BSAP-Japan Q-A 15 Jun 2010.pdf

DoDEA Pacific Bus Security Attendant Program / Safety Aide / Safety Attendant Services

JAPAN DISTRICT

QUESTIONS AND ANSWERS – PART III

Q46. CONTRACTOR’S QUESTION: In the Technical Exhibit-1 (Atsugi) we note that it now requires both a Security Attendant and a Safety Aide to be on the School bus with the Route-45 Special Ed G12 buses and the ESY-SPED buses.

However, as noted in the Dept. of Defense Instruction (DoD 4500.36R dtd 16Mar2007), it clearly notes that there will not be a BSAP Security Attendant AND a BSAP Safety Aide positioned on an individual bus at the same time. Could you please verify this requirement?

A46. RESPONSE: This requirement is valid. The Safety Aide is required for one-on-one with a student with special needs, this is contingent. on a student’s Individualized Education Program (IEP) for a one-on-one safety aid that would be required to ride and assist those designated students. Therefore these individuals cannot perform the security aspects of the route.

Q47. CONTRACTOR’S QUESTION: Could you please verify that although it is the Contractor's Duty to support the Criminal History/Background Checks, that we will be allowed to submit these Checks/Applications through either DoDEA or the Military Base Security Offices for processing and further submission by Government to either FBI or the State Law Enforcement Agencies...since the underlying Order/Instruction indicates that the government Agency will process them. Alternatively, please confirm if the Contractor must submit the paperwork directly to FBI or State Law Enforcement Agency (SCHR) ourselves?

A47. RESPONSE: Installation Records Check (IRC). An investigation conducted through the records of all installations of an individual's identified residencies for the preceding 2 years before the date of the application. This record check shall include, at a minimum, police (base and/or military police, security office, or criminal investigators or local law enforcement) local files check, Drug and Alcohol Program, Family Housing, Medical Treatment Facility for Family Advocacy Program to include Service Central Registry records and mental health records, and any other record checks as appropriate, to the extent permitted by law. It is our understanding that DoDEA schools and/or the contractors are not charged any fees for having the local U. S. military installation’s conduct background checks.

The Dru Sjodin National Sex Offender Public Website (NSOPW), coordinated by the U.S. Department of Justice, is a cooperative effort between Jurisdictions hosting public sex offender registries (“Jurisdictions”) and the federal government.

These Jurisdictions include the 50 states, Puerto Rico, Guam, the District of

Columbia, and participating tribes. This Website is a search tool allowing a user to submit a single national query to obtain information about sex offenders through a number of search options. All prospective contracted employees must also be screened using the Dru Sjodin National Sex Offender Public Website before they are allowed to work with students and no fees are charged for using this public website.

http://www.nsopw.gov/(X(1)S(u0o2da55nwmrm0qtwbldrw45))/Core/Conditio ns.aspx?AspxAutoDetectCookieSupport=1

Q48. CONTRACTOR’S QUESTION: DoD Instruction 1402.5R indicates that the government is responsible for payment of any Fees for such Background Checks, and that the government Agency will provide the Contractors with details on the Billing Information. Could you please confirm that DoDEA or the Military Bases will pay for this, or at least reimburse the Contractors for these expenses?

A48. RESPONSE: Please see the government’s response to question 47 above.

Q49. CONTRACTOR’S QUESTION: Your latest Amendment which includes the Revised BSAP Performance Statement of Work (PWS) for Mainland Japan states in paragraph 2.8.3.2:

"The Project Manager shall monitor their assigned employees performance at their morning and afternoon school bus loading zone...and be available to meet with Government personnel within 1-hour...". Does this paragraph mean that DoDEA requires one (1) Project Manager to be physically ON-SITE at each of the 7-Japan Schools Loading Zone in Morning and Afternoon (means 7-Project Managers)? Or does it mean that there will be one (1) Project Manager centrally located within 1-hour of DoDEA Central Hub (Yokota?), and 7-Onsite Supervisors at the individual Loading Zones?

A49. RESPONSE: Yes a local project supervisor will be required at Yokota, Yokosuka, Misawa, Sasebo, Camp Zama and Iwakuni military installations to perform daily supervisory functions. The contractor supervises contractor personnel.

The above is a recommended approach, however the contractor should ensure on-site supervision when they propose their approach for managing this contract.

The Individuals with Disabilities Education Act (IDEA), amended in 1997, is a federal law that requires states and local public schools to provide a free and appropriate public education for all students with disabilities. The federal agency designated by Congress to enforce this law is the U.S. Department of Education.

Since DoDEA is not considered a “state” under IDEA, DoD has enacted its own legislation and authority to meet the requirements of IDEA, where applicable, in DoD schools.

As required by IDEA, DoD policy mandates that each student’s needs must be assessed in order for him/her to be eligible for special education services. Once deemed eligible, the student’s needs must be addressed in the Individualized Education Program (IEP). DoDEA is required to provide all the special education and related services as stipulated in the IEP. The plan must be reviewed annually, or more often as needed. DoDEA requires that related service personnel (this includes attendance by the local project supervisor) participate in the IEP process as appropriate.

Q50. CONTRACTOR’S QUESTION: It is impossible for the Project Manager to be available to meet with Government personnel at MCAS Iwakuni, and still be available to meet with Government personnel at USAF Yokota (for example) within 1-hour. Where is the DoDEA Central Location for Mainland Japan, so we can position our Project Manager within 1-hour of there?

A50. RESPONSE: Please see the government’s response to question 49 above.

Q51. CONTRACTOR’S QUESTION: Can the On-Site Supervisors at each School also be one of the Lead BSAP Security Attendants at each School (performing simultaneous duties as Security Attendant & Site Supervisor)?

A51. RESPONSE: Establishing an effective staffing plan is strictly the company’s responsibility. If the company’s local project supervisor can effectively supervise and address their employees’ issues, attend Individualized Education Program (IEP) meetings, supervise special education transportation services conducted by their employees, conduct training for newly hired replacement personnel, while simultaneously riding a school bus that will be up to the winning contractor’s management to decide.

Q52. CONTRACTOR’S QUESTION: Does the Contractor have to pay for Employee Training in Anti-Terrorism, Counter Surveillance, Vehicle Search Techniques, etc....as well as CPR...or will the US Military Base Security provide/schedule those type of Classes free of charge to the Contractors upon request?

A52. RESPONSE: Historically training in Anti-Terrorism, Counter Surveillance, Vehicle Search Techniques, have been conducted by the local installation’s military police or security personnel at no additional cost to DoDEA or the bus attendant contractor. Normally a fee is charged by the local Red Cross trainers for conducting basic First Aid and CPR certification and training. The winning contractor will be responsible for paying for these employees’ training costs. Also, training costs for any new hire replacement employees during the school year will be the contractor’s responsibility to fund and provide.

Q53. CONTRACTOR’S QUESTION: You mentioned in the Specifications "many resources available through the military communities" for other type training. Does that mean that we must negotiate a separate Training Contract with such military agencies and military communities, or those agencies will provide it free of charge when we try to schedule them?

A53. RESPONSE: Please see the government’s response to question 52 above.

Q54. CONTRACTOR’S QUESTION: Attachment-5 Deliverables indicates that all Training Requirements and all Medical Certifications must be accomplished at least 10-days BEFORE Contract Award. Could you explain the process that Contractors must follow to accomplish Medical Certification on up to 93- Attendants...before we are informed that we will receive the Contract Award? Will DoDEA inform us of Potential Selection as Contract Awardee and then allow us to get these Training/Medical requirements done on our Roster of BSAP Personnel, and then we will receive the Contract Award?

A54. RESPONSE: Attachment – 5 Deliverables shall be amended to indicate that all Training Requirements and all Medical Certifications must be accomplished at least 10-days AFTER Contract Award.

Q55. CONTRACTOR’S QUESTION: Will you be amending the BSAP- Okinawa and BSAP-Korea PWS documents to reflect these new requirements also?

A55. RESPONSE: Yes the BSAP-Okinawa and BSAP-Korea PWS documents will be amended to also reflect these changes.

Q56. CONTRACTOR’S QUESTION: Is it possible to get another 1-week Proposal Submission Delay (e.g. 25 June 2010) so we can re-calculate all our Expenses based upon the new info in your Modified BSAP PWS (particularly for BSAP-Okinawa and BSAP-Korea)?

A56. RESPONSE: Extensions are being granted. Japan 21 Jun / Korea 23 Jun / Okinawa 24 Jun 2010.