Underground Fuel Storage Tanks (UST) Refurbishment Services - Tokyo

Amendment / Questions & Answers / Clarifications

This document is Amendment 0002 to Solicitation 19JA8026Q0021, providing responses to Questions & Answers (Q&A) No. 1, No. 2, and No. 3. The amendment is effective as of the Contracting Officer's signature date.

Q&A No. 1:

• Manhole Covers: Primary and secondary manhole covers will be replaced with new fiberglass reinforced plastic (main) and metal (secondary) covers, respectively. All manholes must be watertight.
• Power Supply: A dedicated circuit breaker with a waterproof box will be installed near the tennis court/playground for the inventory control and leak detection monitoring system. The existing monitoring system in the BAS should not be removed.
• Heavy Equipment Access: Heavy equipment (excavator, crane truck, fuel tanker) is permitted on the lawn area near the tanks for refurbishment work, with prior coordination with the COR and gardeners.
• Manhole Replacement: Only the primary and secondary covers will be replaced, not the entire manhole structure. Refer to the modified SOW.
• Tank Entry: Bolts and gaskets for the inspection opening assembly (Round Grade Level Manway) do not need to be replaced if reinstalled, as per the revised SOW.
• Excavation: Excavation for conduit installation must be a minimum of 30cm deep, with a maximum of 40cm to protect the grass.
• Cable Penetration: Cable for the inventory management system can pass through the cylindrical manhole section, provided the passing point remains watertight.
• Power Supply: The new inventory management system will use 100v, 50Hz power.
• Tank Lining Inspection: The vendor is responsible for ultrasonic testing to determine tank lining deterioration and will submit a report, including any necessary repairs.

Q&A No. 2:

• Personnel Changes: Changes to personnel after award are acceptable but require COR approval.
• Contractor Facilities: Restroom, water, and electricity (100/200v) are available for contractor use on-site. Vendors should bring extension cords and water hoses.
• As-Built Drawings: As-built drawings were available for viewing/copying during the walkthrough and remain available during business hours.
• Manhole Protector: If a new manhole cover does not fit the existing protector, both the cover and protector, along with the secondary cover, shall be replaced.
• Piping Restoration: If a protector is replaced, the vendor must restore all affected pipes.
• Number of Manholes: A total of 4 manholes (2 per tank) need replacement.
• Level Display Monitor: The new level display monitor will be installed a few meters from the tanks, not necessarily in the same location as the old one.

Q&A No. 3:

• Manway Covers: Both inside and top covers will be replaced. The protector may also need replacement if the new cover doesn't fit.
• Inspector Qualifications: Tank wall thickness and coating inspectors require ASNT Level II or ISO 9712 certification (UT) and AMPP Level 2/3 or FROSIO Level 3 (coating). Equivalent Japanese qualifications are acceptable.
• Confined Space Personnel: Qualifications are regulated by OSHA (29 CFR 1910.146/1926) or equivalent Japanese standards. A confined space entry plan for USG approval is required.
• Staging Area: Vehicles and equipment can be staged on the grass field adjacent to the tanks (refer to Q&A No. 1, Answer 3).
• Fuel Consolidation: The USG will monitor and manage fuel levels during consolidation. Additional fuel storage is the vendor's responsibility per the SOW.
• External Pump: An external pump is required to transfer fuel between tanks.
• Tank Blueprints: Original as-built drawings were available for viewing; appointments can be made for re-inspection.
• Internal Inspection: The COR is unaware of any internal inspections in the last 20 years, and no records are available.
• Tank Heads/End Caps: Inspection and coating of tank heads/end caps are included in the scope of work.
• Corrosion Measurement Threshold: Pit depth measurements should be documented if they exceed 30% of the original tank thickness.
• UT Grid Spacing: 500mm for overall scanning and 10mm for detailed mapping.

This amendment provides critical clarifications and details that may affect bidder understanding of requirements, materials, procedures, and qualifications. Bidders should review these Q&As carefully to ensure their proposals accurately reflect the updated information.

Amendment / Modification

• Extends the quotation due date for RFQ 19JA8026Q0021 from Friday, June 12, 2026, 10:00 a.m. to Tuesday, June 30, 2026, 10:00 a.m. (Japan Standard Time).

• Amends Subsection J.2 of the RFQ (page 39) regarding the quotation due date.

• Amends Subsection 2.0, 4-c of Attachment I-1 (Statement of Work).

• Amends Subsection 3.0 of Attachment I-1 (Statement of Work).

• Replaces the entirety of Attachment I-1 (Statement of Work) with a revised version.

• RFQ (page 39), Subsection J.2

• Attachment I-1 (Statement of Work), Subsections 2.0 (4-c) and 3.0

• The entire Attachment I-1 (Statement of Work) has been replaced.

• The proposal (quotation) deadline has been extended to June 30, 2026.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) is for Underground Fuel Storage Tanks (UST) Refurbishment Services at the U.S. Embassy Housing Compound in Tokyo, Japan. The U.S. Government intends to award a Purchase Order to the responsible company submitting a technically acceptable quote at the lowest price.

• Refurbish/reline two single-walled/skinned steel underground fuel storage tanks (28,000 liters each, used for diesel fuel).

• Install an electronic tank inventory control and leak detection monitoring system for the two relined tanks.

• Follow US ACE EM-385 requirements for confined space entry.

• Site preparation, including fencing off the working area, shutting off electrical current, and ensuring safety equipment is available.

• Cleaning of tanks, including sludge removal and degassing.

• Surface preparation via sandblasting and inspection for wear and leaks.

• Relining of tanks with primer, fiberglass reinforced plastic (FRP) mat/sheet with polyester based resin, and a final polyester based resin coat.

• Installation of new fiberglass reinforced plastic manhole covers.

• Pressure testing of fuel supply/return lines.

• Installation of one electronic tank inventory control and leak detection monitoring system.

• Provide a Quality Assurance Plan (QAP).

• Conduct final systems tests on refurbished USTs and the new monitoring system.

• Provide training to U.S. Embassy personnel on the new UST system components.

• Project closeout, including site restoration, submission of closure documentation, warranties, product data, and operation and maintenance manuals.

• Contract type: Purchase Order.

• Period of Performance: 90 calendar days after the Notice to Proceed.

• Estimated Magnitude: Between $25,000 and $100,000.

• Liquidated Damages: ¥100,000 for each calendar day of delay.

• Bonds: Performance and payment bonds are NOT required.

• Pre-quotation Conference and Site Visit: Thursday, May 28, 2026, 10:00 a.m. (Japan Standard Time) at the U.S. Embassy housing compound. RSVP required by Tuesday, May 26, 2026.

• Questions Due: Thursday, June 4, 2026, 10:00 a.m. (JST) via email.

• Quotations Due: Friday, June 12, 2026, 10:00 a.m. (JST).

• Submission Method: Electronically via email to MitaMX@state.gov. Email size must not exceed 15MB.

• Evaluation Criteria: Lowest priced, technically acceptable, responsible contractor.

• Award Basis: Lowest priced technically acceptable.

• This RFQ is NOT a small business set-aside.

• U.S. firms are eligible for payment in U.S. dollars; other firms will be paid in Japanese Yen.

• U.S. Embassy Tokyo is exempt from Japanese consumption taxes.

• The RFQ incorporates provision 52.215-1 by reference.

• A drawing (UST Layout) will be provided at the Site Visit.

• Offerors must be technically qualified and financially responsible.

• Quotations must be in English and incomplete quotations will not be accepted.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks bids for Underground Fuel Storage Tanks (UST) Refurbishment Services at the U.S. Embassy Housing Compound in Tokyo, Japan. The U.S. Government intends to award a Purchase Order to the responsible company submitting the lowest priced, technically acceptable quote.

• Refurbish/reline two single-walled/skinned steel underground fuel storage tanks (28,000 liters each).

• Install an inventory control and leak detection monitoring system for the two tanks.

• Follow US ACE EM-385 requirements for confined space entry.

• Site preparation, including fencing, shutting off electrical current, and ensuring safety equipment is available.

• Tank cleaning, including emptying, sludge removal, and degassing.

• Surface preparation via sandblasting and inspection for wear and leaks.

• Relining the inside of the tanks with primer, fiberglass reinforced plastic (FRP) mat/sheet with polyester-based resin, and a final polyester-based resin coat.

• Installation of new fiberglass reinforced plastic manhole covers.

• Pressure testing of fuel supply/return lines.

• Installation of an electronic tank inventory control and leak detection monitoring system.

• Provision of a Quality Assurance Plan (QAP).

• Submission of a confined space entry and safety plan, and a project-specific Accident Prevention Plan (APP).

• Final systems tests on refurbished USTs and the monitoring system.

• Training for U.S. Embassy personnel on the new UST system components.

• Project closeout documentation, including warranties and manuals.

• Contract type: Purchase Order.

• Period of Performance: Not explicitly stated, but completion is expected within 90 calendar days after the Notice to Proceed.

• Estimated Value: Between $25,000 and $100,000.

• Pre-quotation Conference and Site Visit: Thursday, May 28, 2026, at 9:50 a.m. at the U.S. Embassy housing compound's West Gate. RSVP required by May 26, 2026, to MitaMX@state.gov.

• Questions Due: Thursday, June 4, 2026, by 10:00 a.m. JST via email to MitaMX@state.gov.

• Quotations Due: Friday, June 12, 2026, by 10:00 a.m. JST.

• Submission Method: Electronically via email to MitaMX@state.gov. Email size must not exceed 15MB; use separate emails if necessary.

• Evaluation Criteria: Lowest priced, technically acceptable, responsible contractor.

• This RFQ is NOT a small business set-aside.

• Quoters must be technically qualified and financially responsible.

• Quoters must understand written and spoken English and Japanese.

• Quoters must have an established business, prior construction experience, necessary personnel/equipment/resources, local licenses/permits, and meet insurance requirements.

• Performance and payment bonds are NOT required.

• No payment will be made for quotation preparation and submission.

• The RFQ incorporates provision 52.215-1 by reference.