19JA8026Q0018 - CoverLetter RFQ ExhibitJ1.pdf

March 17, 2026

Dear Prospective Quoters:

Subject: Request for Quotations (RFQ) Number 19JA8026Q0018

Wood Floor Restoration Services

Enclosed is a Request for Quotations (RFQ) for Wood Floor Restoration Services for the U.S. Embassy Mitsui Housing Compound in Tokyo, Japan. If you would like to submit quotation, follow the instructions in Section L of the RFQ, complete the required portions of the attached document, and submit it to the email address shown on the Standard Form (SF) 1442 that follows this letter.

The U.S. Government intends to award an indefinite-delivery, indefinite-quantity (IDIQ) type contract to the responsible company submitting a technically acceptable quote at the lowest price. The U.S. Embassy Tokyo intends to award the contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

1. Pre-quotation Conference and Site Visit

(a) The Embassy intends to conduct a pre-quotation conference and walk-through at the site, which will be held at the following Date/Time and Location.

Date: Wednesday, March 25, 2026 Time: From 1:30 p.m. to on/about 3:30 p.m. (Japan Standard Time) Location: Meet at 1:20 p.m. in front of the West Gate (previously known as

Sirota Gordon Gate) of the U.S. Embassy housing compound, 2-1-1 Roppongi, Minato-ku, Tokyo 106-0032.

(b) Prospective quoters shall contact Ayaka Ogawara via email at OgawaraAX@state.gov by 1:00 p.m., Monday, March 23, 2026 (JST) and submit individual name(s), company name/address, telephone/fax numbers, and email address to arrange entry to the housing compound.

NOTE: No entry request will be accepted after the specified date/time, regardless of whether or not the participant(s) hold(s) Embassy issued ID badge.

(c) Attendee(s) must present an identification (ID) card with a photo (e.g. driver’s license, passport, etc.) as it is required for entering the housing compound.

Embassy of the United States of America

Tokyo, Japan mailto:OgawaraAX@state.gov

- 2 -

Enclosure:

Request for Quotations No. 19JA8026Q0018

2. Questions:

Following the conference, quoters may submit questions (in English) regarding this RFQ by 1:00 p.m., Monday, March 30, 2026 (JST) via email to OgawaraAX@state.gov.

All questions will be consolidated, and one response document will be prepared and posted on SAM.gov website, the same website from where you obtained the solicitation documents.

NOTE: No questions will be accepted after the specified date/time.

3. Quotations:

Quotations are due by 1:00 p.m., Thursday, April 9, 2026 (JST).

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

4. Bonds: Performance and payment bonds are NOT required.

It is understood that no payment will be made for preparation and submission of your quotation.

Thank you in advance for your interest and your time in participating in the request for quotations process.

Sincerely, Christopher G. Staff Contracting Officer

03/17/2026 07:48 GMT

Staff, Christopher (StaffCG@state.gov)

SOLICITATION, OFFER, AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

19JA8026Q0018

2. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[] NEGOTIATED (RFQ)

3. DATE ISSUED

March 17, 2026

PAGE OF PAGES

1 75

IMPORTANT - The “offer” section on the reverse must be fully completed by offeror.

4. CONTRACT NUMBER

5. REQUISITION/PURCHASE REQUEST NO.

PR15870879 / PR15863358

6. PROJECT NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO

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

Ayaka Ogawara Email: OgawaraAX@state.gov Subject: RFQ 19JA8026Q0018

9. FOR INFORMATION CALL: A. NAME

Ayaka Ogawara

B. TELEPHONE NO.(NO COLLECT CALLS)

03-3224-5208 / 090-1110-9327

SOLICITATION

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder.”

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS:

SECTION A: SOLICITATION, OFFER, AND AWARD*

*This is the Standard Form 1442 (SF-1442), i.e. pages 1 and 2 of this document.

SECTION B: SUPPLIES OR SERVICES AND PRICES/COSTS

SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SECTION D: PACKAGING AND MARKING

SECTION E: INSPECTION AND ACCEPTANCE

SECTION F: DELIVERIES OR PERFORMANCE

SECTION G: CONTRACT ADMINISTRATION DATA

SECTION H: SPECIAL CONTRACT REQUIREMENTS

SECTION I: CONTRACT CLAUSES

SECTION J: LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION K: REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS

SECTION L: INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

SECTION M: EVALUATION FACTORS FOR AWARD

EXHIBIT J-1 – SAMPLE TASK ORDER FORM

11. The Contractor shall complete all services within the number of working days calculated using the production rates stated in subsection B.4.4 COMPLETION DATE, after receipt of a task order and after being afforded reasonable access to the work site.

This performance period is [ ]mandatory, [ ]negotiable.

12A. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE OR PAYMENT BOND?

[ ]YES, [ ]NO

12B. CALENDAR DAYS AFTER CONTRACT

AWARD N/A

13. ADDITIONAL SOLICITATION REQUIREMENTS:

A. Quotations are due at the email address specified in Item 8 by 1:00 p.m., Thursday, April 9, 2026 (Japan Standard Time). After submission of quotation, quoters shall contact Ayaka Ogawara by phone (Mobile: 090-1110-9327 or Office: 03-3224-5208) or email to confirm the receipt of quotation.

B. An offer guarantee [ ] is, [] is not required.

C. All quotations are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

D. Quotations providing less than 120 calendar days for Government acceptance after the date offers/quotes are due will not be considered and will be rejected.

NSN 7540-01-155-3212 1442-101 STANDARD FORM 1442 (REV. 4-85)

Computer Generated Prescribed by GSA FAR (48 CFR) 53.236-1(e)

OFFER (Must be fully completed by offeror)

14. NAME AND ADDRESS OF OFFEROR (Include ZIP Code)

15. TELEPHONE AND FAX NUMBERS (Include area code)

SAM UEID:

16. REMITTANCE ADDRESS (Include only if different than Item 14)

CODE FACILITY CODE

17. The offeror agrees to perform the work at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the

Government within ________ calendar days after the date offers are due. (Insert any number equal to or greater than the minimum requirement stated in Item 13D.

Failure to insert any number means the offeror accepts the minimum in Item 13D.

¥0

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each.

AMENDMENT NO.

DATE

20A. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

20B. SIGNATURE

20C. OFFER DATE

AWARD (To be completed by Government)

21. ITEMS ACCEPTED

Subsections B.3.3 through B.3.8.

22. AMOUNT

¥0

23. ACCOUNTING AND APPROPRIATION DATA

Fiscal data will be provided on task orders placed against this IDIQ contract.

24. SUBMIT ONE ORIGINAL INVOICE TO

ADDRESS SHOWN IN

ITEM

Subsection G.2.7

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( )

26. ADMINISTERED BY CODE 27. PAYMENT WILL BE MADE BY

Procurement/Contracting Office U.S.

Embassy 1-10-5 Akasaka Minato-ku, Tokyo 107-8420

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

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

28. NEGOTIATED AGREEMENT (Contractor is required to sign this document and return one copy to issuing office.) Contractor agrees to furnish and deliver all items or perform all work, requisitions identified on this form and any continuation sheets for the consideration slated in this contract. The rights and obligations of the parties to this contract shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications incorporated by reference in or attached to this contract.

29. AWARD (Contractor is not required to sign this document.) Your offer on this solicitation is hereby accepted as to the items listed. This award consummates the contract, which consists of (a) the Government solicitation and your offer, and (b) this contract award. No further contractual document is necessary.

30A. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED

TO SIGN (Type or print)

31A. NAME OF CONTRACTING OFFICER

30B. SIGNATURE

30C. DATE

31B. UNITED STATES OF AMERICA

31C. AWARD DATE

Computer Generated STANDARD FORM 1442 BACK (REV. 4-85)

Request for Quotations (RFQ) No. 19JA8026Q0018

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide personnel, supplies and equipment for wood flooring restoration services for the U.S. Embassy Housing Compound in Tokyo, Japan (also known as Mitsui Housing Compound, or MHC) as described in Sections B and C of this contract, and the exhibits in Section J.

B.2 TYPE OF CONTRACT

This is an indefinite-delivery, indefinite-quantity (IDIQ) type contract for wood flooring restoration services. The Contractor shall furnish services according to task orders issued by the Contracting Officer. Verbal task orders may be necessary for emergencies, however, they shall be issued in writing within three working days after issuance of the verbal instructions. The task orders shall specify the location and type of work requested (see subsection B.4 ORDERNIG and the example in SECTION J, EXHIBIT J-1 SAMPLE TASK ORDER FORM).

The contract will be for a one-year period from the date specified in Notice to Proceed, with four (4) one-year options. For each effective year of the contract, the U.S. Government guarantees a minimum order of $1,000 or its equivalent in Japanese Yen worth of services. The maximum amount of services ordered under the contract will not exceed $345,000 in total five (5) years or its equivalent in Japanese Yen worth of services.

B.3 PRICES/COSTS

The prices will include all work, including furnishing all labor, materials, equipment and services, unless otherwise specified in subsection B.4.3 CONTENTS OF TASK ORDERS. The prices listed below shall include all labor, materials, direct and indirect costs, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit, and disposal fee of removed materials and any waste materials of Government-furnished items.

B.3.1 NOTE TO LOCAL VENDOR - Japanese Consumption Tax

The U.S. Embassy 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 U.S.

Government will provide the Contractor with a signed Certificate of Tax Exemption Purchase for Foreign Establishments.

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 Stores, 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 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

B.3.2 CURRENCY - All prices shall be in Japanese Yen.

B.3.3 BASE YEAR PRICES (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months)

CLIN Description Unit of measure

Price per Unit x

*Estimated Quantity =

**Total Estimated Price

Wood flooring replacement on floor and baseboard installation including the 30-kilogram weight distribution and wax application

[per subsection C.9.1(a) through (c) and subsection C.9.1(e) through (m)]

Square meter ¥ 1,000 ¥

Wood flooring replacement for stairs and the associated landing including furnishing backing adjustment with steel plate, plywood, and plane baseboard along runs and risers.

[per subsection C.9.1(a) through (c) and subsection C.9.3]

Square meter ¥ 50 ¥

003 Concrete slab surface Preparation [per subsection C.9.1(d)]

Square meter ¥ 1,000 ¥

Replacement of plywood for the 1st floors of Temple Townhouses and Category apartments [per subsection C.9.1(n)]

Square meter ¥ 300 ¥

Wood floor refinishing of existing wood floors and other types of old floorings [per subsection C.9.4]

Square meter ¥ 500 ¥

006 Ceramic tiles at entrances [per subsection C.9.5]

Square meter ¥ 50 ¥

007 W50 mm oak transitional boarder strip [per subsection C.9.2] m ¥ 40 ¥

008 Dry board replacement on spaces behind the baseboards [per subsection C.9.1(o)] m ¥ 50 ¥

009 Mold cleaning on spaces behind the old baseboards [per subsection C.9.1(p)] m ¥ 10 ¥

Application of thin plyboard under the wood board as spacer [per subsection C.9.6]

Square meter ¥ 1000 ¥

011 Drywall board replacement on walls [per subsection C.9.1(q)]

Square meter ¥ 10 ¥

012 Re-waxing floor [per subsection C.9.7]

Square meter ¥ 10 ¥

013 Wood board replacement on per piece basis [per subsection C.9.8] pcs ¥ 10 ¥

Estimated Grand Total for Base Year: ¥

*Estimated Quantity: for evaluation purposes only ** This Total Estimated Price is based on total estimated Government requirements for this period of performance. If more than one award is made, the estimated amount of work awarded under task order(s) to any single Contractor will be less than the amount shown.

B.3.4 FIRST OPTION YEAR PRICES (starting one year after the date stated in the Notice to Proceed and continuing for a period of 12 months).

Price per Unit x

*Estimated Quantity =

**Total Estimated Price

Wood flooring replacement on floor and baseboard installation including the 30-kilogram weight distribution and wax application

[per subsection C.9.1(a) through (c) and subsection C.9.1(e) through (m)]

Square meter ¥ 1,000 ¥

Wood flooring replacement for stairs and the associated landing including furnishing backing adjustment with steel plate, plywood, and plane baseboard along runs and risers.

[per subsection C.9.1(a) through (c) and subsection C.9.3]

Square meter ¥ 50 ¥

203 Concrete slab surface Preparation [per subsection C.9.1(d)]

Square meter ¥ 1,000 ¥

Replacement of plywood for the 1st floors of Temple Townhouses and Category apartments [per subsection C.9.1(n)]

Square meter ¥ 300 ¥

Wood floor refinishing of existing wood floors and other types of old floorings [per subsection C.9.4]

Square meter ¥ 500 ¥

206 Ceramic tiles at entrances [per subsection C.9.5]

Square meter ¥ 50 ¥

207 W50 mm oak transitional boarder strip [per subsection C.9.2] m ¥ 40 ¥

208 Dry board replacement on spaces behind the baseboards [per subsection C.9.1(o)] m ¥ 50 ¥

209 Mold cleaning on spaces behind the old baseboards [per subsection C.9.1(p)] m ¥ 10 ¥

Application of thin plyboard under the wood board as spacer [per subsection C.9.6]

Square meter ¥ 1000 ¥

211 Drywall board replacement on walls [per subsection C.9.1(q)]

Square meter ¥ 10 ¥

212 Re-waxing floor [per subsection C.9.7]

Square meter ¥ 10 ¥

213 Wood board replacement on per piece basis

Estimated Grand Total for First Option Year: ¥

** This Total Estimated Price is based on total estimated Government requirements for this period of performance. If more than one award is made, the estimated amount of work awarded under task order(s) to any single Contractor will

B.3.5 SECOND OPTION YEAR PRICES (starting two years after the date stated in the Notice to Proceed and continuing for a period of 12 months).

Price per Unit x

*Estimated Quantity =

**Total Estimated Price

Wood flooring replacement on floor and baseboard installation including the 30-kilogram weight distribution and wax application

[per subsection C.9.1(a) through (c) and subsection C.9.1(e) through (m)]

Square meter ¥ 1,000 ¥

Wood flooring replacement for stairs and the associated landing including furnishing backing adjustment with steel plate, plywood, and plane baseboard along runs and risers.

[per subsection C.9.1(a) through (c) and subsection C.9.3]

Square meter ¥ 50 ¥

303 Concrete slab surface Preparation [per subsection C.9.1(d)]

Square meter ¥ 1,000 ¥

Replacement of plywood for the 1st floors of Temple Townhouses and Category apartments [per subsection C.9.1(n)]

Square meter ¥ 300 ¥

Wood floor refinishing of existing wood floors and other types of old floorings [per subsection C.9.4]

Square meter ¥ 500 ¥

306 Ceramic tiles at entrances [per subsection C.9.5]

Square meter ¥ 50 ¥

307 W50 mm oak transitional boarder strip [per subsection C.9.2] m ¥ 40 ¥

308 Dry board replacement on spaces behind the baseboards [per subsection C.9.1(o)] m ¥ 50 ¥

309 Mold cleaning on spaces behind the old baseboards [per subsection C.9.1(p)] m ¥ 10 ¥

Application of thin plyboard under the wood board as spacer [per subsection C.9.6]

Square meter ¥ 1000 ¥

311 Drywall board replacement on walls [per subsection C.9.1(q)]

Square meter ¥ 10 ¥

312 Re-waxing floor [per subsection C.9.7]

Square meter ¥ 10 ¥

313 Wood board replacement on per piece basis

Estimated Grand Total for Second Option Year: ¥

** This Total Estimated Price is based on total estimated Government requirements for this period of performance. If more than one award is made, the estimated amount of work awarded under task order(s) to any single Contractor will

B.3.6 THIRD OPTION YEAR PRICES (starting three years after the date stated in the Notice to

Price per Unit x

*Estimated Quantity =

**Total Estimated Price

Wood flooring replacement on floor and baseboard installation including the 30-kilogram weight distribution and wax application

[per subsection C.9.1(a) through (c) and subsection C.9.1(e) through (m)]

Square meter ¥ 1,000 ¥

Wood flooring replacement for stairs and the associated landing including furnishing backing adjustment with steel plate, plywood, and plane baseboard along runs and risers.

[per subsection C.9.1(a) through (c) and subsection C.9.3]

Square meter ¥ 50 ¥

403 Concrete slab surface Preparation [per subsection C.9.1(d)]

Square meter ¥ 1,000 ¥

Replacement of plywood for the 1st floors of Temple Townhouses and Category apartments [per subsection C.9.1(n)]

Square meter ¥ 300 ¥

Wood floor refinishing of existing wood floors and other types of old floorings [per subsection C.9.4]

Square meter ¥ 500 ¥

406 Ceramic tiles at entrances [per subsection C.9.5]

Square meter ¥ 50 ¥

407 W50 mm oak transitional boarder strip [per subsection C.9.2] m ¥ 40 ¥

408 Dry board replacement on spaces behind the baseboards [per subsection C.9.1(o)] m ¥ 50 ¥

409 Mold cleaning on spaces behind the old baseboards [per subsection C.9.1(p)] m ¥ 10 ¥

Application of thin plyboard under the wood board as spacer [per subsection C.9.6]

Square meter ¥ 1000 ¥

411 Drywall board replacement on walls [per subsection C.9.1(q)]

Square meter ¥ 10 ¥

412 Re-waxing floor [per subsection C.9.7]

Square meter ¥ 10 ¥

413 Wood board replacement on per piece basis

Estimated Grand Total for Third Option Year: ¥

** This Total Estimated Price is based on total estimated Government requirements for this period of performance. If more than one award is made, the estimated amount of work awarded under task order(s) to any single Contractor will

B.3.7 FOURTH OPTION YEAR PRICES (starting four years after the date stated in the Notice to

Price per Unit x

*Estimated Quantity =

**Total Estimated Price

Wood flooring replacement on floor and baseboard installation including the 30-kilogram weight distribution and wax application

[per subsection C.9.1(a) through (c) and subsection C.9.1(e) through (m)]

Square meter ¥ 1,000 ¥

Wood flooring replacement for stairs and the associated landing including furnishing backing adjustment with steel plate, plywood, and plane baseboard along runs and risers.

[per subsection C.9.1(a) through (c) and subsection C.9.3]

Square meter ¥ 50 ¥

503 Concrete slab surface Preparation [per subsection C.9.1(d)]

Square meter ¥ 1,000 ¥

Replacement of plywood for the 1st floors of Temple Townhouses and Category apartments [per subsection C.9.1(n)]

Square meter ¥ 300 ¥

Wood floor refinishing of existing wood floors and other types of old floorings [per subsection C.9.4]

Square meter ¥ 500 ¥

506 Ceramic tiles at entrances [per subsection C.9.5]

Square meter ¥ 50 ¥

507 W50 mm oak transitional boarder strip [per subsection C.9.2] m ¥ 40 ¥

508 Dry board replacement on spaces behind the baseboards [per subsection C.9.1(o)] m ¥ 50 ¥

509 Mold cleaning on spaces behind the old baseboards [per subsection C.9.1(p)] m ¥ 10 ¥

Application of thin plyboard under the wood board as spacer [per subsection C.9.6]

Square meter ¥ 1000 ¥

511 Drywall board replacement on walls [per subsection C.9.1(q)]

Square meter ¥ 10 ¥

512 Re-waxing floor [per subsection C.9.7]

Square meter ¥ 10 ¥

513 Wood board replacement on per piece basis

Estimated Grand Total for Fourth Option Year: ¥

** This Total Estimated Price is based on total estimated Government requirements for this period of performance. If more than one award is made, the estimated amount of work awarded under task order(s) to any single Contractor will

B.3.8 GRAND TOTAL PRICE FOR BASE YEAR PLUS FOUR OPTION YEARS

(B.3.3 + B.3.4 + B.3.5+ B.3.6 +B.3.7)

Base Year Total (B.3.3): ¥

First Option Year Total (B.3.4): ¥

Second Option Year Total (B.3.5): ¥

Third Option Year Total (B.3.6): ¥

Fourth Option Year Total (B.3.7): ¥

Grand Total Price for All Years: ¥

B.3.9 MINIMUM AND MAXIMUM AMOUNTS

During the Base Year of the contract, and during the option year that might be exercised, the United States Government (USG) shall place orders totaling a minimum of $5,000. This reflects the contract minimum guarantee for the total five (5) years. The amount of all orders, for base and all option years shall not exceed $345,000. This reflects the contract maximum.

B.4 ORDERING - The U.S Government shall issue task orders for ordering all services at a minimum five calendar days before commencement of work under this contract. Task orders may be issued from the commencement date specified in the Notice to Proceed until the end of the "Period of Performance" (see subsection F.2 PERIOD OF PERFORMANCE). All task orders are subject to the terms and conditions of this contract. This contract shall take precedence in the event of conflict with any task order.

B.4.1 ISSUANCE OF TASK ORDERS - The Contracting Officer may issue task orders verbally but will be confirm them in writing within three working days.

B.4.2 SURVEY OF PROPERTY - Before performing work, the Contractor shall survey the property and verify the work required against the task, to determine if any discrepancies exist. The Contractor shall be responsible for any errors that might have been avoided by such a survey/review. The Contractor shall immediately report any discrepancies to the Contracting Officer’s Representative (COR) or the Contracting Officer and shall not begin work until such matters are resolved. Conditions inherent to glued-down flooring removal (adhesive hardness, slab unevenness, grinding needs) are not considered unforeseen.

B.4.3 CONTENTS OF TASK ORDERS - The Contracting Officer shall issue task orders for wood flooring restoration services on an as-needed basis. See Exhibit J-1 - SAMPLE TASK ORDER FORM.

Task Orders shall include, but not limited to:

a. Date of order;

b. Contract and Task Order numbers;

c. Description of services;

c. Location of property;

d. Amount of work;

e. Unit price and total amount

f. Required commencement and completion dates;

g. Survey or inspect the area before the work commences;

h. Obtain approval, if appropriate, after the survey or inspection; and/or

i. Point of contact for questions

B.4.4 COMPLETION DATE - The Contractor shall complete all services within the number of working days calculated using the production rates below, after receipt of a task order and after being afforded reasonable access to the work site.

(a) Minimum Production Rates – Unoccupied Residences

1. Removal of existing glued-down wood flooring (including adhesive): Not less than 15 square meters per working day.

2. Subfloor preparation and installation of new glued-down flooring: Not less than 30 square

(b) Minimum Production Rates – Occupied Residences

1. Removal of existing glued-down wood flooring (including adhesive): Not less than 10 square

2. Subfloor preparation and installation of new glued-down flooring: Not less than 20 square

(c) Calculation of Completion Date

The Government will determine the total performance period for each task order using the following formula:

Total Working Days = (Area for Removal ÷ applicable removal rate) + (Area for Installation ÷ applicable installation rate) (Rounded up to the next full working day.)

(d) Adjustments

The time period specified above may be shortened if mutually agreed to by the Contractor and the U.S. Government.

The completion date is fixed once established in the task order and may be extended only by a written modification signed by the Contracting Officer.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 INTRODUCTION

C.1.1 GENERAL – The U.S. Embassy Tokyo requires the Contractor to perform task orders for wood flooring restoration services in the U.S. Embassy housing compound in Tokyo, Japan (also known as Mitsui Housing Compound, or MHC). The Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required.

C.1.1.1 The Contractor shall replace the existing wood flooring with government-furnished materials (wood flooring, baseboards, and adhesive) and with Contractor-furnished materials (thresholds, stair nose/treads/landing, sealer and water borne epoxy primer) for various apartment units at the Perry, Harris, and MacArthur Towers, and Temple and Mitsui Townhouses of the Mitsui Housing Compound, located at 2-1-1 Roppongi, Minato-ku, Tokyo. The Contractor shall be responsible for the proper stewardship and efficient use of all Government-furnished materials (GFM) and shall not request additional quantities due to waste, damage, or improper handling.

This wood floor replacement effort applies to all designated living spaces including, but not limited to hallways, stairways, living, dining and bedroom areas. This effort is mostly accomplished in conjunction with the make-ready cycle (a separate contract) for the various apartment units at the Mitsui Housing Compound.

C.1.1.2 The Contractor shall perform drywall board replacement work on all areas where the board behind the old baseboards will need replacement. This will be ordered as additional scope of the work after the removal of the old baseboards.

C.1.1.3 The Contractor shall perform mold removal work on all areas behind the old baseboards where the board is infested with molds. This will be ordered as additional scope of the work after the removal of the old baseboards.

C.1.2 PERSONNEL - The Contractor shall be responsible for providing qualified technicians for each trade with relevant experience to perform the services for task orders issued under this contract. Helper positions do not need to meet the experience requirement.

C.1.3 DEFINITIONS (see also FAR clause 52.202-1, Alt. 1 [APR 1994], cited in I.1)

Make-ready – Preparation of residential units for occupancy, including all items in this contract.

C.2 STANDARDS

C.2.1 MATERIALS, APPLIANCES, EMPLOYEES - Unless otherwise stipulated, the Contractor shall provide all materials, labor, tools, equipment, transportation, incidentals and other facilities necessary for execution and completion of the work. Unless otherwise stated in the specifications, all work, equipment, materials and articles incorporated in the work covered by this contract are to be of the best grade of their respective kind for the purposes intended. Unless otherwise specified all materials that the Contractor provides shall be new. All materials provided by the contractor for this contract work shall meet or exceed the Japanese Industrial Standard (JIS).

Both workmanship and materials shall be of good quality. The Contractor shall at all times enforce strict discipline and good order among its employees, and shall not employ any unfit person or anyone not skilled in the work assigned. Protective clothing and shoes will be worn at all times by Contractor employees during the execution of this contract.

C.2.2 GOVERNMENT-FURNISHED PROPERTY - The U.S. Government will make the following property available to the Contractor as “Government Furnished Property (GFP)”) for performance under this contract:

- city water (see subsection C.2.3 USE OF UTILITIES)

- electricity (see subsection C.2.3 USE OF UTILITIES)

- 5-inch-wide wood flooring

- 2-1/2” base boards

- adhesive

- mold remover

C.2.3 USE OF UTILITIES - Electricity 100V & 120V single phase, and 200V 3 phase are available for use at the Mitsui Housing Compound. City water is also available for use, and all are supplied at no charge to the Contractor from beginning to completion of the contract. It shall be utilized solely for the contract work and never for other purposes.

C.2.4 The Contractor shall promptly remove from the premises all materials and work not conforming to the requirements of the contract, whether incorporated in the work or not, and the Contractor shall promptly replace or re-execute such work in accordance with specifications of this contract and without additional expense to the Government. The Contractor shall bear the expense of making good any work materials (including government furnished materials) destroyed by such removal and replacement.

C.2.5 PROTECTION OF WORK AREA - The Contractor shall provide and maintain adequate protection on all work, and shall ensure that it is continuously protected and secured so as to prevent any accident or damage to the adjacent property and/or personnel, until completion of the contract and final acceptance by the Contracting Officer’s Representative (COR). The Contractor shall implement dust-control measures appropriate to grinding and demolition activities, including containment barriers and HEPA-equipped vacuums. 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.

C.2.6 Chemical Safety and Hazard Communication - The Contractor shall comply with the U.S.

Mission to Japan Hazardous Communication Program Policy No. 2025-005. Prior to commencing work, the Contractor shall submit all anticipated chemical hazards, associated mitigation strategies, and Material Safety Data Sheets (MSDS) for review and approval by the Contracting Officer’s Representative (COR). No chemical shall be introduced or used without express written approval from the COR. Safety documentation shall be reviewed and approved prior to mobilization, and the Contractor shall maintain continuous vigilance to protect health and safety throughout execution.

C.2.7 OCCUPIED SPACE SENSITIVITY AND CONDUCT - Work may occur in actively occupied residential or operational environments. The Contractor shall take all reasonable and proactive steps to preserve comfort, privacy, and daily continuity for building occupants. Disruptions—including noise, dust, odor, and restricted access—shall be minimized through thoughtful scheduling and coordination with facility personnel. The Contractor shall maintain a professional and courteous presence at all times, recognizing that respectful interaction and attention to detail are essential to protecting Government spaces and the well-being of occupants.

C.2.8 NOISE MANAGEMENT AND ACOUSTIC COMPLIANCE - The Contractor shall implement 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 Contractor’s Safety Plan shall define methods to limit acoustic impact, including the use of dampening equipment, barriers, and scheduling adjustments. When noise-producing activities are unavoidable, the Contractor shall provide advance written notice to facility management and affected occupants and coordinate any required accommodations.

C.2.9 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 652.23670, 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.

C.3 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.

C.4 MAJOR REPAIRS - The Contractor shall immediately inform the COR or the Embassy Buildings Management Office of major safety problems and the need for major and/or specialized repairs to any part of the serviced area of the residential unit. The Contractor shall also inform the COR of a major problem in the residential unit in a system or area that is not being serviced as well. The Contractor shall be liable for the costs for any damage that occurs as a result of the Contractor’s negligence in its duty to inform the COR. The Contractor shall make efforts to minimize such trouble or damage in systems or areas being serviced until proper corrective action can be taken.

Major and specialized repairs shall be carried out by the Government, independent of this contract.

C.5 CONTRACTOR PERSONNEL AND SUPERINTENDENCE BY CONTRACTOR - All personnel assigned by the Contractor for the performance of the respective services shall be regular employees of the Contractor, and shall be supervised by the Contractor. There shall be no employer-employee relationship between the Government and the personnel. Subcontractors may only be employed with the express written consent of the Contracting Officer.

The entire operation of the contracted services shall be superintended by the Contractor's bilingual (English/Japanese) liaison. The liaison shall coordinate the performance of the contracted services with the needs of the U.S. Government.

The liaison, or a qualified assistant, shall be on duty during the duration of work. The liaison shall also superintend the performance of the contracted services on Saturdays, Sundays, and holidays if the work on the Saturdays, Sundays and Holidays are authorized by the COR in writing. The superintendent or the liaison/ qualified assistant shall apply for and obtain One Badge, and maintain the badge holder’s status throughout the effective period of this contract. (See subsection H.12.2 MAINTENANCE PERSONNEL

SECURITY.)

C.6 QUALITY ASSURANCE - The Contractor shall institute an appropriate inspection system including:

(a) Develop and maintain checklists of duties to be carried out,

(b) Ensure these duties are carried out by the supervisory staff and senior employees, and

(c) Perform inspections at all work locations to determine whether the various services are performed according to the contract requirements.

The Contractor shall provide copies of all inspection reports to the COR.

The Contractor shall promptly correct and improve any shortcomings and/or substandard conditions noted in such inspections. The Contractor shall to the attention of the Contracting Officer or COR, for disposition, any conditions beyond the responsibility of the Contractor.

C.7 INSPECTION BY GOVERNMENT - The services performed and the supplies furnished for this contract will be inspected from time to time by the COR, or his/her authorized representatives, to determine that all work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

The Contractor shall be responsible for any corrective action at no additional cost to the U.S. Goverment, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection.

C.8 WARRANTY - The Contractor shall guarantee the workmanship and end product 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 Government.

C.9 TECHNICAL PROVISIONS

C.9.1 WOOD FLOOR REPLACEMENT PROCEDURES

The procedures for wood floor replacement are as follows:

a. The Contractor shall remove and dispose of existing wood and all the associated mastics. The Contractor shall make sure all adhesive shall be removed to the extent required to achieve a sound, flat, and bondable substrate in accordance with manufacturer specifications. The Contractor shall vacuum or sweep floor area for eliminating dust.

b. The Contractor shall remove and dispose of associated baseboards in the flooring areas. The Contractor shall provide a cut line with a sharp knife right above the existing baseboard to separate any existing paint from bonding to the baseboard for the protection of tearing the drywall.

c. The Contractor shall remove and dispose of existing interior thresholds for the utility and kitchen.

The Contractor shall not remove the threshold for entrance as it shall be sanded and re-finished.

d. Concrete Slab Surface Preparation.

(i) The Contractor shall supply the heavy duty concrete grinder for grinding old mastics and old concrete mortar surface until structural concrete slab is exposed unless easily removed by a manual scraper. Noise-producing activities such as grinding shall be coordinated in accordance with subsection C.2.8.

(ii) The Contractor shall furnish and apply minimum one (1) coat of emulsion sealer (JIS A 6203) KSM EMULSION from TAIHEIYO MATERIAL or its equivalent on the concrete surface with brush so that mortar compound creates extra strength of bonding against concrete slab. The Contractor shall use a brush for the application, not a roller. The Contractor shall refer to the manufacture catalogue for the instruction.

(iii) The Contractor shall furnish the pre-mixed cement (JIS A 6916) KSM PREMIXED MORTAR from TAIHEIYO MATERIAL or its equivalent mixed with emulsion sealer and water and apply the mixed material on the concrete slab for creating a flat and leveled surface. Multiple layers of mortar cement for the surface adjustment is required if the thickness of mortar layer exceeds 8 millimeters; cure the first layer thoroughly and then apply additional layer. The Contractor shall refer to the manufacture catalogue for the instruction.

e. To begin the installation of government-furnished wood flooring, the Contractor shall start the work from one corner point of the area only. Do not start at two corners or separate areas at the same time. There shall be a minimum of 6-millimeter to 8-millimeter space between the government-furnished wood flooring and the existing walls to allow for expansion. The Contractor shall cut the legs of existing doorframes enough to allow the wood flooring to fit underneath if necessary. The Contractor shall provide a 6-millimeter to 8-millimeter spacer for the beginning spacer for the main wall and the sidewall. The Contractor shall provide shims to adjust the flooring along these walls to secure the flooring while tapping it into place in a straight line. For the first nine (9) or ten (10) rows of wood floor, the Contractor shall cut to the proper length and start the layout of the wood floor by tapping all joints together with rubber hammer and adjusting the shims on the walls to insure a perfect fit before applying adhesive. This test will confirm the accuracy of the layout. No gaps of wood floor at the joints of the tongue and groove will be allowed. Once the accuracy of the layout is completed, the Contractor shall remove the wood floor and prepare for the actual installation with adhesive.

f. The Contractor shall furnish and apply a minimum of one (1) coat of waterborne epoxy primer for concrete slab using a proper paint roller. Do not walk on the applied area while floor is wet. The Contractor shall mix the primer in 5-gallon bucket as directed by instructions with electric mixer.

g. The Contractor shall install government-furnished wood flooring (1/2-inch thick, 5-inch wide and 3-feet to 7-feet length) with the government-furnished trowel-grade polyurethane adhesive.

h. The Contractor shall tap the edges of wood floor with tapping block and rubber hammer to fit the tongue and groove together perfectly. The Contractor shall take maximum care not to allow any adhesive to get on the finished surface of wood floor by misaiming of tapping. Paint thinner and other chemicals will not easily wipe the adhesive off from the finished wood surface. The Contractor shall not use a scraper as the scraper may scratch the aluminum oxide coating on the surface. The Contractor shall not make its own decision and apply an additional polyurethane coat on top of government-furnished wood flooring in order to conceal the wasted adhesive on the wood surface.

The Contractor shall be able to use the government-furnished adhesive removal spray upon a request.

The COR may request the Contractor to remove any area of wood floor damaged by adhesives or tools used in the installation.

i. The distance between any two-end joints of wood floor in parallel shall be randomly distributed and are required to be a minimum of 200-millimeters apart.

j. The flooring shall not be placed into the adhesive until the tongue and the groove are lined up for the final fit. In addition, the Contractor shall not leave any spaces between joints, or the adhesive will overflow into the tongue and groove, creating permanent gaps. The COR may request the Contractor to remove the damaged area and re-install the wood floor at the Contractor’s expense.

k. After the flooring is installed in each room, the Contractor shall roll the flooring with a 100-pound (45-kilogram) roller. All areas where voids are detected shall be weighted to allow for total adherence between the concrete and the flooring. The Contractor shall also place 20-kilogram weights at every 1,200 millimeters on the top of plywood to distribute the weight equally. The Contractor shall move the weights and plywood after pressing for more than 24 hours.

l. The Contractor shall install government-furnished (pre-finished) baseboard with pin nails by using an air compressor nail gun. The nail head shall be hidden inside baseboard. The nail holes shall be filled with proper wood putty supplied by the Contractor. The Contractor shall furnish and apply the wood color caulking along the top of the baseboard with caulking.

m. After the wood floor installation is completed, the Contractor shall furnish and apply minimum two coats of acrylic base wax on the floor.

n. The Contractor shall remove and dispose of 4 + 18 millimeter thickness of subfloor plywood on main floor of Temple Townhouses after removal of existing wood floor. The Contractor shall install new sublayer 18 millimeter thickness plywood with wood putty and compound leveler and then install new 4-millimeter thickness of plywood before installation of government-furnished wood floor.

o. For location where the wall behind the old baseboard is in bad condition, the Contractor shall cut the old wall approximately about 20cm above the floor and replace the wall with brand new mold resistant dryboard with equivalent thickness. No painting and putty work necessary.

p. For location where the wall behind the old baseboard is infested with molds, the Contractor shall remove and clean the mold using the USG-supplied mold cleaner.

q. For other locations where mold will be found during the wood flooring replacement work, the contractor shall cut the mold-affected spaces in square meter basis and replace with mold resistant board.

No painting and putty work necessary.

C.9.2 THRESHOLD - The Contractor shall furnish 50mm wide X 12mm thickness of Red Oak thresholds for kitchen doors and in front of Laundry room. Approximately 2400mm linear length for utility doors in Mitsui Townhouses is also required. The materials shall be pre-finished with stain and varnish and furnished. The round tapered finished edge shall face the kitchen and be installed over the edge of the resilient floor in kitchen doorway. The installation of utility threshold shall be done in the same way.

C.9.3 TREADS, RISER AND LANDING - The Contractor shall remove parquet from the treads of the stairs, remove 12-millimeter thickness plywood sub-layer and remove old mastic completely. The Contractor shall furnish minimum 50 mm width stair nose with the stair width to be flush with tread.

Plywood sub-layer would be necessary to install wood floors on top of steel plate. The Contractor shall remove and dispose of existing steel riser panel, replace with new steel backing plate by welding and install government-furnished wood floor on the riser. The Contractor shall furnish 50mm height plane baseboard and install along the edges of stair runs and risers. The Contracting Officer’s Representative (COR) will determine whether the material can be re-used or not.

C.9.4 REFINISHING - The Contractor shall re-finish the existing parquet floors. The COR will determine whether the material can be re-used or not. The instruction for wood floor refinishing is as follows:

a. The Contractor shall grind the parquet floor/wood surfaces with government-approved portable sanding machine or paper. The sanded depth shall be kept to a minimum. The Contractor shall, however, ensure that existing scratches are eliminated. The Contractor shall vacuum or sweep floor area after sanding and take maximum care to control the dust in public hallway.

b. The Contractor shall scrub the parquet floors with a flexible wire brush and finish sanding it with fine grit sand paper No.100. The Contractor shall vacuum or sweep floor area.

c. The Contractor shall apply alcohol base-stain AS STAIN from CASHU or its equivalent with lamb’s wool applicator. The color of the stain shall match the government-furnished wood flooring. The Contractor shall apply a minimum of two (2) coats and allow adequate drying time between coats. When each coat has dried thoroughly, the Contractor shall buff with a number 1 or number 2 steel wool pad.

The Contractor shall vacuum clean and then use a tack rag.

d. The Contractor shall apply a minimum of four (4) coats of water base urethane resin-varnish coat PACIFIC STRONG from BONA or its equivalent to obtain an acceptable level of appearance. The Contractor shall fill the pores of parquet floor surfaces to prevent stains, dirt and other harmful materials from coming in contact with the actual floor covering materials.

e. Covering on wall surfaces with plastic sheets is necessary from floor to ceiling height.

C.9.5 CERAMIC TILE AT ENTRANCE - The Contractor shall furnish and install 400X400mm, 9mm thickness of ceramic tiles LIXIL IPF-300 COR-23 or equivalent with suitable adhesive at the entrance.

Layout of the tiles will vary depending on the apartment types. The Contractor shall furnish W30XH10mm Oak strip and install between the ceramic tiles and wood floors.

C.9.6 APPLICATION OF THIN PLYWOOD AS SPACER UNDER THE WOOD – the Contractor shall apply a thin plywood under the wood board as spacer to off-set the differences in thickness between the old and new wood board. The thickness will vary depending on the thickness difference but maybe in the range of 2mm to 5mm.

C.9.7 REWAXING WOOD FLOORING- The Contractor shall rewax areas with deteriorated wax finishing. The contractor shall use wood thinner to remove the old wax and apply 2 layers of new acrylic base wax to the wood.

C.9.8 WOOD REPLACEMENT ON PIECE BASIS- The contractor shall remove the old damage wood and restore by installing a brand new USG supplied wood.