Attachment 6 Questions and Answers.pdf

FA527025RA024-0001 Local Drayage Services (Schedule III) RFI due date 30 May 2025, 11:00 AM Japan Standard Time

I. Questions regarding the Solicitation FA527025RA024 at page 20, B, (1)

1. Under the terms of the contract, can we terminate the contract if the contract term is no longer financially feasible due to market inflation or any other reasons?

a. The contractor cannot terminate the contract unilaterally. The contractor shall complete all the works in accordance with the terms and conditions of the awarded contract. If the contractor is losing money and at financial risk, then a termination for convenience or cause could be considered. Any risks should be discussed with the contracting officer.

II. Questions regarding Performance Work Statement (PWS) 28 April 2025

Question reference – PWS, page 1

2. Does the area include small islands in Okinawa prefecture?

a. No transportation to the other smaller islands. Only Okinawa Island.

Question reference – PWS, page 3, Section 4. a

3. Is the vendor allowed to adjust the service date after receiving a call from the Ordering Officer if there are too many services in one day?

a. Vendor is not allowed to adjust dates after confirming move dates with the ordering officer. Vendor must contact the ordering officer who then must work with the member and the housing office to confirm new date.

4. What is the estimated maximum daily number of services we must prepare. We understand the estimated maximum daily requirement is 455 NCWT, but we want to know how many services that weight translated into.

a. The 455 NCWT is worse case needs and typically only happens during peak season or housing emergencies. This would generally equal to 4-5 separate shipments. However, the average daily expectation is closer to no more than 2 shipments per day at around 150 NCWT during standard non-peak season.

5. Do we have a schedule of services in advance listing "the specific date" of the services before the ordering officer gives us the order to commence the service at least 1 full workday prior to the date specified?

a. Yes, the ordering officer will provide verbal and written notice of services requested at least 1 full day in advance. Contractor will be given opportunity to view schedule and work with the ordering officer based on current workload and the ability to meet daily minimum / maximum requirements.

6. In Okinawa as well as the rest of Japan, the peak moving season falls toward the end of

March and the beginning of April. Are we allowed to place surcharges during this period if approved by Ordering Officer?

a. This contract is a firm-fixed-price contract. Basically, the prices are fixed when the contract is awarded unless unforeseeable events occur.

7. During which period(s) of the year does the peak moving season typically occur, and how long does it generally last?

a. Peak season for local moves typically run from July thru September. However, housing events can cause fluctuation to this schedule.

8. Are there any periods throughout a year when there are no service requests at all? If so, when do these periods typically occur and for how long?

a. The average local moves between all services (USAF, USMC, USA, USN) typically range between 12 – 25 per month during not accounting for peak season or special housing events. Historical records do not show any periods in which no services are requested.

Question reference – PWS, Part I – Description of Services A. Scope of Work, page 3 through 7

9. What specifically is included in the term 'servicing of appliances'? Could you please provide some examples? Our understanding of the term Servicing is: 1) to prepare to move appliances, and 2) to set up appliances at the new residence. Is this correct?

a. Yes. Movement of assets in a manner that does not cause damage.

For instance, front end washers and dryers require travel bolts to be installed and removed during transportation.

Question reference – PWS, Part I – Description of Services A. Scope of Work, page 3 through 7

10. On Page 6, Section 6.f refers to Paragraph 5.a.(1), but no billing procedure is described there. Which section of the contract or attachments should vendors refer to for billing procedures?

a. The correct reference is page 10, Paragraph 12.a.

Question reference – PWS, Part I – Description of Services A. Scope of Work, page 3 through 7

11. In the case of multiple moves scheduled around the same time, is the vendor permitted to coordinate and adjust schedules so that only one move is executed per day?

a. No, at the time of the placement of services by the ordering officer, the vendor must know their schedule and be capable to meet the minimum movement standards. 1 shipment per day would not meet the standards nor the current average. Vender can work to request to adjust dates requested during the original call for services.

Question reference – PWS, page 5, Section 6. d

12. Does the current scope of work include the preparation of export documentation?

a. No, this contract is only for Schedule III local moves. No export will be allowed under this contract.

Question reference – PWS, page 5, Section 6. d

13. Is any specialized packaging required for international shipments beyond standard packing procedures?

a. Not applicable, because of local moves are only within the island.

Question reference – PWS, page 5, Section 6. d

14. Are we expected to take any action or responsibility in cases involving motorcycles or similar items to determine whether the items meet the import standards of the destination country?

a. No, motorcycle will not typically be allowed to be moved under this local move contract. All shipment items will only be moved locally thus no import issues will be exercised under this contract.

Question reference – PWS, page 5, Section 6

15. Can the contractor fulfill the English language capability requirement by utilizing translation tools (e.g., machine translation) rather than having staff fluent in English?

a. Yes, however contractor must be able to communicate with the ordering officer and a customer in English over the phone/in person at packing site. This may be difficult solely relying on machine translation. Failure to be able to communicate real time in English would result in negative considerations for option years.

Question reference – PWS, page 5, Section 6 and page 7, Part III, Section 2

16. Would a dedicated interpreter meet the intent of this requirement? Or is it expected that the personnel who are actually performing the packing, inventorying, and related tasks themselves possess the stated English reading, speaking, and writing capabilities?

a. Yes, a dedicated interpreter that must remain at the sight during all performance activities will meet the intent. However, A single interpreter cannot jump from sight to sight and back to the office while crews remain at the members residence.

English speaking must be available at each place of business during all hours of operation and all documents but be written in English not translated after the fact.

III. Questions regarding Price Exhibit

17. Could you provide an approximate number of services for each year from Basic year to

(Option) Year Four? (We have only NCWT for each year, but we would like to know the number of services as well.)

a. From basic year to option year four, the approximate number of services is 1080.

However, each year can change drastically, and this should be considered an estimate only.

18. If you know the number of services in each month during the years, please provide the information. This information is very critical to plan for the seasonality of the move throughout the years for our vehicle and staff scheduling.

a. This information is not known, and we can only estimate based on previous estimations above.

19. Due to the uncertainties of labor, fuel, and material inflation, are we allowed to renegotiate the unite price, especially during the optional years, after the contract is awarded?

a. The prices are fixed when the contract is awarded unless an unforeseeable event occurs.

20. What does “6” mean as the Estimated QTY for Attempted Pickup and Delivery respectively?

Is this the number to use to calculate the estimated amount?

a. Estimated quantity of attempted pickups per year.

21. What is “Impractical Pickup and Auxiliary Services - Additional Charges.” Is this for our staff to stay with the vehicle while parked when no parking permit is attainable?

a. “Impractical Pickup and Auxiliary Services - Additional Charges" covers situations where the contractor needs to provide extra service, such as when directed by the ordering officer, at off-base housing with accessibility issues, or when parking permits have inadequate performance hours.

22. Are the Third Party Services limited to items requiring delivery or pickup from housing that does not allow for standard use of stairs or elevators, or an item’s unusual nature may require disassembly / assembly service and in the cases of Servicing Appliances?

a. Third Party Services are for approved services that cannot or generally not included or outlined in general services. Such Third Party Services can be for crane services when furniture or household items cannot fit using stairs and elevators, preparing appliance for movement beyond contractors’ standard capabilities.

23. Can we obtain additional approval for Third Party Services if an unexpected service is required and that exceeds the NTE unit price.

a. Exceeding NTE price would require proof of only available cost within the area and approved well in advance in order to confirm cost.

24. We would greatly appreciate it if you could kindly explain the difference between 18 BOS

Move (#001) and Special Moves (#005) as listed in the Price Exhibit. Alternatively, we would be grateful if you could let us know where in the PWS we can find the explanation of these two items.

a. The difference was created due to a finance request to differentiate Housing Orders and special move orders under Separation/Retirement. The rate is the same, and the booking agent will designate the difference in type of funding in which to use the difference ELINS.

Nothing Follows

PRIMARY POC:

Keigo Miyagi Contract Specialist

18 CONS/PKA

Base Operator: 098-961-1110 Ext: 634-4693 keigo.miyagi.jp@us.af.mil

ALTERNATE POC:

Jonathan Garcia, SSgt, Contracting Officer

18 CONS/PKA

Base Operator: 098-961-1110 Ext: 634-5019 jonathan.garcia.27@us.af.mil