6_Question and Answer FA520926Q0021.pdf

QUESTION AND ANSWER

Date: 2 June 2026

RFQ (Request for Quote) No. FA520926Q0021

Japan-wide Chartered Bus Services 2.0

Query No.

Target for Question Reference Question by Offerors Gov’t Response/Clarification

Carrying Weapons and Bags

Performance Work Statement (PWS) (p.4), Para. 1.

DESCRIPTION OF

SERVICES/GENERAL

INFORMATION.

Regarding the transportation of weapons and similar items, would there be any issues under Japanese law? If there are any conditions or requirements, could you please advise us accordingly? (Our understanding is that there will be no transport of weapons only without an accompanying responsible custodian/handler.) Also, loading will take place on the day of transport?

As you correctly understand, there will be no transport of "weapons only" without authorized U.S. military personnel. Loading of weapons and related equipment will also be conducted on the day of transport by the accompanying personnel. Furthermore, when it is necessary to board a bus carrying weapons, strict safety measures are enforced, such as ensuring firearms are not loaded with live ammunition. If U.S.

military personnel are carrying and maintaining custody of them in their official capacity, the operation falls under the framework of the U.S.-Japan Status of Forces Agreement (SOFA) and therefore does not pose an issue under Japanese domestic law.

U.S. - Japan Status of Forces Agreement

PWS (p.4), Para. 1.

DESCRIPTION OF

(1) Performance of Services The following provision is stated in “1. DESCRIPTION OF SERVICES / GENERAL INFORMATION” of the PWS, and we understand that our company is required to perform the services in accordance with Japanese law:

“The Contractor must be duly authorized to operate and perform services required in the Performance Work Statement (PWS) in accordance with (IAW) the terms and conditions under this contract and applicable Government of Japan (GOJ) laws and trade practices.”

(2) In the Event Our Company Suffers Damages Based on the information provided on the Ministry of Defense website below, we understand that if our company suffers damages as a result of actions taken in the course of official duty, we would submit a claim for compensation against the

(2) In the event of damages, please proceed with the specified procedures in accordance with Performance Work Statement (PWS) paragraph 1.5.8.3.

Government of Japan.

https://www.mod.go.jp/j/presiding/service/songai/index.html

(3) In the Event Our Company Causes Damages to the United States Forces Japan, we understand that U.S. law would apply in such a case. Could you please confirm whether the above understanding is correct?

(3) As this is a direct contract with the Government, U.S. law—including the Federal Acquisition Regulation (FAR)—shall govern the interpretation of the contract terms and the final dispute resolution procedures (such as the Disputes clause). However, in the event of actual damages, the Government will issue claims for the calculation of the compensation amount and related administrative procedures using reasonable and appropriate standards. This will be conducted in accordance with the provisions of the PWS and through mutual consultation between the parties, referencing Japanese domestic commercial practices as necessary.

Scope of Services

PWS (p.4), Para. 1.

DESCRIPTION OF

If arrangements other than ground transportation (bus arrangements) become necessary, would we be expected to handle such arrangements as well?

In the event that transportation to a remote island is required and there are no buses available on the island, there is a possibility that a bus may need to be transported via ferry to conduct personnel transport.

However, arranging transportation by means other than ground transportation is outside the scope of this contract.

Service Request for Medium-sized Bus or Micro Bus

PWS (p.5), Para. 1.2., TYPE AND

CAPACITY OF

BUSES.

Will medium-sized buses or microbuses be utilized under this contract?

The contract rates are primarily based on large-sized buses, with medium-sized bus rates established exclusively for the Kinki region. However, if the Contractor is unable to secure a large-sized bus, the use of medium-sized buses or microbuses may be authorized depending on the passenger count. For the specific procedures required in such cases, please refer to PWS paragraph 1.4.6.4.

Schedule Sharing

PWS (p.6), Para.

1.4.2.1., Advance Notification.

Based on the schedule indicated, arranging buses within Japan would typically already be past the booking acceptance deadline. Would it be possible for you to share the annual (or

We understand that securing commercial buses in Japan requires sufficient lead time. While the Government makes every effort to share known schedules and exercise dates with the Contractor as https://www.mod.go.jp/j/presiding/service/songai/index.html monthly) schedule with us in advance? We would also appreciate receiving requests at least one month in advance.

early as possible, the specific operational requirements, participant numbers, and funding authorizations for each mission are highly dynamic and often finalized on a short-notice basis due to military necessity.

Therefore, the Government cannot guarantee a standard one-month advance notification. Under this contract, the Contractor is expected to maintain a flexible and responsive reservation management system capable of accommodating fluctuating timelines and short-notice requests as they arise.

Deadhead Cost

PWS (p.7), Para. 1.4.2.4., Bus Arrangement.

Does the contract price include deadhead costs for the buses?

The contract sets specific rates for distance and hour.

Therefore, payment will be calculated to include the total distance from motor pool departure to return, as well as the time required for pre- and post-vehicle inspections.

Excess Luggage Issues

Para. 1.4.2.4., Bus Arrangement.

Have there been any past instances where the volume of luggage exceeded the passenger count, resulting in insufficient space on the provided buses?

No such instances have occurred. While personnel may bring luggage inside the bus during exercises, the Government consistently plans and secures a sufficient number of buses to accommodate both the passenger count and the volume of luggage.

After-Hours Support

Para. 1.4.2.5., Change of Schedules.

Could you provide specific examples of cases that required emergency after-hours phone support, along with the historical frequency or number of such occurrences?

Past instances include reports of buses being unable to enter the base due to the absence of an escort, as well as requests for schedule changes from the Government resulting from flight or vessel delays and weather-related cancellations. These incidents occur on an irregular basis; therefore, while we cannot provide a specific count of past occurrences, we can confirm that such cases have existed.

Handling Bus and Driver Shortages

PWS (p.8), Para. 1.4.2.6., Bus Non- Availability

Due to the recent over tourism issues, there is a shortage of buses and drivers. If arrangements cannot be made despite our best efforts, would it be acceptable for us to decline the request?

Regarding this matter, you are required to make "reasonable efforts" in accordance with the procedures established in PWS paragraph 1.4.2.6, "Bus Non-Availability Handling Procedures."

Handling Procedures.

Specifically, you must consider alternative bus sizes, contact bus companies across multiple regions, and submit the records of these efforts (including the names of the companies contacted, dates/times, and their responses) to the Government.

Incidental Expenses

PWS (p.13), Para.

1.4.6.4., Other Actual Costs.

If driver accommodation is required, would the related expenses be reimbursable/eligible for payment?

An overnight service charge is established in PWS paragraph 1.4.6.1. Quoters are required to enter their quoted prices for this charge in Exhibits A06A, B06A, C06A, D06A, and E06A.

Requirement for Passenger Transfers at Base Gates

PWS (p.15), Para. 1.5.4., INSTALLATION

BASE PASS.

Will there be any cases in a single movement where passengers are required to transfer between different buses for on-base and off-base segments?

There have been no such instances to date.

Base Pass

BASE PASSES.

Please confirm if gate pass applications submitted two business days before the service date allow sufficient time for security processing and issuance without any operational concerns.

Because processing times vary depending on the status of the security screening, it is difficult to guarantee that passes will be issued if requests are submitted only two (2) business days in advance. In practice, the Government requests that the Contractor submits the required information as soon as it is finalized. Please note that if the Contractor promptly submits the required information but the pass is not issued in time due to the Government’s screening process, preventing the mission from being executed, the Contractor will not receive any adverse treatment (such as a low CPARS rating) for non-performance. The Government will also make every effort to complete the screening process as quickly as possible.

Base Pass

BASE PASSES.

Will the Contractor be required to provide an escort for the buses upon base entry?

U.S. Government personnel will provide the escort. If a gate pass has been issued, the driver may be provided with a map in advance and requested to proceed directly to the designated pickup location.

Other Insurance

PWS (p.16), Para. 1.5.4.2., Vehicle Passes.

Aside from vehicle insurance, are there any other types of insurance that the military requires travel agencies to obtain?

Beyond vehicle insurance, the Government does not mandate any specific additional insurance. However, please ensure that the entire transportation service provided under this contract is covered by a comprehensive liability policy, such as General Liability Insurance, to adequately mitigate operational risks.

Please note that even if an incident occurs where the sub-contracted bus company’s vehicle insurance is applicable, the Contractor remains responsible under this contract for serving as the primary point of contact and coordinating all matters with the Government.

Emergency Contact

PWS (p.17), Para. 1.5.5.2., Contract Manager.

Is there an emergency contact we can reach if a problem occurs late at night during operation?

Yes, an emergency POC is assigned and available to respond to any issues that may occur during late-night hours or outside of normal business hours. Specific contact details will be shared upon contract award.

Emergency Number Type

If there is an emergency contact, would it still always be a Japanese mobile phone number even if the contact person is American?

Yes. All emergency contact information provided will be Japanese mobile phone numbers, even in cases where the person in charge is American.

Emergency Contact Method

If the bus company contacts us late at night regarding an issue requiring emergency action (such as being unable to enter the base), would the operation manager be in an environment where they can respond to emails at any time? (This question is raised because, in emergency situations, communication methods other than telephone are not considered practical, and we cannot assume that the person in charge is always in an environment where they can check emails immediately.)

Generally, the emergency POC is equipped to check and respond to emails even during late-night hours.

However, we cannot guarantee that they will be in an environment to provide an immediate email response under all circumstances (e.g., while handling another emergency or in transit). Therefore, in the event of an urgent issue requiring immediate attention, such as being denied entry to a base, we ask that you respond to the POC by telephone in addition to sending an email.

Off-Hours Staffing

Regarding personnel in charge during weekends, holidays, and after business hours, which group makes up the larger proportion, Japanese staff or American staff?

For support during weekends, holidays, and after-business hours, most of the staff in charge are the U.S.

personnel.

Contractor’s Responsibilities

PWS (p.18) Para.

1.5.9., LIABILITIES

Could you please clarify the scope of “the Contractor assumes full responsibility”?

The scope of liability assumed by the Contractor under this clause covers any damages or accidents arising directly from the operation and maintenance of the contractor’s vehicles, as well as the actions of your employees (e.g., drivers) while performing under this contract. Specifically, this includes traffic accidents during operation, incidents caused by vehicle malfunction, or damage to third parties resulting from the negligence of your staff. The intent of this clause is to clarify that the Government is not liable for the risks associated with your specialized operations (bus transportation and fleet management). Please note that the final determination of legal liability and insurance applicability in individual cases will depend on the specific circumstances. We advise consulting with your insurance provider or legal counsel regarding specific coverage.

Customer Complaints

PWS (p.19) Para.

2., SERVICES

SUMMARY.

The PWS states that “Customer complaints shall not exceed three (3) per month.” Could you please advise what actions or consequences would apply if the number of complaints exceeds three in a given month?

If customer complaints exceed three (3) per month, the Contracting Officer (CO) will first request the Contractor to implement corrective actions.

If the situation remains unimproved or if it is deemed difficult to achieve the required improvement, this performance record will be documented in Contractor Performance Assessment Reporting System (CPARS). A negative performance record in CPARS may adversely affect your evaluation and ability to receive awards in future U.S. Federal Government contracts.

Technical Offer

Standard Form (SF) 1449 (p. 26), Instructions to Offerors, (f)2B. Part II –

Regarding the "Established Networks List," please clarify the reporting scope. Should the list only include information for the headquarters, or is it required to cover all associated facilities, such as motor pools located in various regions?

The objective is to verify transportation capacity by region. Therefore, if a motor pool possesses its own transportation capacity, please include it in the list.

SF 1449 (p. 26), Instructions to Offerors, (f)2B. Part II –

Is it necessary to include the number of owned buses in the established partnership with bus companies nationwide in Japan?

It is not required.

Past performance

Other

Could you please provide details of the bus companies you have used in the past?

The Government cannot disclose detailed information regarding the bus company networks utilized by past or current Contractors as such information is considered the proprietary business network and operational information of the respective contractors.