FA520926Q00140002 - Operation and Maintenance of Combined Heat and Power (CHP) Plant at Yokota AB, Japan

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Combined Synopsis/Solicitation FA520926Q0014 for the operation and maintenance of a Combined Heat and Power (CHP) plant.

• Construction and Operation Period: The CHP plant was constructed between 2021 and 2023 by YMC (subcontracted by Schneider Electric). It has been in operation for 3 years, with the current Energy Savings Performance Contract (ESPC) term being 21 years.
• LTSA Responsibility: Schneider Electric is responsible for items under the Long-Term Service Agreement (LTSA), including inspections and overhauls.
• On-Site Personnel: Schneider Electric engineers will be stationed at Yokota Air Base for the duration of the ESPC period of performance.
• Qualifications: The need to confirm if INNIO training/certification or equivalent Japanese qualifications are acceptable for specific roles (e.g., Class II Chief Electrical Engineer if capacity exceeds 10 MW) is noted, requiring confirmation from the CEO Electrical Shop.
• Transition: A 2-week handover period is planned for the transition from the current contractor.
• Construction Completion: CHP construction was completed in November 2023.
• Operation Rate Data: Information on operation rate (capacity factor) is uncertain and requires input from the CEO Electrical Shop.
• External Power: The CES Exterior Electrical Shop is responsible for external power transmission and the power grid on Yokota Air Base. TEPCO handles incoming power.
• Inspection and Failure Data: Past inspection records, historical failure data, and information on past repair activities (including unscheduled maintenance) can be provided upon request.
• Chemical Storage: Minimal space is available on-site for chemical storage.
• Resting/Sleeping Area: Space in Building B555 can be used by the contractor for a resting/sleeping area.

These clarifications provide essential details regarding the operational history, personnel requirements, technical qualifications, site logistics, and data availability, which bidders should consider when preparing their proposals. Specific questions regarding qualifications and operation rate data require further confirmation.

Questions & Answers / Clarifications

This document summarizes the minutes from a Pre-Proposal Conference and Site Visit held for Solicitation FA520926Q0014, concerning the Operation and Maintenance of the Combined Heat and Power (CHP) plant at Yokota Air Base, Japan. The conference aimed to clarify government requirements and assist prospective offerors in submitting quotes.

• Submission Deadline: Quotations are due by April 30, 2026, at 3:00 PM JST, submitted via email or fax. The government will confirm receipt.
• SAM Registration: Offerors must be registered in SAM prior to submitting a quotation. Awardees will need WAWF registration for invoicing.
• Pricing: Offerors must submit prices for CLIN 0001 (Operation) and 0002 (Maintenance). CLINs 0003 and 0004 do not require pricing. The total monthly price will be multiplied by 24 for comparison, and all anticipated costs for the 24-month period must be included in CLIN 0001 or 0002.
• Technical Submittals: Offerors must provide complete responses for Submittal 1 and 2 in their own formats.
• Contract Type: The contract will be an Indefinite-Delivery Indefinite-Quantity (IDIQ) type, with a 24-month ordering period and an initial plan for two 12-month Task Orders (TOs). Level II work will be negotiated at the TO level.
• Evaluation: Quotes will be evaluated on a lowest price technically acceptable basis.

Offerors were advised to ensure a full understanding of the PWS before submitting quotations. Additional questions or requests for information were due by April 22, 2026, with responses to be provided by April 28, 2026. The document also references specific clauses and forms (SF 1449, CAGE Code) that offerors need to address.

Amendment / Modification

This amendment (0001) to Solicitation No. FA520926Q0014 formally changes the subject solicitation by:

• Adding minutes from the pre-proposal conference and site visit.

• Adding questions as an attachment.

• Pre-proposal conference and site visit minutes.

• Questions and Answers.

• The Response Date and Time (Japan local time) is NOT extended.

• Prospective offerors are requested to acknowledge this amendment and return the acknowledgement with their quotes.

• Questions or requests for information must be referred to Mr. Daisuke Kawasaki and 2d Lt Marilynne Wilkins no later than close of business (4:00pm JST) on 22 April 2026. Responses will be provided to all offerors no later than 28 April 2026.

Questions & Answers / Clarifications

This document provides responses to post-conference questions regarding Solicitation No. FA520926Q0014 for the Operation and Maintenance of the Combined Heat and Power (CHP) plant at Yokota Air Base (YAB), Japan.

• Construction Details: Inquiries were made about the name of the company that constructed the CHP plant and the construction period.
• LTSA and Manufacturer Involvement: Questions were raised regarding whether Long-Term Service Agreements (LTSA) for inspections and overhauls will be performed by Schneider Electric, and how the plant's 21 years of operation relates to the current contract.
• Personnel and Qualifications: The document addresses whether Schneider Electric engineers are expected to be stationed at Yokota Air Base, and if INNIO training/certification or equivalent Japanese qualifications are acceptable.
• Technical Requirements: A question was posed regarding the requirement for a Class II Chief Electrical Engineer if the total generating capacity exceeds 10 MW.
• Current Operations: Information was requested about the current company performing operations and maintenance, current annual costs, number of operators, operator shift structure, and whether the operation system provides 24-hour coverage.
• Transition and Handover: The document includes questions about retaining current operators, potential adjustments to the start date if new hiring is required, and whether a transition from the current contractor will be conducted.
• Plant History and Performance: Inquiries were made about the CHP plant's completion date, cumulative operating hours and power generation, operation rate (capacity factor), and whether an overhaul is expected before the contract starts.
• Government Operations and Command: Questions were asked about whether the U.S. Government prepares the operation plan and exercises overall operational command of the CHP plant.
• External Power Grid: The document seeks clarification on which department is responsible for external power transmission, responsibility for cascading outages, the location of controlling equipment, and the organization responsible for operating the power grid.
• Maintenance and Records: Questions were posed regarding the availability of past inspection records, historical failure data, average repair periods, and records of past use of reimbursable materials.
• Facilities: Inquiries were made about dedicated space for chemical storage and the possibility of installing a resting/sleeping area.
• Bidders: Information was requested on the expected number of bidders and their company names.

This document clarifies several aspects of the solicitation, potentially impacting bidder understanding of technical requirements, operational scope, personnel qualifications, and historical performance data. It also provides contact information for further questions.

Other / Unclassified

This document is a memorandum from the Department of the Air Force, 374th Airlift Wing, to prospective proposers. It outlines policies and procedures for doing business with the U.S. Government.

This document informs potential bidders about key principles governing U.S. Government procurement, including:

• Fair Competition: Purchases are made through solicitations to ensure full and free competition. Collusion among vendors is a direct violation of policy.
• Rejection of Proposals: Proposals from firms that restrict competition will be rejected, and such firms may be prohibited from future solicitations.
• Gratuities Clause: All contracts include a "gratuities" clause, prohibiting contractors from offering entertainment, gifts, or other benefits to U.S. Government personnel to secure contracts or favorable treatment. Such actions are illegal.
• Reporting Irregularities: Bidders are urged to report any encountered irregularities while conducting business with U.S. Government employees.

Solicitation / RFP / RFQ

This document is a "Notice to Offerors" for Solicitation FA520926Q0014, which seeks proposals for the Operation and Maintenance of a Combined Heat and Power (CHP) plant at Yokota Air Base, Japan. The government states that funds are not presently available and reserves the right to cancel the solicitation.

• Operation and Maintenance of Combined Heat and Power (CHP) plant.

• The document does not specify contract type, period of performance, or estimated value.

• Response Date and Time: To be determined (refer to Block 8 of SF1449).

• Clauses and Provisions: Incorporated by reference, accessible via https://www.acquisition.gov/content/regulations.

• A pre-proposal conference will be held at the 374th Contracting Squadron, Bldg. 620, Yokota Air Base. Details will be provided upon request.

• Offerors are urged to conduct a site visit to inspect the performance location and assess conditions. Failure to inspect the site will not be grounds for a claim after award.

• For access to the U.S. installation for the conference and site visit, offerors must possess photo identification. Those requiring an escort must arrive 30 minutes prior to the scheduled time; those not requiring an escort must arrive 5 minutes prior.

• Offerors wishing to participate in the conference and site visit should email the Contract Specialist to receive the schedule.

• Not specified in this document.

• Funds are not presently available, and the government may cancel the solicitation.

• Electronic Funds Transfer (EFT) payments to a Japanese bank account will incur a transaction fee (¥735, subject to change) which the U.S. Government will not reimburse.

• Offerors must have an active registration in the System for Award Management (SAM) prior to award. Information on obtaining a NCAGE/CAGE is provided.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for the operation and maintenance (O&M) of the Combined Heat and Power (CHP) Plant located at Yokota Air Base, Japan.

• Provide all personnel, equipment, tools, materials, supervision, and services for O&M, including maintenance, repair, and Level II work for the specified equipment.

• Equipment includes: Four (4) Jenbacher 616 cogeneration units and containers, four (4) Johnson Matthey SCR units, associated pumps, radiators, and piping, and the Supervisory Control and Data Acquisition (SCADA) and Micro-Grid Systems.

• Perform continuous, safe, and proper operation in accordance with manufacturer manuals and commercial standards, ensuring 24-hour staffing.

• Operate engines based on SCADA system economic output to maximize government benefit.

• Conduct routine maintenance and inspections according to manufacturer recommendations and applicable standards, using approved checklists.

• Perform Level II work (repairs, replacements, new installations beyond routine scope) as negotiated via Task Orders.

• Procure all necessary materials competitively and at best market prices, with specific procedures for approval and documentation.

• Operations and maintenance must be completed satisfactorily (100%)

• Level II work must be completed satisfactorily (100%)

• Stock material inventory records must be maintained properly (100%)

• Work schedule and reporting requirements must be accomplished (100%)

• Daily and monthly operational logs are required.

• Repair and Replacement Reports are required with monthly invoices.

• Location: Yokota Air Base, Japan.

• Hours of Operation: Monday through Sunday, 0000 to 2400 hours.

• Compliance with manufacturer operation manuals, Japan Environmental Governing Standards (JEGS), and common commercial practices.

• Contractor is responsible for developing and maintaining an adequate level of reimbursable materials.

• Provide a Project Manager (PM) and Assistant Project Manager (APM) with specific availability and communication requirements.

• Contractor employees require base passes and must present a neat appearance.

• Specific qualifications are required for plant operators.

• Contractor employees must be instructed in utilities conservation practices.

• Government will provide workspace, utilities (natural gas, electricity, water, sewer), and one Class C telephone line.

• Government will provide building maintenance services and collect waste engine oil.

• Security requirements include key control and reporting of lost keys.

• Appendices include: CHP Operational Assignments and PM Duties, CHP Operational Assignment Map, Materials and Chemicals List, and LTSA List of Equipment/Maintenance Schedule.

Solicitation / RFP / RFQ

This solicitation seeks proposals for the Operation and Maintenance of a Combined Heat and Power (CHP) Plant at Yokota AB, Japan. The government anticipates awarding an Indefinite Delivery Indefinite Quantity (IDIQ) contract.

• Operation of the CHP plant (PWS 1.1)

• Maintenance and Inspection of the CHP plant (PWS 1.2)

• Level II Work (PWS 1.3)

• Reimbursable Materials

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ)

• Period of Performance: Ordering period from 01 Jun 2026 to 31 May 2028 (24 Months)

• Guaranteed Minimum Amount: USD 1,000.00 (or JPY equivalent)

• Maximum Amount: USD 8,983,000.00 (or JPY equivalent)

• Pricing Arrangement: Firm Fixed Price for CLINs 0001, 0002, and 0003. Reimbursable Materials (CLIN 0004) is also Firm Fixed Price.

• Offer Due Date: 30 April 2026, 03:00 PM Local Time

• Submission Instructions: Proposals must be submitted in three parts: Part I - Summary and Miscellaneous Data, Part II - Price, and Part III - Technical.

  • Part I: SF 1449 completion, online Representations and Certifications, and acknowledgment of amendments.
  • Part II: Pricing for CLIN 0001 and 0002. CLIN 0003 and 0004 do not require pricing.
  • Part III: List of employees (including experience and NERC certification) and "Yes/No" answers to 12 technical questions.

• Evaluation Criteria: Award will be made to the lowest priced offeror determined to be technically acceptable. Price and technical factors are considered approximately equal in importance. An offer may be deemed unacceptable if Submittal 1 (List of Employees) is not submitted or if there are "No" responses in Submittal 2 (Technical Questions).

• This acquisition is unrestricted.

• NAICS Code: 811310

• Size Standard: USD 12,500,000.00

• The document includes extensive clauses related to contractor personnel performing in Japan, including SOFA status, compliance with laws, security, and logistical support.

• Payment will be made via Wide Area WorkFlow (WAWF).

• Availability of funds for performance beyond FY26 is contingent upon appropriation.

Form / Attachment / Pricing Sheet

This document, "Appendix A - CHP Operational Assignments and PM Duties," details the operational and preventive maintenance (PM) assignments for various systems within the Combined Heat and Power (CHP) plant. It outlines which contractor roles or specific shops (e.g., Boiler Shop, Steam Shop, Elec Shop) are responsible for the operation and maintenance of different equipment and systems.

• Categories: Groups of systems (e.g., Gensets, HRSG, Balance of Plant (BOP), SCADA/HMI/Microgrid, HVAC, Site Safety).
• Systems: Specific equipment or functions within each category (e.g., Combustion Air Fan, Natural Gas Compressors, Lube Oil tanks, Fire Alarm Systems).
• Operator: Identifies the responsible party, often a specific shop or "All Hands."
• Assignments: Indicates with an 'X' which shops are assigned to specific tasks or systems.
• Footnotes: Provide additional context on responsibilities, such as site upkeep, emergency response, and maintaining a clean work environment. It also notes that operational assignments are subject to change.

This document is crucial for bidders to understand the division of labor and specific responsibilities for operating and maintaining the CHP plant's systems. It helps in assessing the scope of work, required expertise, and potential coordination efforts needed if awarded the contract. Bidders should pay close attention to the assigned responsibilities to ensure their proposals accurately reflect the operational and maintenance requirements.

Form / Attachment / Pricing Sheet

This document is an "Operational Assignment Map" for the Combined Heat and Power (CHP) Plant. It visually delineates the lines of demarcation for operational responsibilities by entity or "shop" within the plant.

• Legend: Defines different types of areas and responsibilities, including Contractor, Reactor, Steam Shop, Electrical Shop, Power Pro. Shop, Boiler Shop, HVAC Shop, and WFSM Shop.
• Diagram: A layout of the CHP plant showing various equipment and areas.
• Lines of Demarcation: Colored lines and labels indicate which entity or shop is responsible for specific areas or equipment.
• Notes: Includes specific instructions regarding structure shop responsibilities for exterior paint and pipe cladding, contractor support for instrumentation, and the potential for re-assignment of operational duties between government parties.

This map is crucial for bidders to understand the organizational structure and the division of labor within the CHP plant. It clarifies who is responsible for what, which is essential for understanding the scope of work, potential interfaces with other entities, and the overall operational environment of the facility. This information is vital for developing accurate proposals and understanding performance expectations.

Form / Attachment / Pricing Sheet

This document is a list of materials and chemicals with their estimated annual consumption for the period of October 2024 through September 2025. It serves as an attachment to provide specific details on the types and quantities of chemicals and materials that may be required for the opportunity.

• Line No.: Sequential numbering for each item.
• Item: Name and description of the material or chemical.
• Qty: Estimated annual quantity required.
• Unit: The unit of measure for the quantity (e.g., Gallon, Cylinder, Container, Bottle, Bag).

This list is crucial for bidders to understand the scope of materials they may be responsible for procuring or managing. It provides estimated quantities, which can inform pricing strategies, logistical planning, and the assessment of overall contract requirements. Bidders should review this list to ensure they can meet the material demands and to accurately price their proposals.

Form / Attachment / Pricing Sheet

This document, "List of Covered Equipment," serves as an appendix to a Performance Work Statement (PWS) or Statement of Work (SOW). It details the specific equipment covered under a maintenance services agreement and outlines the scheduled maintenance tasks and intervals. This information is crucial for bidders to understand the scope of services required for the covered equipment.

• Covered Equipment:
  • Four (4) INNIO Jenbacher JMS 616 containerized engine-generator sets
  • Four (4) INNIO Jenbacher Di.ANE XT control panels
  • Four (4) HUG SCR systems
• Type of Equipment: 4x J616 J01 – 2,655 kW - 480 kV – Dual Fuel
• Term of Agreement: 10 Years / ~8,000 operating hours per unit / 80,000 total operating hours
• Scheduled Services: Detailed breakdown of maintenance tasks (parts, labor, travel) at various operating hour (OPH) intervals, including:
  • Routine maintenance (e.g., 2k, 4k, 6k, 10k, 20k, 30k OPH)
  • Spark plug replacement
  • Remote monitoring
  • Pre-chamber annual service
  • Container maintenance (semi-annually)
  • SCR annual maintenance (including specific checks and replacements)
  • SCR monthly maintenance
  • Major overhaul at 60,000 OPH
• Maintenance Table: Extensive tables detailing specific maintenance tasks, their corresponding part numbers, and the intervals (in operating hours) at which they are required for various components of the Jenbacher equipment.

This document directly defines the assets requiring maintenance and the specific, scheduled maintenance activities. Bidders must use this information to:

• Accurately estimate labor, parts, and travel costs.
• Understand the frequency and scope of services required.
• Assess their capability to perform the specified maintenance tasks.
• Ensure their proposals align with the government's defined maintenance schedule and equipment.