Ans to KTR Questions.docx
DOCX document 23 KB Posted
- Solicitation number
- FA520926Q0077
About this file
This file is a Questions and Answers document addressing clarifications to the Statement of Work (SOW) for solicitation FA520926Q0077, which concerns the replacement of a 150 kVA / 120 kW diesel generator at Building 121, Camp Zama, Japan. The document provides 28 authoritative responses to contractor inquiries spanning technical specifications, regulatory compliance, site conditions, and project execution.
Key technical clarifications include: the new generator must maintain a diesel engine temperature of 40–50°C during standby using a thermostatically controlled heater (typically 1000–1500W); a dummy load test is mandatory despite contractor preference for actual-load testing; the system must include phase-to-phase and phase-to-neutral voltage, amperage, and power indication gauges with three-phase, four-wire plus ground wiring; operating tolerances are frequency 49.5–50.5 Hz and voltage within 5% of nameplate per ANSI C84.1; and EPA Tier 3 or Tier 4 engine certification is required. The existing stainless-steel diesel tank (renewed in 2008) and fuel connections shall be retained and reused if serviceable; all fuel piping must be inspected, tested, and certified leak-free. Compliance with Japanese national noise standards is mandatory, and Japanese standards (JIS, JEM, JEC, NEGA) may supplement but not replace stated performance requirements. Documentation in English is acceptable for U.S.-made components; however, full replacement parts catalogs and manufacturer drawings (not parts lists alone) must be provided. A temporary/backup generator is required during the construction period. A pre-quotation site survey previously offered is no longer available. The expected manufacturing start date is late February to March 2028, with on-site delivery anticipated around April 2028 (approximately 560 days from the response date). The Government will separately contract for asbestos testing and potential abatement, with costs not to be included in the initial quotation. A minimum 1-year warranty covers premature failures under normal operations; consumables and scheduled wear items are excluded unless they fail prematurely.
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| 1. Para 2.1. May "authorized waste disposal facilities" be interpreted as facilities licensed under Japanese laws and regulations? | Yes |
| 2. Para 2.2. In Japan, an industrial waste management manifest is used when disposing of industrial waste. Would it be acceptable to submit a copy of this manifest? | Yes |
| 3. Para 2.3. Is it acceptable to demonstrate the validity of the anchoring method by means of seismic calculations based on Japanese seismic standards? | Yes, once the seismic test determined the most suitable anchoring method to be used based on the calculation package. Foundation modifications, if required, are part of site preparation. |
4. Para 2.4. Is it correct to assume that we will use the fuel from the existing fuel tank for the test? Yes, you can use the fuel from the existing fuel tank for test. The existing stainless steel diesel tank, renewed in 2008 and confirmed serviceable, shall be reused. Existing fuel piping may be reused only after the contractor inspects, tests, and certifies it as fully functional, safe, and leak-free.
| 5. Para 2.4. May we assume that a load test using a dummy load is unnecessary? *We would like to use the actual load for the test whenever possible. | No, a dummy load test is necessary. The SOW requires a minimum 8-hour load test utilizing site loads. Site load is approximately 30–40 kVA. The generator shall remain 150 kVA / 120 kW so that it can operate near the intended load range. Oversized units are not acceptable. |
| 6. Para 2.5. When using U.S.-made parts or products, documentation may sometimes be available only in English. In such cases, may we omit the submission of a Japanese version? | Yes |
| 7. Para 2.5. Is it possible to submit a parts list in place of a replacement parts catalog or manufacturer's drawings? | No. We prefer to have both the full replacement parts catalog/manufacture drawings to ensure that we can fully maintain the generator in the future. |
| 8. Para 3.2. Section 3.2 of the specifications states that the unit is equipped with a water jacket heater to maintain the engine temperature between 40°C and 50°C during standby mode. To ensure reliable starting performance, we select the appropriate heater specifications based on the operating environment. Please provide details regarding the temperature conditions of the operating environment. | The heater shall maintain the diesel engine at 40–50°C while in standby. To ensure reliable starting performance during Japan's colder winter months in Kanagawa, the technical specifications sheet for the quote must outline: |
Heater Sizing & Output: A thermostatically controlled immersion or tank-style block heater (typically 1000W to 1500W) calibrated to sustain an engine coolant temperature profile of 40°C to 50°C in standby.
| 9. Para 3.2. The specified temperature for the diesel engine is 40–50°C; would it be acceptable to use this as our standard setting? | Yes, if the installed heater actually maintains 40–50°C in standby. That range is a performance requirement. |
| 10. Para 3.2. Regarding the instrument specifications, is our standard three-phase four-wire (3φ4W) configuration acceptable? The display items are as follows: line-to-line voltage (R-S, S-T, T-R), phase voltage (R-N, S-N, T-N), current (R, S, T, N), and power. | Yes, provided the generator has phase-to-phase and phase-to-neutral power, voltage, and amperage indication gauges/meters affixed to the unit. Wiring shall be 3-phase, 4-wire plus 1 ground. |
| 11. Please clarify whether this requirement applies only to steady-state conditions or also to transient conditions, such as during load application or motor starting. | The stated bands are operating tolerances after the unit is online: frequency 49.5–50.5 Hz and voltage ±5% of nameplate per ANSI C84.1 (198–218 V and 114–126 V). The unit shall automatically adjust frequency and AVR based on load demand. Transient response during load application or motor starting is not separately specified beyond the requirement to start, reach rated voltage and frequency, and accept the full emergency load through the ATS within seconds of a start signal. Address transient performance in the test plan. |
| 12. Para 3.2. Although the specifications require compliance with ANSI C84.1, is it acceptable to manufacture the emergency power generation equipment in accordance with the following Japanese domestic standards? • JIS (Japanese Industrial Standards) • JEM (Standards of the Japan Electrical Manufacturers' Association) • JEC (Standards of the Standards Committee of the Institute of Electrical Engineers of Japan) • NEGA (Technical Standards for Emergency Power Generation Equipment by the Japan Internal Combustion Engine Generator Association) | Yes, Japanese standards may be used in addition to, not in place of, the stated performance requirements. The generator must still meet the SOW voltage/frequency bands, ATS compatibility, emissions, and other stated requirements. If Japanese standards are used, demonstrate equivalent or better performance. |
| 13. Para 3.2. I consulted Zama City's urban planning map to verify the noise regulations applicable to Camp Zama, but the base falls outside the designated zones. Nevertheless, is compliance with noise regulations for industrial zones in Japan required? If compliance is mandatory, a soundproofing bonnet would be necessary—unlike with the existing equipment. | Yes. While Camp Zama may fall outside local municipal zoning maps, the project must still comply with Japanese national noise standards as mandated by SOW Sections 5.2 and 10.1. The JEGS does not regulate ambient nose limits and it does not specify site-boundary distances. |
| 14. Para 3.2. To determine the permissible noise level for the equipment, the distance from the building in question to the site boundary is required. Please provide this distance (in meters). | Yes, EPA Tier compliance is required. New stationary emergency diesel engines must meet the EPA certification standards as outlined in JEGS 2024 Chapter 4, Table 4.11. Providing an EPA Tier 3 or Tier 4, depending on the engine's specifications and manufacture year, certified engine is required to ensure compliance. |
| 15. Para 3.2. Section 3.2 of the SOW states: "Environmental Compatibility: Complies with Japanese diesel generator emission standards." It is my understanding that emergency power generation equipment is currently exempt from the emission standards and periodic measurement requirements stipulated by the Air Pollution Control Act. May we treat this project as falling under that exemption? | Yes, the emergency generator is exempt from emission limits under the JEGS. Per JEGS 2024 Chapter 4, Paragraph 4.8.4, stationary backup power equipment, such as emergency generators, are exempt from emission limits and monitoring requirements of Tables 4.24 and 4.28. However, please note that the engine must still comply with applicable U.S. EPA emission tiers as detailed in Section 4.8. |
| 16. Pra 3.2. We have a track record of manufacturing and delivering power generation equipment equipped with EPA Tier 3-compliant engines for U.S. military facilities (Torii Station). May we assume that EPA Tier 3 compliance is also required for this project? | Yes, EPA Tier compliance is required. New stationary emergency diesel engines must meet the EPA certification standards as outlined in JEGS 2024 Chapter 4, Table 4.11. Providing an EPA Tier 3 or Tier 4, depending on the engine's specifications and manufacture year, certified engine is required to ensure compliance. (See 14 above) |
| 17. Para 3.2. I understand that parts replacement necessitated by a malfunction is covered under the warranty. On the other hand, may I assume that the supply and replacement of consumables and periodic replacement parts associated with normal use are not covered? | Yes. Warranty covers repairs or replacement of premature failures of the system or subcomponents under normal operations, including parts and labor. Normal consumables and scheduled wear items are outside warranty unless they fail prematurely. Section 9.5 requires a 1-year warranty. |
| 18. Para 3.4. We need to adjust the height of the fuel tank to match the specifications of the replacement power generation unit. Would it be acceptable to modify the installation height of the existing fuel tank? We anticipate achieving this by either modifying the existing mounting stand or adding a new one. | Yes, if required for compatibility, provided the existing stainless-steel tank is reused, remains serviceable, and all connections are inspected, tested, and certified leak-free and safe. |
| 19. Para 4.5. In Japan, an industrial waste management manifest is used when disposing of industrial waste. Would it be acceptable to submit a copy of this manifest? | Yes (See 2 above) |
| 20. Para 13. May we assume that the documents listed in Section 13 ("References") of the specifications are for reference purposes only and do not need to be applied to this contract? | No. Section 13 lists governing safety, environmental, electrical, fuel, and emergency-power criteria. They are contract references. Where a conflict exists, the more stringent applicable U.S. or Japanese requirement applies. |
| 21. Since the existing backup generator is non-functional, is it necessary to install a temporary power generator during the construction period? | Yes, A backup or temporary generator will be needed to be installed during the construction period. |
| 22. In the photographs of the existing generator set you provided, a fan guard is installed on the radiator fan. Is it necessary to install a fan guard on the new generator set as well? | Yes, a fan guard is necessary. The contractor shall provide a safe installation complying with applicable Japanese and U.S. safety standards. OEM guarding equivalent to or better than the existing protective arrangement is expected. Make-shift modifications on the old unit may be ignored. |
| 23. Due to the high production volume at the generator factory in fiscal year 2027, on-site delivery is expected to be around April 2028. Therefore, the planned start date for manufacturing this project is from late February to March 2028. Would this timeframe be acceptable? | About 560 days |
24. Offerors do not need to include bulk sampling or survey fees in their quotation. The Government is arranging asbestos testing and inspection separately under an independent contract. Yes
| 25. Offerors should not include asbestos abatement costs in their initial base quotation. Based on the findings of the Government’s independent testing, if asbestos removal is deemed necessary, the Government plans to either add a dedicated Contract Line Item (CLIN) via a formal Amendment prior to award. | Yes | |
| 26. SOW sections 3.2 and 7.4 require a pre-quotation survey. As the previously advertised site visit has passed, can a prospective Japanese installation partner attend a further survey? Please advise the booking, personnel and access requirements and available dates. | No |
27. Please provide, or advise how to obtain, the existing ATS specifications, electrical/as-built drawings and tank drawings referenced in the SOW. Please also confirm the applicable panel identifiers, which appear as L-M-2, L-M and P-M in different sections.
Additional information about the existing ATS specifications, electrical/as built drawings and tank drawings referenced in the SOW can be obtained by COR. There are drawings and references for L-M-2, L-M and P-M specifications readily available.
28. Section 3.4 is that the stainless diesel tank renewed in 2008 is to remain. Please confirm this and the intended retained/replaced fuel connections, in light of the general removal wording in section 4.1.
Ans: The intent of the stainless diesel tank renewed in 2008 is have it remained in place as well as the fuel connections. Section 4.1 intent is to remove the generator but keep the fuel tanks, piping and electrical wiring attached if they are in a serviceable condition.
File details come from the government source that posted it. Updated .