QA FA520924Q0060 02 Dec 2024.pdf

Q&A GI Atsugi Solicitation

Questions Answers

Is the ordering period separated due to government regulation? Will the order be made to multiple awardees over the 5-year contract?

The Government intends to award a single-award IDIQ contract.

Five-year ordering periods are utilized due to our funding structure.

We also have a structure of "Basic Year plus Option Years", but we tend to use Ordering Periods structure because it is often preferred for this type of service contract.

2 Where should the cleaning be conducted? We can provide a space in one of our warehouses for this.

What is the allocated manpower/labor hour by the government?

Our warehouse is open from 0800- 1600.

The Government currently has two people work about 7-8 hours in a week for these maintenance and cleaning services.

Does the warehouse inspect the items before maintenance/cleaning?

Government will inspect the items and direct / order for cleaning and maintenance services.

If the items are extremely damaged/ dirty, are the contractors still required to clean them?

If items are extremely dirty, we would most likely dispose the item.

But mostly all items will need to be cleaned.

Is there a specific number of trucks and their size requirement for each movement?

The Government will not specify the truck number or size for each move. The contractor shall furnish truck(s) with the applicable dimension and capacity to fulfill the requirement. Contractor shall also take into consideration the road sizes for off-base movments.

Does the past performance need to be similar to this requirement?

As stated in the addenda to FAR 52.212-1, the offeror shall submit the most relevent contracts performed for any customer.

What is the approved standard for cleanliness? Items are not expected to look brand new. Just cleaned well enough to pass to another family.

Can the cleaning and moving dates be separated? Yes, But if inventory of cleaned furniture is low, incoming furniture is expected to be cleaned upon return to warehouse.

Is a forklift required for these tasks? No. Forklift operations, if needed, will be conducted by the

Government.

Does the requirement include moving items from the upper shelves?

No. Forklift operations, if needed, will be conducted by the Government.

Does the requirement include loading and unloading items from the truck?

Yes.

Below are the questions and answers throughout the solicitation. Disregard questions on cleaning and maintenance (Strikethroughed).

Would the Past Performance of the company we are partnering with or sub-contracting out to be applicable for the Past Performance section?

As stated in Para c. of the Notice of Offerors, the offeror (=prime contractor) shall hold the applicable authorization issued under the Trucking Buisness Law (“Kamotsu Jidosya Unso Jigyo Hou 貨物自動車運送事業法”) and/or the Freight Carrier-Using Transport Business Law (“Kamotsu Riyo Unso Jigyo Hou 貨物利用運送事業法”). Therefore, offerors should be able to submit past performance information (PPI) of relevant transportation service contracts.

If you wish to submit PPI of your partner or sub-contractor, please specify the firm’s name, and what roles your firm and their firm will take if you are awarded.

If you are the sub-contractor of the PPI, please include the prime contractor’s name.

The contract values both of the prime contractor and your firm as the sub-contractor.

Can contractor employee be allowed to stay at the warehouses all day for cleaning and maintenance services? If so, are there areas where they would be allowed to take breaks?

Yes, there is office space in one warehouse that could be used by contractor.

Are “Move” on APPENDIX D defines a number of pick-up or delivery, or the number of vehicles?

“Move” is total number of delivery and pick-up.

For APPENDIX A-3 (Number of movements per month for 2025-2029), can you describe more expected figures in accurate?

This is our most accurate estimate based on most recent data.

In typical Japanese household movements, crane operation will be necessary for household appliances. In case who will purchase and handle the crane?

There will not be any orders that will require crane operations.

At households in NAF Atsugi, are elevators are available? Elevators are available only in towers.

Two story buildings such as apartments and town houses do not have elevators.

Can one person on-site that can speak English that may not be able to make every pickup/drop-off but be available by phone call be acceptable?

Yes, as long as that individual is reachable by phone.

Could the use of machine translators be acceptable?

(Google Translate, DeepL, etc.)

Yes.

What happens if there are more than usual orders and there are not enough trucks available for delivery the next day? Or if it is a peak period and there are not enough trucks available for the next day?

Orders are subject to the terms and conditions (T&C) of the contract, including but not limited to FAR 52.216-19 Order Limitations and the PWS. The Contractor is not obligated to honor orders exceeding the maximum amount. However, failure of fulfilling order requirements below maximum amount may be recorded as a defect pursuant to the PWS, Section 2, Services Summary.

Will you provide updated Historical Workload Data for cancelation and emergency services during the period of performance of the current contract after 1 Aug 2019?

The current contract's PWS Appendix D includes cancelation and emergency services data from 1 Oct 2016 thru 31 Jul 2019 but the new PWS for the subject solicitation does not include such information.

For the current contract, the incumbent contractor quoted JPY0 for Cancellation Charges, and quoted unit prices for Emergency Services at the same unit prices as regular Pickup and Delivery Services. Therefore, we are not accurately tracking the cases of cancellation and emergency services during the current contract period. Still, we estimate almost the same volumes of the cancellation and emergency services have ever happened during the current contract period as in the older contract. Please refer to the PWS Appendix D (Pages 12 -17) from 1 Oct 2016 thru 31 Jul 2019 and additional information from 1 Aug 2019 thru 31 Dec 2019.

Are the calls going to be in primarily Japanese or English? Calls with the Atsugi Housing Service Center can be made in both

Japanese and English. Calls with customer (resident) are in English.

Can we have clearer information regarding the possible locations for pickup/delivery in Area 1, Area 2 and Area3?

Area 1 is for On -Base only (within NAF Atsugi).

Area 2 mainly covers Ayase-shi, Yamato-shi, Zama-shi, Ebina-shi, and Yokohama-shi. It also includes Sagamihara-shi, Atsugi-shi, Fujisawa-shi and any other area under 30 kilometers radius from NAF Atsugi but does not cover other US Military Bases.

Area 3 includes part of Tokyo and Chiba, and does not cover other military bases. Delivery to Chiba are to Kisarazu-shi, and happen once a year or less.

PWS Section 1.3.2 - What does "any changes" mean? Changes include increase and decrease of total pounds of a order and cancellation of the order itself. Majority of changes are small increase and decrease, however the Contractor shall honor any order, including changed orders above the minimum order (50lbs) but do not obligated to honor any order that exceeds the maximum order listed in FAR 52.216-19 Order Limitations incorporated in the solicitation. If the order is entirely cancelled, the Contractor will be entitled to Cancellation Fee IAW PWS 1.6.

PWS Section 1.7 - We see that it is possible that Emergency Services may be required to perform after the final time frame (1500~1700). When will be the latest that Emergency Services will be required? For example, can we expect it to be an additional time frame (1700~1900) or can it be anytime that day?

The Government will normally request emergency services to be completed before 1700. Performance may occur after 1700, if the Contractor accepts the request.

Section 1.7 - What is the latest we can expect an Emergency Services request to be placed? For example, will a call for a later emergency services request come in at 1700? Can there be a limitation set for this?

The Government will place the request prior to 1600 in order for the performance to be completed by 1700.

When do you expect to make the decision on the award? We will take several steps to select the awardee. Based on the current closing date of 12 Dec 2024, we are expecting the selection is to be made in January. Still, the performance under the contract will start from 1 July 2025.

Preposal Q&A