19JA8025Q0009 - Questions and Answers 1.pdf

March 25, 2025

Questions and Answers

Request for Quotations No. 19JA8025Q0009, Replace Deteriorated Hot Water Piping in CMR

Question 1:

Do we need to install some expansion pipes?

Answer 1:

The existing piping doesn’t have expansion pipes, and the new pipe material we’re installing doesn’t require expansion joint.

Question 2:

Does the existing insulation contain asbestos?

Answer 2:

No asbestos containing materials.

Question 3:

What is the maximum number of hours that the water can be shut off in one day?

Answer 3:

No more than 7 hours/day.

Question 4:

Even if the main piping is switched, it cannot be used unless the branch pipes are connected. Are the hot water branch pipes used every day?

Answer 4:

These piping serves the entire second floor. If the Ambassador is present, it will be used every day.

Question 5:

If the project falls behind schedule, is overtime possible? If so, until what time can overtime be done?

Answer 5:

Maximum overtime will be until 18:00.

Question 6:

Can we work on Japanese public holidays?

Answer 6:

Yes, but please note that the successful quoter shall schedule this work when the Ambassador and family are out of town/country, and when there is no planned event in CMR.

Question 7:

There may be times when it is necessary to make business-related phone calls. Is it prohibited to bring mobile phones into the worksite?

Answer 7:

Yes, the successful quoter may bring cell phone (limited to one) and no photos.

Embassy of the United States of America

Tokyo, Japan

Questions and Answers No. 1 – RFQ No. 19JA8025Q0009

Question 8:

We have been informed that the working hours are from 8:30 to 17:30. What are the allowed entry and exit times for the facility?

Answer 8:

The successful quoter may enter at 08:00 and leave at 18:00. If OT, 18:30.

Question 9:

Are there any entry restrictions to the embassy based on nationality or other factors?

Answer 9:

There are no nationality restrictions, but access will be contingent upon Regional Security Office (RSO) records checks of each employee that will be working on site.

Question 10:

The documents we are required to submit include the 'as-built drawing diagram.' Will the base blueprint data also be provided? Please refer to the SOW on page 58, section 2.8.3.

Answer 10:

As-built is required only if the piping route has changed.

Question 11:

Will the removed materials from the existing piping be disposed of on the premises?

Answer 11:

All removed materials shall be removed and disposed out from the premises by the Contractor.

Question 12:

Will workers be allowed to use the restroom in the building?

Answer 12:

The workers may use the restrooms in the basement only.

Question 13:

Will workers be allowed to take breaks in their vehicles?

Answer 13:

Yes, but smoking is prohibited.

Question 14:

We have considered that draining the hot water instead of freezing the pipes would be safer and result in shorter water shutdown times for each instance. Is it possible to perform the work by draining all the hot water from the pipes in the attic instead of freezing them?

Answer 14:

It may be possible if the time to install the gate valve can be done quickly and restore the hot water circulation, so that other floors can use hot water. But the contractor should include the deep freeze work in the quotation, in case it is needed.

Question 15:

In what year was the existing hot water piping updated?

Answer 15:

In 1995.

Question 16:

Questions and Answers No. 1 – RFQ No. 19JA8025Q0009

Does the construction period include time for investigation and consideration?

Answer 16:

No.

Question 17:

Will it be possible to have a planned water outage spanning multiple days?

Answer 17:

Yes, but it all depends on Ambassador's schedule and Embassy's function/events schedule.

Question 18:

Are there any regulations regarding noise and vibration? Are there specific time periods when work should be avoided?

Answer 18:

Yes, work creating noise and vibration cannot be performed when the Ambassador and his family is present.

Question 19: Photo Request - I would like to kindly request photographs of the following if possible.

19-1. The boiler unit.

Answer 19 -1: Photos denied as this is unrelated and need not to know.

19-2. The locations where the new gate valves will be installed (Hot Water Supply (HWS) and Hot Water Return (HWR)).

Answer 19-2: We have revised the “CMR Attic Photos” and will show the location (1st page).

19-3. The existing ball valves installed in the attic and 3rd-floor area (10 valves).

Answer 19-3: A sample is shown on the attached revised “CMR Attic Photos” last page, last photo.

They should assume this is typical. There may be some turns, so they should anticipate some extra fittings. Photos will not be taken on the lower-level floor.

–End of Questions and Answers-