21R2009_QA_060121.pdf

HE125421R2009 OKINAWA BUS DRIVER SERVICES SOLICITATION QUESTIONS & ANSWERS (Q&A)

Item

Subject

RFP or

Attachment

Reference

Question/Confirmation/Comment Answers/Responses

01 General N/A How many school bus offices are there in Okinawa? How many parking lots are there for DoDEA buses in Okinawa?

There is one school bus office in Okinawa and one parking lot for the regular buses.

02 General N/A Please tell us the number of drivers, dispatchers, and managers of the current contractor.

Estimates: One (1) contract manager, fours

(4) dispatchers, and 70 drivers.

03 General N/A

Number of buses owned by Okinawa DoDEA Please tell us the number of microbuses and large buses separately.

estimated drivers necessary are XX a day.

Estimates: 81 lease buses. 67 large buses, 13 micro buses, one (1) tour bus.

04 General PWS Is automobile insurance (personal vehicle insurance) required by the winning bidder?

Yes. All drivers must be insured by their company to drive DoDEA's leased buses

05 General N/A

Please tell me the average time required to leave the parking lot of ITEM

NO 0002, 0003, 0004 and complete the work, and the average start time and end time.

Leaving the lot and coming back averages

6.5 hours for curricular trips. Co-curricular for practice buses takes approximately one

(1) hour round trip (x2 which takes them back to school). Activity buses are roughly three (3) hours from our lot. Far East trips to the airport round trip average three (3) hours for pickup, hotel and back to our lot.

Lastly, Far East trips to and from hotel to events from our lot are roughly one (1) hour each trip (x2) then back again after the event is completed.

06 General N/A Is the application for the pass the same as the application method for other

US military bases in Mainland Japan?

Base applications for mainland Japan compared to Okinawa is unknown given the changes in base access applications change.

07 General N/A Scheduled successful bid date Please tell us the scheduled business start date.

The period of performance for this contract is August 1, 2021. The Government will work with the successful contractor to ensure everything is in place (training, installation passes, background checks, operation and route familiarization, etc.)

before the first day of school.

08 General N/A There are multiple bases in Okinawa. What would be the primary location for the bus motor pool and Managers office?

Camp Foster, Okinawa

Volume II, Factor 2

RFP

Is the bidding currency yen and would we use the daily rate or budget rate?

Attachment Two shows the price will be in

YEN and the budget rate is 107.9114.

10 General N/A Are there any proofs or qualifications required for the driver? Do I need the credential before the start date?

Qualifications for being able to drive that size vehicle is required by the contract company and the credentials are most definitely needed to be hired by the company to drive our leased buses.

11 General N/A Is there a duty trip that the driver have to stay overnight? No.

12 General N/A Is there a duty trip that the driver have to have business trip and drive outside of Okinawa?

No.

13 General N/A How many days does it take for us to get the P-2 Pass (DBIDS CARD)? 1.5 months

14 General N/A How many days does it take for us to get P-4 Pass (Vehicle pass)? Vehicle passes are not required.

15 General N/A Would you tell us where we can get the application forms to apply passes

(DBIDS & Vehicle)?

Base pass documentation is physically located at Kadena Gate 1 and the Camp

Foster Gate 6 “Legion gate”. The

Government will provide point of contact info to the successful Offeror.

16 General N/A Would you instruct us the document and paper work that the required in order to apply the pass?

DoDEA cannot provide instructions regarding paperwork procedures as they change per installation periodically.

17 General N/A Is there any possibility for us to get the vehicle pass for each individual drivers, managers and dispatchers?

P-4 Vehicle Passes are not required.

18 General N/A How long is the maximum pass term we are able to have? one year, 3 years or 5 years? Or do we have to renew our passes every year?

Passes are renewed per every term of the contract which in this case would be 5 years.

19 General RFP

HE1254-21-R-2009 is currently listed as a ‘draft solicitation,’ will this be changed to a normal solicitation? If so, will the due date on the SF 1449 change?

HE1254-21-R-2009 will change from a draft to released solicitation. The due date for proposals will be extended if needed.

20 General RFP Do documents have to be submitted even though the status of HE1254-21-

R-2009 is ‘draft solicitation’?

The solicitation will change from Draft to

Released. In accordance with 52.212-1

ADDENDUM, Submissions of Offers. All required attachments, enclosures, and any amendments to the solicitation have to be submitted with an Offerors proposal.

21 General N/A

It is understood that this solicitation is just for providing drivers, will each individual driver require full insurance/coverage for being a bus driver for this solicitation or will that be necessary for another solicitation?

All drivers must be insured by their company to drive DoDEA's leased buses

22 General N/A

Will the vendor have to lease the buses for this solicitation or will that be a separate solicitation? Will the buses be provided for use as is? If so, will the buses have full insurance/coverage?

Buses are provided via another contract.

23 General N/A Will a dispatcher be provided by DoDDS or will we have to provide one for this solicitation?

All personnel for this contract will need to be provided by the contractor.

24 General N/A

Will this solicitation be awarded prior to the new school year starting in

August 2021? If so, will we have at least 30 days for transition prior to the contract being active?

DoDEA anticipates awarding the contract prior to August and are working to ensure award is made promptly to allow for the successful Offeror time to transition prior to the start of work.

25 General N/A

According to the info provided, there are 68 different routes so it is understood that a minimum of 68 buses are required. Can you provide the number of buses available for use including extra vehicles?

Estimates: 81 lease buses. 67 large buses, 13 micro buses, one (1) tour bus.

26 General N/A How many drivers will be necessary for this solicitation? Can you provide the numbers that the incumbent vendor has?

Estimates: One (1) contract manager, fours

(4) dispatchers, and 70 drivers.

27 General PWS 3.1.6

Is there any communication equipment on the buses available for use in route? If so, what kind of communication equipment is this (cell phone, etc.)?

Communication devices must be provided by the contractor for their drivers to be able to communicate with the dispatchers at the

Student Transportation Office. References

3.1.6 of the PWS.

28 General RFP It is understood that a camera system is installed in the buses, is there also a bus locator system installed?

There is a passive GPS system aboard the vehicles.

29 General RFP

If the solicitation is awarded to another vendor other than the incumbent, will the new vendor be able to contact and possibly hire drivers from the previous vendor?

Yes. See the TUPE clause on the last page of the RFP to see who the incumbent contractor is.

30 General RFP

Will base passes be provided to the vendor for their staff and drivers to support this contract? Will this be a year to year pass or will it be possible to provide a two year pass?

All individuals requiring a pass must go through the bus pass office where justification for their request will be verified by DoDEA.

31 General RFP

Are any of the line item numbers guaranteed? Will services be required during the summer? If anything is guaranteed, can you provide us info as to what items are? We believe that Driver Services (Daily Commute) should be guaranteed for a number of months.

See FAR 52.216-22 Min and Max. Refer to page 3 and 4 of the SF1449 (solicitation).

Services will be required from Monday, August 23, 2021 to Tuesday, June 7, 2022.

See page 29 of Attachment 1 PWS.