19GE5026Q0025_Combined Synopsis Solicitation.pdf

March 10, 2026

COMBINED SYNOPSIS/SOLICITATION 19GE5026Q0025

The U.S. Government seeks to establish a single firm-fixed price Blanket Purchase

Agreement (BPA) for Building Maintenance Services at the U.S. Consulate

General Osaka-Kobe, Japan.

Offerors must demonstrate the capability to provide managerial, administrative, and technical personnel necessary to execute both scheduled and unscheduled maintenance work orders as detailed in this solicitation.

Type of Contract:

The BPA will have a total ordering period of 60 months, structured into five (5) individual ordering periods, during which BPA calls may be issued. Each BPA call will be issued on a firm-fixed-price (FFP) basis and will specify the scope of work, performance period, deliverables, service levels, and applicable pricing. Funding will be obligated only at the BPA call level when specific requirements arise and funds are available. The Government reserves the right to request price reductions or discounts at any time during the BPA term.

I. General

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with FAR part 12 and issued as Request for

Quotation (RFQ). This announcement constitutes only the solicitation. Offers are being requested and a separate written solicitation will not be issued.

UNITED STATES DEPARTMENT OF STATE

Regional Procurement Support Office (RPSO)

Giessener Strasse 30

60435 Frankfurt am Main

Germany

This acquisition is not set-aside for small business concerns and is issued pursuant to the Revolutionary FAR Overhaul (RFO). The RFO applies to this acquisition unless otherwise determined by the Contracting Officer in writing. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

The applicable North American Industry Classification System (NAICS) code is

561210 Facilities Support Services and PSC is Z1AA Maintenance of Office

Buildings.

II. Itemized Line Items

See Attachment 1 - Schedule and Clauses and Attachment 2 – Price Schedule for complete list of line item numbers and items, quantities, and units of measure.

III. Description of Requirements

See Attachment 1 - Schedule and Clauses for the full description of the

Government’s requirements. This attachment outlines the Statement of Work

(SOW), the applicable clauses, performance obligations, and conditions that will govern the resulting BPA. Offerors are responsible for reviewing the requirements in their entirety and must demonstrate, within their offer, a clear and feasible approach to meeting all stated performance, delivery, and compliance obligations.

Failure to address any portion of the requirements may render the offer incomplete.

Defense Base Act (DBA) Insurance

Japan is included on the U.S. Department of Labor's Defense Base Act waiver list.

DBA insurance is required only for employees performing work on this BPA who are:

1. Citizens or residents of the United States of America, OR

2. Hired in the United States of America

Contractors must obtain and maintain Defense Base Act insurance coverage for any such employees throughout the BPA Ordering Period(s). Evidence of DBA insurance coverage must be provided to the Contracting Officer prior to the commencement of work by any covered employee.

http://www.acquisition.gov/

The clause at FAR 52.228-4, Workers' Compensation and War-Hazard Insurance

Overseas, remains fully applicable to this acquisition. Contractors must comply with all requirements therein and maintain appropriate insurance coverage for all employees as specified above.

Proof of DBA coverage shall be submitted within 15 days after award. Insurance must be obtained from a DOL-authorized broker. A list of DOL approved carriers may be found at http://www.dol.gov/owcp/dlhwc/lscarrier.htm. DBA premiums will be evaluated as part of the firm-fixed price and reimbursed at actual cost, not to exceed the amount proposed for DBA, upon submission of acceptable proof of payment.

IV. Date and Place of Performance

Period of Performance: BPA with 60-month term, structured as five (5) 12-month periods within which BPA Calls may be placed:

May 1, 2026 – April 30, 2027 First Period

May 1, 2027 – April 30, 2028 Second Period

May 1, 2028 – April 30, 2029 Third Period

May 1, 2029 – April 30, 2030 Fourth Period

May 1, 2030 – April 30, 2031 Fifth Period

Place of Performance:

• U.S. Consulate General Osaka-Kobe Building (address to be provided upon award)

• Mansfield House (address to be provided upon award)

• Consul General's Residence (address to be provided upon award)

V. Solicitation Provisions

The following provisions are incorporated by reference:

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

Services (Sep 2023) (RFO DEVIATION January 30, 2026)

FAR 52.237-1 Site Visit (Apr 1984)

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

FAR 52.225-17 Evaluation of Foreign Currency Offers (Feb 2000) http://www.dol.gov/owcp/dlhwc/lscarrier.htm

FAR 52.252-5 Authorized Deviations in Provisions (Nov 2020)

VI. Quotation Submission Instructions

Addendum to FAR 52.212-1 Instruction to Offerors - Commercial Products and Commercial Services (Sep 2023) (RFO Deviation Date January 30, 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:

• Period for Acceptance of Quotations: The period for acceptance of quotations, as stated in FAR 52.212-1 (Nov 2025) (RFO DEVIATION

January 30, 2026), is extended from 60 calendar days to 90 calendar days.

• Preparation and Submission of Quotations: Each quotation shall consist of the following separate volumes:

VOLUME 1 – PRICE QUOTATION

Offerors shall submit a complete Price Quotation as Volume I. The Price

Quotation shall be submitted as a separate volume from the Technical Quotation and shall not include any technical, management, or staffing information.

Failure to submit the required pricing or required certifications may result in the quotation being determined incomplete and ineligible for award.

Requirements:

1. Price Schedule

Offerors shall submit a completed pricing breakdown using Attachment 2 –

Price Schedule. All required pricing fields shall be completed. Quotations submitted without complete pricing may be rejected as incomplete.

The total price shall include all labor, equipment, materials, overhead, profit, insurance, and all other expenses necessary to deliver the required services. No additional sums will be payable on account of any escalations in the cost of materials, 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 agreement. Nor will the price be adjusted on account of fluctuations in currency exchange rates.

2. Representations and Certifications

Offerors shall complete all applicable representations and certifications contained in Attachment 3 - Representations & Certifications. Any missing or incomplete representations or certifications may render the quotation incomplete.

3. NCAGE Code or System for Award Management (SAM)

Registration

Offerors who are already registered in the System for Award Management

(SAM) must include proof of active SAM registration with their quotation.

Offerors not currently registered in SAM must follow the instructions provided under provision FAR 52.204-90 Offeror Identification and must provide their

Commercial and Government Entity (CAGE) Code.

VOLUME 2 – TECHNICAL QUOTATION

The Technical Quotation 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.

Requirements:

1. Organizational Capability

The Offeror shall provide a detailed narrative describing its organizational capability to perform the required services. At a minimum, the narrative shall include:

• Offeror’s legal name, business address, and type of business entity;

• A description of the Offeror’s core business activities relevant to building maintenance, facility operations, mechanical/electrical services and plumbing services;

• A comprehensive description of the Offeror’s experience performing building maintenance and facility operations for commercial, government, or multi-building facilities. This description should include relevant project examples that demonstrate the Offeror’s capability to perform services similar to the requirement. For each example, the Offeror should identify the facility type, approximate size or number of buildings maintained, types of maintenance services performed, period of performance, and the Offeror’s specific responsibilities.

2. Key Personnel and Staffing

2.1 Identify the Key Personnel proposed for this BPA, as defined in the attached

Key Personnel Description. For each Key Personnel, provide:

o Name and proposed role o Resume demonstrating relevant experience, qualifications, and language proficiency (English as required by SOW)

2.2 Staffing Plan

The Offeror shall describe its staffing plan, including the number and types of personnel proposed, supervision methods, and how staff coverage will be maintained during required service hours.

3. Technical Approach and Management Plan

The Offeror shall provide a brief narrative of its approach to performing the building maintenance services described in the Statement of Work.

A. Maintenance Approach

The Offeror shall describe its approach to performing routine and preventive maintenance services, including inspections, repairs, and general upkeep of the facility to ensure the building remains safe, functional, and well maintained.

B. Work Management and Communication

The Offeror shall describe how maintenance requests will be received, tracked, and completed, and how the contractor will coordinate and communicate with the Contracting Officer’s Representative (COR).

C. Continuity of Services

The Offeror shall describe how services will continue in the event of staff absences, increased workload, or other unforeseen circumstances to ensure uninterrupted building maintenance services.

D. Emergency Response

The Offeror shall describe its approach to responding to emergency or urgent maintenance issues (e.g., power outages, plumbing failures, safety hazards), including response time, availability of personnel, and procedures to ensure timely resolution.

4. Quality Assurance and Performance Management

The Offeror shall describe its approach to ensuring quality service delivery and meeting contractual performance standards. This description shall include quality control and performance monitoring processes, procedures for identifying and correcting performance issues, and support for Government oversight and performance evaluations, including CPARS.

5. Past Performance

The Offeror shall demonstrate successful performance of comparable projects, minimum of three (3), performed within the past five (5) years that are similar in scope, size, and complexity to this requirement. Similar projects may include maintenance of commercial, government, or multi-building facilities.

For each reference, provide:

- Contract title and description of services

- Customer name and type (government, commercial, non-profit)

- Contract value (approximate)

- Period of performance

- Point of contact name, title, email, and phone number

- Relevance to this requirement (brief description)

If you are a newly formed entity or joint venture, you may provide past performance information for predecessor companies or joint venture partners.

Clearly identify the relationship.

Note: The Government may contact references not provided by the offeror and may use other sources of past performance information, including CPARS and other government databases.

Failure to furnish and deliver all requested information in accordance with these instructions or who reject the terms and conditions of the solicitation, may result in exclusion from further consideration pursuant to FAR 52.212-1(a). The penalty for making false statements is prescribed in 18 USC 1001.

FAR 52.212-2 Evaluation-Commercial Products and Commercial Services

(Nov 2021) (RFO DEVIATION January 30, 2026)

(a) Evaluation factors. The Government will award a Blanket Purchase Agreement

(BPA) resulting from this solicitation to the responsible Offeror whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate quotations:

1. Compliance Review

2. Technical Capability

3. Past Performance and Experience

4. Price

(b) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement.

The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the

Government to exercise the option(s).

(c) Notice of award. A written notice of award or acceptance of a quotation furnished to the successful Offeror within the time for acceptance specified in the quotation, shall result in a binding BPA without further action by either party.

Before the offer’s specified expiration time, the Government may accept a quotation (or part of a quotation), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

Addendum to FAR 52.212-2 Evaluation – Commercial Products and

Commercial Services (Nov 2021) (RFO DEVIATION January 30, 2026)

To be acceptable and eligible for evaluation, quotations shall be prepared in accordance with 52.212-1, Instructions to Offerors-Commercial

Products and Commercial Services with its addendum and shall meet all the requirements set forth in other sections of this solicitation.

BASIS FOR AWARD

The Government will conduct an initial compliance review of all quotations received to assess completeness and adherence to the terms of the solicitation.

Quotations that are incomplete or fail to comply with the requirements may be rejected in accordance with FAR 52.212-1(a)(4).

The Government intends to utilize streamlined evaluation techniques under

Simplified Acquisition Procedures (SAP) to promote efficiency. Following the compliance review, the Government will pre-screen quotations and identify those demonstrating initial indicators of best value. Only these quotations will proceed to the comparative evaluation phase.

The source selection will be conducted using the comparative evaluation method, as authorized under FAR 12.203. Comparative evaluation entails a direct comparison of two or more quotations on an item-by-item basis to determine which offers the best value to the Government. Evaluation criteria will include technical capability, past performance, and price, as specified in this solicitation.

This is not a Lowest Price Technically Acceptable (LPTA) or trade-off source selection. However, the Government may award to the lowest-priced quotation if it is determined to offer the best overall value based on the evaluation criteria.

Evaluation Process and Factors

Factor 1: Compliance Review

1. Submission of a complete quotation that includes all required information identified in the solicitation, including technical approach, and pricing;

2. Completed Attachment 3 – Representations & Certifications;

3. Past performance and experience information, including prior contracts of a similar nature or commercial equivalents.

4. To demonstrate eligibility at the time of quotation submission, offerors who are already registered in the System for Award Management (SAM) must include proof of active SAM registration with their quotation.

Offerors not currently registered in SAM must follow the instructions provided under provision FAR 52.204-90 Offeror Identification, contained in the Representations & Certifications, and must provide their

Commercial and Government Entity (CAGE) Code.

After the compliance review, offers that do not meet the solicitation’s basic submission requirements or fail mandatory representations/certifications will be excluded from further consideration. Remaining offers will proceed to comparative evaluation based on technical capability, past performance, and price.

Factor 2: Technical Capability

• Technical capability will be evaluated to determine the degree to which the offeror’s proposed solution meets the solicitation requirements and provides value to the Government.

• Emphasis will be on the quality, feasibility, and strength of the proposed solution, and whether the quotation offers any comparative technical advantages over other offers.

• Evaluation will be comparative among all responsive offers and may support selection of a technically superior solution, even if priced higher.

Factor 3: Past Performance

• Past performance will be considered to assess the offeror’s demonstrated ability to successfully perform relevant commercial or government contracts.

• Evaluation will focus on quality of services performed, timeliness of performance, customer satisfaction, and record of compliance with contractual requirements.

• If past performance information is not available or limited, the offeror’s past performance will be rated as “Unknown.” A rating of “Unknown” will not automatically disqualify an offer but may be treated as neutral in comparative assessments.

• Comparative assessment may be used as a discriminator to support selection of a technically or commercially superior offer, where justified.

Factor 4: Price

• Price will be evaluated primarily for reasonableness relative to the scope of commercial services being acquired. In accordance with FAR

12.204(a), the price reasonableness on competitive offers will be evaluated. Reasonableness will be assessed using the Independent

Government Cost Estimate (IGCE) and market comparisons.

• Price will be evaluated in conjunction with technical capability and past performance.

• Comparative analysis of total proposed price may inform the source selection decision but must not override technical or performance considerations when value justifies a higher price.

Responsibility Determination:

The Government will determine contractor responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR 9.1, including:

a. adequate financial resources or the ability to obtain them;

b. ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;

c. satisfactory record of integrity and business ethics;

d. necessary organization, experience, and skills or the ability to obtain them;

e. necessary equipment and facilities or the ability to obtain them; and

f. otherwise qualified and eligible to receive an award under applicable laws and regulations.

Award Without Discussions

Pursuant to FAR 52.212-1(d), the Government reserves the right to award a BPA without discussions based on initial offers. Upon completion of the Government’s initial evaluation of quotations, exchanges with offerors may occur, for the purpose of clarifications and communications in accordance with FAR Part 12. This is a commercial acquisition for which debriefing is not required, and none will be provided. Requests for information will be addressed in accordance with FAR

13.106-3(d).

(End of addendum)

VII. Contract Clauses

See Attachment 1 – Schedule and Clauses for the clauses that apply to the acquisition.

VIII. Site Visit, Due Dates and Point of Contact

Site Visit

Date and Time: Wednesday, March 18, 2026 at 9:30 am local time in Japan

(Proposed Site Visit Schedule: COB: 10:00 – 11:00, CGR: 11:30 – 11:45, MHC:

14:00 – 15:30)

Meeting Place Address: American Consulate General Osaka-Kobe, 11-5, Nishitenma 2-chome, Kita-Ku, Osaka 530-8543, Multi-Purpose Room on 5th floor.

Attendees shall arrive 15 minutes early for check-in and issuance of visitor badges.

Registration Requirement: Advance registration is mandatory. Offerors shall submit the names of attendees, a scanned copy of a valid photo ID (e.g., passport, national ID, or driver’s license), and a cell phone number for each representative to

Mitsuo Nakamura at NakamuraM@state.gov and Jarod Hackett at

HackettJJ@state.gov, no later than Monday, March 16, 2026. Please use subject line “Registration for Site Visit 19GE5026Q0025.”

The site visit is not mandatory. Each company is limited to a maximum of two (2) representatives. Only pre-registered individuals will be admitted. Substitutions or additional participants will not be permitted. Attendees must present valid photo identification upon entry; failure to do so will result in denial of access.

Electronic devices, including laptop computers and cell phones, are not permitted during the site visit. Please note that no storage facilities will be available at the location; attendees must leave these items behind prior to arrival, as they cannot be stored on-site. Offerors are responsible for all costs associated with attending the site visit. The Government will not assist with visa arrangements.

Submission of Questions

Any questions, comments, exceptions, or clarifications concerning any aspect of the solicitation shall be prepared in writing and submitted to Jenina Dosch at

DoschJK@state.gov, and copy to FrankfurtRPSO@state.gov, no later than 15:00

Central European Time (CET) on Thursday, March 19, 2026. The email subject line must read “Questions 19GE5026Q0025.” Late questions may not be considered.

mailto:NakamuraM@state.gov mailto:HackettJJ@state.gov mailto:DoschJK@state.gov mailto:FrankfurtRPSO@state.gov

Submission of Electronic Quotations

Quotations shall be submitted as soon as possible but no later than 15:00 Central

European Time (CET) on Friday, March 27, 2026 email to Jenina Dosch at

DoschJK@state.gov, and copy to FrankfurtRPSO@state.gov. The email subject line must read “Quotation 19GE5026Q0025.”

Offerors are advised to carefully review and follow all submission instructions to ensure consistency and compliance. Volume 1 and Volume 2 shall be submitted electronically as separate files, in formats compatible with Microsoft Word, Microsoft Excel, or Adobe PDF, as applicable. Each email submission must not exceed 45 MB in total size. Late submissions will not be considered. The

Government will not be responsible for any failure to receive quotations due to excessive file size or incompatible file formats.

Offerors are encouraged to submit inquiries in writing via email. No phone calls will be accepted. All questions must be received no later than the date specified in the solicitation to ensure a timely response. All responsible sources may submit a quotation which will be considered by the agency.

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(a). The penalty for making false statements is prescribed in 18 USC

1001.

Point of Contact

Jenina Dosch

Procurement Agent

U.S. Department of State

Bureau of Global Acquisitions

Regional Procurement Support Office Frankfurt, Germany

Email: DoschJK@state.gov mailto:FrankfurtRPSO@state.gov

IX. Additional information

List of Attachments

Attachment 1 - Schedule and Clauses

Attachment 2 - Price Schedule

Attachment 3 - Representations & Certifications

Attachment 4 - Unscheduled Work Orders Historical Data

Applicable Laws and Regulations

This solicitation and the ensuring award are subject to laws and regulations of the

United States of America.

Award and Acceptance of Offer

The written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding BPA without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

END OF COMBINED SYNOPSIS/SOLICITATION