Kitchen hoods and exhaust systems at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), and Sagami General Depot (SGD). This service shall be performed in accordance with (IAW) this Performance Work Statement (PWS)

Solicitation / RFP / RFQ

This document supplements Solicitation FA520926Q0018, which pertains to the inspection and cleaning of kitchen hoods and exhaust systems at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), and Sagami General Depot (SGD).

• The solicitation covers inspection and cleaning of kitchen hoods and exhaust systems.

• Not specified in this document.

• Site Visit: A site visit is scheduled for 10 Apr 2026 at 1000 hours JST at Camp Zama. Offerors are urged to inspect the sites. Failure to inspect does not relieve the offeror of responsibility for contract performance.

• Gate Pass Request: To attend the site visit, a Gate Pass Request Form (Attachment 1) must be submitted to AKANE JUKUROGI by 11:00 hours on 3 Apr 26.

• Escorting for U.S. Installations: Offerors requiring an escort must possess a photo ID and arrive by 09:45 hrs. Those without base passes must arrive 15 minutes prior to the site visit start time.

• Questions Deadline: Questions regarding the solicitation must be submitted no later than 20 Apr 26.

• CAGE Code: Offerors must enter their CAGE/NCAGE code on their offer. Resources for obtaining a code are provided.

• SAM Registration: Registration with the System for Award Management (SAM) is recommended prior to award.

• Electronic Funds Transfer (EFT): If payment is made to a Japanese bank account, a transaction fee of ¥735 will be deducted by the accepting bank. The U.S. Government is not responsible for this fee.

• Not specified in this document.

• Any questions should be directed to the 374th Contracting Squadron. Contact information for the Contract Specialist and Contracting Officer is provided.

• Clauses or Provisions incorporated by reference can be accessed at https://www.acquisition.gov/content/regulations.

• Information provided during the site visit does not alter the solicitation's terms and conditions unless amended in writing.

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

This Performance Work Statement (PWS) outlines the requirements for providing inspection and cleaning services for kitchen hoods and exhaust systems at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), and Sagami General Depot (SGD).

• The contractor shall provide all labor, personnel, supervision, management, tools, equipment, transportation, and materials necessary for the services.

• Services must be performed in accordance with this PWS, attached appendices, and the National Fire Protection Association (NFPA) 96 latest Edition, along with other commercial and local standards.

• Cleaning includes kitchen hoods, grease removal devices, fans, ducts, lighting covers, and ventilation louvers.

• Inspection for grease buildup is required before cleaning, following NFPA 96 Chapter 12.

• Cleaning aims to remove combustible contaminants to a minimum of 0.05mm, ensuring a clean and uniform appearance.

• Electrical switches must be locked out during cleaning, except for the fire suppression system, and restored to operable state afterward.

• Fire suppression system components must not be rendered inoperable.

• Flammable solvents or chemicals are prohibited.

• Access panels and cover plates must be restored to operational condition.

• A service company label with the cleaning date must be affixed near removed access panels.

• Dampers and diffusers must be positioned for proper airflow.

• Inaccessible systems require notification to the Contracting Officer Representative (COR) and Contracting Officer (KO) for resolution.

• Required repairs to hoods and exhaust systems must be reported to the COR or KO immediately and in writing within 2 days.

• Items moved during cleaning must be returned to their original position.

• A certificate of completion, including the name of the person performing the work and the date, must be submitted.

• Work Schedule: Services to be performed weekdays, Monday through Friday, during specified hours, unless prior arrangements are made with the COR. A planned work schedule must be submitted one month before the performance start date.

• Performance Report: Submitted to the COR within 15 calendar days after completion of each work, in English and Japanese. Includes location, date/time, technician name, service description (with photos), used materials, deficiencies, and recommendations.

• Services Summary (SS #1): Three (3) defects are allowed per year for Inspection for Grease Buildup and cleaning.

• Services Summary (SS #2): One (1) late submission is allowed per year for Submittals.

• Services to be performed at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), and Sagami General Depot (SGD).

• Contractor Personnel: Must be easily recognizable, possess required certifications (e.g., Kitchen exhaust equipment diagnostician), and comply with relevant regulations.

• Security: Installation base passes, vehicle insurance, and compliance with USAG Japan regulations are required. Warning/"OFF LIMITS" signs must be posted.

• Safety: Compliance with Accident Prevention Plan, Job Hazard Analysis, and U.S. Army/Japan Fire Protection and Safety Regulations is mandatory.

• Environmental: Compliance with U.S. Government and Japanese environmental laws, including hazardous materials handling and spill prevention/response.

• Quality Control: Contractor must utilize its existing QC program and develop procedures to ensure services meet accepted commercial practices.

• Quality Assurance: Government will evaluate performance via a Quality Assurance Surveillance Plan (QASP) monitored by a COR.

• Commercial Warranty: Contractor must provide a commercial warranty, equivalent to their most favored customer service.

• Conservation of Utilities: Employees must be instructed in utility conservation practices.

• Appendix A: Listing of Required Services

• Appendix B: Maps and Sketches

Solicitation / RFP / RFQ

This solicitation is for "Kitchen Duct Inspection and Cleaning" services. The government is procuring these services to ensure the proper functioning and safety of kitchen exhaust systems at various locations.

• The contractor shall provide all necessary labor, personnel, supervision, management, tools, equipment, transportation, and materials for inspections and cleaning of kitchen hoods and exhaust systems.

• Services are required at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), and Sagami General Depot (SGD).

• The service shall be performed in accordance with the attached Performance Work Statement (PWS).

• Specific requirements for licenses are detailed in the PWS.

• This is an indefinite-quantity contract.

• The period of performance is from July 1, 2026, to June 30, 2031.

• Pricing is structured into five exhibits (A through E), each covering a one-year period.

• The contract type is Firm Fixed Price.

• Offerors must submit a quotation consisting of three parts: Part I - Summary and Miscellaneous Data, Part II - Price, and Part III - Past Performance.

• Offerors must complete SF 1449, blocks 12, 17a, 30a, 30b, and 30c.

• Offerors must complete necessary fill-ins and certifications in provisions and on-line Representations and Certifications at SAM.gov.

• A pricing exhibit must be submitted.

• Offerors must provide Geographical Qualification Information (J-Type NCAGE).

• Offerors must submit copies of required licenses.

• An acknowledgment of all solicitation amendments must be submitted.

• The offeror agrees to hold prices firm for 30 calendar days from the date specified for receipt of offers.

• Evaluation will be based on Price and Past Performance.

• The government reserves the right to perform a price realism analysis.

• The government may award multiple awards based on individual line item pricing.

• Offerors are encouraged to submit their best quote initially, as the government intends to award without further interchanges.

• Key deadlines: Offer Due Date is May 1, 2026, at 11:00 AM.

• This acquisition is currently set as UNRESTRICTED.

• Offerors must be a qualified local vendor registered to perform business in Japan and possess a J-Type NCAGE code.

• Solicitation Provisions will be removed upon contract award; Solicitation Clauses will remain as Contract Clauses.

• Price fill-in is not required in the SF 1449 section; refer to the Addendum to FAR 52.212-1 for price proposal submission using Exhibits A through E.

• Attachments include PWS, Appendix A, Appendix B, and Pricing Exhibit.

Solicitation / RFP / RFQ

This document is a Notice to Offerors for Solicitation FA520926Q0018, concerning the Inspection and Cleaning of kitchen hoods and exhaust systems at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), and Sagami General Depot (SGD).

• The primary service required is the inspection and cleaning of kitchen hoods and exhaust systems.

• Not explicitly stated in this document.

• Site Visit: A site visit is scheduled for Camp Zama on TBD Apr 2026 at 1000 hours JST. Offerors are urged to inspect the sites. Failure to inspect does not relieve the contractor of responsibility.

• Gate Pass Request: To participate in the site visit, a Gate Pass Request Form (Attachment 1) must be submitted to AKANE JUKUROGI by TBD Apr 26.

• Identification for Site Visit: Offerors without base pass holders require photo identification. Those using a Japanese driver's license must present an 8-digit password for access.

• Questions: Questions regarding the solicitation should be submitted to the Contract Specialist (AKANE JUKUROGI) or Contracting Officer (KAORI KANEMATSU) via email or phone. Questions should be submitted no later than TBD Apr 26.

• CAGE Code: Offerors must enter their CAGE/NCAGE code on their offer. Registration with SAM is recommended prior to award.

• Electronic Funds Transfer (EFT): If payment is made to a Japanese bank account via EFT, a transaction fee of ¥735 will be deducted by the accepting bank. Offerors should consider this fee.

• Not explicitly stated in this document.

• Clauses or Provisions Incorporated by Reference: The solicitation and contract incorporate clauses by reference. Full text is available upon request or at https://www.acquisition.gov/content/regulations.

• Information provided during the site visit does not alter the solicitation terms unless amended in writing.

Form / Attachment / Pricing Sheet

This document contains forms and instructions for requesting gate passes to access U.S. Forces Japan installations, specifically Camp Zama, SHA, SGD, and YND. It is required for participation in site visits and/or pre-proposal conferences.

• PASS - Escort Sheet: A roster for one-time/multiple access, requiring company name, solicitation number, and details for each individual including name, Kanji, address, telephone number, nationality, and identification type (Driver's License, Passport, or Other) with corresponding numbers.
• Participants-No escort Sheet: A list for participants not requiring an escort, requiring company name, solicitation number, and individual details (name, Kanji, telephone number).
• NOTE Sheet: Provides a guide for gate pass requests, detailing required documents for site visits/pre-proposal conferences:
  • Gate Pass Request Form
  • Color copy of valid official ID with photo for all participants
  • Copy of vehicle's Automobile Inspection certificate
  • Copy of vehicle's mandatory liability insurance
  • Copy of vehicle's voluntary insurance
• It also specifies that participants must bring the same IDs listed on the form and that driver's license users may need to provide 4-digit PIINs (Personal Identification Information Numbers) twice. Vehicles entering U.S. Forces Japan installations must have liability insurance covering at least Y30,000,000 for bodily injury and Y3,000,000 for property damage.

Bidders intending to participate in site visits or pre-proposal conferences must complete and submit the specified gate pass request forms and supporting documents. Failure to provide the correct documentation may prevent access to the installation for these important events. Ensure all required identification and vehicle insurance information is accurate and readily available.

Form / Attachment / Pricing Sheet

This document, Appendix A, lists the required services for various locations within Camp Zama (CZ), Sagamihara Family Housing, and Sagami General Depot. It details the specific locations, scheduled service months, working hours, and frequency of service required for each.

• Locations: Specific buildings and facilities are listed (e.g., Bldg 333, Dining Facility; Bldg 104, Commissary).
• Scheduled Month: Indicates when the service is to be performed (e.g., Quarterly, Every Month, Biannual, Annual).
• Working Hours: Specifies the daily hours during which the service is required.
• Frequency: Details the required frequency of service, broken down by Hood, Duct, and Fan, with some entries noting accessibility requirements.
• Special Notes: Asterisks (*) denote specific conditions, such as the need for ladders/stairs to access roofs, or the requirement for tools and equipment for roof access. Double asterisks (**) indicate that any tool and equipment are required for roof access.

This document is crucial for bidders to understand the scope and specifics of the services required at each listed location. It provides essential details for estimating costs, planning resources, and determining the feasibility of meeting the service requirements, including the timing, frequency, and any special access needs for maintenance or service activities.

Form / Attachment / Pricing Sheet

This document, "2 Pricing Exhibit rev.xlsx", provides detailed pricing information for a potential contract. It outlines specific items, their locations, quantities, and unit prices in Japanese Yen (Yen) across multiple performance periods.

• Performance Periods: The exhibit is divided into five sections (Exhibit A through E), each corresponding to a one-year performance period, starting from July 1, 2026, through June 30, 2031 (or the end date of the final task order for Exhibit E).
• Locations: Services are required at various facilities within Camp Zama, Sagamihara Family Housing Area, and Sagami General Depot.
• Items and Quantities: Each exhibit lists specific item numbers (e.g., A001AA, B001AB) with associated locations and quantities. The quantities appear to be consistent across all performance periods for each item.
• Pricing: Columns for "Unit Price (Yen)" and "Total (Yen)" are provided, though the values are not filled in the provided text, indicating these are to be completed by the bidder.

This pricing exhibit is crucial for bidders to understand the scope of services required and to prepare their price proposals. Bidders must carefully review the listed items, quantities, and locations for each performance period and enter their proposed unit and total prices in Yen. The structure suggests a potential requirement for services across multiple years, and bidders should ensure their pricing reflects the specified quantities and locations.