19JA8026Q0022 - RFQ - Cover - Attachments _CO signed.pdf

May 28, 2026

Dear Prospective Quoters:

Subject: Request for Quotations Number 19JA8026Q0022

Marine Security Guard – Food Services Contract

Enclosed is a Request for Quotations (RFQ) for the subject Food Services Contract for the U.S.

Embassy Tokyo Marine Security Guards at the U.S. Embassy Housing Compound in Tokyo, Japan.

If you would like to submit a quotation, follow the instructions in Section 3 of the RFQ, complete the required portions of the attached document, and submit it to the email address shown on this cover letter.

The U.S. Government intends to award a firm-fixed-price contract to the responsible company submitting an 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 U.S. Embassy Tokyo 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: Friday, June 12, 2026 Time: From 10:30 a.m. to on/about 12:30 a.m. (Japan Standard Time) Location: Meet at the West Gate of the Housing Compound (known as Mitsui Housing

Compound) 2-1-1 Roppongi, Minato-ku, Tokyo 106-0032

(b) All interested quoters who wish to attend are requested to submit individual name(s), company name/address, telephone/fax numbers, and email address, via email to Masao Chuma at ChumaMX@state.gov by no later than 12:00 noon, Wednesday, June 10, 2026 (JST), to arrange entry to the Compound. Note: No attendee submission will be accepted after the specified date/time.

(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 Compound.

(d) Photography is NOT ALLOWED

The U.S. Embassy Embassy of the United

States of America

Tokyo, Japan mailto:ChumaMX@state.gov

– 2 –

2. Questions

Following the conference and site visit, quoters may submit questions (in English) regarding this RFQ by 3:00 p.m., Wednesday, June 17, 2026 (JST) via email to ChumaMX@state.gov.

No questions beyond the said date/time shown above will be accepted. All questions will be consolidated, and one response document from the U.S. Embassy Tokyo will be prepared and posted on SAM.gov and the Embassy’s website, the same website from where you obtained the solicitation documents.

3. Quotations

Quotations are due by 12:00 noon, Friday, June 26, 2026 (JST). No quotation beyond the said date/time shown above will be accepted. Quotations must be written in English and incomplete quotations will not be accepted.

Your quotation must be submitted electronically to Masao Chuma via email to

ChumaMX@state.gov. The email size must not exceed 15MB. If the email size should exceed

15MB, the submission must be made in separate emails less than 15MB each. After submission of quotation, quoters shall contact Masao Chuma by phone (Office: 03-3224-5752 or Mobile:

090-1110-9306) or email to confirm receipt of quotation.

SAM Registration:

All U.S. Contractors must be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to submitting a quotation pursuant to FAR provision 52.204-7.

Therefore, prospective quoters are required to register prior to the submittal of quotations.

It is recommended for oversea Contractors to be registered in the SAM (System for Award

Management) Database https://www.sam.gov prior to an award of the contract.

Please note 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

Enclosure:

Request for Quotations 19JA8026Q0022

05/28/2026 02:05 GMT

Staff, Christopher (StaffCG@state.gov) mailto:ChumaMX@state.gov mailto:ChumaMX@state.gov https://www.sam.gov/ https://www.sam.gov/

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR15889341 / PR15912003

PAGE 1 OF

1 | 60

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NUMBER

5. SOLICITATION (Request for

Quotations) NUMBER

19JA8026Q0022

6. SOLICITATION ISSUE DATE

May 28, 2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Masao Chuma

b. TELEPHONE NUMBER(No collect calls)

03-3224-5752

8. OFFER DUE DATE/LOCAL TIME

June 26, 2026

12:00 noon

3:00 p.m.

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

Procurement/Contracting Unit

GS/Procurement Office

U.S. Embassy

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

Minato-ku, Tokyo 107-8420 Japan SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINATION UNLESS

BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

Procurement/Contracting Unit

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420 Japan

17a. CONTRACTOR/OFFERER CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

Unique Entity ID:

TELEPHONE NO. FAX NO.

Financial Management Center

U.S. Embassy

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420 Japan

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(See Page 2 of Standard Form 1449)

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ONE ORIGINAL

COPY TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL

ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REFERENCE RFQ NO. SJA800-16-Q-0009, OFFER DATED

_______________________________________________. YOUR OFFER ON

SOLICITATION, INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET

FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER

Christopher G. Staff

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Food services program for the U.S. Embassy

Tokyo Marine Security Guards at the U.S.

Embassy Apartment Compound in Tokyo, Japan, in accordance with terms and conditions of the contract.

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: __________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420 Japan

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Request for Quotations (RFQ) No. 19JA8026Q0022

TABLE OF CONTENTS

Standard Form 1449 (SF-1449), the first and second pages

Section 1: The Schedule

1.1 Continuation to SF-1449, RFQ Number 19JA8026Q0022, Block 23, Unit Price, and Block

24, Amount

1.2 Continuation to SF-1449, RFQ Number 19JA8026Q0022, Block 20, Schedule of

Supplies/Services

Section 2: Contract Clauses

2.1 Contract Clauses

2.2 Addendum to Contract Clauses – FAR and DOSAR Clauses not Prescribed in Part 12

Section 3: Solicitation Provisions

3.1 Solicitation Provisions

3.2 Summary of Instructions

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

Section 4: Evaluation Factors

4.1 Evaluation Factors

4.2 Addendum to Addendum to Evaluation Factors – FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 - Representations and Certifications

5.1 Offeror Representations and Certifications

Attachments:

Attachment 1 - Description/Specifications/Performance Work Statement

Attachment 2 - Government Furnished Property

Attachment 3 - Japanese Holidays during Year 2021

Attachment 4.- English Speaking Levels

Section 1: The Schedule

1.1 Continuation to SF-1449, RFQ Number 19JA8026Q0022, Block 23, Unit Price, and 24, Amount

1. PRICES AND PERIOD OF PERFORMANCE

1.1 The Contractor shall perform food services work, including furnishing all labor, material, equipment and services, for the U.S. Embassy Tokyo Marine Security Guards.

The price listed below shall include all labor, materials, insurance (see FAR 52.228-4 and

52.228-5), overhead, and profit. The Government will pay the Contractor the fixed price per month for services. Food ingredients are purchased separately by the Mess

Noncommissioned Officer (NCO) monthly (after approval of 30 days menu) and may be accompanied by the Contractor as needed.

After contract award and submission of acceptable insurance certificates, the Contracting

Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date on which performance shall start. The performance period of this contract is from September

1, 2026 through August 31, 2027, with four one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

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 U.S. Government will provide the Contractor with a signed

Certificate of Tax Exemption Purchase for Establishments.

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

https://www.mofa.go.jp/mofaj/ms/po/page22_003420.html (Japanese) https://www.mofa.go.jp/ms/po/page22e_000946.html (English)

1.2 Offers and Payment in U.S. Dollars

(1) 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 laws of a state within the United States.

(2) 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.

https://www.mofa.go.jp/mofaj/ms/po/page22_003420.html https://www.mofa.go.jp/ms/po/page22e_000946.html

1.3 Pricing

(a) Base Year. The firm fixed price for the Base Year (September 1, 2026 through

August 31, 2027) of the contract is:

Per month ______________ x 12 = _________________per year

(b) First Option Year. The firm fixed price for the First Option Year (September 1, 2027 through August 31, 2028) of the contract

(c) Second Option Year. The firm fixed price for the Second Option Year (September 1, 2028 through August 31, 2029) of the contract is:

(d) Third Option Year. The firm fixed price for the Third Option Year (September 1, 2029 through August 31, 2030) of the contract is:

(e) Fourth Option Year. The firm fixed price for the Fourth Option Year (September 1, 2030 through August 31, 2031) of the contract is:

(f) Grand Total of Base and All Option Years:

Base Year (1.3(a)): ____________________________________

First Option Year (1.3(b)): ____________________________________

Second Option Year (1.3(c)): ____________________________________

Third Option Year (1.3(d)): _____________________________________

Fourth Option Year (1.3(e)): _____________________________________

Grand Total – Base and All Option Years: __________________________

1.2 Continuation to SF-1449, RFQ Number 19JA8026Q0022, Block 20, Schedule of

Supplies/Services

2. Statement of Work (SOW)

The purpose of this fixed price contract is to obtain food services program for the U.S.

Embassy Tokyo, Japan, for Marine Security Guards at the Marine Security Guard

Residence (MSGR). The Contractor shall perform services in designated spaces. The contract will be for a one-year period September 1, 2026 through August 30, 2027, with four one-year options.

The Contractor shall furnish all managerial, administrative, and direct labor personnel that are necessary to accomplish the work in this contract. Contractor employees shall be on site only for contractual duties and not for other business purposes.

2.1 General Instructions. The Contractor shall prepare general instructions for the work force. The Contractor shall provide drafts to the Contracting Officer's Representative

(COR) for review within thirty days after contract award. The COR must approve these general instructions before issuance.

The Contractor shall establish and operate a food service for the purpose of providing

Marine Detachment employees meal preparation services, for breakfast, lunch and dinner, five days a week, between 7:30-15:30 Monday through Friday, excluding

Japanese and American holidays observed by the U.S. Embassy listed in Attachment 3.

The meals should be prepared on site at the Marine Security Guard Residence (MSGR).

Under the five days a week plan, the Contractor shall prepare meals for the weekend and holidays and store them in location approved by the COR.

Meals should be prepared in accordance with weekly guidelines and ingredients from

Mess Non-Commissioned Officer (NCO).

Sample of weekly menu:

Weekday Breakfast Lunch Dinner

Monday 0830 Detachment

Breakfast

Chicken sandwich and small salad

Chicken and Rice

& vegetables

Tuesday Upon Marines

Request

Spaghetti with meat sauce

& Garlic Bread

Salmon and Rice

& vegetables

Wednesday Upon Marines

Request

Chicken and mashed Potatoes

Beef Taco

& vegetables

Thursday Upon Marines

Request

Steak and roasted sweet potato

Meatball sub & vegetables

Weekdays Breakfast Lunch Dinner

Friday Upon

Marines

Request

Porkchop and

Rice

Meatloaf and

Mash Potatoes

Friday

(Weekend meals for

Saturday &

Sunday)

None Pork chops & vegetables

Chicken and Rice

Salad bowl

2.2 Duties and Responsibilities. Contractor is required to provide meal services as directed in Attachment 1 as specified in the meal plan provided by Mess NCO. Change to the meal plans can only be made with the concurrence of the Mess NCO. Occasionally, the cook must be prepared to cook extra food for events such as Detachment meals, or meals with visiting officials. In this case, the Mess NCO will give a two-week advance notification.

2.2.1 While working at the MSGR, the contractor is allowed access to the common areas only. This is generally considered the kitchen, dining rooms, and living room/heritage room. The Contractor is not allowed access to the upper floors or bedroom hallways of the residence at any time without an escort from a member of the residence. Signs are posted throughout the MSGR depicting off limit areas.

2.2.2 The Contractor shall schedule cooking and serving requirements to ensure that these are done in the order and time frame specified and they are to be performed on a daily basis, Monday-Friday. Work hours will be from 07:30-15:30 daily, with a break between

12:30-13:00.

All meals will be individually plated in a food storage container, marked with the name of the individual it is for.

All individuals with food allergies will meet with the cook to discuss the concern, and their food will be treated accordingly, while all group-plated meals (large containers) will be properly labeled to reflect the allergy safety concern.

2.2.3 The Contractor shall clean kitchen, all dishes, utensils and appliances, and dining areas after each meal and cause minimal disruption to the normal operation of the facility.

The COR shall determine the schedules presented which meet the needs of the individual facility.

2.3 Types of Services. The type of services shall include the following work:

Daily Cooking and Serving Requirements:

SEE ATTACHMENT 1

A menu to be established and followed monthly consisting of proteins, starches, and vegetables.

Dishes that are used during working hours must be cleaned and stored by the end of the day.

Dishes used by the Marines during the weekend or Japanese and American holidays observed by the U.S. Embassy listed in Attachment 3, are not the responsibility of the cooks to clean.

Floors are swept and mopped at the end of every day.

All surfaces are to be cleaned and sanitized between every meal and at the end of the workday.

3. MANAGEMENT AND SUPERVISION

3.1 The Contractor shall designate a supervisor who shall be responsible for the

Contractor's workforce at all times. This supervisor shall be the focal point for the

Contractor and shall be the point of contact with U.S. Government personnel. The supervisor shall have a background in nutrition, experience in food service industry and strong English language skill of Level 3 of Attachment 4 – English Speaking Levels to be able to communicate with members of the U.S. Government staff. It is possible the onsite work force would only be the MSG Detachment Cook. In this instance, a supervisor must be available by telephone and have the ability to respond to the residence within one hour.

3.2 The Contractor shall maintain schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the personnel of the U.S. Government. The Contractor shall have a sufficient number of personnel available to work onsite in the eventuality of the unavailability of the primary worker.

3.3 The Contractor shall be responsible for quality control. In coordination with the COR, the Contractor shall perform inspection visits to the work site on a quarterly basis. The

Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections for those working on the contract. The Contractor shall develop an inspection checklist for approval by the COR.

3.4 The Contractor shall perform quarterly counseling sessions with the MSG Detachment

Cook based on a template and feeback provided by the Mess NCO. The counseling sessions shall be documented in writing and submitted within 15 days after the completion of the counseling sesson to the COR and Mess NCO for record keeping.

3.5 The Contractor shall control overtime through efficient use of the work force.

Individual work schedules shall not exceed 40 hours per week to preclude overtime being part of the services provided under the contract.

4. LOCATIONS FOR FOOD SERVICES

All services are to be delivered everyday Monday through Friday, excluding designated

Japanese and American holidays observed by the U.S. Embassy listed in Attachment 3, for up to twelve [12] USG Marine personnel in providing breakfast, lunch, and dinner daily at the MSGR. Under the five days a week plan, the Contractor shall prepare and store dinner meals options according to the Mess NCO’s instruction before weekends or holidays to cover the days the Contractor will not be present. As required, the Cook shall package a certain set of meals daily for morning and afternoon delivery for consumption off site.

Location Number of people

Estimated

Service

Scheduled

Hours

Escort

MSGR 12 people 3 meals per person per day 0730-1530 no

Breakfast

Breakfast will be made to order for each Marine if they request for it.

Every week, the Cook shall make a Detachment breakfast for all Marines to be served at at date time pre established with the cook and the Mess NCO or COR; typicaly this meal is on

Mondays at 0830/0900. The breakfast shall include scrambled eggs, bacon, hash browns, pancakes, and orange juice, though some options may be substituted to provide variety.

Lunch

One [1] Option to pick from that are made and put into individual storage containers in the refrigerator for each Marine.

Dinner

One [1] Option to pick from that are made and put into individual storage containers in the refrigerator for each Marine.

The above lunch and dinner is the same for weekdays and weekends.

5. PERSONNEL

5.1 General. The Contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by

Contractor employees at the site. The Contractor shall preserve peace and protect persons and property on site. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The

Contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

5.2 Standard of Conduct. Uniform/Appropriate Attire and Personal Equipment. The

Contractor's employees shall wear clean, neat and complete uniforms/appropriate attire when working.

5.2.1 Neglect of duties shall not be condoned. The Contractor shall enforce no sleeping during work hours, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during working hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

5.2.2 Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

5.2.3 Intoxicants and Narcotics. The Contractor shall not allow its employees while working to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

5.2.4 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions:

-falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

-unauthorized use of Government property, theft, vandalism, or immoral conduct;

-unethical or improper use of official authority or credentials; security violations; or, organizing or participating in gambling in any form.

5.2.5 Key Control. The Cook shall receive, secure, and account for any keys or door codes issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The Cook shall memorize any codes and shall not write the code down without the COR's approval. Where it is determined that the Contractor or its agents have written the code or shared the code without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract. If the Contractor has compromised the code, the Contractor shall immediately notify the COR.

5.3 Notice to the Government of Labor Disputes

The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

5.4 Personnel Security

After award of the contract, the Contractor shall provide a completed Regional Security

Office (RSO) Tokyo Security Form (see Attachment 5) on each employee, including the substitute employee(s), who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. The Government will run background checks on these individuals. It is anticipated that security checks will take thirty days to perform and will require the employee to obtain a police background check and banking institution credit check.

The Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform/attire at all times aboard the U.S. Government compound and when not in the MSGR. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to

U.S.-owned and U.S.-operated facilities to any individual. Although there is no uniform requirement, the Contractor shall ensure all employees arrive to work in clean and appropriate clothing. Clothing should help inspire a sense of pride, authority, and comradery among employees. The food service clothing shall be commensurate with a high-quality operation and communicate a positive first impression for guests. In addition to appearance the clothing shall take into consideration employee safety (non-slick shoes to prevent slipping, long sleeve chef coat to avoid burns, aprons, masks, face shield, hair nets, etc.).

5.5 Employee Safety Requirements

The Contractor shall ensure that employees are supplied with and use proper safety

Personal Protective Equipment (PPE) such as aprons, potholders, face shields, hair nets and mask. The Contractor employees will follow signed safety work procedures, which protect the Contractor employees and U.S. Government personnel in proximity to work site.

5.6 Key Personnel

5.6.1 Position and Function. The key personnel specified in this contract are essential to work performance. The only position considered in this contract is the Supervisor and

MSG Detachment Cook. The contractor shall provide three alternative cooks to fill in for absences of the primary MSG Detachment Cook.

5.6.2 Minimum Qualifications

MSG Detachment Cook. The MSG Detachment Cook is the culinary lead of the program and is responsible for the development of menus, food storage, and cleanliness of the MSGR kitchen, food storage areas, and dining areas. The MSG Cook shall have a minimum of 3 years of experience managing food services operations demonstrating experience in premium level food and service execution. The MSG Cook should have

English language skills at the 2/2 level.

Clearance Level: None

Alternate cook. The alternate MSG Detachment Cook is the backup of the primary

MSG Detachment cook and is responsible for the development of menus, food storage, and cleanliness of the MSGR kitchen, food storage areas, and dining areas in the absence of the MSG primary cook. The alternate MSG Cook shall have a minimum of

3 years of experience managing food services operations, demonstrating experience in premium level food and service execution. The alternate MSG Cook should have

English language skills at the 2/2 level.

5.6.3 Substitutions

During the first 180 days of performance (after transition), the Contractor will make no substitutions of key personnel unless the substitution is required due to illness, death, or termination of employment. The Contractor will notify the Contracting Officer within

5 calendar days after the occurrence of any of these events.

5.6.4 Replacements

After the first 180 days of performance, the Contractor may substitute the key person if they determine that it is necessary. The Contractor will provide notice at least 45 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor). The Contractor will notify the CO and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The proposed substitute shall possess qualifications comparable to the original key person and meet the minimum standards set forth in the contract.

5.6.5 Written Approval and Consent

The Contractor shall not divert or otherwise replace any key personnel without the written consent of the CO. The Government will modify the contract to reflect any changes in key personnel.

6. MATERIALS AND EQUIPMENT

6.1 The Government shall provide all necessary cooking supplies to perform the work identified in this contract.

6.2 After inspection of the kitchen facilities, the Contractor shall provide to the COR and the Mess NCO a list of any items needed to successfully carry out the duties and responsibilities of this contract. These items will be provided by the Government, are considered government property and will at all times remain onsite.

7. GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

7.1 The Contractor has the option to reject any or all Government furnished property or items (see Attachment 2 - GOVERNMENT FURNISHED PROPERTY). However, if rejected, the Contractor shall provide all necessary property, equipment or items, adequate in quantity and suitable for the intended purpose, to perform all work and provide all services at no additional cost to the Government. An inventory will be conducted. All

Government furnished property or items are provided in an "as is" condition and shall be used only in connection with performance under this contract. The Contractor is responsible for the proper care, maintenance and use of Government property in its possession or control from time of receipt until properly relieved of responsibility in accordance with the terms of the contract. The Contractor shall pay all costs for repair or replacement of Government furnished property that is damaged or destroyed due to

Contractor negligence.

7.2 The Contractor shall maintain written records of work performed, and report the need for major repair, replacement and other work for Government property in its control.

The Contractor shall physically inventory all Government property in its possession.

Physical inventories consist of sighting, tagging or marking, describing, recording, reporting and reconciling the property with written records. The Contractor shall conduct these physical inventories periodically, as directed by the COR, and at termination or completion of the contract.

8. INSURANCE

8.1 Amount of Insurance. The Contractor is required to provide whatever insurance is legally necessary. The Contractor shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

8.2 General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

(a) Bodily Injury stated in Japanese Yen:

Per Occurrence ¥30,000,000

Cumulative ¥90,000,000

(b) Property Damage stated in Japanese Yen:

Per Occurrence ¥3,000,000

Cumulative ¥9,000,000

8.3 The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

8.4 For those Contractor employees assigned to this contract who are either United States citizens or direct hire in the United States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3.

8.5 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to:

(a) any property of the Contractor,

(b) its officers,

(c) agents,

(d) servants,

(e) employees, or

(f) any other person arising from an incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

8.6 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

8.7 Government as Additional Insured. The general liability policy required of the

Contractor shall name "the United States of America, acting by and through the

Department of State", as an additional insured with respect to operations performed under this contract.

8.8 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within 10 calendar days after contract award.

The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

9. LAWS AND REGULATIONS

9.1 Without additional expenses to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. In the event of a conflict among the contract and requirements of local law, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

9.2 The Contractor shall comply with all local labor laws, 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.

10. TRANSITION PLAN

Within 10 days after contract award, the Contracting Officer may request that the

Contractor develop a plan for preparing the Contractor to assume all responsibilities for cook services. The plan shall establish the projected period for completion of all clearances of Contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

11. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery

To Date

1.1 General

Instructions 1 COR 30 days after award

1.2.3 Schedules 1 COR Weekly

4.4.1 List of

Personnel 1 COR 10 days after award

7. Evidence of

Insurance 1 COR 10 days after award

8. Licenses and

Permits 1 COR Date of award

9. Transition Plan 1 COR 10 days after award

Daily Headcount by Meal

COR

Available daily, due monthly along with running annual to-date totals

20-Day Menu Plan

COR

1 week prior to start of new menu cycle

Menu Adjustments

COR 1 week in advance of change

Menu Acceptability and Waste Report

COR Monthly

Menu Metrics 1 COR Monthly

Hazard Analysis and Critical Point

(HACCP) Plan

COR Prior to start of performance

Illness Reports

COR Provide as part of the

Program Management and

QA Reviews

Food Storage

Catalogue 1

COR Prior to start of Option Year, updated when new items are developed

Food Storage

Catalogue proposed changes

COR Provide proposed change to

COR for review and approval prior to formalization of change

Reporting Plan 1 COR Start of performance

Risk Management

Plan (Risk management and mitigation-quality control & assurance, etc.)

COR Provide as part of proposal response and updated/maintained throughout performance

Quality Control

Plan

COR Prior to Start of Performance and each Option Year

Food concession, food, and water inspection SOPs

COR Within first 30 days

Quality Control

Reports

COR Monthly

Vulnerability

Assessment

COR Monthly

KPI Reporting 1 COR Monthly to COR to CO

Food Service

Operation Uniform plan

COR Within first 30 days

Health, Safety and

Environment Plan

COR Within first 30 days

Counseling documentation for

Cook

COR Quarterly

Site Inspection report

COR Quarterly

Site Inspection

Checklist

COR Within first 30 days

Annual physical of primary and alternate MSG cook

COR 10 days after awarad and annually thereafter

12. QUALITY CONTROL MANAGEMENT, QUALITY ASSURANCE AND

SURVEILLANCE PLAN (QASP)

Quality Control. The Contractor, prior to implementation, shall provide for DOS approval a Quality Control plan, that will include food service performance standards, metrics, and reporting required for quality control.

This plan shall define the contractor’s approach to Quality Assurance/Quality Control on the contract. It shall provide an overview of the contractor’s approach to the planning, organization, direction, and control of quality-related activities associated with the delivery and performance of products and services.

Contractor shall specifically provide oversight to all food inspection activities while working within the requirements set forth by food service standards and regulations, the

Department of State (DOS) Regional Medical Officer (RMO) and DOS Contracting

Officer’s Representative (COR) in completing the following duties:

• Food Handling Procedure

• Adherence to HACCP

• Menu Execution and Presentation

• MSGR kitchen inspections

• Food Storage inspections

12.1 Food Inspection Resources

The Contractor shall provide resources to perform food procurement, food handler training, public and food facility inspections, vulnerability assessments and QA/QC monthly reports for the MSGR kitchen, food storage areas, and dining areas. These requirements shall meet or exceed established FDA, USDA requirements. MSGR cook work areas shall be inspected on a routine basis or as determined by the individual sanitation history and the potential risk associated with the number of personnel eating at a single site. The Contractor’s Food Service employees shall receive periodic refresher training and a medical records review of new employees. The Contractor’s food service employees shall be medically cleared prior to returning to work after receiving medical care.

12.2 Standard Operating Procedures (SOP)

The Contractor will develop kitchen usage food, and water inspection SOPs and, upon

COR approval of the SOPs, apply the SOPs during periodic site inspections. The contractor shall provide monthly quality control reports and perform overall trending by facility and contractor to the DOS COR. All phases of food service operations shall be evaluated against contractual requirements. Provide monthly reports on QA/QC, inspection findings and notification to DOS when follow-up action is needed, or a health hazard is identified during data analysis.

12.2.1 Medical Evaluation of Food Service Employees

The Contractor shall ensure all Food Service personnel have annual physicals, which will consist of, at minimum, blood, urine, and stool samples, laboratory testing, chest X-ray, TB testing and HIV (AIDS) Testing. The Contractor shall provide copies of annual physical to the COR for record keeping. In addition to the noted medical tests, each employee’s annual medical exam and physical must meet or exceed the Japanese government and food industry standards.

The Contractor’s Food Service personnel who seek medical treatment must be medically cleared prior to returning to work. In the event there is a communicable disease, appropriate health recommendations shall be elevated to COR who will elevate to the appropriate DOS personnel.

12.3 Reporting Plan

Performance Data System

The Contractor will keep COR informed of performance through deliverables, reports, and regular meetings with the COR and Mess NCO. The Contractor shall capture and record resource changes against contract requirements to track schedules. Contractor shall also monitor resource allocation and performance data to determine whether sufficient resources are applied to required tasks, or whether reductions in work warrant corresponding reductions in staff. Analysis of labor, material, and equipment expenditures to work order and job code levels enables the COR and Program manager to track key data to verify that requirements are met to cost and schedule, and to identify and correct variances. The Contractor shall coordinate with the COR to enforce project controls at the site level. The Contractor’s systems should be flexible, scalable, and adaptable to each requirement offering DOS real-time performance data upon request with minimal risk of information exposure.

Business Systems

The Contractor’s business systems shall provide the support structure needed to input and track data for Quality Assurance/Quality Control (QA/QC) and performance management; personnel management; contract management; and to share deliverables and reports upon request.

The Contractor shall enhance program consistency, transparency, and accountability by maintaining detailed, Government-recognized processes and procedures for all MSG

Detachment Cook duties.

These systems shall interface and feed information into a program management information system to provide near real-time reporting of performance status through a secure web-based portal/dashboard. This portal integrates programs, systems, and plans, and consolidates recruiting information, personnel management data, time and labor tracking, cost, and performance data by scheduled value. It shall provide a reporting mechanism to produce required deliverables, personnel manning information, and employee performance report status. The Contractor shall collaborate with COR and identify specific needs from requirements regarding the appropriate structuring and information needed for reporting. Contractor reports are directly related to an approved invoice system and human resource management system.

During performance, Contractor shall document work progress against the schedule. The

Contractor shall measure performance against planned tasks weekly and monthly and develop a series of schedule performance metrics. The Contractor shall submit reports via electronic messaging to the COR, followed by hard copies as requested.

12.4 Quality Control Plan

This plan provides an effective method to promote satisfactory contractor performance. The

QASP provides a method for the Contracting Officer's Representative (COR) to monitor

Contractor performance, advise the Contractor of unsatisfactory performance, and notify the

Contracting Officer of continued unsatisfactory performance. The Contractor, not the

Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work

Para

Performance Threshold

Services.

Performs all cook services set forth in the scope of work, Section 1.

Subsections 2 through 10.

All required services are performed and no more than:

(1) one customer complaint is received per month.

(2) All required services are

90% adherence to ServSafe quality standards

12.4.1 SURVEILLANCE. The COR will receive and document all complaints from

Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

12.4.2 STANDARD. The performance standard is that the Government receives no more than one customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

12.4.3 PROCEDURES

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant.

The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The

COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

Section 2: Contract Clauses

2.1 Contract Clauses

FAR 52.212-4 Contract Terms and Conditions – Commercial Products and Commercial

Services (NOV 2023) is incorporated by reference (see SF-1449, Block 27A).

“None”

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive

Orders—Commercial Products and Commercial Services (OCT 2025)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or

Statements (JAN 2017)(section 743 of Division E, Title VII, of the Consolidated and

Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services

Developed or Provided by Kaspersky Lab Covered Entities (DEC 2023)(Section 1634 of

Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video

Surveillance Services or Equipment. (NOV 2021)(Section 889(a)(1)(A) of Pub. L. 115-

232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV

2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (MAR

2023) (31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004)(Public Laws

108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the

Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

https://www.acquisition.gov/far/part-52#FAR_52_203_19 https://www.acquisition.gov/far/part-52#FAR_52_204_23 https://www.acquisition.gov/far/part-52#FAR_52_204_25 https://www.acquisition.gov/far/part-52#FAR_52_209_10 https://www.acquisition.gov/far/part-52#FAR_52_232_40 https://www.govinfo.gov/link/uscode/31/3903 https://www.govinfo.gov/link/uscode/10/3801 https://www.acquisition.gov/far/part-52#FAR_52_233_3 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.acquisition.gov/far/part-52#FAR_52_233_4 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (JUN 2020), with

Alternate I (NOV 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (NOV

2021)(41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and

Reinvestment Act of 2009 (JUN 2010)(Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

__ (4) 52.203-17, Contractor Employee Whistleblower Rights (NOV 2023)(41 U.S.C.

4712); this clause does not apply to contracts of DoD, NASA, the Coast Guard, or applicable elements of the intelligence community—see FAR 3.900(a).

✓ (5) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards

(JUN 2020)(Pub. L. 109-282) (31 U.S.C. 6101 note).

__ (6) [Reserved].

✓ (7) 52.204-14, Service Contract Reporting Requirements (OCT 2016)(Pub. L. 111-

117, section 743 of Div. C).

__ (8) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery

Contracts (OCT 2016)(Pub. L. 111-117, section 743 of Div. C).

__ (9) 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023)(Section

102 of Division R of Pub. L. 117-328).

__ (10) 52.204-28, Federal Acquisition Supply Chain Security Act Orders—Federal

Supply Schedules, Governmentwide Acquisition Contracts, and Multi-Agency

Contracts. (DEC 2023)(Pub. L. 115–390, title II).

__ (11)(i) 52.204-30, Federal Acquisition Supply Chain Security Act Orders—

Prohibition. (DEC 2023)(Pub. L. 115–390, title II).

__ (ii) Alternate I (DEC 2023) of 52.204–30.

✓ (12) 52.209-6, Protecting the Government's Interest When Subcontracting With

Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily

Excluded. (JAN 2025) ( 31 U.S.C. 6101 note).

__ (13) 52.209-9, Updates of Publicly Available Information Regarding Responsibility

Matters (OCT 2018) (41 U.S.C. 2313).

__ (14) [Reserved].

__ (15) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (OCT 2022)

(15 U.S.C. 657a).

__ (16) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business

Concerns (OCT 2022) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

__ (17) [Reserved]

__ (18)(i) 52.219-6, Notice of Total Small Business Set-Aside (NOV

2020)(15 U.S.C. 644).

__(ii) Alternate I (MAR 2020) of 52.219-6.

__ (19)(i) 52.219-7, Notice of Partial Small Business Set-Aside (NOV

2020)(15 U.S.C. 644).

__(ii) Alternate I (MAR 2020) of 52.219-7.

__ (20) 52.219-8, Utilization of Small Business Concerns (JAN 2025)

(15 U.S.C. 637(d)(2) and (3)).

https://www.acquisition.gov/far/part-52#FAR_52_203_6 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3…