandated by local law see H.2), or because of the

Contractor 's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

(b) Premium pay for services required to be provided on holidays is included only in the fixed prices for Scheduled Maintenance Services.

Page | 8

B.3.3 Unscheduled Services

(a) The fixed hourly rates per labor category shall be used to establish firm fixed-price task orders. Each task order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required.

(c) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Unscheduled Services, as further described in H.13. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. If VAT charges are paid then they must be itemized in each task order.

B. 3.4 Emergency Services

(a) Emergency services shall be issued for work that is required beyond normal working hours or days (see F.4) or 40 hours per week or 8 hours per day and meet the definition of emergency services as defined in C.1.3 may use overtime rates as fixed below.

(b) For emergency services, The Contractor shall provide a quotation for labor and materials to accomplish the work needed. The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Emergency Services, as further described in H.13. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. If VAT charges are paid then they must be itemized in each task order.

B.3.5 ORDERING

Ordering - (a) All supplies or services to be furnished under this contract shall be ordered by the issuance of delivery orders by the Department of State. Orders may be issued from the date of the Contracting Officer's signature until the end of the "Period of Performance" applicable to this contract.

(b) Contractor will be asked to submit a cost proposal when given a draft scope of work for an unscheduled task.

(c) Contracting Officer will negotiate and develop firm-fixed-priced delivery orders for each unscheduled or emergency task that needs to be performed.

(d) All delivery orders are subject to the terms and conditions of this contract. This contract shall take precedence in the event of conflict with any order.

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B.3.6 TRANSITION PERIOD

Within 15 days after contract award, the Contracting Officer may request that the Contractor develop a plan for preparing the Contractor to assume all responsibilities for the building maintenance services.

The plan shall establish the projected period for completion of all clearances of Contractor personnel, and the projected start date for performance of all services required under this

The transition period shall be for no longer than 4 weeks, starting with the award of the contract and ending with the start of the performance period of the base year.

During the transition period, the contractor shall not provide yet the building maintenance services as described in Section C. The transition period shall be used to receive security clearance of contractor personnel and to prepare for the start of the performance period to ensure a smooth transition from the incumbent building maintenance provider to the awardee of this

The contractor shall include the price of the transition period as a separate line item in their price proposal (See B.4.d).

B.3.7 Value Added Tax.

VALUE ADDED TAX (VAT). The U.S. Embassy is exempt from Japanese consumption taxes;

therefore, such taxes shall not be included in the price nor charged on invoices. After receipt of the Contractor’s invoice, the Government will provide the Contractor with a signed Certificate of

Tax Exemption Purchase for Foreign Establishments.

(For non-Designated Stores, please visit the following link for registration:

http://www.nta.go.jp/tetsuzuki/shinsei/annai/shohi/annai/23120184.htm

B.3.8 Defense Base Act (DBA) Insurance

B.3.8.1 DBA insurance is required for all United States citizens or residents and individuals hired in the United States, regardless of citizenship for any construction and services for U. S. overseas contracts over US$10,000.00. Only the countries listed currently on the

Department of Labor’s (DOL) Active DBA Waivers are not required to have DBA insurance for

Host Country Nationals (HCNs) and Third Country Nationals (TCNs) working overseas. (See website for country waivers: https://www.dol.gov/owcp/dlhwc/dbawaivers/dbawaivers.htm).

B.3.8.2 The DBA insurance may be obtained from any authorized DBA insurance broker, see Sub-Section I.12, FAR 52.228-3 WORKER’S COMPENSATION INSURANCE

(DEFENSE BASE ACT) (APR 1984). New DBA insurances policies can be purchased directly from any DOL (Department of Labor) approved insurance carrier. A list of DOL approved carriers may be found at http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

http://www.nta.go.jp/tetsuzuki/shinsei/annai/shohi/annai/23120184.htm https://www.dol.gov/owcp/dlhwc/dbawaivers/dbawaivers.htm http://www.dol.gov/owcp/dlhwc/lscarrier.htm

Page | 10

B.3.8.3 The Contractor will be reimbursed for DBA only to the extent the contractor provides documentary proof that DBA has been paid and only to the extent quoted in Sub-

Sections B.4 – B.10 below.

NOTE: There is a current a DBA insurance waiver for Host Country Nationals (HCNs) and

Third Country Nationals (TCNs) for U.S. Embassy/Consulate in Japan for contracts until March

29, 2026.

B.4 BASE YEAR PRICES

a. Scheduled Maintenance Services. The fixed-price for the first year for scheduled maintenance services as defined in C.1.3.1. is:

(1) Consular Office Building and CAC:

____________/month x 12 = ______________/year

(2) Mansfield Residences - AE, AW, BE & BW:

Total price Scheduled Maintenance Services Base Year: ______________/year

b. Unscheduled Maintenance Services. The fixed unit prices for Unscheduled Services during normal working hours as defined in C.1.3.1. is:

(for evaluation purposes only)

Labor Category Estimated Hours x Hourly Rate = Estimated Total

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 __________/hour ____________

HVAC Technician 20 __________/hour ____________

Plumber 20 __________/hour ____________

Carpenter 20 __________/hour ____________

Painter 20 __________/hour ____________

Estimated Grand Total Unscheduled _____________

Maintenance Services

Materials/Equipment Not to Exceed

c. Emergency Services. For overtime work or emergencies occurring on other than a normal work day or hours the following rates shall apply:

(for evaluation purposes only)

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Labor Category Estimated Hours x Hourly Rate = Estimated Total

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 __________/hour ____________

HVAC Technician 20 __________/hour ____________

Plumber 20 __________/hour ____________

Estimated Grand Total Emergency Services _____________

d. Transition Period (see B.3.6)

Transition period 1 lot: _____________

e. Contract Price. The total ceiling price for the Base Year is:

(1) Scheduled Maintenance Services [B.4.a]: _____________

(2) Unscheduled Services [B.4.b]: _____________

(3) Emergency Services [B.4.c]: _____________

(4) Transition Period [B.4.d] _____________

Total Ceiling Price Base Year: _____________

DBA Insurance (if applicable) _____________

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B.5 FIRST OPTION YEAR PRICES

Total price Scheduled Maintenance Services First Option Year: ______________/year

(for evaluation purposes only)

Labor Category Estimated Hours x Hourly Rate = Estimated Total

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 __________/hour ____________

HVAC Technician 20 __________/hour ____________

Plumber 20 __________/hour ____________

Maintenance Services First Option Year

Page | 13

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 _________/hour ____________

HVAC Technician 20 __________/hour ____________

Plumber 20 __________/hour ____________

First Option Year

d. Contract Price. The total ceiling price for the First Year is:

(1) Scheduled Maintenance Services [B.5.a]: _____________

(2) Unscheduled Services [B.5.b]: _____________

(3) Emergency Services [B.5.c] _____________

Total Ceiling Price First Option Year: _____________

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B.6 SECOND OPTION YEAR PRICES

Total price Scheduled Maintenance Services Second Option Year: ______________/year

(for evaluation purposes only)

Labor Category Estimated Hours x Hourly Rate = Estimated Total

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 __________/hour ____________

HVAC Technician 20 __________/hour ____________

Plumber 20 __________/hour ____________

Estimated Grand Total Unscheduled ___________

Maintenance Services Second Option Year

Page | 15

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 __________/hour ____________

HVAC Technician 20 __________/hour ____________

Plumber 20 __________/hour ____________

Second Option Year

d. Contract Price. The total ceiling price for the Second Year is:

(1) Scheduled Maintenance Services [B.6.a]: _____________

(2) Unscheduled Services [B.6.b]: _____________

(3) Emergency Services [B.6.c] _____________

Total Ceiling Price Second Option Year: _____________

Page | 16

B.7 THIRD OPTION YEAR PRICES

Total price Scheduled Maintenance Services Third Option Year: ______________/year

(for evaluation purposes only)

Labor Category Estimated Hours x Hourly Rate = Estimated Total

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 __________/hour ____________

HVAC Technician 20 __________/hour ___________

Plumber 20 __________/hour ____________

Maintenance Services Third Option Year

Page | 17

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 __________/hour ____________

HVAC Technician 20 __________/hour ____________

Plumber 20 __________/hour ____________

Third Option Year

d. Contract Price. The total ceiling price for the Third Year is:

(1) Scheduled Maintenance Services [B.7.a]: _____________

(2) Unscheduled Services [B.7.b]: _____________

(3) Emergency Services [B.7.c] _____________

Total Ceiling Price Third Option Year: _____________

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B.8 FOURTH OPTION YEAR PRICES

Total price Scheduled Maintenance Services Fourth Option Year: ______________/year

(for evaluation purposes only)

Labor Category Estimated Hours x Hourly Rate = Estimated Total

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 __________/hour ____________

HVAC Technician 20 __________/hour ____________

Plumber 20 __________/hour ____________

Maintenance Services Fourth Option Year

Page | 19

Maintenance

Engineer 20 __________/hour ____________

Electrician 20 __________/hour ____________

HVAC Technician 20 __________/hour ____________

Plumber 20 __________/hour ____________

Fourth Option Year

d. Contract Price. The total ceiling price for the Fourth Year is:

(1) Scheduled Maintenance Services [B.8.a]: _____________

(2) Unscheduled Services [B.8.b]: _____________

(3) Emergency Services [B.8.c] _____________

Total Ceiling Price Fourth Option Year: _____________

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B.9 CONTRACT PRICING OVERVIEW

B.9.1 Offerors shall insert the unit prices (fixed) into the pricing schedule above and the provided Attachment J.2.1 - Price Proposal Breakdown. A summary of estimated totals for this indefinite delivery indefinite quantity contract are of shown below.

Base Year Total: _______________

First Option Year Total: _______________

Second Option Year Total: _______________

Third Option Year Total: _______________

Fourth Option Year Total: _______________

DBA (if applicable) Base + Option Years _______________

GRAND TOTAL: _______________

B.10 CURRENCY OF OFFER

Currency of the offer is (offerors please complete) ___________________.

B.11 CALCULATION OF ANNUAL ESTIMATES

For the purpose of calculating annual estimated totals only, the US Government shall add all prices of all options offered in the pricing schedule above (Sub-Sections B.4 – B.10) and

Attachment J.2.1

END OF SECTION B

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SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1 General

The U.S. Consulate Fukuoka requires a building maintenance service Contractor to perform both scheduled and unscheduled work orders on US Government owned properties. The Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required in this contract. The Contractor shall designate an English speaking representative

(project manager) who shall be on-site, supervise the Contractor's workforce and be the

Contractor's liaison with the U.S. Government’s Contrating Officer’s Representative (COR).

The designated person shall be located on-site in an location designated by the Contracting

Officer’s Representative during normal Consulate working hours and shall have supervision as his/her sole function during the times s/he is on duty. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Specific services are described in detail below.

The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Specific services are described in detail below.

NOTE: The contractor must follow the latest local/Embassy COVID-19 guidance.

C.1.2 Personnel / Qualifications

The Contractor shall be responsible for providing qualified technicians with relevant experience.

Relevant experience is defined as more than three (3) years of relevant experience and meet the minimum requirements establed below to perform maintenance services in accordance with this

The following license or qualifications are required for daily Operation and Maintenance Staff:

a. Boiler Operator.

License for Boiler Operation (Boiler Gishi). The Boiler Operator shall be qualified and knowledgeable of the boilers and its heating plant system.

b. HVAC Mechanic / Technician.

Manufacturer’s training certificate, certifying advanced training in Chiller and HVAC operation, maintenance and repair or at a minimum hold License for 3rd Class Refrigeration Machine

Manager (Dai 3 Shu Reito Kikai Sekininnsha). The Technician shall be qualified and knowledgeable of the entire HVAC System.

c. Electrician and Electrical Engineer.

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Requirements for Electrician - License of Electrician (Denki Kouji-Shi Class 1) The electrician shall be capable of performing various electrical work, including but not limited to, conduit piping work, hard wiring work, adding an outlet receptacle, replacing the electrical panels, etc.

Requirements for Electrical Engineer – License for Type 3 Electrical Inspection Engineer

(Denken 3 Shu Denki Shunin-Gijutsusha). The Electrical Engineer shall be qualified and knowledgeable of the high tension transformers, distribution panels and equipments and oversee the power supply systems.

d. Plumber.

License of Plumber (Haikan Ginou-Shi) The Plumber shall be capable of working on various pipe sizes, including underground/above ground pipe and drainage system (including minor excavation and backfill), cold water supply piping, hot supply water piping, chilled and hot water

HVAC piping, sewage and wastewater piping, etc… The Plumber or other tradesmen must hold a License for Dangerous Substance Handler (Kikenbutsu Toriatsukaisha Otsu-Shu 4 Rui). The

Light Oil manager shall manage the Supply/Delivery of Light Oil and quantity of the

Underground Fuel Tank.

Additional Non-regular Operational Requirements

- Physically attend fuel oil deliveries, and carry out the following functions:

o Check, monthly, the descriptions and quantities of fuel oil shown on the delivery slips against the relevant ordering documents;

o Ensure that fuel oil is delivered into storage tanks as designated by the COR;

o Check fuel oil in the storage tanks every other week for contamination with water and, if found, drain the water off;

o After the delivery of the fuel oil, secure the inlet caps and covers and clean up any spilled fuel; and o Maintain records of receipt and consumption of fuel oil on a continuous basis;

submit estimate for future requirements to the COR at least two months in advance of the delivery date.

C.1.3 Definitions

“GMMS” means Global Maintenance Management System and is computerized work order system.

"CMP" is a comprehensive maintenance plan

“UWO” means unscheduled work order and is a work request generated in GMMS to conduct a minor maintenance or repair

"Daily" means 5 days per week, each on a non-holiday workday.

"CGR" means the official residence of the Consul General-Principal Officer.

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"Emergency Services" are task orders which require immediate attention. May involve working other than normal work day or hour as defined in F.4. Contractor required to respond to call within 8 hours and take action to minimize emergency situation.

"COB" means Consulate Office Building.

"Execution Plan" is submitted by the Contractor and defines the methods and disciplines used to create and carry out a maintenance plan for all facilities listed in this contract.

"General Instructions" mean those instructions, directives and guidelines that apply to all employee maintenance personnel.

"HVAC" means Heating Ventilating Air Conditioning.

“Make Readies” are considered unscheduled preventative maintenance and repair. And are the preparation of office area / residences for the arrival of new employees.

“PMI” means Preventive Maintenance Inspection

“Routine Maintenance and Repair” includes the preservation in a sound state of real property and might include day-to-day electrical and plumbing work, and the purchase of maintenance stock.

“Scheduled Maintenance Services” includes all routine maintenance functions identified in the

Comprehensive Maintenance Plan or Facility Maintenance Plan, for Post systems and equipment.

"Unscheduled Maintenance and Repair Services" includes minor maintenance and repair services which are not identified in the Comprehensive Maintenance Plan or Facility Maintenance Plan.

C.1.3.1 The Contractor shall create and provide a Executive Plan (Maintenace and Repair Plan) in accordanace with the Manufacturer’s Recommendations in Exhibit J.1.1 to carry out the maintenance, in supplement to scheduled and unscheduled work orders from GMMS. These duties and responsibilities are described in Subsection C.1.5. The Contractor shall provide a draft of the Executive Plan (Maintenance and Repair Plan) to the COR for review 10 days after contract award.

C.1.4 Location, Kinds of Service and Personnel

A sample listing of locations, kinds of services, and personnel by category, is provided in

Attachment J.1.1. (Asset List/PMI Schedule). A sample of an unscheduled order is described in

Attachment J.1.2 and is for illustration only and will not necessarily be identical to services provided under this contract.

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C.1.5 Duties and Responsibilities

Work included in the fixed price shall include:

- Scheduled preventative maintenance work-orders (PMI) which will be based on

Manufacturer’s recommendations for the equipment listed in Exhibit J.1.1, and computer maintenance management generated work orders (GMMS) to be submitted to the contractor weekly from government computer maintenance management system. There are three types of work orders which will be generated for the contractor to address.

Preventative maintenance, standing work orders and unscheduled work orders.

- Preventative maintenance work orders are in addition to / complementary to the

Contractor’s maintenance plan for mechanical equipment and consists primarily of inspection, cleaning, lubrication, adjustment, calibration, and minor parts and components replacement (e.g. filters, belts, hoses, fluids, oil and grease) as required to minimize malfunction, breakdown, and deterioration of equipment and systems; and the identification of and/or performance of any repairs required to bring the equipment and systems; and the identification of and/or performance of any repairs required to bring the equipment up to the manufacturer’s operating standards. The Contractor shall complete all repair requirements identified during the period of a preventative maintenance inspection at no cost to the U.S. Government.

As part of preventative maintenance inspection, Contractor shall perform equipment inspections to the principal electrical and mechanical equipment and systems to ensure proper operation in accordance with manufacturer recommendations and GMMS at minimum, 3 days a week. Dates and timing of the work to be preapproved by COR.

- Standing work orders, are work orders which appear in regular intervals for preventative maintenance, as identified by the US Government. For the purposes of this contract they are to be treated in the same manner as preventative maintenance work orders.

- Unscheduled work orders (UWO) o (1) Routine work orders: Which shall be classified as routine when the work does not qualify as an emergency requirement. Examples of routine work orders include inoperative electrical switches or outlets, dripping faucets, cracked or broken small panes of glass or floor tile, repairs to mechanical or food service equipment, sign fabrication, painting and key making. All routine work orders shall be completed within five working days.

o (2) Emergency work orders: defined as maintenance problems that are life threatening and/or could cause immediate danger or damage to property or threaten to disrupt U.S. government operations. For example, burst water pipes, broken gas lines, or dangerously malfunctioning appliance that could result in electrical shock, roof leaks, fire or explosion are considered emergencies.

If a maintenance and repair (M&R) service requirement is of an emergency nature

(requiring immediate response), a verbal request shall be accepted and service

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Minor / Major repairs

➢ Contractor is expected to address minor unforeseen or unscheduled work order

(UWO) repairs as part of this contract. Minor repairs are defined as any individual unit or incident of repair or replacement with a total estimated cost of labor less than $2,000 (or its equivalent).

➢ Major repairs are not included in the scope of this contract. Major repairs are defined as any individual unit or incident of repair or replacement with a total estimated cost (labor only) exceeding $10000 (or its equivalent). Major repair shall be accomplished by separate contract.

➢ For major repairs, work may be accomplished by separate contract. This exclusion does not apply if the repair is required to correct damage caused by the contractor’s negligence.

➢ Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR and the Tokyo Facility Management Office, and efforts shall be made to minimize such trouble or damage until proper corrective action can be taken. Damage or situations caused by the contractor’s negligence are the responsibility of the contractor, and will be rectified at no cost to the US Government.

Major repairs, clause for work with work may be enacted as needed, but does not preclude the Government from procuring major and specialized repairs, from another vendor / contractor independent of this contract. Replacement, Modernization, and

Renovation. During the term of the contract, the U.S. Government will replace, renovate, or improve equipment, systems, facilities, components, and fixtures at the U.S.

Government’s expense and by means not associated with this contract. All replaced, improved, updated, modernized, or renovated equipment, fixtures, facilities, components, and systems shall be maintained, operated, and/or repaired by the Contractor at no additional cost to the U.S. Government unless such changes result in an increase or decrease in contract requirements. Changes, replacements, or deletions which result in an increase or decrease in contract requirements will result in adjustments to the contract price in accordance with the FAR 52.243.1 Changes-Fixed Price clause in Section I:

Contract Clauses.

➢ Equipment under Manufacturer’s or Installer’s Warranty. Equipment, components, and parts, other than those installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR so that necessary action shall be taken. The Contractor shall be

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Admission to Consul General Buildings Premises

The Consul General Building premises are divide into three classes of areas as follows:

1. Controlled Access Area (CAA), requiring escort by cleared American staff;

2. Sensitive areas, requiring escort by official Consulate staff: and

3. All other areas

The COR will indicate areas designated as CAA and sensitive within 10 days after contract award. Security shall be emphasized. In areas so specified, escorts are required and entry is allowed only during scheduled times. The Contractor and its employees shall become acquainted with and obey all security requirements so that a security violation does not occur. The COR shall provide the Contractor and its personnel with a briefing of security regulations during the first month after contract award. The Contractor shall request for security clearance and obtain an ID Badge. The application forms shall go through the COR for verification and the Regional

Security Office will issue the Contractor's Yellow ID Badge if all security clearance are met.

C.1.5.1 Outline of Electrical/HVAC/Plumbing/Other Mechanical Services to be

Performed: (ALL PROPERTIES)

The selected Contractor will be expected to perform the services outlined below through the use of qualified technical staff. Credentials of technicians to be submitted from review and acceptance prior to starting work. Services to be performed as part of scheduled maintenance to include:

C.1.5.1.1 Electrical

(1) Monitoring the operating condition of all systems and equipment in the central station, substations and machine rooms during the defined work hours.

Contractor shall develop and submit for approval, and enact maintenance checks and plan to ensure mechanical equipment in being maintained in accordance with manufacturer recommendations to ensure proper performance.

(2) Replacing circuit breakers and/or fuses, materials.

(3) The Contractor shall complete insulation tests, adjust relays, reset circuit breakers, and clean contact surfaces.

(4) The Contractor shall keep records on power consumption as well as operation, maintenance, and repair of major equipment, in a continuous calendar-day series: these records shall remain the property of the U.S. Government and shall be available for inspection by the COR or COR’s designee at any time.

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(5) The Contractor shall perform an annual check (Nenji Tenken) of all aspects of the equipment that receive, transform, or distribute electrical power per the requirements of the “Maintenance and Safety Codes of the Electric Utility

Industry Law” (Denki Jigyo Ho Hoan Kitei). The Contractor shall provide licensed personnel for overseeing the annual check and operations. A check report and recommendations shall be submitted to the COR onsite in US

Consulate Fukuoka and Tokyo Facility Management within three weeks after the check is completed. The power outage shall be scheduled well in advance and shall be performed during transition period of cooling to heating or vice versa.

(6) In an emergency, taking all possible measures to prevent hazards, ensure safety and maintain property. Promptly reporting to the COR, the Power Company

(as required by the Embassy-Power Company Agreement), or to the Local

Guard Force or Designated back-up on duty when the COR or his/her staff are unavailable.

C.1.5.1.2 HVAC System for COB and Residences

(1) Operating the Heating /Ventilation/Air Conditioning (HVAC) Systems and 49 ea Water Cooled PMAC Units according to the pertinent seasonal cooling/heating requirements as prescribed by the COR. In addition, Contractor shall develop and submit for approval, and enact maintenance checks and plan to ensure HVAC equipment is being maintained in accordance with manufacturer recommendations to ensure proper performance.

(2) Providing seasonal (i.e. off-, pre-, and post-season) servicing on the heating and air-conditioning plant equipment.

(3) Making insulation tests, adjusting relays, resetting circuit breakers, cleaning contact surfaces. Check and maintain all the HVAC Controls.

(4) Making minor repairs to the systems and their equipment in accordance with scheduled and unscheduled work orders. Replacement parts shall be supplied at U.S. Government expenses, subject to approval of the COR. The Contractor shall provide the COR with a list of all necessary parts after each inspection.

(5) Keeping records on power consumption and operation / maintenance / repair of major equipment, as defined by Post, on a daily basis, in a continuous calendar-day series: these records shall remain the property of the Government and be available for inspection by the COR or his staff at any time.

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(6) Inspecting all pumps and compressors for abnormal temperature, vibration, noise, and other trouble symptoms, and adjust and perform maintenance as necessary.

(7) Inspecting Y-Strainers for the HVAC System and clean quarterly. Inspecting valves for restriction, leaks and other trouble symptoms, and adjust and perform maintenance as necessary.

(8) Performing periodic cleaning, washing and/or replacing of all air filters four times a year for all air-conditioning units listed in the Exhibit J.1.1 air handling and fan coil units/indoor units at all properties. The terms "cleaning" means

"dusting" where unwashable filters are used, "washing", where washable filters are used and "replacing" where unwashable/throwaway filters are used. The

U.S. Government shall furnitush the replacement filters. All indoor unit’s coil and fins (evaporator) and outdoor unit’s coil and fins (condenser) shall bel cleaned annually with appropriate method and chemicals. Fan blades of indoor units shall also be cleaned annually.

(9) Inspecting all HVAC work including pipes, ducts, valves, dampers, fittings, waste water and sewer lines, traps, catch basins, toilet fixtures, down-spouts, and gutters for clogging and loose joints, restrictions, leaks, and other faulty conditions; providing routine servicing such as retightening, caulking, lubricating, and performing first echelon maintenance. All supplies and equipment (except ordinary tools such as screwdrivers, wrenches, etc.) needed for the repairs shall be furnished by the Government, subject to the approval of the COR.

(10) The Heating Boiler shall be overhauled once a year.

(11) The Cooling tower whall be maintained per manufacturer's guidance. Perform periodic maintenance before and after the air conditioning operation and check the spray water condition.

C.1.5.1.3 Plumbing

(1) Inspecting all plumbing work including pipes, valves, dampers, fittings, vent pipes, pressure reducing valves, booster pumps, pond water circulation pump, waste water and sewer lines, traps, catch basins, toilet fixtures, down-spouts, and gutters for clogging and loose joints, restrictions, leaks, and other faulty conditions; providing routine servicing such as retightening, caulking, lubricating, and performing first echelon maintenance.

All supplies and equipment (except ordinary tools such as screwdrivers, wrenches, etc.)

needed for the repairs shall be furnished by the Government, subject to the approval of the COR. In addition, Contractor shall develop and submit for approval, and enact maintenance checks and plan to ensure plumbing equipment is being maintained in accordance with manufacturer recommendations to ensure proper performance.

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(2) Inspecting domestic hot water heaters, water server/drinking fountains and servicing to maintain in good and proper working order.

(3) The Contractor shall inspect sewage manholes monthly to make sure there is no clogging. The Contractor shall clean and maintain as necessary, and immediately upon discovering any clogging.

(4) The Contractor shall inspect roof drainage systems on all roofs and canopies for the COB, CAC and four Government owned Residences at minimum quarterly to make sure there is no clogging by dead leaves or other sorts of refuse inside or around the drain pits. To maintain waterproofing in good condition, the

Contractor shall also perform weeding work or spray weed killer on these roofs at minimum quarterly. When working on a roof, the Contractor shall be sure to use anti-fall equipment to prevent fall hazards. The anti-fall barriers are provided by the U.S. Government. It is the Contractor’s responsibility to inspect conditions of the barriers before use. If any defects are discovered on them, the Contractor shall refrain from using these barriers and propose alternative measures to prevent fall hazard. The U.S. Government shall not be liable to any injury or accident caused upon the Contractor by their use of the

U.S. Government-owned anti-fall equipment.

(5) Maintaining continuous records / log of water consumption for inspection by the COR or his/her staff at any time; such records to remain the property of the

Government.

C.1.5.1.4 Other Mechanical

(1) Inspecting all fire extinguishers and fire extinguishing systems smoke and heat detectors in all communal areas once a month for proper operation and reporting the results to the COR. The date of each inspection shall be stamped on the tag attached to each piece of equipment. The Contractor shall perform

Fire Alarm System maintenance and inspection once a year by a licensed contractor.

(2) The Contractor shall maintain and test-operate all hydraulic power units, including monitoring operation, conducting periodic inspection, and conducting repairs such as, but not limited to, replacing worn or damaged hydraulic lines, replacing and cleaning leaked fluids, replacing pumps or nonfunctional electrical components. All parts shall be furnished by the U.S.

Government.

(3) The Contractor shall maintain and test-operate the sliding gate system, including monitoring operation, conducting periodic inspections, and conducting repairs necessary to keep the gate functional (i.e. replacement of drive units, etc.). All parts shall be furnished by the U.S. Government.

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(4) The Contractor shall inspect the safety motion sensors and perform maintenance as recommended by the manufacturer for five roll-up garage doors to ensure their safe and normal operation.

(5) The Contractor shall clean and disinfect the water storage tanks (COB: 12m³ & residence 2m³) once a year per local regulation. After the cleaning and disinfection, the contractor shall perform water quality test/analysis and submit report.

(6) The Contractor shall check and maintain the fuel (UST) underground storage tank, its oil gear pumps and its fuel metering system.

C.1.5.2 Electrical/Mechanical Installations to be Operated and Maintained

See Exhibit J.1.1 for a representative sampling of the systems and equipment to be operated and maintained. Exhibit J.1.4 and J.1.2 is a representative sampling of scheduled and unscheduled work orders from GMMS.

C.1.5.3 Miscellaneous Maintenance and Repair Services

The Contractor shall provide day-to-day maintenance and repair services for all Government-owned/long term leased properties, systems, equipment as directed by the COR.

As new staff arrive every 2 to 3 years, “Make-readies”- will be required and is defined as a miscellaneous maintenance and repair service.