19JA8025Q0025 - Amendment 0001 --- SF30 QA RFQ SOW.pdf

AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

1 4

2. MODIFICATION NO.

3. EFFECTIVE DATE

See Item 16C

4. REQUISITION/PURCHASE REQ. NO.

PR15479873 / PR15469408

5. PROJECT NO.

6. ISSUED BY CODE

7. ADMINISTERED BY CODE

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

See Item 6.

8. NAME AND ADDRESS OF CONTRACTOR

9a. AMENDMENT OF SOLICITATION NO.

19JA8025Q0025

9b. DATED 08/05/2025

10a. MODIFICATION OF CONTRACT/PURCHASE ORDER NO.

10b. DATED

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___ copies 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 your 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

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

IT MODIFIES THE CONTRACT/PURCHASE ORDER 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. Extend the due date/time of quotation from 10:00 a.m., Tuesday, September 2, 2025 (Japan Standard Time) to 10:00 a.m., Thursday, September 4, 2025 (JST).

2. Provide the Qs&As.

3. Revise Subsection 3.2 Summary of Instructions, (d) Volume 4 - Technical Proposal of the RFQ.

Pages 29 and 30 of the RFQ are hereby replaced with the attached revised pages 29 and 30.

4. Revise Attachment 1 - Statement of Work (SOW) of the RFQ.

Pages 1 through 4 of the SOW are hereby replaced with attached revised pages 1 through 5 of the SOW.

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

15A. NAME AND TITLE OF SIGNER

16A. NAME OF CONTRACTING OFFICER

Michael K. 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

August 28, 2025

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

Previous edition unusable Prescribed by GSA FAR (48 CFR) 53.24

08/28/2025 02:23 GMT

Agner, Michael (AgnerMK@state.gov)

Request for Quotations (RFQ) No. 19JA8025Q0025 Amendment 0001

August 28, 2025

Questions-and-Answers (Qs&As)

Request for Quotations No. 19JA8025Q0025 Ceiling Light Replacement Services for the U.S. Consulate Nagoya, Japan

Question 1:

“There is no indication that this replacement, including all lighting fixtures, is not being replaced with fluorescent-type LEDs.”

Answer 1:

This LED conversion work is to replace existing fluorescent lighting fixtures with new LED lighting fixtures (a combination of the fixture itself and a replaceable light bar). It is not work that reuses the existing fluorescent light fixtures and replaces the fluorescent tubes with LEDs. The same applies to downlights, as the work will replace the existing fixture with a new integrated LED downlight fixture.

Question 2:

“I was unable to inspect the fixtures at the south emergency exit on site, so could you provide a photo?”

Answer 2:

The existing lighting fixtures on the south side emergency stairs are the same as the one on the north side. Photos cannot be provided.

Question 3:

“Are you sure there are six light switches in the office?”

Answer 3:

There is a total of nine (9) switches in the office area. See revised paragraph 3.3.2 of the Attachment 1

– Statement of Work in the Amendment 0001.

Embassy of the United States of America

Tokyo, Japan

Question 4:

“The delivery date for the LED bars is currently behind schedule. It is unlikely that they will be completed by the end of the year, so is it possible to extend the construction period?”

Answer 4:

We understand that the lead time for many materials in the market is taking longer than expected, and in that case, the construction period may be extended into the year 2026.

Question 5:

“Is the primary voltage of the lighting fixture 200V or 240V?”

Answer 5:

The voltage of the lighting fixture circuit is 240V. See revised paragraph 3.3.4 of the Attachment 1 – Statement of Work in the Amendment 0001.

Question 6:

“At the quotation submission stage, since the on-site personnel have not yet been finalized, would it be acceptable to submit only the qualification certificate of the representative?”

Answer 6:

No. Evidence that all electricians who will perform the electrical work at the sites possess a required license is required under Subsection 3.2 Summary of Instructions, (d) Volume 4 – Technical Proposal on page 29 of the RFQ.

Also, see the following items.

- Paragraph 2.11 SUPERINTENDENCE BY CONTRACTOR on page 3 of the revised Attachment 1 –

Statement of Work in the Amendment 0001.

- Revised Subsection 3.2 Summary of Instructions, (d) Volume 4 – Technical Proposal (2) of the RFQ in the Amendment 0001.

Question 7:

“With respect to protective coverings: Is it necessary to extend them beyond the actual work areas? If so, to what extent should the coverings be applied?”

Answer 7:

The area where the lighting fixtures will be replaced shall be covered with protective sheets. Also, the Contractor shall protect the delivery route and work area if there is a risk of soiling the floor or damage caused by carts, etc.

Question 8:

“We understand that no bond is required for this project. Could you please confirm that our understanding is correct?”

Answer 8:

Bonds are not required for this project.

–End of Qs&As-

Amendment 0001 - Page 29 of 56

SECTION 3 - SOLICITATION PROVISIONS

3.1 Solicitation Provisions

3.1.1 FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (SEP 2023) IS INCORPORATED BY REFERENCE (SEE SF-1449, BLOCK 27A)

ADDENDUM TO FAR 52.212-1

3.2 Summary of Instructions

The quoter shall complete and submit one copy of the following:

(a) Volume 1 - Standard Form (SF) 1449

Volume 1 shall consist of the completion of blocks 17, 30a, 30b, and 30c (page 1) of the RFQ.

(b) Volume 2 - Price.

Volume 2 shall consist of Subsection 1.1.2 Pricing (page 4) of the RFQ. Quoters must include the currency which they are submitting their prices in.

(c) Volume 3 - Representations and Certifications.

Volume 3 shall consist of completion of Section 5: OFFEROR/QUOTER REPRESENTATIONS AND CERTIFICATIONS on pages 34 through 56 of the RFQ. (Complete all portions that are applicable.)

(d) Volume 4 - Technical Proposal.

Volume 4 shall consist of Information demonstrating the quoter’s ability to perform, including:

(1) Evidence that all electricians who will perform the electrical work at the sites possess a required Japanese first-class electrician’s license (or a second-class electrician’s license under the constant supervision of a first-class electrician’s license), which are also known as “Dai- Isshu Denki Kouji-shi” and “Dai-Nishu Denki Koji-shi” license. Also see subsection 2.3 Contractor's Personnel/Technical Standard on page 1 of Attachment 1 – Statement of Work.

(2) Name and resume of the proposed Quoter's superintendent for this project (See paragraph 2.11 SUPERINTENDENCE BY CONTRACTOR of the Attachment 1 – Statement of Work.)

Quotations are due by 10:00 a.m., Thursday, September 4, 2025 (Japan Standard Time). No quotations will be accepted after the specified date/time. Quotations must be in English and incomplete quotations will not be accepted.

Your quotation must be submitted electronically to Ayaka Ogawara via email to OgawaraAX@state.gov.

The e-mail size must not exceed 15MB. If the e-mail size should exceed 15MB, the submission must be made in separate e-mails less than 15MB each. After submission of quotation, quoters shall contact

Amendment 0001 - Page 30 of 56

Ayaka Ogawara by phone (Mobile: 090-1110-9327 or Office: 03-3224-5208) or email to confirm the receipt of quotation.

Quoters shall identify, explain and justify any deviations, exceptions, or conditional assumptions taken regarding any of the instructions or requirements of this solicitation in the appropriate volume of the quotation.

3.3 Addendum to Solicitation Provisions – FAR and DOSAR Provisions not Prescribed in Part 12

FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

THE FOLLOWING FEDERAL ACQUISITION REGULATION (FAR) SOLICITATION PROVISIONS ARE

INCORPORATED BY REFERENCE:

PROVISION TITLE AND DATE

52.204-7 SYSTEM FOR AWARD MANAGEMENT (NOV 2024)

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (AUG 2020)

52.211-1 AVAILABILITY OF SPECIFICATIONS LISTED IN THE GSA INDEX OF FEDERAL

SPECIFICATIONS, STANDARDS AND COMMERCIAL ITEM DESCRIPTIONS, FOMR PART

101-29 (SEP 2023)

52.212-1 INSTRUCTIONS TO OFFERORS -- COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

(SEP 2023)

52.214-34 SUBMISSION OF OFFERS IN THE ENGLISH LANGUAGE (APR 1991)

Attachment 1 - Statement of Work

Amendment 0001 - Page 1 of 5

STATEMENT OF WORK

1. Scope of Work

The Contractor shall furnish, deliver, and replace the ceiling light fixtures in the office, with the new Contractor-furnished LED lighting fixtures.

2. General Requirements

2.1 General:

The Contractor shall provide all labor, supervision, materials, tools, equipment, transportation, services, and incidental materials, except otherwise specified herein, necessary to complete all work required under this contract.

2.2 Work Site:

The work shall be performed at the work site in the U.S. Consulate Nagoya, located at Nagoya International Center 6F, 1-47-1 Nagono, Nakamura–ku, Nagoya 450-0001.

2.3 Contractor's Personnel/Technical Standard:

The Contractor shall always enforce strict discipline, good order among his/her employees and assure workmanship of quality. All personnel employed in the performance of this contract shall be qualified and possess the necessary licenses required in their respective trades. All work under this contract shall be performed in a professional manner and in compliance with the Japan Building Electrical Codes, Japan Electric Association Code (JEAC) and any other local code may apply for this work. All electricians who will perform the electrical work at the sites shall possess a Japanese first-class electrician’s license (or a second-class electrician’s license under the constant supervision of a first-class electrician’s license), which are also known as “Dai-Isshu Denki Kouji-shi” and “Dai-Nishu Denki Koji-shi” license.

2.4 Materials:

The Contractor shall furnish all materials that are necessary to accomplish the required services in this contract. All materials shall be new and shall meet or exceed the Japan Industrial Standard (JIS). All materials are to be furnished by the Contractor.

2.5 Disposal of Debris:

The Contractor shall always keep the work site neat and clean. During the work, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material and parts shall be cleaned up and removed at the completion of the job and shall be properly disposed of outside the Consulate premise in compliance with the applicable local code for industrial waste disposal.

Amendment 0001 - Page 2 of 5

2.6 Protection:

The Contractor shall provide and maintain adequate protection on all work, either in progress or in a completed state under this contract and shall insure that it is continuously protected and secured to prevent any accident or damage to the adjacent property and/or personnel, until completion and final acceptance by the Contracting Officer's Representative. 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 damage 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.

2.7 Contractor's Submittal:

2.7.1 Work Schedules:

Prior to commencement of work, the Contractor shall submit a work schedule, setting forth date, time, description of work, list of personnel and any other information required by the Contracting Officer's Representative (COR) for approval.

2.7.2 Product Data:

The Contractor shall submit a catalog data with product specifications and shop drawing of the product to the COR for approval prior to commencement of the work.

*Product data must be submitted to COR for approval after the Purchase Order is issued by the Embassy.

2.7.3 Report:

Upon work completion, the Contractor shall submit sufficient photographs of the deficiencies and repairs before and after work.

2.7.4 Unforeseen Conditions:

If the Contractor finds an unusual condition during the work performance, the Contractor shall immediately report the status, its causes, and countermeasures to the COR.

2.8 Working Hours:

The Contractor shall arrange its work schedule during the hours between 08:30 – 17:00, Monday through Friday, except for weekends and U.S. and Japanese holidays observed by the U.S.

Consulate Nagoya. Should the Contractor need to work in the premises other than the hours specified herein, the Contractor shall submit a written request for any changes of the schedule to the COR well in advance for approval.

2.9 Parking:

The U.S. Consulate Nagoya does not provide parking spaces. The Contractor shall arrange and pay for their own parking. The U.S. Government will not reimburse or validate parking expenses. For loading and unloading necessary materials, the Contractor shall coordinate with the Consulate

Amendment 0001 - Page 3 of 5

Nagoya’s management, who will liaise with the building management office to confirm availability and make reservations as needed.

2.10 Use of Bathroom:

The building’s bathroom facilities are available for the Contractor’s workers. However, due to the limited availability of security escorts, it is preferable that bathroom breaks be planned in advance whenever possible. Exceptions will, of course, be made for urgent or medical needs.

2.11 SUPERINTENDENCE BY CONTRACTOR

The Contractor shall designate a representative who shall supervise the Contractor's workforce and be the Contractor's liaison with the Government. The entire operation of the contracted services shall be superintended by the Contractor's liaison, not by the subcontractor. The designated superintendent shall be located on the work site designated by the Contracting Officer during normal working hours (see paragraph 2.8 Working Hours of the Attachment 1 – Statement of Work.) and shall have supervision during the times while on duty. It is not mandatory that the superintendent possesses the electrician’s licenses.

3. Work Descriptions/Requirements:

3.1 Disposal:

The Contractor shall remove and dispose all the existing florescent light fixtures in the office. Refer to Attachment 2 - Drawing (lighting) for the numbers and locations of lighting fixtures for the disposal and replacement.

3.2 Material:

The Contractor shall furnish following LED light fixture for the replacement.

(a) 40W type liner LED Light Fixture:

- Equivalent to two 40W liner fluorescent bulbs.

Quantity: 52 Color Temperature: 5000K Lumen: Lumens shall be fully adjustable from 2,000 to 4,500 lumens by dimmer switch.

*The new LED fixture must fit seamlessly into the existing ceiling system. The fixture must be combined with a dimmable and replaceable light bar.

(b) 20W Type Liner LED Light Fixture:

- Equivalent to two 20W liner fluorescent bulbs.

Quantity: 2 Color Temperature: 5000K Lumen: Approximately 2,000 lumens

Amendment 0001 - Page 4 of 5

(c) Square Type LED Light Fixture:

- Equivalent to four 20W type Liner fluorescent bulbs.

Quantity: 36 Color Temperature: 5000K Lumen: Approximately 3,600 ~4,000 lumens.

(d) LED Down Light Fixture:

- Equivalent to exiting down light fixture.

Quantity: 51 Color Temperature: 4000K *Down light fixtures shall be replaced with integrated LED downlight fixtures, equivalent fixtures in brightness, lumens, angles and type (such as wall wash or spot lighting) to the existing light fixtures. The halogen lights in the reception area shall remain as it exists.

(e) 40W Type Liner LED Light Fixture:

Quantity: 1 Color Temperature: 5000K Lumen: Approximately 2,000 lumens

3.3 Installation:

3.3.1 The installation shall be a one-for-one replacement. The replacement work shall be completed by the end of the day; no light fixture shall be left as under replacement.

3.3.2 Apart from the replacement, the Contractor shall supply and install the dimmer switch for

(A) 40W Type liner LED light fixture. The dimmer control shall be operable at existing light switches, prefer wall mounted dimmer switch, no battery controller. There is a total of nine (9) light switches in the office area.

3.3.3 Down light fixtures shall be dimmable with existing dimmer switches or replace with equivalent switch if required.

3.3.4 The voltage of all ceiling light circuits is 240V.

3.4 Work Inspection:

The COR will carry out inspections on the contracted work as needed during and after the work.

The Contractor shall correct any found deficiencies and/or discrepancies against work requirements and specifications accordingly at no additional cost to the U.S. Government.

4. Guaranty:

The Contractor shall guarantee the workmanship for a period of one (1) year from the date of acceptance by the Contracting Officer's Representative. The Contractor shall repair any found deficiencies and/or damages related to this work at no additional cost to the U.S. Government.

Amendment 0001 - Page 5 of 5

5. Attachment:

Attachment 2 - Drawing (lighting). Attachment 2 will be provided at the walk-through.

-END-