QA as of 16May08.doc

Q&A FA5209-08-T-0130 Cargo Escort Services

As of 16May 08

Questions & Answers

Solicitation No. FA5209-08-T-0130 Cargo Escort Service in Japan As of 16 May 08

374th Contracting Squadron

PROSPECTIVE OFFERORS ARE ADVISED THAT THIS Q&A REFLECTS UPDATED ANSWERS FOR ADVANCE QUESTIONS RECEIVED DURING THE PERIOD

FROM 1 NOV 07 THRU 29 APR 08 BASED ON THE FINAL SOLICITATION ISSUED ON

15 MAY 08, THEREFORE, ENCOURAGED TO REVIEW THEM.

PERFORAMNCE REQUIREMENTS

A. BUSINESS PERMITS RELATED

No.1 Licenses/Permits Question:

Do you know where our company will need to look for information about all licenses requirements in Japan?

Answer:

The Government anticipates to authorize Status of Forces Agreement (SOFA) Article XIV status as a United States Official Contractor. Please refer to SF1449, clauses YSP005, YSP007, and YSP010 (page 24 ~ 27) and PWS Appendix A, USFJ Instruction 64-102. Once the company is approved and designated as a United States Official Contractor as stipulated in USFJ instruction 64-102, company registration with the local GOJ authority to do business in Japan would not be required.

It is the responsibility for the offeror for doing their own legal research regarding the SOFA (See also “Contract Performance in Japan” available at USFJ Home page, http://www.usfj.mil/) and to identify necessary licenses or permits to perform the required service. It is our understanding, however, that cargo escort service itself does not require special license or permit in the local commercial industry in Japan.

B. SOFA PRIVILEGES RELATED

No. 1 Logistics Support

Question:

Will the uniformed security escorts be authorized American contractor access to base services as they are in other countries (e.g. single & married housing, billeting, BX, Commissary, medical care, schools, etc.)?

Answer:

The logistic support identified in SF1449, the clause YSP007 LOGISTIC SUPPORT

(page 24), will be provided for the certified contractor employees only (not for their dependents).

No. 2 Personally-Owned Vehicles (POVs)

Can the uniformed security escorts receive US Forces Japan POV drivers licenses as they are in Japan on government business?

Upon approval of SOFA status, yes. Please refer to SF1449, the clause YSP007, LOGISTIC SUPPORT, paragraph (m).

C. ESTIMATED QUANTITY RELATED

No. 1 Estimated Quantity

How large of an effort do you expect this to be? (i.e., contract value in dollar terms or number of security officers anticipated?)

Please refer to SF1449, Pricing Schedule (pages 3 ~ 15). The tables on page 3 & 4 summarize estimated quantities and Min/Max quantities for each contract period.

No. 2 Estimated Volume of Cargo

Question:

Regarding the transportation: How much cargo are we typically transporting/escorting? A letter, a package, or escorting as set of trucks? What is typical? Is there a typical?

Answer:

The requirement does not call for service to move cargo, but only cargo escort services for cargo trucks. Cargo trucks are operated by a different contractor under a U.S. Government contract with Japanese trucking contractors. Such contractors’ sizes of cargo trucks would be from 2-ton, 4-ton, 6-ton, 8-ton, 10-ton, or 12-ton capacity trucks. Types of trucks may be either wing-type of flat-bed trucks. Types of freight may include general, sensitive, or hazardous freight.

No. 3 Estimated Quantity

How many transportations per week are estimated? From which locations? Hence do we need to have people in Kyushu as well as around Tokyo on standby 365/24/7?

Please refer to SF1449, Pricing Schedule (pages 3 ~ 15). As far as placement of the contractors, that’s up to the Contractor as long as services are provided meeting the requirements.

No. 4 Required Number of Cargo Escorts

How much security escorts do they typically require as a minimum? Is there a minimum requirement set by the DoD in this case?

Answer:

For each trip the minimum is two cargo escort personnel to provide constant and specific surveillance of a cargo truck. Please refer to PWS, paragraph 1.1.(c).

No. 5 Estimated Quantity

Question:

How large of an effort do you expect this to be?

Answer:

Please refer to SF1449, Pricing Schedule (pages 3 ~ 15). Please also refer to minimum/maximum per order specified at page 22, FAR 52.216-19 ORDER LIMITATIONS.

No. 6 Estimated Cargo Trucks

Question:

How many cargo trucks are there per convoy?

Answer:

One cargo truck per trip.

No. 7 Estimated Number of Escorts

Question:

How many escorts in personnel do you need for the convoy?

Answer:

A minimum of two escort personnel will be required based on the time required to travel over the established routes.

No. 8 Duration of the Contract

Question:

What is the duration of the contract, is it a month long, a year long contract?

Answer:

Please refer to SF1449, Pricing Schedule (pages 3 ~ 15). Basic Period is from 1 Jul 08 for three months including 30 calendar days mobilization period and two one-year options.

No. 9 Required Number of Cargo Escorts

Question:

What is it that you will truly need? 2 men per convoy or is it 2 personnel for the whole contract?

Answer:

The Contractor shall provide a minimum of two qualified escort personnel for each trip. (See PWS 1.1.(b)(7)) Only one cargo truck is anticipated per trip. Please note that the prospective contractor under this contract will not be required to move a cargo truck. Multiple trips may be ordered and anticipated not to exceed three trips (two cargo escort personnel per trip) per day (SF1449, page 22, FAR 52.216-19 ORDER LIMITATIONS).

No. 10 Budget

Question:

What is the budget offered for this contract?

Answer:

Unfortunately, the Government will not disclose the budget (Government estimated costs).

D. CARGO ESCORTS RELATED

No. 1 Requirements for Arms

Question:

Please confirm that security escorts and drivers for this contract will not be armed with lethal weapons, and specify what types of non-lethal intermediate force weapons such as batons, ASP's, tasers, long Mag-lites, "pepper" spray or Mace will be authorized. (Similar question: Will the uniformed security escorts carry weapons (e.g. 9mm Berettas) to defend themselves and the truck drivers against attack, as well as protect the sensitive shipments? )

Answer:

Cargo escorts and/or drivers will not be armed under this requirement.

No. 2 Security Clearance

Question:

a.

Does this preclude Japanese nationals from working this contract?

b.

Or, if they are eligible, will you cite for us where the procedure for clearing foreign nationals for sensitive work can be found?

c.

And, again if they are eligible, since this is a new project, does PACAF have the authority to expedite requests for clearances?

Cargo escorts must be individuals with U.S. citizenship. No Japanese nationals will be eligible. Other than cargo escorts, such as drivers or other workers who support the services in the office, there is no such restrictions. The prime U.S.

Official Contractor may hire Japanese local nationals.

See answer at paragraph a. above.

c.

See answer at paragraph a. above.

No. 3 Security Clearance

Do we need the people to have an actual S Clearance? E.g. Secret Clearance or do they need to just pass a security background check?

a) if that is the case basically only Americans can work on this...

b) if only Americans that could be very expensive, recruiting, visas, housing, vehicles, etc.

Answer:

Yes, cargo escort must have secret security clearance therefore only U.S. citizens. Offerors must propose prices considering all costs to be incurred to successfully perform the required service. The logistic support identified in the clause YSP007 LOGISTIC SUPPORT in the solicitation (SF1449, page 24) will be provided.

No. 4 Cargo Escorts Qualifications

Question:

Are all transporters required to be American? With a Secret Clearance?

Answer:

It is up to the contractor if they want Japanese nationals to drive a vehicle for cargo escorts, but each trip needs a minimum of two U.S. citizens with the appropriate security clearance. Please note that transportation of cargo will not be required.

No. 5 Cargo Escorts Qualifications

Do all drivers and guards or just the principles (e.g. cargo chief) need to have security clearances?

Please see Answer to Question No. 4 above.

No. 6 Cargo Escorts Qualifications

Will you identify the references that provide the standards and the courses of instruction you have in mind when calling for "trained, qualified...security escort services"?

Trained and qualified IAW the PWS. The 730 AMS will provide training to the Contractor on reading the documentation required to verify and transfer custody of cargo escorted under this contract.

No. 7 Cargo Escorts Qualifications Question:

Can we certify ourselves by proving that we meet the qualifications and training requirements, or do we need to send all personnel through a program organized by the contracting agent?

Answer:

Regarding qualifications, offerors must submit technical proposal as required at SF1449, page 27, FAR 52.212-2 EVALUATIN – COMMERCIAL ITEMS. Technical proposals from offerors will first be evaluated to determine technical acceptability. This is a pass/fail determination based on the standards that the offeror is technically qualified to perform the service. Failure in any of these areas would cause the proposal to be rejected. For training, please refer to the Answer to Question No. 6 above.

No. 8 Hazardous Freight Transportation in Japan Question:

PWS, paragraph 1.3.2 states “Hazardous freight shall consist of low explosives, high explosives, or such other materials of explosives listed under the GOJ Explosives Control Law (Law No. 149, 4 May 1950, with revisions thereto) and other related laws/ordinances.”

Do we need provide the certified vehicles or will we just be escorting/using US

Government vehicles?

If so what are those vehicle requirements - e.g. the US Military requirements, if different/more extensive from the Japanese?

a.

Transportation of cargo is not required under the subject requirement. The subject requirement calls for escorting service only; escorting a truck chartered by the Government under a different contract with Japanese trucking contractor to move various freight, including hazardous freight. For escort services, the Contractor must furnish vehicles. No Government vehicles will be provided. Please note that official vehicles (OV) plates will be provided for the Contractor-owned vehicles to be used by escort personnel directly for the performance of the escort service. Please also note that vehicles with OV plates are exempted from tolls, annual road taxes, vehicle tonnage tax, and motor vehicle registration with the GOJ (PWS 3.1.1.)

Transportation of cargo is not required. For vehicles for escorts, it is the offeror’s responsibility to ensure proper vehicles will be provided. No specific Government requirements are specified for the Contractor-furnished vehicles in the PWS.

No. 9 Cargo Escorts Uniforms

Can the "uniforms" be a modified Air uniform so the security escorts can team up better with the Air Force Security Forces?

The uniform choice is up to the Contractor as long as it is not offensive in nature. A distinguishing company logo on the uniform will be desired.

No. 10 Access to Security Police Question:

Can the vendor have access to an existing control center at Yokota to oversee security escort operations, as well as quickly communicate with Air Force Security Police or Army Military Police, Fire & Ambulance, etc.?

Answer:

There is no need for the vendor to have access to a control center, however, we can provide emergency point of contact phone numbers (PWS 1.1.(c)(3), 1.5.6.1, and 3.3.)

No.11 Security Clearances

It is stipulated that drivers and security personnel hold valid Secret clearances - I assume this to mean valid US clearances and not the Japanese equivalent (if you can actually call the systems comparable)

Yes, cargo escort personnel must have valid US clearances and not Japanese equivalent.

No. 12 Security Clearances

If this is the case all personnel would have to be American (or most of them) and as such it would be very useful to know how many transports per month, over what distance and how many pieces of cargo in each shipment you expect. It would also be useful to know what your standby/readiness requirements are.

Cargo escort personnel with valid US secret clearance must have U.S. citizenship. The total number of trips per month/year is the primary focus as opposed to pieces of cargo.

Estimated number of trips: Please refer to SF1449, Pricing Schedule (pages 3 ~ 15).

Standby/readiness requirements: Please refer to PWS 1.4.2. The Ordering Officer will place an order for service to the Contractor at least twelve (12) hours prior to the time that the service is to commence.

No.13 Types of Cargo

Question:

What is the cargo to be escorted?

Answer:

Please refer to PWS 1.3.

No. 14 Area of Performance

Question:

Where is it originating from and the destination of the cargo?

Answer:

Please refer to the PWS 1.2, 1.4.4, and SF1449, Pricing Schedule.

No. 15 Area of Performance

Question:

How long is the trip?

Answer:

Please refer to SF1449, Pricing Schedule, which provides estimated distance for each route in kilometers under each contract line item.

No. 16

Threat assessment Question:

What is the risk assessment of the area the convoy is traveling in?

The threat assessment in mainland Japan is a criminal threat of Low and the current

FPCON at each installation is Bravo.

No.17

Requirements for Arms Question:

Would the government preferred armed or unarmed personnel?

Answer:

Cargo escorts and/or drivers will not be armed under this requirement.

E. VEHICLES RELATED

No. 1 Access to Bases Question:

What documents are required to have access to bases?

Answer:

Please refer to PWS 1.5.5.7. Vehicles insurance certificates are required to obtain base passes for vehicles as specified therein (Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence.

For the contractor employees’ SOFA status ID, (1) DD Form 1172, (2) a copy of ID (passport), (3) certificate of employee issued by a company, and (4) a copy of the contract.

No. 2 Escort Vehicles

Can the vendor obtain escort vehicles through USAF logistics? Can they be registered as a US Forces Japan vehicles?

The Contractor is responsible for proving escort vehicles. The Government will provide OV plate(s) for the Contractor-furnished vehicle(s) to be used by escort personnel directly for the performance of escort service. See PWS 3.1.1 and the clause at SF1449, YSP007 LOGISTIC SUPPORT, paragraphs (m), (n), and (o).

No. 3 Escort Vehicles

Can the uniformed security escorts receive US Forces Japan POV drivers licenses as they are in Japan on government business?

Upon approval of SOFA status, yes.

No. 4 Vehicle Fuel and Maintenance Question:

Can the vehicles be authorized fuel and maintenance in Air Force or AAFES facilities?

Answer:

Yes, at retail prices. Please refer to PWS 3.1.2 and SF1449, the clause YSP007, LOGISTIC SUPPORT, paragraphs (m), (n), and (o).

No. 5 Vehicle Equipment Question:

Can the vehicles be equipped for emergency response driving?

Answer:

The vehicles will be provided by the contractor and this is not a government requirement.

SOLICITATION REQUIREMENTS

F. SOLICITATION

No. 1 Solicitation Information

Is this project considered a new requirement?

(Similar question: Who is the current vendor on this contract?)

Yes. This is not a recurring requirement, therefore, there is no incumbent contractor.

No. 2 Set-Aside Question:

Will this solicitation be set aside for qualified veteran owned small business?

Answer:

No. This is no restricted solicitation.

No. 3 Pre-proposal Conference

Do you know the date when the pre-proposal conference will be scheduled at Yokota Air

Base?

Pre-proposal conference will be held on 22 May 08. Offerors are requested to submit names of all attendees (not to exceed 2 persons) to Ms Tomoko Shioda by fax or e-mail (tomoko.shioda.jp@yokota.af.mil) by 15:00 hours of 20 May 08, Japan local time. Please see Notice to Offerors for the subject solicitation, paragraph 1.c, for instructions if you wish to attend.

No. 4 Interested Sources

Will you make available a list of respondents for purposes of exploring teaming possibilities?

The list of interested parties has been posted on the FBO website.

No.5

Pre-award conference

Question:

Will there be a pre-award conference in Yokota so we can visit Japan before you award?

Answer:

Pre-proposal conference prior to closing date of offers will be conducted at Yokota AB on 22 May 08 to help offerors to have better understanding of the requirement. Please see Notice to Offerors for the subject solicitation, paragraph 1.c, for instructions if you wish to attend.

No.6

Final solicitation package

Question:

When will the final solicitation be posted?

Answer:

It was issued and posted on 15 May 08 with offer due date & time for 4 Jun 08, 15:00 hours.

No.7

Offer due date

Question:

When is the bid package due to you?

Answer:

Offer due date & time is 15:00 hours of 4 Jun 08, Japan local time.

No.8

Interested parties

Question:

Will you be posting other information about teaming with other companies?

Answer:

The list of interested parties has been posted on the FBO website.

No.9 Pre-award conference and site visit

Will the site visit for the Cargo Escort Service to conducted this month and is Contracting still looking at starting the service on 1 June with a 30 day transitions period? Or does it look like the dates will be move back?

Pre-proposal conference prior to closing date of offers will be conducted at Yokota AB on 22 May 08. Due date & time for offers is 15:00 hours of 4 Jun 08, Japan local time. Performance period of Basic Period will start from 1 Jul 08 and this is a start date of a 30-calendar day mobilization period. The prospective contractor shall mobilize cargo escort service operation fully on the 31st calendar day from the date of award. Please see SF1449, Pricing Schedule and PWS 1.4.6.7, Mobilization Schedule.

No.10 Currency

Question:

I would like to inquire if the monetary fund used in this bidding can be in United States Dollars Currency.

Answer:

Offerors may propose in US dollars and payment will be in US dollars currency.

No.11 Pre-proposal Conference

Question:

Will the government provide the funds for the trip to Japan according to the Pre-Proposal Conference on May 15th 2008?

Answer:

Offerors are responsible for all costs, including but not limited to, billeting and travel expenses for attending the pre-proposal conference to be conducted at Yokota AB, Japan. In no event will the Government pay or reimburse such costs to offerors. In no event shall failure to attend the conference constitute grounds for a claim after contract award. For offerors who were unable to attend the conference, minutes will be posted on the FBO site.

No.12 Submittal for proposal

Question:

How do we submit a proposal?

Answer:

Please refer to instructions at Notice to Offerors for the subject solicitation, paragraph 1.d and FAR clause, 52.212-2 EVALUATION in the solicitation (SF1449, pages 27 ~ 29). Offerors may submit offers by fax, but not by e-mail.

No. 13 Discussion Question:

Who do we telephone for a discussion about the project?

Answer:

A Pre-proposal conference will be conducted on 22 May 08 at Yokota AB to help prospective offerors have better understanding of the requirement. Meeting minutes including Q&As will be also posted on the web and released for those who cannot attend the conference. The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. When the Government determines that discussion are necessary after receipt of offers, the Government will contact the offeror’s point of contact.

No. 14 Payment procedure

Question:

How will the Government make the payment to the Contractor?

Answer:

The Contractor may invoice the Government and the Government will make payment on a monthly basis. The Government will handle invoices and make payment in accordance with the Prompt Payment Act (refer to FAR 52.212-4(g) “Invoice” and (i) “Payment”). Payment is to be made on the 30th day after the designated billing office receives a proper invoice from the Contractor. As a standard procedure, the Contractor will submit an invoice to the designated billing office (see SF1449, Page 16, Block 18b) on a monthly basis and the Government official will verify accuracy of the invoice. If the invoice is proper, the Government official will forward the invoice to the Payment Office. Payment Office (Defense Finance and Accounting Service Japan, which is located in Yokota AB) will make the payment on the 30th day after the designated billing office receives a proper invoice.

No. 15 Pre-proposal conference

Question:

Will the billeting and travel expense be paid by the government or by the offerors?

Answer:

Offerors are responsible for all costs, including but not limited to, billeting and travel expenses, for attending the pre-proposal conference to be conducted at Yokota AB, Japan. In no event will the Government pay or reimburse such costs to offerors. In no event shall failure to attend the conference constitute grounds for a claim after contract award. For offerors who were unable to attend the conference, minutes will be posted on the FBO site.

GENERAL QUESTIONS

No. 1

Question:

Is there a security contractor on base providing physical security for the various locations or is that scope of work done by government employees?

Answer:

This instant requirement is for the contractor to provide cargo escort service to deter tampering or pilferage of sensitive cargo. Providing security guards on base is out of scope of this requirement.

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