HVAC PIPING AND THERMAL INSULATION REPLACEMENT, U.S. EMBASSY TOKYO, JAPAN

The U.S Consulate General, Frankfurt provides the following Pre-Solicitation Notice regarding the issuance of a Request for Proposal (RFP) for: HVAC PIPING AND THERMAL INSULATION REPLACEMENT, U.S. EMBASSY TOKYO, JAPAN The Regional Procurement Support Office in Frankfurt, Germany, intends to issue a Firm Fixed-Price Construction Type Contract in the fourth quarter of fiscal year 2025. The successful offeror shall provide complete construction services, contract coordination, and supervision, including but not limited to the management and construction necessary to meet the requirements of this contract within the established timeframe.

The successful offeror shall perform all required construction services including furnishing all labor, material, equipment, and services required to complete the replacement of the HVAC chilled and hot water piping and thermal insulation for the twenty-eight (28) Temple Townhouses units at the U.S. Embassy Apartment Compound (Mitsui Housing Compound) located at 2-1-1 Roppongi, Minato-ku, Tokyo 106-0032.

Pursuant to Subpart 36.204 of the Federal Acquisition Regulation (FAR), the estimated magnitude for the entire project is between $500,000.00 and $1,000,000.00 U.S. Dollars (Note: the prescribed FAR range determinations provide relatively wide ranges only, in order to give potential offerors a very general orientation as to the magnitude of the work.

However, the specified range is not meant to give any indication as to the Independent Government Cost Estimate for this project, which could be at the lower or the upper end of the range indicated). Qualified companies interested in the solicitation shall express their interest by written correspondence to the attention of Ms. Joanna Catsamaki at CatsamakiJ@state.gov and FrankfurtRPSO@state.gov no later than June 28, 2025 using the solicitation number 19GE5025R0097 in the subject line. DO NOT TELEPHONE.

All requests for a copy of the solicitation MUST include the following information: Name of Firm, Unique Entity Identifier (Formerly DUNS #), Name, Telephone and Email Address of Point of Contact and Complete Physical and Mailing Address of Firm. The solicitation package/documents shall not be placed on SAM.gov. Only companies submitting a letter of interest shall receive a copy of the solicitation package/documents when available. The solicitation package will only be available in the English language.

All requirements for translations will be at the expense of the Contractor. Firms shall be knowledgeable in written and spoken English and possess all appropriate permits and licenses to perform construction work in Japan. A pre-proposal conference and site visit to be determined (TBD) details will be provided to interested offerors when available.

By submitting a Letter of Interest (LOI) you are acknowledging that your company is able to reach compliance with the following requirements included in the solicitation: In accordance with DOSAR 652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999 it will be necessary for your organization to possess authorization to operate and do business in the country in which this contract will be performed.

Contractors shall be required to provide: A thorough description as to what steps you have taken to investigate all requirements to obtain authorization to perform in the given country, Details of your findings and a description of what your organization will actually be required to undertake to obtain licensing, and Specific information concerning the period of time you anticipate it will take to obtain appropriate authorization.

You will be required to provide information that clearly shows you are able to work in the country of Japan. Any entry or work visa issues requirements must be clearly discussed with a plan to mitigate any risk clearly identified. The U.S. Government will not provide any assistance with visas.

Irrevocable Letters of Credit (ILC): You will be required to show by way of a letter from a financial institution that your company will be provided with ILCs or Bonds totaling 40% of the value of the contract. The amounts being approved by your bank will need to be written into the documentary proof. The bank’s confirmation letter regarding ILCs or bonds shall be submitted with your proposal to the solicitation.

Please note that the Unique Identifier Number and System for Award Management (SAM) registration are mandatory requirement for all companies to be considered for contract award. Offerors may obtain a Unique Identifier Number and information on SAM registration and annual confirmation requirements via the internet at System for Award Management: www.sam.gov.

The failure to provide the above documentation when submitting your proposal may result in your proposal being found technically unacceptable and removed from the competition without further discussions. Solicitation and award will be subject to the laws and regulations of the United States of America. This requirement is being competed utilizing full and open competition procedures. The Contract Specialist for the administration of this contract is Ms. Joanna Catsamaki, email: CatsamakiJ@state.gov.