26QE047_QandA_AMD2.pdf

Solicitation HE125426QE047, Amendment 2: Questions and Answers Note: The full set of questions and answers are provided with this amendment. Amendment 2 responses are provided in Green text.

Q1. Who is the current onboard video surveillance system vendor/manufacturer?

A1. Ubitech Global

Q2. Approximately how many cameras are currently installed per vehicle?

A2. Buses and Microbuses currently have 4 cameras installed. Vans currently do not have cameras installed.

Q3. Will the Government provide a staging/install area onsite for contractor personnel and equipment?

A3. Yes, staging will be available at the STO on Camp Foster.

Q4. Are all vehicles located primarily at Camp Foster, or are vehicles distributed across multiple locations in Okinawa?

A4. The Buses and Vans will be located at Camp Foster in accordance with Technical Exhibit 1 of the PWS. The Microbuses will be primarily located at Kadena Air Base, but may periodically be stored at Camp Foster. Technical Exhibit 1 of the PWS has been revised to reflect these changes.

Q5. Will contractor personnel require escort at all times while on base, or can recurring access credentials/badges be issued?

A5. The contractor must comply with installation access requirements per paragraph 3.2 of the PWS. Regarding escorts, please refer to paragraph 3.2.2 of the PWS, which states, “All personnel will be required to be escorted on base at all times.”

Q6. Is work expected to occur during standard business hours only, or are after-hours/weekend installations permitted?

A6. Standard business hours only.

Q7. Does the Government anticipate phased installations, or should vendors assume all installations occur within a single deployment period?

A7. Paragraph 2.1.2.1 of the PWS has been revised to, “The Contractor shall coordinate Installation scheduling with the COR no later than 1 August of each calendar year. For the initial installation period, the Contractor shall complete all required system installation, configuration, testing, and validation no later than 30 calendar days following Software

Approval. Systems shall be fully operational and available for Government inspection and acceptance no later 30 calendar days after COR notification of Software Approval.”

Q8. Is there an incumbent contractor currently performing maintenance/support services under the existing systems?

A8. Yes

Q9. Does the Government anticipate requiring live video access, wireless oƯload capability, or remote diagnostics during the contract period?

A9. Per paragraph 2.1.2.2 “OBVSS Equipment Requirements are detailed in Exhibit 2 - OBVSS Equipment Requirements. Contractors are encouraged to propose innovative solutions to achieve or exceed these objectives. This may include advanced data management systems, enhanced hardware configurations, or other technologies ensuring optimal performance.”

Q10. For preventative maintenance requirements, should vendors assume PM activities occur during school operational periods or during scheduled downtime periods?

A10. The contractor is required to submit a Preventive Maintenance Schedule per PWS paragraph 2.2.1 and Section 6, Contract Data Deliverables. Coordination will occur between the contractor and COR following contract award.

Q11. PWS camera requirements reference vehicle type but not total quantity of buses. For example, "Buses (47–53 PAX) – require a minimum of 6 cameras each.” There is a potential for pricing ambiguity, because bidders must infer quantities solely from Technical Exhibit 1 against what appear to be the discrepancies of the Combined Synopsis/Solicitation, not from the core PWS. Further, Attachment 5 indicates that the Base Year “Installation per vehicle” covers 68 buses, whereas the solicitation lists 71 buses. Request clarification to support pricing certainty. (Reference: Technical Exhibit 1 & Combined Synopsis & Solicitation)

A11. The number of vehicles are as follows:

Camp Foster - STO:

68 Buses (45 – 54 passenger) 2 Vans (8 passenger)

Kadena AB – 18th LRS*:

13 Microbuses (18 – 24 passenger) o *May be periodically stored at Camp Foster – STO Total: 83 OBVSS systems required

The quantities in the Combined Synopsis/Solicitation have been corrected in Amendment 1.

Q12. The PWS states that buses may be retired and replaced and that systems may be reinstalled: “Periodically, buses /vehicles are retired and/or replaced…” However, no ceiling quantity or estimated annual turnover is provided, which poses scope risk for oƯerors.

Please clarify. (Reference: PWS Attachment 2)

A12. The solicitation is for an Indefinite Quantity Indefinite Delivery (IDIQ) contract. The estimated Quantities are provided in the solicitation; however, the Government does not specify a firm quantity of services other than the total minimum or maximum quantity. In accordance with Pg. 25 of the Solicitation, “The total quantity will be the total quantity for all line items combined as set forth in the schedule, plus an additional 30% increase.”

Q13. As a USG/DoWEA solicitation, this RFQ is subject to NDAA Section 889. Yet the solicitation does even mention FA 52.204-34 or -25. These clauses practically preclude use of Chinese-made video surveillance equipment. Will the Government accept use of Chinese-made video surveillance equipment? (Reference: All Documents)

A13. The Government reserves the right to determine the clauses and provisions included in the solicitation. This solicitation is in accordance with Revolutionary FAR Overhaul requirements. The referenced clauses or provisions are no longer applicable and have been replaced with FAR 52.240-90 and FAR 52.240-91. FAR 52.240-91 is included in the solicitation, and FAR 52.240-90 has been added with this Amendment. OƯerors are responsible for fully reviewing the solicitation and ensuring quotes submitted are in compliance with all solicitation requirements.

Q14. What are the applicable DoWEA IT approval requirements for dedicated playback or viewing software. Please advise required submission documentation, estimated review timeline, and cybersecurity/security compliance requirements if known. (Reference: PWS 1.2.3)

A14. The timeline for software approval varies. The Software Approval Review Criteria has been provided following the questions within Amendment 2 of the solicitation. (Reference Pg. 7 of this document)

Q15. The PWS requires synchronized video and audio recording capability. What are the specific requirements for audio coverage, microphone placement, recording scope, or minimum audio quality standards? (Reference: PWS 1.1)

A15. Per Technical Exhibit 2, Mobile Digital Video Recorder (DVR) of the PWS, “(a). Digital video cameras have 100% display and audio recording capabilities of all passengers and driver inside the vehicles.”

Additionally, per Technical Exhibit 2, Camera Features and Specifications, “(k). Camera microphones must be able to record clear, comprehensible, and uninterrupted audio while not being aƯected by weather or vibration.”

Q16. Our desire is to oƯer live monitoring. For such an option, please confirm how we would break down SIM card initial costs, communication equipment, antennas, and related setup/configuration costs for Government review. (Reference: Attachment 5)

A16. The government cannot advise an OƯeror of how to propose. The oƯeror is required to follow the solicitation instructions and evaluation criteria in submitting a proposal.

Q17. The number of buses on the PWS are diƯerent from the Solicitation Synopsys. Please confirm. Is the number of Large-size bus 68 or 71?

A17. The correct number of vehicles are as follows:

Camp Foster - STO:

68 Buses (45 – 54 passenger) 2 Vans (8 passenger)

Kadena AB – 18th LRS*:

13 Microbuses (18 – 24 passenger) o *May be periodically stored at Camp Foster – STO Total: 83 OBVSS systems required

The quantities in the Solicitation have been corrected in Amendment 1.

Q18. The number of “Unscheduled Corrective Maintenance” on the Pricing form is diƯerent from the Solicitation Synopsys. Please confirm. Is the number of Large-size bus 21 or 22?

A18. The quantities in the Solicitation have been corrected in Amendment 1.

Q19. How long should the DVR recording operation be remaining powered since it loses the power?

A19. Per Technical Exhibit 2 of the PWS, System Requirements has been revised to state, “Camera system shall shut down cleanly in the case of sudden power loss, ensuring files are saved and data loss is prevented. The recording system, system hardware, operating system, and stored data/video/Audio shall resume normal functionality once the power is fully restored.”

Q20. The Price form fixed the number of “Unscheduled corrective maintenance per vehicle” as “22”. Does this mean that additional occasion after the 22nd service will be billable?

A20. The solicitation is for an Indefinite Quantity Indefinite Delivery (IDIQ) contract. The estimated Quantities are provided in the solicitation; however, the Government does not specify a firm quantity of services other than the total minimum or maximum quantity. If the Government requires additional quantities, orders may be issued within the stated limitations. In accordance with Pg. 25 of the Solicitation, “The total quantity will be the total quantity for all line items combined as set forth in the schedule, plus an additional 30% increase.”

Q21. The yearly “material” is fixed at $5,000 dollars. Is it simply prepaid material cost allowance not requiring additional payment process? Or, will this 5000 - dollar expenditure require an approval procedure to get paid?

A21. In accordance with PWS Paragraph 2.3.3., “in the event of unexpected physical damages, the Contractor may request COR approval to purchase all repair parts and/or materials and be reimbursed under the contracts’ subline item titled “Materials”, as necessary to maintain and sustain the OBVSS.”

Q22. Will the government issue a sales tax exemption certificate for material purchase?

A22. Any tax exemptions will be processed in accordance with DFARS Clause 252.229- 7001.

Q23. CLIN 1001, 2001, 3001, 4001 and 5001 fixed the number of buses as “1” each size every year. Does this mean that additional occasion after the 1st new bus installation service will be paid additionally? Also, if there won’t be a new bus during the option year, those CLINs won’t be paid?

A23. CLIN 0001, 1001, 2001, 3001, 4001, and 5001 are for installation services. If additional installations are needed, additional quantities may be ordered within the total maximum constraints of the IDIQ.

Q24. The Pricing form (CLIN0003) and the solicitation synopsis requires “Removal of OBVSS” for ALL buses once a year. Why would this be necessary? Removing existing system from entire fleet will be extremely rare. Is this also an allowance being paid without counting the actual number of buses for removal job? Or the removal job can only be charged at actual when it happens?

A24. The estimated Quantities are provided in the solicitation; however, the Government does not specify a firm quantity of services other than the total minimum or maximum quantity.

Q25. What are the bus models and dimensions? Please provide the detailed information of the three diƯerent types of buses.

A25. The specific makes and models are subject to change throughout the performance period. The current fleet consists of the following:

53 passenger buses: 2015 Hino – Blue Ribbon (56 each) 51 Passenger bus: 2019 Hino – Selega (1 each) 47 Passenger buses: 2019 Hino – Blue Ribbon (11 each) Micro buses: 2015 Hino – Liesse (13 each) Passenger Vans: 2023 Toyota – Noah (2 each)

Q26. Please confirm that no outside viewing camera except for the front road-viewing camera is required.

A26. No outside viewing cameras are required for this solicitation, including the front camera. All cameras are for on-board video surveillance (inward/passenger facing). The diagram and coverage requirements in Technical Exhibit 3 have been updated to better represent the requirements in the solicitation.

Q27. If camera/system malfunctions are caused by accident or natural disaster during the option years, will the repair/replacement cost be billable (change-order)?

A27. Yes. These repairs will fall under PWS Section 2.3, Objective 3, Unscheduled Corrective Maintenance/Repairs.

Q28. Once the material will be delivered to the specified APO address, will the customer provide safe storage area for the material?

A28. Yes, secure storage space will be provided at the Camp Foster STO.

Q29. Do the Digital Video Recorders have to be US or reflect US Military Standards in their spec?

A29. Digital Video Recorders must be in accordance with the Specifications provided in the PWS and compliant with the Clauses and Provisions required within the Combined Synopsis/Solicitation. OƯerors are responsible for fully reviewing the solicitation and ensuring quotes submitted are in compliance with all solicitation requirements.

Software Approval Review Criteria

GENERAL INFORMATION

- Requestor Name:

- Organization/OƯice:

- Contact Information:

- Resource/Device Name:

- Manufacturer/Vendor:

PURPOSE & JUSTIFICATION

- Need / Use Case:

- Supported Functions (Instructional, Administrative, Business, Support, etc.):

- Justification for New Resource:

TECHNICAL SPECIFICATIONS

- Device Type (Hardware/Software/System):

- Model/Version:

- Operating System:

- Hosting Environment (Cloud / On-Prem / Hybrid):

- TAA compliance (country of origin vs. designated countries)

- NDAA compliance (especially Section 889 restrictions on telecom/video surveillance equipment)

NETWORK REQUIREMENTS

- Connectivity Type (Wired/Wireless):

- Required Ports/Protocols:

- Internet Access Required (Yes/No):

- External Connections (if applicable):

CYBERSECURITY & DATA

- Data Classification (PII, Student Data, None, etc.):

- Authentication Method (CAC, Username/Password, etc.):

- Encryption Capability:

- Patch/Update Mechanism:

- Existing Certifications (ATO, FedRAMP, etc.):

DEPLOYMENT DETAILS

- Number of Devices/Instances:

- Locations (Region, Site, School, Facility):

- Expected Deployment Timeline:

SUPPORTING DOCUMENTATION (Attach)

- Spec Sheets

- Network Diagrams

- Security Documentation

- Vendor Information

POINT OF CONTACT

- Name:

- Role:

- Email/Phone: