Chancery - Building Condition Reports, Tokyo, Japan

Place Canada Embassy compound in Japan (Chancery, Official Residence, Canada Court) was constructed in 1991, valued in 2008 at JPY 8,600,000,000 (est. CAD $111,542,000) and is currently operated via a complex arrangement (“the Master Agreement”) among Canada, investors, a developer, a trustee, and a property manager (Mitsubishi UFJ Trust Bank with Shimizu Incorporated).

Canada currently owns the Chancery portion (52.5% of the building) under condominium title and the remaining 47.5% of the building (“the Surplus Portion”) is being rented out. Canada will take possession of the surplus portion in 2021, the terms of which have been agreed to by all parties. The rental agreements will be terminated by March 2021. As of July 2018, 30% of the Chancery portion is empty (15.75%) This will leave the entire structure approximately 60% vacant as of March 2021.

In Tokyo, Canada owns the official residence and a complex of staff quarters located on the compound known as Canada Court as well as two additional off-site compounds known as Azuba and Aoyama. Canada is in the process of selling a compound known as Motoyoyogu.

A feasibility study is under development with an aggressive target for completion of October 2019. This feasibility study must provide a detailed evaluation of the options related to the future of the portfolio in order to ensure the optimal solution to meet Canada’s property needs in Tokyo for the foreseeable future.

The Chancery was designed in the 1980s by Canadian architect Raymond Moriyama. It was constructed under a P3 arrangement and opened on Aoyama Avenue, in Minato-ku, Tokyo in 1991. The building has a total of 36,318 m2 gross space. The official address is Akasaka 7-chome, Minato-ku.The Chancery is housed on the upper levels of the building while the lower above-grade levels house commercial rental tenants. The building is now 27 years into its life span and therefore, upon the termination of the Master Agreement in 2021, the building will be due for a major midlife upgrade/refit, including seismic and security upgrades. The property is situated directly across from imperial grounds in the Minato-Ku district of Tokyo; this fact – along with the 1979 shade legislation - places strict limitations on the built height and volume of potential structures on the property. Lot 167-1 and 167-2 are freehold. The leasehold of lot 167-2 is registered by Mitsubishi Trust Bank K.K.; the leasehold on lot 167-2 is entrusted by Mitsubishi Trust Bank into Trust Beneficiary interest until 28 March 2021 when the ownership will revert to Canada.

The space within the chancery is designated as follows:

• Chancery operations 7,864 m²
• Chancery Representational space 4,275 m²
• Space under Partner’s operations 13,993 m²
• Building services 8,626 m²
• Parking 1,560 m²
• TOTAL 36,318 m²

The distribution and segregation of base building systems have different patterns. For example, the distribution system is one system for the full compound.

The last condition assessment (Building Condition Report) was done in the year 2018. Given the requirement for detailed sort and long-term cost data, there needs to be a wholesome approach to these investigations in establishing the new baseline document. Assessments for the purposes of strategic decision making is usually done every five (5) years.

Site conditions, which may influence this project, include the following which are not limited to:

• Compliance with the Japan Building Standard Law and all supplementary documents;
• The Occupational Safety and Health Law of Japan;
• Any Health & Safety Acts, and Regulations;
• The requirements of Canada Occupational Safety and Health Regulations;
• The Canada Labour Code.

DFATD is inviting consulting firms with Architectural or Engineering expertise to submit proposals for a single contract. The selected Proponent shall provide a range of services as identified in this Statement of Work (SOW) for the project at the designated location. Proponents shall be eligible and willing to work with licensed consultants in Japan because of the majority of the base building system information and all computerized building management system and reports will be provided in Japanese.