Spill Rsp Pre-Quote Conf 261007.pdf

Pre-Quote Conference

Rapid Spill Response and Prevention Contract At Various U.S. Navy, Marine

Corps, Army and Air Bases and Facilities Throughout Japan

7 October 2026

Agenda

Pre-Quote Conference Information Discussion Topics Other Considerations Solicitation and Proposal Information Lessons Learned Contact Information

Pre-Quote Conference Information

This is an informal briefing to review significant information in the solicitation. Any statements provided in this briefing are unofficial.

Request for Information (RFI) (Clarifications/questions) will not be entertained during this Conference. All questions should be submitted in writing via email to amanda.jo.civ@us.navy.mil. All submitted questions will be answered as a notice and posted on www.SAM.gov. If there are any changes as a result of RFI responses, the changes will be incorporated as a solicitation amendment via the Solicitation Module in Procurement Integrated Enterprise Environment (PIEE) and www.SAM.gov.

All attendees will be noted in attendance sheet.

**Do not attempt to contact the Government site visit points of contact for additional information**

Discussion Topics

Oil and Hazardous Substance Spill Response and Clean Up (Spec 4.1)

Oil and Hazardous Substance Spill Response Plan (Spec 4.1.1)

Oil and Hazardous Substance Spill Response Assessment Report (Spec 4.1.2)

Oil and Hazardous Substance Spill Containment (Spec 4.1.3)

Oil and Hazardous Substance Spill Cleanup (Spec 4.1.4)

Oil and Hazardous Substance Spill Emergency Response (Spec 4.1.5)

Oil and Hazardous Substance Spill Reporting and Documentation (Spec 4.1.6)

Environmental Studies/Surveys (Spec 4.1.7)

Sampling and Laboratory Services (Spec 4.2)

Sampling (Spec 4.2.1)

Laboratory Services (Spec 4.2.2)

Training Exercises (Spec 4.3)

Oil and Hazardous Substance Spill Response and Clean Up (Spec Item 4.1)

•Immediately respond to Oil and Hazardous Substance (OHS) spills on land or water up to 12 Nautical miles around Japan.

•Arrive on site after receipt of the official call within the time limit established for each of the seven (7) designated zones. (see next slide for a map of the 7 zones and respective times responses required)

•Survey the response need and contain, clean up, and/or mitigate the harmful effects of OHS spills on the environment.

•Minimize damage to property or risk of human exposure and ensure the installation complies with all applicable Host Nation, Prefectural, JEGS, local City, DoD, and Navy regulations and policies.

Spill and Response Zones

Oil and Hazardous Substance Spill Response Plan (Spec Item 4.1.1)

•Provide an OHS Spill Response and Preparedness Implementation Plan detailing the contractor's spill response procedures.

•The plan must include details on: Crew Size, Safety, Cleanup procedures, Containment procedures, Required Equipment, Spill supplies, and Disposal Procedures for Hazardous Waste.

•Information must be organized for each response zone, detailing the type of response covered, quantity of spill equipment, number of responders, response times, maximum on-water containment and cleanup/recovery capabilities for each zone.

Oil and Hazardous Substance Spill Response Assessment Report (Spec Item 4.1.2)

•Perform a site visit/survey/assessment when notified by the Government.

•Provide a draft OHS Spill Response Assessment Report within four (4) hours after completing the site visit.

•Submit a final report within 24 hours after receiving COR (Contracting Officer's Representative) comments.

•The report shall contain necessary details to advise the government on the recommended course of action and include background information describing the "what, why, when, where, and how the situation occurred."

Oil and Hazardous Substance Spill Containment (Spec Item 4.1.3)

•Contain spills to minimize damage to property and risk of human exposure, and to ensure the installation complies with all applicable regulations.

•Respond to spills 24 hours a day, seven days a week at the direction of the KO, PWO, Public Works Duty Officer, or Environmental Director.

•Contain spills in accordance with the Government-accepted OHS Spill Response Plan.

•Ensure no spill or spill material spreads beyond the initial containment boundary due to contractor nonperformance or negligence.

Oil and Hazardous Substance Spill Cleanup (Spec Item 4.1.4)

•Clean up spills to minimize damage to property and risk of human exposure.

•Possess the capability to clean up a minimum of 10,000 gallons of material from land and/or water.

•Dispose of all cleanup spill residue and collected waste in accordance with all applicable Federal, Host Nation, Prefectural, and local laws and regulations.

•Ensure cleanup is complete as determined by the Spill On-scene Coordinator, PWO, or Environmental Director.

Oil and Hazardous Substance Spill Emergency Response (Spec Item 4.1.5)

•Respond to spill events throughout Japan within the time specified upon request from the KO or authorized officials.

•Meet zone-specific response times, including: 24 hours for Zone 6; 48 hours for Zones 1, 4, and 7; and 72 hours for all other areas of mainland Japan.

•Respond to a spill emergency in a timely manner to mitigate risks to the environment, government property, and human safety.

Oil and Hazardous Substance Spill Reporting and Documentation (Spec Item 4.1.6)

•Provide spill response and cleanup action documentation to ensure installation compliance with all applicable regulations.

•Provide documentation on a USFJ Spill Report (USFJ 50) that includes incident data, environmental data, safety, hazardous waste, and countermeasures.

•The spill incident documentation should at least include: "who, what, when, where, and how the spill happened."

•Submit complete and accurate USFJ Spill Reports to the installation within 24 hours after initial containment or completed cleanup.

Environmental Studies/Surveys (Spec Item 4.1.7)

•Provide research and studies/surveys to support spill preparedness and response as requested.

•This work includes creating Environmental Sensitivity Index (ESI) maps and conducting tidal current surveys.

•Perform data gathering, data analysis, and obtain real-time data to develop a comprehensive tidal current survey or ESI map.

•Incorporate map data into geodatabases and provide it as a compatible deliverable in conformance with the Navy's GIS database systems.

Sampling and Laboratory Services (Spec Item 4.2)

•Provide sampling services to determine the source of the spill, safety, handling, and disposal requirements.

•All sampling and laboratory services shall follow proven industry standards and be capable of "fingerprinting" the environmentally hazardous constituents of the

OHS.

•Complete standard sampling and laboratory analysis within 21 days upon request; for urgent requests, complete analysis within three calendar days.

•The laboratory performing testing must be certified by a national program such as NELAP, NVLAP, or a host nation government equivalent.

Sampling (Spec Item 4.2.1)

•Conduct sampling as requested by the Government in accordance with all Federal, Host Nation, Prefectural, JEGS, and local City ordinances, laws, and regulations.

•Sampling shall comply with the accepted sampling and laboratory analysis plan and Japanese laboratory testing methods and procedures.

•Provide all scientific evidence needed to support spill response and cleanup, including spill source identification via fingerprinting analysis and waste characterizations.

•Submit copies of Sample Collection Logs as required.

Laboratory Services (Spec Item 4.2.2)

•Provide laboratory services to ensure the installation complies with the sampling plan and applicable DoD, OSHA, and local regulations.

•The laboratory shall be certified by the National Environmental Laboratory Accreditation Program (NELAP) or an equivalent host nation government program.

•Samples are analyzed and results are reported within 14 days of receipt of sample to the KO.

•Provide Laboratory Analysis Reports in accordance with the approved sampling plan or in a summary format per Section F.

•Dispose of all excess sample materials in accordance with applicable guidance.

Training Exercises (Spec Item 4.3)

•Establish and coordinate training exercises with Government personnel in both English and Japanese.

•Training will cover all levels, including advanced safety concepts, sustaining response through multiple planning cycles, and development of written Incident Action Plans.

•Exercises will be used for testing and validating policies, plans, and procedures, as well as clarifying roles and responsibilities and improving team coordination.

•Provide a copy of the After Action Report incorporating lessons learned to address program gaps and improve future planning.

Other Considerations

•Experience in Japan and Broad Geographic Scope: Operational experience in the country is a valued attribute given the logistical complexity of operating across the entire country and the multi-layered legal framework.

•Japan Environmental Governing Standards (JEGS), Host Nation & Local Law Compliance: Contractors must comply with JEGS, Host Nation, Prefectural, and local City ordinances, laws, and regulations for all cleanup actions and environmental procedures.

•Bilingual Operations: Establish and coordinate training exercises for Government personnel in both English and Japanese.

•Host Nation Equivalent Certifications: For laboratory services, if a U.S. certification like NELAP or NVLAP is not held, a "host nation government equivalent" certification is acceptable, requiring contractors to navigate Japanese accreditation systems.

Solicitation Important Dates

Solicitation Posted: 23 September 2026

RFI due: 21 October 2026

Quotes due: 04 November 2026

Offerors shall submit all RFIs on Attachment 3 RFI form to POCs listed on RFQ.

It is the Government’s discretion to respond to RFIs received after the deadline.

Solicitation Attachments and Enclosures

Enclosures:

(1) CLIN Description

(2) Section A Solicitation / Contract Form and E Inspection and Acceptance

(3) Section F Period of Performance

(4) Section I Clauses

(5) Section K Representations and Provisions

(6) Section L Instructions, Conditions, & Notices

Attachments:

(1) Performance Work Statement (PWS)

(2) J-0200000-08 ELINs

(3) Request for Information (RFI) Form

(4) Experience Form

(5) Past Performance Questionnaire (PPQ)

Recurring & Non-Recurring Work

Recurring Work: Annual services that will be obligated in a separate funding Task Order in conjunction with modification to exercise the option period. These are scheduled services unless otherwise modified by the Contracting Officer.

Non-Recurring Work: Services included in the scope of this contract, but quantity is currently unknown. This contract has a fixed Not-to-exceed (NTE) amount for non-recurring services.

Non-Recurring Price List: Price list demonstrates estimated quantity for listed services. Offerors shall include their unit price for each listed item. Actual quantities ordered will vary, but the proposed unit price shall be treated as Unit Priced Labor (UPL) Work (negotiated) rates.

Unit Priced Task (UPT) Work (non-negotiated) are services or supplies that are reasonably within the scope of this contract, but are not specifically listed in the price list. Cost for these items will be negotiated at the Task Order level.

Recurring & Non-Recurring Work Continued Att 2_Spill Response Contract - Section J ELINS

Year of contract

Item Number

Description of services

Estimated Quantities.

DO NOT CHANGE

Unit of measurement, DO NOT CHANGE

Unit price Quoter to Fill

Extended Price

DO NOT CHANGE

Formula used to calculate

UPT Work, leave blank

Evaluation Factors

Factor 1 – Experience

i. Demonstrate three (3) subcategories of experience:

a. OHS Spill Response and Containment

b. OHS Spill Cleanup and Disposal

c. Environmental Sampling, Laboratory Analysis, and Training

ii. Maximum four (4) experience for each subcategory; twelve (12) total Experience Forms may be submitted.

iii. Submitting contract vs. Task Order

*Please make sure to read the factors and submission requirements carefully and ensure they provide all required information.

Evaluation Factors – Experience Form

Evaluation Factors – Experience Form, Continued

Evaluation Factors, Continued

Factor 2 – Past Performance

i. Submit a CPARS or PPQ for each experience submitted in Factor 1

Price

i. Indicate if proposing in Japanese Yen OR US Dollar

ii. Price will be evaluated by adding total price for base and all options

*Please make sure to read the factors and submission requirements carefully and ensure they provide all required information.

Contact Information

NAVFAC Far East AQ:

Amanda Jo Contract Specialist, CON2

(315) 243-2047 Office amanda.jo.civ@us.navy.mil

NAVFAC Far East AQ:

Ross Yamato Contracting Officer, CON2

(315) 243-9928 Office ross.w.yamato.civ@us.navy.mil

Naval Facilities Engineering Systems Command, Far East

Submit questions in writing in accordance with the RFQ.

List of Attendees

•Government –Ross Yamato, NAVFAC FAR EAST

Contracting Officer

–Michael Rafanan, NAVFAC FAR EAST

Environmental Division Director

–Michale Mathias, NAVFAC FAR EAST

Solid Waste/Air Engineer

•Industry

•- EEC

–Simone Grabarits –Yoshie Johnson –Iva Hosaka, CEO