Tanks - Combined Synopsis Solication_5Sep2025.pdf

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Storage Tank Management and Inspection Services Combined Synopsis / Solicitation # : FA558725Q0070

IAW FAR 12.603

Requirement Title: Storage Tank Management and Inspection Services Solicitation Number: FA558725Q0070 North American Industry Classification System Code (NAICS): 541380 Product Service Code (PSC): H391 Set-Aside: In accordance with (IAW) FAR 19.000(b)(1)(ii), no set-aside will be used for this requirement.

Solicitation Date: 5 September 2025 Response Deadline: 17 October 2025 Point(s) of Contact: Sean D. Gillesby / Ph. 01638521823 / Email:

sean.gillesby@us.af.mil Brittany M. Coker / Ph. 01638521990 / Email:

brittany.coker.1@us.af.mil

This is a combined synopsis/solicitation for commercial services prepared IAW the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued.

This solicitation is issued as a Request for Quote (RFQ) IAW FAR Parts 12 and 13.

The solicitation document and incorporated provisions and clauses are those in effect through:

Federal Acquisition Circular: 2025-04, 06/11/2025 Defense Federal Acquisition Regulation Supplement: 01/17/2025 Department of the Air Force Federal Acquisition Regulation Supplement: 10/16/2024

A site visit may be conducted for this requirement on Tuesday, 16 September 2025 at 0900 BST.

Attendees shall have the following information for individuals wanting to attend the site visit: a valid identification card (e.g. driver’s license or passport) that includes an issuance number, location of issuance, and date of birth. A selection of tanks will be toured at RAF Lakenheath, RAF Feltwell, and RAF Mildenhall. The initial meeting point will be at RAF Lakenheath Visitor Center located at Brandon, Suffolk IP27 9PN. Vendors interested in attending the site visit need to contact the Contract Specialist, Brittany Coker at brittany.coker.1@us.af.mil and/or Contracting Officer, Sean Gillesby at sean.gillesby@us.af.mil by no later than Wednesday, 10 September 2025

1600 BST.

The period of performance for this requirement is as follows:

Five (5) Year Ordering Period ORDER YEAR ONE (12-months): 30 March 2026 – 29 March 2027 ORDER YEAR TWO (12-months): 30 March 2027 – 29 March 2028 ORDER YEAR THREE (12-months): 30 March 2028 – 29 March 2029 ORDER YEAR FOUR (12-months): 30 March 2029 – 29 March 2030 ORDER YEAR FIVE (12-months): 30 March 2030 – 29 March 2031

NOTICE TO OFFEROR: Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs.

A. General Information mailto:sean.gillesby@us.af.mil

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Description:

The 48th Contracting Squadron at RAF Lakenheath is the responsible procuring activity for the reacquisition of a recurring requirement for fuel storage tanks management, inspection, preventative maintenance and testing requirements for the Tri-base area civil engineering squadrons. The 48th Civil Engineer Squadron (CES) at RAF Lakenheath, Feltwell, and the 100th CES at RAF Mildenhall operate fuel storage tanks to provide the primary energy source to heat buildings, supply hot water, and support standby power generators. The objective of this requirement is to provide the necessary oversight, inspection, and testing necessary to maintain optimal operation of base-wide organizational fuel storage tanks, in accordance with applicable environmental regulations.

Fuel is supplied by a separate contract and is delivered by road tanker. Peak season supply operates during winter period (typically October to April) with as many as five tankers running per day, supplying fuel to RAF Lakenheath, RAF Feltwell and RAF Mildenhall. In a typical calendar year, a total of around three million US gallons of fuel is supplied, spread over approximately 1,500 individual deliveries to OFTs across all three bases ensuring fuel is delivered with no interruption of supply.

These services include but are not limited to oversight of fuel tank levels, supervising and escorting fuel deliveries, tank inspections, tank testing, and minor tank repair within the guidelines set forth in the Performance Work Statement (PWS).

The U.S. Air Force anticipates a single award Indefinite Delivery, Indefinite Quantity (IDIQ) contract with a 5-year ordering period. An IDIQ is similar to a framework agreement (EU) or call-off contract (UK): it establishes pricing, terms, and a maximum contract ceiling, but the Government makes no commitment to order the estimated quantities. Orders (‘task orders’ in U.S. terms, equivalent to call-offs) will be placed as needed during the contract period, and actual demand may be higher or lower than estimates.

The Contractor shall provide a comprehensive quote to meet RAF Lakenheath, Feltwell and Mildenhall storage tank management, inspection, preventative maintenance, and testing requirements.

Place of Performance:

RAF Lakenheath, RAF Feltwell, and RAF Mildenhall, United Kingdom Period of Performance: Five (5) Year Ordering Period: 30 March 2026 – 29 March 2031

Line Item Description Quantity Unit of Measure

See Attachment 2: Pricing Schedule

Attachment:

1. Tanks Performance Work Statement

2. Tanks Pricing Schedule Workbook

3. Applicable Clauses and Provisions

4. Combined Tanks Appendices:

Appendix A-1 – RAF Lakenheath Tank Inventory Appendix A-2 – RAF Feltwell Tank Inventory Appendix A-3 – RAF Mildenhall Tank Inventory Appendix B-1 – RAF Mildenhall Fire Diesel Tank Inventory Appendix C-1 – RAF Mildenhall Line Testing Inventory Appendix D – Monthly Checklist STI SP001 Appendix E – Annual Checklist STI SP001 Appendix F - Pipeline Pressure Testing Form Appendix G – Containment Integrity Checklist_UFC 3-460-30

B. Requirement Information

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Appendix H – Hazmat Authorization Request Form Appendix I – 48FW Hazmat Spill Request Report 2023 Appendix J – 100 ARW Spill Form

Addendum to FAR 52.212-1--Instructions to Offerors--Commercial Items (Sep 2023) Federal Acquisition Regulation (FAR) provision paragraphs 52.212-1 (e) "Multiple offers" is deleted in their entirety.

FAR paragraph 52.212-1(c), "Period for acceptance of offers," is tailored as follows:

"The offeror agrees to hold the prices firm for 120 calendar days from the date specified for receipt of offers." The following paragraphs provide the specific solicitation instructions:

Addendum to 52.212-1(b), Submission of offers. Submit signed and dated offers no later than Friday, 17 October 2025 at 12:00 hours British Standard Time (BST).

Addendum to FAR 52.212-1(f), Late submissions, modifications, revisions, and withdrawal of offers. This paragraph is tailored to read as follows:

“Offerors are responsible for submitting electronic offers by the solicitation due date and time.

Offers received after the solicitation due date and time will be considered late and will be handled in accordance with FAR 52.212-1(f).”

Offerors and quoters are required to be registered in SAM at the time an offer or quotation is submitted in order to comply with the annual representations and certifications requirements https://sam.gov/content/home

Only electronic offers will be accepted. IAW with DFARS 252.225-7041 all offers shall be submitted in English.

Sean Gillesby and Brittany Coker are the points of contact for this acquisition. All questions or concerns regarding this request for quote must be directed IN WRITING via e-mail to sean.gillesby@us.af.mil and brittany.coker.1@us.af.mil. Questions are encouraged to be submitted at your earliest convenience but will not be accepted past Friday, 19 September 2025 at 12:00 hours

BST.

Electronic Copies of Offers shall be submitted to Sean Gillesby and Brittany Coker by email at:

sean.gillesby@us.af.mil and brittany.coker.1@us.af.mil.

The addressees must be able to open the e-mail and all attachments in a readable format (PDF, Microsoft (MS) Word 2007, MS Excel 2007, MS Power Point 2007, or later versions, as applicable). It is the offeror's responsibility to allow for sufficient time for the offers to clear all of the Agency's e-mail servers. Offerors may send their offers using multiple emails using number systems such as "email 1 of 4." For the purpose of electronically transmitted offer receipt, the offer is determined to be "under the Government's control" when it is in the addressee's email inbox. It is the offeror's responsibility to ensure the offer is sent to the correct Government email addresses.

Package sizes shall not exceed 10 MB per email.

Page Size, Format and Page Limit

A page is defined as each face of an 8 1/2"X11" (UK A4) document containing information. Page limitations

C. Instructions to Offerors https://sam.gov/content/home mailto:sean.gillesby@us.af.mil mailto:brittany.coker.1@us.af.mil.

mailto:sean.gillesby@us.af.mil mailto:brittany.coker.1@us.af.mil

Page | 4 shall be treated as maximums. Pages in excess of the maximum page limits defined below will not be evaluated. Please reference the table below for page limits.

For the purposes of formatting, font size shall not be less than 12 point, except for the reproduced sections of the solicitation document. All printing shall be single spaced. Use at least 1-inch margins on the top and bottom and 3/4-inch side margins.

Pages shall be numbered sequentially in each volume and identify the solicitation number. Page limits shall be considered maximums. Pages in excess of the maximum will not be read or evaluated.

Indexing. Electronic files should be located in appropriately labeled files so as to easily discern each volume as outlined in Table 1 below. Each volume shall contain a detailed table of contents identifying the subparagraphs within that volume. The table of contents is not included in the maximum page limitation.

QUOTE PREPARATION INSTRUCTIONS:

To ensure a timely and equitable evaluation, offerors shall follow the instructions contained in this section. Quotes must comply with all solicitation requirements, including terms and conditions, representations and certifications, with particular attention given to those identified as evaluation factors. Non-conformance with these instructions may result in elimination from consideration.

The Government intends to make an award based on the initial quote submissions without conducting interchanges. Therefore, each offer should contain the offeror’s best terms considering all evaluation factors and subfactors. However, the Government reserves the right to hold interchanges if during the evaluation, it is determined to be in its best interest. Interchanges are fluid interaction(s) between the Contracting Officer (CO) and the Offeror(s) that may address any aspect of the quote and may or may not be documented in real time. Offeror responses to interchanges shall be considered in making the award selection decision. Interchanges may be conducted with one, some, or all offerors. If the Government enters interchanges, the Government may or may not request final quotation revisions.

Quotes shall be clear, concise, and include sufficient detail to permit effective evaluation and to substantiate the validity of stated claims. The response shall consist of the following three volumes to be eligible for award:

Section Reference Title Page Limit

Volume I Executive Summary 5 Volume II Factor 1 Price--See attached Price Schedule – (Attachment 2) No Limit Volume III Factor 2 Technical Subfactor 1.1 Work Plan 15 Subfactor 1.2 Past-Experience 15

The specific content of each volume is discussed below:

VOLUME I - EXECUTIVE SUMMARY

Cover Page to include the following information:

Solicitation Number:

Solicitation Date and Time specified for receipt of offers:

Legal Business Name or Doing Business As (DBA):

Company address and remit to address if different than mailing address:

Name of Company point of contact(s):

Email Address of Company POC(s):

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Telephone Number of Company POC(s):

SAM registration Expiration Date:

CAGE Code:

UEI

Number:

Offer Acceptance Period:

Narrative & Authorized Offeror Representative(s): The Offeror's narrative summary of the entire quote should be concise, to include addressing the significant risks, and highlighting any key or unique features, excluding price. Identify authorized Offeror personnel and individuals authorized to negotiate with the Government.

Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to the Offeror's quote and who can obligate the company contractually. Any summary material presented here shall not be considered as meeting the requirements for any portions of other volumes of the quote. Unless quoted, submit a clear Affirmation of no Exceptions, Deviations, or Waivers within the body of the summary narrative. If exceptions are being taken, clearly identify the terms and details in this section.

The offeror accedes to the contract terms and conditions as written in the solicitation (and attachments). The solicitation constitutes the model contract. Offerors shall clearly identify any exceptions to the solicitation and provide accompanying rationale.

A statement acknowledging all solicitation amendments, if any were issued.

VOLUME II – PRICE

The offeror shall insert all proposed line-item unit prices in Attachment 2, Price Schedule. The offeror shall ensure that the sum of the total prices proposed for the entire period of performance is listed on the Pricing Schedule.

Pricing shall be all inclusive (e.g., all materials, transportation, labor, etc.) and shall clearly be illustrated on the Pricing Schedule. The type of currency submitted shall be the type of currency used to conduct business/receive payment (exclusive of VAT/TAX). Quotes submitted in Great Britain Pounds (GBP) will be converted to US Dollar (USD) using a conversion rate of 1 USD = GBP 0.7978 for the purpose of evaluation. Additionally, unit prices shall be rounded to no more than two places after the decimal point. The extended amounts shall equal the unit price multiplied by the quantity for each unit.

Provide unit prices and extended prices for all CLINs in your quote. Calculate a total price for each of the following periods: Year One (1), Year Two (2), Year Three (3), Year Four (4), Year Five (5). Also, provide a final total price representing the sum of the total prices for the five year ordering period.

General Instructions: Quotes shall be sufficiently detailed to demonstrate their price reasonableness, completeness, and balance. The Government may not award a contract based on a quote with unbalanced pricing. Compliance with these instructions is mandatory and failure to comply may render your quote ineligible for award. The burden of proof for credibility of proposed prices rests with the offeror.

VOLUME III - TECHNICAL:

The Technical Volume shall demonstrate a clear understanding of the requirements and provide a comprehensive, yet concise, description of how the offeror intends to meet the Government’s needs for tank management, inspection, testing and maintenance at RAF Lakenheath, RAF Feltwell, and RAF Mildenhall. The

Page | 6 technical submission should detail the offeror's proposed methods, capabilities, and resources for meeting the requirements, not simply reiterate or paraphrase the Performance Work Statement (PWS). Quotes that simply state the offeror "understands" or "can comply" without adequate supporting information may be rated unacceptable. Provide factual rationale explaining how the offeror intends to fulfill the requirements, assuming the Government has no prior knowledge of their experience. The evaluation will be based solely on the information presented in the quote.

Subfactor 1 – Work Plan:

In order to fulfill this requirement, the offeror must provide a work plan that describes their approach to successfully perform the standards detailed in PWS section 1.4, detailing all personnel involved in the project including their roles, labor categories, qualifications, and education.

Subfactor 2 – Past Experience:

In order to fulfill this requirement, the offeror must address all the past-experience activities listed.

-Provide evidence of at least one (1) but no more than three (3) contracts for the same/similar scope of effort described in the PWS. Contract performance should show recency within three (3) years from the issuance date of this solicitation and meet the following criteria.

a. Minimum period of performance of one (1) year

b. Total Contract value at or exceeding £100,000 (or US Dollar equivalent)

c. Evidence of past-experience shall include the following information:

Company/Division/Agency/Customer Name, description of service provided, contract number/project number, contract value, and period of performance.

(End of Addendum to FAR 52.212-1)

ADDENDUM TO FAR 52.212-2 – EVALUATION -- COMMERCIAL ITEMS (Nov 2021)

BASIS FOR CONTRACT AWARD:

The Government intends to award a purchase order resulting from this Request for Quotation (RFQ) to the offeror whose quotation conforms to the solicitation. Offerors should propose their best solution to meet the stated requirements. The following factors shall be used to evaluate quotations:

Factor 1: Price

Factor 2: Technical

Subfactor 1: Work Plan Subfactor 2: Past Experience

Basis of Award: As allowed by FAR 13.500, the Lowest Price Technically Acceptable (LPTA) selection process shall be applied. To be eligible for award, a quotation must meet all technical requirements, conform to all required terms and conditions, and provide all information required as defined in Addendum to 52.212-1. The technical area will be evaluated on an "acceptable" or "unacceptable" basis.

The Government reserves the right to hold interchanges will all, some, or no quoters. Additionally, if no quotes are rated technically acceptable, the CO has reserved the right to cancel the Solicitation in lieu of conducting interchanges. In this case, the Government is under no obligation to release a new Solicitation.

D. Evaluation Criteria

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Evaluation Process: The evaluation process will begin with the evaluation of the lowest priced quotation after determining responsiveness. The lowest priced proposal will then be evaluated for technical acceptability. If the lowest priced proposal is found to be technically acceptable, then that quoter will be evaluated for responsibility using the guidance and general standards set forth at FAR 9.104-1. Any negative entries found may be grounds for determining a quoter non-responsible and would further make them ineligible for award. Common United States Government Systems used during this process are:

a. System for Award Management (SAM).

b. Federal Awardee Performance and Integrity Information System (FAPIIS)

c. Excluded Parties List System (EPLS).

d. Procurement Integrated Enterprise Environment/Electronic Data Access (PIEE/EDA); and/or

e. The Contractor Performance Assessment Reporting System (CPARS) at https://www.cpars.gov

EVALUATION FACTORS:

PRICE EXHIBIT

Quotes will be evaluated based on the accuracy of the extended prices, the calculated total prices for each order year of the five-year ordering period, and the final total price. The government will verify the accuracy of all price calculations, including unit price extensions and total price sums. Quotes with significant discrepancies may be deemed unacceptable. Prices will be evaluated for completeness, reasonableness, and balanced pricing. Offers whose price is determined to be incomplete, unreasonable and/or unbalanced will not be considered for award.

The Total Evaluated Price (TEP) will be calculated by combining the proposed prices for the Order Year 1-5 of the five (5) year ordering period. A 6-month extension period, priced by the Government at 50% of the final Order Year price (as per FAR 52.217-8), will be added to the TEP for evaluation purposes. Offerors should not include pricing for this extension. The TEP will be used to rank technically acceptable offers, and offerors are responsible for the accuracy of their pricing. While FAR 52.217-8 allows the Contracting Officer to extend services for up to 6 months, the inclusion of this extension in the TEP doesn't obligate the Government to exercise this option.

Price Reasonableness: The price information submitted in each offeror's price as required by the Addendum to FAR 52.212-1 - Instructions to Offerors -Commercial Items, will be evaluated to determine if proposed prices are fair and reasonable IAW FAR 13.106-3. The Government may use any of the price analysis techniques IAW FAR 15.404-1(b) and IAW FAR 15.404-1(g) if deemed necessary.

Unbalanced Pricing: Offerors are cautioned against submitting an unbalanced offer. Unbalanced pricing exists when, despite a reasonable TEP, the price of one or more contract line items is significantly over or understated as indicated by the application of price analysis techniques. The government will analyze offers to determine whether they are unbalanced with respect to price. An example of an unbalanced offer would be proposed contract line items that are significantly less than or significantly overstated in relation to the other proposed contracted line items (either of the offeror's quotes or the same contract line items as proposed by other offerors). The government may also consider an offer unbalanced if there is a significant difference between proposed contract line items in the same contract line items category between option periods or the proposed prices from year to year or above what would be considered a reasonable adjustment for inflation. An offer may be rejected if the CO determines that the lack of balance poses an unacceptable risk to the government.

TECHNICAL EXHIBIT

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Each technical factor will be evaluated on an acceptable/unacceptable basis to determine whether the quote meets the solicitation requirements. Exceeding the acceptable/unacceptable criteria will not result in additional credit. An "Acceptable" rating in each technical factor is required for award eligibility.

Technical Rating Description

Acceptable Clearly meets the minimum requirements of the solicitation. All Factors and sub-factors have passed the evaluation.

Unacceptable Does not clearly meet the minimum requirement of the solicitation.

One or more factors/subfactors did not pass the evaluation. Failure to address any factor will deem a quote unacceptable.

Technical Subfactor 1: Work Plan

Description: Evaluation of the proposed approach to successfully perform the standards detailed in PWS section 1.4 Project Deliverables.

Evaluation Criteria: To be rated "Acceptable," the work plan must demonstrate:

o Understanding of scope, complexity, and challenges, with effective mitigation strategies.

o A detailed list of key personnel involved in the project including their roles, labor categories, qualifications and education.

Technical Subfactor 2: Past Experience

Description: Evaluation of the past experience of same/similar scope of effort described in the PWS.

Evaluation Criteria: To be rated "Acceptable," the past experience must:

Provide evidence of at least one (1) but no more than three (3) contracts for the same/similar scope of effort described in the PWS. Contract performance should show recency within three (3) years from the issuance date of this solicitation and meet the following criteria.

Must include:

- Minimum period of performance of one (1) year

- Total Contract value at or exceeding 100,000 (GBP) each

- Evidence of past-experience shall include the following information:

Company/Division/Agency/Customer Name, description of service provided, contract number/project number, contract value, and period of performance.

(End of Addendum to FAR 52.212-2)

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Please see Attachment 3– Applicable Clauses and Provisions.

E. Clauses and Provisions