23R3603 A1 attachment1 Government Response.pdf

PRE PROPOSAL INQUIRY FORM

DATE: 7 Apr 2023

Question No.

Reference (Sect/Para/Page)

QUESTION GOVERNMENT RESPONSE

1 1604000 - Wastewater Spec Item 3 Recurring Work

Both CHT and hose connection work are described as recurring work on the PWS, but only OWW is recurring work on the ELIN sheet J-0200000-08.

Could you add the ELINs as recurring work for CHT and hose connection to the ELIN sheet?

As we have previously told you, even if no CHT work is performed using our barge, there will be fixed costs to keep the equipment and personnel, including the barge, stationed in Okinawa.

Correction: CHT at anchorage will be Non-recurring work, and hose connection work will not be required in this contract. OWW at pier-side will be Recurring work. OWW at anchorage will be Non-recurring work. PWS will be updated accordingly in a later RFP amendment.

The Government determined that the CHT requirement will remain as Non-recurring work. The Recurring work is firm fixed price and the Government does not control the Contractor's business strategy regarding fixed costs. It is the Contractor's (KTR) prerogative to structure its price proposal however they deem fit based on the contract requirements.

2 J-0200000-08 ELIN Schedule

Could you add ELIN as non-recurring work for OWW with a limited quantity and issue an additional order if the quantity exceeds that quantity? It is too risky to make the contractor responsible for hedging the risk of OWW discharging significantly more than expected.

Please refer to the PWS for historical data. The Government's annual estimate of 40,000 gallons is based on worst case scenario, averaged from historical data of seven years of generation rates for White Beach. It is anticipated that this estimation includes both pier-side and anchorage collection. However, only OWW at pier-side is included in Recurring Work. OWW at anchorage will be ordered separately based on actual quantity collected.

The Recurring work is firm fixed price and will not be subject to price adjustment regardless of actual quantity collected. It is the KTR's prerogative to structure their price proposals however they deem fit that anticipates risk.

3 N4008423R3603

RFP

Please specify the contract start and end dates in the RFP. Please see page 13 of RFP.

4 J-0200000-08 ELIN Schedule

Is it correct that OWW in A706-710 is also to be incinerated on land as PFOS contaminated material? We are asking this question because the description of A706-710 in Non-recurring work does not mention PFOS contaminated OWW.

All OWW under this contract should be assumed to be PFAS-contaminated.

Incineration as well as other available methods are acceptable as long as it is performed in accordance with JEGS and Japanese laws/regulations. PWS will be updated to include this terminology.

SOLICITATION NO.: N4008423R3603

Government Response to Pre-Proposal Inquiries

Collection, Holding, Transfer and Treatment of Black and Gray Wastewater (CHT);

Treatment and/or Disposal of Oily Waste Water (OWW); and Used Oil Fuel Recycling Services for Commander Fleet Activities, Okinawa (CFAO), Japan

SOURCE SELECTION INFORMATION - SEE FAR 2.101 AND 3.104

Question No.

Reference (Sect/Para/Page)

QUESTION GOVERNMENT RESPONSE

SOLICITATION NO.: N4008423R3603

Government Response to Pre-Proposal Inquiries

Collection, Holding, Transfer and Treatment of Black and Gray Wastewater (CHT);

Treatment and/or Disposal of Oily Waste Water (OWW); and Used Oil Fuel Recycling Services for Commander Fleet Activities, Okinawa (CFAO), Japan

5 J-0200000-08 ELIN Schedule

Please add the ELINs for CHT as recurring work to the ELIN sheet.

Having a barge and other equipment stationed in Okinawa in preparation for CHT work is not the result of our business decision, but is inevitable for the business specification that requires equipment and personnel to be deployed on site as soon as a task is ordered. If the barge were pulled up to our dock in Tokyo, redeployment would take several weeks.

All CHT requirements under this contract are expected to be at anchorage on a Non- Recurring basis only. Due to historical data and projected frequency of CHT support at anchorage, the Government determined that the CHT requirement will remain as Non-recurring work.

The Recurring work is firm fixed price and the Government does not control the KTR's business strategy regarding fixed costs. It is the KTR's prerogative to structure its price proposal however they deem fit based on the contract requirements.

0200000 - Management and Administration

"The Government retains the right to obtain additional quotes in questionable situations. The lowest price shall be used."

Please advise us about the definition of questionable situations.

(In what cases the right would be exercised)

This is a canned statement that is not applicable to this contract. The PWS will be updated accordingly in a later amendment.

1604000 - Wastewater 3.3

"The Government has found that pumper/vacuum trucks with a minimum holding capacity of 3,000 gallons appear to work well for collecting and transporting CHT/OWW."

Please advise us about a minimum holding capacity. According to our experience, there are only few pumper/vacuum trucks which could carry 3,000 gallons waste water in Japan. Please advise the possibility to change minimum holding capacity from 3,000 to 2,500 gallons.

This statement is for informational purposes only and is merely a suggestion from the Government based on historical experience. The KTR may use any size pumper/vacuum trucks as long as contract requirements are met.

1800000 – Environmental 3.1

"The Government has found that pumper/vacuum trucks with a minimum holding capacity of 3,000 gallons appear to work well for collecting and transporting used fuel/oil."

Please advise us about a minimum holding capacity. According to our experience, there are only few pumper/vacuum trucks which could carry 3,000 gallons waste water in Japan. Please advise the possibility to change minimum holding capacity from 3,000 to 2,500 gallons.

This statement is for informational purposes only and is merely a suggestion from the Government based on historical experience. The KTR may use any size pumper/vacuum trucks as long as contract requirements are met.

Question No.

Reference (Sect/Para/Page)

QUESTION GOVERNMENT RESPONSE

SOLICITATION NO.: N4008423R3603

Government Response to Pre-Proposal Inquiries

Collection, Holding, Transfer and Treatment of Black and Gray Wastewater (CHT);

Treatment and/or Disposal of Oily Waste Water (OWW); and Used Oil Fuel Recycling Services for Commander Fleet Activities, Okinawa (CFAO), Japan

9 2.13.2 Unit Priced Labor (UPL) Work (Negotiated)

What work orders have you done in the past as UPL work? No work orders had been performed for UPL work from previous contracts.

10 2.13.2.1 Non-Recurring Work Preparation of Proposals

If the contractor's RFP exceeds the estimated quantity after receipt, will additional costs be allowed? If the quantity is significantly less, is there a request for a reduction?

For Non-recurring work task orders, the KTR is only required to collect up to the awarded quantity within the time specified in the order. If additional quantities are required, the Government may issue a modification to order additional quantities with additional funding, or issue a new task order. However, if the actual quantity collected is less than the quantity ordered, the Government reserves the right to deobligate any remaining unused quantities from the Non-recurring task order.

3.1.2 Disposal of Perfluorooctane Sulfanate (PFOS)- Contaminated OWW

40,000gallons covers only Recurring Work?

Because non-recurring works show approximately volume of the each work which has already volume of the each work which has already over 40,000gallon. See ATTACHMENT J-0200000-08 page57/58 where all ELINs for non-recurring are stipulated.

40,000 gallons of OWW may refer to both Recurring and Non-Recurring work. The Government's annual estimate of 40,000 gallons is based on worst case scenario, averaged from historical data of seven years of generation rates for White Beach.

Please refer to historical data and ship capacity provided in the PWS beginning on page 129. OWW collected at pier-side will be Recurring work. OWW at anchorage will be Non-recurring work. The PWS and ELIN will be corrected accordingly in a later amendment.

2.3.3 Permit and licenses

In the case of the other contracts with US military bases, submission of a disposal permit approved in Japan and the documentation must be translated into English is required, but we guess it is essential for this contract as well.

Currently, regarding the domestic disposal of PFOS in Japan, it is necessary to request for the disposal facility whose disposing ability has been confirmed through verification tests.

And it is also necessary to make flowchart for disposing PFOS to confirm the propriety of the method.

If possible, it would be preferable to submit it before the award.

The disposal permits can be submitted in Japanese, they do not need to be translated into Engilsh. The CFAO PWD Envirinmental office has Japanese staff that can review the permits in Japanese. A flowchart is not needed. As long as the disposal/destruction faclity is permitted by OPG/GOJ then that is sufficient.

Note: (Not a Government endorsement, but just for information) The following article discusses that the Ryukyu Cement Company has the capability to process PFOS/PFOA waste under their existing industrial waste dispoal permit.

https://ryukyushimpo.jp/news/entry-1687574.html.

Per OPG's link below, OPG disclosed test result for PFOS/PFOA after the decomposition process of PFOS/PFOA contaminated waste. OPG confirmed that the incineration facility at Ryukyu Cement Company meets the requirements of GOJ's guideline.

https://www.pref.okinawa.jp/site/kankyo/seibi/pfos/r4_ryukyusemento_pfos.html

Question No.

Reference (Sect/Para/Page)

QUESTION GOVERNMENT RESPONSE

SOLICITATION NO.: N4008423R3603

Government Response to Pre-Proposal Inquiries

Collection, Holding, Transfer and Treatment of Black and Gray Wastewater (CHT);

Treatment and/or Disposal of Oily Waste Water (OWW); and Used Oil Fuel Recycling Services for Commander Fleet Activities, Okinawa (CFAO), Japan

2.3.5 Protection of Government Property

Cansel of CLIN 706 means that hose fitting will be the responsibility of the U.S. side, and that SPILL and other accidents resulting from such fitting will not be obligated to restore the original condition?

Correction: CHT hose connection support is not applicable to this contract. The PWS will be updated accordingly.

3.1.2 The Contractor shall dispose of all PFOS-contaminated OWW to ensure compliance with the JEGS and local laws and regulations.

the Ministry of the Environment issued a notice regarding the incineration of PFOA.

The notice states that PFOA with concentrations exceeding the domestic standard must be incinerated at 1,000°C for 2 seconds or more under new conditions, and that demonstration tests are required.

The contract also states that JEGS will be followed for the disposition of PFOA. (PWS3.1.2) No domestic contractor has obtained certification for incineration disposal of PFOA when it exceeds the Japanese domestic standard.

Even if they are certified, there is a possibility that the incineration temperature will increase and the disposal unit price will be changed.

In such a case, is it possible to change the CLIN unit price during the contract period?

We don't believe it will not exceed the standard for higher level incineration, however a separate Non-Recurring (IDIQ) ELIN for any samples that exceed the standard.

KTR will need to provide test data and incineration facility info. See the answer to Question 12 above for GOJ/OPG approved destruction facility information.

The PWS and ELIN will be updated accordingly in a later amendment.

2.10.1.1 Sampling

How often the sampling event is?

Kankyou Keiryou-shi has two types of lisence, one is for "concentration" the other is for "noise and vibration" we would like to confirm we need both of them or only for concentration, Sampling frequency will depend on the receiving disposal facility reqiuirements. If they do not require sampling results in order to process the waste, then no sampling is required. If sampling is required, then only concentration sampling is needed.

2.10.1.1 Sampling

How often the sampling event is?

Kankyou Keiryou-shi has two types of lisence, one is for "concentration" the other is for "noise and vibration" we would like to confirm we need both of them or only for concentration, Sampling frequency will depend on the receiving disposal facility reqiuirements. If they do not require sampling results in order to process the waste, then no sampling is required. If sampling is required, then only concentration sampling is needed.

Question No.

Reference (Sect/Para/Page)

QUESTION GOVERNMENT RESPONSE

SOLICITATION NO.: N4008423R3603

Government Response to Pre-Proposal Inquiries

Collection, Holding, Transfer and Treatment of Black and Gray Wastewater (CHT);

Treatment and/or Disposal of Oily Waste Water (OWW); and Used Oil Fuel Recycling Services for Commander Fleet Activities, Okinawa (CFAO), Japan

17 J-0200000-08 ELIN Schedule

Am I correct in understanding that CHT and OWW for non-recurring work are paid only for the quantities actually processed?

Correct.

18 Offer due date Please extend the offer due date for one month. We have not received any answers to our questions so far at this time. We cannot determine the amount of the responsive bid until the questions are cleared up, and we cannot proceed with the internal approval process until the amount is determined.

Even if we were able to start the internal approval process right now, there is concern that we would not be able to submit our proposed amount by April 10.

If you extend the due date to 10:00AM May10,2023, we could provide our perfect offer with you and make you satisfied with the contens.

RFP has been extended until 1 May 2023, 10:00 AM via Amendment 1.

19 ATTACHMENT J-

0200000-08

EXHIBIT LINE ITEM

NUMBERS

Does ELIN A001 (recurring work) of ATTACHMENT J-0200000-08 mean services only for PFAS-contaminated OWW or for PFAS-contaminated OWW and CHT together?

The title of ELIN A001 is: “A001 - Commander Fleet Activities Okinawa (CFAO) - 1604000 Collection, Holding, Transfer (CHT) and Treatment of Black and Gray Wastewater; and Treatment and/or Disposal of Oily Waste Water (OWW) Services” Will ELIN A001 provide services for PFAS-contaminated OWW and CHT together?

Correction: ELIN A001 (Recurring Work) pertains to OWW only. All OWW will be regarded as PFAS-contaminated.

The PWS and ELIN will be updated accordingly in a later amendment.

20 ATTACHMENT J-

0200000-08

EXHIBIT LINE ITEM

NUMBERS

Is the OWW service from A706 to A710 in non-recurring work for the PFAS-contaminated OWW?

Yes. All OWW will be regarded as PFAS-contaminated.

Question No.

Reference (Sect/Para/Page)

QUESTION GOVERNMENT RESPONSE

SOLICITATION NO.: N4008423R3603

Government Response to Pre-Proposal Inquiries

Collection, Holding, Transfer and Treatment of Black and Gray Wastewater (CHT);

Treatment and/or Disposal of Oily Waste Water (OWW); and Used Oil Fuel Recycling Services for Commander Fleet Activities, Okinawa (CFAO), Japan

21 Section C – 1604000, Spec Item 3.1.2

US Navy in Yokosuka has contracted this service in the following way:

The contractor must conduct all PFAS analysis with a laboratory that is Department of Defense (DoD) Environmental Laboratory Accreditation Program (ELAP) accredited.

If the combined PFOS and PFOA concentrations are below the 50 ppt standard, OWW may be transferred to an OWW treatment barge for traditional treatment and discharge.

Thus, the US Navy in Yokosuka contracts to purify PFAS contaminated OWW with barges (not incineration) to meet the standards required by DOD ELAP at much lower cost to the Government. However, in Section C – 1604000, Spec Item 3.1.2 indicates “Disposal shall be by high temperature incineration at a GOJ-permitted disposal facility.” We ask, therefore, whether PFOS/PFOA contaminated wastewater can only be treated by inceneration or by other available (more cost effective) methods as used by the US Navy in Yokosuka.

*Please also note that the US Navy Yokosuka contract requires analysis from a research institute that can analyze PFAS designated by the DoD ELAP but since there is no research institute in Japan that can analyze PFAS standards designated by DoD ELAP treated OWW samples are sent to the PFAS Analysis Laboratory in the U.S. to meet the PFAS standards required by the Government. Upon receipt of results, discharge of treated water is performed in the presence of personnel from the CFAY Environment Department and SRF Environment Department.

The contractor can decide to test the OWW being generated at White Beach, to see if they can follow the same disposal procedures in Yokosuka. However this will require additional holding/storage tanks, and test results can take 1 month to receive. Based on the much lower generation rate in White Beach, the Government had calculated that assuming all waste as PFAS-contaminated was the most cost-effective solution, based on the dispaoal rate for OWW compared to the disposal rate for PFAS contaminated OWW. However, if the contractor wants to find a lower cost soluton, they are free to do so within JEGS and Japanese laws/regulations.

The PWS will be updated accordingly in a later amendment.

Question No.

Reference (Sect/Para/Page)

QUESTION GOVERNMENT RESPONSE

SOLICITATION NO.: N4008423R3603

Government Response to Pre-Proposal Inquiries

Collection, Holding, Transfer and Treatment of Black and Gray Wastewater (CHT);

Treatment and/or Disposal of Oily Waste Water (OWW); and Used Oil Fuel Recycling Services for Commander Fleet Activities, Okinawa (CFAO), Japan

22 Section C – 1604000, Spec Item 3.1.2

Section C – 1604000, Spec Item 3.1.2 indicates “The Government does not expect PFOS-contaminated OWW to exceed 40,000 gallons annually.”

Contractor's experience with this matter in Yokosuka reveals that much more PFOS-contaminated OWW is being collected. In fact, 40,000 gallons is less than the normal quantity found in only one ship. Should the Contractor be prepared for PFOS-contaminated OWW to exceed 40,000 gallons per year? For your information, US Navy Yokosuka has issued and awarded all task orders based on their determination that all OWW except comp water and ballast water is PFAS contaminated.

The Government's annual estimate of 40,000 gallons is based on worst case scenario, averaged from historical data of seven years of generation rates for White Beach. Please note that the OWW collection are expected to be intermittent wherein some months will have no collections, while some months there will be a high volume collection. OWW generation at Yokosuka is much higher than White beach because the 7th Fleet is homeported in Yoksouka. White Beach only serves transient ships.

23 Page 44 of the RFP According to page 44 of the RFP, the provider is required to submit financial statements, Please provide the required form on which financial statements are to be submitted.

Please submit balance sheet (Kessan Hohkou sho) for the latest 3 years and balance statement from your banks.

24 Page 18 of the RFP, "17. MAXIMUM NOT

TO EXCEED (NTE)

AND MINIMUM

GUARANTEE"

Is the offeror expected to fill in the minimum guarantee amount?

Please provide more detail on what is expected.

No, there is nothing for the Offeror to fill-in under this section. This is contract information only.

Question No.

Reference (Sect/Para/Page)

QUESTION GOVERNMENT RESPONSE

SOLICITATION NO.: N4008423R3603

Government Response to Pre-Proposal Inquiries

Collection, Holding, Transfer and Treatment of Black and Gray Wastewater (CHT);

Treatment and/or Disposal of Oily Waste Water (OWW); and Used Oil Fuel Recycling Services for Commander Fleet Activities, Okinawa (CFAO), Japan