SJA800-11-R-1001 - Solicitation.doc

SOLICITATION, OFFER, AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

SJA800-11-R-1001

2. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[(] NEGOTIATED (RFP)

3. DATE ISSUED

December 16,2010

PAGE OF PAGES

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

4. CONTRACT NUMBER

5. REQUISITION/PURCHASE REQUEST NO.

6. PROJECT NO.

7. ISSUED BY CODE

8. ADDRESS OFFER TO

GSO/Procurement Unit

American Embassy Tokyo

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420 See Item 7.

Michael D. Lampel

B. TELEPHONE NO.(NO COLLECT CALLS)

+81-3-3224-5750

SOLICITATION

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

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

SECTION A: Solicitation, Offer, and Award*

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

SECTION B: Supplies or Services and Prices/Costs

SECTION C: Description/Specifications/Work Statement SECTION D: Packaging and Marking

SECTION E: Inspection and Acceptance

SECTION F: Deliveries or Performance

SECTION G: Contract Administration Data

SECTION H: Special Contract Requirements

SECTION I: Contract Clauses

SECTION J: List of Exhibits SECTION K: Representations, Certifications, and Other Statements of Offerors SECTION L: Instructions, Conditions, and Notices to Offerors

SECTION M: Evaluation Factors for Award

11. The Contractor shall begin performance within see subsection F.7 Notice to Proceed and complete it within see subsection F.7 after receiving Notice to Proceed. This performance period is [(]Mandatory, [ ]Negotiable.

13. ADDITIONAL SOLICITATION REQUIREMENTS:

A. Sealed offers in one original to perform the work required are due at the place specified in Item 8 by 4:00 p.m., Wednesday, February 9, 2011 (local time). Sealed envelopes containing offers shall be marked to show the offeror’s name and address, the solicitation number, and the date and time offers are due.

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

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

D. Offers providing less than 180 calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

NSN 7540-01-155-3212

1442-101

STANDARD FORM 1442 (REV. 4-85)

Computer Generated

Prescribed by GSA

FAR (48 CFR) 53.236-1(e)

OFFER (Must be fully completed by offeror)

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

15. TELEPHONE AND FAX NUMBERS (Include area code)

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

CODE

FACILITY CODE

17.

The offeror agrees to perform the work at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the Government within ________ calendar days after the date offers are due. (Insert any number equal to or greater than the minimum requirement stated in Item 13D. Failure to insert any number means the offeror accepts the minimum in Item 13D.

AMOUNTS

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

19. ACKNOWLEDGMENT OF AMENDMENTS

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

AMENDMENT NO.

DATE

20A. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER (Type or print)

20B. SIGNATURE

20C. OFFER DATE

AWARD (To be completed by Government)

21. ITEMS ACCEPTED

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

FORMCHECKBOX

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

26. ADMINISTERED BY

CODE

27. PAYMENT WILL BE MADE BY

GSO/Procurement Unit

American Embassy Tokyo

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420

Financial Management Center

American Embassy Tokyo

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

FORMCHECKBOX

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

FORMCHECKBOX

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

Michael D. Lampel

30B. SIGNATURE

30C. DATE

31B. UNITED STATES OF AMERICA

BY

31C. AWARD DATE

Computer Generated

STANDARD FORM 1442 BACK (REV. 4-85)

SECTION B: Supplies or Services and Prices/Costs B.1 Scope of Services The Contractor shall provide personnel, supplies, and equipment, as identified in this contract and exhibits, for all building maintenance services at the American Embassy in Tokyo, Japan as described in SECTION C: Description/Specifications/ Work Statement of this contract and the exhibits attached in SECTION J.

B.2 Type of Contract

a. This is a fixed price type contract for scheduled maintenance services as defined in the SECTION C and EXHIBITs. The fixed price will include all work, including furnishing all labor, materials, equipment, and services, overhead (including cost of Workers’ Compensation and War-Hazard Insurance, which shall not be a direct reimbursement) and profit, unless otherwise specified. The Government will issue on a weekly, biweekly, monthly, quarterly, or semi-annual basis scheduled task orders, which are pre-printed forms and generated by computerized Computer Maintenance Management System (CMMS). The scheduled work orders shall identify the listed system/equipment or other description, machine number, location, task description, for the Contractor to perform the maintenance services specified. (See EXHIBIT J-10).

b. An indefinite delivery/indefinite (IDIQ) quantity type task order will be awarded for unscheduled services requiring over 40 hours of labor and/or emergency services needed after work hours. Individual task orders will be issued using the fixed hourly rates identified below. The fixed hourly rates shall include wages, overhead, general and administrative expenses, and profit. The actual amount of work to be performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(ies) shall be authorized by task orders issued by the Contracting Officer. Orals orders maybe necessary for emergency services however they shall be issued in writing within three business days of the oral instructions. See EXHIBIT J-10 for sample of an Unscheduled Work Order.

B.3 Prices/Costs B.3.1 All prices shall be submitted in U.S. Dollar.

B.3.2 Scheduled Maintenance Services

a. In consideration of satisfactory performance of all the services required under this contract, the Contractor shall be paid a fixed-price per month for Scheduled Maintenance Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment, or labor (unless mandated by Japanese law), or because of the Contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

b. Premium pay for services required to be provided on holidays is included only in the fixed prices for Scheduled Maintenance Services.

B.3.3 Indefinite-delivery Indefinite-quantity (IDIQ) Services

a. The fixed hourly rates per labor category shall be used to establish firm fixed-price task orders. Each task order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required for IDIQ services requiring over 40 hours of labor, unscheduled, and/or emergency services needed.

b. The Government shall provide all materials and supplies in conjunction with unscheduled and/or emergency services. The Contractor shall provide requisitions on a timely basis for all materials and supplies required to perform its duties under this contract.

c. Premium pay for services required to be provided on after work hours and holidays is included in the firm fixed-prices for IDIQ services.

B.3.4 Ordering

a. All IDIQ services for unscheduled and/or emergency services to be furnished under this contract shall be ordered by the issuance of task orders by the Contracting Officer. Orders may be issued from the date of the Contracting Officer's signature until the end of the "Period of Performance" applicable to this contract.

b. The Contractor will be asked to submit a cost proposal (sample shown in EXHIBIT J-10) when given a draft scope of work for an unscheduled task.

c. Contracting Officer will negotiate and develop firm-fixed-priced task orders for each unscheduled or emergency task that needs to be performed. The contractor may not begin any work under a task order request prior to the CO’s issuance of the task order.

d. All task orders are subject to the terms and conditions of this contract. This contract shall take precedence in the event of conflict with any order.

B.3.5 The American Embassy is exempt from Japanese consumption taxes; therefore, such taxes shall not be included in the price nor charged on invoices. After receipt of the Contractor’s invoice, the Government will provide the Contractor with a signed Certificate of Tax Exemption Purchase for Foreign Establishments.

B.4 Base Period Prices B.4.1 Scheduled Maintenance Services The fixed-price for the Base Period (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) for Scheduled Maintenance Services as defined in subsection C.5 is:

Per month $ x 12 months = $ per year

B.4.2 IDIQ Services

The fixed unit prices for IDIQ Services as defined in subsection C.6 is:

(for evaluation purposes only)

Labor Category Estimated Hours Hourly Rate Estimated Total

Maintenance Technician

Maintenance Technician/

Keysmith

HVAC Mechanic

Electrician

Plumber

Carpenter

Painter

Refrigeration/Appliances Technician

Total:

B.4.3 Contract Price The total ceiling price for the Base Period is:

a. Scheduled Maintenance Services (B.4.1):

b. IDIQ Services (B.4.2):

Total Ceiling Price for Base Period:

B.4.4 Minimum and Maximum Amounts for IDIQ Services During this contract period, the Government shall place orders totaling a minimum of $1,000. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000. This reflects the contract maximum for IDIQ services for this period of performance.

B.5 First Option Year Prices

B.5.1 Scheduled Maintenance Services The fixed-price for the First Option Year (starting one year after the date stated in the Notice to Proceed and continuing for a period of 12 months) for Scheduled Maintenance Services as defined in subsection C.5 is:

Per month $ x 12 months = $ per year

B.5.2 IDIQ Services

The fixed unit prices for IDIQ Services as defined in subsection C.6 is:

(for evaluation purposes only)

Labor Category Estimated Hours

Maintenance Technician/

Keysmith

HVAC Mechanic

Electrician

Plumber

Carpenter

Painter

Refrigeration/Appliances Technician

B.5.3 Contract Price The total ceiling price for the First Option Year is:

a. Scheduled Maintenance Services (B.5.1):

b. IDIQ Services (B.5.2):

Total Ceiling Price for First Option Year:

B.5.4 Minimum and Maximum Amounts for IDIQ Services

During this contract period, the Government shall place orders totaling a minimum of $1,000. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000. This reflects the contract maximum for IDIQ services for this period of performance.

B.6 Second Option Year Prices

B.6.1 Scheduled Maintenance Services The fixed-price for the Second Option Year (starting two years after the date stated in the Notice to Proceed and continuing for a period of 12 months) for Scheduled Maintenance Services as defined in subsection C.5 is:

Per month $ x 12 months = $ per year

B.6.2 IDIQ Services

Estimated Hours

Maintenance Technician/

Keysmith

HVAC Mechanic

Electrician

Plumber

Carpenter

Painter

Refrigeration/Appliances Technician

B.6.3 Contract Price The total ceiling price for the Second Option Year is:

a. Scheduled Maintenance Services (B.6.1):

b. IDIQ Services (B.6.2):

Total Ceiling Price for Second Option Year:

B.6.4 Minimum and Maximum Amounts for IDIQ Services

During this contract period, the Government shall place orders totaling a minimum of $1,000. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000. This reflects the contract maximum for IDIQ services for this period of performance.

B.7 Third Option Year Prices

B.7.1 Scheduled Maintenance Services

The fixed-price for the Third Option Year (starting three years after the date stated in the Notice to Proceed and continuing for a period of 12 months) for Scheduled Maintenance Services as defined in subsection C.5 is:

Per month $ x 12 months = $ per year

B.7.2 IDIQ Services

Estimated Hours

Maintenance Technician/

Keysmith

HVAC Mechanic

Electrician

Plumber

Carpenter

Painter

Refrigeration/Appliances Technician

B.7.3 Contract Price The total ceiling price for the Third Option Year is:

a. Scheduled Maintenance Services (B.7.1):

b. IDIQ Services (B.7.2):

Total Ceiling Price for Third Option Year:

B.7.4 Minimum and Maximum Amounts for IDIQ Services

During this contract period, the Government shall place orders totaling a minimum of $1,000. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000. This reflects the contract maximum for IDIQ services for this period of performance.

B.8 Fourth Option Year Prices

B.8.1 Scheduled Maintenance Services The fixed-price for the Fourth Option Year (starting four years after the date stated in the Notice to Proceed and continuing for a period of 12 months) for Scheduled Maintenance Services as defined in subsection C.5 is:

Per month $ x 12 months = $ per year

B.8.2 IDIQ Services

Estimated Hours

Maintenance Technician/

Keysmith

HVAC Mechanic

Electrician

Plumber

Carpenter

Painter

Refrigeration/Appliances Technician

B.8.3 Contract Price The total ceiling price for the Fourth Option Year is:

a. Scheduled Maintenance Services (B.8.1):

b. IDIQ Services (B.8.2):

Total Ceiling Price for Fourth Option Year:

B.8.4 Minimum and Maximum Amounts for IDIQ Services

During this contract period, the Government shall place orders totaling a minimum of $1,000. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000. This reflects the contract maximum for IDIQ services for this period of performance.

B.9 Grand Total

Base Period Prices (B.4.3)

First Option Year Prices (B.5.3)

Second Option Year Prices (B.6.3)

Third Option Year Prices (B.7.3)

Fourth Option Year Prices (B.8.3)

Grand Total:

SECTION C: Description/Specifications/Work Statement C.1 Introduction

C.1.1 General

a. The American Embassy in Tokyo, Japan, requires a building maintenance service contractor to perform day-to-day operation, monitoring, scheduled work orders (PMI)and unscheduled work orders on US Government owned and long term leased properties. 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 shall supervise the Contractor's workforce and be the Contractor's liaison with the American Embassy.

b. The designated person shall be located on-site in an office designated by the Contracting Officer during normal Embassy working hours and shall have supervision as his/her sole function during the times s/he is on duty. 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.

C.1.2 Personnel

a. The Contractor shall be responsible for providing qualified technicians who are licensed and certified according to Japanese law and experienced in performing the maintenance services described in this contract. The Contractor shall continuously maintain staff with the trade and management expertise to assure work is scheduled and completed in accordance with these work statements.

b. All personnel assigned by the Contractor for the performance of respective services shall be direct-hire employees or subcontractors of the Contractor, and shall be supervised by the Contractor. There shall be no employer-employee relationship between the Government and the Contractor's personnel.

C.1.3 Facilities

a. Location

Work shall be located at the American Embassy Complex, Tokyo, Japan, including;

Chancery – The building of the Embassy used for official activities located at 1-10-5 Akasaka, Minato-ku, Tokyo;

EMR – The Ambassador's Official Residence located adjacent to the "Chancery" building;

DCMR – The Deputy Chief of Mission's Residence located at 1-ban Azabu Nagasaka-cho, Minato-ku, Tokyo;

American Embassy Apartment Compound (also known as the Mitsui Housing Compound) – includes Perry, Harris, and Grew Towers (PHG), Mitsui and Temple Townhouses, the Marine Security Guard (MSG) Quarters, Domestic Employee Quarters, Water Receiving Station, Multi-purpose Building, Daly Hall, Swimming Pool, and Arcade, including Employee Welfare Association (EWA) Office, Day Care Center, Commissary Store and Storage, Recreation Center, Library, and facilities, located at 2-1-1 Roppongi, Minato-ku, Tokyo.

b. Location in Foreign Service Institute Yokohama (FSI/Y)

Only unscheduled maintenance and repairs shall be located at the FSI/Yokohama – Language School Building and School Director’s Residence.

c. Utility Systems

The Contractor shall inform in writing and obtain permission from the Contracting Officer's Representative (COR) before interrupting any utility services.

C.1.4 Management

The Contractor shall manage the total work effort associated with all services required to assure full and timely completion of these services. Included in this function is a full range of management duties including planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control.

a. Work Control

The Contractor shall assure that material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with established quality standards. Verbal scheduling and status reports shall be provided to the COR weekly. The status of any item of work must be provided within one hour of inquiry during regular working hours.

b. Work Schedule

The Contractor shall schedule and arrange work to cause the least interference with the normal conduct of Government business and mission. In those cases where some interference is essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, and occupant and customer discomfort.

c. Records and Reports

The Contractor shall maintain management, operation, and maintenance records and prepare management, operation, and maintenance reports. All records and copies of reports shall be turned over to the COR within five calendar days after contract completion.

The records are required for the following list.

(1) Daily Operation Record The Contractor shall record all daily performance data including the followings;

(a) daily operation logs of the principal equipment;

(b) any scheduled operator maintenance performed;

(c) workforce distribution log by function and trade indicating name and working hours at on site for individual worker;

(d) consumption of water, electricity and fuel;

(e) any alarm, trouble or malfunction of equipment occurred; and

(f) failure of utility.

(2) PMI Record The Contractor shall record all PMI services performance data for each equipment and system on PMI (scheduled work order) form.

(3) Unscheduled Work Order Record The Contractor shall record each unscheduled work order response on unscheduled work order form.

(4) Fire Alarm and Protection System Inspection Record The Contractor shall prepare and maintain the record in accordance with local law.

(5) Drinking Water Storage Tank Cleaning Record The Contractor shall prepare and maintain the record in accordance with local law.

(6) Government-furnished Equipment (GFE) Maintenance and Inventory Record The Contractor shall record any maintenance work performed to the GFE and semi-annual inventory.

(7) Government-furnished Materials (GFM) Inventory Record The Contractor shall record a result of semi-annual inventory.

(8) Quality Control Inspection Record The Contractor shall record results of quality control inspections, dates, and details of corrective actions taken.

(9) Hazardous Material Inventory and Material Safety Data Sheet.

The reports are required for the following list.

(1) Water Analysis Report The Contractor shall submit service reports indicating results of analysis of cooling water, hot/chilled water, high temperature hot water and city water, and recommendations for water treatment to the COR.

(2) Drinking Water Analysis Report The Contractor shall submit results of analysis of drinking water to the COR.

(3) Fire Alarm Report Within two hours of any fire alarm, the Contractor shall submit a report to the COR describing the nature, location, and action taken.

(4) Semiannual inspection of Fire Alarm/Protection Systems, standpipes, sprinkler heads, sprinkler pumps, and fire pumps.

(5) Report of Estimated Fuel Oil Delivery based on consumption records. This estimate is due two months in advance of the required delivery.

(6) Quarterly Work Order Completion Summary Report.

(7) Monthly Work Schedule of PMI.

(8) Weekly inspection report (Contractor quality control program).

(9) Hazardous Material Inventory/Material Safety Data Sheet.

(10) Hazardous Material Control Plan.

(11) Standard Operating Procedures (SOP) for the followings:

(a) Daily Operation and Monitoring;

(b) PMI and Unscheduled WOs; and

(c) Emergency Operation.

A completed work file for each structure (identified by facility name) shall be maintained by the Contractor for each facility listed in EXHIBIT J-1. An initial file containing a listing of all equipment in the structure by nomenclature and manufacturer's model number, as well as all manufacturer's literature, brochures, and pamphlets; maintenance, operator's, and parts list manuals; and warranty information will be provided by the government at contract startup. The Contractor shall maintain a copy of all completed Work Order forms, Preventive Maintenance Inspection record forms, and other information pertaining to the facility and/or installed equipment and systems. All documents shall be filed within 10 working days of the completed transaction, with the exception of Preventive Maintenance Inspection record forms, which shall be filed within two working days after the completion of each preventive maintenance inspection. The Government will have access to these files upon request. The entire file shall be turned over to the Government upon completion of the contract.

C.1.5 Contractor Quality Control (QC) Program

a. The Contractor shall establish and maintain a Quality Control Program to ensure that the work performed under the contract conforms to the contract requirements. The Contractor shall submit a detailed Quality Control Plan (QCP) as part of the deliverables stated in subsection F.3.

b. The Contractor's QCP shall be an effective and efficient means of identifying and correcting problems throughout the entire scope of operations.

c. The QCP shall include:

(1) a description of the Contractor's quality control system. The system must cover all contract services, specify work to be inspected on either a schedule or unscheduled basis, and describe how inspections are to be conducted.

(2) the name(s) and qualifications of the individual(s) responsible for performing the quality control inspections, and the extent of their authority.

(3) a method of identifying deficiencies in the quality of service before the level of performance becomes unacceptable.

(4) provisions for recording the results of inspections and for recording corrective actions taken.

(5) provisions to update and revise the QCP during the performance of the contract.

d. The Contractor shall institute an appropriate inspection system including checklists of duties to be carried out, shall ensure that these duties are carried out, and shall carry out weekly inspections to determine whether the various services are being performed according to the contract requirements. A copy of the weekly inspection report shall be provided to the COR. Any shortcomings and/or substandard conditions noted in such inspections shall be promptly corrected and improved; any noted items that are not found to be corrected within two weeks, or any conditions beyond the responsibility of the Contractor, shall be brought to the attention of the COR for disposition.

e. A file of all Quality Control inspections both performed and scheduled, inspection results, and dates and details of corrective actions taken shall be maintained by the Contractor through the term of this contract. The file shall be the property of the Government and made available to the COR during regular working hours. The file shall be turned over to the COR upon completion or termination of the contract.

C.1.6 Performance Evaluation Meetings

The Project Manager shall meet with the COR on a weekly basis to discuss matters related to the daily operation and maintenance of the facilities.

C.1.7 General Requirements and Procedures

a. Standards

All work shall meet the applicable standards of equipment manufacturers and industrial trade groups (see C.5.6); all applicable environmental laws and regulations (see http://www.env.go.jp/hourei/index.html and http://www.epa.gov/lawsregs/index.html) and local labor, occupational safety and health laws.

(1) When the Contractor completes work on a facility or system, such facility or system shall be free of missing components or defects that would prevent it from functioning as originally intended and/or designed. Corrective or repair and replacement work shall be carried out to completion including operational checks and cleanup of the job site. Except where otherwise noted, replacements shall match existing condition in dimensions, finish, color, and design.

(2) During and at completion of work, debris shall not be placed unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day that work is in progress.

b. Major Repairs

Major repairs are not included in the scope of this contract. Major repairs are defined as any individual unit or incident of repair or replacement with a total estimated cost (labor) exceeding $10,000. Major repairs shall be accomplished by separate contract. This exclusion does not apply if the repair is required to correct damage caused by the Contractor's negligence.

c. Replacement, Modernization, and Renovation

During the term of the contract, the Government will replace, renovate, or improve equipment, systems, facilities, components, and fixtures at the Government'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 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 clause in SECTION I.

d. Equipment under Manufacturer's or Installer's 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 warranty and the duration of such warranties. Available warranty information shall be furnished to the Contractor by the COR.

e. Contractor Responsibility for Expendable Supplies

The Contractor shall be responsible for submitting requisitions to the Government for all expendable supplies (see definition of Bin Materials and Supplies in subsection C.2) required to perform this contract and keep them in ready supply to avoid delays or detriment to performance of this contract.

C.1.8 Reserved C.1.9 Admission to Chancery Premises

a. The Embassy Chancery premises are divided into three classes of areas as follows:

(1) Controlled Access Area (CAA), requiring escort by cleared American staff;

(2) sensitive areas, requiring escort by official embassy staff; and

(3) all other areas.

b. The COR will indicate areas designated as CAA and sensitive within 10 days after contract award. Security shall be emphasized. In areas so specified, escorts are required and entry is allowed only during scheduled times. The Contractor and its employees shall become acquainted with and obey all security requirements so that a security violation does not occur. The COR shall provide the Contractor and its personnel with a briefing of security regulations during the first month after contract award.

C.2 Definitions

a. Direct Cost

Direct cost is a cost to the Contractor to obtain labor, Contractor’s material or Contractor’s equipment. No additional costs, such as charges for ordering, handling, stockpiling, delivery, transportation to the job site, overhead, or profit, shall be included.

b. Bin Materials Bin Materials are of relatively low cost, such as solder, lead, flux, electrical connectors, electrical tape, fuses, nails, screws, bolts, nuts, washers, spacers, masking tape, sand paper, solvent, cleaners, lubricants, grease, oil, rags, mops, sweeper, dusting cloth, cleaning detergent, disinfectant, dust collector, chemical treated duster, glue, epoxy, shackling compound, joint tape, gases for welding, refrigeration fittings, plumbers tape and compound, clips, welding rods, heat sinks, cover plates for electrical outlets and switches, plumbing fixtures and fittings, paint, thinner.

c. Equipment

Tools and other items utilized in performing maintenance and repairs that do not become part of the item being built or repaired, such as hand tools, hard hats, paint clothing, shoes, gloves, personal safety equipment, and power tools.

d. Supplies Parts, bin materials, and other materials that are used up in the course of constructions or maintenance such that they either become part of the structure (such as lumber, bath tubs, light bulbs, nails, filters, paint, or lumber) or are destroyed or wasted during construction or office operations (such as acetylene, welding rods, pencils and paper, or ink).

e. Parts

Items that are specifically designed to become part of an item being maintained or constructed, such as bearings, valves, and pumps.

f. Heavy Equipment

Mechanical equipment used in the maintenance or repair of buildings, bridges, roads or other kinds of real property and includes road rollers, wheel mounted backhoes and loaders, hydraulic excavators, trenchers, plows, street sweepers and brooms, dump trucks, equipment hauling trailers, line striping equipment, brush chippers, portable pumps, air compressors and welders, and mobile weight handling equipment (cranes).

g. Contractor

The term “Contractor” refers to the prime contractor. The prime contractor shall ensure that its subcontractors comply with the provisions, terms and conditions of this contract.

h. Facility

An establishment, structure, or assembly of units of equipment designated for a specific function or specific functions.

i. Frequency of Service

Unless otherwise noted, the services performed at intervals specified:

(1) Annual

Services performed once during each 12 months period of the contract at intervals of 350 to 380 days.

(2) Semi-Annual

Services performed twice during each 12 months period of the contract at intervals of 170 to 190 calendar days.

(3) Biennial

Services performed once every two years on a date or during the month specified.

(4) Quarterly

Services performed four times during each 12 months period of the contract at intervals of 85 to 95 calendar days.

(5) Monthly

Services performed 12 times during each 12 months period of the contract at intervals of 28 to 31 calendar days.

(6) Bimonthly

Services performed six times during each 12 months period of the contract at intervals of 58 to 63 days.

(7) Weekly

Services performed 52 times during each 12 months period of the contract at intervals of six to eight days.

(8) Biweekly

Services performed 26 times during each 12 months period of the contract at intervals of 13 to 15 days.

(9) Daily

Services performed 365 times (366 times in leap year) during each 12 months period of the contract, once each day.

j. Job Preparation

All work associated with planning equipment and material requirements; obtaining proper tools; laying out tools, material, and equipment; and setting up to begin work.

k. Labor Category As described in subsections B.4 to B.8.

l. Maintenance

Recurring, day-to-day, periodic, or scheduled work required to preserve or restore real property, facilities, or equipment to such a condition that it shall be effectively utilized for its designated purpose; work undertaken to prevent damage to real property, facilities and equipment.

m. Material Handling

All work associated with loading, moving, and unloading materials from Contractor's workshop or storage to job site; moving materials within job site; removing debris; and handling of materials during the job.

n. Public Areas

Entrance, halls, hallways, stairs, elevator cars, roof terraces, public toilets, utility areas, car garages, garbage collection areas, garbage areas, entrance street, and other common-use areas except for private areas such as individual offices, apartments, and quarters.

o. Reserved

p. Reserved

q. Work Orders for Windows (WOW)

The computerized system for management and maintenance of the real property and equipment. It is a system developed by and for the Department of State, U.S.A. The system generates Unscheduled Work Orders and preventive maintenance work tasks as Scheduled Work Orders (PMI).

r. Real Property

The real property includes facilities, installed equipment in facilities, lands, roads, sidewalks, ponds, fences, and gates within the American Embassy complex.

s. Repair

The scheduled or unscheduled restoration of a piece of equipment, a system, or a facility to such condition shall be effectively utilized for its designated purposes. Repair shall include overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance, or replacement of the entire unit or system if beyond economical repair.

t. Emergency Services

Emergency Services are unscheduled services that require immediate attention and may involve working other than normal workdays or hours. See subsection C.5.3. Contractor is required to respond to a call within 10 minutes and take action to minimize emergency situation.

u. Response Time

The time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work required. Response times are designated in the appropriate technical clauses in SECTION C.

v. Travel Time

Travel time is the time required for the Contractor's personnel to move from one place such as office or workshop to another such as job site to do the work.

w. Scheduled Work Order

A request to provide scheduled maintenance services as described in subsection C.5.4.

x. Unscheduled Work Order

A request from the COR to perform unscheduled maintenance and repair services as described in subsection C.5.3.

y. Emergency Request A request to perform work of a nature that is so urgent that the Contractor must act without prior written approval from the COR, as described in paragraph C.5.3.b(1). Emergency requests by the Contracting Officer may be issued verbally, but must be followed up with written authorized approval within three days.

z. Indefinite-delivery Indefinite-quantity (IDIQ)

Unscheduled work performed under task orders which requires more than 40 labor hours for one project. See subsections B.2.b, B.3.3, B.3.4, B.4.2, B.4.3, B.4.4, B.5.2, B.5.3, B.5.4, B.6.2, B.6.3, B.6.4, B.7.2, B.7.3, B.7.4, B.8.2, B.8.3, B.8.4, and C.6.

aa. Task Order

A written authorization from the Contracting Officer required to perform IDIQ work.

ab. Touch-up Painting

Painting areas less than total 1 square meter in order to cover stains, scratches, or cracks, holes, and dents of painted walls and ceiling.

ac. Check-out Inspection

Inspection on Government-owned residence before its occupant vacates it to identify problems, damages, natural wear, and tear for maintenance and repairs.

C.3 Government-furnished Facilities, Equipment, Materials, and Services

The Government shall furnish or make available to the Contractor certain Government owned facilities, equipment, and utilities as specified below for use only in connection with this contract. All such facilities equipment shall be provided in "as is" condition, and their use is at the option of the Contractor. The use of Government-furnished property and services for other purposes is prohibited.

a. Government-furnished Facilities (GFF)

The Government shall furnish or make available to the Contractor the facilities described in EXHIBIT J-2. The Contractor shall be responsible for maintaining such facilities accepted for use and shall take precautions to prevent fire hazards, odors, and vermin. The Contractor shall obtain written approval from the COR prior to making any modifications or alterations to the facilities. Any such modifications or alterations approved by the Government shall be made at the expense of the Contractor. At the completion of the contract all facilities shall be returned to the Government in the same condition as received, except for reasonable wear and tear.

b. Government-furnished Equipment (GFE)

The Government shall provide the Contractor the use of certain existing and available Government-owned equipment as listed in EXHIBIT J-3. These items are provided in "as-is" condition and the Government gives no assurance of functionality. Acceptance and use of this equipment is at the sole option of the Contractor.

(1) The Contractor shall provide servicing, maintenance, and repair of the equipment accepted for use. Servicing, maintenance, and repair shall be provided in accordance with the manufacturer's recommendations, and records of all work performed shall be maintained and made available to the COR upon request.

(2) The total or partial breakdown or failure of the Government-furnished equipment shall not relieve the Contractor of responsibility to fully perform the work of the contract. Upon completion or termination of the contract, all Government-owned equipment shall be returned to the Government in the same condition as received, except for normal wear and tear. Equipment that becomes worn out due to normal wear and tear shall be returned to the Government and its replacement, if needed, shall be the responsibility of the Contractor. Any such equipment purchased by the Contractor shall be the property of the Contractor. The Contractor shall be responsible for the cost of any repairs or replacement caused by negligence or abuse.

(3) The Contractor and COR shall conduct a joint inventory before commencing work under this contract to determine the exact number and serviceability of Government-furnished equipment. The Contractor shall then certify the findings of this inventory, assume accounting responsibility, and subsequently report inventory discrepancies to the COR. Government-furnished equipment shall not be removed from the American Embassy Complex unless approved by the COR in writing.

(4) The list of Government-furnished Equipment is not to be considered as a comprehensive list of all equipment for the Contractor to meet the requirements of the contract. It is rather, a list of equipment the Government shall make available, should the Contractor choose to accept it and assume all maintenance, repair, replacement, and accounting responsibilities.

(5) Provision of all equipment required by the Contractor but not listed on EXHIBIT J-3 shall be the responsibility of the Contractor.

c. Government-furnished Materials (GFM)

(1) The Government shall furnish all parts, materials, and supplies required for this contract at no cost to the Contractor.

(2) The Contractor and COR shall conduct a joint inventory before commencing work under this contract to determine the exact quantity and serviceability of Government-furnished stock items. The Contractor shall then certify the findings of this inventory, assume accounting responsibility, and subsequently report inventory on a semi-annual basis to the COR. The Contractor shall maintain detailed records of all parts and materials from receipt through issuance and use. These records will be available for inspection or audit by the Government at all times. The Contractor shall maintain and replenish the stock items through submission to the COR of requisitions. The Government will purchase and provide those items that the COR agrees are needed. It is the responsibility of the Contractor to requisition supplies and equipment with sufficient lead-time to avoid shortages that might create work delays.

d. Availability of Utilities

The Government shall furnish electricity, steam, sewage service, and fresh water for use in Government facilities and as required for the work to be performed under the contract. The Contractor shall provide and maintain, at its expense, the necessary service lines from existing Government outlets to the site of work.

(1) Utilities specified above shall be furnished at no cost to the Contractor.

(2) Government telephone lines shall be available at no cost to the Contractor for use in the performance of the contract. The use of telephone services for any other purpose is prohibited. The Contractor shall pay for all outside and long-distance calls, whether official or personal, unless authorized in writing by the Contracting Officer.

C.4 Contractor Control of Hazardous Materials (HM)

The Contractor shall provide the COR a hazardous material inventory and material safety data sheets (MSDSs) before such HM comes on to the job sites. The Contractor shall submit Contractor’s plans for protection of public and Government personnel, HM disposal, and procedures for HM spill response in conformance with Federal and local regulations within 60 days of contract ward.

C.5 Technical Requirements – Scheduled Maintenance Services

C.5.1 General

a. The Contractor shall provide day-to-day operation, maintenance, and repair services for all Government-owned/long term leased properties, systems, equipment, appliances, furniture, and furnishing as described below.

b. The Contractor shall provide technical personnel who perform all operation and maintenance services. Personnel employed to operate and maintain systems and equipment shall be properly licensed and certified in compliance with Japanese laws and regulations. Copies of all licenses and certificates of training shall be submitted to the COR.

C.5.2 General Requirements and Procedures for Operation – Maintenance Services

a. Daily Operation

The Contractor shall operate and maintain principal electric and mechanical systems and equipment for the facilities, including the Heating/Ventilation/Air Conditioning (HVAC) and Boiler systems, according to the pertinent seasonal cooling and heating requirements, electrical and water distribution, sewage collection, storm drainage, and other equipment and systems as prescribed by the COR. The equipment and systems shall be operated and maintained in the most economic and efficient manner to produce the desired conditions in accordance with manufacturer’s manuals and instructions.

b. Daily Monitoring

The Contractor shall monitor the operating condition of all systems, including equipment in the central station, substations and machine rooms, on a 24-hour basis. It shall keep records on power, water, and fuel consumption, and on operation, maintenance, and repair of major equipment on a daily basis, in a continuous calendar-day series. These records shall remain the property of the Government and be available for inspection by the COR at any time. The Contractor shall operate and monitor Building Automation System (SAVIC-NET20) in the Mitsui Housing Compound. The Contractor shall also monitor Fire Alarm Receiving Panels and Elevator Monitoring Panels.

c. Daily Inspection

Perform daily inspections and operator maintenance services to the principal electrical and mechanical equipment and systems, such as boilers, chillers, HVAC equipment, plumbing, power station, substations, and distribution panels, to ensure proper operation in accordance with the Computerized Maintenance Management System and with the Scheduled Work Order systems. Any deficiencies found shall be immediately reported to the COR, and corrective action, other than minor repair, shall be made in accordance with subsection C.5.3, General Requirements and Procedures for Unscheduled Work Orders. See samples of a Scheduled Work Orders (PMI) and Unscheduled Work Orders in EXHIBIT J-10 for information purposes.

(1) Shift Work

The Contractor shall provide 24 hours/7-day monitoring of boiler, fire and structural systems in such a way as to be able to perform, at a minimum, the following tasks simultaneously:

(a) monitor boiler operations;

(b) monitor fire panel/receive emergency calls in English and Japanese; and,

(c) perform roving inspections of housing and chancery facilities, including visual inspection, at least twice per eight-hour shift, of HVAC system, fire panels, power station and substations, and pumps at the chancery, housing compound, and EMR to ensure that they are operating correctly.

(2) Qualifications

The following licenses or qualifications are required for daily Operation staff:

(a) Control Room Operator

Shift supervisors assigned to operation and monitoring Building Automation Systems (SAVIC-NET20) at the Mitsui Housing Compound, shall be able to certify and document knowledge and experience in performing work on automatic and remote control systems, and microcomputers.

(b) Boiler Operator

License for Boiler Operation (Boiler Gishi).

(c) HVAC Mechanic

Manufacturer’s training certificate, certifying advanced training in chiller operation and maintenance and repair.

d. Additional Non-regular Operational Requirements

(1) Physically attend fuel oil deliveries, and carry out the following functions:

(a) check, monthly, the descriptions and quantities of fuel oil shown on the delivery slips against the relevant ordering documents;

(b) ensure that fuel oil is delivered into storage tanks as designated by the COR;

(c) check fuel oil in the storage tanks every other week for contamination with water and, if found, drain the water off;

(d) after the delivery of the fuel oil, secure the inlet caps and covers and clean up any spilled fuel;

(e) counter-sign, with the receiving clerk, the pertinent delivery receipt upon completion of the fuel delivery; and

(f) maintain records of receipt and consumption of fuel oil on a continuous basis; submit estimate for future requirements to the COR at least two months in advance of the delivery date.

(2) Ice and Snow Removal

The Contractor shall be responsible for removal of ice and snow from the sidewalks and building entrances of all properties and from the driveways of the Chancery and EMR if accumulation reaches 1.5 millimeters high. The Contractor shall submit a snow and ice removal procedure for winter weather conditions starting at 2 degrees Celsius and with a snow accumulation of 1.5 millimeters high.

(3) Typhoon Preparation When a typhoon is anticipated, the Contractor shall secure all chairs and tables from public terraces, close all shutters in vacant apartments units, and place sand bags to prevent flooding.

(4) Emergency Response When emergency calls are received after hours, the Contractor shall dispatch staff to investigate and, if possible, resolve the emergency. Only when the emergency requires the Contractor to provide additional staff shall the Emergency work be treated as an IDIQ request. The Contractor may not begin any work under a task order request prior to the CO’s issuance of the Task Order

e. Standard Operating Procedure (SOP)

Within 30 days of contract award, the Contractor shall submit for COR approval SOPs for the following:

(1) An SOP describing procedures for shift operators to carry out operation and monitoring of systems and…