QAs Express Delivery Japan-wide (updated 20250214).pdf

No. Ref: Question Response by Answer

Dangerous Goods Freight (PWS Para 1.2.2, etc.)

For MEDLOG (Medical Clinic) in Sasebo, can you provide a general description about the types of specimens moved?

MEDLOG Most of the specimens will either be human blood (in 5 mL tubes) or urine(in 10 mL cups). They will be packaged by the laboratory staff and ready for the courier to pick up. Some boxes may contain ice packs but will not weigh more than 10 lbs.

Dangerous Goods Freight (PWS Para 1.2.2, etc.)

For MEDLOG (Medical Clinic) in Sasebo, with respect to specimen preparation, we are unsure what the expectation is for temperature control on the contractor side. Is there a need to have the contractor provided cool delivery on occasion? If so, please specify your cooling requirements.

MEDLOG There are NO special handling requirements (i.e., re-icing, repackaging, refrigerated transport, etc.) for the courier, as long as the packages are kept in a dry and cool environment.

Description of service

(PWS 1.0)

There mentioned " Blanket Purchase Agreement" on PWS 1.0 , are there any possibility/case of contract/agreement per bases or shipping lane?

Misawa AB None.

18 LRS For Kadena AB, no private company or housing. However any location in which an Aircraft can be deverted or temporarily stationed. This would be at American or Japanese military installations or commercial Airports. No Estimates available beyond our standard shipments to current American Military installations that have already been provided.

MCI-PAC No for Okinawa

Misawa AB None.

NAVSUP YOKO Asugi-Private companies. Hotels if on official business. Customs brokers Average 10 parcels per year.

18 LRS Negative answer from Kadena AB

MCI-PAC No for Okinawa

Misawa AB No instances.

NAVSUP YOKO Atsugi-Yes but, not after the cargo was picked up by the carrier.

18 LRS Negative answer from Kadena AB

MCI-PAC No for Okinawa

Misawa AB None.

NAVSUP YOKO Atsugi-Previos company did not accept hazardous cargo.

18 LRS Max expected wt for Kadena AB via this method is estimated at 150 LBS /

69 KG

MCI-PAC No for Okinawa

Misawa AB We use the weight limitations 155 cm x 140 cm x 138 cm wt 500kg

Have there been any cases in the past of dangerous cargo that could not be transported by air and had to be transported by road? If yes, is it due to differences in operators or different airline regulations?

Dimention and Dangerous goods

(PWS 1.2 & 1.3.1)6

Dimention and Dangerous goods

(PWS 1.3.1)

How was the maximum weight per package for the shipment in the past?

Dimention and Dangerous goods

(PWS 1.2 & 1.3.1)

Have there any instances in past that shipment had not fitted within the dimentions mentioned on PWS 1.3.1(1) for air transport and then have to be changed to road transportation?

Questions & Answers for Solicitation No. FA520925Q0003, EXPRESS DELIVERY OF MILITARY FREIGHT, JAPAN-WIDE

Are there any shipments not only from/to bases, i.e. any private companies for repair, Housing for U.S. military personnel living off base or so on? If yes, can you provide as an annual workload estimate?

Pick-Up and Delivery Point(PWS Para 1.1)

NAVSUP YOKO Maximum weight was determined by Negotiating with the carrier on a case by case basis. If they could handle the cargo. Air up to 150 lbs Generally for Air

18 LRS Kadena AB, Yes based on wt and shape/size we would expect some asset requiring forklift or multiple personnel.

MCI-PAC No for Okinawa

Misawa AB None.

NAVSUP YOKO Atsugi-Yes any cargo that cannot be lifted safely it is loaded with a forklift.

Time requirement

(PWS 1.4)

Shipments should be delivered to destination within 3 days after pick up.

Does it means that if "Pick-up date" is "N", and "Delivery date" shoule be "N+3"?

374 CONS Yes. N + 3 days.

Tax exempt (PWS 2.5.1)

Is it correct that consumption tax will be exempted for payments with a billing amount of 1,000 USD or more per contract?

Misawa AB Military shipments are exempted.

Historical Workload(Appendix B) from Yokosuka

For Specimens from Yokosuka Base, can you provied a general description? Are these pathogens, animal/human tissue blood?

Misawa AB No applicable prior workload history

Historical Workload(Appendix B) from Sasebo

Could you please disclose the monthly results of Camp Zama? Also, since there is no actual results for the Sasebo base, could you please provide an estimate for 2025?

Misawa AB N/A

Others (Conversion Rate)

Which conversion rate will be applied for actual payment? Are there any fixed conversionrate betweenn USD and JPY?

374 CONS We use standard conversation rates that are determined every Fiscal Year. In FY2025 (1 Oct 2024 - 30 Sep 2025), we are using $1=

JPY145.7323.

14 Para 1 Is the call from a caller in English？ 374 CONS The documents used for the calls are in English. The callers to be desginated will be English speakers or Japanese speakers.

18 LRS Kadena AB--Palletized shipments are based on weight. And demensions would include the wood pallet when offered for shipment. PWS currently list weight as max allowed by contractor assets but we would like to see at least 150 lbs / 69 KG or more capability.

MCI-PAC Small boxes up to 70lbs and pallets up to 300lbs for Okinawa 35 LRS Could be container or palletized and the maximum weight is 300lbs.

NAVSUP YOKO Atsugi- Carton boxes various sizes. Plastic containers, wooden boxes, crates, wraped or banded cargo on pallets. All will be able to be lifted with a forklift. Maximum weight and demensional weight will be determined by the air suface contract.

18 LRS Kadena AB-- Shapes vary but standard fiberboard or wood boxes would be the norm. Some assets would be palletized.

MCI-PAC No for Okinawa. Require move via Air. No Surface

35 LRS Correct.

NAVSUP YOKO

Atsugi-Carton boxes various sizes. Plastic containers, wooden boxes, crates, wraped or banded cargo on pallets. All will be able to be lifted with a forklift. Maximum weight and demensional weight will be determined by the air suface contract.

15 Para 1.3.1 & 1.3.2

Is the freight specified as up to 155 cm（H）ｘ140cm(L) x 138cm always in a container of that size or could be as a palletaized shipment? Also what is the maximum weight of the freight?

For the freight moved by surface, what is the shape of freight? Is it palletaized or any other shape that is folkliftable.

Para 1.3.1 & 1.3.2

Were there any heavy/large shipments required handling with forklist or other handling quipments in the past?

Dimention and Dangerous goods

(PWS 1.3.1)

18 LRS Rollbox? Size, opening?

MCI-PAC No for Okinawa. Require move via Air. No Surface Misawa AB No concerns if cargo is safeguarded against damages. We do not furnish rollboxes.

NAVSUP YOKO

Atsugi- Yes at the carriers sorting facility

Para 1.3.1 & 1.3.2 Are there forklifts at delivery locations? 18 LRS Kadena AB -- Final delivery locations will have the means to discharge the assets from the contractors conveyance.

Misawa AB Yes for Misawa.

NAVSUP YOKO Atsugi Loading and unloading with forklifts is the resonsibility of the U.S.

Government transportation office.

19 Para 1.4 Please clarify "within 3 days after the time of freight pick up by the Contractor." Is it 72 hours after the pick up time, or the 3rd day counting the pick up day as day 1?

374 CONS Delivery within 3 days after pickup date is required. We had "within 72 hours" in the original PWS, but changed it in order to meet the Japanese commecial practice.

20 Para 1.4 Does the delivery day consider the US legal holdiays?（Scheduled by the Caller at any time during any calendar day）Another word, could deliveries be made on the US legal holidays?

374 CONS "Working days" as in Para 1.6.1.4 apply for deliveries. Therefore, deliveries shall be made on Monday through Friday excluding U.S. legal holidays.

Misawa AB Correct.

NAVSUP YOKO

Atsugi-Current domestic contract for land transportion is one day prior this inculdes the weekends if its in the contract. If the carrier is open on Saturday we can call and request for Monday.

Misawa AB We need 1 day for Mission Essential.

NAVSUP YOKO

Atsugi-Yes this is not a problem.

18 LRS Kadena AB -- Yes, delivery within the timeline would be acceptable. If over a standard non work day advance coordination would be required.

MCI-PAC Yes for Okinawa Misawa AB For Misawa AB, Cargo Movement hours can support delivery between

0730-1630 hours, Monday through Friday excluding federal holidays.

NAVSUP YOKO

Atsugi - Yes as long at it is not a U.S. Holiday or arrangements have been made by the transportation office.

24 Para 1.6.2 Could you speficy the scope of force majeoure such as incremental weather, natural disasters, or aircraft equipment issues.

Misawa AB Related to additional costs incurred due to weather

18 LRS Kadena AB, Any destination we ship to we will coordinate for the delivery destination to be able to unload conveyance.

Misawa AB Not applicable to Misawa AB. In the event of a delivery to a non US- Government facility, we will ensure download capabilities.

NAVSUP YOKO Atsugi-Yes

26 Para 1.6.9 Please be more speficic about the requirements in an emergency situation for humanitarian assistance and disaster relief.

If capability still exist, continue with services during time of emergency

27 Para 2.3 What is "dollar limitation per call?"

374 CONS As in the Solcitation, page 3, Purchase Limitation: No individual call by the authorized callers under the BPA shall exceed $3,000 (Japanese Yen equivalent at the time the call is placed).

For the freight move by surface, can they be loaded to rollboxes? (Once rollboxed, they fit into our transporation network better.)

Para 1.3.1 & 1.3.2

21 Para 1.6.1.4

2PM on the working day prior to the day of serive means that 2PM of Friday if the day of service is Monday for general freight and 2PM of Thursday for dangerous freight. Is it correct?

Para 1.6.1

Could you give us 3 days of advance notice for dangerous goods so that we can coordiante with other airlines if we can't use our own. Also, could you limit the locations where dangerous goods are handled so that we can tain our staffs accordingly.

25 Para 1.6.6

The article reads "All freight shall be loaded and unloaded by the govenrment." Does this apply to JSDF facilities, hospitals, or any other non-US bases, also?

Could deliveries made before the date specified by the caller if possible.

Para 1.6.1.123

28 Para 2.5.6 Please explain about this article more.

374 CONS This paragraph explains "deadhead distance" that cannot be included for fuel tax exemption

Misawa AB Will this interfere with requirements to provide applicable documents for the issuance of Gate/Installation passes?

NAVSUP YOKO Atsugi-No Misawa AB The customer is the ordering activity/caller.

NAVSUP YOKO The customer is the ordereing officer / transportation office and their contracting officer would make a complaint. The validity of the complaint will be able to be disputed by the carrier.

MCI-PAC Yes for Okinawa Misawa AB Yes

32 Appendix B What average is AVK KG? The average of kg of a package sent out from this location or the average of kg of the total packages sent out from this location?

MCI-PAC Small boxes up to 70lbs/31.75kg and pallets up to 300lbs/136.07kg for Okinawa

33 Appendix B Please provide the frequency of the shipments in Historical Workload in addtion to the total KG to set up the type of vehicle for the pickup.

MCI-PAC Average of 20 shipments and 25 Kg per month for Okinawa. Numbers of shipments varies throughout the year depending on traininig exercises on Mainland Japan.

34 Appendix B Please provide the description of specimens and the packages to contain the specimens.

MEDLOG Regular sized shipping boxes (with styrofoam and ice packs if specimens require) with human body fluids in tubes or other similar sized containers.

35 Pricing Schedule The excel is formatted to fill-in to put prices in dollars. Do the offerors supposed to provide prices in dollars or yen?

374 CONS Please fill the prices in JPY, based on Japanese commercial practice.

18 LRS

Kadena does not expect to have the Air Freight container on the truck.

We will have individulaly packaged assets that will not require additional security or packaging.

MCI-PAC MCI-PAC will not be shipping any air freight containers.

NAVSUP YOKO

Packages will be loaded individually and can be separated and loaded into freight containers at the carriers sorting facility.

18 LRS

All shipments will have specialized markings with tracking #'s utilzied by the military. If a contractor/shipper "PRO" # is needed to be placed on the package the contractor/shipper should supply and it could be attached by the either the military or shipper.

MCI-PAC Shipments from Okinawa will be individually marked/labeled .

NAVSUP YOKO

Yes- All packages will individually be marked labeled to the final destination.

18 LRS Each package would be considered seperately when calculating rate.

MCI-PAC

Okinawa shipments will have separate orders unless all packages are destine to the same cosignee.

NAVSUP YOKO

Charges will applied per one airway bill for the shipment. Could be 2 pieces on one airway bill.

Remit to Address Is it possible to include multiple remit to addresses per branches in one

BPA awarded to a single SAM registered contractor? 374 CONS w/DFAS Yes. As long as a contractor registers a single bank account for each branch, one BPA can include mutiple remit to addresses.

Para 1.5 & 1.6.1 The Contractor is required to use SF1113 Public Voucher for Transportation Charges. Does the US government require only one such voucher for all of the shipments in a month with the necessary documents as attachments, or each shipment should have a separate voucher? If later, sending a voucher and original copy of SF1103 and Bill of Landing for all the shipments every month seems to be a tedious work to say the least. Is there automated invoicing system available in the government?

374 CONS w/DFAS

The Contractor can submit one (1) SF1113 (Voucher) up to 25 each of SF1103 (GBL). One (1) Voucher can include GBLs for mutiple months as long as they are up to 25 each. Or, the Contractor can send a voucher monthly even if GBLs are fewer than 25 each.

There is no authomated invoicing systems for orders/calls placed in use of GBLs. The Contractor shall send original Voucher with original GBLs (wet-signed originals) to the Paying Office (DFAS).

Does #PC in Historical Work load mean the number of pieces?

Para 2.6.1

Para 2.6.1.1

We need to use multi layers of subcontractor for surface transportaion netowrk. Do you have any issues with that?

30 Para 4

What is the definition of valid customer complaints? Who is the cutomer and how the validity decided? Do we have a chance to explain the situation to determine the validity of the complaints.

Para 1.3.1 Is it expected that the air freight container will need to be loaded onto the truck for delivery to destination or will the packages be removed and loaded individually?

31 Appendix B

Para 1.5 Will packages be individually marked to know what order the package belongs to or is the shipper expected to mark them?

Para 1.3.3, 1.5 Will all packages for one destination be considered one order and the total volume/weight will be used for calculated freight rate? Or will each package be considered separately when calculating the freight rate?

374 LRS

I assume the answer would be aircraft parts. I can also speculate that we do not have a high frequency of shipments containing small quantities of RM. (Seacraft parts as well.) (The best thing to do is to ask the unit that shipped it in past.)

NAVSUP Misawa

Misawa AB: The UN2910 and UN2911 items handled here are merely packaging exempt items and exempt transport substances that contain trace amounts of substances used to protect aircraft parts (Receiver exciters), etc. We do not ship radioactive material.

NAVSUP Atsugi UN2910 & UN2911 Are not regulated and do not require hazardous mateirals certification. The only requirement is an excepted label.

Examples would be geiger counter or x-ray machine. We are not allowed to ship fully regulated radioactive cargo.

MCI-PAC

Okinawa shipments will have separate orders unless all packages are destine to the same cosignee.

374 LRS

: I am sure that we can provide an SDS as is a requirement when we take a haz shipment from a customer. (We are not happy to provide SDS every time to carrier other than special occasion since it cause further delay.

Most of the time when we need BPA contractor, cargo is assigned as TP-1.

Haz certifier has all responsibility to certify the HAZMAT.)

NAVSUP Misawa Misawa AB: Yes. we can provide it 2-days prior to the pick-up.

NAVSUP Atsugi Yes we can provide the SDS and the certification in advance for your review.

MCI-PAC

Okinawa will not be shipping any dangerous goods.

374 LRS

Specimens? Blood, urine, bio? Are we moving any of these via BSP carrier?(We have never sent out Specimens inland Japan by BPA contractor by now.) I am tracking we have a moderate frequency of blood shipments moving in/out via AMC. I do not know if we will ever have a need to use the BSP carrier for a blood shipment to a location in Japan, however please provide a picture of the packaging its being used by medical. (I don’t have it now, but these are packed in regular rigid boxes such as 4G .)

NAVSUP Misawa Misawa AB: Yes, we can provide a photo as soon as we have one avilable.

NAVSUP Atsugi See attached photo.

For the specimens, is it possible for you to provide us a photo of a typical package. In our internal policy for handling of specimens, we have a specific standard such as the 3-layers of boxing to prevent any spills outside of the packaged box even if the internal tube is broken. We just want to make sure what you provide is sufficient for our policy.

Appendix D For the dangerous goods, the list in Appendix D includes UN2910 and UN2911, which are Radioactive Material Excepted Package. What are the contents of the package? If it is “Radioactive Material”, we are not able to handle.

For the dangerous goods, do we receive SDS and other certificate when the caller calls us 2-days prior to the pick-up so that we know what the contents of the dangerous packages are?

YOKOSUKA/SASEBO

MCI-PAC Okinawa will not be shipping any dangerous goods.

For palletized packages, is it possible for you to provide us a photo of a typical palletized package. MCI-PAC

Small boxes up to 70lbs/31.75kg and pallets up to 300lbs/136.07kg for Okinawa

For the gate passes, where should we contact to obtain the pass for JSDF’s base? For the gate passes, do we need them for hospitals?

374 CONS Generally, we are expecting the ordering offices and receicing offices escort the contractors at gates to the pickup/delivery points with issuance of daily passes. There may be cases that the packages are small enough to give/receive at the gates. Issuance of long-tem passes may be considered if calls are placed frequently at specific locatations.

All packages for specimen deliveries are layered with several control measures to prevent leakage. Specimens are wrapped inside small ziplocked biohazard bags, which are then wrapped in absorbent material, and placed inside a styrofoam box nested inside a carton box. See attached picture.

QUESTION 43 LIQUID PACKAGING SPECIMEN - 6 Photos

Example of Wooden boxes, cartons, containers.

Examples of different types of packages.

QUESTIO N 44 DIFFERENT TYPES OF PACKAGES- 3 Photos

Palletized cargo.

Example of Wooden boxes, cartons, containers.

Examples of different types of packages.

QUESTIO N 44 DIFFERENT TYPES OF PACKAGES- 3 Photos

Palletized cargo.