Building Maintenance, U.S. Consulate General Osaka-Kobe, Japan

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation to establish a single firm-fixed-price Blanket Purchase Agreement (BPA) for Building Maintenance Services at the U.S. Consulate General Osaka-Kobe, Japan. Offerors must demonstrate the capability to provide managerial, administrative, and technical personnel for scheduled and unscheduled maintenance work orders.

• Building Maintenance Services including routine, preventive, and emergency maintenance.

• Management and execution of scheduled and unscheduled work orders.

• Compliance with performance standards and contractual obligations.

• Provision of key personnel with required qualifications and experience.

• Development and implementation of a staffing plan, technical approach, and quality assurance plan.

• Demonstration of organizational capability and past performance.

• Contract Type: Firm-Fixed-Price Blanket Purchase Agreement (BPA).

• Period of Performance: 60-month total ordering period, structured into five (5) individual 12-month ordering periods.

• Ordering Periods:

  • May 1, 2026 - April 30, 2027 (First Period)
  • May 1, 2027 - April 30, 2028 (Second Period)
  • May 1, 2028 - April 30, 2029 (Third Period)
  • May 1, 2029 - April 30, 2030 (Fourth Period)
  • May 1, 2030 - April 30, 2031 (Fifth Period)

• Place of Performance: U.S. Consulate General Osaka-Kobe Building, Mansfield House, and Consul General's Residence in Japan.

• Defense Base Act (DBA) Insurance is required for U.S. citizens or residents, or those hired in the U.S.

• Quotations are due no later than 15:00 Central European Time (CET) on Friday, March 27, 2026.

• Submission is via email to Jenina Dosch (DoschJK@state.gov) and FrankfurtRPSO@state.gov, with the subject line "Quotation 19GE5026Q0025."

• Quotations must consist of two volumes: Volume 1 – Price Quotation and Volume 2 – Technical Quotation.

• Evaluation Factors: Compliance Review, Technical Capability, Past Performance and Experience, and Price.

• The award will be made to the responsible Offeror whose quotation is most advantageous to the Government, considering price and other factors.

• This acquisition is not set-aside for small business concerns.

• Applicable NAICS Code: 561210 Facilities Support Services.

• Offerors must be registered in the System for Award Management (SAM) and provide proof of active registration or follow instructions for new registration and provide CAGE Code.

• A site visit is scheduled for Wednesday, March 18, 2026. Advance registration is mandatory.

• Questions must be submitted in writing by Thursday, March 19, 2026.

• The solicitation incorporates provisions and clauses by reference, accessible at www.acquisition.gov.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 – Unscheduled Work Orders Historical Data," provides historical data on unscheduled and non-maintenance work orders for Building Maintenance at the U.S. Consulate Osaka-Kobe, Japan. It is intended to provide context regarding the typical volume, scope, complexity, and frequency of these requests for the period of January 1, 2024, to December 31, 2025.

The document categorizes unscheduled work orders into the following areas:

• Meeting Room Setup / Arrangements
• Furniture Moving and Relocation
• Wall Mounting and Installation
• Equipment and Technology Handling
• HVAC/Climate Control
• Electrical/Lighting
• Plumbing
• Appliance Repairs
• Facility Maintenance
• Safety / Security
• Property Disposal and Removal
• Miscellaneous Services

It also provides a summary including:

• Expected Monthly Volume: 17 tickets/month average (409 tickets over 24 months).
• Peak Planning: Approximately 30 tickets/month during seasonal HVAC transitions and periods of increased event and furniture activity.
• Location Distribution: ~70% in the Consulate Office Building, ~30% in Residential Units.
• Staffing Considerations: Capacity to handle average volume with flexibility for spikes, scaling for HVAC transitions, and immediate response for plumbing issues.
• Response Time Requirements: 30% require same-day/next-day response, 50% within 2-3 days, and 20% are non-urgent.

This attachment is crucial for bidders to understand the scope and nature of the building maintenance services required. It details the types of tasks, their frequency, seasonality, urgency, and location, which will inform their understanding of the workload, required staffing, and operational demands for any related solicitation. Bidders can use this data to estimate resource needs, develop pricing, and assess their capability to meet the historical demand patterns.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Representations and Certifications," requires offerors to provide current, accurate, and complete information regarding their business and compliance status. It is a mandatory component for submission with an offer.

Part I: Offeror Information

• Company Name
• Company Address
• Unique Entity Identifier (UEI)
• Point of Contact (Full Name)

Part II: Representations & Certifications This section includes several standard Federal Acquisition Regulation (FAR) and Department of State Acquisition Regulation (DOSAR) provisions that require specific certifications and representations from the offeror. These include:

• FAR 52.203-11: Certification and Disclosure Regarding Payments to Influence Federal Transactions.
• FAR 52.203-18: Representation regarding Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements.
• FAR 52.209-2: Representation on Prohibition on Contracting with Inverted Domestic Corporations.
• FAR 52.204-90: Offeror Identification, requiring Taxpayer Identification Number (TIN) and Commercial and Government Entity (CAGE) code, along with details on ownership and predecessors if applicable.
• FAR 52.240-90: Security Prohibitions and Exclusions Representations and Certifications (RFO DEVIATION), covering telecommunications equipment, FASCSA orders, Sudan, and Iran sanctions.
• DOSAR 652.225-70: Certification regarding the Arab League Boycott of Israel.
• DOSAR 652.228-70: Defense Base Act - Covered Contractor Employees, requiring information on employee categories and location-specific workers' compensation coverage.
• Addendum to DOSAR 652.242-73: Authorization and Performance, certifying the obtainment of necessary licenses and permits for performance countries.

Offerors must carefully review and complete all required sections of this document. Failure to provide accurate and complete representations and certifications may impact the eligibility of their offer. Specific attention should be paid to the certifications related to lobbying, confidentiality agreements, inverted domestic corporations, security prohibitions, foreign boycotts, and employee compensation laws, as these are critical compliance areas for government contracting.

Form / Attachment / Pricing Sheet

This document is Attachment 2 - Price Schedule for the Combined Synopsis/Solicitation 19GE5026Q0025 for Building Maintenance at the U.S. Consulate General Osaka-Kobe, Japan. It provides the structure for bidders to submit their firm-fixed prices for various maintenance services across five ordering periods.

• CLINs (Contract Line Item Numbers): Detail specific maintenance tasks including preventive, semi-annual, quarterly, bi-monthly, and annual scheduled maintenance for the Consulate Office Building (COB), Mansfield House Compound (MHC), and Consul General Residence (CGR).
• Services Covered: Includes work orders, inspections (fire systems, HVAC, electrical panels, water tanks, etc.), water analysis, pool operation, and minor unscheduled corrective maintenance.
• Emergency Services: Basic emergency services during normal and after-hours are listed.
• Insurance: Includes a line item for Defense Base Act (DBA) insurance.
• Pricing Fields: Offerors must enter proposed unit firm-fixed prices in yellow-highlighted fields and specify the currency.
• Hourly Labor Rates: A table is provided for fully loaded hourly labor rates for emergency repair services, to be used by the Government for price reasonableness determination, though this is not a labor hour contract.
• Ordering Periods: The schedule is broken down into five distinct ordering periods.

This pricing schedule is critical for bidders to understand the cost structure of the required building maintenance services. Bidders must complete this schedule accurately to propose their pricing for each CLIN across the specified ordering periods. The provided CLIN descriptions and quantities outline the expected scope of work for pricing purposes. The government will use the submitted pricing and the provided hourly labor rates to evaluate price reasonableness.

Form / Attachment / Pricing Sheet

This document, "Attachment 1 - Schedule and Clauses," is part of the Combined Synopsis/Solicitation 19GE5026Q0025 for Building Maintenance services at the U.S. Consulate Osaka-Kobe, Japan. It details the terms, conditions, and scope of work for a Blanket Purchase Agreement (BPA).

• BPA Structure: Establishes a 60-month term, divided into five 12-month ordering periods from May 1, 2026, to April 30, 2031.
• Performance Period: Each ordering period is 12 months.
• Terms and Conditions: The Embassy is not obligated to purchase a definite amount. Individual call limits are USD 350,000. Defense Base Act (DBA) insurance is required for certain employees.
• Ordering Mechanism: Services are requested via individual calls placed by the RPSO Contracting Officer or authorized representative.
• Invoices: Monthly invoices are to be submitted to the Contracting Officer Representative.
• Deliverables/Reports: Includes an Execution Plan, Defense Base Act (DBA) documentation, and various reports (Monthly Building Maintenance Report, Annual Facilities Condition Survey, Inspection Report).
• Statement of Work (SOW): Outlines general requirements, key personnel qualifications, and detailed duties for various trades including Electrician, HVAC Technician, Plumber, Carpenter, Mason, Painter, and specifies required speaking level.
• Definitions: Provides definitions for key terms used throughout the document.
• Facility Descriptions: Details the electrical, water and sewage systems, swimming pool maintenance, emergency generators, heating, and air conditioning systems for the Consulate Office Building (COB) and Mansfield House Compound (MHC).
• Clauses: Incorporates numerous FAR and DOSAR clauses by reference, including those related to contractor employee rights, personal identity verification, security, payment, and the role of the Contracting Officer's Representative (COR).

This document is critical for potential bidders as it defines the comprehensive scope of work, performance period, ordering procedures, reporting requirements, and specific technical qualifications needed for the building maintenance services. It outlines the detailed responsibilities and expectations for contractors, including specific tasks for various trades and the operational requirements of the facilities.