Prequalification of Sources - Sollars ES HVAC Upgrades, Misawa Air Base, Japan

PREQUALIFICATION NOTICE AND REQUIREMENTS

1.    PROJECT INFORMATION: 

Project Title: Sollars Elementary School (ES), Heating, Ventilation, Air Conditioning (HVAC) Upgrades

Project Location: Misawa Air Base, Japan

Project PSC: Z2JZ – Repair or Alteration of Miscellaneous Buildings

Project NAICS: 236220 – Commercial and Institutional Building Construction

Project Magnitude: Between ¥2,500,000,000 and ¥10,000,000,000 (Japanese YEN)

Project Description: Upgrade the existing heating system and add full building cooling capabilities to include 5 bldgs. 80, 90, 92, 94 & 98. Scope is to include transformer upgrades and structural roof changes. Scope of work includes, but is not limited to, removal and replacement of HVAC systems, removal and replacement of building systems to support the HVAC renovations, including ceilings, partitions, lighting, power, and fire protection systems, roof upgrades at b94, reinforcement of structural beams and columns at b94, construction of a new central plant enclosure, construction of new mechanical rooms at b90 and b98, and associated site work to support the renovations, including Trenching and repaving/resodding, removal and replacement of Transformers, and removal of site structures.

2.    GENERAL INFORMATION 

a.    This is a Prequalification of Sources in accordance with the procedures authorized by Class Deviation 2026-O0019 DFARS 236.101-70 Prequalification of sources.  The U.S. Army Corps of Engineers (USACE), Japan District is seeking to prequalify sources for the upcoming Solicitation W912HV26BA018 for Sollars ES HVAC Upgrades, Misawa AB, Japan.

b.    No reimbursement will be made for any costs associated with providing information in response to this announcement or any follow-up information requests. 

c.    Only those contractors that meet the prequalification criteria will be considered for the subsequent solicitation where the Government intends to issue an invitation for bid (IFB) utilizing FAR Part 14 Sealed Bidding procedures. To be eligible to participate, interested contractors must receive a “GO” for Factor 1 and be rated “ACCEPTABLE” for Factor 2 and 3 to participate in the IFB.

d.    Respondents will be notified of the results of the prequalification process before the solicitation is released.  

e.    The solicitation is anticipated to be released in July 2026. 

f.    Interested contractors are requested to submit a response to this Prequalification of Sources Notice.  

g.    A site visit will not be held during the prequalification process.  

3.    REQUEST FOR INFORMATION 

a.    Prospective Bidders will submit questions or requests for information (RFI) regarding this solicitation through the Microsoft Forms website. This form will allow prospective Bidders to submit questions and/or RFIs. This is an anonymous form; no log in, registration, or account is required.

URL: https://forms.osi.apps.mil/r/Yqd7FbH9Ey

Rules:
i.    Prospective Bidders shall submit all questions or requests for information (RFI) regarding this Prequalification through the provided Microsoft Forms website. Telephonic and email questions sent directly to Government representatives will not be accepted.

ii.    All questions or RFIs must be submitted using the Microsoft Forms link no later than 11: 59 PM (midnight), Japan Standard Time on 13 May 2026. The form will stop accepting inquires at the specified time.

iii.    Only one inquiry may be submitted on each form.

b.  Instructions:

i.    For each inquiry, go to the URL listed above.
ii.    Answer all questions including the Company name and email address.
iii.    Click "Submit" and then click "Submit another response"
iv.    Answer all questions including the Company name and email address.
v.    Repeat steps 3 and 4 as many times as necessary.
vi.    Notify the Contract Specialist, Mr. Ruben Romero at Ruben.A.Romero@usace.army.mil and the Contracting Officer, Mr. Ryan Marzetta at Ryan.J.Marzetta.civ@usace.army.mil after submitting inquiries to confirm the correct number of inquiries have been received.

c.    Information and Support

i.    Prospective bidders should notify the Contract Specialist, Mr. Ruben Romero at Ruben.A. Romero@usace.army.mil and the Contracting Officer, Mr. Ryan Marzetta at Ryan.J. Marzetta.civ@usace.army.mil if there are technical issues submitted inquiries.
ii.    Prospective bidders will not be able to view previously submitted questions and/or RFI posted by themselves or other prospective Bidders.
iii.    The Government will respond to inquiries through a posting on the SAM.GOV prequalification notice. 
iv.    The Government reserves the right to answer questions after the deadline specified above but is not obligated to provide a response to late questions.

4.    PREQUALIFICATION SUBMISSION REQUIREMENTS – GENERAL INFORMATION

a.    Prequalification package submittal shall be clear, concise and include sufficient detail to substantiate the validity of stated claims to allow for effective evaluation.  Your submission shall not simply rephrase or restate the Government’s requirements but rather provide convincing rationale to address how you meet the prequalification requirements.  Contractors should assume that the Government has no prior knowledge of their facilities or experience and will base its evaluation on the information presented in your submission.

b.    Electronic submission: Prequalification package shall be submitted electronically via email to Ruben.A.Romero@usace.army.mil and Ryan.J.Marzetta@usace.army.mil.  A confirmation email will be sent once the prequalification package has been received.  If your company does not receive email confirmation, please contact the Contract Specialist, Ruben Romero, and the Contracting Officer, Ryan Marzetta.  

c.    Submission must be received by 2 June 2026, 1400hrs Japan Standard Time. The Government will only accept electronic prequalification submissions via email.

d.    For the purposes of determining whether the submission was received “late” in accordance with RFO 14.301, the date and time the file(s) are confirmed received by the Government via email will be considered the date and time submitted.

e.    Submission shall be prepared and submitted electronically in Portable Document Format (PDF). Other formats or file types will not be accepted. It is recommended that the pages be formatted to standard letter size 8- 1/2” x 11” or A4 using 12 characters per linear inch or equivalent as the minimum size standard for text.  

f.    The total pages submitted shall not exceed 50 (fifty) pages. Each page should be numbered. Any pages over the prescribed limit will not be considered for evaluation.

5.    PREQUALIFICATION SUBMISSION REQUIREMENTS - CONTENT

a.    The first page (cover page) of your prequalification package shall show the following information: 

o    Solicitation Number
o    Company Name and Address
o    Point of Contact (POC) Name, Title, and Email Address
o    Name, title, telephone and email address of individuals authorized to bind/sign for the company in connection with this acquisition.  Evidence of the person’s authority should accompany your submission. 

    
b.    Factor 1 - Eligibility 

Contractor shall submit a copy of their Japanese civil construction (doboku isshiki koji) license or Japanese architectural construction (kenchiku isshiki koji) license with ENGLISH Translation.   

c.    Factor 2 - Construction Experience

The Construction Experience Information Sheet (Attachment I) included in this announcement is provided for the contractor to submit their construction experience for Prequalification Criteria Factor 2 Construction Experience.

Use Attachment I – Construction Experience Sheet to submit a minimum of one (1) but not more than three (3) construction projects.  Each submitted project information sheet shall not exceed five (5) pages per project except JV agreements do not count towards the information sheet page limitation.  

Contractor should ensure all prequalification criteria for the factor are addressed. The Government will not evaluate more than three (3) projects.  If more than three (3) projects are submitted for this criteria, the Government will only evaluate the first three (3) projects submitted in the order presented by the contractor.  

d.    Factor 3 - Proven Competence

Past Performance Questionnaires (PPQ) – Attachment II, included in this announcement, is provided for the contractor to submit past performance information for each project submitted for Prequalification Factor 2, Construction Experience on the Construction Experience Sheet – Attachment I.

The responsibility to send out the past performance questionnaire rests solely with the contractor. Contractors should follow-up with clients/references to ensure timely submittal of questionnaires. If the client requests, questionnaires may be submitted directly to the Government’s point of contact via email at Ruben.A.Romero@usace.army.mil and Ryan.J.Marzetta@usace.army.mil by the due date and time.

Contract Performance Assessment Report (CPAR) generated from CPARS.GOV (previously known as Past Performance Information Retrieval System (PPIRS)) and other official contract performance assessment records in lieu of the PPQ, Attachment II for any project may be submitted.  

NOTICE: If contractor submits a record other than PPQ or CPARS, contractor shall ensure rating definitions are provided.  

The Government reserves the right to obtain or verify a contractor’s past performance information using CAGE/DUNS/SAM UEI numbers of team members (partnership, joint venture, teaming arrangement, or parent company/subsidiary affiliate firm) identified in the bidder’s prequalification submission, from other sources, including, but not limited to Past Performance Information Retrieval System (PPIRS), Contractor Performance Assessment Reporting System (CPARS), Federal Awardee Performance and Integrity Information System (FAPIIS), and Electronic Subcontracting Reporting System (eSRS) Evaluators in determining the offeror’s past performance confidence rating. Government evaluators may contact your points of contact/references for the projects submitted to verify past performance on these projects. The Government may consider relevant past performance data obtained from any source in determining the performance rating.

6.    PREQUALIFICATION EVALUATION CRITERIA: 

a.    Factor 1 - Eligibility 

This contract will be performed in its entirety in the country of Japan and is intended only for local sources. Only local sources will be considered for this prequalification process and subsequent solicitation.

Contractors must possess a Japanese civil construction (doboku isshiki koji) license or Japanese architectural construction (kenchiku isshiki koji) license by the prequalification due date and time.

The U.S. Government will verify the contractor’s submitted license through the Ministry of Land, Infrastructure, Transport and Tourism (MLIT) website at https://etsuran2.mlit.go.jp/TAKKEN. It is the responsibility of the contractor to ensure that it has the license (Japanese civil construction or Japanese architectural construction), and that it is accurately shown on the MLIT website. 

RATING: 

GO – Contractor submitted proof of license, and their license was verified through the MLIT website.  

NO GO – Contractor does not have Japanese civil construction (doboku isshiki koji) license or Japanese architectural construction (kenchiku isshiki koji) license.

NOTICE – If contractor receives a “NO GO” for this factor, no further evaluation will be conducted for remaining factors 2 and 3.  

b.    Factor 2 - Construction Experience

The Government will evaluate the construction experience demonstrated by the interested contractor. The requirements for this prequalification criteria will be met if the Contractor demonstrates experience on a minimum of one (1) project that individually meets all of the below criteria: 

(1)    Contractor was the Prime Contractor of the project at time of completion; 
(See notes below regarding Prime Contractor Experience) 

(2) Project was completed no longer than ten (10) years preceding the date of this request for prequalification of sources notice issuance date (project completion date shall be no older than 10 years preceding this request for prequalification of sources notice issuance date); 

(3) Project was completed in Japan; 

(4) At time of project completion, the project had a total contract value greater than or equal to ¥500,000,000 (or $5,000,000 U.S. dollars equivalent); and 

(5) Project was for new construction, renovation, or repair work that included heating, ventilation, and air conditioning (HVAC) work. HVAC work includes but is not limited to: 
installation, renovation, or replacement of Dedicated Outside Air System (DOAS) with chilled water or DX refrigeration cooling coil; Chilled water plant for Air Handling cooling coils, or District cooling/heating system with at least one chiller/heating plant serving multiple buildings and associated mechanical, electrical, and structural modifications required to support the HVAC system work.  

A single project must meet all criteria (1) through (5).   

NOTE: A maximum of 3 projects will be evaluated. If more than 3 projects are submitted, only the first 3 projects will be evaluated in the order submitted.

RATING: 

ACCEPTABLE - The contractor provided a minimum of one project that meets all criteria (1) through (5) which demonstrates sufficient construction experience in accordance with the prequalification criteria for Factor 2 – Construction Experience.  

UNACCEPTABLE - The contractor did not provide a minimum of one project that meets all criteria (1) through (5) to demonstrate sufficient construction experience in accordance with the prequalification criteria for Factor 2 – Construction Experience.  

NOTES REGARDING PRIME CONTRACTOR EXPERIENCE
•    Any reference to “offeror” shall be construed to mean “company”. 
Note (1):

The Government will also consider prime contractor experience of the offeror's parent/subsidiary/affiliate firm as experience attributable to the offeror for evaluation purposes if the offeror can establish that the parent/subsidiary/affiliate firm will have a significant involvement in performance of this contract and describe the resources of the parent/subsidiary/affiliate firm that will be utilized on project that is the subject of this procurement.

If submitting a parent/subsidiary/affiliate firm’s project for experience, it is the offeror's responsibility to effectively demonstrate and describe how the parent/subsidiary/affiliate firm's resources (such as workforce, management, facilities, or other resources) will significantly contribute to the execution of the project which is the subject of this procurement; failure to effectively demonstrate and describe the planned contribution of the parent/subsidiary/affiliate firm’s involvement in the subject project of this procurement will cause the past experience of the parent/subsidiary/affiliate firms to be considered not relevant for evaluation purposes in this procurement. Further, any project in which the parent/subsidiary/affiliate firm performed the role of a subcontractor will not be considered relevant when evaluating the experience of the offeror.
Note (2):

A Single Award Task Order Contract (SATOC) or Multiple Award Task Order Contract (MATOC) alone is not considered a relevant construction project, but an individual task order project against its SATOC or MATOC may be submitted if it meets the minimum requirements for a project set forth above.

Note (3):
If the offeror submitting this prequalification package is a JV, a project completed by a JV may be submitted for purposes of demonstrating prime contractor experience, so long as at least one member of the offeror JV was a member of the JV on the completed project. Offeror must demonstrate evidence that at least one member of the offeror JV was a member of the JV on the completed project, such as a signed joint venture agreement or similar documentation.

Example: Offeror for this prequalification/solicitation is Joint Venture A-B. JV A-B is comprised of Company A and Company B. Past projects completed by JV A-C, comprised of Company A and Company C may be used to demonstrate prime contractor experience for this solicitation, as Company A, a member of the offeror JV, was a member of JV A-C.
Projects completed by a joint venture where the offeror was a member of the JV may be submitted for the purpose of demonstrating prime contractor experience. Offeror must demonstrate evidence of JV membership on the completed project, such as a signed joint venture agreement or similar documentation.

Example: Offeror for this prequalification/solicitation is Company A. Past projects completed by JV A-C, comprised of Company A and Company C may be used to demonstrate prime contractor experience for this prequalification/solicitation, as Company A, the offeror, was a member of JV A-C.

Projects completed by a member of a joint venture for this prequalification/solicitation (as demonstrated by a signed joint venture agreement for this effort) may be submitted for the purpose of demonstrating prime contractor experience.

Example: Offeror for this prequalification/solicitation is JV A-B. Past projects completed by Company A may be used to demonstrate prime contractor experience for this prequalification/solicitation, as Company A is a member of the offeror JV A-B.

c.    Factor 3 - Proven Competence  

Proven competence will be determined through past performance evaluation.  

Past performance will first be evaluated to determine whether the contractor’s past performance is recent and relevant, or not relevant, to the effort to be acquired. Only recent and relevant projects will be considered for this factor.  Performance on a project is deemed recent and relevant if the project individually meets all the criteria (1) through (5) under prequalification factor 2.

Second, the past performance evaluation will determine how well the interested bidder performed on recent and relevant projects under QUALITY and SCHEDULE. 

RATING: 

ACCEPTABLE — The contractor demonstrates overall satisfactory or better past performance on at least one recent and relevant project, as evidenced by Past Performance Questionnaires (PPQs), Contractor Performance Assessment Reports (CPARs), or other verified performance data in Quality and Schedule categories. 

"Satisfactory" is defined as: Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory. 

UNACCEPTABLE - The contractor’s past performance on recent and relevant projects reflects marginal or unsatisfactory performance, in Quality and Schedule categories.  

“Marginal” is defined as: Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor's proposed actions appear only marginally effective or were not fully implemented. 

“Unsatisfactory” is defined as: Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains serious problem(s) for which the contractor's corrective actions appear or were ineffective. 

A contractor that submits no past performance information, or whose submitted past performance information cannot be verified, will be rated UNACCEPTABLE for Factor 3, as the Government cannot determine whether the contractor has demonstrated the proven competence required by this prequalification.

PREQUALIFICATION EVALUATION PROCESS

a.    The Government will review the contractor’s prequalification package for acceptability based on the following evaluation criteria.  

b.    Criteria 1 is a GO/NO GO criteria. If a company receives a NO GO on criteria 1, the company will not be further evaluated on Criteria 2 and 3.  Prequalification factors 2 and 3 will be reviewed and rated as “ACCEPTABLE” or “UNACCEPTABLE”. 

c.    Contractors must receive “GO” for Factor 1 and be rated “ACCEPTABLE” for Factors 2 and 3 to be considered for the subsequent solicitation where the Government intends to issue an invitation for bid (IFB) utilizing FAR Part 14 Sealed Bidding procedures.

d.    During Prequalification, the Government will review the contractor’s submission to identify any deficiencies that would result in an “UNACCEPTABLE” rating, and therefore, render an interested contractor ineligible for receipt of the Invitation for Bids. The Government will not assess strengths in the prequalification process. 

e.    All respondents to the prequalification notice will be informed in writing whether they are selected to participate in the acquisition. The determination will be based on the information submitted in response to this notice.  Contractors that do not meet prequalification requirements will receive a brief explanation for the basis of the evaluation and will be ineligible to participate further in the acquisition process.

f.    Following the selection of the prequalified sources, the Government will proceed with the solicitation phase of the acquisition and issue an IFB utilizing FAR Part 14 Sealed Bidding procedures to the prequalified sources.  Award shall be made to the responsible bidder whose bid, conforming to the invitation, will be most advantageous to the Government, considering only price and price-related factors.