19JA8026Q0043 - Amendment 0001 QA_SF30_RFQ-P4_32_33_AttachmentA_B.pdf

1BAMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

1 4

2. MODIFICATION NO.

3. EFFECTIVE DATE

See Item 16C

4. REQUISITION/PURCHASE REQ. NO.

PR16163480 / PR16153940

5. PROJECT NO.

6. ISSUED BY CODE 7. ADMINISTERED BY CODE

Procurement/Contracting Office U.S. Embassy Tokyo

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

See Item 6.

8. NAME AND ADDRESS OF CONTRACTOR 9a. AMENDMENT OF SOLICITATION NO.

19JA8026Q0043

9b. DATED

8/12/2026 10a. MODIFICATION OF CONTRACT/PURCHASE ORDER NO.

10b. DATED

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

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

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

(a) By completing Items 8 and 15, and returning __one___ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or

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

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA

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

IT MODIFIES THE CONTRACT/PURCHASE ORDER AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

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

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

D. OTHER

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

14. DESCRIPTION OF AMENDMENT/MODIFICATION

The purpose of this amendment is:

To provide the Qs&As. See following pages 2 through 4 of Standard Form (SF) 30, and attachment to SF30.

To revise subsection 1.1.2 Pricing, CLIN 0008 on page 4 of the RFQ. The shall use revised page 4 for submitting Volume (2) as their quotation submission.

To revise subsection 3.2 (d) Volume 4 (3), (4) and (5) on pages 32 and 33 of the RFQ.

See the attached documents for the revised pages 32 and 33.

To replace pages 1 through 3 of Attachment A - Statement of Work of the RFQ with attached revised pages 1 through 3 of Attachment A.

To replace pages 1 through 17 of Attachment B - PAS Studio Renovation Supplemental Materials with the attached revised pages 1 through 18 of

Attachment B.

To extend the proposal closing date/time as follows:

From: 11:00 a.m., Thursday, September 3, 2026 (JST) To: 11:00 a.m., Thursday, September 10, 2026 (JST)

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

15A. NAME AND TITLE OF SIGNER 16A. NAME OF CONTRACTING OFFICER

Christopher G. Staff

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

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

BY

(Signature of Contracting Officer)

16C.DATE SIGNED

August 27, 2026

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

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

Request for Quotations (RFQ) No. 19JA8026Q0043 Amendment 0001

August 27, 2026

Questions-and-Answers (Qs&As)

Request for Quotations No. 19JA8026Q0043 Studio Set Renovation Services for Public Affairs Section (PAS) at the U.S. Embassy Tokyo, Japan

Question Answer

Q1 Closing Date/Time

Q1.1 It will take time to review the design and engineering, and the schedule from the on-site inspection on the 20th to closing date is extremely tight. It seems unlikely that we will be able to meet the September 3 deadline. Would it be possible to extend the deadline?

A1.1 Closing date/time is hereby extended as follows:

From: 11:00 a.m. Thursday, September 3, 2026 (JST) To: 11:00 a.m. Thursday, September 10, 2026

(JST)

Unfortunately, further extension of closing date is not considered due to the Embassy�s operational priorities.

Q2: Past Performance

Q2.1 For the client list, references, and similar studio set experience requested in the business management/technical proposal, may the offeror include and rely on relevant past performance and references of its proposed subcontractor in Japan, or must this experience be solely that of the prime contractor?

A2.1 The submitted past performance and references shall be projects where the Prime Contractor was responsible for the design. The Quoter may not submit past projects that were solely designed and executed by a subcontractor. However, for projects designed by the Prime Contractor, it is acceptable if the actual construction/fabrication was outsourced to a subcontractor. See revised subsection 3.2 (d) (3) Past Performance & Diplomatic Design Track Record on page 32 and 33 of the revised RFQ.

Q2.2 Our company specializes in spatial design and production for a major media group and handles the majority of projects carried out within the group.

For the client list required under the Past Performance & Track Record section, should we provide representative individual projects, or would it be preferable to provide information such

A2.2 Quoters shall provide specific individual projects for Past Performance & Diplomatic Design Track Record in order to facilitate reference checks.

The Quoters shall select representative projects from the past five (5) years that demonstrate experience in similar studio set design and construction, or showcase a level of quality suitable for diplomatic or public settings. Each project entry shall include all required details: contract dates, place of performance, contract

Embassy of the United States of America

Tokyo, Japan as the annual transaction volume with our major clients?

value, and client contact information (name, phone number, and email address). Aggregate annual transaction volumes alone do not satisfy this requirement.

See revised subsection 3.2 (d) (3) Past Performance & Diplomatic Design Track Record on page 32 and 33 of the revised RFQ.

Details regarding annual transaction volumes with major clients or overall group trade performance may be submitted under Resource & Financial Capability as supporting evidence of your company's operational capacity, resource availability, and financial strength.

See revised subsection 3.2 (d) (4) Resource & Financial Capability on page 32 and 33 of the revised

RFQ.

Q3 Solicitation Documents

Q3.1 Could you please provide the �Solicitation/Contract/Order for Commercial Items� form on page 3 of the RFQ in an editable format, such as an Excel file?

A3.1 Unfortunately, the Request for Quotation (RFQ) package is not modifiable, and it is available only in PDF format. Quoters shall not modify the RFQ document, as it is a standardized format designated for use by all quoters.

Q3.2 Regarding the quotation format provided on page 4 of the RFQ, could you please provide it in an editable file, such as Excel?

Alternatively, would it be acceptable if we create the quote in our own format (e.g., Excel), as long as all enquired items are included?

A.3.2 Unfortunately, the Request for Quotation (RFQ) package is not modifiable, and it is available only in PDF format. Quoters shall not modify the RFQ

Q3.3 Regarding the �OFFEROR/QUOTER

REPRESENTATIONS AND CERTIFICATIONS�

section on pages 38�62 of the RFQ, could you please provide an editable version (such as Word or Excel) so we can complete the required entries?

A3.3 Unfortunately, the Request for Quotation (RFQ) package is not modifiable, and it is available only in PDF format. Quoters shall not modify the RFQ

Q4 Scope of Work

Q4.1 If we assume that indirect lighting will be installed within the set, how many electrical circuits are available for use?

We would also like to confirm the locations and specifications of the available power outlets.

A4.1 The studio's power supply is divided into three (3) independent circuits (20A per circuit), providing a total of nine (9) outlets. For the specific locations of the power outlets, see the Floor Plan on page 5 of the revised "Attachment B - PAS Studio Renovation Supplemental Materials."

Q4.2 If we include translucent elements in the setup, would it be possible to discuss backlighting options with the lighting team?

A4.2 The scope of the separate lighting contractor includes adjusting and re-hanging the ceiling lighting fixtures to match the new set design; it does not include procuring or adding new lighting fixtures for the set.

However, two (2) existing AREA 48 SOFT panel lights are available for use. If your proposed backlighting can be achieved using these two (2) units, the lighting contractor can assist with their placement and adjustment. Otherwise, it is preferred that any necessary backlighting elements be integrated directly into the set design and fabrication.

Q5 Section 2 Compliance

Q5.1 We perform TikTok-related work through an agency and use �Lark� for project communications. Would using Lark in this manner be considered a violation of the terms in SECTION

2 � CONTRACT CLAUSES?

A5.1 Use of the covered application may violate FAR 52.204-27 Prohibition on a ByteDance Covered Application in SECTION 2 of the RFQ.

Please review FAR 52.204-27, especially paragraph (a)(2) for the definition of "Information Technology" and paragraph (b) Prohibition for the prohibition requirements and confirm whether this clause applies to your firm.

�End of Qs&As-

Amendment No. 0001 Page 4 of 62

SECTION 1 - THE SCHEDULE

1.1 Continuation to SF-1449, Request for Quotations (RFQ) Number 19JA8026Q0043, Block 23, UNIT

PRICE

1.1.1 Scope of Services

The Contractor shall complete all work, including furnishing all labor, material, equipment, and services, unless otherwise specified herein, required under this contract for stated services within the time specified herein. The price listed below shall include all labor, materials, overhead, insurances, and profit. In consideration of satisfactory performance of all scheduled services required under this contract, the Contractor shall be paid a firm fixed price for all services.

1.1.2 Pricing

Studio Set Renovation Services for Public Affairs Section (PAS) at the U.S. Embassy Tokyo, Japan

CLIN Description Qty Unit Price

0001 Design / Project Management 1 Job

0002 Set Construction / Fabrication 1 Set

0003 Labor Cost (Installation & Old Set Dismantling)

1 Job

0004 Waste Disposal (Old Set) 1 Set

0005 Transportation Costs 1 Set

0006 Props / Decorative Items 1 Set

0007 Miscellaneous / Other Expenses 1 Set

0008 PVC Overlay Installation 1 Job

0009 Other Management and Administrative Cost 1 Set

Grand Total

1.1.3 Offers and Payment in U.S. Dollars

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 incorporate under the laws of a state within the United States.

Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in Japanese Yen.

Amendment No 0001 Page 32 of 62

SECTION 3 - SOLICITATION PROVISIONS

3.1 Solicitation Provisions

3.1.1 FAR 52.212-1 INSTRUCTIONS TO OFFERORS�COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (SEP 2023) IS INCORPORATED BY

REFERENCE (SEE SF-1449, BLOCK 27A)

ADDENDUM TO FAR 52.212-1

3.2 Summary of Instructions

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

(a) Volume 1 - Standard Form (SF) 1449 Volume 1 shall consist of the completion of blocks 17a, 30a, 30b, and 30c (page 1) of the RFQ.

(b) Volume 2 - Price.

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

(c) Volume 3 - Representations and Certifications.

Volume 3 shall consist of completion of Section 5: OFFEROR/QUOTER REPRESENTATIONS AND CERTIFICATIONS on pages 38 through 62 of the RFQ. (Complete all portions that are applicable.)

(d) Volume 4 - Business Management/Technical Proposal.

Volume 4 shall consist of the information demonstrating the offeror�s/quoter�s ability to perform, including:

(1) Key Personnel Qualifications

Information regarding key personnel and subcontractors involved in this project, including:

Project Manager: Must be proficient in written and spoken Japanese. A brief biography of the Project Manager shall be submitted.

Main Designer: Shall be a direct employee of / belong to the Prime Contractor. A brief biography and a portfolio of past design work shall be submitted.

Subcontractors: A complete list of all subcontractors involved in this project shall be submitted.

(2) Business Standing

Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing.

(3) Past Performance & Diplomatic Design Track Record Client List & References: List of clients over the past five (5) years, demonstrating prior experience in Japan with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). The submitted past performance and references shall be projects where the Prime Contractor was responsible for the design. The Quoter may not submit past projects that were solely designed and executed by a

Amendment No 0001 Page 33 of 62 subcontractor. However, for projects designed by the Prime Contractor, it is acceptable if the actual construction/fabrication was outsourced to a subcontractor.

Past Experience Examples: The quoter shall provide examples of past experience in similar studio set design and construction projects, demonstrating their capability to design and build a high-quality space with an aesthetic appropriate for diplomatic settings.

Quoters are advised that the past performance information requested above may be discussed with the client�s contact person. In addition, the client�s contact person may be asked to comment on the quoter�s:

Quality of services provided under the contract;

Compliance with contract terms and conditions;

Effectiveness of management;

Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and Business integrity / business conduct.

The U.S. Government will use past performance information primarily to assess an quoter�s capability to meet the solicitation performance requirements, including the relevance and successful performance of the quoter�s work experience. The U.S. Government may also use this data to evaluate the credibility of the quoter�s proposal. In addition, the Contracting Officer may use past performance information in making a determination of responsibility.

Quoters shall provide specific individual projects for Past Performance & Diplomatic Design Track Record in order to facilitate reference checks. The Quoters shall select representative projects from the past five

(5) years that demonstrate experience in similar studio set design and construction, or showcase a level of quality suitable for diplomatic or public settings. Each project entry shall include all required details:

contract dates, place of performance, contract value, and client contact information (name, phone number, and email address). Aggregate annual transaction volumes alone do not satisfy this requirement.

(4) Resource & Financial Capability

Evidence that the quoter can provide the necessary personnel, equipment, materials, and financial resources needed to perform the work. Details regarding annual transaction volumes with major clients or overall group trade performance may be submitted under Resource & Financial Capability as supporting evidence of your company's operational capacity, resource availability, and financial strength.

(5) Technical & Execution Proposal for Studio Set Renovation

The quoter�s technical proposal for the PAS Studio Set Renovation Project, to include:

(a) Work Plan & Project Schedule: A basic work plan and timeline demonstrating how all milestones (fabrication, delivery, dismantling, and installation) will be achieved within 90 calendar days of contract award.

(b) Set Design Concept & Initial Proposal: A conceptual proposal demonstrating a studio set design that aligns with the project concepts and objectives defined in the SOW. Quoters may submit 2D floor plans, elevation drawings, and/or conceptual visuals (renderings, reference images, or sketches) indicating proposed materials and construction methods. (Detailed construction drawings will be developed after contract award.)

(c) Quality Control & Safety Management: A brief summary of how fabrication quality, safe transport, and on-site labor safety will be managed.

Attachment A – Statement of Work (SOW)

Statement of Work (SOW) PAS Studio Set Renovation Project

1. Scope of Work

The Contractor shall provide full design, deconstruction, and construction services for the complete renewal of the Public Affairs Section (PAS) Studio set at the U.S. Embassy Tokyo.

The new set must transition from a traditional paper-paneled "TV set" look to an elegant, wood-toned environment that resembles a highly dignified room suitable for diplomacy.

The new set shall cover a footprint equal to or larger than the current set and shall fully cover the studio walls to ensure a unified and professional background.

The Contractor shall install new flooring over the area currently covered by the existing PVC flooring (vinyl sheet) using an overlay method, without removing the current material.

The Contractor is responsible for project management, design proposals, dismantling the old set, waste disposal, and the complete fabrication and installation of the new set. The Contractor shall complete all work, including furnishing all labor, material, equipment, and services, unless otherwise specified herein.

2. Background

The current PAS Studio was last renewed in 2018. Managed by the Digital Media Team (DMT), the studio is frequently used for recording video messages by the Ambassador and Deputy Chief of Mission (DCM), producing social media content such as one-on-one style interviews, conducting TV interviews, and taking official headshots. The current set features different designs and aesthetics on the left and right sides. While this provides visual variety, the overall set lacks a cohesive design, resulting in a disjointed and mismatched appearance, particularly during one-on-one dialogues.

3. Objectives

The Contractor shall develop an elegant, wood-based studio set that conveys the dignity of diplomacy.

The Contractor shall redesign the studio floor plan so that all recordings—whether solo remarks (Ambassador/DCM) or one-on-one dialogues—can be filmed straight-on against a unified, cohesive background.

The Contractor shall provide suitable indirect lighting, objects, and props that match the new set's atmosphere.

4. Period of Performance

The Contractor shall complete all work including final installation, clean-up and handover no later than 90 calendar days after contract award.

5. Place of Performance U.S. Embassy Tokyo 1-10-5 Akasaka, Minato-ku, Tokyo 107-8420

6. Government-Furnished Property, Services, and Information

Initial set concepts and current studio floor plans (as available).

Timely review and approval of the set design.

The current chairs and side tables can be reused.

7. Contractor-Furnished Items

The Contractor shall complete all work, including furnishing all labor, material, equipment, and services, unless otherwise specified herein, including but not limited to new indirect lighting fixtures, decorative objects, and props that fit the new design.

8. Specific Tasks

Project Management: The Contractor shall designate a Main Point of Contact (POC) to manage the entire project lifecycle.

Design Proposal: The Contractor shall provide a comprehensive new set design, including floor plans (2D), elevation drawings, and perspective renderings (visual concept images are acceptable; strict 3D renderings are not mandatory). Final floor plans and elevation drawings shall be delivered as editable digital files (e.g., CAD, Adobe Illustrator, or other native source files).

Deconstruction & Disposal: The Contractor shall remove the current set. To maximize the usable space, the Contractor shall also remove the curved section of the plywood wall currently installed over the studio's architectural wall. If the Contractor intends to reuse the remaining plywood wall as a structural base to anchor the new set, they must ensure that removing the curved section does not compromise the wall's structural integrity and that it can safely support the new installation. Furthermore, the Contractor is responsible for the proper disposal of all waste generated from deconstruction and construction.

While the submission of a formal industrial waste manifest (paper report) is not required, the Contractor must ensure that all waste disposal strictly complies with applicable local laws and environmental regulations in Japan.

Construction & Installation: The Contractor shall manage all processes required for set construction, including fabrication, transportation, and labor arrangement. The Contractor shall coordinate all transportation (including vehicles and drivers) and labor coming to the actual site. All material samples and finishes shall be submitted to and approved by

PAS prior to fabrication or installation. All materials used for the set shall be flame-retardant / fire-certified in accordance with applicable fire safety standards.

Flooring (Overlay Installation): The Contractor shall install new flooring strictly over the area currently covered by the existing PVC flooring using an overlay method, without removing the current material. The new flooring material is not limited to PVC sheets, and the Contractor may propose suitable alternatives. Due to the added thickness of the new flooring, the Contractor must notch or cut out the material around any affected wall outlets to ensure they remain fully accessible and functional.

9. Deliverables and Delivery Schedule

The Contractor shall propose and follow a schedule that ensures all milestones are achieved within the required completion period. See paragraph 4 of the Statement of Work. A representative schedule includes:

Kickoff meeting: Within 5 business days of contract award

Design drafts submission: To be determined (adjusted to meet the final deadline)

Final design approval: To be determined (adjusted to meet the final deadline)

Construction & Installation finish: No later than 90 calendar days after contract award

10. Key Personnel & Qualifications

Main Point of Contact (POC): The Contractor shall designate a main POC to manage communication and coordination throughout the entire project lifecycle.

Project Manager: The Contractor shall designate a Project Manager who is proficient in written and spoken Japanese. A brief biography of the Project Manager shall be submitted. (The Project Manager may also serve as the Main POC.)

Main Designer: The Main Designer shall be a direct employee of / belong to the Prime Contractor.