25QE040_0001_QA.pdf

HE125425QE040 – Japan Administrative Vehicles Lease

Questions & Answers

Q1. Please extend the closing date for one (1) week, offer due date to 25 Jun 2025

A1. The closing date for submissions remains 19 JUN 2025.

Q2. Please accept delivery time within 150-180 calendar days after receipt of award. i.e., in case award on 30 June 2025, the contractor must deliver the vehicle by 30 November 2025/30

December 2025.

A2. Latest acceptable delivery is 01 AUG 2025.

Q3. Please provide approximate expected milage of each vehicle type for each delivery location.

A3. Estimated yearly mileage is 10,000KM per vehicle.

Q4. For example, if the contractor provides a new vehicle for initial delivery, does this mean that the vehicle can only be leased for a maximum of three years in total (the first year, option period

1, and option period 2) and that from option period 3 onwards, a different vehicle that is less than two years old must be arranged?

A4. At the time of contract award, the Contractor may provide either newly manufactured vehicles or vehicles no more than three (3) years old from their manufacture date. For the option year, the Contractor shall provide the same vehicles provided at the time of award or new vehicles with similar conditions. PWS updated to reflect new language.

Q5. Vehicles will consume very little fuel during maintenance, but if vehicles are brought in almost empty every time, we will have to refuel 3/4 of the tank every time, so how much fuel do they usually have left when they bring them in?

A5. The vehicle will be turned in for maintenance with at least 3/4 of fuel and same vehicle is expect it to be returned to the Government with no less than 3/4 tank of fuel.

Q6. 1) English manual is not available by manufacturer. Please accept Japanese manual instead.

2) Is operator manual with basic maintenance content inclusive acceptable?

A6. At least one copy of the Owner/Operator and Maintenance Manual in English should be provided for each vehicle model, as the drivers are English-speaking.

Q7. What is the total budget allocated for this contract and are there any financial constraints or limitations?

A7. We are unable to disclose the budget allocated for this requirement. Offerors are encouraged to propose their most competitive pricing in accordance with the solicitation terms and the stated requirements. All quotes will be evaluated based on the criteria outlined in the solicitation.

Q8. Are there specific qualifications or experience required for contractors leasing vehicles to government agencies?

A8. There are no specific qualifications beyond those outlined in the solicitation. However, all offerors must be deemed responsible in accordance with FAR 9.104-1 and demonstrate the ability to meet all solicitation requirements. This includes the capability to perform the contract and comply with delivery and performance standards. Refer to the solicitation for the full list of requirements and evaluation criteria.

Q9. What are the expectations for the Quality Control Plan (QCP), and how will it be evaluated?

A9. Refer to PWS paragraphs 5.9, 5.10, and 6.4.

Q10. Are there any additional features or customizations required beyond those listed in the PWS

(e.g., decals, branding)?

A10. Refer to PWS paragraphs 2.3.4 to 2.3.11.

Q11. Are there any preferred manufacturers or models for the vehicles listed in Table 1?

A11. Refer to PWS paragraphs 2.3, 2.3.1 to 2.3.3.

Q12. What are the penalties for late delivery beyond the August 15, 2025, deadline?

A12. The delivery date for vehicles is 01 Aug 2025.

Q13. How will the government verify compliance with Japanese motor vehicle laws and USFJ regulations?

A13. Refer to PWS paragraph 2.4.

Q14. Are there any additional insurance requirements beyond the liability coverage specified in the PWS?

A14.Refer to PWS paragraphs 2.2.2 and 2.2.3.

Q15. How will disputes regarding fair wear and tear be resolved between the contractor and the government?

A15. Refer to PWS paragraph 2.4.1.11, second paragraph.

Q16. How often will the government conduct inspections, and what documentation will be required from the contractor?

A16. Please refer to PWS Paragraph 5.0 Deliverables for frequency requirements.

Q17. Are there specific reporting formats or templates required for deliverables such as maintenance logs, QCP evaluations, and cost estimates?

A17. All documentation (QCP, cost estimates, etc.) must be translated to English. Firms can use their own template formats unless provided by the Government.

Q18. Are there any updates or changes expected to the delivery locations listed in Technical

Exhibit #1?

A18.No changes in the Technical Exhibit #1

Q19. What are the expected monthly mileage requirements for each delivery location listed in

Technical Exhibit #1?

A19. Estimated yearly mileage is 10,000KM per vehicle.

Q20. What is the process for handling emergency repairs or vehicle replacements during holidays or weekends?

A20. Refer to PWS paragraph 2.5.1.4.

Q21. Are there preferred towing or roadside assistance providers?

A21. Refer to PWS paragraph 2.4.1.10.

Q22. Is the standard body color acceptable, or would you prefer a specific color?

A22. Refer to PWS paragraph 2.3.8.

Q23. What will the kei car be mainly used for? If you have a reference image of the model you're considering, please share it with us.

A23. Refer to PWS paragraph 2.3.2.

Q24. Do you require a navigation system and ETC, or can they be omitted?

A24. A navigation system and ETC device are not required, as they are not listed in the vehicle specifications outlined in PWS paragraphs 2.3, 2.3.1, 2.3.2, and 2.3.3.

Q25. While UV-protective glass is included as a standard feature, would you also require privacy film (such as smoked or tinted glass)

A25. Refer to PWS 2.3.9.

Q26. "Regarding Delivery Schedule: The current estimated delivery times for the vehicles listed below are as follows.

As it is difficult to arrange delivery by August 15, we kindly ask you to consider extending the requested delivery date.

Estimated Delivery Times by Model:

• Nissan Clipper Rio (4-passenger Mini-Van, 2WD/4WD) Khaki: Around November 2025

• Silver / Black: Around February 2026

• Nissan Serena (8-passenger Van, 2WD/4WD): Around November 2025

• Mazda 3 (4-passenger Sedan, 2WD): Earliest approx. 2.5 months

• Mazda Flair Wagon (4-passenger Mini-Van, 2WD/4WD): Earliest approx. 2.5 months"

A26. Latest acceptable delivery is 01 AUG 2025.

Q27. Could you please provide the specific details of the full insurance coverage?

A27. Refer to PWS paragraphs 2.2.2 and 2.2.3.

Q28. We would appreciate it if you could provide your estimated monthly mileage. If the mileage differs depending on the vehicle type, please indicate the mileage for each type accordingly.

A28. Estimated yearly mileage is 10,000KM per vehicle.

Q29. According to DODEA Pacific East District – Mainland Japan (2.4.1.5.3.), it is stated that the fuel tank may not be full when returning the replacement vehicle.

Please be sure to return the loaner car with a full tank of fuel. If fuel is not returned with a full tank, we will charge you separately for the fuel used.

A29. Refer to PWS paragraph 2.4.1.5.3.