RFQ_N4008425Q7003.pdf

NAVFAC FAR EAST

PUBLIC WORKS DEPARTMENT (PWD) MISAWA

RFQ No.

N4008425Q7003

COMBINED SYNOPSIS/SOLICITATION

Request for Quote (RFQ) # N4008425Q7003

Custodial and Grounds Service for

Naval Commands Misawa and FLCY Hachinohe, Japan

GENERAL INFORMATION

RFQ Issue Date: 18 October 2024

RFQ Response Due Date/Time: Wednesday, 20 November 2024 at 1000 hours Japan Standard Time (JST)

Point of Contact (POC):

Primary: Mr. Daisuke Ishikawa, Purchasing & Contract Specialist

Email: daisuke.ishikawa.ln@us.navy.mil

Secondary: Mr. Ross W. Yamato, Contracting Officer

Email: ross.w.yamato.civ@us.navy.mil

1. This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with (IAW) the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

quotations are being requested and a written solicitation will not be issued. This solicitation is being issued as a

Request for Quotation (RFQ). Offerors shall review all information contained in this RFQ and all attachments.

2. The clause DFARS 252.225-7042 applies to this acquisition. Any contract resulting from this solicitation will be awarded and performed in its entirety in the country of Japan. Offerors must be duly authorized to operate and conduct business in Japan and must fully comply with all laws, decrees, labor standards, and regulations of

Japan during the performance of the contract. Offerors will be required to provide verification on required license prior to award of any contract to the contracting officer if such information is not already on file with or available to the contracting officer. Contractors must have a Japanese bank account in order to receive payment via DFAS Japan.

3. All questions concerning this RFQ shall be addressed to the POC above, by 12 November 2024 by 11:00

JST (unless revised by formal amendment). All inquiries shall be submitted using Attachment (4) Inquiry

Form. Telephone inquiries will NOT be accepted.

4. It is important to note that this combined synopsis/solicitation requesting a quote shall not be construed as obligating the Government to award a contract or authorizing work to commence and shall not serve as a basis for any future claims against the Government.

5. This solicitation and incorporated provisions and clauses are those in effect through:

Federal Acquisition Circular (FAC) 2024-06

Defense FAR Supplement (DFARS) 20240916

6. The associated Product/Service Code for this requirement is S201 – Custodial Janitorial Services. The associated North American Industrial Classification System (NAICS) code is 561720 – Janitorial Services.

This RFQ is being conducted using full and open competition. There are no socio- economic set-asides and small business size standards are not applicable to this acquisition.

7. Work Requirements: The contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and provide both the recurring and nonrecurring

Custodial and Grounds Service under an Indefinite Delivery Indefinite Quantity (IDIQ) contract. See

RFQ No.

Attachment (1) Performance Work Statement (PWS) for full details.

8. Place of Performance: Naval Commands Misawa and FLCY Hachinohe, Japan

9. Period of Performance (POP): The anticipated POP for the resulting contract will include a base period from

1 Apr 2025 through 31 Mar 2026, and four 1-year option periods.

Contract Line

Item Number

(CLIN)

Description Qty Unit of

Measure

Period of Performance

0001 Base Period, Recurring 1 Year 1 Apr 2025 – 31 Mar 2026

0002 Base Period, Non-Recurring 1 Year

0003 First Option Period, Recurring 1 Year 1 Apr 2026 – 31 Mar 2027

0004 First Option Period, Non-Recurring 1 Year

0005 Second Option Period, Recurring 1 Year 1 Apr 2027 – 31 Mar 2028

0006 Second Option Period, Non-Recurring 1 Year

0007 Third Option Period, Recurring 1 Year 1 Apr 2028 – 31 Mar 2029

0008 Third Option Period, Non-Recurring 1 Year

0009 Fourth Option Period, Recurring 1 Year 1 Apr 2029 – 31 Mar 2030

0010 Fourth Option Period, Non-Recurring 1 Year

INSTRUCTIONS TO QUOTERS

FAR provision 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services, applies to this acquisition to include the following addenda:

1. STATUS OF FORCES AGREEMENT

The U.S. Government will not offer “United States Official Contractor” status under Article XIV of the U.S.-Japan

Status of Forces Agreement (SOFA) to any offeror awarded a contract under this solicitation; nor will the U.S.

Government intend to certify any employees of a contractor as “Members of the Civilian Component” under Article

I (b) of the SOFA.

2. SYSTEM FOR AWARD MANAGEMENT REGISTRATION

All offerors are required to be registered in SAM at https://www.sam.gov at the time their quotation is submitted.

Offerors with no active SAM registration upon receipt of their quotation shall be considered ineligible for award.

A contract cannot be awarded to a contractor unless registered in SAM with ACTIVE status. Remember to review the NAICS codes listed in your record and make sure that you have listed the NAICS Code for this procurement.

3. FAR PROVISION 52.229-11 AND FAR CLAUSE 52.229-12

FAR provision 52.229-11 and FAR clause 52.229-12 are included in this solicitation. This provision and clause concern the imposition of a 2 percent Federal excise tax withholding on any resultant contract award or payment request. This rule applies to Federal Government contracts for goods or services that are awarded to foreign persons. It implements the Department of the Treasury final regulations published in the Federal Register at 81 https://www.sam.gov/

RFQ No.

FR 55133 on August 18, 2016, under section 5000C of the Internal Revenue Code relating to the 2 percent tax on payments made by the U.S. Government to foreign entities pursuant to certain contracts.

Exemptions from this excise tax must be claimed by an Offeror when it submits, with its quotation, Attachment

(7) U.S. Department of Treasury Internal Revenue Service (IRS) Form W-14, Certificate of Foreign

Contracting Party Receiving Federal Procurement Payments, also available via the internet at www.irs.gov/w14. If not submitted with the quotation, exemptions will not be applied to any resulting contract and the Government will withhold a full 2 percent on each payment. Failure to submit IRS Form W-14 with a payment request will also result in an automatic withholding of 2 percent from the payment request.

When filling out the IRS Form W-14 the following information may be used to complete Part I, Line 6 and 7:

Line 6 Contract / reference number: N4008425Q7003

Line 7 Name and address of the acquiring agency: NAVFAC FE, PWD Misawa

City or town, state or province (Include postal code where appropriate):

Bldg. 987, Misawa Air Base, 1-chome, Hirahata, Misawa-shi, Aomori-ken, Japan 033-0012

Country (do not abbreviate): Japan

Any exemption claimed and self-certified is subject to audit by the IRS. Any disputes concerning this tax are adjudicated by the IRS because the Section 5000C tax is a tax matter not a contract issue.

Offerors are encouraged to seek guidance from their own tax, legal, or accounting professionals for advice concerning the provision, clause, and the execution/submission of IRS Form W-14. Additional information is also available at:

https://www.navfac.navy.mil/navfac_worldwide/pacific/fecs/far_east/about_us/contractors_information.html

4. PRE-PROPOSAL CONFERENCE/ SITE VISIT

The clause at 52.237-1, Site Visit (APR 1984), is included in this solicitation. Accordingly, offerors are urged and expected to inspect the site where the work will be performed.

Pre-Proposal Conference/Site Visit will be scheduled as follow:

Date and Time: 8 November 2024, 09:00 JST

Location: NAVFAC FE, PWD Misawa, Bldg. 987, Misawa Air Base, Japan

All interested parties who wish to attend the site visit shall fill out and submit Attachment (3) Site Visit Log via email to Mr. Daisuke Ishikawa no later than 28 October 2024, 10:00 JST.

*For those who need escort to access onto the base: Individuals must have a “BASE ACCESS PASS” for the event. All pre-proposal conference attendees who do not have the pass must provide a list of participants via email to the POC above no later than 28 October 2024, 10:00 JST.

Due to limited escorting capabilities, a maximum of two (2) company representatives will be allowed.

Only one vehicle per company is authorized. All attendees must possess photo identification (i.e. passport or driver’s license) on the day of the pre-proposal conference/site visit.

*Those participants who will need an escort must carry picture IDs. Valid picture IDs for Japanese Personnel includes a Driver’s license, which indicates nationality or permanent address, a Passport or Resident Card with picture. Valid picture IDs for non-Japanese Personnel includes a Passport or Alien Registration Card, A Driver’s license which does NOT indicate the individual’s nationality or permanent address is NOT considered a valid http://www.irs.gov/w14

RFQ No.

picture ID.

5. INQUIRIES REGARDING THE SOLICITATION

All questions concerning this RFQ shall be made in writing using Attachment (4) Inquiry Form and submitted to the POCs via email. Telephone inquiries will NOT be accepted. Correspondence shall be in English ONLY

IAW DFARS 252.225-7041 Correspondence in English. Responses to inquiries will be provided in the form of a

Notice or an Amendment and will be posted on the Department of Defense (DoD) Solicitation Module in the

Procurement Integrated Enterprise Environment (PIEE) website at https://piee.eb.mil/sol/xhtml/unauth/index.xhtml and Contract Opportunities on the System for Award

Management (SAM) website at https://sam.gov/. The Government may not respond to inquiries submitted after the inquiry submission due date.

6. AMENDMENTS AND NOTICES TO THE SOLICITATION

The Government may amend this solicitation before the closing date. Any amendments made will be posted to the DoD Solicitation Module in the PIEE website at https://piee.eb.mil/sol/xhtml/unauth/index.xhtml and

Contract Opportunities on the SAM website at https://sam.gov/. Hard copies of the amendment(s) will not be mailed. It is the offeror’s responsibility to check the websites periodically for any postings or amendments to the solicitation. Please note that notices do not change the solicitation. Changes to the solicitation can only be made by the issuance of amendments. Offerors must acknowledge each amendment issued under this solicitation (if any) by signing copies of all RFQ Amendments and submitting them with the contractor’s quotation package.

7. SOLICITATION SUBMITTAL REQUIREMENTS

Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to comply with the terms and conditions of the solicitation may result in an Offeror being ineligible for award. Quotations must be complete, self-sufficient, and respond directly to the requirements of this solicitation.

QUOTATION CURRENCY: Quotations shall be priced only in Japanese Yen. Quotations not priced in Japanese

Yen shall be deemed nonresponsive and will not be eligible for award.

PERIOD OF ACCEPTANCE OF QUOTATIONS: The Offeror agrees to hold the prices in its quotation firm for

153 days from the RFQ due date.

NO ALTERNATE FOR MULTIPLE QUOTATIONS: Neither multiple quotations nor quotation variations or options, nor alternate or alternative quotation will be considered in the evaluation.

Offerors shall submit the following documents in response to this RFQ:

a. Vendor Information – submit a letter with the following information:

Company Name

Address

Vendor Point of Contact Name/Title

Phone Number

Email address

Unique Entity ID Number

CAGE/NCAGE Code

Payment Discount Terms (optional)

Quote Date https://sam.gov/

RFQ No.

b. Price Quotation – completed Attachment (2) Exhibit Line Item Numbers (ELINs);

c. Completed Attachment (5) Experience Project Data Sheet;

d. Past Performance Records (CPARS records and/or (Attachment (6) Past Performance Questionnaire(s));

e. Copies of all RFQ Amendments properly acknowledged;

f. Completed Attachment (8) Representations and Certifications;

g. Completed Attachment (7) IRS Form W-14 (if applicable); and

h. A copy of a Joint Venture (JV) Agreement, Partnership Agreement and /or Teaming Agreement (if applicable)

Offerors shall submit quotations electronically (via email or through the Department of Defense (DOD)

Procurement Integrated Enterprise Environment (PIEE) – Solicitation Module) in an Adobe Portable Document

Format (PDF) and Microsoft Excel format (for ELINs). Offerors should mark all electronic files with the solicitation number and should keep the file name as short as possible (i.e., under 40 characters). Files with longer names may become corrupt or inaccessible. Files that cannot be opened, or are otherwise missing the required content are the responsibility of Offerors. Hard copy quotations will not be accepted.

It is an Offeror’s responsibility, when transmitting its quotation electronically, to ensure the quotation’s timely delivery by transmitting the quotation sufficiently in advance of the time set for receipt of quotations to allow for timely receipt by the Government no later than the date and time stated in the solicitation. Offerors shall allow adequate time to upload files, which may be slower for non-DoD users, and to avoid other technical difficulties that may be encountered. An Offeror risks the late receipt and rejection of a quotation where it delays transmitting its quotation until the last few minutes before the time set for receipt of quotations. It is the responsibility of the

Offeror to confirm receipt of quotations. Quotations that are received after the stated date and time in the solicitation shall be treated as late submissions and will not be considered except under facts and circumstances allowed by the Federal Acquisition Regulation (FAR).

Quotation Submission via Email:

Submit quotations to the POCs listed in this RFQ. The subject of the email shall include: “N4008425Q7003

Custodial and Grounds Service for NCM and FLCY”. Emails must be less than 10MB in order to be received. Emails larger than 10MB may risk not getting received and therefore should be submitted via DoD

PIEE Solicitation Module. Offerors providing quotes are responsible for ensuring that NAVFAC FAR EAST, PWD Misawa Contracting personnel receive quotes timely by confirming with Mr. Daisuke Ishikawa via phone (0176-53-5181 ext. 226-4528).

Quotation Submission using the PIEE Solicitation Module:

In order to submit a quotation through the Solicitation Module in PIEE, you must be registered and have an active “Quotation Manager” role in PIEE at https://piee.eb.mil/.

To upload the quotation in Solicitation module in PIEE:

1. Ensure you have an active role as with the Quotation Manager in PIEE.

2. Log into PIEE at https://piee.eb.mil/ to access the Solicitation Module or go directly to the

Solicitation Module at the following link: https://piee.eb.mil/sol/xhtml/unauth/index.xhtml.

3. Select Solicitation icon.

4. At the Home screen of the Solicitation Module, select the Search link to find the solicitation you intend to post an offer/quotation against.

5. In the Solicitation Search Criteria filter by entering the complete solicitation number and for Status, select Open, then click Search.

RFQ No.

6. When search results display, select the solicitation number link to open the solicitation.

7. The solicitation displays, with information as view only.

8. To post the offer, click the Offer tab.

9. Click the Add button to add an offer/quotation to the solicitation.

10. Select the applicable CAGE Code for which you are submitting the offer/quotation. The list is pre-filtered based on the CAGE code(s) in the Quotation Manager’s profile.

11. Click on the Choose Files link to upload attachments that comprise your offer/quotation.

12. Enter Signature Date and click Signature button after entering all necessary information.

13. Sign Document pop-up will be displayed requiring the user to enter a Digital Pin and OTP. Click the

Sign and Submit button to continue.

14. After successfully adding the Offer/quotation a success message of the submission will be displayed providing confirmation of on-time/late quotation receipt.

For additional information on PIEE Vendor Access Instructions or PIEE Solicitation Module Frequently

Asked Questions visit: https://dodprocurementtoolbox.com/site-pages/solicitation-module https://dodprocurementtoolbox.com/cms/sites/default/files/resources/202302/Vendor%20Solicitation%20M odule%20Instructions.pdf

For additional instructions on how to post an offer, please refer to the Posting Offer demo:

https://pieetraining.eb.mil/wbt/sol/Posting_Offer.pdf

All correspondence shall be submitted in English. Any quotation that is delivered by means other than the above will be unacceptable and will not be considered for award. If both an email and PIEE version are provided, the PIEE version will be used for evaluation purposes.

8. LATE QUOTATIONS

Notwithstanding subparagraph (f) of FAR 52.212-1, the Government reserves the right to consider late quotations, modifications, and revisions if the Contracting Officer determines such considerations are in the best interest of the Government.

9. CONTRACTOR TEAM ARRANGEMENTS (FAR 9.6)

Offerors who are Joint Ventures or intending to partner/subcontract shall submit the following additional documentation regarding their business entities with the quotation:

a. A copy of the Partnership/Subcontract or JV agreement; and,

b. A detailed statement outlining the following in terms of percentages where appropriate:

1) The relationship of the team/partners/parties in terms of business ownership, capital contribution, profit distribution or loss sharing;

2) The management approach, structure and decision-making responsibilities of the partners/parties in terms of who will conduct, direct supervise, and control the manner and method of performance of work; and

3) Identify (by name and title) the personnel having the authority to legally bind the JV/Partnership and the various partners/parties (including authority to execute the contract documents and bonds).

c. A list of partners/parties, to include company name, Unique Entity ID and CAGE numbers, address, point of contact, e-mail address, phone number and facsimile number.

NOTE: The JV must be actively registered in the System for Award Management (SAM) database as the JV entity itself.

RFQ No.

10. PRE-AWARD SURVEY

FAR 9.104 requires prospective contractors to demonstrate, among other things, that they have adequate financial resources to perform the contract or ability to obtain them, capability to comply with the required performance schedule, a satisfactory performance record, and be otherwise eligible to receive an award under applicable laws and regulations. The pre-award survey is not a part of the technical evaluation. The Government may make a pre-award survey of an offeror to determine whether such offeror is qualified and capable of performing the contract. The preaward survey will involve examination of the bidder's financial and technical status and understanding of the contract requirements. The following are examples of the information that, upon request, the offeror shall be required to provide in writing to the pre-award survey team. Requested information shall be forwarded within three days of request. Failure to provide requested information, or a determination, after review of the information, of the offeror’s nonresponsibility, may result in rejection.

(a) Proof of the Offeror's ability to legitimately conduct business in Japan. This requirement may be satisfied by an Offeror (or one of a firm's Joint Venture partners) having the Japanese registration entitled "Kaisha Tokibo Tohhon". An Offeror must provide the registration number, associated dates, and the issuing organization in order to be eligible for award.

(b) Proof of the Offeror’s ability to obtain the required permits and licenses in accordance with the PWS.

(c) Company financial statement (balance sheets and income statements) for the past three years.

(d) Financial resources available to perform the contract. Submit evidence of availability of working/operating capital that will be used for the performance of the contract. If the Offeror plans to rely on financial support from other sources, identify the maximum lines of credit that will be available to include documentation to support the amounts. The maximum lines of credit should be based upon the inclusion of this contract effort. For joint ventures discuss the financial responsibilities among the companies and provide the same information for each partner.

11. INCURRED EXPENSES

The Government is not responsible for any costs incurred or associated with the preparation and submission of a quotation in response to this solicitation.

12. NOTICE OF NATIONAL INSTITUTE OF STANDARDS AND TECHNOLOGY (NIST) SPECIAL

PUBLICATION (SP) 800-171 DOD ASSESSMENT REQUIREMENTS

The following provision and clause are applicable to this acquisition-- DFARS 252.204-7019 (Notice of NIST SP800-

171 DoD Assessment Requirements) and 252.204-7020 (NIST SP 800-171 DoD Assessment Requirements).

As prescribed by DFARS provision 252.204-7019, if the offeror is required to implement NIST SP 800-171, the offeror must have a current (not older than three years unless a lesser time is specified in the solicitation) NIST SP

800-171 DoD Assessment for each covered contractor information system that is relevant to the offer, contract, task order, or delivery order, in order to be considered for award. It also requires the contractor to post summary level scores of their NIST SP 800-171 Assessments in the Supplier Performance Risk System (SPRS) database.

For this solicitation, a minimum Confidence Level assessment of “Basic” as identified in the NIST SP 800-171

Assessment Report within the SPRS is required to be considered for award.

The Basic, Medium and High NIST SP 800-171 DoD Assessments are described in the NIST SP 800-171 DoD

Assessment Methodology located at https://www.acq.osd.mil/dpap/pdi/cyber/strategically_assessing_contractor_implementation_of_NIST_SP_800-

171.html

RFQ No.

Guidance regarding the NIST SP 800-171 DoD Assessments can be found at https://www.sprs.csd.disa.mil/.

Offerors are encouraged to seek guidance from their own legal or cyber-security compliance advisors for advice concerning the NIST SP 800-171 DoD Assessment requirements.

NOTE: The Government will not extend or delay the procurement for pending Contractor NIST SP 800-171 assessments.

SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

52.204-7 System for Award Management OCT 2018

52.204-16 Commercial and Government Entity Code Reporting AUG 2020

52.217-5 Evaluation of Options JUL 1990

52.237-1 Site Visit APR 1984

252.204-7019 Notice of NIST SP 800-171 DoD Assessment Requirements NOV 2023

252.204-7024 Notice on the Use of the Supplier Performance Risk System MAR 2023 252.225-7042 Authorization to Perform APR 2003

SOLICITATION PROVISIONS INCORPORATED BY FULL TEXT

52.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates award of a Firm Fixed Price (FFP), Single Award, Indefinite Delivery / Indefinite

Quantity (IDIQ) comprised of Recurring and Non-Recurring Contract Line Item contract resulting from this solicitation.

(End of provision)

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

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

Federal Acquisition Regulation (FAR):

https://www.acquisition.gov/browse/index/far

Defense Federal Acquisition Regulation Supplement (DFARS):

https://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html

DFARS Deviations:

https://www.acq.osd.mil/dpap/dars/class_deviations.html

(End of provision)

END OF ADDENDA TO FAR 52.212-1

https://www.sprs.csd.disa.mil/ http://www.acquisition.gov/browse/index/far http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/class_deviations.html

RFQ No.

EVALUATION OF QUOTATIONS

FAR Provision 52.212-2, Evaluation-Commercial Products and Commercial Services, applies to this acquisition.

As prescribed in FAR 12.301(c), the following addendum is provided for this solicitation and hereby amends any language therein:

The Government intends to award a Firm-Fixed-Price (FFP) IDIQ contract resulting from this solicitation to the responsible offeror whose quote provides the best value to the Government, IAW the policies and procedures in

FAR Part 12, FAR Part 13, and FAR Subpart 13.5. Award will be made to the lowest price technically acceptable

(LPTA) offeror; however, IAW FAR 13.106-2, a formal source selection (FAR 15.3 and DoD Source Selection

Procedures) will not be implemented.

Offerors may be asked to clarify certain aspects of their quotations. Exchanges conducted to resolve minor or clerical errors will not constitute discussions and the contracting officer reserves the right to award a contract without the opportunity for quotation revision. The Government reserves the right to conduct a comparative evaluation of quotes and to request revised quotes from, or negotiate final terms with, one or more, but not all, Offerors if deemed in its best interest. However, the Contracting Officer will not establish a competitive range, conduct discussion, or otherwise use the procedures described at FAR Subpart 15.306.

The number of proposals to be evaluated for technical acceptability may be limited to the lowest priced offer at the discretion of the Contracting Officer. If the number of proposals to be evaluated is limited, the technical quote shall be provided to the evaluator(s) without any identification of price. If the lowest priced quote is not found to be technically acceptable then the next lowest price quote shall be evaluated. If that quote is also not found to be technically acceptable, then the process described will be conducted again as many times as necessary, until such time as the Government identifies a technically acceptable quote.

1. BASIS FOR CONTRACT AWARD:

The following factor(s) shall be used to evaluate quotes: Experience, Safety, and Past Performance. Award will be made on the basis of the lowest priced quotation with a satisfactory record of experience, safety, and past performance representing the best value.

A. Factor 1 – EXPERIENCE

Offeror’s shall provide a completed Attachment (5), Experience Project Data Sheet for each contract or task order submitted to demonstrate the Offeror’s relevant project experience. Submit a minimum of one (1) to a maximum of three (3) relevant projects performed by the company that are recent and relevant to work requirements specified in the solicitation. If submitting experience from an Indefinite Delivery Indefinite Quantity

(IDIQ) contract, please include the Task Order number to demonstrate the work being performed. Combining of contracts or task orders to meet the minimum relevant project requirements is not allowed.

For purposes of this evaluation, a relevant project is defined as follows in (i), (ii), (iii), and (iv):

(i) A contract or task order that demonstrates experience with the following types of services 1), 2), and/or 3) below (Annex 1503010 – Custodial, Annex 1503050 – Grounds Maintenance and Landscaping, and Annex

1503060 – Pavement Clearance). The offerors Factor 1 submission must include at least one contract or task order

[that is determined to be a relevant project] for each type of service (1, 2, and 3) listed below. A single contract or task order can demonstrate experience in 1, 2, and 3.

1) Annex 1503010 – Custodial;

2) Annex 1503050 – Grounds Maintenance and Landscaping;

3) Annex 1503060 – Pavement Clearance

(ii) A contract or task order performed in Japan;

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(iii) A contract or task order with an annual value of ¥25,000,000/$250,000 or greater.

(iv) A contract or task order substantially completed within the past 5 years of the issuance of this solicitation or an ongoing project with at least one year of completion.

If more than (3) three projects are submitted, only the first three (3) shall be considered.

In addition to the above, offerors may also include past experience information regarding predecessor companies, or subcontractors that will perform major or critical aspects of the requirement so long as at least one (1) project has been performed by the prime contractor.

For all submitted projects, the description of the project shall clearly describe the scope of work performed and the relevancy to the project requirements as described above.

Joint Ventures (JV)

If the Offeror is a JV, relevant project experience should be submitted for projects completed by the JV entity. If the JV does not have shared experience, at least one project shall be submitted for each respective JV partner.

Offerors are still limited to a total of three (3) projects combined. In addition, the offeror needs to provide a copy of the joint-venture agreement.

Where an Offeror is/was a JV and would like to submit a project completed by the JV as a single entity to show the single entity's experience/capability, said JV project must clearly demonstrate the percentage of work performed by each firm in the JV and the single entity Offeror must provide a detailed description of the work the single entity self-performed.

NOTE: If the offeror is a joint venture, recent and relevant project experience should be submitted for projects performed by the joint venture entity; however, if there are no projects performed by the joint venture entity, projects must be submitted for each and all joint venture partner(s), not to exceed a total of three (3) projects. In addition, the offeror needs to provide a copy of the joint-venture agreement.

Basis of Evaluation:

The Government is seeking to determine whether the Offeror has demonstrated recent and relevant experience(s) as defined herein.

An Offeror will be rated "Acceptable" if an Offeror's submittal meets the definition of a recent and relevant project;

the appropriate entity’s experience is submitted; and in the aggregate demonstrates experience in all required types of services.

An Offeror will be rated "Unacceptable" if it fails to meet the requirements to be rated acceptable described above.

B. Factor 2 – SAFETY

The Offeror shall submit the following information:

① The total numbers of Employee Labor Hours Worked for the specified five (5) Calendar Years (CY);

② The numbers of work-related “Fatal (death)” cases for the specified five (5) CY;

③ The numbers of work-related “Lost Work Day*” injury/illness cases for the specified five (5) CY;

④ The numbers of work-related “No-Lost Work Day” injury/illness cases beyond first-aid** and loss of consciousness for the specified five (5) CY; and

⑤ A Technical Approach to Safety narrative.

* Lost Work Day:

RFQ No.

The date of injury or onset of illness is not counted as lost workday.

** First-aid:

- Using a non-prescription medication at nonprescription strength (for medications available in both prescription and non-prescription form, a recommendation by a physician or other licensed health care professional to use a non-prescription medication at prescription strength is considered medical treatment for recordkeeping purposes);

- Administering tetanus immunizations (other immunizations, such as Hepatitis B vaccine or rabies vaccine, are considered medical treatment);

- Cleaning, flushing or soaking wounds on the surface of the skin;

- Using wound coverings such as bandages, Band-Aids™, gauze pads, etc.; or using butterfly bandages or Steri-

Strips™ (other wound closing devices such as sutures, staples, etc., are considered medical treatment);

- Using hot or cold therapy;

- Using any non-rigid means of support, such as elastic bandages, wraps, non-rigid back belts, etc. (devices with rigid stays or other systems designed to immobilize parts of the body are considered medical treatment for recordkeeping purposes);

- Using temporary immobilization devices while transporting an accident victim (e.g., splints, slings, neck collars, back boards, etc.).

- Drilling of a fingernail or toenail to relieve pressure, or draining fluid from a blister;

- Using eye patches;

- Removing foreign bodies from the eye using only irrigation or a cotton swab;

- Removing splinters or foreign material from areas other than the eye by irrigation, tweezers, cotton swabs or other simple means;

- Using finger guards;

- Using massages (physical therapy or chiropractic treatment are considered medical treatment for recordkeeping purposes); or

- Drinking fluids for relief of heat stress.

1. Submit the numbers of Labor Hours and Fatal (death), Lost Work Day (Lost D) and No-Lost Work Day (No-Lost

D) cases using the table below.

a. If the Offeror has no data, for any year, affirmatively state so and explain why.

b. Any fatalities (death cases) experienced within this 5-year period must be explained in detail to include root cause and corrective actions.

Note 1: For a partnership or joint venture, the Offeror shall submit separate numbers of hours and cases for the specified five (5) CY for each contractor who is part of the partnership/joint venture; however, only one safety narrative is required.

Note 2: Hours and cases for subcontractors shall not be included.

2. Technical Approach to Safety (⑤): Submit a narrative that addresses the following:

a. Describe the Offeror’s approach to implementing and executing a Safety Management System (SMS) including 1) Management/Leadership involvement, 2) Employee involvement, 3) Hazard prevention, 4) Hazard

Calendar Year (Jan - Dec)

20XX 20XX 20XX 20XX 20XX

① Labor Hrs hrs hrs hrs hrs hrs

② Fatality case(s) case(s) case(s) case(s) case(s)

③ Lost D case(s) case(s) case(s) case(s) case(s)

④ No-Lost D case(s) case(s) case(s) case(s) case(s)

RFQ No.

control, 5) Worksite analysis, and 6) Safety and health training, to include the standard(s) used to benchmark the

SMS.

b. Describe the evaluation process used to select potential subcontractors.

c. Describe the processes of how the Offeror will oversee safety compliance of subcontractors at all levels throughout performance of the contract (to include the Offeror’s own employees).

d. The Technical Approach to Safety narrative shall be limited to two (2) single-sided pages or one (1) double-sided page.

Note : For a partnership or joint venture, only one safety narrative is required.

3. The Government reserves the right to review other available sources (public and Government internal) of information. These may include but are not limited to NAVFAC’s Contractor Incident Reporting System (CIRS), Contractor Performance Assessment Reporting System (CPARS), Electronic Contract Management System

(eCMS), and public information of suspension of eligibility for participation in bid on public works contracts, etc.

The Government is seeking to determine that the Offeror has consistently demonstrated a commitment to safety and that the Offeror plans to properly manage and implement safety procedures for itself and its subcontractors. To meet the minimum requirements, the Offeror must demonstrate the following:

1. TCR Rates at or below 4.49

2. LTIR rates at or below 2.99

NOTE: If the Offeror’s rates exceed the established levels above for any of the five years, it will result in a deficiency.

3. Technical Approach to Safety

a. Offeror describes a viable SMS that addresses elements; such as 1) Management/Leadership involvement,

2) Employee involvement, 3) Hazard prevention, 4) Hazard control, 5) Worksite analysis, and 6) Safety and health training, to include the standard(s) used to benchmark the SMS.

b. Offeror describes a methodical process of evaluating subcontractor’s safety performance in their selection process.

c. Offeror describes a logical management plan to hold both themselves and their subcontractors accountable for adhering to the safety requirements of the contract.

4. The Government reserves the right to review other available sources (public/Government internal) of information. These may include but are not limited to OSHA data, NAVFAC’s Contractor Incident Reporting

System (CIRS), Contractor Performance Assessment Reporting System (CPARS), Electronic Contract Management

System (eCMS), and public information of suspension of eligibility for participation in bid on public works contracts, etc.

C. Factor 3 – PAST PERFORMANCE

Past performance evaluations may be based on one or more of the following:

- The contracting officer’s knowledge of and previous experience with the supply or service being acquired;

- Customer surveys and past performance questionnaire replies;

- The Contractor Performance Assessment Reporting System (CPARS) at https://www.cpars.gov, or http://www.cpars.gov/

RFQ No.

- Any other reasonable basis.

The Government will evaluate past performance based on the degree to which past performance evaluations and all other past performance information reviewed by the Government reflect a trend of satisfactory performance considering:

- A pattern of successful completion of tasks;

- A pattern of deliverables that are timely and of good quality;

- A pattern of cooperativeness and teamwork with the Government at all levels (task managers, contracting officers, auditors, etc.);

- Tasks that are identical to, similar to, or related to the task at hand.

IAW FAR 13.106-2, the creation or existence of a formal database will not be used in evaluating past performance.

NOTE: While the Government may elect to consider data from other sources, the burden of providing detailed, current, accurate and complete past performance information rests with the Offeror. Offerors with a validated record of past performance relevant to the work requirements as outlined in Attachment (1) PWS will be considered more favorably when compared to those without.

IF A COMPLETED CPARS EVALUATION IS AVAILABLE, IT SHALL BE SUBMITTED WITH THE

QUOTATION. IF THERE IS NOT A COMPLETED CPARS EVALUATION, Attachment (6) – Past

Performance Questionnaire (PPQ) is provided for the offeror or its team members to submit to their client for each relevant contracts completed. AN OFFEROR SHALL NOT SUBMIT A PPQ WHEN A COMPLETED

CPARS IS AVAILABLE.

IF A CPARS EVALUATION IS NOT AVAILABLE, ensure correct phone numbers and email addresses are provided for the client point of contact on the PPQ. Completed PPQs should be submitted with your quotation. If the offeror is unable to obtain a completed PPQ from a client for a contract(s) before quotation closing date, the offeror should complete and submit with the quotation the first page of the PPQ (Attachment 6), which will provide contract and client information for the respective contract(s). Offerors should follow-up with clients/references to ensure timely submittal of questionnaires. If the client requests, questionnaires may be submitted directly to the Government's POC, Mr. Daisuke Ishikawa, via email at daisuke.ishikawa.ln@us.navy.mil and Mr. Ross Yamato, via email at ross.w.yamato.civ@us.navy.mil prior to the RFQ closing date. Offerors shall not incorporate by reference into their quotation PPQs or CPARS previously submitted for other RFPs. However, this does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation.

The Government is seeking to determine if the Offeror has recent and relevant past performance information that pertain to the requirement outlined in the solicitation. The past performance evaluation results in an assessment of the Offerors probability of meeting the solicitation requirements. The evaluation will consider how well the

Offeror performed relevant projects submitted under Factor 4 and may also consider past performance on other projects currently documented in known sources.

An Offeror will be rated “Acceptable” if, based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance records is unknown.

An Offeror will be rated “Unacceptable” if, based on the Offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort.

END OF ADDENDA TO FAR 52.212-2

mailto:daisuke.ishikawa.ln@us.navy.mil mailto:ross.w.yamato.civ@us.navy.mil

RFQ No.

REPRESENTATIONS AND CERTIFICATIONS

FAR Provision 52.212-3, Offeror Representations and Certifications-Commercial Products and

Commercial Services, with its Alternate I, applies to this acquisition to include the following addendum:

1. FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services

The Offeror shall complete only the paragraph (b) below if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete paragraphs (c) through (v) of FAR provision 52.212-3 in Attachment

(8) – Representations and Certifications.

Paragraph (b)

(1) Annual Representations and Certifications. Any changes provided by the Offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications in SAM

(2) The offeror has completed the annual representations and certifications electronically in SAM accessed through http://www.sam.gov. After reviewing SAM information, the Offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror

Representations and Certifications-Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard(s) applicable to the NAICS code(s) referenced for this solicitation), at the time this offer is submitted and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ______________.

See Attachment (8) for complete Representations and Certifications provisions. Offerors are advised to include a completed copy of the provisions with its quotation.

CONTRACT TERMS AND CONDITIONS

FAR Clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition to include the following addenda:

1. ADDITIONAL TERMS AND CONDITIONS CONSISTENT WITH COMMERCIAL PRACTICES

THAT APPLY TO U.S. GOVERNMENT CONTRACTS IN JAPAN

CONCILIATION

a. Any disagreement arising under this contract which is not resolved by the parties to this contract may be submitted to the U.S.-Japan Joint Committee for Conciliation in accordance with paragraph 10, Article XVIII, of the Status of Forces Agreement under Article VI, of the Treaty of Mutual Cooperation and Security between

Japan and the United States of America.

b. Recourse to the Joint Committee for Conciliation for resolving disputes is available in addition to the procedures set forth in the Contract Disputes Act of 1978 and the Disputes Clause of this contract, 52.233-1. A request for conciliation by the Joint Committee, however, shall not toll the time periods allowed under the

Contract Disputes Act for appealing a contracting officer’s final decision to either the Armed Services Board of

Contract Appeals or U.S. Court of Federal Claims.

c. Upon filing a request for conciliation with the Joint Committee, the Contractor shall immediately notify the

Contracting Officer in writing of the request.

RFQ No.

CUSTOMS AND TAX EXEMPTION

In accordance with the Status of Forces Agreement, the U.S. Government is entitled to an exemption from

Japanese customs duties and Japanese commodity and gasoline taxes. The Contractor warrants that all taxes and customs duties pertinent to the procurement for which the U.S. Government is exempt have been excluded from the contract price. The Contractor is required to submit a request in writing to the Contracting Officer for issuance of an import or tax exemption certificate, as appropriate, relieving the Contractor from such customs duties or taxes.

CONSUMPTION TAX EXEMPTION PROCEDURES ON PURCHASE OF GOODS AND SERVICES

BY THE UNITED STATES ARMED FORCES IN JAPAN

[JAPANESE LAW NO. 108, 1988]

(a) The Consumption Tax Law (Law No. 108, 1988) was enacted in the Diet of Japan on 24 December 1988, and applied from April 1, 1989. The Government of Japan (GOJ) and the United States Government (USG), in accordance with paragraph 3, Article XII, of the "The Agreement Under Article VI of the Treaty of Mutual

Cooperation And Security Between Japan And The United States of America Regarding Facilities And Areas And

The Status of United States Armed Forces In Japan" (SOFA), have agreed upon procedures for exempting the

United States from the Japanese Consumption Tax on goods and services purchased in Japan for official purposes of the U. S. Armed Forces by the U. S. Armed Forces or its authorized procurement agencies.

(b) The underlying objective is to obtain the full amount of the exemption from the tax on U.S. Forces procurements immediately at the time of purchase and at the same time provide the Contractor a proof of purchase document, acceptable to GOJ tax authorities, which he/she can present to the tax authorities to obtain a tax credit and/or refund for tax already collected and paid by previous sellers.

(c) The exemption from the Japanese Consumption Tax applies not only to prime contractors, but also subcontractors or suppliers at every level regardless of the nationality of the prime contractor whether a Japanese or foreign firm.

(d) By the submission of their offer, the offeror certifies that the Japanese Consumption Tax is not included in the bid/proposal/quote price, nor will it be a part of any subsequent modification to the contract. Procedures for

Contractors to obtain a consumption tax credit are described in USFJ Instruction 51-5 that may be obtained from the Procuring Contracting Office.

2. PAPERLESS CONTRACTING

a. The U.S. Navy (hereafter referred to as the Government) intends to administer any contract awarded under this solicitation using paperless contracting methods to the greatest extent practicable. Paperless contracting involves the use of an electronic medium such as the internet, computer diskettes, CD-ROM, or electronic mail (e-mail) in place of paper documents to award, solicit, or administer a contract.

b. In order to facilitate the use of paperless contracting methods, the Contractor shall possess the capability to communicate and exchange authenticated documents with the Government electronically during the contract performance period. Such capability shall include the ability to receive, acknowledge, reply to, and send documents via electronic mail. Additionally, such capability shall not require or be contingent upon any modification or upgrade to existing Government software. The Contractor also agrees to maintain such capability notwithstanding any changes or modifications to existing Government software during the contract performance period so long as the Government provides reasonable notice and any equipment and/or software required to maintain such capability is commercially available.

RFQ No.

c. The Contractor shall utilize the paperless contracting capability described above as directed by the contracting officer during the contract performance period. Documents which may be required to be exchanged electronically include, but are not limited to, task orders, modifications, requests for cost proposals, and other routine correspondence. Exceptions to the contracting officer’s direction may be granted in unusual circumstances with the prior approval of the contracting officer.

d. Both the Contractor and the Government agree to share all such technical information as is necessary to facilitate efficient and reliable electronic communications during the period of contract performance. Such information may include such data as e-mail addresses, available software, and mutually agreed procedures, but shall not include any information the disclosure of which would violate any applicable licenses, statutes, regulations, or other agreements. In case of any technical difficulties precluding the use of electronic communications, both the Government and the Contractor agree to work in good faith to resolve any such difficulties.

e. For informational purposes, the Government anticipates that its contracting personnel will utilize the following computer software programs during the administration of this contract: Microsoft Office (Excel and Word), Adobe Acrobat, and AutoCAD.

3. U.S.-JAPAN STATUS OF FORCES AGREEMENT

Furthermore, the U.S. Government will not offer “United States Official Contractor” status under Article XIV of the U.S.-Japan Status of Forces Agreement (SOFA) to any offeror awarded a contract under this solicitation; and, the U.S. Government will not consider designating eligible employee(s) as “Members of the Civilian Component” under Article I(b) of the SOFA."

4. IDIQ CONTRACT COMPRISED OF RECURRING AND NON-RECURRING LINE ITEMS

a. This is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract comprised of Recurring and Non-Recurring

Contract Line Items for the services specified, and effective for the period stated in the Schedule and any accompanying exhibits.