Questions_and_Answers_dated_21_Feb_2013_-_HE1260-13-R-0002_Solicitation.pdf

HE1260‐13‐R‐0002

Questions and Answers

Feb 21, 2013

Q1. Performance Work Statement (PWS) (2.3.1) Pick-up and delivery to/from Government facility in case of maintenance by the Contractor. Is it ok for the Contractor (or a nominated maintenance company) to drive the Government's non-registration buses on the public roads?

A1. Yes, as long as the operator complies with local GOJ licensing requirements. Reference DoD 4500.36-R, Chapter C8.2.5. The contractor may drive the buses under contract (that are registered through the Government) for purposes of fulfilling the contract requirements, such as maintenance.

Q2. PWS (2.5.9) Passenger Door Service. No automatic sensory system but a manual process in which the driver controls opening and closing of the door. Is this applied to all kinds of buses including micro bus, school bus and tour bus?

A2. Yes, this requirement applies to all buses in the PWS (Micro, School, & Tour).

Q3. PWS (2.7) All school buses will be equipped with stop arms. According to Road Trucking Vehicle Act in Japan, vehicles with stop arms cannot be driven on the public road.

Also, installation of stop arms is an illegal modification and the bus manufacturer cannot install and guarantee stop arms in Japan. Can we understand that stop arms will be equipped by the Government after the delivery of buses?

A3. Stop arms are considered Government Furnished Equipment (GFE) and will be installed by the Government. Stop arms will be used on military installations only and not for off-base use on public roads.

Q4. PWS para. 4.1 Delivery - “The Government will provide the contractor with a reasonable grace period of 120-days (or as proposed) to obtain/manufacture additional buses as necessary to fulfill the projected increase in bus requirements for any periods (if exercised) beyond the base year”. Production period of buses is depending on the situation of the bus manufacturer and it might be 120-150 days.

A4. Per the PWS, the contractor will be allotted a reasonable grace period of 120-days (or as proposed).

Q5. PWS para. 4.9 – Deliverables Summary, Manpower Report - Please describe concretely what kind of report it is.

A5. The Manpower Report is a mandatory report that requires contractors to report (at the website provide) all contractor labor hours (including subcontractor labor hours) required for performance of services provided under a contract. The Contractor Manpower Reporting Application business process captures many pieces of information including funding source, contracting vehicle, organization supported, mission and function performed, labor hours, and labor costs for contracted efforts

Q6. PWS (2.5.6) Accessories: Driver viewable back-up camera for tour bus and school bus.

Is this camera necessary for micro bus?

A6. Yes, the driver viewable back-up camera is required for all busses listed in the PWS.

Q7. PWS (2.2.3) School Bus. The bus with seating capacity for 44 passengers or 53 passenger capacity; 53 passenger is preferred. Please refer to Technical Exhibit #1 Workload Estimate A. Although PWS says 53 passenger capacity is preferred, this Exhibit shows School bus with 44 and 53 passenger separately with specific quantities at each location. Why?

Are you planning to use school buses with these specific quantities for base year and 53 is preferred only for option year 2 & 3?

A7. The offeror may propose 44 or 53 passenger capacity buses. 53-pax is preferred for the base and all option years.

Q8. Standard Form 1449, Addendum, Minimum and Maximum Guarantee –

(a) Please explain the reason and the background in details why the Government has newly introduced minimum guarantee term of only "1month" and minimum guarantee quantity of "72 buses".

(b) Does minimum guarantee of 72 buses mean that the quantity of buses will not be less than 72 units at any time including option year 1,2,3,4? In other words, the maximum risk of non-renewal of the contract is 40 units (112-72) every year? Or is there still possible not to renew option year (units) every year?

(c)Is the quantity of 72 equal to the one of School bus and it means you intend to maintain the school bus?

A8. (a) The specified minimum amount is the amount in which the Government is willing to guarantee. Under an IDIQ type contract, the contract must require the Government to order and the contractor to furnish at least a stated minimum quantity of supplies or services. In addition, if ordered, the contractor must furnish any additional quantity, not to exceed the stated maximum.

(b) No. The minimum guarantee applies to the base year including any exercised option period of performance. The Government’s obligation is limited to the specified minimum. Once the minimum is met, there are no further guarantees. The Government is not obligated to exercise option periods. (c) Seventy-two (72) refers to “any combination of the specified CLINs”.

Note: The minimum and maximum has been revised reference amendment 0001.

Q9. Please refer to Technical Exhibit #1 Workload Estimate A.

Although PWS says 53 passenger capacity is preferred, this Exhibit shows School bus with 44 and 53 passenger separately with specific quantities at each location. Why ?

Are you planning to use school buses with these specific quantity for base year and 53 is preferred only for option year 2 & 3?

A9. Technical Exhibit #1 Workload Estimate A is updated. 53 passenger capacity is preferred for base and all options periods.

Q10. As we explained to you in the discussion of the previous solicitation, if the buses without Winterization package at the initial delivery are relocated to Misawa later on, the bus manufacturer cannot guarantee the quality and warranty of them.

A10. The Government understands if the quality and warranty of winter auxiliary equipment for buses later relocated to Misawa cannot be guaranteed.

Q11. PWS Technical Exhibit #1 (Workload Estimate A, B, & C). The description of School Bus of 44 and 53 passenger at A, B, C. Is there any different meaning at A, B &C ? If it is the same, please unify the description.

A11. There are differences between Workload Estimates A, B, &C. The quantity increases from Workload estimate A to B and from B to C.

Q12. Standard Form 1449, Addendum, Please explain the reason and back ground for the Government to newly introduce an Indefinite Delivery Indefinite Quantity (IDIQ) type of contract? [According to our understanding, IDIQ Contract is often applied to such as professional services or Architect Engineering (A-E) service contract. On the other hand, we are afraid that this IDIQ contract seems not appropriate for vehicle maintenance lease contract since the procurement and production of buses is required quite high costs for the lease company, which will lead a high potential risk. If your required quantity of buses is not determined at this point in time, we would strongly recommend to separately implement the solicitation in the future when it is fixed. In any case, 1 month of the minimum guarantee term with minimum guarantee of 72 buses is too short for our auto lease company.

A12. Portions of the Government’s requirement, specifically relating to the increases of buses projected for option years 2, 3 & 4 depends on the service life of loaner buses and completion of new schools. Therefore, the Government does not know exactly how many buses (of the specified quantity) are needed and when or if these buses will be needed. Reasonable estimated quantities have been provided. The Government will issue task orders for individual requirements. The Government finds an IDIQ contract type to be appropriate for this requirement. The Government believes that there exist reasonable data for interested offerors to propose on future requirements.

Q13. SF 1449 Schedule B Prices- Why do you describe MAX ？Is it because of the nature of IDIQ contract, i.e. reduce or increase of the quantity of buses?

A13. An IDIQ contract provides for an indefinite quantity, within stated limits, of supplies and services during a fixed period. A solicitation and contract for IDIQ must specify the total minimum and maximum quantity of supplies or services the Government will acquire under the contract. In this solicitation, the quantity of buses is fixed in Each CLIN and the described MAX quantity is 12 months for each CLIN.

Q14. PWS, Definition of School Buses - School bus and micro bus are separately shown in some articles, but only school bus is shown for the meaning of both school bus and micro bus in other articles, which is very confusing for us. Please kindly check at your end and unify the description.

A14. Your understanding of how reference is made to the buses appears to be correct. We are unable to make changes without identification of specific areas in the PWS whereby you are confused.

Q15. SF 1449 Schedule B Prices – (a) The manufacturer cannot fix bus prices for the future delivery of option year 2, 3 & 4 at this moment. So, we will submit our lease price based on the current bus price from the manufacturer, which is subject to the change. (b) Also, can we calculate our lease price of the additional buses for option year 2(16 units), option year 3 & 4 (21 units) on 5-year lease basis?

A15. The contract is a Firm-Fixed-Price contract. Proposed price shall be fixed prices and shall not be subject to change. (b) The offeror calculates proposed prices at their own discretion.

Q16. SF 1449 CLIN 0003 LEASE 44-53 PAX SCHOOL BUS - Aren't six Buses of Sasebo contained in 72 Buses? The Sasebo 6 ea. buses are included in contract of 68 school buses leases. Is that overlap?

A16. The number of buses at Sasebo is correct.

Q17. SF 1449 CLIN 2003 LEASE 44-53 PAX SCHOOL BUS. Here, it is written as 72 Buses. But in PWS P15 TECHNICAL EXHIBIT #1 Workload Estimate B Period of Performance - Option Two, it is written as 88 Buses. Which is correct?

A17. The additional sixteen (16) buses are incorporated in CLINs 2006 (13 buses), 2007(1 bus), 2008 (1 bus) AND 2009 (1 bus) FOR OPTION YEAR 2. (72+16= 88)

Q18. SF 1449 CLIN 3003 LEASE 44-53 PAX SCHOOL BUS & CLIN 4003 LEASE 44-53

PAX SCHOOL BUS, it is written as 72 Buses. But in PWS P16 TECHNICAL EXHIBIT #1 Workload Estimate C Period of Performance - Option Three and Four, it is written as 106 Buses. Which is correct?

A18. The additional sixteen (16) buses are incorporated in CLINs 3006/4006 (13 buses), 3007/4007 (1 bus), 3008/4008 (1 bus) AND 3009/4009 (1 bus) for Option Year 3 and 4. Then, the additional eighteen (18) school buses are incorporated in CLINs 3010/4010 for Option Year 3 and 4. (72+16+18= 106)

Q19. SF 1449 CLIN 3004 LEASE 46 PASSENGER TOUR BUS. Here, it is written as 8 Tour Buses. But in PWS P16 TECHNICAL EXHIBIT #1 Workload Estimate C Period of Performance - Option Three and Four, it is written as 9 Buses. Which is correct?

A19. The additional one (1) tour bus is incorporated in CLINs 3012/4012 for Option Year 3 and

4. (8+1= 9)