A/C and Ceiling/Lighting Renewal for the CAC at the U.S. Consulate General Sapporo

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks proposals for A/C and Ceiling/Lighting Renewal for the CAC at the U.S. Consulate General Sapporo. The government intends to award a firm-fixed-price contract to the responsible company submitting the lowest priced acceptable offer. Initial quotations will be the basis for award, though discussions may be held if necessary.

• Replacement of A/C units, lighting fixtures, and ceiling tiles.

• Performance of required electrical wiring corrections.

• Development of a design, detailed work plan, and installation approach for COR approval.

• Work must comply with International Code, National Electrical Code (NEC), Japan Architectural Specification Standard (JASS), and Japanese building electrical codes.

• Materials must meet or exceed Japan Industrial Standard (JIS).

• Specific requirements for electrical work, HVAC and mechanical work, and refrigerant handling, including necessary licenses and certifications.

• Demonstration of prior experience in comparable renovation work in occupied commercial, institutional, or diplomatic facilities.

• Contract Type: Firm-fixed-price.

• Period of Performance: Not explicitly stated, but work is to be performed on weekdays during normal business hours unless otherwise approved.

• Warranty: One (1) year from the date of acceptance of completion.

• Pre-Quotation Conference and Site Visit: Wednesday, May 20, 2026, 10:00 AM - 12:00 PM JST at the U.S. Consulate General Sapporo.

• Attendance Registration: Submit names, company info, and contact details via email to Toshiya Ikeda by May 18, 2026, 12:00 PM JST.

• Questions Deadline: Tuesday, May 26, 2026, 12:00 PM JST via email to Toshiya Ikeda.

• Quotations Due: Monday, June 1, 2026, 12:00 PM JST.

• Submission Method: Electronically via email to Toshiya Ikeda (IkedaTX@state.gov), with a maximum email size of 15MB per email.

• Confirmation of Receipt: Contact Toshiya Ikeda by phone or email after submission.

• Evaluation Criteria: Award will be made to the lowest priced, technically acceptable, responsible offeror. Evaluation will consider completeness of quotation, price, technical acceptability, and offeror responsibility (financial resources, past performance, business ethics, organization, experience, skills, equipment, and eligibility).

• U.S. Contractors are eligible for payment in U.S. dollars. Non-U.S. firms will be paid in Japanese Yen.

• All U.S. Contractors must be registered in the System for Award Management (SAM) prior to submitting a quotation.

• Overseas Contractors are recommended to register in SAM prior to contract award.

• No payment will be made for preparation and submission of quotations.

• Japanese consumption taxes are exempt; a Certificate of Tax Exemption Purchase will be provided.

• The document includes numerous FAR and DOSAR clauses incorporated by reference and in full text, covering various aspects such as contract terms, solicitation provisions, evaluation factors, representations and certifications, and specific requirements related to foreign procurements, telecommunications, and supply chain security.

Pre-Solicitation Notice

This notice announces the upcoming "A/C and Ceiling/Lighting Renewal for the CAC at the U.S. Consulate General Sapporo, Japan." The U.S. Consulate General Sapporo, Japan will post the solicitation on SAM.gov when it becomes available. This is a pre-solicitation notice, meaning the solicitation has not yet been issued.

• The contract will be for a firm-fixed-price agreement to provide A/C and Ceiling/Lighting Renewal services.

• Contract Type: Firm-fixed-price.

• Place of Performance: U.S. Consulate General Sapporo, Japan.

• All responsible sources may submit a quotation, which will be considered.

• The Government may award the contract based on initial offers without discussion.

• Electronic submissions are allowed and should not exceed 15MB per email.

• Set Aside: N/A

• All U.S. Contractors must be registered in the System for Award Management (SAM) database prior to submitting a quotation.

• Overseas Contractors are recommended to register in SAM prior to contract award.

• The opportunity is subject to FAR provision 52.229-12 - Tax on Certain Foreign Procurements (FEB 2021).

• The primary point of contact is Matthew J. Haffner, Contracting Officer. The secondary point of contact is Toshiya Ikeda, Procurement Agent.