Acquisition of Wood Flooring and Adhesives

Amendment / Modification

This amendment (0003) to solicitation 19JA8026Q0017 serves to:

• Overwrite answers provided in Amendment No. 00002.

• Revise subsection 1.2.1 (a) List of Items to be Purchased (3).

• Extend the due date/time for quotations from 3:00 p.m., Tuesday, March 17, 2026, to 3:00 p.m., Friday, March 27, 2026 (Japan Standard Time).

• Subsection 1.2.1 (a) List of Items to be Purchased (specifically item 3, Dimensions).

• The deadline for submitting quotations has been extended to March 27, 2026.

Amendment / Modification

This amendment provides responses to vendor questions (Second Set) and revises the measurement specifications for the wood flooring.

• Subsection 1.2.1 (a) List of Items to be Purchased, specifically the "Measurement per piece" for the wood flooring.

• The amendment clarifies the acceptable thickness and length range for the wood flooring.

• It confirms that uniform length is required, not random length, and specifies an acceptable length range of 1000mm to 3000mm.

• It provides specific product details for the wood flooring (Style HW582CA303 Oak Traditions, Rustic Natural color #00135) and adhesive (Shaw floor 3-in-1 Ultra).

• The amendment does not extend the offer receipt deadline.

Amendment / Modification

This amendment provides Questions & Answers (Q&As) related to Solicitation No. 19JA8026Q0017.

• The amendment addresses questions regarding the dimensions of wood flooring and the acceptability of manufacturer-recommended adhesives.

• Wood Flooring Dimensions: The government has provided specific metric dimensions for the wood flooring (L1490mm x 128.56mm or 125.5mm, T 8.4-8.5mm). While the length can be adjusted, the width and thickness must remain consistent with the specifications. Random lengths from 11.7 to 58.5 inches are not acceptable. Bidders should ensure their proposed flooring meets these requirements or confirm if custom sizes are needed.

• Adhesive: Equivalent adhesives supplied by the wood manufacturer are acceptable, provided they are suitable for indoor use and do not pose issues with fumes. Quoters must submit the Material Safety Data Sheet (MSDS) for any proposed adhesive as part of their quotation for technical evaluation.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for the acquisition of Wood Flooring and Adhesives for the U.S. Embassy Housing Compound in Tokyo, Japan. The U.S. Embassy Tokyo intends to award a Purchase Order to the responsible company submitting an acceptable quote at the lowest price.

• Acquisition of Wood Flooring Materials (Style: HW582CA303 Oak Traditions or equivalent, Color: Rustic Natural #00135, Quantity: 5,000 sq ft or 465 sq meters).

• Acquisition of Wood Adhesive (Style: Shaw floor 3-in-1 Ultra or equivalent, Quantity: 50 pails).

• Delivery to one of two locations: U.S. Despatch Agency in the U.S. or U.S. Embassy Tokyo, Japan.

• Packing and shipping instructions are detailed, including requirements for forklift-ready pallets and wooden crates.

• Japanese Consumption Taxes are not applicable; the U.S. Embassy is exempt.

• This is a firm-fixed price type of Purchase Order.

• Prices must include all labor, materials, overhead, profit, and transportation.

• Offers and payments will be in U.S. Dollars. Firms not meeting the U.S. firm definition will be paid in Japanese Yen.

• Questions Due: Friday, March 6, 2026, by 3:00 p.m. (Japan Standard Time). Submit via email to OgawaraAX@state.gov. Responses will be consolidated and posted on SAM.gov.

• Quotations Due: Tuesday, March 17, 2026, by 3:00 p.m. (Japan Standard Time).

• Submission Method: Electronically via email to OgawaraAX@state.gov. Email size must not exceed 15MB; use separate emails if necessary.

• Confirmation: Contact Ayaka Ogawara by phone or email to confirm receipt of quotation.

• Evaluation: Award will be made to the lowest priced, acceptable, responsible offeror.

• Quotation Requirements:

  • Volume 1: Completed SF 1449 (Blocks 17a, 30a, 30b, 30c).
  • Volume 2: Pricing (Subsection 1.1.2), including currency.
  • Volume 3: Representations and Certifications (Section 5).
  • Volume 4: Proof of SAM registration (screenshot of "Active Registration").

• Quotations must be in English; incomplete quotations will not be accepted.

• This acquisition is UNRESTRICTED.

• Quoters must be registered in the SAM (System for Award Management) database prior to contract award.

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

• Standard FAR and DOSAR clauses are incorporated by reference and in full text as detailed in the document.