August 10, 2026

Dear Prospective Quoters:

Subject: Request for Quotations (RFQ) Number 19JA8026Q0042 Building Maintenance Services

Enclosed is a Request for Quotations (RFQ) for Building Maintenance Services for the Japanese Language Training Center (JLTC) in Yokohama, Japan. If you would like to submit 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 the Standard Form (SF) 1449 that follows this letter.

The U.S. Government intends to award a firm-fixed Purchase Order with Base Year plus four one-year option periods 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, August 19, 2026 Time: From 2:00 p.m. to on/about 3:30 p.m. (Japan Standard Time) Location: Meet at 1:50 p.m. at entrance of Japanese Language Training

Center (JLTC) in Yokohama, locating at 152-3 Yamate-cho, Naka-ku, Yokohama-shi, Kanagawa, 231-0862 Japan.

Note: JLTC does not provide parking spaces. All participants must arrange their own parking or use public transportation.

(b) Prospective quoters shall contact Ayaka Ogawara via email at OgawaraAX@state.gov by 11:00 a.m., Tuesday, August 18, 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.

Embassy of the United States of America

Tokyo, Japan

- 2 -

Enclosure:

Request for Quotations No. 19JA8026Q0042

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

2. Questions:

Following the conference, quoters may submit questions (in English) regarding this RFQ by 2:00 p.m., Friday, August 21, 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 11:00 a.m., Tuesday, September 1, 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.

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR16156928 / PR16130121

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

See 31C

4. ORDER

NUMBER

5. SOLICITATION (Request for Quotation)

NUMBER

19JA8026Q0042

6. SOLICITATION ISSUE DATE

August 10, 2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Ayaka Ogawara

b. TELEPHONE NUMBER(No collect calls)

03-3224-5208 090-1110-9327

8. OFFER DUE DATE/LOCAL TIME

September 1, 2026; 11:00 a.m.

(Japan Standard Time)

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

Procurement/Contracting Office

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

U.S. Embassy Tokyo 1-10-5 Akasaka

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

17a. CONTRACTOR/OFFERER CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

SAM Unique Entity ID:

TELEPHONE NO. FAX NO.

Financial Management Center U.S. Embassy Tokyo 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. FAR 52.212-3 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. 19JA8026Q0042, 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

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

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

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)

(YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Request for Quotations (RFQ) No. 19JA8026Q0042

TABLE OF CONTENTS

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

SECTION 1: THE SCHEDULE

1.1 Continuation to SF-1449, Request for Quotations (RFQ) Number

19JA8026Q0042, Block 23, UNIT PRICE

1.2 Continuation to SF-1449, Request for Quotations (RFQ) Number

19JA8026Q0042, 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 Addendum to Solicitation Provisions FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 4: EVALUATION FACTORS

4.1 Evaluation Factors

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

SECTION 5: REPRESENTATIONS AND CERTIFICATIONS

5.1 Quoter Representations and Certifications

5.2 Addendum to Quoter Representations and Certifications FAR and DOSAR Provisions not Prescribed in Part 12

List of Attachments

Attachment A Samples of Scheduled and Unscheduled Work Orders

SECTION 1 - THE SCHEDULE

1.1 Continuation to SF-1449, Request for Quotations (RFQ) Number 19JA8026Q0042, Block 23, UNIT

PRICE

1.1.1 Description

The U.S. Embassy in Tokyo, Japan requires Building Maintenance Services for the Japanese Language Training Center (JLTC) in Yokohama, Japan. The contract type is a firm fixed price contract for maintenance services paid at the monthly rate below. These rates include all costs associated with providing building maintenance services including all labor, materials, equipment, and services, n and War-Hazard Insurance, which shall not be a direct reimbursement, also see FAR 52.228-4 and 52.228-5) and profit, unless otherwise specified. The contract will be for a one-year period, with four one-year optional periods of performance.

1.1.2 Japanese Consumption Taxes

The U.S. Embassy Tokyo is exempt from Japanese consumption taxes; therefore, such taxes shall not

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

1.1.3 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 pay in U.S. dollars should commit their offer 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 local currency, Japanese Yen.

1.1.4 Pricing

The fixed monthly fees below shall include:

- Preventive Maintenance and Inspection (PMI) and Standing Work Orders (SWO) (see subsections 1.2.1.1(3)(a) and (b)),

- Routine Unscheduled Work Orders up to twenty-five (25) work orders per year with no more than forty (40) labor hours per work order (see subsection 1.2.1.1(3)(c)), and

- Emergency Work Orders up to ten (10) callouts per year with no more than five (5) labor hours per callout (see subsection 1.2.1.1(3)(d)).

1.1.4.1 Base Year Prices

The fixed price for the Base Year (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) as defined in subsection 1.2 is:

__________________ /Month x 12 = ___________________ /Year

1.1.4.2 First Option Year Prices

The fixed price for the First Option Year (starting one year after the dated stated in the Notice to Proceed and continuing for a period of 12 months) as defined in subsection 1.2 is:

1.1.4.3 Second Option Year Prices

The fixed price for the Second Option Year (starting two years after the dated stated in the Notice to Proceed and

1.1.4.4 Third Option Year Prices

The fixed price for the Third Option Year (starting three years after the dated stated in the Notice to Proceed and

1.1.4.5 Fourth Option Year Prices

The fixed price for the Fourth Option Year (starting four years after the dated stated in the Notice to Proceed and

1.1.4.6 Grand Total Price For Base Year Plus Four Option Years

(1) Base Year Total:

(2) First Option Year Total:

(3)

(4) Third Option Year Total:

(5)

(6) Grand Total for Base Year and All Option Years: _____________________

1.1.5 Quality Assurance And Surveillance Plan (QASP)

This plan is designed to provide an effective surveillance method to promote effective 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 conduct quality assurance to ensure that contract standards are achieved.

PERFORMANCE

OBJECTIVE

SECTION C

PARAGRAPH PERFORMANCE THRESHOLD

Performs all maintenance services set forth in SECTION 1

THE SCHEDULE.

1.2.1 through 1.2.3

1. Customer Complaints month.

complaints.

2. Repeat Repairs / Recurrence Rate location, or recurring fault within any 90-day period.

root-cause resolution and may result in corrective action.

3. Preventive Maintenance Compliance month.

prior COR approval.

4. Routine Work Order Timeliness the timeline requirements defined in the Statement of Work.

documented with justification.

5. Emergency Response Requirement requirements as stated in the SOW (e.g., onsite response within one hour).

reported to the COR immediately.

6. Quality of Completed Work month.

business days unless otherwise approved by the COR.

7. Reporting Accuracy and Timeliness and with complete information (PMI logs, work order summaries, emergency response logs, and manpower records).

unsatisfactory performance.

1.1.5.1. 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. In addition to documenting complaints, the COR will review GMMS/GMM work order history, PMI completion reports, emergency response logs, and post-work verification results to monitor Contractor performance. Surveillance will include trend analysis of repeat repairs, timeliness of work order completion, and compliance with preventive maintenance schedules.

1.1.5.2. Standard. The performance standard is that the Government receives customer complaint set amount in subsection 1.1.5. 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 52.246-4, Inspection of Services Fixed Price (AUG 1996)), if any of the services exceed the standard.

The Government will evaluate Contractor performance using all applicable performance metrics listed in the Performance Threshold. Failure to meet any of these metrics may constitute unsatisfactory performance. Repeated failures or trends such as recurring repairs, late PMIs, or delayed emergency responses may result in the Contracting Officer enforcing the Inspection of Services clause (FAR 52.246-4), issuing a cure notice, or taking other contractual remedies as appropriate.

1.1.5.3. 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.

1.1.6 Notice to Proceed

After contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

1.2 Continuation to SF-1449, Request for Quotations (RFQ) Number 19JA8026Q0042, Block 20, SCHEDULE

OF SUPPLIES/SERVICES

1.2.1 Scope of Work

1.2.1.1 (1) General

The Japanese Language Training Center (JLTC) in Yokohama requires a building maintenance service Contractor to perform both Scheduled Work Orders (also referred to as Preventative maintenance and Inspection (PMI)) and Routine Unscheduled Work Orders (UWO). The Contractor shall perform PMI and UWO maintenance and repair (M&R) of applicable building systems located at the Japanese Language Training Center (JLTC) in Yokohama, as instructed by the Contracting Representative (COR) or in accordance with the schedule of services, including scheduled work orders (PMI) of the computerized maintenance management system, unscheduled work orders, and any contract clauses. The Contractor shall provide trained and certified (certificate to be obtained by the Contractor and copy kept on file upon employment) technicians/engineers qualified to inspect, adjust and maintain the systems in safe and efficient operating condition at all times during the periods of this contract.

The Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required in this contract. The Contractor shall designate an English-speaking representative who will supervise the Contractor's workforce and be the Contractor's liaison with the U.S.

Contracting Representative (COR). The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Specific services are described in detail below.

1.2.1.1 (2) Personnel / Qualifications

The Contractor shall be responsible for providing qualified technicians with relevant experience. The following license or qualifications are required for daily Operation and Maintenance Staff:

a. Electrician and Electrical Engineer: Requirements for Electrician - License of Electrician (Denki Kouji-Shi Class 1) The electrician shall be capable of performing various electrical work, including but not limited to, conduit piping work, hard wiring work, adding an outlet receptacle, replacing the electrical panels, etc. Requirements for Electrical Engineer (Denki Shuni-Gijutsusha), Electrical engineer shall oversee the power supply systems.

b. Plumber: License of Plumber (Haikan Ginou-Shi) The Plumber shall be capable of working on various pipe sizes, including underground/above ground pipe and drainage system (including minor excavation and backfill), cold water supply piping, hot supply water piping, chilled and hot water HVAC piping, sewage and wastewater piping, etc.

1.2.1.1 (3) Duties and Responsibilities

a. Preventative Maintenance and Inspection (PMI) work-orders which will be based on recommendations for the equipment located at JLTC Yokohama and computer maintenance management generated work orders (GMMS) to be submitted to the contractor monthly from the government computer maintenance management system. The Contractor shall perform preventive maintenance inspections (PMI) as scheduled for the assets and systems. PMI tasks include inspection, cleaning, calibration, and reporting in accordance with manufacturer recommendations and the GMMS schedule. PMI activities do not include repairs, replacements, or corrective maintenance.

Any deficiencies or repair needs identified during PMI shall be reported to the COR.

b. Standing Work Orders (SWO) are work orders which appear in regular intervals for preventative maintenance for non-equipment assets, as identified by the US Government. For the purposes of this contract, they are to be treated in the same manner as preventative maintenance work orders.

c. Unscheduled Work Orders (UWO) / Routine Work Orders are day-to-day corrective maintenance tasks that arise from normal facility operations and do not qualify as emergency services.

These tasks typically include issues such as inoperative electrical switches or outlets, dripping faucets, cracked or damaged small glass panes or floor tiles, minor repairs to mechanical or food service equipment, fabrication of simple signage, touch-up painting, key making, and other similar routine corrective activities. All UWOs must be completed within five working days.

The firm-fixed monthly rate shall include all labor, tools, and effort required to perform routine UWOs. For planning and staffing purposes, the Government anticipates that the Contractor should be prepared to handle twenty five (25) UWOs per year. Each UWO may require up to forty

(40) labor hours to complete and may involve one or more tradecraft disciplines identified in this contract, such as maintenance engineering, electrical, HVAC, plumbing, carpentry, or painting.

Any corrective maintenance task that exceeds forty (40) labor hours, or is otherwise beyond the routine nature or complexity of standard UWOs, will be classified as a major repair. Major repairs fall outside the flat monthly rate and will require the Contractor to submit a separate quotation. Such work will only proceed after the Government issues a separate Purchase Order or authorization under applicable contracting procedures.

The Contractor is responsible for completing all routine UWOs as defined in this Statement of Work.

The COR will monitor UWO completion rates, recurrence of issues, timeliness, and overall performance in accordance with the Quality Assurance Surveillance Plan (QASP). Should UWO volume materially exceed historical norms due to extraordinary or unforeseen circumstances, the Government reserves the right to negotiate pricing for specific major repairs or atypical tasks that clearly fall outside the intended UWO category.

d. Emergency Work Orders are defined as maintenance conditions that present immediate danger to life, health, safety, property, or critical U.S. Government operations. Examples include burst water pipes, active roof leaks affecting operations, broken gas lines, electrical faults posing shock risk, or other dangerously malfunctioning systems requiring immediate stabilization. When such an emergency condition occurs, the Contractor shall accept verbal notification from the COR and dispatch personnel to the site within one (1) hour. The emergency response is limited strictly to stabilization actions necessary to contain the issue, prevent escalation, isolate hazards, and maintain safe conditions.

These stabilization efforts are short-duration in nature and are not intended to include troubleshooting, diagnosis, repair, material replacement, or extended corrective maintenance.

The firm fixed monthly rate shall include the capability to provide emergency stabilization for a reasonable number of incidents throughout the year. For planning purposes, the Government anticipates that the Contractor should be prepared to respond to up to ten (10) emergency stabilization callouts per year, with each stabilization effort generally requiring no more than five (5) labor hours. Emergency stabilization may involve any of the tradecraft disciplines identified in this contract, including maintenance engineering, electrical, HVAC, plumbing, carpentry, or painting.

Any work needed beyond the initial stabilization, such as repairs, troubleshooting, diagnosis, extended mitigation, material replacement, or corrective maintenance, is outside the scope of the flat monthly rate. All follow-on work will require a separate quotation from the Contractor and will proceed only after the Government issues a separate Purchase Order or other formal authorization in accordance with applicable contracting procedures.

e. Routine Building Inspections. The Contractor shall perform routine visual inspections of the entire JLTC Yokohama facility, including all building systems, equipment, and common areas. Inspections are strictly visual in nature and do not include any repair, adjustment, or maintenance activities. The Contractor shall document findings in a written report to the COR, noting any observed deficiencies, potential issues, or areas requiring attention. No corrective actions or repairs are to be performed as part of routine inspections; all identified issues will be referred to the COR for further direction.

Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR, and efforts shall be made to minimize such trouble or damage until proper corrective action can be taken. Damage or situations caused by the negligence are the responsibility of the contractor and will be rectified at no cost to the US Government.

f. Building Improvements. During the term of the contract, the U.S. Government may replace, renovate, or improve equipment, systems, facilities, components, and fixtures at the U.S.

expense and by means not associated with this contract. All replaced, improved, updated, modernized, or renovated equipment, fixtures, facilities, components, and systems shall be maintained, operated, and/or repaired by the Contractor at no additional cost to the U.S. Government unless such changes result in an increase or decrease in contract requirements. Changes, replacements, or deletions which result in an increase or decrease in contract requirements will result in adjustments to the contract price in accordance with the FAR 52.243.1 Changes-Fixed Price.

g. Equipment under or Warranty. Equipment, components, and parts, other than those installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR so that necessary action shall be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by the warranty and the duration of such warranties. Available warranty information shall be furnished to the Contractor by the COR.

h. Reporting Requirements. The Contractor shall submit a monthly report to the COR detailing all routine inspections and PMI activities performed, including findings, recommendations, and supporting evidence (photos, logs). No repairs or corrective actions are to be included in the scope of these activities.

i. Utilities. Electricity, both 200V 3ph and 100V single ph, is available to the Contractor to perform the contracted work. City water is also available from the faucets/bibcock outside the building. Both electricity and water are provided at no cost to the Contractor. Both shall be utilized solely for the contracted work, never for the other purposes.

1.2.1.1 (4) WORK DESCRIPTION AND REQUIREMENTS

The Contractor shall perform routine preventive maintenance inspections and visual checks for all building systems and equipment at JLTC Yokohama. The following items highlight typical tasks and requirements included in the flat-rate scope; these examples are not intended to be exhaustive or limiting. The USG may direct additional routine services consistent with within industry standards, and do not materially alter the scope or volume of work contemplated by this contract. Any deficiencies or discrepancies will be reported to the directed by the USG will be consistent with the overall maintenance plan and shall not impose material increases in workload or cost beyond what is contemplated in this contract.

a. Switch over operation mode of two HVAC systems for the school and the residence two times a year; in October or November from air conditioning to heating and in April or May from heating to air conditioning. After switching operation, test-operate the HVAC systems for the school and residence and assure the normal and proper operation. Change the settings of all thermostats and other devices as required.

b. Inspect two heat pump units; HITACHI Model RHNP1500AVX for the school and the residence, including peripheral equipment such as, but not limited to, thermometers, expansion tank, pumps, motor valves, etc quarterly (four times a year). Chemically clean the condenser coils and fins annually.

c. Inspect two split type air-conditioning units; TOSHIBA AIC-AP802H for the guardhouse and SANYO SAP-KD40T for the EC/Server room for the school, including peripheral equipment such as, but not limited to, outdoor condensing unit ROA-AP801HS for the guardhouse/SAP-CKD40T for the EC/Server room quarterly (four times a year). Chemically clean the evaporator coils and fins(indoor unit) and condenser coils and fins (outdoor unit) annually.

d. Inspect two in-line circulation pumps; EBARA Model 50LPD51.5A for the school and the residence quarterly (four times a year).

e. Inspect two power cisterns, HITACHI CX-110H for the school and residence quarterly (four times a year).

f. Inspect two chemical pump and tank units, KURITA KOGYO CS-31, 100 ltr PVC TANK for the school and the residence quarterly (four times a year). The Contractor shall also inspect the condensate water annually before the switch over operation from heating to air conditioning. Chemical feeding for the chilled/hot water is required upon inspection. Follow water analysis report for action.

g. Thoroughly wash and clean the filters/air outlet of all fan coil units for the school and the residence and two split type air-conditioning units in the guardhouse and EC/Server room for the school quarterly (four times a year). The evaporator and condenser coils and fins shall also be cleaned at the same time or minimum twice/year. Inspect and clean all exhaust fans and associated controls throughout the JLTC facility; perform calibration where applicable.

h. Inspect and make minor adjustments of the electric hot water heaters (per equipment schedule) and associated piping and peripherals, perform cleaning/calibration as applicable, and report findings of domestic hot water systems quarterly (four times a year).

i. Inspect lighting fixtures for defective fluorescent tubes quarterly (four times a year).

Replace defective fluorescent tubes if found during inspection using USG supplied materials.

j. Clean and inspect three ventilation fans on the roof semi-annually (two times a year).

k. Perform visual inspections on storm/waste/soil water drain systems for normal conditions and clean as necessary quarterly (four times a year). Clean the flat roof of the JLTC and heat pump unit/water tank area for dead leaves and debris that may clog the roof or floor drain (rain collector).

l. Inspection shall consist of mechanical/electrical/visual performance checks such as, but not limited to, meggering, amperage, voltage, bearings, fan/motor alignment. The inspection shall

m. Periodic inspection and maintenance schedule shall be submitted to the COR. The Contractor shall submit an inspection report as specified herein (Work Description and Requirements, from (b) to (l) above) after the periodic inspection and maintenance.

n. The Contractor shall bring any debris left over from the contracted work out of the premises for disposal. All the debris shall be disposed of in compliance with the local laws for industrial waste disposal.

o. The Contractor shall inspect all fire extinguishers on all floors on a monthly basis to verify proper operation. Inspection results shall be documented and submitted to the COR. The date of inspection shall be recorded on the tag affixed to each unit.

p. Routine maintenance and testing of the JLTC fire safety systems which includes but is not limited to: 1) HOCHIKI fire alarm control and interlocking operational panel, 2) alarm bells, 3) smoke detectors, 4) heat detectors, 5) annual HOCHIKI battery inspection and load testing with battery replacement every five years (batteries supplied by the USG) 6/ Bi-annual inspection of the Hochiki fire alarms system.

q. Maintenance and inspection of the JLTC 6.6k V electrical distribution system including consisting of the below. Services include but are not limited to: 1) Perform a visual inspection of all listed facilities, 2) Perform operation and testing of all relay and control panels in the cubicle substation, 3) Inspect all main transformers, step-down transformers, switchgear, disconnecting switches, static condensers, voltage transformers (VT), potential transformers (PT), current transformers (CT), and series reactors, 4) Inspect low-voltage (210V / 105V) distribution feeders for insulation between phases and between phase and ground.

The Contractor shall submit a detailed work plan for power shutdown, inspection, and testing to the COR for approval and to the electric power supply firm for concurrence prior to commencement of work. The Contractor shall coordinate with the electric power supply firm and perform a scheduled power shutdown on the date approved by the COR. The Contractor shall complete all inspection and testing activities and restore power service within the same day. The Contractor shall ensure that all testing and measurement instruments used are properly calibrated and certified by applicable regulatory authorities. All inspection and testing shall be performed by certified electrical engineers and/or qualified technicians employed by the Contractor. The Contractor shall be responsible for providing all required safety equipment, protective gear, and tools necessary to perform the work in a safe and compliant manner.

Disconnection Switch 7.2kV, 15A fuse 1 Vacuum Circuit Breaker 7.2kV, 600A 1 Step-Down Transformer 6.6kV/210V, 3ph, 150 kVA 1 Step-Down Transformer 6.6kV/210 105V, 1ph, 75 kVA 1 Capacitor 7.02kV, 53.2 kVar 1 Switchboards 2 Distribution / Control Panels Indoor and Outdoor 8

r. Routine preventative maintenance of the JLTC vehicle gate system in accordance with manufacture and GMMS requirements.

1.2.1.1 (5) JLTC YOKOHAMA BUILDING SYSTEM INVENTORY

The equipment listed here, along with items referenced in other sections of Section C, collectively defines the anticipated scope of work required for Preventive Maintenance Inspections (PMI), as well as ongoing routine monitoring, maintenance and repair. This is meant to help outline the level of effort necessary for these activities; however, it should not be regarded as a definitive or exhaustive list. Minor discrepancies in the quantity of each item may occur during servicing, and such variations are expected to be addressed without incurring additional costs.

System Equipment Qty Remarks / Location Frequency Access Control

NABCO Motorized Main Gate 1 Swing open / close gate Quarterly (functional & safety check), Semi-Annual lubrication

Electrical Distribution and Control Panel 2 By 1F kitchen Annual inspection (NFPA 70B/NETA) Electrical Cubicle Substation 1 Ground Annual full inspection/testing (NETA MTS /

NFPA 70B)

Electrical Disconnection Switch 1 In cubicle substation Annual inspection Electrical VCB, 7.2kV 600A 1 In cubicle substation Annual inspection & operation test Electrical Transformer 2 In cubicle substation Annual inspection; oil/insulation check per

OEM

Electrical Switchboard 1 In cubicle substation Annual inspection/cleaning Electrical Capacitor 1 In cubicle substation Annual inspection Electrical Distribution and Control Panel 5 1F, 2F, 3F, and outside Annual inspection

Fire Protection

Fire Alarm System, Hochiki

HAG-AW1005

1 School and residence Semi-Annual testing; Annual battery load test; 5-year battery replacement

Fire Protection

Fire Alarm System 1 Combined with school fire alarm system

Semi-Annual testing; Annual battery load test

HVAC Toshiba Air-Cooled Split Heat Pump, ROA-AP801H5JZ

1 CAC house by main gate Quarterly inspection; Semi-Annual coil cleaning; Annual refrigerant check

HVAC Fan Coil Unit 7 1F-3F residence Quarterly filter cleaning; Semi-Annual coil cleaning

HVAC Hitachi Heat Pump Chiller, RHNP1500AVX

1 Outside; 200V, 150 kW, Quarterly inspection; Semi-Annual coil cleaning; Annual full performance check

HVAC In-Line Circulation Pump, Ebara

50LPD

1 Outside by heat pump chiller

Quarterly inspection; Semi-Annual mechanical check

HVAC Hitachi Power Cistern, CX-110J 1 Outside by heat pump chiller

Quarterly inspection

HVAC Chemical Feed Pump, Kurita Kurifeeder CF-1

1 Outside by heat pump chiller; with feed tank

Quarterly inspection; Annual water analysis

HVAC Fan Coil Unit 26 1F-3F school building Quarterly filter cleaning; Semi-Annual coil

HVAC Air Handling Unit, Kimuho 004U

1 3F mechanical room Monthly filter check; Quarterly full inspection

HVAC Exhaust Fan 2 3F mechanical room Semi-Annual inspection/cleaning

HVAC -

Sub

Air-Cooled Split A/C Unit, Sanyo SAP-CKD40T

1 1F server room Quarterly inspection; Semi-Annual coil

Plumbing City Water Supply 1 Direct city connection Annual inspection

Plumbing Electric Water Heater, Itomic

ESP-32F

1 With pressure reducing valve

Quarterly inspection; Annual flush/cleaning

Plumbing In-Line Circulation Pump, Ebara 1 Domestic hot water Quarterly inspection; Semi-Annual mechanical check

Plumbing City Water Supply 1 Direct city connection Annual inspection

Plumbing Panasonic Electric Water Heater, Nihon Itomic E5-20B

3 1F-2F bathrooms Quarterly inspection; Annual flush/cleaning

Plumbing Sump Pump 1 Sump pit outside Quarterly operational test; Annual deep inspection

1.2.2 Hours of Performance

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

1.2.3 Access to Government Buildings and Standards of Conduct

1.2.3 (1) General. The Contractor shall designate a representative who shall supervise the Contractor's work and be the Contractor's liaison with the U.S. Embassy/Consulate. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Contractor employees shall have access to the areas necessary to perform the required work, either with or without security escorts, only with specific permission by either the Contracting Officer or the COR.

1.2.3 (2) Personnel Security. The Government reserves the right to deny access to U.S owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this contract prior to their utilization. The Government shall issue identity cards to approved Contractor personnel, each of whom shall display his/her card(s) on the uniform at all times while on Government property or while on duty at private residences serviced under this contract. These identity cards are the property of the Government. The employee leaves this contract, or at the request of the Government.

1.2.3 (3) Standards of Conduct

(a) General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. 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 cost to the Government.

(b) Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). The Contractor shall provide, to each employee and supervisor, uniforms and personal equipment. The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

(c) Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

(d) The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

(e) Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

(f) Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances 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; organizing or participating in gambling in any form; and misuse of weapons.

(g) Key Control. The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, or other areas, for the purposes of this contract. Keys shall not be duplicated without the COR's approval. Where the Government determines that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from performing work under the contract. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system so compromised.

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)

Addendum to FAR 52.212-4

FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAR 2026)

(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:

(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:

X (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.)

X_ (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).

X (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].

X (7) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

X (8) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

X (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.

X (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)).

__ (21)

(i) 52.219-9, Small Business Subcontracting Plan (Jan 2025) ( 15 U.S.C. 637(d)(4)).

__ (ii) Alternate I (Nov 2016) of 52.219-9.

__ (iii) Alternate II (Nov 2016) of 52.219-9.

__ (iv) Alternate III (Jun 2020) of 52.219-9.

__ (v) Alternate IV (Jan 2025) of 52.219-9.

__ (22)

(i) 52.219-13, Notice of Set-Aside of Orders (Mar 2020) (15 U.S.C. 644(r)).

__ (ii) Alternate I (Mar 2020) of 52.219-13.

__ (23) 52.219-14, Limitations on Subcontracting (Oct 2022) (15 U.S.C. 657s).

__ (24) 52.219-16, Liquidated Damages Subcontracting Plan (Sep 2021) (15 U.S.C. 637(d)(4)(F)(i)).

__ (25) 52.219-27, Notice of Set-Aside for, or Sole-Source Award to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (Feb 2024) (15 U.S.C. 657f).

__ (26)

(i) 52.219-28, Postaward Small Business Program Rerepresentation (Jan 2025) (15 U.S.C. 632(a)(2)).

__ (ii) Alternate I (Mar 2020) of 52.219-28.

__ (27) 52.219-29, Notice of Set-Aside for, or Sole-Source Award to, Economically Disadvantaged Women- Owned Small Business Concerns (Oct 2022) (15 U.S.C. 637(m)).

__ (28) 52.219-30, Notice of Set-Aside for, or Sole-Source Award to, Women-Owned Small Business Concerns Eligible Under the Women-Owned Small Business Program (Oct 2022) (15 U.S.C. 637(m)).

__ (29) 52.219-32, Orders Issued Directly Under Small Business Reserves (Mar 2020) ( 15 U.S.C. 644(r)).

__ (30) 52.219-33, Nonmanufacturer Rule (Sep 2021) ( 15 U.S.C. 637(a)(17)).

__ (31) 52.222-3, Convict Labor (Jun 2003) (E.O. 11755).

X (32) 52.222-19, Child Labor Cooperation with Authorities and Remedies (Mar 2026)( E.O. 13126).

__ (33) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).

__ (34)

(i) 52.222-26, Equal Opportunity (Sep 2016) (E.O. 11246).

__ (ii) Alternate I (Feb 1999) of 52.222-26.

__ (35)

(i) 52.222-35, Equal Opportunity for Veterans (Jun 2020) ( 38 U.S.C. 4212).

__ (ii) Alternate I (Jul 2014) of 52.222-35.

__ (36)

(i) 52.222-36, Equal Opportunity for Workers with Disabilities (Jun 2020) ( 29 U.S.C. 793).

__ (ii) Alternate I (Jul 2014) of 52.222-36.

__ (37) 52.222-37, Employment Reports on Veterans (Jun 2020) ( 38 U.S.C. 4212).

__ (38) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

X (39)

(i) 52.222-50, Combating Trafficking in Persons (Oct 2025) (22 U.S.C. chapter 78 and E.O. 13627).

__ (ii) Alternate I (Mar 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).

__ (40) 52.222-54, Employment Eligibility Verification (Jan 2025) ( Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial products or commercial services as prescribed in FAR 22.1803.)

__ (41)

(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA Designated Items (May 2008) ( 42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

__ (ii) Alternate I (May 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

__ (42) 52.223-11, Ozone-Depleting Substances and High Global Warming Potential Hydrofluorocarbons (May 2024) ( 42 U.S.C. 7671, et seq.).

__ (43) 52.223-12, Maintenance, Service, Repair, or Disposal of Refrigeration Equipment and Air Conditioners (May 2024) ( 42 U.S.C. 7671, et seq.).

__ (44) 52.223-20, Aerosols (May 2024) ( 42 U.S.C. 7671, et seq.).

__ (45) 52.223-21, Foams (May 2024) ( 42 U.S.C. 7671, et seq.).

X (46) 52.223-23, Sustainable Products and Services (May 2024) ( E.O. 14057, 7 U.S.C. 8102, 42 U.S.C.

6962, 42 U.S.C. 8259b, and 42 U.S.C. 7671l).

__ (47)

(i) 52.224-3 Privacy Training (Jan 2017) ( 5 U.S.C. 552 a).

__ (ii) Alternate I (Jan 2017) of 52.224-3.