Attachment I-1 - Statement of Work (Revised 2026-05-29).pdf

RFQ 19JA7026Q0084

Attachment 1

Statement of Work

A/C and Ceiling/Lighting Renewal for the CAC at the U.S. Consulate General Sapporo.

1.0 SCOPE OF WORK

Replace A/C units, lighting, ceiling tiles, and perform required electrical wiring corrections in the U.S. Consulate Sapporo CAC. The Contractor shall verify all site conditions and existing equipment and shall develop a design, detailed work plan, and installation approach for COR approval prior to commencing work.

2.0 GENERAL

2.1 All work required under this contract shall be accomplished in accordance with

International Code and National Electrical Code (NEC), Japan Architectural Specification

Standard (JASS), the building electrical codes of Japan and the specification standard of Society of Heating, Air-conditioning and Sanitary Engineering of Japan (SHASE). All work required under this contract shall be performed in a professional manner of the respective trade. The

Contracting Officer’s Representative (COR) and/or COR’s designee shall perform QA/QC inspection on contracted work on an at-any-time basis. Any found deficiencies against contract work requirement and specifications shall be corrected accordingly by the Contractor at no additional cost to the Consulate.

2.2 All materials and labor shall be furnished by the Contractor unless otherwise stipulated herein. Quality of all materials to be used for all required work shall meet or exceed Japan

Industrial Standard (JIS).

2.3 The Contractor shall be responsible for keeping the work areas clean and neat. After completion of work, clean the work areas to vacuum-clean conditions. The Contractor shall dispose of all debris left over from the contracted work, unless otherwise stipulated herein, outside the Consulate Compound in accordance with applicable local codes for industrial waste disposal.

2.4 Prior to work commencement on the job site, the Contractor shall submit to the COR for approval shop drawings, material samples, color samples, work schedule as requested. The work shall be performed on weekdays during normal business hours, unless approved to work on weekends by the COR.

2.5 The Contractor shall guarantee all the work completed under this contract against any defects resulting from the Contractor’s performance for the period of one (1) year from the date of acceptance of the completion by the COR.

2.6 It is the Contractor’s responsibility to verify all dimensions, equipment, building elements, and any site conditions. The Contractor shall notify the COR of any discrepancies or inconsistencies between the plans and the site conditions before work occurs and alters the existing conditions.

2.7 It is the Contractor’s responsibility to notify the COR of any discrepancies between the plans and the specifications and/or any requirements identified in the contract prior to the commencement of work. If any such discrepancies are identified after the commencement of work, the COR will decide which detail or statement is most beneficial to the USG and that detail or statement will be implemented by the Contractor at the Contractor’s expense.

3.0 DESCRIPTION OF WORK.

3.1 Moving / Disposal Work:

3.1.1 Contractor is responsible for temporary relocation of all furniture, equipment and items required to perform the scope of work.

3.2 Removal work: Applies to all areas except the Electrical Closet

3.2.1. Remove and dispose of the entire existing ceiling assembly, including lighting fixtures, supply and return registers, and all related components. The existing ceiling grid shall remain and be reused. The Contractor is responsible for removing and reinstalling ceiling grid sections as required to complete all work within this Scope. Remove and dispose of the built-in A/C interior units, associated refrigerant piping as needed, and exterior condenser units servicing the

Guard Booth and Security Booth.

3.3 Air Conditioning

3.3.1 Furnish and install two new A/C units, that service the Guard Booth and Security Booth, matching the capacity, specifications, and performance of the existing system. Provide all associated components—including refrigerant piping, controls, ducts, supply and return registers, and accessories—necessary to deliver air distribution and environmental performance consistent with the original design. Note that the Security Booth unit includes an air exchange feature that is also required of the new unit. Where wiring conduit is in place, it may be reused. IV wiring in good condition can likewise be reused. “F” cable or Romex cable cannot be used and must be removed. Remove galvanized overhangs protecting outside units and fill wall holes with white caulking.

3.3.2 All mold in the plenum spaces must be removed using a chemical mold killer after removing the glass wool insulation.

3.3.3 (OPTION:) The Contractor shall provide a separate quote for replacement of the A/C units serving the Inspection Area, in accordance with Section 3.3.1. The Government may exercise this option subject to the availability of funds.

3.4 Ceiling

Restore the ceiling back to the original condition with new ceiling tiles that match the existing grid size and layout. Fixed or hard ceiling that do not allow access to the plenum are not permitted. Above-ceiling glass wool insulation must be replaced with new.

3.5 Lighting

3.5.1 Remove old light fixture and replace with new 600X600mm LED light fixture perfectly fit into the module space. Keep the quantities of light fixture and the locations matched with existing. All lighting fixtures shall be hard-wired with permanent connections in accordance with

NEC requirements; cord-and-plug or stripped-wire connections are not permitted. Vertical wire runs shall be contained within walls. Existing vertical wiring can be reused if within compliance with 3.7 Electrical. Install dimmer switches for new lighting.

3.5.2 No replacement for downlights is required. Exit signs should be reused in the existing locations.

3.5.3 The six installations of emergency lighting (Panasonic LB91666) must be replaced with

LED emergency lighting of equivalent brightness and duration. (See the drawing below.)

3.6 Exhaust Fan

Remove old exhaust fan in the Restroom and replace with a fan of equivalent capacity hardwired with permanent connections in accordance with NEC requirements; cord and plug or stripped wire connections are not permitted.

3.7 Electrical

All new electrical wiring installed under this contract, including lighting, HVAC, and associated power circuits, shall be enclosed in conduit (rigid or flexible) and shall be hard-wired with permanent connections. Romex or similar cable shall not be run exposed or directly into junction boxes. All conductor terminations shall be made inside approved junction boxes using listed fittings and connectors in accordance with NEC requirements. The Contractor shall include in its bid the cost to correct any existing wiring encountered during the work that is not compliant with

NEC or applicable Japanese electrical codes.

3.8 Cleaning and Covering:

The Contractor shall maintain the work area in a clean and orderly condition at all times. Daily cleaning to a vacuum-clean standard is required, including removal of dust, debris, and construction waste. Upon completion of all work, the Contractor shall perform a final detailed cleaning of all affected areas, removing all dust, residue, and materials resulting from construction activities.

3.9 Contractor Responsibilities

The Contractor shall perform all work in accordance with applicable regulations, while upholding the highest standards of safety, professionalism, and site sensitivity throughout the project lifecycle. The Government expects excellence not only in deliverables, but in the conduct, care, and courtesy shown to personnel and occupants.

3.9.1 Safety and Chemical Controls

The contractor must abide by U.S. Mission to Japan hazardous communication program policy

No. 2025-005. Before commencing work, the Contractor shall submit anticipated chemical hazards along with a risk mitigation strategy and provide material safety data sheet (MSDS) for the chemicals they intend to use to the COR. Under no circumstances shall a chemical be introduced or used without express written approval from the Contracting Officer’s

Representative (COR). Safety documentation shall be thoroughly reviewed and approved prior to mobilization, and the Contractor shall remain vigilant about protecting health and safety throughout execution.

3.9.2 Occupied Space Sensitivity and Conduct

All work shall occur in actively occupied, functional living or working environments. The

Contractor shall take all reasonable and proactive steps to preserve comfort, privacy, and daily continuity for building users. Disruptions—including noise, dust, odor, and restricted access— shall be minimized through thoughtful scheduling and coordination with facility personnel. The

Contractor shall present a professional and courteous presence at all times, recognizing that respectful interaction and attention to detail are essential to protecting the integrity of

Government spaces and the well-being of occupants. Contractor performance will be evaluated not only on task completion but on the quality of occupant experience and minimal disruption.

3.9.3 Noise Management and Acoustic Compliance

The Contractor shall implement robust noise mitigation measures to ensure work activities remain within sound thresholds appropriate to the facility type. In residential or sensitive areas, sound levels shall not exceed 45 dB without explicit written authorization. The Safety Plan shall clearly define methods to limit acoustic impact, including the use of dampening equipment, barriers, and scheduling adjustments. In the event that noise-producing activities are unavoidable, the Contractor shall provide advance written notice to facility management and affected occupants, and coordinate any required accommodations.

3.9.4 Safety

The Contractor shall comply with all applicable occupational safety and health laws, regulations, and standards in Japan, as well as U.S. Department of State requirements. The Contractor shall establish and maintain a safety program to protect the health and safety of its employees, U.S.

Government personnel, and building occupants.

The Contractor shall ensure that all work areas are maintained in a safe condition. Tools, equipment, and materials shall be used and stored in a manner that prevents hazards. Work shall not create unsafe conditions for occupants or interfere with emergency egress routes.

The Contractor shall furnish and maintain all personal protective equipment (PPE), including specialized protective gear such as arc rated clothing, fall arrest systems, and respiratory protection, as required by applicable safety standards and the nature of the work performed. The

Contractor shall ensure PPE is properly fitted, maintained, and used by its employees.

Government-furnished equipment will be provided only where specifically identified by the

COR.

For any work involving elevated risk to personnel or facilities, including but not limited to scaffolding, working at heights, welding, confined space entry, hot work, or other activities identified by the COR, the Contractor shall submit proposed safety measures in advance. The

Contractor shall not proceed with such work until the COR has reviewed and approved the safety measures. This requirement is in accordance with DOSAR 652.236-70, Additional Safety

Measures.

The Contractor shall immediately report to the COR any accidents, injuries, or unsafe conditions observed during BPA performance. The Contractor shall cooperate fully in any investigation of safety incidents.