Attachment 2.1 - Schedule and Contract Clauses (Amendment 0001).pdf

SOLICITATION 19GE5026Q0008

AMENDMENT 0001

BUILDING MAINTENANCE SERVICES

ADDENDUM TO SF-1449 – ATTACHMENT 2.1: SCHEDULE & CONTRACT CLAUSES

TABLE OF CONTENTS

SECTION I – SCHEDULE

A. GENERAL

B. PRICING TERMS

B.1 MAINTENANCE SERVICES AND PRICING STRUCTURE

B.2 VALUE ADDED TAX (VAT)

B.3 DEFENSE BASE ACT (DBA) INSURANCE

B.4 JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010

NOTICE

C. STATEMENT OF WORK (SOW)

C.1 INTRODUCTION

C.2 PERFORMANCE LOCATIONS / FACILITIES

C.3 TECHNICAL REQUIREMENTS

C.4 SPECIFIC PMI SERVICES FOR BUILDING FACILITIES

C.5 ADDITIONAL RRQUIREMENTS FOR JLTC YOKOHAMA RESIDENCE AND

SCHOOL

C.6 CONTRACTOR CONTROL OF HAZARDOUS MATERIALS (HM)

C.7 WORKLOAD ASSUMPTION

C.8 MANAGEMENT

C.9 SUPERVISION AND PERSONNEL

C.10 GOVERNMENT-FURNISHED FACILITIES, EQUIPMENT, MATERIALS, AND

UTILITIES

C.11 PACKAGING AND MARKING

C.12 PERMITS AND LICENSING

C.13 DEFINITIONS

D. CONTRACT ADMINISTATIVE REQUIREMENTS AND PROCEDURES

D.1 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

D.2 DELIVERABLES

D.3 LAWS AND REGULATIONS

D.4 INVOICES, REVIEW AND PAYMENT

D.5 TAX-EXEMPT NUMBER

19GE5026Q0008

D.6 CHANGES IN OWNERSHIP

D.7 CHOICE OF LAW

D.8 CONTRACT ADMINISTRATION DATA

D.9 LIST OF ATTACHMENTS

SECTION II – CONTRACT CLAUSES

SECTION I – SCHEDULE

A. GENERAL

A.1 Purpose: The purpose of this Blanket Purchase Agreement (BPA) is to establish a ordering vehicle for the provision of building maintenance services at U.S. Government-owned and long-term leased facilities in Japan, including the U.S. Embassy Tokyo, residential compounds, and associated facilities, as identified in the Statement of Work (SOW) and its attachments.

A.2 BPA Structure and Period of Performance: The Government anticipates establishing a single-award BPA with a 60-month term, consisting of five (5) individual ordering periods, within which firm-fixed-price BPA calls may be issued. Each BPA call will identify the applicable ordering period and will define the specific scope of services, performance requirements, deliverables, and any other call-level terms.

A.3 BPA Ordering Limitations: This BPA does not obligate the Government to purchase any minimum quantity of services. The U.S. Government may issue BPA calls against this BPA as requirements arise and funding becomes available. Each individual call placed under this BPA shall not exceed USD 1,500,000.00, or the equivalent amount in local currency at the time of order issuance. All services shall be performed only upon issuance of an authorized call by the Contracting Officer.

A.4 Insurance and Liability: The Contractor shall maintain general liability insurance and shall name the United States of America as an additional insured. Insurance coverage and limits shall be as required by law or consistent with normal and customary practice at the place of performance. The

Government shall not be responsible for personal injury or property damage arising from the

Contractor’s performance, including damage to Government property in the Contractor’s custody or to the Contractor’s property or personnel. The Contractor shall indemnify and hold the Government harmless from all such claims, except to the extent caused by the Government’s gross negligence.

Evidence of required general liability insurance shall be submitted within 15 calendar days after award.

A.5 Acquisition Method: This is a commercial acquisition as defined in Federal Acquisition

Regulation (FAR) 2.101, Definitions, and as described in FAR part 12, Acquisition of Commercial

Products and Commercial Services.

B. PRICING TERMS

Pricing shall be firm-fixed-price (FFP) and shall include all costs necessary for full performance of the required services, including labor, materials, supplies, equipment, overhead, profit, insurance, and transportation. No additional compensation will be provided for cost escalation, estimating errors, performance challenges, or currency exchange rate fluctuations. Price or schedule adjustments will be considered only for changes or delays directed by the Government. Any cost not separately priced shall be deemed included in the FFP amount as overhead or other indirect costs.

Prices established under this BPA shall be stated in a fixed currency and are not subject to adjustment by

BPA modification.

B.1 MAINTENANCE SERVICES AND PRICING STRUCTURE

(a) Monthly Comprehensive Building Operations and Maintenance Services (CLIN 0001): The

Contractor provides for the full performance of all recurring, scheduled, monitoring, inspection, management, and emergency response services required by Section C of this BPA for all facilities identified in Section C.2.

The monthly fixed price shall include, at a minimum:

• Continuous 24-hour monitoring and system operations, including control room operations and required shift coverage.

• Preventive Maintenance Inspections (PMIs), scheduled work orders, inspections, testing, calibration, and seasonal maintenance services required under Sections C.3, C.4, and C.5.

• Supervision, management, coordination, planning, scheduling, and quality control services required under Section C.7.

• All reporting requirements, logs, documentation, and deliverables required under Sections C and

D.

• Emergency response capability, including 24/7 dispatch, on-site response within required timeframes, operator-level stabilization actions, documentation, and coordination with third-party service providers as required under Section C.3.5.

• Seasonal and special operational tasks identified in Section C.3.7, including snow and ice removal, typhoon preparation, fuel oil delivery oversight, seasonal HVAC changeover, and vacant unit inspections.

• All labor, supervision, management personnel, licensed technicians, tools, diagnostic equipment, transportation, overhead, profit, and all incidental costs necessary to perform the services described in Section C.

The fixed monthly price under CLIN 0001 shall include all recurring services and predictable workload requirements described in the SOW, regardless of actual monthly variations in workload volume, except for work expressly excluded below.

Exclusions from CLIN 0001

The following are expressly excluded from CLIN 0001:

• Routine Unscheduled Work Orders as defined in Section C.3.3 and priced under CLIN 0002.

• Major Repairs, defined as any single discrete repair task exceeding forty (40) cumulative labor hours, as described in Section C.7.6(b).

• Manufacturer-level overhauls, critical system replacements, or services specifically identified in the SOW as excluded from this BPA

No additional compensation shall be provided for increases in workload volume within the assumptions identified in Section C.3.6

(b) Unscheduled Work Order Services (CLIN 0002): The Contractor provides for performance of

Routine Unscheduled Work Orders as defined in Section C.3.3.

The unit price shall apply to each discrete repair task and shall include:

• All labor required to perform the repair, not to exceed forty (40) cumulative labor hours per discrete repair task.

• Job preparation, mobilization, documentation, supervision, testing, system restoration, and closeout in GMMS.

• Minor consumables and bin materials customarily incidental to routine repair work.

The unit price shall not include:

• Parts, major components, or materials furnished by the Government under Section C.10.3.

• Repair tasks exceeding 40 cumulative labor hours, which shall be procured separately in accordance with Section C.7.6(b).

The Contractor shall not commence corrective work exceeding the forty-hour threshold without written authorization from the Contracting Officer.

B.2 VALUE ADDED TAX (VAT)

The U.S. Embassy Tokyo is exempt from Japanese consumption tax. Accordingly, such taxes shall not be included in contract prices and shall not be charged on invoices.

Upon receipt of a proper invoice, the Government will provide the Contractor with a signed Certificate of Tax Exemption Purchase for Foreign Establishments, as applicable.

For purchases from non-designated stores, registration guidance is available at:

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

B.3 DEFENSE BASE ACT (DBA) INSURANCE

Defense Base Act (DBA) insurance is required in accordance with FAR 52.228-3 and 52.228-4 contained in Section II, Contract Clauses. DBA coverage for Host Country Nationals (HCNs) and Third

Country Nationals (TCNs) is required unless waived by the U.S. Department of Labor (DOL).

Japan is listed on the DOL Active DBA Waiver list and therefore DBA insurance HCNs and TCNs, performing under this contract is not required. However, DBA Insurance for U.S. citizens and individuals hired in the United States (regardless of citizenship) performing under this contract is required. Proof of DBA coverage shall be submitted within 15 days after award.

DBA insurance costs shall be reimbursed only to the extent separately priced in the applicable CLINs and upon submission of proof of payment.

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

B.4 JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010

NOTICE

In accordance with the James Zadroga 9/11 Victims Health and Compensation Act of 2010, payments made under this procurement may be subject to a 2% excise tax under 26 U.S.C. 5000C, unless a waiver or exception applies.

C. STATEMENT OF WORK (SOW)

C.1 INTRODUCTION

The U.S. Embassy Tokyo requires building maintenance services for U.S. Government-owned and long-term leased facilities in Japan. Services include day-to-day operations, daily monitoring of building systems, routine preventive maintenance inspections (PMIs), and response to unscheduled corrective maintenance and repair (M&R) work orders. The Contractor shall furnish qualified management, supervision, skilled trades personnel, and subcontractors, as necessary, to perform services in accordance with this BPA and its attachments.

The Contractor’s responsibilities under this BPA include providing personnel, supervision, management oversight, and the performance of all operations, maintenance, and repair services described in this

Statement of Work. The U.S. Government shall furnish all equipment identified in Attachment 1.2, as well as all tools, consumables, expendable materials, replacement parts, and specialty equipment required for the Contractor’s day-to-day operator-level maintenance activities and routine PMIs. These

Government-furnished items fully support the work performed by the Contractor’s in-house personnel.

The Contractor shall submit requisitions for Government-furnished materials (GFM) in accordance with

Section C.10.3. All other tools, specialty tools, diagnostic instruments, and trade-specific equipment required solely for subcontracted factory-level or manufacturer-required services and not expressly identified as Government-furnished shall be provided by the Contractor or its subcontractors, unless otherwise directed in writing by the Contracting Officer’s Representative (COR).

Subcontractors performing specialized or factory-level PMIs, inspections, troubleshooting, system servicing, or corrective repair of critical systems shall provide their own specialty tools, diagnostic equipment, and trade-specific instruments necessary to perform their work. The U.S. Government shall furnish all materials, expendable supplies, and replacement parts required for such subcontracted work.

The Contractor shall not perform work outside the scope of this BPA without prior written authorization from the Contracting Officer. Requirements excluded from this BPA will be addressed through separate contractual instruments.

C.2 PERFORMANCE LOCATIONS / FACILITIES

(a) Locations: Services shall be performed at the following U.S. Government-owned and long-term leased facilities in Japan:

1. Chancery: 1-10-5 Akasaka, Minato-ku, Tokyo 107-8420. The Chancery is the main Embassy building.

2. Chief of Mission Residence (CMR): Adjacent to the Chancery

3. Deputy Chief of Mission Residence (DCMR): 1-banchi, Azabu Nagasaka-cho, Minato-ku, Tokyo 106-0043

4. U.S. Embassy Apartment Compound (Mitsui Housing Compound): 2-1-1 Roppongi, Minato-ku, Tokyo 106-0032. The Mitsui Housing Compound includes residential, operational, and common-use facilities, including but not limited to:

• Perry Tower, Harris Tower, and MacArthur Tower, which are high-rise housing buildings;

• Mitsui Townhouse and Temple Townhouse, which are townhouse housing buildings;

• Marine Security Guard (MSG) Quarters;

• Water Receiving Station;

• Multi-Purpose Building (Daly Hall);

• Swimming Pool;

• Game Room (Community Center);

• Arcade and Maintenance Hallway (Workshop);

• Recreational Facility;

• Local Guard Booths;

• Preschools;

• Commissary Store and Storage areas; and

• Other associated support facilities within the compound boundaries from Perry Tower through Arcade/Old Grew Basement.

5. Japanese Language Training Center (JLTC), U.S. Embassy: Language school building and

School Director’s residence, located at 152-3 Yamate-cho, Naka-ku, Yokohama 231-0862.

(c) Utility Interruptions: The Contractor shall notify the COR in writing and obtain prior approval before interrupting any utility services.

C.3 TECHNICAL REQUIREMENTS

C.3.1 GENERAL REQUIREMENTS

(a) The Contractor shall provide O&M and M&R services for facilities, systems, and equipment identified in this BPA and its attachments.

(b) The Contractor shall furnish qualified technical personnel. Personnel operating or maintaining systems shall hold required licenses and certifications in accordance with applicable Japanese laws and regulations. The Contractor shall submit copies of required licenses and training certifications to the

COR and maintain them current throughout the period of performance. The Contractor shall immediately notify the COR of any change in licensing status and shall replace unqualified personnel at no additional cost to the U.S. Government.

(c) COR involvement is limited to oversight, review, and approval where specified, and shall not be construed as a prerequisite for performance.

C.3.2 OPERATIONS, MONITORING, AND INSPECTIONS

(a) Daily Operation: The Contractor shall operate and maintain all principal electrical and mechanical systems and equipment within the scope of this BPA, including but not limited to HVAC systems, boilers, electrical distribution systems, water distribution systems, sewage collection systems, storm drainage systems, and other systems identified in this Section and applicable Attachments. All systems shall be operated in a safe, efficient, and economical manner consistent with manufacturer instructions, equipment documentation, and BPA requirements.

(b) Daily Monitoring: The Contractor shall continuously monitor the operating condition of all systems, including equipment located in central plants, substations, and mechanical rooms, on a 24-hour basis. The Contractor shall maintain complete and accurate daily records of utility consumption, including power, water, and fuel, as well as records of operation, maintenance, and repair activities for major equipment. All records shall be Government property and shall be made available to the COR upon request.

Daily monitoring responsibilities shall include, at a minimum, operation and observation of the following systems:

• Building Automation Systems (SAVIC NET20 at the Mitsui Housing Compound, DELTA at the

Chancery, and METASYS at the CMR)

• Fire alarm receiving panels

• Elevator monitoring panels

(c) Daily Inspection: The Contractor shall perform daily inspections and operator-level maintenance of principal systems, including boilers, chillers, HVAC equipment, plumbing systems, emergency generators, substations, and electrical distribution panels, in accordance with GMMS requirements and applicable work orders.

Daily inspections shall include, at a minimum:

• Visual inspections

• Minor adjustments

• Operator-level maintenance actions

The Contractor shall immediately report any deficiencies identified during inspections to the COR.

Corrective actions beyond operator-level scope shall be performed in accordance with applicable work order procedures under this BPA.

(d) Shift Operations: The Contractor shall provide continuous coverage on a 24-hour, 7-day basis, with staffing levels sufficient to support uninterrupted monitoring and operational requirements. Staffing shall be adequate to perform the following functions concurrently:

1. Monitor boiler and HVAC system operations.

2. Monitor fire alarm systems and receive emergency calls in both English and Japanese.

3. Conduct roving inspections of chancery and residential facilities, including visual inspection at least twice per 8 hour shift of HVAC systems, fire alarm panels, power distribution equipment, substations, and pumps at the Chancery, Housing Compound, and CMR.

(e) Personnel Qualifications: Personnel performing daily operations and maintenance shall possess the licenses, certifications, and qualifications required under applicable Japanese law and as specified below:

• Control Room Operator – Demonstrated certification and knowledge of automated control systems and microcomputer-based controls.

• Boiler Operator – Valid Boiler Gishi license.

• HVAC Technician – Manufacturer-issued certification demonstrating advanced training in HVAC and chiller systems. Must hold a First-Class Electrician license.

• Electrician – Valid Denki Kouji Shi license and hold a First-Class Electrician license. All electrical work shall be performed under the oversight of the Electrical Supervisor.

• Plumber – Valid Haikan Ginou Shi license.

These requirements are in addition to those specified in Section C.8.2.

(f) Electrical Supervisor: The Contractor shall designate an Electrical Supervisor holding a valid

Third Class Chief Engineer license in accordance with Japanese law. The Electrical Supervisor shall be present on site during normal operations and available during emergencies.

Responsibilities include, but are not limited to:

• Operation and oversight of power receiving and distribution systems

• Coordination of outages for annual electrical inspections

• Coordination of semiannual generator and Automatic Transfer Switch (ATS) testing

• Coordination of IMAP inspections

• Coordination of maintenance activities requiring planned outages

This requirement supplements the Electrical Supervisor provisions set forth in Section C.8.2(e).

(g) Standard Operating Procedures (SOPs): Within 30 calendar days of BPA award, the

Contractor shall submit SOPs for review and approval by the COR. At a minimum, SOPs shall address:

• Procedures for system operation, monitoring, and shift activities

• Procedures for fuel oil delivery, receipt, inspection, storage, and consumption tracking, including forecasting of future requirements

• Procedures for PMI execution

• Procedures for unscheduled work orders

• Procedures for emergency stabilization

The Contractor shall maintain SOPs in a current and accurate condition throughout the BPA period and shall update them as necessary to reflect changes in systems, equipment, or operational requirements.

C.3.3 UNSCHEDULED WORK ORDERS

Unscheduled Work Orders are maintenance and repair requirements issued through the Global

Maintenance Management System (GMMS). These tasks are generally limited in scope, require no more than 40 total labor hours per repair task, and consist of day-to-day corrective actions necessary to maintain safe, reliable, and functional Embassy facilities.

C.3.3.1 Receipt of Unscheduled Work Orders

(1) During Regular Working Hours: Unscheduled Work Orders shall be issued through GMMS and transmitted to the Contractor via email. Work orders shall be considered received as of the date and time the email is sent. Unless otherwise directed, work shall be performed during regular working hours.

(2) After Regular Working Hours: After normal working hours, the Contractor may receive service requests directly from occupants. The Contractor shall classify each request as either routine or emergency in accordance with Section 3.3.2.

• Routine Requests: Routine requests shall not be performed after hours. The Contractor shall instruct the requestor to submit the request through GMMS during regular working hours.

• Emergency Requests: Emergency conditions shall be responded to immediately. The Contractor shall dispatch qualified personnel and perform only those operator-level actions necessary to stabilize the condition and prevent further damage, hazard, or service interruption.

The Contractor is not required to obtain prior approval from the Contracting Officer or the COR for emergency stabilization actions that do not result in cost to the Government. If emergency response actions are expected to require materials, parts, or services that would result in Government cost, the

Contractor shall notify the Facilities Management Office as soon as practicable to ensure proper coordination and avoid unauthorized commitments.

For all after-hours emergency responses, the Contractor shall prepare and submit a written incident report documenting the condition encountered, actions taken, and any follow-on work required. Follow-on actions shall be processed through the appropriate mechanism, including but not limited to a GMMS work order, PMI adjustment, or other authorized procedure.

C.3.3.2 Work Order Classification

(1) Emergency Work Order: Work orders addressing conditions that pose an immediate risk to life, safety, security, property, or Government operations. Examples include, but are not limited to, burst pipes, gas leaks, electrical hazards, roof leaks, or fire-related conditions.

Emergency work may be initiated based on verbal notification. A corresponding GMMS work order shall be issued by the COR within 3 working days.

(2) Routine Work Order: Work orders addressing non-emergency conditions that do not present immediate risk, including minor repairs such as inoperative switches or outlets, plumbing leaks, minor glazing or tile repairs, mechanical or food service equipment repairs, sign fabrication, painting, and key cutting.

C.3.3.3 Response Requirements

The Contractor shall establish and maintain procedures to receive and respond to Unscheduled Work

Orders via GMMS during normal working hours and via telephone after hours, 24 hours per day, 7 days per week.

All incoming service calls shall be answered within 30 seconds by a bilingual (English and Japanese) individual knowledgeable of the Contractor’s work control procedures and BPA requirements.

(1) Emergency Work Orders: The Contractor shall respond immediately and shall be on site and actively engaged in stabilization within 30 minutes of receipt, or within 2.5 hours for the JLTC

Yokohama location. The Contractor shall stabilize the condition prior to departing the site.

(2) Routine Work Orders: Routine work orders shall be completed within 5 working days of receipt and shall be performed during regular working hours unless otherwise approved. If performance outside normal hours requires premium pay, prior approval from the COR and completion of any required procurement actions shall be obtained before work commences.

(3) Work Orders Exceeding 40 Labor Hours: If the Contractor determines that a repair task will exceed 40 labor hours, the Contractor shall submit a written summary of the requirement, including a labor and material estimate, to the COR. The COR will determine whether the requirement will be performed under a separate contracting action.

C.3.3.4 Work Order Completion and Closeout

The Contractor shall complete and submit all work order documentation within 1 working day following completion of the work. Completed work orders shall be submitted to the designated work order clerk via email or physical delivery, as directed.

Each completed work order shall include, at a minimum:

• Description of work performed, including location and affected system or equipment

• List of materials and parts used

• Start and completion dates and times

• Total labor hours expended, by trade

• Name and signature or initials of the responsible technician or supervisor

• Confirmation of system restoration to operational condition

• Identification of apparent cause and any remaining deficiencies requiring follow-on action

C.3.3.5 Historical Data

Historical data regarding the volume and types of Unscheduled Work Orders is provided in Attachment

1.1 for informational purposes only and does not represent a guarantee of future workload.

C.3.3.6 Standard Operating Procedure (SOP)

Within 30 days of BPA award, the Contractor shall submit for COR review and approval a Standard

Operating Procedure (SOP) describing processes for receipt, classification, scheduling, execution, and documentation of Unscheduled Work Orders. The SOP shall remain current and shall be updated as necessary throughout the period of performance.

C.3.4 PERIODIC MAINTENANCE AND INSPECTION (PMI)

C.3.4.1 General Requirements for PMI

(a) Scope: The Contractor shall be responsible for the complete execution of the PMI program, including operator-level inspections, adjustments, servicing, and coordination of factory-level or manufacturer-required maintenance performed by qualified subcontractors. PMIs shall be performed to maintain equipment and systems in proper operating condition and to ensure safe, reliable operation of

Embassy facilities.

(b) Limitations: PMIs are limited to preventive maintenance activities, including inspection, testing, adjustment, lubrication, cleaning, and servicing in accordance with manufacturer recommendations and applicable standards. PMIs shall not include repairs, corrective actions, overhauls, or replacement of components.

However, minor corrective actions and replacement of consumable components that are customarily performed as part of preventive maintenance (e.g., filters, belts, seals) are considered within the scope of

PMI under this BPA.

When deficiencies requiring corrective action are identified during a PMI, the Contractor shall document the condition, recommend corrective actions, and provide associated labor and material estimates in a written deficiency report. The Government will determine the appropriate method of execution for such corrective work in accordance with this BPA.

(c) Frequency: PMIs shall be performed at the intervals specified in Sections C.4 and C.5 and as scheduled through GMMS PMI work orders, including annual, semiannual, biennial, quarterly, monthly, bimonthly, and weekly requirements.

(d) Documentation: Each completed PMI work order shall include, at a minimum:

• Identification of equipment or system serviced

• Description of tasks performed

• Start and completion dates and times

• Labor hours expended, by trade

• Technician name and signature or initials

• Confirmation of system operability

• Identification of deficiencies requiring follow-on action

(e) Deficiencies: Deficiencies identified during PMI that cannot be corrected within the scope of preventive maintenance shall be documented and reported to the COR within 5 working days.

Conditions requiring immediate attention shall be reported without delay.

(f) PMI Work Orders: PMI work orders shall be generated through GMMS, typically at the beginning of each month, and made available for Contractor retrieval within 1 working day of issuance.

The Contractor shall execute all assigned PMI work orders, document completion in GMMS, and report all deficiencies requiring follow-on action.

(g) Equipment and Task Requirements: Equipment categories and PMI task descriptions are provided in Sections C.4, C.5, C.10 and Attachments 1.2 and 1.3. These descriptions establish minimum requirements and do not limit the Contractor’s responsibility to perform all preventive maintenance necessary to ensure proper system operation in accordance with manufacturer recommendations and industry standards.

PMI requirements include, but are not limited to, the following systems:

(1) HVAC Systems: Inspect cooling towers; evaluate water quality, scaling, and corrosion; clean and service towers, strainers, and piping; verify operation of water treatment systems; inspect piping, valves, dampers, insulation, and circulation pumps; and clean strainers in chilled, hot water, and condenser systems at required intervals.

(2) Boiler Systems: Inspect, clean, and adjust burners, pumps, controls, and associated components; inspect circulation pumps, valves, and piping systems; and clean strainers at required intervals.

(3) Electrical Systems: Perform insulation testing, relay adjustments, breaker reset and inspection, and cleaning of contact surfaces. Conduct annual inspections of power receiving, transformation, and distribution systems, including emergency generators, in accordance with applicable Japanese electrical safety regulations.

(4) Plumbing and Drainage Systems: Inspect piping, fixtures, drains, and associated components for leaks, restrictions, and defects; perform cleaning and minor maintenance using

Government-furnished equipment. Major cleaning requiring industrial equipment shall be performed under separate contract.

(5) Fire Alarm and Protection Systems: Inspect fire detection, alarm, suppression, and control systems, including detectors, panels, sprinklers, and pumps, to ensure proper operation.

(6) Domestic Hot and Cold Water Systems: Inspect piping, valves, fittings, and pumps; verify system performance and identify deficiencies.

(7) Appliances and Equipment: Perform operator-level inspections and maintenance as specified in Section C.4.

(8) Emergency Generators: Inspect and maintain generator systems, including controls and safety devices. Perform monthly no-load operational testing and annual load testing in accordance with specified requirements.

(9) Building Automation Systems: Perform operator-level maintenance, including inspection and replacement of indicator components as required.

(10) Site Systems and Miscellaneous Equipment: Inspect and maintain pools, ponds, gates, barriers, lighting systems, elevators (monitoring and coordination only), emergency lighting, and general facility components.

(h) Program Updates: The Contractor shall review and update the PMI program as necessary to reflect changes in equipment, systems, or operational requirements. The Contractor shall submit proposed revisions to the COR for approval whenever equipment is added, removed, modified, or when manufacturer recommendations or warranty requirements change. The Contractor shall ensure that all PMI tasks and frequencies remain adequate to support preventive maintenance objectives under this BPA.

C.3.4.2 Contractor Submittals

(a) Monthly PMI Schedule: The Contractor shall submit a monthly PMI work schedule within five

(5) working days after the start of each month, based on GMMS-generated work orders.

(b) Completed PMI Work Orders: All completed PMI work orders shall include a clear English-language description of the work performed and system condition.

(c) Inspection Reports: Within 5 working days following completion of each PMI, the Contractor shall submit inspection reports documenting findings, deficiencies, apparent causes, corrective actions taken, and any remaining issues requiring follow-on action. Any critical or unusual conditions shall be reported to the COR immediately, along with recommended corrective actions.

C.3.5 EMERGENCY RESPONSE WORK

The Contractor shall reduce fire, life, safety, environmental, and property damage risks by performing operator-level response actions, documenting incidents in GMMS, and coordinating with the COR and applicable third-party service providers. Emergency response under this BPA is limited to inspection, monitoring, operator-level corrective actions, reporting, and coordination.

Documentation requirement: All emergency response activities shall be documented in a written incident report and submitted to the Facilities Management team within 1 working day of the event, unless otherwise directed.

(a) Power Failure/Trouble: If emergency power restores within 5 minutes, perform operator-level corrective actions. For failures on the secondary side of distribution, investigate immediately and restore service through operator-level actions and interim measures until full restoration or third-party servicing is complete.

(b) Fire/Emergency Alarms: Respond in accordance with approved Standard Operating Procedures

(SOPs) upon activation of a fire or emergency alarm. Firefighting is not within the Contractor’s scope.

In the event of a false alarm, the Contractor shall investigate the cause, correct the condition where within operator-level scope, restore system functionality, and document the incident.

(c) Equipment Failure Alarms: Investigate all equipment alarms, determine the cause, and perform operator-level actions necessary to maintain safe operation. Conditions requiring repair or specialized service shall be documented and processed in accordance with BPA procedures. The Contractor shall implement interim measures, as feasible, to maintain continuity of operations until full restoration is achieved.

(d) Elevator Failure: Notify the COR, Facilities Management team, and the elevator maintenance contractor immediately. Passenger evacuation shall be performed only by authorized elevator service personnel. The Contractor shall monitor the situation, coordinate response actions, and implement interim safety measures until service is restored.

(e) Natural Disasters: After earthquake, typhoon, flood, or heavy snow, inspect facilities, report damage/unsafe conditions, perform operator-level corrective actions where feasible. All deficiencies shall be documented, and conditions requiring corrective work or third-party response shall be processed in accordance with BPA procedures. Interim measures shall be implemented to maintain operational continuity.

(f) Environmental Hazards: Notify the COR and Facilities Management team immediately for spills, gas leaks, or chemical releases. Assess the condition, and perform containment or mitigation actions where safe and within operator-level capability. Major remediation shall be performed by qualified third-party contractors. All incidents shall be documented, and appropriate interim controls shall be established.

(g) Common Facility Emergencies: Respond to events such as burst pipes, localized flooding, roof leaks, sewer backups, and HVAC failures with operator-level stabilization actions where feasible;

document and coordinate required follow-on actions.

(h) General Requirement: The emergency scenarios described above are illustrative and not exhaustive. The Contractor shall respond to all conditions presenting a risk to life, safety, property, or the environment by performing operator-level stabilization, documenting the incident, and coordinating with the Facilities Management team and third-party providers, as required.

C.3.6 SEASONAL AND SPECIAL OPERATIONAL TASKS

The Contractor shall perform all seasonal and special operational tasks required under this BPA in accordance with the standards and task requirements set forth in this SOW and applicable Attachments.

These tasks include predictable, recurring, or condition-based activities necessary to support safe, reliable, and continuous facility operations.

(a) Fuel Oil Deliveries: The Contractor shall attend all fuel oil deliveries and shall:

• Verify quantities delivered against delivery documentation

• Ensure delivery to designated storage tanks

• Inspect storage tanks biweekly for water contamination

• Secure all tank inlets and caps following delivery

• Clean and properly dispose of any spills in accordance with applicable regulations

• Countersign delivery receipts

• Maintain accurate fuel consumption records and submit delivery forecasts no less than 2 months in advance

(b) Snow and Ice Removal: The Contractor shall remove snow and ice from sidewalks, entrances, and designated driveways when accumulation reaches 1.5 mm or as otherwise directed by the COR. The

Contractor shall develop and maintain written procedures addressing snow and ice conditions beginning at 2°C and accumulation thresholds, including application of de-icing measures where appropriate.

(c) Typhoon Preparation: When severe weather conditions such as typhoons are forecast, the

Contractor shall perform pre-event preparation measures, including:

• Securing outdoor furniture and loose items

• Closing shutters or securing openings in vacant units

• Placing sandbags or implementing other protective measures to prevent flooding

• Verifying that roof drains, gutters, and drainage paths are clear

These requirements are limited to pre-event preparation. Post-event inspection and stabilization shall be performed in accordance with Section C.3.5.

(d) Unoccupied Unit Maintenance: The Contractor shall perform routine inspection and basic maintenance of residential units that remain unoccupied for more than 3 weeks. Tasks shall include:

• Exercising plumbing fixtures

• Flushing toilets and maintaining trap seals

• Operating HVAC systems to verify functionality

• Inspecting for odors, pests, moisture, or other adverse conditions

The Contractor shall document all findings and process deficiencies through appropriate work order procedures. The COR will provide and update the list of applicable units. This requirement typically applies to approximately 5 to 10 units at any given time, with higher volumes during seasonal transition periods.

(e) Seasonal HVAC Changeover: The Contractor shall perform seasonal HVAC system changeover, including transition between heating and cooling modes, in accordance with manufacturer requirements, approved SOPs, and Embassy operational needs.

C.3.7 TECHNICAL STANDARDS AND WORKMANSHIP

(a) General: All work performed under this BPA shall comply with applicable laws, codes, standards, and manufacturer requirements and shall be executed in a professional and workmanlike manner using appropriate materials, tools, and methods to ensure safety, durability, and long-term performance. Temporary, incomplete, or cosmetic repairs that do not address the underlying cause of a deficiency are not permitted.

Where both Japanese and U.S. standards apply, the Contractor shall comply with the more stringent requirement. In the event of conflict, U.S. Government standards shall take precedence unless otherwise directed.

Applicable standards include, but are not limited to:

(1) Ministry of Land, Infrastructure, Transport and Tourism (MLIT), Government of Japan

(2) Architectural Work Common Standard Specifications

(3) Mechanical Work Common Standard Specifications

(4) Electrical Work Common Standard Specifications

(5) Japanese Architectural Standard Specifications (JASS)

(6) Japan Water Works Association (JWWA)

(7) Japan Electric Association Codes (JEAC)

(8) Society of Heating, Air-Conditioning and Sanitary Engineers of Japan (SHASE)

(9) National Fire Protection Association (NFPA 70, National Electrical Code)

(10) Ministry of Economy, Trade and Industry (METI) Technical Standards for Electrical Facilities

(b) Existing Work: Removal, alteration, or modification of existing work shall be performed in a manner that prevents damage to adjacent systems, finishes, and components. Any damage caused by the

Contractor shall be repaired or replaced in kind to match existing conditions.

Repairs shall restore affected areas to a condition equal to or better than their original state and shall include all necessary actions such as drying, cleaning, and treatment to prevent long-term degradation.

Cosmetic-only repairs are not acceptable. All such corrective work shall be performed at no additional cost to the Government.

(c) Occupied Facilities: Facilities covered under this BPA will remain occupied and operational.

The Contractor shall plan and perform work to minimize disruption to occupants and Government operations. Work areas shall be maintained in a safe and orderly condition, and materials shall be stored to prevent obstruction or hazards.

At the end of each workday, the Contractor shall provide adequate weather protection and secure all work areas to prevent damage and ensure occupant safety.

(d) Quality Assurance and Documentation: For each repair or corrective action, the Contractor shall document:

1. The cause of the deficiency

2. The corrective actions performed

3. Recommendations to prevent recurrence

Documentation shall be included in the applicable work order closeout or incident report in accordance with Section C.3. Work that does not meet required workmanship standards or fails to address the underlying cause may be rejected by the Government. The Contractor shall re-perform such work at no additional cost.

C.4 SPECIFIC PMI SERVICES FOR BUILDING FACILITIES

All PMI services shall be performed as directed by the COR, in accordance with GMMS work orders, established schedules, applicable Attachments, and manufacturer specifications.

The Contractor shall provide qualified factory-trained and certified personnel, including technicians and engineers who are properly trained and certified by the equipment manufacturer or an equivalent recognized authority. The Contractor shall maintain documentation of such certifications and make them available to the COR upon request. All systems shall be maintained in safe, reliable, and fully operational condition at all times.

References to specific equipment, models, or manufacturers are representative of existing systems. Any replacement, upgraded, or equivalent equipment performing the same function shall be considered within the scope of this BPA. Routine changes in equipment quantities that occur during normal facility operations, including minor additions, removals, or corrections to the inventory, are considered within the scope of this BPA. Significant increases or decreases in quantities, or the introduction of new system types not represented in the baseline inventory, will be handled in accordance with the Changes paragraph of FAR 52.212-4, incorporated in Section II – Contract Clauses.

C.4.1 HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SYSTEMS

C.4.1.1 York Chancery Chiller System

The Contractor’s responsibilities for the York chiller systems are limited to operator-level inspections and monitoring. All factory-level preventive maintenance, seasonal preparation, tube cleaning, chemical cleaning, protective device testing, interlock testing, and other manufacturer-level servicing shall be performed exclusively under the separate York chiller maintenance contract and are not included in the scope of this BPA.

Equipment Covered:

Location Equipment Quantity Capacity PMI Frequency

Chancery York Variable Speed Screw

Water-Cooled Chiller (Design

Series)

3 200 RT each Seasonal and Periodic

C.4.1.2 Air Conditioning and Heat Pump / Chiller Systems

The Contractor shall perform Periodic Maintenance and Inspection (PMI) services on 3 EVAPCO

Closed Circuit Cooling Tower systems located on the upper roof of the Chancery building. Services shall include all associated mechanical, electrical, and control components required to ensure safe, reliable, and efficient system operation.

(1) Off-Season Inspection and Maintenance: The Contractor shall perform off-season maintenance activities to prepare the system for the upcoming cooling season. At a minimum, the

Contractor shall clean evaporator tubes using manufacturer-approved chemicals and procedures.

(2) Pre-Season Inspection and Preparation: Prior to the cooling season, the Contractor shall inspect, test, and prepare the system in April, or as otherwise directed by the COR, in accordance with manufacturer specifications and BPA requirements.

(3) In-Season Periodic Inspection and Maintenance: The Contractor shall perform periodic inspections 5 times per year, specifically in May, June, July, August, and September, or as otherwise scheduled through GMMS.

Required tasks include:

(a) Inspect and, as necessary, adjust chilled water pressure gauges and temperature indicators to ensure proper operation.

(b) Perform a comprehensive inspection of all electrical and mechanical components. Where operating conditions deviate from design or manufacturer specifications, the Contractor shall perform operator-level adjustments to restore proper operating conditions.

(4) General PMI Requirement for Air Conditioning Systems: The Contractor shall perform PMI services for air conditioning systems, including all associated mechanical, electrical, and control components, as directed by the COR, in accordance with GMMS work orders, established schedules, and applicable BPA requirements.

The Contractor shall provide factory-trained and certified technicians and engineers qualified to inspect, adjust, and maintain the systems. Certification records shall be maintained and made available to the

COR upon request.

For all HVAC systems other than the York screw chillers, the Contractor is responsible for performing both operator-level and factory-level preventive maintenance. Factory-level PMIs for the York screw chillers are excluded from this BPA and are performed under a separate maintenance contract.

Equipment Covered:

Location Equipment Manufacturer Type Quantity Installation

Location

PMI

Frequency

Chancery Cooling

Tower

EVAPCO Closed Circuit

Cooling Tower

3 Upper Roof Seasonal +

5x/year

(1) Schedule Of Facilities and Services – HVAC Equipment

Chancery:

Equipment Model Capacity Quantity Installation

Served Area PMI

Frequency

Chiller Toshiba-Carrier

RUA-J752

3 ton 2 2F Roof 1F Post 2 4x/year

Split Heat

Pump

Daikin

RSRP63BCT

5 kW 1 2F Roof 3F Post 1 4x/year

Split Heat

Pump

Hitachi RAS-

AP160GH3

14 kW 1 2F Roof 1F Telephone

Room

4x/year

Split Heat

Pump

Toshiba RAS-

3656AD

3.6 kW 1 Roof Mail Screening

Container

4x/year

Chiller Toshiba-Carrier

RUA-P3753

34 kW 2 Ground 1F Auditorium 4x/year

Split Heat

Pump

Carrier 38QM140 5 ton 2 1F Roof GF Consular

Section

4x/year

Split Pack

A/C

Daikin F36JTRXS-

W

4.5 kW 1 Near Gasoline

Pump

Server Room 4x/year

Split A/C Hitachi RPK-

AP4042

4.8 kW 1 2F Roof 3F SIC Room 4x/year

Split Pack

A/C

Toshiba

ABSA08055JM1

7.1 kW 1 2F Roof 4F JUCR

Room 434B

4x/year

Split A/C Hitachi RAS-

GP112RSH1

10 kW 1 2F Roof JUCR Room

434B

4x/year

Split A/C Hitachi RAS-

GP112RGH1

11 kW 2 2F Roof PBX Room

434A

4x/year

Multi-Split

Heat Pump

Hitachi RAC-

44N2XP-1

4 kW 2 BF Motorpool Storage Space 4x/year

Multi-Split

Heat Pump

Hitachi RAC-

44N2XP-1

4 kW 2 BF Motorpool Storage Space 4x/year

Multi-Split

A/C

Daikin RXUP335F 33.5 kW 2 Ground ISC Server

Room

12x/year

Multi-Split

Heat Pump

Daikin RZYP224M 20 kW 1 Ground PAS TV Studio 4x/year

Multi-Split

Heat Pump

Daikin RSXY160P 26 kW 1 2F Roof Press Room #1 4x/year

Multi-Split

Heat Pump

Daikin RZYP80KT 8 kW 1 2F Roof Press Room #2 4x/year

Split Heat

Pump

Daikin R36JNV 3.6 kW 2 Sprinkler

Room

ISC Office 4x/year

Split Heat

Pump

Daikin R36EHDS 3.6 kW 1 BF Garage Dispatcher

Office

4x/year

Split Heat

Pump

Hitachi RAS-

AJ28D-W

2.8 kW 1 Roof Guard Office 4x/year

Split Heat

Pump

Mitsubishi MSZ-

GV282-W

3.3 kW 1 Roof Guard Office 4x/year

Served Area PMI

Frequency

Split A/C Toshiba RAS-

3655V

3.6 kW 1 10F Mech

Room

TV Head End 4x/year

Split A/C Daikin R22CKS 2.2 kW 5 Various

Floors

Multiple

Rooms

4x/year

Split Heat

Pump

Hitachi RAS-

GP56RSH1

5.6 kW 1 Wall Guard House 4x/year

Split Heat

Pump

Hitachi RAS-

GP112RSH1

12 kW 1 Wall Guard House 4x/year

Split A/C Mitsubishi MPU-

RP140HA7

12.5 kW 1 BF Dry Pit Transformer

Room

4x/year

Split Heat

Pump

Daikin FHP80BA 4.5 kW 1 FM Shop Generator

Room

4x/year

Chief of Mission (Ambassador) Residence (CMR):

PMI

Frequency

Water-Cooled

Modular Chiller

Carrier RUW-

TBP0301LV-A/D

95 kW 4 BF Chiller

Room

Seasonal +

4x/year

Split Heat Pump Hitachi RAS-AJ22D

(Guard Shack)

3.4 kW 1 Main Gate 4x/year

Split Heat Pump Hitachi RAS-AJ22D

(Police Shack)

3.4 kW 1 Main Gate 4x/year

Deputy Chief of Mission Residence (DCMR):

PMI

Frequency

Packaged Heat Pump P-MAC WD-2753 2.9 kW 3 BF 4x/year

Packaged Heat Pump P-MAC WD-3753 4.7 kW 2 BF 4x/year

Packaged Heat Pump P-MAC WF-735M 0.7 kW 2 BF 4x/year

Packaged Heat Pump P-MAC WF-1101M 1.1 kW 2 BF 4x/year

Packaged A/C Mitsubishi PUT-10B1 25.6 kW 1 BF Mech Room 4x/year

Split Heat Pump Mitsubishi PUH-

63EKD

7.3 kW 1 Ground Kitchen

Multi-Split System

(Outdoor)

Daikin RSXYP335P 33.5 kW 1 2F Roof Rooms

Multi-Split System

(Indoor Units)

Daikin

FXYKP45M/56M

4.5–5.6 kW

7 Ceiling Rooms

Split Heat Pump Hitachi RPK-

GP160RGHP3

14 kW 2 Dining Room 4x/year

Split Heat Pump Daikin R50BLV 5 kW 2 2F Roof Tatami

Room

Split Heat Pump Daikin F28FTNV-W 2.8 kW 1 1F Roof Maid Room

Split Heat Pump Daikin RSXYP335P 5 kW 1 3F Roof Guest Room

Split Heat Pump Hitachi RAS-AJL56D2 6.7 kW 1 3F Roof Sun Room

Split Heat Pump Toshiba RAS-5062SD 5 kW 1 1F Roof Maid Room

PMI

Frequency

Split Pack Daikin R36HNS 3.6 kW 1 Garage Telecom

Room

Marine Gate:

Served

Area

PMI

Frequency

Split Heat

Pump

Mitsubishi

MUZVS22J

2.2 kW 1 Roof – Local Guard

Booth

Guard

Booth

MacArthur Gate:

Served

Area

PMI

Frequency

Split Heat Pump Hitachi RAS-AJ22D 2.2 kW 1 Booth – Mitsui

Sliding Gate

Guard

Booth

4x/year

Split Heat Pump Hitachi RAC-KJ22A 2.2 kW 1 Roof – Local

Guard Booth

(Grew Sliding

Gate)

Guard

Booth

MacArthur Tower:

PMI Frequency

Water-Cooled

Chiller

Hitachi

RCUP5100WZ3

112 kW 2 B2F Mechanical

Room

Seasonal +

4x/year

Split A/C National CU-J40UB 4 kW 1 B1F TV Head End

Room

Split A/C Hitachi RPK-

AP40SHJ3

3.6 kW 1 1F Lobby ISC Server Room

Harris Tower:

PMI Frequency

Water-Cooled

Chiller

Hitachi

RCUP5100WZ3

112 kW 2 B2F Mechanical

Room

Seasonal +

4x/year

Ceiling A/C / FCU Mitsubishi

(unspecified)

N/A 1 BF GSO Storage

Perry Tower:

PMI Frequency

Water-Cooled

Chiller

Hitachi

RCUP5100WZ3

112 kW 2 B2F Mechanical

Room

Seasonal +

4x/year

Split A/C Carrier 38RE 003430-

2.3 kW 1 B2F Dry Pit PBX Room

Split A/C Daikin RZRP50BCV 5 kW 1 B2F Dry Pit PBX Left

Split A/C Daikin RZRP50BCV 5 kW 1 B2F Dry Pit PBX Right

Split A/C Daikin RZRP50BCT 5 kW 2 B1F PBX Room

Split A/C Mitsubishi

FDKZP635K

11.2 kW 1 13F Roof TV Head End

Ceiling A/C / FCU Mitsubishi

(unspecified)

N/A 1 BF GSO Storage

Temple Townhouses:

Equipment Model Capacity Quantity Installation Location PMI

Frequency

Water-Cooled

Chiller

Hitachi

RCUP5100WZ3

112 kW 2 B2F Mechanical Room

(Harris Tower)

Seasonal +

Periodic

Mitsui Townhouses:

Equipment Model Capacity Quantity Installation Location PMI

Frequency

Gas-Engine Heat

Pump

Yanmar

YRMP140G1

14 kW 28 Exterior (Parking

Area)

4x/year

Air Handler (2F) Yanmar

YZDP140AC

14 kW 14 2F Units 4x/year

Air Handler (3F/4F) Yanmar

YZDP140AC

14 kW 14 GF Mechanical Room 4x/year

Multi-Purpose Building (GYM):

PMI

Frequency

Air-Cooled Heat Pump

Chiller

Hitachi

RHUP1180A4

106 kW 1 BF Dry Pit 4x/year

Dal…