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

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work details the requirements for the renewal of Air Conditioning (A/C), ceiling, and lighting systems at the U.S. Consulate General Sapporo CAC.

• A/C Renewal: Replace A/C units for the Guard Booth and Security Booth, ensuring matching capacity and performance to existing systems. Includes associated components, refrigerant piping, controls, and ducts. An air exchange feature is required for the Security Booth unit. An optional quote is requested for A/C units serving the Inspection Area.
• Ceiling Renewal: Restore ceilings to original condition using new tiles that match the existing grid and layout. Above-ceiling glass wool insulation must be replaced.
• Lighting Renewal: Replace existing light fixtures with new 600x600mm LED fixtures, matching existing quantities and locations. All fixtures must be hard-wired per NEC requirements. Dimmer switches are to be installed. Downlights and exit signs are not to be replaced.
• Emergency Lighting: Replace six existing emergency lighting units with LED equivalents.
• Exhaust Fan: Replace the existing exhaust fan in the Restroom with one of equivalent capacity, hardwired per NEC requirements.
• Electrical: All new electrical wiring (lighting, HVAC, power circuits) must be enclosed in conduit and hard-wired. The Contractor must include costs to correct any non-compliant existing wiring.
• Mold Removal: Remove mold from plenum spaces using a chemical mold killer after insulation removal.
• Moving/Disposal: Temporarily relocate furniture and equipment as needed. Remove and dispose of existing ceiling assemblies, lighting fixtures, and A/C units (including exterior condensers for Guard Booth and Security Booth).

Work is to be performed at the U.S. Consulate General Sapporo CAC.

• Compliance: Work must comply with International Code, National Electrical Code (NEC), Japan Architectural Specification Standard (JASS), Japanese building electrical codes, and SHASE standards. Materials must meet or exceed Japan Industrial Standard (JIS).
• Quality Assurance: The Contracting Officer's Representative (COR) will perform QA/QC inspections. Deficiencies must be corrected at no cost to the Consulate.
• Site Conditions: Contractor must verify all site conditions and notify the COR of any discrepancies before work begins. If discrepancies are found after work commences, the COR will determine which detail is most beneficial, and the Contractor will implement it at their expense.
• Work Schedule: Work is to be performed on weekdays during normal business hours, unless approved otherwise by the COR. Advance notice is required for any work that may cause disruptions (noise, dust, odor).
• Safety: Contractor must adhere to U.S. Mission to Japan hazardous communication policy, submit MSDS for chemicals, and implement robust noise mitigation measures (sound levels not to exceed 45 dB in sensitive areas without authorization). PPE must be provided and maintained. Elevated risk activities require COR approval of proposed safety measures.
• Cleaning: Maintain clean work areas daily and perform final detailed cleaning upon completion.
• Warranty: A one (1) year guarantee against defects from the date of acceptance is required.
• Occupied Space: Work must be performed in occupied spaces, with efforts to minimize disruption to occupants' comfort, privacy, and daily continuity.

Amendment / Modification

This amendment (002) to Solicitation/Modification of Contract PR15968565 revises the Request for Quotation (RFQ) No. 19JA7026Q0084, titled "A/C and Ceiling/Lighting Renewal for the CAC."

• The previously issued Statement of Work (SOW) has been deleted in its entirety and replaced with a new SOW, provided as Attachment 1.

• The quotation submission deadline has been extended to June 5 at 12:00 noon.

• Statement of Work (SOW)

• Quotation Submission Deadline

• The deadline for submitting quotations has been extended to June 5 at 12:00 noon.

Amendment / Modification

This amendment revises the Statement of Work (SOW) for the "A/C and Ceiling/Lighting Renewal for the CAC" project. The original SOW is deleted and replaced with a new "Attachment 1".

Additionally, the deadline for submitting questions has been extended to May 28 at 12:00 noon, and the quotation submission deadline has been extended to June 3 at 12:00 noon.

• Statement of Work (SOW)

• Deadline for questions extended to May 28 at 12:00 noon.

• Quotation submission deadline extended to June 3 at 12:00 noon.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work outlines the requirements for the A/C and Ceiling/Lighting Renewal for the U.S. Consulate General Sapporo CAC.

• General: All work must comply with International Code, National Electrical Code (NEC), Japan Architectural Specification Standard (JASS), Japanese building electrical codes, and SHASE standards. Materials must meet or exceed Japan Industrial Standard (JIS).

• Moving/Disposal: Temporary relocation of furniture and equipment is required. Removal of existing ceiling assemblies, lighting fixtures, supply/return registers, and built-in A/C units for the Guard Booth and Security Booth.

• Air Conditioning: Furnish and install two new A/C units for the Guard Booth and Security Booth, matching existing system specifications. Includes refrigerant piping, controls, ducts, registers, and accessories. Option to quote replacement A/C units for the Inspection Area.

• Ceiling: Restore ceiling with new tiles matching existing grid. Above-ceiling glass wool insulation must be replaced.

• Lighting: Replace old light fixtures with new 600x600mm LED fixtures, maintaining existing quantities and locations. All fixtures must be hard-wired per NEC requirements. Dimmer switches required; downlights and exit signs are not to be replaced.

• Exhaust Fan: Replace old exhaust fan in the Restroom with an equivalent capacity, hardwired unit per NEC requirements.

• Electrical: All new wiring (lighting, HVAC, power) must be enclosed in conduit and hard-wired. Existing non-compliant wiring must be corrected at the Contractor's expense.

• Warranty: One (1) year guarantee against defects from the date of acceptance.

• Cleaning: Maintain clean work areas daily and perform final detailed cleaning to vacuum-clean standard.

• Occupant Sensitivity: Minimize disruptions (noise, dust, odor, access) in occupied spaces. Professional conduct expected.

• Noise: Sound levels must not exceed 45 dB in sensitive areas without authorization.

• Work to be performed at the U.S. Consulate General Sapporo CAC.

• Work to be performed on weekdays during normal business hours, unless otherwise approved.

• Design & Planning: Develop a design, detailed work plan, and installation approach for COR approval before commencing work.

• Submittals: Submit shop drawings, material samples, color samples, and work schedule for COR approval prior to work commencement.

• Safety: Comply with all applicable safety laws and U.S. Department of State requirements. Maintain a safety program, provide PPE, and submit proposed safety measures for elevated risk activities for COR approval. Report all accidents and unsafe conditions immediately.

• Chemicals: Submit anticipated chemical hazards, risk mitigation strategy, and MSDS for COR approval before use. No chemicals to be used without written approval.

• Verification: Contractor must verify all dimensions, equipment, and site conditions, notifying the COR of any discrepancies before work alters existing conditions.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Request for Quotations (RFQ) No. 19JA7026Q0084 for A/C and Ceiling/Lighting Renewal at the U.S. Consulate General Sapporo.

• Conduit Support: Anchors are acceptable for supporting electrical conduits, air conditioners, and lighting fixtures, provided they are secured with bolts into the steel frame. Manufacturer's guidance should be followed for anchor installation.
• Ventilation: Installing a separate total heat exchanger for the Security Booth and Guard Booth is acceptable.
• Asbestos: No asbestos has been identified in the ceiling or exterior wall materials.
• Utilities: Electricity, water, and restroom facilities will be available free of charge during construction.
• Lighting: Dimmers are not required for LED lighting in restrooms. The passageway is intended to remain lit 24 hours a day.
• AC Units: Product/model numbers for AC indoor units in the CAC Security Room, CAC Inspection Station, and Police Box are provided in a table.
• AC Replacement: Reuse of existing ducts, refrigerant piping, and electrical wiring is permitted if in suitable condition. Reused components must be warranted equivalent to new materials and ducts must be cleaned internally. The existing 3/8" and 5/8" refrigerant piping in the inspection area may need replacement as current products use smaller sizes (1/4" and 1/2").
• Emergency Lights: Only batteries need to be replaced to restore proper operation of emergency lights.

This Q&A document clarifies technical and logistical aspects of the project, potentially impacting how bidders prepare their quotations and approach the work. No changes to due dates or submission rules are indicated.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks proposals for the A/C and Ceiling/Lighting Renewal for the CAC at the U.S. Consulate General Sapporo. The U.S. Government intends to award a firm-fixed-price contract to the responsible company submitting the lowest priced acceptable offer.

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

• Performance of required electrical wiring corrections.

• Verification of site conditions and existing equipment.

• 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.

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

• Specific qualifications are required for personnel performing electrical work, HVAC and mechanical work, and refrigerant handling.

• Contractor must demonstrate prior experience in comparable renovation work in occupied commercial, institutional, diplomatic, or similarly sensitive 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: Contractor shall guarantee all work against defects for one (1) year from acceptance.

• Pre-Quotation Conference and Site Visit: Wednesday, May 20, 2026, 10:00 a.m. to 12:00 noon (Japan Standard Time) at the U.S. Consulate General Sapporo. Attendees must RSVP by email to Toshiya Ikeda by May 18, 2026, 12:00 noon JST.

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

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

• Submission Method: Electronic submission via email to Toshiya Ikeda (IkedaTX@state.gov). Email size limit is 15MB; larger submissions must be sent in multiple emails. Quoters must confirm receipt.

• Evaluation Criteria: Award will be made to the lowest priced, technically acceptable, responsible offeror. Evaluation will consider price, technical acceptability (compliance with RFQ terms and SECTION 3 requirements), and contractor responsibility (FAR 9.1 criteria).

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

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

• The U.S. Consulate General Sapporo is exempt from Japanese consumption taxes.

• Attachment 1 contains the Statement of Work (SOW).

• Attachment 2 contains Drawings (to be provided at the site visit).

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.