Solicitation_SJA800-16-R-0002_Building_Maintenance_Services.pdf

SOLICITATION, OFFER, AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

SJA800-16-R-0002

2. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[] NEGOTIATED (RFP)

3. DATE ISSUED

November 20, 2015

PAGE OF PAGES

1 106

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

4. CONTRACT NUMBER

5. REQUISITION/PURCHASE REQUEST NO.

PR4782586 / PR4829279

6. PROJECT NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO

GSO/Procurement Unit

U.S. Embassy

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420

Japan

See Item 7.

9. FOR INFORMATION CALL: A. NAME

Jin Yoshikawa

B. TELEPHONE NO.(NO COLLECT CALLS)

+81-3-3224-5756

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 Standard Form 1442 (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 Attachments

Section K: Representations, Certifications, and Other Statements of Offerors

Section L: Instructions, Conditions, and Notices to Offerors

Section M: Evaluation Factors for Award

Attachment J-1 - List of Facilities

Attachment J-2 - Specific PMI Services for Building Facilities

Attachment J-3 - Additional Work Statements for FSI Yokohama Residence and School

Attachment J-4 - Historical Data

Attachment J-5 - Government-Furnished Facilities

Attachment J-6 - Government-Furnished Equipment

Attachment J-7 - HVAC/Mechanical/Electrical/Plumbing System and Equipment Inventory

Attachment J-8 - Samples of Scheduled and Unscheduled Work Orders

Attachment J-9 - Sample Task Order Form

Attachment J-10 – English Speaking Levels

Attachment J-11 - Sample Letter of Bank Guaranty

Attachment J-12 - Performance Bond

Attachment J-13 - Payment Bond

Attachment J-14 - Personal History Statement

11. The Contractor shall begin performance on (see subsection F.2) and complete it on (see subsection

F.2). This performance period is []Mandatory, [ ]Negotiable.

12A. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

[ ]YES, [ ]NO

12B. CALENDAR DAYS AFTER CONTRACT AWARD

within 30

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., Monday, December 28, 2015 (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 U.S. 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

Subsection B.4 Base Period Prices

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT ONE ORIGINAL INVOICE TO

ADDRESS SHOWN IN

ITEM

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

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

26. ADMINISTERED BY CODE 27. PAYMENT WILL BE MADE BY

GSO/Procurement Unit

U.S. Embassy

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420

Japan

Financial Management Center

U.S. Embassy

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420

Japan

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

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.

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.

30A. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED TO

SIGN (Type or print)

31A. NAME OF CONTRACTING OFFICER

Adham Z. Loutfi

30B. SIGNATURE

30C. DATE

31B. UNITED STATES OF AMERICA

BY

31C. AWARD DATE

Computer Generated STANDARD FORM 1442 BACK (REV. 4-85)

Solicitation No. SJA800-16-R-0002

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 attachments, for all building maintenance services at the U.S. Embassy in Tokyo, Japan, as described in Section C: Description/Specifications/Work Statement of this contract and the attachments attached in Section J: List of

Attachments.

B.2 Type of Contract

B.2.1 This is a fixed price type contract for maintenance services as defined in the Section C and the Attachments. 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 U.S.

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 Attachment J-8 - Samples of Scheduled and

Unscheduled Work Orders.)

B.2.2 An indefinite-delivery indefinite-quantity (IDIQ) tsk order will be issued 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 may be necessary for emergency services however they shall be issued in writing within three business days of the oral instructions. (See Attachment J-9 -

Sample Task Order Form.)

B.3 Prices/Costs

B.3.1 Maintenance Services

(a) In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a fixed-price per month for 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 Maintenance Services.

B.3.2 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 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.3.3 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 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 Contracting Officer’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.3.4 Offers and Payment in U.S. Dollars

(a) U.S. firms are eligible to be paid in U.S. dollars. U.S.

firms desiring to be paid in U.S. dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States.

(b) Foreign Firms. Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of

U.S. firm shall submit its prices and receive payment in Japanese

Yen.

B.3.5 The U.S. Embassy Tokyo is exempt from Japanese consumption taxes; therefore, such taxes shall not be included in the price nor charged on invoices. After receipt of the Contractor’s invoice, the

Government will provide the Contractor with a signed Certificate of

Tax Exemption Purchase for Foreign Establishments.

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

http://www.nta.go.jp/tetsuzuki/shinsei/annai/shohi/annai/23120184.ht m)

B.4 Base Period Prices

B.4.1 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 Maintenance Services as defined in subsection C.5 Technical Requirements – Maintenance Services is:

Location Monthly Rate

(a) Chancery Building __________/month

(b) Ambassador’s Official

Residence __________/month

(c) Deputy Chief of Mission’s

(d) Mitsui Housing Compound __________/month

(e) Foreign Service Institute

Yokohama __________/month

Total: __________/month x 12 = _________/year http://www.nta.go.jp/tetsuzuki/shinsei/annai/shohi/annai/23120184.htm http://www.nta.go.jp/tetsuzuki/shinsei/annai/shohi/annai/23120184.htm

B.4.2 Indefinite-delivery Indefinite-quantity (IDIQ Services). The fixed unit prices for IDIQ Services as defined in subsection C.6

Indefinite-delivery Indefinite-quantity (IDIQ) Services are:

(for evaluation purposes only)

Labor Category Estimated Hours Hourly Rate Estimated Total

Maintenance Technician 150 ______ _______________

Maintenance Technician/

Keysmith 150 ______ _______________

HVAC Mechanic 150 ______ _______________

Electrician 150 ______ _______________

Plumber 150 ______ _______________

Carpenter 150 ______ _______________

Painter 150 ______ _______________

Refrigeration/Appliances

Technician 150 ______ _______________

Estimated Grand Total: _______________

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

(a) 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 U.S. Government shall place orders totaling a minimum of $1,000 or its equivalent in Japanese Yen. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000 or its equivalent in Japanese Yen. This reflects the contract maximum for IDIQ services for this period of performance.

B.5 First Option Year Prices

B.5.1 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 Maintenance

Services as defined in subsection C.5 Technical Requirements –

Maintenance Services is:

B.5.2 Indefinite-delivery Indefinite-quantity (IDIQ Services). The

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

Year is:

(a) 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 minimum of $1,000 or its equivalent in Japanese Yen. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000 or

B.6 Second Option Year Prices

B.6.1 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 Maintenance

B.6.2 Indefinite-delivery Indefinite-quantity (IDIQ Services). The

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

(a) 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 minimum of $1,000 or its equivalent in Japanese Yen. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000 or

B.7 Third Option Year Prices

B.7.1 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 Maintenance

B.7.2 Indefinite-delivery Indefinite-quantity (IDIQ Services). The

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

(a) 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 minimum of $1,000 or its equivalent in Japanese Yen. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000 or

B.8 Fourth Option Year Prices

B.8.1 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 Maintenance

B.8.2 Indefinite-delivery Indefinite-quantity (IDIQ Services). The

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

(a) 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 minimum of $1,000 or its equivalent in Japanese Yen. This reflects the contract minimum for IDIQ services for this period of performance. The amount of all orders shall not exceed $150,000 or

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 U.S. Embassy in Tokyo, Japan, requires a building maintenance service contractor to perform day-to-day operation, monitoring, and both scheduled and unscheduled work orders on U.S.

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 with speaking level 2, see Attachment J-10 – English Speaking

Levels, who shall supervise the Contractor's workforce and be the

Contractor's liaison with the U.S. Embassy Tokyo.

(b) The designated person shall be located on-site in an office designated by the Contracting Officer’ Representative (COR) 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 and repair 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 U.S. Government and the Contractor's personnel.

C.1.3 Facilities

(a) Location. Work shall be located at the U.S. Embassy Complex, Tokyo, Japan, including;

(1) Chancery – The building of the Embassy used for official activities, located at 1-10-5 Akasaka, Minato-ku, Tokyo 107-8420;

(2) EMR – The Chief of Mission’s Residence (Ambassador's Official

Residence), located adjacent to the "Chancery" building;

(3) DCMR – The Deputy Chief of Mission's Residence located at 1-banchi, Azabu Nagasaka-cho, Minato-ku, Tokyo 106-0043;

(4) U.S. 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, Local Guard House/Booths, 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 106-0032; and

(5) Foreign Service Institute Yokohama (FSI/Yokohama) - Language

School Building and School Director’s Residence, located at 152-3

Yamate-cho, Naka-ku, Yokohama 231-0862.

(b) Utility Systems. The Contractor shall inform the Contracting

Officer's Representative (COR) in writing and obtain permission from him/her 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;

(i) daily operation logs of the principal equipment;

(ii) any scheduled operator maintenance performed;

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

(iv) consumption of water, electricity, gas and fuel oil;

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

(vi) failure of utility.

(2) Periodic Maintenance and Inspection (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 (tap 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:

(i) Daily Operation and Monitoring;

(ii) PMI and Unscheduled WOs; and

(iii) Emergency Operation.

A completed work file for each structure (identified by facility name) shall be maintained by the Contractor for each facility listed in Attachment J-1 – List of Facilities. 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 Deliverables.

(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 U.S.

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 subsection C.5.6 Workmanship); 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 (or its equivalent in Japanese Yen).

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.

http://www.env.go.jp/hourei/index.html http://www.epa.gov/lawsregs/index.html

(c) Replacement, Modernization, and Renovation. During the term of the contract, the U.S. Government will replace, renovate, or improve equipment, systems, facilities, components, and fixtures at the U.S. 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 U.S. Government unless such changes result in an increase or decrease in contract requirements.

Changes, replacements, or deletions which result in an increase or decrease in contract requirements will result in adjustments to the contract price in accordance with the FAR 52.243-1 Changes –

Fixed-Price clause in Section I: Contract Clauses.

(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

U.S. 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 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) 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.

(b) 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) 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.

(d) 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.

(e) 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 subsection C.5.3(b)(1)

Emergency Work Order. Emergency requests by the Contracting Officer may be issued verbally, but must be followed up with written authorized approval within three days.

(f) 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(c)(1) Emergency Work

Orders. Contractor is required to respond to a call within 10 minutes and take action to minimize emergency situation.

(g) 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.

(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) 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).

(k) Indefinite-delivery Indefinite-quantity (IDIQ). Unscheduled work performed under task orders which requires more than 40 labor hours for one project.

(l) 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.

(m) Labor Category. As described in subsections B.4.2, B.5.2, B.6.2, B.7.2, and B.8.2.

(n) 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.

(o) Make-Ready. Make-ready means when any apartment unit on the housing compound is vacated, the U.S. Government contracts other services such as painting, cleaning, and furniture replacement in preparation for the new occupant.

(p) 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.

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

(r) 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.

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

(t) 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.

(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) Scheduled Work Order. A request to provide scheduled maintenance services as described in subsection C.5.4 Routine and

Periodic Maintenance and Inspection (PMI).

(w) 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).

(x) Task Order. A written authorization from the Contracting

Officer required to perform IDIQ work.

(y) Touch-up Painting/Painting. Painting areas less than total 24 square meters in order to cover stains, scratches, or cracks, holes, and dents of painted walls, ceiling, and other surfaces (per one unscheduled work order request).

(z) 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.

(aa) Unscheduled Work Order. A request from the COR to perform unscheduled maintenance and repair services as described in subsection C.5.3 General Requirements and Procedures for Unscheduled

Work Orders.

(ab) 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).

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

Services

The U.S. Government shall furnish or make available to the

Contractor certain U.S. 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 U.S. Government-furnished property and services for other purposes is prohibited.

(a) Government-Furnished Facilities (GFF). The U.S. Government shall furnish or make available to the Contractor the facilities described in Attachment J-1 – List of Facilities. 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 U.S.

Government shall be made at the expense of the Contractor. At the completion of the contract all facilities shall be returned to the

U.S. Government in the same condition as received, except for reasonable wear and tear.

(b) Government-Furnished Equipment (GFE). The U.S. Government shall provide the Contractor the use of certain existing and available

U.S. Government-owned equipment as listed in Attachment J-6 –

Government-Furnished Equipment. These items are provided in "as-is" condition and the U.S. 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 U.S.

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 U.S. Government-owned equipment shall be returned to the U.S. 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 U.S. 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 U.S. Government-furnished equipment. The

Contractor shall then certify the findings of this inventory, assume accounting responsibility, and subsequently report inventory discrepancies to the COR. U.S. Government-furnished equipment shall not be removed from the U.S. 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 U.S. 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 Attachment J-6 - Government-Furnished Equipment shall be the responsibility of the Contractor.

(c) Government-Furnished Materials (GFM)

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

(2) The Contractor and the COR shall conduct a joint inventory before commencing work under this contract to determine the exact quantity and serviceability of U.S. 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 U.S. Government at all times. The Contractor shall maintain and replenish the stock items through submission to the COR of requisitions. The

U.S. 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 U.S. Government shall furnish electricity, steam, sewage service, and fresh water for use in U.S.

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 U.S.

Government outlets to the site of work.

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

Contractor.

(2) U.S. 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 U.S. 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 – Maintenance Services

C.5.1 General

(a) The Contractor shall provide day-to-day operation, maintenance, and repair services for all U.S. 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 U.S. 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 and the Building Automation System (DELTA) in the

Chancery. 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, emergency generators, 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 Attachment J-8 – Samples of Scheduled and Unscheduled

Work Orders 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:

(i) monitor boiler operations;

(ii) monitor fire panel/receive emergency calls in English and

Japanese; and,

(iii) 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 and Maintenance staff:

(i) Control Room Operator. Shift supervisors assigned to operation and monitoring Building Automation Systems (SAVIC-

NET20) at the Mitsui Housing Compound,…