19JA8025Q0017 - Amendment 0001 - Qs and As.pdf

AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 3

2. AMENDMENT/MODIFICATION NO.

A0001

3. EFFECTIVE DATE

See Item 16C.

4. REQUISITION/PURCHASE REQ. NO.

PR15326276 / PR15274855

5. PROJECT NO.

6. ISSUED BY CODE 7. ADMINISTERED BY CODE

Procurement/Contracting Unit U.S. Embassy 1-10-5 Akasaka Minato-ku, Tokyo 107-8420 Japan

See Item 6.

8. NAME AND ADDRESS OF CONTRACTOR

9a. AMENDMENT OF SOLICITATION NO.

19JA8025Q0017

9b. DATED (SEE ITEM 11)

June 13, 2025

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [ ] is extended, [ ] is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation, or as amended, by one of the following methods:

(a) by completing Items 8 and 15 and returning one copy of the amendment;

(b) by acknowledging receipt of this amendment on each copy of the offer submitted; or

(c) by separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE

HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER.

If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA

Not applicable.

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS;

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN

ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER:

E. IMPORTANT: Contractor [ ] is not, [ ] is required to sign this document and return one copy to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION

The purpose of this amendment is to provide the Questions and Answers. See following page 2 through 3 of this Amendment 0001.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remain unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (type or print)

16A. NAME OF CONTRACTING OFFICER

Christopher G. Staff

15B. NAME OF CONTRACTOR/OFFEROR

BY

(signature of person authorized to sign)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA

BY

(signature of Contracting Officer)

16C. DATE SIGNED

6/24/2025

NSN 7540-01-152-8070 STANDARD FORM 30 (REV. 10-83)

Previous edition unusable Prescribed by GSA FAR (48 CFR) 53.243

Questions and Answers – RFQ No. 19JA25Q0017 Amendment 0001

June 24, 2025

First Set of Questions and Answers (Qs&As)

Request for Quotations No. 19JA8025Q0017 - Mail Pickup and Delivery Servers for the U.S. Embassy Tokyo, Japan.

Question 1:

Is it acceptable to subcontract the driver (i.e., use a third-party contractor to provide the driver)?

Answer 1:

There is no specification in the RFQ, and there are no restrictions. Subcontracting is fine if a third-party contractor can provide services and vehicles that we require.

Question 2:

Are vehicle passes required to access the Embassy and FMC facilities, in addition to the security review of drivers?

Answer 2:

Vehicle and driver registration is required with the Embassy Regional Security Office to enter the premises. We require full names and vehicle information to be provided to our office a week in advance to ensure there are no issues with the Local Guards.

Question 3:

What is the required procedure in case of delays caused by traffic congestion or other unforeseen events?

Answer 3:

We ask for the driver/dispatcher to contact the Mailroom by phone or email (phone preferred) to give an update.

Question 4:

What is the expected process for providing a replacement vehicle in case of an accident or vehicle breakdown?

Answer 4 Contractor should contact the Mailroom by phone or email (contact by phone first then email) with vehicle information for the replacement vehicle and/or driver (License Plate, Make, Model, Color).

Embassy of the United States of America

Tokyo, Japan

Questions and Answers – RFQ No. 19JA25Q0017 Amendment 0001

Question 5:

Is there any requirement to carry specific identification or documentation in the vehicle during transport (e.g., delivery manifest, embassy-issued papers)?

Answer 5:

Yes, 3 documents are to be carried to Fleet Mail Center Yokohama in a blue bag which will be provided by the Mailroom at pickup. 3 documents are to be handed to FMC Yokohama staff and 2 documents will be returned to the Embassy Mailroom with the delivery.

Question 6:

In the event of route changes or emergency detours (e.g., road closures), is prior approval from the Embassy required, or is reporting after the fact acceptable?

Answer 6:

No approval or reporting is required for route changes if it is due to road closures/congestion.

Question 7:

Is there any required training or orientation session for drivers before they are allowed to start this contract?

Answer 7:

No training required.

Question 8:

Are there any restrictions on the use of vehicle telematics (e.g., GPS tracking) or communication devices during embassy deliveries?

Answer 8:

No restrictions on telematics.

End of First Set of Questions and Answers