March 10, 2026

COMBINED SYNOPSIS AND SOLICITATION

SOLICITATION NUMBER 19GE5026Q0008

Regional Procurement Support Office (RPSO) Frankfurt hereby issues this Combined Synopsis and Solicitation for Building Maintenance Services at the U.S. Embassy Tokyo, Japan. All interested and responsible sources may submit an offer in accordance with the instructions, terms, and conditions contained in this solicitation.

Type of Contract:

The Government intends to award a single Blanket Purchase Agreement (BPA) as a result of this solicitation. The BPA will have a total ordering period of 60 months, structured into five (5) individual periods within which BPA calls may be issued.

All BPA calls issued under this agreement will be firm-fixed-price (FFP) and will define the specific scope of work, performance period, deliverables, service levels, and pricing applicable to that call. Funding will be obligated only at the BPA call level when specific requirements arise and funds are available. The Government may request price reductions or discounts at any time during the BPA term.

I. GENERAL

This is a combined synopsis/solicitation for commercial services prepared in accordance with part 12. This announcement constitutes only solicitation. Offers are being requested and a separate written solicitation will not be issued.

Solicitation number 19GE5026Q0008 is issued as a Request for Quotation (RFQ) for Building

Maintenance Services. This acquisition is not set-aside for small business concerns.

The solicitation, including all incorporated provisions and clauses, reflects the Federal

Acquisition Regulation (FAR) as revised through the Revolutionary FAR Overhaul (RFO). The

UNITED STATES DEPARTMENT OF STATE

Regional Procurement Support Office (RPSO)

Giessener Strasse 30

60435 Frankfurt am Main

Germany

Tel: +49 (69) 7535-3345

Email: GruenbeckP@state.gov mailto:GruenbeckP@state.gov

19GE5026Q0008

RFO revisions apply to this acquisition unless the Contracting Officer determines otherwise in writing. The applicable North American Industry Classification System (NAICS) code is 561210

– Facilities Support Services.

This solicitation incorporates one or more provisions and clauses by reference, with the same force and effect as if they were given in full text. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

II. ITEMIZED LINE ITEMS

Offerors shall submit a complete price proposal using the Price Proposal Breakdown in

Attachment 2.2 and shall provide pricing for five (5) individual periods. Offers submitted without complete pricing for all periods of performance may be considered incomplete and may be rejected.

III. DESCRIPTION OF REQUIREMENTS

Refer to Attachment 2.1, Schedule and Contract Clauses, for the complete description of the

Government’s requirements. Attachment 2.1 includes the Statement of Work (SOW), applicable clauses, performance requirements, and conditions governing the resulting BPA. Offerors shall review all requirements and, within their offer, provide a clear and feasible approach for meeting all stated performance, delivery, and compliance obligations. Failure to address all requirements may render the offer incomplete and may result in the offer being found unacceptable.

IV. PERFORMANCE LOCATION AND ACCEPTANCE TERMS

The Contractor shall perform services at U.S. Government facilities in Tokyo, Japan (see Section

C.2 in Attachment 2.1). The Contractor shall comply with all applicable laws, regulations, decrees, and ordinances of the country of performance.

The Government will assess performance through continuous monitoring and quality-assurance reviews. Performance acceptance will be based on the Contractor’s compliance with the standards stated in the SOW.

Defense Base Act (DBA) Insurance: Offerors shall refer to Section B.3 in Attachment 2.1 for

DBA insurance requirements. The cost of DBA insurance may affect the Contractor’s pricing and should be considered when preparing the price proposal.

http://www.acquisition.gov/

V. SOLICITATION PROVISIONS

The following solicitation provisions are incorporated by reference:

Provision Title and Date

FAR 52.212-1 Instructions to Offerors—Commercial Products and Commercial

Services (Jan 2026)

FAR 52.212-2 Evaluation—Commercial Products and Commercial Services (Jan

2026)

FAR 52.214-34 Submission of Offers in the English Language (Apr 1991)

FAR 52.225-17 Evaluation of Foreign Currency Offers (Feb 2000)

FAR 52.233-2 Service of Protest (Jan 2026)

FAR 52.237-1 Site Visit (Apr 1984)

FAR 52.252-5 Authorized Deviations in Provisions (Jan 2026)

The following solicitation provision is provided in full text:

DOSAR 652.206-70 Advocate for Competition/Ombudsman (Feb 2015)

(a) The Department of State's Advocate for Competition is responsible for assisting industry in removing restrictive requirements from Department of State solicitations and removing barriers to full and open competition and use of commercial items. If such a solicitation is considered competitively restrictive or does not appear properly conducive to competition and commercial practices, potential offerors are encouraged first to contact the contracting officer for the solicitation. If concerns remain unresolved, contact:

(1) For solicitations issued by the Office of Global Acquisition (GA) or a Regional Procurement

Support Office (RPSO), the GA Advocate for Competition, at

AQMCompetitionAdvocate@state.gov.

(2) For all others, the Department of State Advocate for Competition at cat@state.gov.

(b) The Department of State's Acquisition Ombudsman has been appointed to hear concerns from potential offerors and contractors during the pre-award and post-award phases of this acquisition. The role of the ombudsman is not to diminish the authority of the contracting officer, the Technical Evaluation Panel or Source Evaluation Board, or the selection official. The purpose of the ombudsman is to facilitate the communication of concerns, issues, disagreements, and recommendations of interested parties to the appropriate Government personnel, and work to resolve them. When requested and appropriate, the ombudsman will maintain strict confidentiality as to the source of the concern. The ombudsman does not participate in the mailto:AQMCompetitionAdvocate@state.gov mailto:cat@state.gov evaluation of proposals, the source selection process, or the adjudication of formal contract disputes. Interested parties are invited to contact the contracting activity ombudsman, Trena N.

Mills, at +1 (202) 704 2045. For an American Embassy or overseas post, refer to the numbers below for the Department Acquisition Ombudsman. Concerns, issues, disagreements, and recommendations which cannot be resolved at a contracting activity level may be referred to the

Department of State Acquisition Ombudsman at +1 (703) 516-1680, by fax at +1 (703) 875-

6155, or write to: Department of State, Acquisition Ombudsman, Office of the Procurement

Executive (A/OPE), Suite 603, SA-6, Washington, DC 20522-0602.

(End of provision)

VI. CONTRACT CLAUSES

See Section II of Attachment 2.1 for the applicable contract clauses.

VII. ADDITIONAL REQUIREMENTS OR TERMS AND CONDITIONS

Trafficking in Persons Compliance Plan and Annual Certification:

In accordance with FAR 52.222-50, Combating Trafficking in Persons (Jan 2026), for contracts performed outside the United States with a value of USD 500,000 or greater, the Contractor shall submit a Trafficking in Persons Compliance Plan to the Contracting Officer within 15 calendar days after contract award, consistent with FAR 52.222-50(h)(3). The Contractor shall also submit the annual certification required by FAR 52.222-50(h)(5) confirming implementation of the compliance plan and compliance with the clause. These requirements apply to the prime contractor and any applicable subcontractors.

Applicable laws and regulations:

This solicitation and the ensuring award are subject to laws and regulations of the United States of America.

VIII. SITE VISIT

The Government will conduct an organized Site Visit for the Tokyo Building Maintenance

Services requirement on Thursday, March 26, 2026, at 10:00 a.m. local time, meeting in front of the U.S. Embassy Tokyo. Due to the number of locations included in the scope of work, the

Site Visit may continue on Friday, March 27, 2026, if necessary.

Offerors are strongly encouraged to attend the Site Visit in order to familiarize themselves with the facilities and conditions that may affect contract performance. Attendance is limited to two

(2) representatives per company.

Interested companies must register in advance by submitting the names of attendees, a scanned copy of a government-issued photo identification (e.g., passport, national ID card, or driver’s license), and a cell phone number for each attendee to Jay Miyagawa at MiyagawaJ@state.gov, with a copy to Jarod J. Hackett at HackettJJ@state.gov and Patticha Gruenbeck at

GruenbeckP@state.gov, as soon as possible but no later than Wednesday, March 18, 2026.

Attendees must bring the same photo identification used for registration to gain access to the

Embassy compound. No substitutions or additional attendees will be permitted without prior approval.

Cell phones, cameras, recording devices, and other electronic devices are prohibited within the

Embassy compound. Photography during the Site Visit is not permitted. Any photographs deemed necessary will be coordinated by the Government and provided to all offerors after the

Site Visit.

IX. QUESTIONS AND OFFER DEADLINES

Submission of Questions: All questions, comments, exceptions, or requests for clarification regarding this solicitation shall be submitted in writing via email to Contract Specialist, Patticha

Gruenbeck, at GruenbeckP@state.gov, with a copy to FrankfurtRPSO@state.gov, no later than

15:00 Central European Time (CET) on Wednesday, April 1, 2026. The email subject line must state: “Questions 19GE5026Q0008.”

Telephone inquiries will not be accepted. Questions received after the deadline may not be considered.

Submission of Electronic Offers: Offers shall be submitted via email to Contract Specialist, Patticha Gruenbeck, at GruenbeckP@state.gov, with a copy to FrankfurtRPSO@state.gov, no later than 15:00 Central European Time (CET) on Friday, April 17, 2026. The email subject line must state: “Offer 19GE5026Q0008.”

Electronic offers shall be submitted in a format readable by Microsoft (MS) Word, MS Excel, or

Adobe PDF, as applicable. Individual email size shall not exceed 45 MB.

Late submissions shall not be considered.

mailto:MiyagawaJ@state.gov mailto:HackettJJ@state.gov mailto:GruenbeckP@state.gov mailto:GruenbeckP@state.gov mailto:FrankfurtRPSO@state.gov mailto:GruenbeckP@state.gov mailto:FrankfurtRPSO@state.gov

X. INSTRUCTIONS FOR PREPARING PRICE AND TECHNICAL PROPOSALS

Addendum to FAR 52.212-1 Instruction to Offerors - Commercial Products and

Commercial Services (Jan 2026)

Pursuant to FAR 12.205(a)(1), the provision at FAR 52.212-1, Instruction to Offerors -

Commercial Products and Commercial Services (Jan 2026) is augmented as follows:

1. Period for Acceptance of Offers: The period for acceptance of offers, as stated in FAR

52.212-1 (Jan 2026), is extended from 60 calendar days to 90 calendar days.

2. Preparation and Submission of Offers: Each offer shall consist of the following separate volumes.**

Volume Requirements

1 Pricing Offer & Representations, include:

(A) Administrative Information

(B) Completed Attachment 2.2, Price Proposal Breakdown

(C) Completed Attachment 2.3, Representations & Certifications

(D) Provide Proof of NCAGE Code

(E) Completed Attachment 2.4, SF-3881 Payment Enrollment Form

(F) Completed Attachment 2.5, IRS W-14 Form, if applicable

2 Technical Offer, include:

(A) Management Approach

(B) Staffing and Key Personnel

(C) Technical Approach to Maintenance Services

(D) Quality Control Program

(E) Safety Management Approach

(F) Past Performance and Experience

(G) Recruitment Plan and/or Housing Plan, if applicable

** Failure to furnish and deliver all requested information in accordance with these instructions may result in exclusion from further consideration pursuant to FAR 52.212-1(b)(11). The penalty for making false statements is prescribed in 18 USC 1001.

VOLUME 1: PRICE PROPOSAL & REPRESENTATIONS

Offerors shall submit a complete Price Proposal containing all items listed below. The Price

Proposal shall be separated from the Technical Proposal and contain no technical information.

(A) Administrative Information

Offerors shall provide the offeror’s legal business name, business address, and the name and contact information of an authorized company representative. The offer shall also identify the country of incorporation or registration and the offeror’s ownership structure. This information is requested for administrative purposes only and will not be evaluated.

(B) Price Proposal Breakdown (Attachment 2.2)

Offerors shall complete and submit Attachment 2.2, Price Proposal Breakdown, in accordance with the provided instructions. Attachment 2.2 shall reflect the Offeror’s firm-fixed prices for the required building maintenance services. Offerors may adjust the format as necessary to ensure consistency with the proposed total price.

Firm-fixed prices shall include all costs necessary for contract performance, including labor, materials, equipment, overhead, profit, insurance, and transportation. No additional compensation will be provided for cost escalation, estimating errors, performance challenges, or currency fluctuations. Price adjustments will be considered only for changes directed by the

Government. Any cost not separately priced shall be deemed included in the firm-fixed price.

(C) Representations and Certifications (Attachment 2.3)

Offerors shall complete all applicable representations and certifications contained in the template. Any missing or incomplete representations may result in rejection.

(D) SF-3881 Payment Enrollment Form (Attachment 2.4)

The Offeror shall provide proof of an active NATO Commercial and Government Entity

(NCAGE) code with its submission. If the Offeror does not currently possess an NCAGE code, it shall initiate registration prior to award. Registration may be completed through the NATO

Codification System portal.

(E) Completed IRS Form W-14 (Attachment 2.5), if applicable

Payments under this procurement may be subject to a 2 percent excise tax under 26 U.S.C.

5000C, unless an exception or waiver applies.

If the Offeror is considered a foreign person, as defined in FAR 52.229-11, and claims exemption from U.S. withholding tax, it shall submit a completed IRS Form W-14 (Attachment

2.5) with its offer. Failure to submit a required Form W-14 may result in withholding at the applicable statutory rate.

VOLUME 2: TECHNICAL PROPOSAL

The Technical Proposal shall demonstrate the offeror’s capability to meet the requirements of the solicitation and the performance standards described in the SOW. No pricing information shall appear in this volume.

(A) Management Approach

The Offeror shall describe its overall management approach for performing the required services.

The narrative shall address the organizational structure for contract performance, lines of authority and responsibility, and procedures for planning, scheduling, coordinating, and monitoring contract activities. The Offeror shall describe its approach for work control, communication with the Contracting Officer’s Representative (COR), coordination with facility occupants, and management of subcontractors, if applicable.

(B) Staffing and Key Personnel

The Offeror shall describe the proposed staffing approach necessary to perform the required services. The proposal shall include an organizational chart identifying key personnel and supervisory roles and shall explain the proposed labor mix and shift coverage necessary to meet contract requirements, including monitoring and emergency response requirements. The Offeror shall demonstrate that proposed personnel meet the licensing, certification, and qualification requirements identified in the SOW, including host nation licensing and language requirements where applicable. Resumes shall be provided for key personnel, including the Project

Manager/Supervisor and Electrical Supervisor, demonstrating relevant qualifications, certifications, and experience.

(C) Technical Approach to Maintenance Services

The Offeror shall describe its technical approach for performing building operations and maintenance services required under Section C. The proposal shall explain the methods and procedures the Offeror will use to operate and maintain building systems, perform preventive maintenance inspections (PMIs), monitor system performance, identify deficiencies, and perform operator-level corrective maintenance. The Offeror shall demonstrate an understanding of the types of systems and facilities described in the SOW and the technical practices required to maintain them in safe and reliable operating condition.

(D) Quality Control Program

The Offeror shall describe its approach for implementing a Quality Control (QC) program to ensure services meet contract requirements. The proposal shall describe the QC organization, inspection methods, procedures for identifying and correcting deficiencies, and methods for documenting inspections and corrective actions. The Offeror shall demonstrate its ability to monitor performance and maintain compliance with contract requirements throughout the period of performance.

(E) Safety Management Approach

The Offeror shall describe its approach for maintaining safe working conditions during contract performance. The proposal shall address compliance with applicable safety regulations, procedures for identifying and mitigating hazards, personnel safety training, use of personal protective equipment (PPE), and procedures for reporting and responding to accidents or unsafe conditions.

(F) Past Performance and Experience

Offerors shall provide three (3) references for the most relevant experience performed within the past five (5) years. Each reference shall demonstrate the offeror’s prior experience performing services similar in scope and complexity. For each contract, the offeror shall provide customer name, point of contact, email, phone number.

(G) Recruitment Plan and/or Housing Plan (if applicable)

If the Offeror proposes to recruit Third Country Nationals (TCNs) for contract performance, the

Offeror shall submit a Recruitment Plan describing how qualified personnel will be recruited and retained in accordance with solicitation requirements and applicable regulations.

If the Offeror will provide housing for TCN personnel, the Offeror shall also submit a Housing

Plan describing the proposed housing arrangements.

Offerors shall also submit the applicable certifications and statements required under DOSAM

652.222-800 as identified in Part II, Representations and Certifications and Contract Clauses.

The submitted documentation shall demonstrate that the Offeror has a feasible plan to recruit and support personnel necessary for contract performance.

XI. EVALUATION OF OFFERS AND BASIS FOR AWARD

Addendum to FAR 52.212-2 Evaluation – Commercial Products and Commercial Services

(Jan 2026)

The Government will evaluate offers in accordance with FAR Part 12 using a comparative evaluation approach to determine which offer represents the best overall value to the

Government. All offers received will first undergo a compliance review to assess completeness and conformity with the requirements of this solicitation. Offers that are incomplete or fail to comply with solicitation requirements may be rejected in accordance with FAR 52.212-1(c).

Offers determined to be compliant will be evaluated through a direct comparison against the stated evaluation factors to identify relative strengths, weaknesses, and price considerations. This acquisition is not conducted using a Lowest Price Technically Acceptable (LPTA) or trade-off source selection method. However, the Government may award to the lowest-priced offer if it is determined to represent the best overall value based on the evaluation criteria.

Award will be made to the responsible offeror whose offer conforms to the solicitation and is determined to be most advantageous to the Government, price and other factors considered. The following factors will be used in the evaluation:

1. Technical Capability: Technical capability will be evaluated based on the extent to which the offeror demonstrates the ability to perform the services described in Section C.

The Government will consider the offeror’s proposed management approach, staffing and key personnel qualifications, technical approach to maintenance services, quality control program, safety management approach, and recruitment or housing plan if applicable.

2. Past Performance and Experience: The Government will evaluate the Offeror’s experience and past performance on contracts for services similar in scope, size, and complexity to the requirements of this solicitation. Experience will be evaluated to determine the extent to which the Offeror has previously performed similar work. Past performance will be evaluated to assess the quality of the Offeror’s performance on relevant contracts. The Government may consider information obtained from references provided by the Offeror, CPARS, or other relevant sources. If past performance information is unavailable or limited, the Offeror will receive a rating of “Unknown”

(Neutral) in accordance with FAR 15.305(a)(2)(iv), which will not be considered favorable or unfavorable in the evaluation.

3. Price: Price will be evaluated based on the total price submitted in accordance with the pricing structure established in this solicitation. The Government will evaluate proposed prices to determine whether they are fair and reasonable.

For Blanket Purchase Agreements, pricing established at the time of BPA award will serve as the basis for pricing under future BPA calls unless otherwise specified in the solicitation.

Responsibility Determination:

The Government will determine contractor responsibility in accordance with FAR 9.104. The apparent successful offeror shall demonstrate adequate financial resources, the ability to meet performance requirements and schedules, a satisfactory performance record, integrity and business ethics, and the necessary organization, experience, technical capability, and resources to perform the requirement. The offeror must also be otherwise qualified and eligible for award under applicable laws and regulations.

Award Without Discussions:

In accordance with FAR 52.212-1(d), the Government intends to evaluate offers and establish the Blanket Purchase Agreement (BPA) without conducting discussions and may base its decision on the initial submissions. The Government reserves the right to conduct discussions if the Contracting Officer determines that discussions are necessary.

This acquisition is conducted using commercial procedures under FAR Part 12. Post-award debriefings, if provided, will be handled in accordance with FAR 52.212-1(e).

(End of addendum)

XII. LIST OF ATTACHMENTS:

1. Project-Specific Documents

• Attachment 1.1: Historical Data

• Attachment 1.2: Government Furnished Equipment (GFE)

• Attachment 1.3: Building Systems Equipment Inventory

• Attachment 1.4: Tokyo JLTC Equipment Components

• Attachment 1.5: Tokyo JLTC Equipment Spreadsheet

• Attachment 1.6: Tokyo JLTC Equipment

• Attachment 1.7: Samples of Scheduled and Unscheduled Work Orders

2. Proposal Forms and Supporting Documents

• Attachment 2.1: Schedule & Contract Clauses

• Attachment 2.2: Price Proposal Breakdown

• Attachment 2.3: Representations & Certifications

• Attachment 2.4: SF-3881 Payment Enrollment Form

• Attachment 2.5: IRS Form W-14

• Attachment 2.6: Instructions to Complete IRS Form W-14

{END OF SOLICITATION}