Embassy Of The United States Of America Tokyo, Japan
Embassy of the United States of AmericaTokyo, JapanMarch 22, 2021Dear Prospective Offerors:Subject: Request for Quotations Number 19JA80-21-Q-0399Fall Protection Guardrail Installation ServicesThe Embassy of the United States of America seeks to enter into acontract with a qualified, responsible, and reliable firm withsufficient knowledge and facilities for obtaining fall protectionguardrail installation services for the roofs of Chancery building ofthe U.S. Embassy in Tokyo and Mansfield housing compound of U.S.Consulate General in Osaka-Kobe, Japan.Note: As required by U.S. Government’s federal acquisition regulation(FAR), prospective offeror shall be registered in the System forAward Management (SAM) database prior to award of a contract. Thewebsite link providing additional vendor registration information is:https://www.sam.gov/SAM/.If you are interested in submitting a quote on this project, followthe instructions in Section J of the Request for Quotations (RFQ),complete the required portions of the enclosed document, and submit tothe address shown on the next page.1. Pre-quotation Conference and Site Visit(a) To provide all the quoters with a uniform explanation ofrequirements, the Embassy will hold a pre-quotation conference andsite visit, as follows:Date:Time:Location:Tuesday, March 30, 2021From 2:00 p.m. to on/about 3:30 p.m.Meet at the Reception area of the U.S. Embassy, 1-10-5Akasaka, Minato-ku, Tokyo 107-8420Note: The pre-quotation conference and site visit will be heldonly at the U.S. Embassy in Tokyo.(b) All interested quoters who wish to attend must submit individualname (s), limited to two persons per company, company name/address,telephone/fax numbers, and email address to Miho Hama via email atHamaMX@state.gov by no later than 12:00 noon, Thursday, March 25,2021 (JST), to arrange entry to the Embassy.(c) Attendee(s) must present an identification (ID) card with photoon it (e.g. driver’s license, passport, etc.) as it is required forentering the Embassy.
(d) Please note that attendees are not allowed to bring PCs,electronic measuring equipment, cameras, and any kinds of electronicdevice for this meeting. Therefore, do NOT bring them with you asthe Embassy guards will not keep them for you.(e) Photography is NOT ALLOWED. The Embassy will provide approvedphotos via website if requested.(f) Performance Bond is required.See subsection G.1 of the RFQ.2. QuestionsFollowing the conference, quoters may submit questions (in English)in regard to this RFQ by 12:00 noon, Friday, April 2, 2021 (JST) viaemail at HamaMX@state.gov. All questions will be consolidated andone response will be prepared and posted on the Embassy’s website,the same website from where you obtained the solicitation documents.3. QuotationsQuotations must be received by no later than 12:00 noon, Friday,April 16, 2021 (JST) to Miho Hama of U.S. Embassy Tokyo, via emailto the email address indicated below. No quotation will be acceptedafter this date/time.Note: After submitted of quotation, quoter shall contact Miho Hamaby phone of separated email to confirm the receipt of quotation.Point of Contact: Miho HamaEmail: HamaMX@state.govSubject: RFQ 19JA80-21-Q-0399Mobile: 090-1110-9310Embassy Telephone Operator: 03-3224-5000It is understood that no payment will be made for preparation andsubmission of your quotation.Thank you in advance for your interest and your time in participatingin the request for quotations process.Sincerely,Darin PhaovisaidContracting OfficerEnclosure:Request for Quotations 19JA80-21-Q-0399
(THIS IS NOT AN ORDER)1. REQUEST NO.2. DATE ISSUED19JA80-21-Q-0399PAGETHIS RFQ [ ] IS [ x ] IS NOT A SMALL BUSINESSSMALL PURCHASE SET-ASIDE (52.219-4)EQUEST FOR QUOTATIONS (RFQ)3. REQUISITION/PURCHASE REQUEST NO.March 22, 202114. CERT. FOR NAT. DEF.UNDER BDSA REG. 2AND/OR DMS REG. 1PR97357565A. ISSUED BYOF PAGES42RATING6. DELIVER BY (Date)Procurement/Contracting OfficeU.S. Embassy1-10-5 AkasakaMinato-ku, Tokyo 107-8420Japan5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect callsNAME7. DELIVERYX FOB DESTINATIONTELEPHONE NUMBERMiho HamaAREA CODE 81-33224-57548. TO:a. NAMEOTHER (See Schedule)NUMBER9. DESTINATIONb. COMPANYa. NAME OF CONSIGNEEc. STREET ADDRESSb. STREET ADDRESSd. CITYe. STATEf. ZIP CODEc. CITYd. STATE10. PLEASE FURNISH QUOTATIONS TO THEISSUING OFFICE IN BLOCK 5A ON ORBEFORE:e. ZIP CODEIMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please soindicate on this form and return it to the address in Block 5A. This request does not commit the Government to pay any costsincurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic originunless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must becompleted by the quoterApril 16, 2021;12:00 noon (JST)11. SCHEDULE (Include applicable Federal, State and local taxes)ITEM NO.(a)SUPPLIES/SERVICES(b)QUANTITY(c)001Fall protection guardrail installationservices for the roofs of Chancery buildingof the U.S. Embassy in Tokyo and Mansfieldhousing compound of U.S. Consulate General inOsaka-Kobe, Japan, in accordance withattached terms and conditions of the Requestfor Quotations.UNIT(d)UNIT PRICE(e)AMOUNT(f)(See the pricing table – Section A:Price.)This RFQ incorporates FAR clause 52.212-4 andprovision 52.212-1 by reference.a. 10 CALENDAR DAYS1 DISCOUNT FOR PROMPT PAYMENTb. 20CALENDARDAYS%c. 30 CALENDAR DAYS%d. CALENDAR DAYSNUMBER%%NOTE: Additional provisions and representations [ ] are [] are not attached.13 NAME AND ADDRESS OF QUOTERa. NAME and ADDRESS OF QUOTER (COMPANY)14 SIGNATURE OF PERSON AUTHORIZED TO SIGNQUOTATION15 DATE OF QUOTATION16. SIGNER a. NAME (Type or print)b. TELEPHONEc. TITLE (Type or print)AREA CODEDUNS No.:c. COUNTYd. CITYe. STATEf. ZIP CODENUMBERAUTHORIZED FOR LOCAL REPRODUCTIONPrevious edition not usableSTANDARD FORM 18 (Rev. 6-95)Prescribed by GSA-FAR (48 CFR) 53.215-1(a)
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 2 of 42TABLE OF CONTENTSStandard Form 18 (SF-18), the first page.Section A: PriceSection B: Statement of WorkSection C: Packaging and MarkingSection D: Inspection and AcceptanceSection E: Deliveries or PerformanceSection F: Administrative DataSection G: Special RequirementsSection H: ClausesSection I: List of AttachmentsSection J: Quotation InformationSection K: Evaluation CriteriaSection L: Representations, Certifications, and other Statements ofQuotersAttachments:Attachment I-1 – Statement of Work for Chancery building of the U.S.Embassy in TokyoAttachment I-2 – Statement of Work for Mansfield housing compound ofthe U.S. Consulate General in Osaka-KobeAttachment I-3 – Drawings for Chancery building of the U.S. EmbassyIn TokyoAttachment I-4 – Drawings for Mansfield housing compound of the U.S.Consulate General in Osaka-KobeAttachment I-5 – RSO Tokyo Security FormAttachment I-6 – Sample Letter of Bank Guaranty
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 3 of 42Section A: PriceA.1 The Contractor shall complete all work, including furnishing alllabor, material, equipment and services required under this purchaseorder for the following firm fixed price and within the timespecified. This price shall include, but not limited to, all labor,materials, all insurances, overhead, and profit.Contractor shall provide the price in two options.Chancery Building of the U.S. Embassy Tokyo:Option 1: The Contractor shall furnish materials and labor for thework including the shipping cost from the manufacture to the worksite. Delivery site: 1-10-5 Akasaka, Minato-ku, Tokyo 107-8450Option 1: One Project:Option 2: The Contractor shall furnish labor only and install theU.S. Government-furnished materials. The materials will bedelivered to the work site.Option 2: One Project:Mansfield Housing Compound of the U.S. Consulate General Osaka-Kobe:Option 1: The Contractor shall furnish materials and labor for thework including the shipping cost from the manufacture to the worksite. Delivery site: 12-6 Kikutani-cho, Nishinomiya-shi, Hyogoken 662-0078Option 1: One Project:Option 2: The Contractor shall furnish labor only and install theU.S. Government-furnished materials. The materials will bedelivered to the work site.Option 2: One Project:*Total Price:*Note: The U.S. Government will select one of the Options listedabove arriving at a total price.Note: The U.S. Embassy Tokyo is exempt from Japanese consumptiontaxes; therefore, such taxes shall not be included in the price norcharged on invoices. After receipt of the Contractor’s invoice, the
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 4 of 42Government will provide the Contractor with a signed Certificate ofTax Exemption Purchase for Foreign Establishments.(For non-Designated Stores, please visit the following link uki/shinsei/annai/shohi/annai/23120184.htm)A.2 Offers and Payment in U.S. dollars: U.S. firms are eligible to bepaid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollarsshould submit their offers in U.S. dollars. A U.S. firm is definedas a company which operates as a corporation incorporated under thelaws of a state within the United States.Foreign firms: Any firm, which is not a U.S. firm, is a foreignfirm. Any firm that does not meet the above definition of U.S. firmshall submit its prices and receive payment in Japanese Yen.
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 5 of 42Section B: Statement of WorkThe character and scope of the work are set forth in the contract.The Contractor shall furnish and install all materials required bythis contract. The Statement of Work is set forth in Section I asAttachment I-1 and I-2 and the contract drawings are set forth inSection I as Attachment I-3 and I-4.In case of differences between small and large-scale drawings, thelatter will govern. Where a portion of the work is drawn in detailand the remainder of the work is indicated in outline, the partsdrawn in detail shall apply also to all other portions of the work.
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 6 of 42Section C: Packaging and MarkingThe Contractor shall mark materials delivered to the site as follows:U.S. Embassy TokyoAttn: Facility Management Office1-10-5 AkasakaMinato-ku, Tokyo 107-8420Japanand,U.S. Consulate General Osaka-KobeAttn: Management Office11-5 Nishitenma 2-chomeKita-ku, Osaka 530-8543Japan
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 7 of 42Section D: Inspection and AcceptanceThe COR, or his/her authorized representatives, will inspect fromtime to time the services being performed and the supplies furnishedto determine whether work is being performed in a satisfactorymanner, and that all supplies are of acceptable quality andstandards.The Contractor shall be responsible for any countermeasures orcorrective action, within the scope of this contract, which may berequired by the Contracting Officer as a result of such inspection.D.1 Substantial Completion(a) "Substantial Completion" means the stage in the progress of thework as determined and certified by the Contracting Officer inwriting to the Contractor, on which the work (or a portiondesignated by the Government) is sufficiently complete andsatisfactory. Substantial completion means that the property may beoccupied or used for the purpose for which it is intended, and onlyminor items such as touch-up, adjustments, and minor replacements orinstallations remain to be completed or corrected which:(1) do not interfere with the intended occupancy or utilization ofthe work, and(2) can be completed or corrected within the time period requiredfor final completion.(b) The "date of substantial completion" means the date determinedby the Contracting Officer or authorized Government representativeas of which substantial completion of the work has been achieved.Use and Possession upon Substantial Completion - The Governmentshall have the right to take possession of and use the work uponsubstantial completion. Upon notice by the Contractor that the workis substantially complete (a Request for Substantial Completion) andan inspection by the Contracting Officer or an authorized Governmentrepresentative (including any required tests), the ContractingOfficer shall furnish the Contractor a Certificate of SubstantialCompletion. The certificate will be accompanied by a Schedule ofDefects listing items of work remaining to be performed, completedor corrected before final completion and acceptance. Failure of theContracting Officer to list any item of work shall not relieve theContractor of responsibility for complying with the terms of thecontract. The Government's possession or use upon substantialcompletion shall not be deemed an acceptance of any work under thecontract.
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 8 of 42D.2 Final Completion and AcceptanceD.2.1 “Final completion and acceptance" means the stage in theprogress of the work as determined by the Contracting Officer andconfirmed in writing to the Contractor, at which all work requiredunder the contract has been completed in a satisfactory manner,subject to the discovery of defects after final completion, andexcept for items specifically excluded in the notice of finalacceptance.D.2.2 The "date of final completion and acceptance" means the datedetermined by the Contracting Officer when final completion of thework has been achieved, as indicated by written notice to theContractor.D.2.3 Final Inspection and Tests. The Contractor shall give theContracting Officer at least five days advance written notice of thedate when the work will be fully completed and ready for finalinspection and tests. Final inspection and tests will be startednot later than the date specified in the notice unless theContracting Officer determines that the work is not ready for finalinspection and so informs the Contractor.D.2.4 Final Acceptance. If the Contracting Officer isthat the work under the contract is complete (with thecontinuing obligations), the Contracting Officer shallContractor a notice of final acceptance and make finalsatisfiedexception ofissue to thepayment upon:(1) Satisfactory completion of all required tests,(2) A final inspection that all items by the Contracting Officerlisted in the Schedule of Defects have been completed or correctedand that the work is finally complete (subject to the discovery ofdefects after final completion), and(3) Submittal by the Contractor of all documents and other itemsrequired upon completion of the work, including a final requestfor payment (Request for Final Acceptance).
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 9 of 42Section E: Deliveries or PerformanceE.1 FAR 52.211-10 Commencement, Prosecution, and Completion of Work(APR 1984)The Contractor shall be required to:(a) commence work under this contract from the date specified onthe Notice to Proceed (NTP),(b) prosecute the work diligently, and,(c) complete the entire work in 10 working days after commencementof the work, including fabrication.The time stated for completion shall include final cleanup of thepremises.E.2 FAR 52.211-12 Liquidated Damages – Construction (SEPT 2000)(a) If the Contractor fails to complete the workspecified in the contract, or any extension, thepay liquidated damages to the U.S. Government in 50,000 for each calendar day of delay until theor accepted.within the timeContractor shallthe amount ofwork is completed(b) If the Government terminates the Contractor’s right to proceed,liquidated damages will continue to accrue until the work iscompleted. These liquidated damages are in addition to excess costsof repurchase under the Default clause.E.3 Contractor’s Submission of Construction Schedules(a) The time for submission of the schedules referenced in FAR52.236-15, "Schedules for Construction Contracts", paragraph (a), ishereby modified to reflect the due date for submission as "10calendar days after receipt of an executed contract."(b) These schedules shall include the time by which shop drawings,product data, samples and other submittals required by the contractwill be submitted for approval.(c) The Contractor shall revise such schedules (1) to account forthe actual progress of the work, (2) to reflect approved adjustmentsin the performance schedule, and (3) as required by the ContractingOfficer to achieve coordination with work by the Government and anyseparate contractors used by the Government. The Contractor shallsubmit a schedule, which sequences work so as to minimize disruptionat the job site.
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 10 of 42(d) All deliverables shall be in the English language and any systemof dimensions (English or metric) shown shall be consistent withthat used in the contract. No extension of time shall be alloweddue to delay by the Government in approving such deliverables if theContractor has failed to act promptly and responsively in submittingits deliverables. The Contractor shall identify each deliverable asrequired by the contract.(e) Acceptance of Schedule: When the Government has accepted anytime schedule; it shall be binding upon the Contractor. Thecompletion date is fixed and may be extended only by a writtencontract modification signed by the Contracting Officer. Acceptanceor approval of any schedule or revision thereof by the Governmentshall not:(1) Extend the completion date or obligate the Government to doso,(2) Constitute acceptance or approval of any delay, or(3) Excuse the Contractor from or relieve the Contractor of itsobligation to maintain the progress of the work and achieve finalcompletion by the established completion date.E.4 Notice of DelayIf the Contractor receives a notice of any change in the work, or ifany other conditions arise which are likely to cause or are actuallycausing delays which the Contractor believes may result in latecompletion of the project, the Contractor shall notify theContracting Officer. The Contractor’s notice shall state theeffect, if any, of such change or other conditions upon the approvedschedule, and shall state in what respects, if any, the relevantschedule or the completion date should be revised. The Contractorshall give such notice promptly, not more than ten (10) days afterthe first event giving rise to the delay or prospective delay. Onlythe Contracting Officer may make revisions to the approved timeschedule.E.5 Notice to Proceed(a) After receiving and accepting any bonds or evidence ofinsurance, the Contracting Officer will provide the Contractor aNotice to Proceed. The Contractor must then prosecute the work,commencing and completing performance not later than the time periodestablished in the contract.(b) It is possible that the Contracting Officer may elect to issuethe Notice to Proceed before receipt and acceptance of any bonds orevidence of insurance. Issuance of a Notice to Proceed by theGovernment before receipt of the required bonds or insurance
Request for Quotations (RFQ) 19JA80-21-Q-0399Page 11 of 42certificates or policies shall not be a waiver of the requirement tofurnish these documents.E.6 Working HoursAll work shall be performed during the hours between 08:30 and17:30, Monday through Friday. Other hours, if requested by theContractor, may be approved by the Contracting Officer'sRepresentative (COR). The Contractor shall give 24 hours in advanceto COR who will consider any deviation from the hours identifiedabove. Changes in work hours, initiated by the Contractor, will notbe a cause for a price increase.E.7 Preconstruction ConferenceA preconstruction conference will be held 10 days after contractaward at Facility Management Office, U.S. Embassy, located at 1-10-5Akasaka, Minato-ku, Tokyo 107-8420, to discuss the schedule,submittals, notice to proceed, mobilization and other importantissues that effect construction progress. See FAR
HamaMX@state.gov by no later than 12:00 noon, Thursday, March 25, 2021 (JST), to arrange entry to the Embassy. (c) Attendee(s) must present an identification (ID) card with photo on it (e.g. driver’s license, passport, etc.) as it is required for entering the Embassy. Embassy of the United States of America Tokyo, Japan
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