Gardening and Landscape Maintenance Services, U.S. Embassy Tokyo, Japan

Solicitation / RFP / RFQ

This is a combined synopsis and solicitation for Gardening and Landscape Maintenance Services at the U.S. Embassy Tokyo, Japan. The government intends to award a single Blanket Purchase Agreement (BPA) with a total ordering period of 60 months, structured into five individual periods. All BPA calls will be firm-fixed-price (FFP).

• The core requirement is for gardening and landscape maintenance services at U.S. Government-owned or managed property in Tokyo, Japan.

• Specific requirements, performance standards, and conditions will be detailed in Attachment 1 (Schedule and BPA Clauses), which includes the Statement of Work (SOW).

• Offerors must describe their approach to meeting all stated performance, delivery, and compliance obligations.

• Compliance with all applicable laws, regulations, decrees, and ordinances of the country of performance is required.

• Defense Base Act (DBA) insurance requirements are detailed in Attachment 1, Section B.3.

• A Trafficking in Persons Compliance Plan and Annual Certification is required for contracts performed outside the U.S. with a value of USD 500,000 or greater.

• Contract Type: Single Blanket Purchase Agreement (BPA).

• Ordering Period: 60 months, structured into five individual periods.

• BPA Calls: Firm-Fixed-Price (FFP).

• Funding: Obligated at the BPA call level.

• Site Visit: An organized site visit is scheduled for Thursday, May 28, 2026, beginning at 10:00 a.m. local time. Registration is required by Wednesday, May 27, 2026. Attendance is limited to two representatives per company.

• Questions Deadline: In writing via email by Friday, June 5, 2026, 15:00 CET.

• Offers Deadline: Via email by Friday, June 26, 2026, 15:00 CEST.

• Offer Submission: Offers must be submitted in two volumes: Volume 1 (Price Proposal & Representations) and Volume 2 (Technical Proposal). Specific content for each volume is detailed in Section X.

• Evaluation: Award will be made to the responsible Offeror whose quotation is most advantageous, considering price and other factors. Evaluation factors include: Compliance Review, Technical Capability, Past Performance, and Price. The government will use a comparative evaluation method.

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

• Applicable NAICS Code: 561730 - Landscaping 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 a CAGE Code.

• The solicitation incorporates provisions and clauses by reference; full text is available at www.acquisition.gov.

• Offerors are encouraged to attend the site visit.

• Late submissions will not be considered.

• The government reserves the right to award without discussions.

Form / Attachment / Pricing Sheet

This document provides instructions for completing IRS Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments." This form is used by foreign persons who receive specified federal procurement payments from the U.S. government and are seeking to claim an exemption from the 2% tax imposed by Section 5000C of the Internal Revenue Code.

• General Instructions: Explains the purpose of Form W-14, who must provide it, and when it should be submitted (ideally at the time of contract offer, but no later than contract execution).
• Definitions: Clarifies terms such as "acquiring agency," "foreign contracting party," "international procurement agreement," and "specified federal procurement payment."
• Specific Instructions (Part I): Details how to identify the foreign contracting party and the acquiring agency, including providing addresses, country of incorporation, and contract numbers.
• Exemption Claims (Parts II & III): Outlines how to claim exemptions based on international agreements (like tax treaties) or if goods/services are produced/performed in the United States. It requires identifying specific exempt and nonexempt amounts and calculating a contract ratio.
• Certificate (Part V): Requires the foreign contracting party to make certifications under penalties of perjury.
• Appendices: Lists qualified income tax treaties that provide exemptions from the Section 5000C tax.

Foreign entities bidding on U.S. government contracts that may involve specified federal procurement payments must understand and potentially complete this form to claim tax exemptions. Failure to provide the form or providing incorrect information could result in the 2% tax being withheld. Bidders should review the instructions to determine if they are subject to the tax and how to claim any applicable exemptions based on their country of origin, international agreements, or the location of goods/services production.

Solicitation / RFP / RFQ

This document is a Combined Synopsis/Solicitation (19GE5026Q0078) for Gardening and Landscape Maintenance Services at the U.S. Embassy Tokyo, Japan. It establishes a Blanket Purchase Agreement (BPA) for these services at U.S. Government-owned and leased facilities, including the Embassy, residential compounds, and associated facilities.

• Comprehensive gardening and landscape maintenance services as detailed in the Statement of Work (SOW).

• Services include mowing, weeding, pruning, debris removal, watering, fertilizing, pest and disease control, flower bed and planter maintenance, pond maintenance, bamboo fence maintenance, and cleaning services.

• Seasonal maintenance activities such as flower replacement, lawn care, and professional inspections (lawn and tree doctors).

• Management and supervision, reporting, and documentation.

• Specific requirements for lawn height, lawn repair, and a "pure green lawn" for the CMR garden.

• Maintenance of flower beds, planters, and potted plants, including seasonal replacement and poinsettia delivery.

• Pond maintenance, including bi-annual cleaning.

• Bamboo fence maintenance.

• Cleaning of specific areas like tennis courts, basketball courts, children's playground, and CMR interior perimeter walls.

• Contractor must develop and submit a Grounds Maintenance Plan (GMP) and a Monthly Grounds Maintenance Report.

• A single-award BPA with a 60-month term, consisting of five (5) individual ordering periods.

• Each ordering period is 12 months long, starting September 16, 2026, and ending September 15, 2031.

• Firm-fixed-price (FFP) contract type.

• Each individual BPA call shall not exceed USD 700,000.00.

• The BPA does not obligate the Government to purchase a minimum quantity.

• Proposals are to be submitted as part of the offer, including a Technical Proposal with a Preliminary Transition Plan and a Grounds Maintenance Plan.

• Pricing structure is firm-fixed-price (FFP).

• Evaluation criteria are not detailed in this attachment.

• This is a commercial acquisition as defined in FAR 2.101 and FAR part 12.

• Defense Base Act (DBA) insurance is required for U.S. citizens and individuals hired in the U.S., but not for Host Country Nationals (HCNs) and Third Country Nationals (TCNs) in Japan due to a DOL waiver.

• The U.S. Embassy Tokyo is exempt from Japanese consumption tax (VAT).

• The Contractor shall maintain general liability insurance.

• A detailed Quality Control Program (QCP) and Safety and Accident Prevention Plan are required.

• Contractor personnel require security clearances and "One Badges" for site access.

• Specific clauses are incorporated by reference, including FAR and DOSAR clauses related to various aspects of contract performance, safety, and administration.

• Attachments include Price Proposal Breakdown and IRS Form W-14.

Form / Attachment / Pricing Sheet

This document is IRS Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments." It is used by foreign entities to certify their eligibility for exemptions from certain U.S. federal procurement taxes, specifically under Section 5000C of the Internal Revenue Code, based on international agreements or the origin of goods/services.

• Part I: Identification: Collects information about the foreign contracting party and the acquiring U.S. agency.
• Part II: Exemption Based on an International Agreement: Allows certification for relief from tax under Section 5000C pursuant to an international agreement (e.g., a tax treaty).
• Part III: Exemption Based on an International Procurement Agreement or Goods/Services Produced/Performed in the U.S.: Allows certification for exemptions related to international procurement agreements or if goods/services are produced/performed in the U.S.
• Part IV: Explanation: Requires detailed explanations for the claimed exemptions, including specific agreements, provisions, countries, and methods for allocating contract prices.
• Part V: Certificate: A sworn statement by the foreign person or their representative, certifying the accuracy of the information and acknowledging relevant tax obligations and regulations.

Foreign entities bidding on U.S. federal contracts may need to complete and submit this form to claim tax exemptions. Bidders should review the form and its instructions to understand the information required and the basis for claiming any exemptions. This form directly impacts the financial aspects of a contract for foreign parties by potentially reducing their tax liability.

Form / Attachment / Pricing Sheet

This document is Attachment 2, the Price Proposal Breakdown for the "Gardening and Landscaping Maintenance Services, U.S. Embassy Tokyo, Japan" solicitation (19GE5026Q0058). It provides a structured format for offerors to submit their proposed firm-fixed prices for each ordering period.

• The price schedule is divided into five ordering periods, each with a "Grand Total".
• For each ordering period, pricing is broken down by CLIN (Contract Line Item Number):
  • CLIN 1001-4001 (Ordering Periods 1-4): Chancery Site Monthly Comprehensive Gardening and Landscaping Maintenance Services.
  • CLIN 1002-4002 (Ordering Periods 1-4): Chief of Mission Residence (CMR) Site Monthly Comprehensive Gardening and Landscaping Maintenance Services.
  • CLIN 1003-4003 (Ordering Periods 1-4): Deputy Chief of Mission Residence (DCMR) Site Monthly Comprehensive Gardening and Landscaping Maintenance Services.
  • CLIN 1004-4004 (Ordering Periods 1-4): Mitsui Housing Compound Monthly Comprehensive Gardening and Landscaping Maintenance Services.
  • CLIN 1005-4005 (Ordering Periods 1-4): Defense Base Act (DBA) insurance, if applicable.
• Offerors are instructed to enter proposed unit firm-fixed prices in the yellow-highlighted fields and specify the applicable currency.
• Important notes state that all prices must be firm-fixed for the duration of each ordering period, include all necessary costs (labor, materials, overhead, profit, insurance, etc.), and must NOT include Japanese consumption tax (VAT).

This attachment is critical for bidders to understand the pricing structure required for their proposal. It details the specific services to be priced across multiple ordering periods and outlines the requirements for firm-fixed pricing, cost inclusions, and exclusions (like VAT). Bidders must accurately complete this schedule to comply with solicitation requirements.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Representations & Certifications," is a required component of the "Combined Synopsis/Solicitation 19GE5026Q0078" for Gardening/Landscaping Maintenance Services at the U.S. Embassy Tokyo, Japan. It requires offerors to provide specific information and certifications to be considered for the contract.

This attachment details various representations and certifications that offerors must complete and submit. Key sections include:

• Offeror Information: Basic details such as Company Name, Address, Unique Entity Identifier (UEI), and Point of Contact.
• Representations & Certifications: This section includes numerous FAR (Federal Acquisition Regulation) and DOSAR (Defense Acquisition Supplement) clauses that require specific certifications and representations from the offeror. These cover areas such as:
  • Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (FAR 52.203-11).
  • Prohibition on Contracting with Entities That Require Certain Internal Confidentiality Agreements or Statements (FAR 52.203-18).
  • Offeror Identification and Taxpayer Identification (FAR 52.204-90).
  • Prohibition on Contracting with Inverted Domestic Corporations (FAR 52.209-2).
  • Certification Regarding Trafficking in Persons Compliance Plan (FAR 52.222-56).
  • Tax on Certain Foreign Procurements - Notice and Representation (FAR 52.229-11).
  • Security Prohibitions and Exclusions Representations and Certifications (FAR 52.240-90), including those related to Sudan and Iran.
  • Arab League Boycott of Israel (DOSAR 652.225-70).
  • Defense Base Act – Covered Contractor Employees (DOSAR 652.228-70).
  • Addendum to Authorization and Performance (DOSAR 652.242-73).

Completing and submitting this document accurately and thoroughly is critical for offerors. Failure to provide all requested information may result in exclusion from further consideration. The information required helps the government assess compliance with various federal regulations and policies, and ensures the offeror meets the necessary legal and ethical standards for contracting with the U.S. government.