19JA8026Q0021 - Amendment 0002 (SF-30) - Qs and As - No. 1, 2 and 3.pdf

MENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

1 1

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

See Item 16C.

4. REQUISITION/PURCHASE REQ. NO.

PR15909185

5. PROJECT NO.

6. ISSUED BY CODE 7. ADMINISTERED BY CODE

Procurement/Contracting Office U.S. Embassy 1-10-5 Akasaka Minato-ku, Tokyo 107-8420

Japan

See Item 6.

8. NAME AND ADDRESS OF CONTRACTOR 9a. AMENDMENT OF SOLICITATION NO.

19JA8026Q0021

9b. DATED (SEE ITEM 11)

May 11, 2026 10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [ ] is extended, [ ] is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation, or as amended, by one of the following methods:

(a) by completing Items 8 and 15 and returning one copy of the amendment;

(b) by acknowledging receipt of this amendment on each copy of the offer submitted; or

(c) by separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE

HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER.

If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA

Not applicable.

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS;

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN

ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER:

E. IMPORTANT: Contractor [ ]is not, [ ]is required to sign this document and return one copy to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION

The purpose of this amendment is to provide Questions & Answers - No. 1, No. 2, and No. 3. Please see the attachments to Amendment 0002. This amendment is effective as of the date of the Contracting Officer's signature.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remain unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (type or print) 16A. NAME OF CONTRACTING OFFICER

Christopher G. Staff

15B. NAME OF CONTRACTOR/OFFEROR

BY

(signature of person authorized to sign)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA

BY

(signature of Contracting Officer)

16C. DATE SIGNED

NSN 7540-01-152-8070 STANDARD FORM 30 (REV. 10-83)

Previous edition unusable Prescribed by GSA FAR (48 CFR) 53.243

Attached to Amendment No. 0002 – Qs & As - No. 1 Request for Quotations (RFQ) No. 19JA26Q0021

June 11, 2026

Questions and Answers (Qs & As) – No.1

RFQ : 19JA8026Q0021 – Underground Fuel Storage Tanks (UST) Refurbishment Work – Tokyo, Japan

QUESTION 1:

Regarding MHC 3.0 Manhole:

Please provide product information of the plastic manhole cover. We would appreciate it if you could provide it as a catalog etc.

ANSWER 1:

There is a modification on the SOW. Manufacturer samples were provided in the SOW.

Please refer to the manufacturer specification for the installation.

The main (surface mounted) manholes shall be replaced with new fiberglass reinforced plastic manhole covers, including all seals (Universal, OPW, Franklin Fueling or equivalent). The installation shall be done in accordance with the manufacturer’s specifications. All manholes shall be watertight.

The secondary tank covers (on top of the tanks, inside the manholes) shall be replaced with metal covers, including seals (to match existing). All tank covers shall be watertight.

QUESTION 2:

Regarding MHC 6.0 Inventory Control and Leak Detection Monitoring System:

We were informed that the inventory control and leak detection monitoring system monitor will be installed outdoor near the tank. Is there an available power source nearby?

Also, we were informed that the existing monitoring system is currently installed inside the building. Shall we need to remove the existing monitoring system?

ANSWER 2:

Nearest power supply is the breaker box between the Tennis court and the Playground. The vendor shall install a dedicated circuit breaker with a waterproof box and shall run an underground wire (about 100-150m) to the location of the new monitoring system. The route of the cable shall be coordinated with the COR and the gardeners. Do not remove the existing monitoring system in the BAS.

QUESTION 3:

Is it possible to bring heavy equipment (excavator(Yumbo), crane truck, fuel tanker truck) and other vehicles onto the lawn area near the tank? These vehicles will be required for residual fuel transfer, sandblasting, and excavation for the existing manhole.

ANSWER 3:

Yes, that is possible.

Bringing of heavy equipment shall be coordinated with the COR and the Gardeners in advance.

Embassy of the United States of America Tokyo, Japan

QUESTION 4:

During the civil work for the manhole replacement, where should the sump section on the top of the tank be cut? Since the manhole receiving section (manhole skirt) needs to be newly installed for the manhole replacement, we believe that the existing sump section (cylindrical steel portion) will interfere with the installation and therefore needs to be cut back by a certain amount (approximately 300 mm).

ANSWER 4:

The manhole itself will not be replaced. Only the primary and secondary covers will be replaced.

Please refer to the modified SOW.

QUESTION 5:

Since personnel will need to enter the inside of the tank, the inspection opening assembly on the top of the tank (Round Grade Level Manway) will be removed and reinstalled. In this case, is it necessary to replace the bolts and gasket when reinstalling the manway?

ANSWER 5:

There is a revision in the SOW as mentioned in Q1. Please refer to the Answer 1 of Qs&As – No.1.

QUESTION 6:

When installing conduit up to the planned location for the new inventory management system, please advise the requirements/regulations regarding the excavation width and excavation depth.

ANSWER 6:

As per regulation under JIS, min depth shall be 30cm.

To be able not to damage the grass, excavation depth will be limited max 40cm.

QUESTION 7:

When routing the communication cable for the inventory management system sensor up to the top of the tank, the cable will need to pass through the cylindrical section extending to ground level above the tank. Please advise the requirements/regulations regarding the treatment/sealing of the cable penetration point.

ANSWER 7:

The cable can pass through the cylindrical section of the manhole. The vendor shall make sure the passing point shall remain water tight.

QUESTION 8:

Please advise from where and by what method the power supply (100V or 200V) for the newly installed inventory management system should be provided.

ANSWER 8:

Power supply will be 100v, 50HZ. Please provide 100v.

QUESTION 9:

Who will be responsible for carrying out the inspection of the tank lining, etc.? Also, what qualifications are required for the inspector(s) (for example, a NACE Inspector certification)?

ANSWER 9:

In the modified SOW, the vendor is required to do ultra-sonic test to determine any deterioration on the thickness of the tank. The vendor shall submit a report on the result of the tank lining test and repair if there is any deteriorations.

End of Qs & As No. 1

Attached to Amendment No. 0002 – Qs & As – No. 2

Questions and Answers (Qs & As) – No.2

RFQ Subsection J.2 - Submission of quotation (d)(1)(2)(5) requires to submit a list of personnel.

Is it acceptable to change the personnel after it has been awarded?

ANSWER 1:

Yes, it is acceptable. However, any changes requested by the Contractor must be approved by the Contracting Officer's Representative (COR). The Contractor shall submit a request and a list of personnel information prior to work commencement, or well in advance whenever such a situation arises.

Are restroom facilities available for contractor use on site during the duration of the work?

Yes.

Are water and electricity available for contractor use on site during the duration of the work?

ANSWER 3:

Yes. A garden faucet and electricity of 100/200v single-phase, 3-wire power is available.

Vendor is advised to bring their extension cords and water hoses.

QUESTION 4:

Are tank as-built drawings available that show the tank, dimensions, appurtenances, and thickness of the shell/head?

ANSWER 4:

The as-built drawing was made available for viewing and copying during the walkthrough. The vendor shall find by themselves what measurement they want to see. If they did not able to see and copy it, it is still available for viewing on business hours.

QUESTION 5:

Is the tank interior shell already coated? If so, is the coating type known?

ANSWER 5:

The tank was installed when the building was built and never inspected on the inside. No information available for the question.

QUESTION 6:

Statement of Work 2.0 - Scope of Work 4 (a) - Examine and prepare tank surface for coating/lining:

Is it acceptable to use a grinder versus sandblasting if internal coating/lining is not present?

ANSWER 6:

Sand blasting is the procedure required in the SOW.

QUESTION 7:

Statement of Work 2.0 – Scope of Work 4 (c) - Examine and prepare tank surface for coating/lining:

Is it acceptable to use the measurement criteria for tank wall thickness based on the “Standard for FRP Lining Construction of Steel Underground Tanks” which is widely adopted in Japan? (Mark a 500mm square grid inside the tank and take measurements at three arbitrary points within each 500mm square.

If there are corrosion pits, measure the deepest one using a depth gauge.)(see attached Thickness Measurement Chart (JP))

ANSWER 7:

The requirement in the updated SOW is to use ultra-sonic testing or equivalent. The proposed Japanese measurement criteria is acceptable.

QUESTION 8:

Statement of Work 2.0 – Scope of Work 4 (d) - Examine and prepare tank surface for coating/lining:

Is it acceptable to follow the “Standard for FRP Lining Construction of Steel Underground Tanks” which is widely adopted in Japan for the repair method? (GL-10 Repair (Intensity based on the JIS):

Lining Repair Using Glass Roving Cloth)

ANSWER 8:

The requirement is the application of 2 layers of fiberglass reinforced plastic (FRP) mat/sheet with polyester based resin. The proposed Glass Roving cloth method which is widely use in Japan is acceptable.

Lining Repair Using Glass Roving Cloth and fiberglass re-enforced plastic mat are both acceptable.

QUESTION 9:

Statement of Work 2.0 – Scope of Work 5 (d) – Relining the inside of tanks with primer:

Is it acceptable to use the measurement criteria for tank thickness inspection based on the “Standard for FRP Lining Construction of Steel Underground Tanks” which is widely adopted in Japan (marking a 600 mm square area inside the tank and measuring at least one location within that area to ensure a film thickness of 2 mm or more) and the holiday test?”

ANSWER 9:

Yes. Measurement criteria is acceptable.

QUESTION 10:

Statement of Work 3.0 – Manholes:

Is replacement required only for manholes, or for both the manhole and protector? (see attached Manhole Protector)

ANSWER 10:

If the new manhole cover will not fit to the existing protector, both the manhole cover, the protector and the secondary cover shall be replaced. Replacement of the secondary cover was mentioned in the updated SOW.

QUESTION 11:

Statement of Work 3.0 – Manholes:

If replacing the protector is required, we have to remove the existing piping and then install new piping as part of this work. Is this understanding correct?

ANSWER 11:

If the protector will be replaced, the vendor shall restore all affected pipes.

QUESTION 12:

Statement of Work 3.0 – Manholes:

Are total 4 manholes need to be replaced (2 manholes x 2 tanks)?

ANSWER 12:

Yes.

QUESTION 13:

Statement of Work 6.0 Inventory Control and Leak Detection Monitoring System:

Currently, a level gauge manufactured by Kohgi Research Institute is installed at the site. It is assumed a liquid level display (monitor) associated with this level gauge is installed somewhere in the building.

Would it be correct to assume the new level display monitor needs to be installed in the same location?

ANSWER 13:

The existing level gauge is connected to the BAS of the building and the monitor is in the control room in Perry B2.The old level system will remain as is. The new level display will be installed a few meters from the location of the tanks as discussed by the COR during the walk through.

QUESTION 14:

Statement of Work 6.0 Inventory Control and Leak Detection Monitoring System:

If the monitor is installed outdoors near the USTs, where should the power supply come from?

ANSWER 14:

This question answered in Qs&As - No.1, please refer to the Answer 2 of Qs&As – No.1.

End of Qs & As – No. 2

Attached to Amendment No. 0002 – Qs & As – No. 3

Questions and Answers (Qs & As) – No.3

Which manway covers are to be replaced with FRP, the outer covers, or the inner, bolted-down accesses?

ANSWER 1:

As per the updated SOW, both the inside cover and the top cover shall be replaced. If the new cover cannot fit properly with the manhole, the protector shall also be replaced.

Under which qualification standard are tank wall thickness and coating inspectors to be qualified?

In Japan, Ultrasonic testing (UT) for measuring wall thickness must typically be performed by personnel certified under ASNT (American Society for Nondestructive Testing) Level II or ISO 9712, overseen by Japanese regulatory bodies. For coating inspection, AMPP level 2/3 or FROISO level 3.

Equivalent Japanese qualification is acceptable.

Under what qualification standard are confined space entrants, attendants, and supervisors to be qualified?

ANSWER 3:

In Japan, the qualification is regulated by the Occupational Safety and Health Administration (OSHA) under 29 CFR 1910.146 for General Industry and 29 CFR 1926 Subpart for Construction.

Equivalent Japanese qualification is acceptable. However, the contractor shall submit a confined space entry plan for USG (SHEM) approval.

QUESTION 4:

Can vehicles and equipment be staged on the grass field adjacent to the tanks?

If not, where are materials and equipment be staged?

ANSWER 4:

This question answered in Qs & As – No.1. Please refer to the Answer 3 of Qs&As – No.1.

QUESTION 5:

Because the fuel in both tanks are to be consolidated into one tank while the other is cleaned, will the level in the tanks be maintained such that the contents at the time of execution will fit into one tank?

If additional fuel storage is needed because the volume of fuel on-hand exceeds the capacity of one tank, will a change order be accepted to account for the cost of fuel storage, or should the cost of temporary fuel storage be included in the initial offer?

ANSWER 5:

The USG will do the monitoring and filling up of additional fuel during the time of construction.

Additional fuel storage shall be supplied by the vendor as stated in the SOW.

QUESTION 6:

Is the system configured such that the contents of one tank can be pumped into the other with installed equipment, or will the contractor need to pump fuel between tanks using an external pump?

ANSWER 6:

The system is not configured to pump fuel from 1 tank to the other tank.

This should be done using external pump.

QUESTION 7:

The provided tank blueprints are not legible, can you please clarify what is the original design shell thickness, tank interior diameter, and length for the purposes of preparing for tank wall thickness testing?

ANSWER 7:

The original as-built drawing was offered for viewing in our office during the walk through but only one (1) vendor visited our office to check it. If you want to check it again, please set-up an appointment on weekdays.

QUESTION 8:

Since the tank was manufactured in 1981 has an internal opening inspection ( ) ever been performed?

ANSWER 8:

The COR is not aware of any internal inspection in the last 20 years.

QUESTION 9:

Are there any records or reports available from previous opening inspections?

ANSWER 9:

No records are available.

QUESTION 10:

Material thickness cannot be confirmed from the provided drawings. What is the original plate thickness of the tank?

ANSWER10:

Please refer to the Answer 7 of Qs&As – No.3.

QUESTION 11:

Does the scope of work include inspection/coating of the tank heads/end caps ( ) as well?

ANSWER11:

Yes.

QUESTION 12:

When using a depth gauge to measure internal surface corrosion/pitting, what threshold should be used for recording measurements? (i.e., at what pit depth must measurements be documented?)

ANSWER12:

Not more than 30% of the original thickness of the tanks.

QUESTION 13:

When performing ultrasonic thickness measurements (UT) for metal loss evaluation:

What inspection grid spacing (pitch) is required? (e.g., 200 mm, 500 mm, etc.)?

If areas requiring detailed examination are identified, what pitch should be used for the detailed inspection? (e.g., 20 mm, etc.)?

ANSWER13:

500mm for overall scanning and 10mm for detailed mapping.

End of Qs & As – No. 3