1_ DoDEA BSAP Japan Questions.pdf

DoDEA Pacific Bus Security Attendant / Bus Safety Aide Program Solicitation Nbr HE1260‐10‐R‐4002

Questions & Answers

Q1. As this contract does not fall under Article XIV of the US/Japan Sofa will the contractor be required to have a Japanese Business license to perform this contract?

A1. Yes, the contractor will be required to have a Japanese business license.

Q2. Para 2.6.2.2 Citizenship: United States (U.S.) or host nation citizens. If other than U.S. or host nation citizen, must possess SOFA status.

a. If U.S. citizen and not SOFA status, what type of VISA is required for an employee under this contract?

A2. They must have an applicable and appropriate work or residence VISA. Personnel on tourist VISAs cannot be hired per the SOFA agreement.

Q3. By above US/Japan SOFA, can a SOFA person be employed under this contract?

A3. For SOFA/VISA and employment questions in Japan, please contact the Immigration Information Center, in Tokyo – Contact information below:

5‐5‐30 Konan, Minato‐ku, Tokyo Pref. Post Code: 108‐8255 Telephone Nbr: 03‐5796‐7112

Q4. As this is not a SOFA contract, if SOFA personnel may be employed under this contract, what Japanese taxes are required?

A4. Please contact the agency listed in A3 for a response to your inquiry.

Q5. Technical Exhibit 1 shows bus routes with Safety Aides but no Security Attendants. PWS paragraph

2.1 lists responsibilities of Security Attendant and paragraph 2.2 lists responsibilities of Safety Aide.

Paragraphs 2.1.3 through 2.1.6.12 list Security Attendant duties but are not listed in paragraph 2.2 as Safety Aide duties. Who will perform these duties when there is no Security Attendant?

A5. School bus routes operating within the perimeter of a military installation/post do not require security attendant support. Security Attendant support services are only required on school busing routes transporting students outside the confines of a military installation/post.

Q6. PWS paragraph 2.1.3 states the contractor shall have on hand the following required documents in a folder as prescribed by the COR while performing duties. There are no documents listed.

A6. Para 2.1.3.1 has been mistakenly omitted. The documents listed are as follows:

Student Information Report (S2); Student Photo Report (S9); Other reports as required by COR.

Q7. Contract Line Item Numbers (CLINS) x003 and x004 are for unscheduled services. What is the required prior notification period for request to fill unscheduled services with Security Attendants and with Safety Aides?

A7. The COR will notify the contractor Not Later Than (NLT) 24 hours prior to the need of this requirement.

Q8. CLINS x003 and x004 have unit listed as hours and no estimated quantity listed. Should estimated amount be cost per hour?

A8. The unit cost should be made based on the estimated number of hours. For the Japan District, the estimated numbers of hours for CLINS 003 and 004 and their associated option year CLINS are 800 hours (Bus Security Attendants (BSAP) and 400 hours (Bus Safety Aides) for each option year.

Q9. PWS paragraphs 2.4.1 and 2.4.2 requires inspections of buses prior and after routes. Are these inspection times included in Technical Exhibit 1 bus route times?

A9. The inspection times are currently not programmed in the bus route times on the Technical Exhibit.

The Government allots 15 minutes pre/post inspection in the AM runs and 15 minutes pre/post inspection in the PM runs for a total of 30 additional minutes.

Q10. PWS paragraph 2.6.3 discusses Project Manager and states the Project Manager or designee shall meet with government personnel on the installation within one hour of notification to discuss contract discrepancies. Is this requirement to meet on one hour notice 24/7?

A10. The contractor’s Project Manager or designee shall be available between 0530 and 1930 hours, during weekly work hours. Outside of the work hours, the Project Manager needs to be available and/or attainable via cellular phone.

Q11. Is there a Project Manager required at each site or one manager for Japan?

A11. It is up to the contractor to manage this requirement and based on the solicitation; propose what would be in the Government’s best interest for program management based on the requirements.

Q12. Is there a requirement for a supervisor at each site?

A12. See A11 response.

Q13. PWS 2.10.1 lists School Bus Safety Training as a biannual requirement and module is 1 hour.

Would like to clarify this is 2 hours of training per year?

A13. A total of 2 hours is the requirement.

Q14. Are there any language requirements for Security Attendants and Safety Aides?

A14. English speaking is the required language.

Q15. If English is required, what level of proficiency is required?

A15. Personnel must be capable of speaking sufficiently enough to effectively communicate with government officials. Bus Security Attendant Program personnel and Bus Safety Aide personnel must be able to effectively communicate with students assigned to a school bus route.

Q16. Is there a minimum TOEIC or TOFL requirement?

A16. No.

Q17. PWS paragraph 2.9 discusses background checks IAW DoDI 1402.5. This instruction states:

E6.1. Conducting Checks Component designees shall notify existing and newly hired individuals and contractors of the requirement for a review of personnel and security records to include an FBI fingerprint check and SCHR checks of residences listed on employment and security applications.

E6.1.1. Fingerprint Check. Law enforcement personnel shall forward completed forms through channels to the Office of Personnel Management (OPM) or Defense Investigative Service (DIS) for processing of FBI fingerprint forms.

E6.1.2. State Criminal History Repository (SCHR) Check. DoD Installation‐level personnel offices, in collaboration with law enforcement and security personnel, shall process State criminal history background checks for employment and shall ordinarily communicate in writing with each State identified in enclosure 8, providing full identifying information on each applicant and request confirmation that the individual has not been convicted in that State of a sex crime, an offense involving a child victim, a drug felony, or a violent crime. The DoD Component Heads may establish alternate procedures for conducting SCHR checks; e.g., a computerized, written, or telephonic check.

E6.2.3. Foreign National Employees Overseas. Foreign national employees overseas, while not expressly included within the law, are subject to the following record checks or those equivalent in scope to checks conducted on U.S. citizens:

E6.2.3.1. Host‐government law enforcement and security agency checks at the city, State (province), and national level, whenever permissible by the laws of the host government.

E6.2.3.2. Defense Central Investigative Index (DCII).

E6.2.3.3. FBI checks (when information exists regarding residence by the individual in the United States for 1 year or more since age 18).

E6.2.3.4. When permissible by the laws of the host government, host‐government checks are requested directly by the employing Service or agency. As an alternative, the DoD Components may request that overseas Military Service investigative elements obtain appropriate host‐ government checks. Where host‐nations' arrangements preclude comparable criminal history checks, foreign nationals will not be eligible for employment in child care services.

Q17. Will FBI fingerprint checks be required on all US citizens and those people that have lived in the

US?

A17. No, however, the contractor is required to have background checks completed on all employees and be able to present the results of the background checks to the COR upon request.

Q18. If FBI fingerprint checks are required, will the local DoD Law Enforcement personnel submit the completed forms?

A18. See A17 response.

Q19. Will State Criminal History Repository (SCHR) Checks be required on all US citizens and those that have lived in the US?

A19. Yes.

Q20. If SCHR Checks are required, will local DoD Law Enforcement personnel process the check?

A20. See A17 response above.

Q21. For host nation nationals, what employing service or agency will request the host government check?

A21. The contractor is responsible for obtaining the necessary requirement and check.

Q22. PWS paragraph 2.11 discusses school evacuation drills and attendants/aides will participate in two drills a year. Is this in conjunction with the one hour safety training or in addition?

A22. This is in conjunction with the STO School Bus Safety Training.

Q23. If in addition, how long per each evacuation drill?

A23. See A22 above.

Q24. FAR 52.228‐3, DBA Insurance. Should DBA be included in the price of the contract or will it be a reimbursable?

A24. The Government has deleted the reference to DBA in its entirety.

Q25. PWS paragraph 2.10.1.6 states all Safety Aides must have completed the Non Violent Crisis intervention certification through the Crisis Prevention Institute. The CPI lists training available as NCI one day seminar, NCI two day workshop, and NCI 4 day “Instructor Certification.” Are the Safety Aides required to be instructor certified?

A25. No. The one day seminar is our requirement.

Q26. Can one “instructor” be certified through NCI and then qualified to teach the Safety Aides?

A26. The contractor should contact the Crisis Prevention Institute for this information.

Q27. No NCI courses are listed in Asia. Can DoDDS have an NCI instructor come to Japan to teach the course?

A27. No.

Q28. Can the bid be submitted in US Dollars and/or Japanese Yen?

A28. US Dollars.

Q29. As this is a “requirements contract”, will task orders be issued and if so, what will be the period of task orders?

A29. The period of performance (POP) is unknown at this time. The POP will be based on the timeframe the contract is awarded which is anticipated to be in August.

Q30. PWS paragraph 2.1.3 states the contractor shall have on hand the following required documents in a folder as prescribed by the COR while performing duties. There are no documents listed.

A30. See A6 Above.

Q31. Technical Exhibit 1 shows bus routes with Safety Aides but no Security Attendants. PWS paragraph 2.1 lists responsibilities of Security Attendant and paragraph 2.2 lists responsibilities of Safety Aide. Paragraphs 2.1.3 through 2.1.6.12 list Security Attendant duties but are not listed in paragraph 2.2 as Safety Aide duties. Who will perform these duties when there is no Security Attendant?

A31. See A5 Above.

Q32. PWS paragraph 2.6.3 discusses Project Manager and states the Project Manager or designee shall meet with government personnel on the installation within one hour of notification to discuss contract discrepancies. Is this requirement to meet on one hour notice 24/7?

A32. See A10 Above.

Q33. Are the times listed for routes in Technical Exhibit 1 from motor pool to motor pool?

A33. Yes.

Q34. Above what was provided as Workload Estimates, is there any additional statistical information (current or past) which identifies how many School buses are assigned to each of the DoDEA Schools (e.g.

How many buses at Yokota Middle School; or How many buses assigned to Yokota Airbases; or How many buses assigned to whole of Okinawa; etc.)?

A34. The routes are relevant to the workload estimates and the time utilized for running each route.

Please refer to Technical Exhibit 1 of the Performance Work Statement (PWS).

Q35. If we hire only US Citizens (e.g. DoD Dependents) or a mix of US Citizens and Japanese nationals, for this BSAP program, do we need to comply with US Labor Laws (e.g. Minimum Wage Rates for Safety/Security Attendants; Nationwide/Region‐wide Collective Bargaining Agreements; Unemployment Compensation; Perquisites; etc.)?

A35. Local Labor Laws apply.

Q36. In some cases, the Workload Estimates for a particular route appear to be very high (e.g. Sasebo Route‐4 with 67‐passengers; Yokosuka Route‐7 with 66‐passengers). For such routes with large quantity of Students, is it still serviced by only 1‐Bus or is there 2‐Buses servicing that particular route (and hence would need 2‐BSAP Attendants)?

A36. See A34 response.

Q37. In some cases, the Workload Estimates indicate that on particular routes, there is a need for both Safety Attendant and Security Attendant on a single bus (e.g. Yokosuka Route‐11; Route‐18). Some are marked by SPED (Special Education needs‐children?), but some SPED Routes do not need 2‐Attendants, and some non‐SPED Routes still need 2‐Attendants (e.g. Yokosuka Route‐11). What makes those particular Routes so unique, such that it requires 2‐BSAP Personnel on each bus? What does PSCD mean for these 2‐Attendant Routes?

A37. The requirements are for Bus Security Attendants to be on off‐base routes and Bus Safety Aide special needs personnel as notated on the Technical Exhibit to be the Bus Safety Aide requirement.

PSCD refers to Pre‐school child development.

Q38. Will DoDEA Schools make GFE allowance for Contractor to temporarily store extra supplies potentially needed for First Aid Kit replenishment, or Body Fluid Kit (Vomit‐bag) replenishment on‐site (e.g. Custodial Closet; on‐site Store‐room; Contractor Wall‐locker)?

A38. Yes, provided it is not an excessive amount of storage required.

Q39. In some cases, the Workload Estimates indicate that a particular Route is servicing Kindergarten through G‐12 children (e.g. Yokosuka Route‐7 with 66‐Students). In those cases of mixed age‐group children on a particular route, is DoDEA putting a mixed group of up to 66 passengers made up from Kindergarten/Elementary School children on the same bus as High School children (going to the same destination or co‐located school); or are they making several trips/runs on a particular Route to service consolidated age‐groups (e.g. Route‐7 for Elementary School; and again later Route‐7 for H.S.)?

A39. The routes K‐12 will service multiple schools at Yokosuka.

Q40. Is this a new contract?

A40. This represents a new contract.