19JA8025Q0024 - Amendment 0003.pdf

MENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 14

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

See Item 16C.

4. REQUISITION/PURCHASE REQ. NO.

PR15382112

5. PROJECT NO.

6. ISSUED BY CODE 7. ADMINISTERED BY CODE

Procurement/Contracting Office U.S. Embassy 1-10-5 Akasaka, Minato-ku, Tokyo 107-8420 Japan

See Item 6.

8. NAME AND ADDRESS OF CONTRACTOR

9a. AMENDMENT OF SOLICITATION NO.

19JA8025Q0024

9b. DATED (SEE ITEM 11)

July 31, 2025

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ ✓ ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [ ] is extended, [ ✓ ] is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation, or as amended, by one of the following methods:

(a) by completing Items 8 and 15 and returning one copy of the amendment;

(b) by acknowledging receipt of this amendment on each copy of the offer submitted; or

(c) by separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY

RESULT IN REJECTION OF YOUR OFFER.

If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA

Not applicable.

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS;

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN

ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER:

E. IMPORTANT: Contractor [ ]is not, [ ✓ ]is required to sign this document and return one copy to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION

The Purpose of this amendment is to:

1. Provide the Qs&As.

2. Provide the photos as attachment to the Qs&As.

3. Revise Section 1: The Schedule of the RFQ.

Page 3 through 10 of the RFQ is hereby replaced with the attached revised pages 7 through 14.

Amendments are indicated in blue font.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remain unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (type or print)

16A. NAME OF CONTRACTING OFFICER

Michael Agner

15B. NAME OF CONTRACTOR/OFFEROR

BY

(signature of person authorized to sign)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA

BY

(signature of Contracting Officer)

16C. DATE SIGNED

NSN 7540-01-152-8070 STANDARD FORM 30 (REV. 10-83)

Previous edition unusable Prescribed by GSA FAR (48 CFR) 53.243

08/29/2025 07:47 GMT

Agner, Michael (AgnerMK@state.gov)

Request for Quotations (RFQ) No. 19JA25Q0024 Amendment 0003

August 29, 2025

Questions and Answers (Qs&As)

Request for Quotations No. 19JA8025Q0024 – Furniture Replacement Services for the U.S. Consulate General Naha, Japan.

Question 1:

Will the existing carpet be used as it is (to match the color tone with the furniture) with a cleaning?

Answer 1: Yes. Exiting carpet will be used.

Question 2:

Could you provide photos of the cabinet bar lock (both overall view and close-up of the screw-fastened part) for explanation to the disposal contractor?

Answer 2: See Attachment 1 – Photo to Qs&As.

Question 3:

Since the Embassy will be the waste generator, a direct contract with the disposal contractor is required under Japanese waste disposal law. Would it be possible for someone from the embassy to sign the documents we prepare?

Answer 3: Yes. COR will sign the document.

Question 4:

On the day the disposal contractor comes for collection, is our understanding correct that all non-disposal items will already have been removed from the room, and everything remaining (except cabinet bar locks) will be disposed of?

Answer 4: Yes, correct.

Question 5:

Is prior registration required for the vehicles, drivers, and workers who will transport and carry out the waste?

Answer 5: Yes.

Embassy of the United States of America

Tokyo, Japan

Question 6:

Please advise the maximum sized truck.

Answer 6: For vehicle inspection, maximum length of vehicle is approximately 6 meters long.

For longer vehicle, with approval of Regional Security Office (RSO), Local Guard Force (LGF) will be able to conduct vehicle inspection at outer parking prior to opening gates allowing the vehicle to go through.

Question 7:

For 1.2.2(a)(1), is it acceptable that the side desktop is used only for storage and does not require securing workspace? If there are minimum required dimensions (W × D × H) for the storage cabinet, please let us know.

Answer 7: There is no minimum requirement but ideal to have both desk surface and storage function for the side desk.

Question 8:

For 1.2.2(a)(2), should we determine the desk size behind the copier according to the provided layout drawings?

Answer 8: The desk size behind the copier should be determined independently by the offeror based on their assessment and understanding of the requirements.

Question 9:

For 1.2.2(a)(6), regarding the 900 × 450 × 1000 storage cabinet, is it acceptable for all three tiers to be flip type? Also, is it acceptable if the height becomes approximately H1120?

Answer 9: As stated on the RFQ, it must be flip style on top and drawer type for bottom 2 shelves.

The height of H1120 is acceptable and will be considered the maximum allowable.

Question 10:

For 1.2.2(a)(7), regarding the 750 × 450 × 1700 storage cabinet, is it acceptable for it to be 3 drawers + 2 flip type? Also, is it acceptable if the height becomes approximately H1820?

Answer 10: It must be 4 pull drawers at bottom + 1 flip type at a top. Keep the height around 1700.

Question 11:

For 1.2.2(c), regarding the W2100 × D650 electric desk, is it acceptable to use a size that is not identical but close? The specification shows edge partition H600; is it acceptable to use one of a similar height?

Answer 11: Similar or close height is fine.

Question 12:

For 1.2.2(c), regarding the 3 power strips (18 outlets total), is it acceptable to allocate one power strip (6 outlets) per desk for the three desks?

Answer 12: Yes.

Question 13:

1.2.2 Specifications - Additional item - Please include the information on the additional cabinets (QTY:6) under teller window counters per the site visit.

Answer 13: See Amendment 0003 – Subsection 1.2.2 (h)

Question 14:

1.2.2 Specifications (a) - Please amend the word "perfectly" unless the exact size is required.

There are US imperial and Japan metric measurement differences.

Answer 14: Differences of plus (+) or minus (–) 50mm is acceptable.

Question 15:

1.2.2 Specifications (a) - Please include monitor arm with quantities. Please do the same for (b) & (c) if required.

Answer 15: Excluding the desk behind the copier in Subsection 1.2.2 (a), each workstation (total 9 workstations) is equipped with two monitors. A sufficient number of monitor brackets capable to accommodating these monitors is required. The monitor bracket must be compatible with any monitor models.

Question 16:

1.2.2 Specifications (a) - Please clarify if monitor arms are required for 2 sets of powered height adjustable front desks behind copier. If required, please specify QTY.

Answer 16: For the 2 desks behind the copier, each desk is equipped with one monitor, resulting in a total of two desks and two monitors. A sufficient number of monitor brackets capable to accommodating thee monitors is required. The monitor bracket must be compatible with any monitor models.

Question 17:

1.2.2 Specifications (a) - Please amend the word "flip style" from 6 sets of 3-story drawer file cabinets per the site visit.

Answer 17: See Amendment 0003 – Subsection 1.2.2 (a)(6)

Question 18:

1.2.2 Specifications (c) - Please amend "H600mm edge partion with pin board fabric finish" to "H600 front partion with pin board fabric finish" per the site visit. Please delete "inside and wood look hard film finish on outside with leg edge apron under the desk surface." per the site visit.

Answer 18:

Keep the statement for quote purpose. Successful quoter shall confirm and delete the item as necessary for the actual order.

Question 19:

1.2.2 Specifications (c) - Please delete "for connecting the front with H600 mm edge partition with pin board fabric finish inside and wood look hard film finish on outside." since the W1500 x D600 side desk is without the partition per the site visit.

Answer 19:

Keep the statement for quote purpose. Successful quoter shall confirm and delete the item as necessary for the actual order.

Question 20:

1.2.2 Specifications (e) (f) (g) - Please amend/delete those requirements per the site visit.

Answer 20: See Amendment 0003 – Subsection 1.2.2 (f)(g). Subsection 1.2.2 (e) has already removed amended in Amendment 0001.

End of Qs&As

Attachment: Attachment 1 - Photo

Request for Quotation (RFQ) No. 19JA8025Q0024 Amendment 0003 - Attachment 1

Request for Quotations (RFQ) No. 19JA8025Q0024 Amendment 0003 – Section 1: The Schedule

Section 1: The Schedule

1.1 Continuation to SF-18, Request for Quotations (RFQ) Number 19JA8025Q0024, Block 11(f), Amount

1.1.1 Scope of Contract

(a) The Contractor shall design, furnish, deliver and install office furniture for the U.S.

Consular Office at the U.S. Consulate General in Naha, Japan, in accordance with he specifications and terms and conditions set forth herein.

(b) The prices listed below shall include, but not limited to, all labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit, installation, and transportation necessary to deliver the required items to the U.S. Consulate General in Naha, Japan.

1.1.2 Offers and Payment in U.S. Dollars

(a) U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S.

dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the law s of a state within the United States.

(b) Foreign Firms. Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in Japanese Yen.

1.1.3 Pricing

Office furniture and installation for the Consular Office in accordance with subsection 1.2 – Schedule of Supplies/Services:

① A total of nine (9) sets of 1800 x 1800 mm Workstation #1-9 and items as stated in 1.2.2 (a) - (1)(2)(3)(4)(5)(6)(7)(8): 1 Lot (currency mark)

② A total of two (2) sets of 2000 x 1800 mm Workstation #10 & #11 and items in Room 111 as stated in 1.2.2 (b): 1 Lot (currency mark)

③ A Total of one (1) set of U-shaped counter surface Workstation #12 and sofa and center table as stated in 1.2.2 (c): 1 Lot (currency mark)

④ Shipping/Delivery charges of office furniture:

1 Lot (currency mark)

⑤ Disassemble old furniture and install of all new furniture:

1 Lot (currency mark)

⑥ Disposal old furniture

1 Lot (currency mark)

⑦ Drawer and File Cabinet under the Seven (7) Teller Windows

1 Lot (currency mark)

Grand Total Amount (①+②+③+④+⑤+⑥+⑦): (currency mark)

1.1.4 The U.S. Embassy Tokyo is exempt from Japanese consumption taxes; therefore, such taxes shall not be included in the price nor charged on invoices. After receipt of the Contractor’s invoice, the Government will provide the Contractor with a signed Certificate of Tax Exemption Purchase for Foreign Establishments.

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

(Ministry of Foreign Affairs of Japan) Japanese: https://www.mofa.go.jp/mofaj/ms/po/page22_003420.html English: https://www.mofa.go.jp/ms/po/page22e_000946.html

(National Tax Agency) Japanese: https://www.nta.go.jp/taxes/tetsuzuki/shinsei/annai/shohi/annai/23120184.htm

1.1.5 Invoices and Payment

Individual invoices shall be submitted for each order, accompanied by the purchase order and invoice for the month showing dates worked and fixed-price and related information. Invoices shall be submitted once a month, (or under mutual agreement when absolutely necessary and infrequently in 2 weeks), in the first week of each month for all services performed (actual trips made) in the preceding month at the following address (designated payment office only for the purpose of submitting invoices):

Invoices can be mailed to the following address or submitted electronically to TokyoInvoices@state.gov:

U.S. Embassy Tokyo Attn: Financial Management Center 1-10-5 Akasaka, Minato-ku, Tokyo 107-8420

1.2 Continuation to SF-18, Request for Quotations (RFQ) Number 19JA8025Q0024, Block 11(b), Schedule of Supplies/Services

1.2.1 Scope of Work

(a) The Contractor shall design, provide material and install Modular Furniture such as

Herman Miller (Augment Ratio, Aeron chair), Steelcase (Impact Executive Desk Migration Series, Think chair) or equivalent for Consular Office at the U.S. Consulate General Naha based on the attached concept drawing.

(b) The Contractor shall provide a design for above mentioned workspaces with details parts list, color samples and catalogue cuts for the proposed products and electrical requirements to the workstations.

(c) The Contractor shall provide color samples for all products and final colors will be decided by the Contracting Officer’s Representative prior to processing order.

(d) Those required office furniture shall be sipped directly to the U.S. Consulate General Naha at 2-1-1 Toyoma, Urasoe, Okinawa 901-2104 Japan.

https://www.mofa.go.jp/mofaj/ms/po/page22_003420.html https://www.mofa.go.jp/ms/po/page22e_000946.html https://www.nta.go.jp/taxes/tetsuzuki/shinsei/annai/shohi/annai/23120184.htm mailto:TokyoInvoices@state.gov

1.2.2 Specifications

The Consular Office is located in the room numbers 105, 109B, 111 and 112. This office spaces require the following configuration:

(a) Desing and furnish a total of nine (9) sets of modular furniture for Workstation #1-9.

(1) Each workstation shall fit into 1800 x 1800 mm space perfectly (differences of plus or minus 50mm is acceptable) and include the following conditions:

- Workstation perimeter shall be outlined with partitions. Height of partitions shall be high enough for maintain privacy but low enough for a supervisor can obtain a line of sight. Or equivalent to the current partition height, around 1100 mm.

- One (1) powered height adjustable front desk. Bracket of double monitor arm which should be compatible with any monitor will be clamped at the counter edge.

- One (1) 3-story side desk under counter drawers and open cabinet with height adjustable shelves above the counter height.

- Two (2) power extension strips for each desk with a total of twelve (12) outlets. Each counter surface requires a hole on counter, under tray for power strip and hinged open plastic cover .

- One (1) high quality executive office chair.

- Furniture layout in the attached drawing is only concept block plan. The awarded vendor must provide and propose own design for each workstation and total layout in the open space.

- One (1) Slatwall and Slat Rail panel clamped against front side of height adjustable desk. Furnish and hang one (1) pencil holder, two (2) file holders and one (1) clip holder.

(2) Behind Copier:

Furnish two (2) sets of powered height adjustable front desk with W400 mm 3-story drawer under counter and set up back side of copier. Bracket of monitor arm which should be compatible any monitor will be clamped at the counter edge of each desk.

Furnish two (2) sets of roll away mobile pedestal with cushion on top for sitting purpose.

(3) Provide two (2) roll away portable meeting tables/desks, one (1) will be shared with workstation #1, 2, 8 and other will be shares with workstation #4, 5 7 and its size shall fit in the passage spaces among those workstations. The above mentioned small portable tables/desks shall be foldable and mounted or hanged on the partition surface.

(4) Provide one (1) set of roll away 3-story drawer with work surface on top and set right next to Workstation #2.

(5) Furnish maximum numbers of hanging pamphlet rack mounted on the workstation partitions of #1 and #2 facing the teller window. Furnish maximum numbers of hanging pamphlet rack on one side of Room 112 wall from H300 mm to H1500 mm form the floor.

(6) Furnish six (6) sets of 900 x 450 x 1000 mm 3-story drawer file cabinets (top shelf is flip style and bottom 2 shelves are drawer type) with work top surface and counter weight fall protector. Provide two (2) metal dividers per drawer. Minimum 20 mm cabinet frame edge is required for installing bar lock. Before disassemble old furniture, remove the bar lock from the old cabinet stand and re-install it to the new cabinets.

(7) Room 112:

Furnish three (3) sets of 750 x 450 x 1700 mm 5-story drawer file cabinets (4 pull drawers at bottom + 1 flip style at a top) in Room 112 with counter weight fall protector. Provide two

(2) metal dividers for each drawer.

(8) Furnish one (1) 2-story cabinet with one (1) lower drawer and one (1) upper open rack in Room 112.

(b) Design and furnish total two (2) sets of 2000 x 1800 mm Workstation #10 and #11 in Room 111 including:

- One (1) powered height adjustable front desk. Bracket of double monitor arm will be clamped at the counter edge.

- One (1) side desk with 3-story under counter drawers and open cabinet with height adjustable shelves above the counter height.

- Two (2) power extension strips for each desk with total of 12 outlets. Each counter surface requires a hole on counter, under tray for power strip and hinged open plastic cover.

- One (1) high quality executive office chair.

(c) Design and furnish total of one (1) set of U-shaped counter surface Workstation #12 in Room 109B including:

- One (1) W2100 x D650 mm powered height adjustable desk with H600 mm edge partition with pin board fabric finish inside and wood look hard film finish on outside with leg edge apron under the desk surface.

- One (1) set of minimum W1500 x D600 mm side desk for connecting the front with H600 mm edge partition with pin board fabric finish inside and wood look hard film finish on outside.

- One (1) set of minimum W1500 desk with no overhead storage to be located other side of the adjustable desk. Two (2) drawers, one is 3-story and the other one is 2-stroy, will be set under the desk.

- Three (3) power extension strips with total of 18 outlets. Each counter surface requires a hole on counter, under try for power strip and hinged open plastic over.

- One (1) W400 mm 3-drawer under desk cabinet.

- One (1) main high grade executive arm chair.

- One (1) 3-person sofa.

- One (1) center table matched with desk counter surface finish.

(d) Scope includes to disassemble old furniture taking them to outside, load into trucks and dispose. The Contractor shall be liable to dispose the old furniture in compliance with applicable local codes for industrial waste disposal.

(e) REMOVED

(f) REMOVED

(g) REMOVED

(h) The Contractor shall furnish combination of drawer and file organize racks which fitting under the total seven (7) teller window counters. Furnish a total of seven (7) furniture under the teller counters are needed. Removing work of the existing racks will be covered and performed by a separate order.

Each furniture required:

- Drawers for sorting letter-sized clear file cases.

- Height adjustable rack(s) with capable of holding at least 30 letter-sized file trays.

Hinged door(s) required.

- Composed with metal sheets, not plywood material.

Note: After the contract is awarded, prior to ordering the furniture, the Contractor shall re-survey the layout and measurement of existing walls and pillars precisely, design the furniture plan. Revise the plan until fully approved by the COR and Consular Chief in Naha

After the old furniture is removed, the work site can be utilized as a laydown space.

1.2.3 Laws and Regulations

(a) Compliance Required. The Contractor shall, without additional expense to the Government, be responsible for complying with all host country laws, codes, ordinances, and regulations applicable to the performance of the work, and with the lawful orders of any governmental authority having jurisdiction. Host country authorities may not enter the construction site without the permission of the Contracting Officer. Unless directed by the Contracting Officer, the contractor shall comply with the more stringent of:

(1) The requirements of such laws, regulations and orders; or the contract.

(2) If a conflict among the contract and such laws, regulations and orders, the Contractor shall promptly advise the Contracting Officer of the conflict and recommend a proposed course of action for resolution by the Contracting Officer.

(b) Labor, Health and Safety Laws, and Customs. The Contractor shall comply with all local labor regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

(C) Evidence of Compliance. The Contractor shall submit proper documentation and evidence satisfactory to the Contracting Officer of compliance with this clause.

1.2.4 Contractor Responsibility

(a) The Contractor shall provide all labor, tools, materials, equipment, supervision, and services, unless otherwise specified, to complete the work covered with the contract. All the work and procedures shall be performed in conformity to the specifications and work requirements herein.

All local labor standards for occupational safety and health apply to this contract.

(b) Hazardous Materials. The Contractor shall provide the U.S. government a hazardous material (HM) inventory and material safety data sheets (MSDS) in English before any such HM comes to the work site.

(c) Contractor Personnel. The Contractor shall ensure that all personnel employed in the performance of this contract are qualified and possess the necessary licenses required in their respective trades.

(c) Schedule of Work. Work under this contract shall commence on the date specified in the Notice to Proceed (NTP), and provided that no on-site activities begin without prior approval from the Contracting Officer’s Representative. The Contractor shall complete the entire work ready for use no later than 180 working days (6 months) after the date commenced the work under this contract.

(e) Inspection and acceptance by the U.S. government. The U.S. government reserves a right to inspect and test all the work under this contract at any time. If any of the work does not conform to the contract requirements and/or specifications, the U.S. government may require the Contractor to perform the services again at no additional cost to the U.S. government.

(f) The Contractor shall be liable for disposal of all debris produced from the contracted work in compliance with applicable local codes for industrial waste disposal.

(g) The Contactor shall disassemble old furniture and install all new furniture including moving all the furniture to and from the above-mentioned locations, and dispose the old furniture accordance with local industrial waste disposal codes.

(i) All work, either in progress or in a completed state under this contract, shall be continuously protected by the Contractor against any damage, and shall be so secured as to preclude any accident or damage to adjacent property or personnel, until turned over to and accepted by the U.S. government. The contractor shall further be responsible for the proper care and protection of all materials and equipment/tools that are delivered to the work site throughout the contracted work. Any damages to the existing Government property resulting from contractor’s performance, shall be repaired or replaced in an approved manner to its original condition at Contractor’s expense.

(j) Cleaning. Upon completion of all the work under this contract, the Contractor shall thoroughly clean entire work areas in broom-clean condition including carpet shampoo prior to turnover to the U.S. government.

1.2.5 Working Hours

All work shall be performed during the hours between 08:30 and 17:30 Monday through Friday except U.S. and Japanese holiday observed by the U.S. Embassy Tokyo. Other hours, if requested by the Contractor, may be approved by the Contracting Officer's Representative (COR). The Contractor shall give 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours, initiated by the Contractor, will not be a cause for a price increase.

Site Work Schedule Two (2) working days for disassemble and removing of furniture (Monday and Tuesday on the first week of work) and total four (4) working days for installation of new furniture (Monday through Thursday on the following week) are required.

1.2.6

1.2.6.1 Personal Injury, Property Loss or Damage (Liability)

The Contractor hereby assumes absolute responsibility and liability for any and all personal injuries or death and/or property damage or losses suffered due to negligence of the Contractor's personnel in the performance of the services under this contract.

1.2.6.2 Insurance

The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this contract, whatever insurance is legally necessary. The Contractor shall carry during the entire period of performance the following minimum insurance:

Comprehensive General Liability Bodily injury JPY 3,000,000 per occurrence

Workers' Compensation and Employer's Liability Workers' Compensation and Occupational Disease JPY 30,000,000 Employer's Liability JPY 30,000,000

1.2.6.3 Bonding of Employees

The U.S. Government imposes no bonding requirement on this contract. The contractor shall provide any official bonds required, pay any fees or costs involved or related to equipping of any employees engaged in providing services under this contract, if legally required by the local government or local practice.