LGP New QA 6

Embassy ofthe United States ofAmerica Tokyo, Japan

December 18, 2008

To : All Prospective Offerors

From : Randolph T. McCourt, Contracting Officer

Subject: Questions-and-Answers (Q&A #3) for Local Guard Services Solicitation No. SJA800-08-R-1055

In response to questions received regarding the above solicitation, the Contracting Officer is disseminating the following information.

Where required, the solicitation was amended. Please see the attached A001 for those changes.

Question 1 "Will some duties by a subcontractor be possible under this contract?"

Answer :

No. Sections C.2.1 and C.2.2 on page 32 bar subcontracting for Standard Services and subcontracting for Additional or Emergency Services, respectively. Additionally, please see the attached A001 that contains changes that are intended to further clarify the matter.

Question 2 "Regarding L.1.3.2(g) Defense Base Act Insurance to Americans, is it needed in addition to Japanese workmen's accident compensation insurance?"

Answer:

The Contractor must purchase Defense Base Act Insurance for all U.S.

citizen and U.S. resident employees employed under the contract.

Question 3 "Can one guard perform multiple tasks? For example, a Guard Supervisor works at Post C-1 for one hour as a Guard Supervisor and works 3 hours at Post Chancery Foyer for 3 hours as a Guard? Also a SD Specialist works as a SD Specialist at Post SD-2 for 2 hours and works at R-18 as a Guard?

Answer :

With the exception of SD personnel, LGF personnel who are qualified at multiple guard positions may work different positions. SD

SJA800-08-R-1055

Q&A # 3 , Page 2 of 10 personnel may not work other positions nor may other LGF personnel work SD positions.

Question 4 "Regarding posts at one location, can a person work for 2 different posts if the position levels & categories are the same? What if categories are different? For example, can SD specialists, if qualified, work for Guard's posts?"

Answer :

Please see the answer to Question 3 above.

Question 5 "In Exhibit B, page 105, for Post No. C-33, the 'Holiday' section is 'Closed.' Shouldn't this be 'Open,' as in page 3 of Exhibit A?"

Answer :

Exhibit B has been amended to read that Post No. C-33 shall be "Open" on holidays and weekends.

Question 6 "In Exhibit A, C-33, Vehicle Gate, it lists "Open" in Holiday column;

however, in Exhibit B Post Orders for C-33 it states "Closed."

Please clarify."

Answer :

Please see the answer to Question 5.

Question 7 "The Japanese Guard Business Law was amended in 2004. Is the required Security Guard Instructor mentioned in Section H.5.1., the same certification stipulated in Article 22 of the above Law?"

Answer :

Yes.

Question 8 "Please verify the following sentence in Exhibit B Item 3.p. ( p 3 ) :

Basic training in emergency action response shall be the responsibility of the Guard personnel at U.S. Government facilities must be able to demonstrate contractor."

Answer :

Section 3.p of Exhibit B has been amended to read, "p. Guard personnel at U.S. Government facilities must be able to demonstrate a working knowledge of Post's emergency action plans (fire, bomb, intruder, etc.). Basic training in emergency action response will be the responsibility of the contractor."

Q&A #3, Page 3 of 10

Question 9 "Section H.5.4.5 - SD Training. How many hours will the initial SD training last for each new SD individual? How many hours are estimated for the annual refresher training for SD personnel?"

Answer :

a. Initial training for SD is 40 hours, and 16 hours of annual refresher training is also required.

b. Section H.5.4.5 is amended to delete the sentence reading, "This training is in addition to that required in H.5.4.3"."

Question 10 "Section C.1.6.1.4 - SD Training. It is assumed that only new SD personnel will have to undergo this training. All incumbent personnel will be excluded from this requirement. Please confirm."

Answer :

This is a new solicitation that will be awarded according to the instruction in Section M.1.2, to wit: "As required by 22 U.S.C.

4864, the Government will award the contract to the technically acceptable, responsible offeror with the lowest evaluated price."

As a new solicitation, training requirements for newly-assigned Surveillance Detection personnel are as stated in the cited sections, and "incumbency" is not a relevant factor.

Question 11 "Section H.5.4.6: How many hours are estimated for the explosive detectors and/or x-ray inspection equipment operator training? Does this also include incumbent personnel?"

Answer :

Please see the second and third paragraphs of Section C.1.7 [page

311. For Explosive Detector Operators, the Government will provide a maximum of five hours of annual training. For X-ray Equipment Operators, the Government will provide a maximum of two hours of annual training. "Incumbency" is not addressed here as it is not a relevant factor.

Question 12 "Section H.5.4.7: How many hours are estimated for the chemical and/or biological awareness and countermeasures briefing? Does this also include incumbent personnel?"

Answer :

The cited training is one hour per-guard per-quarter. Incumbency is not a relevant factor.

Q&A #3, Page 4 of 10

Question 13 "Section H.5.4.8: How many hours are estimated for the CCTV operator training? Does this also include incumbent personnel?"

Answer :

There is no set number of hours for formal CCTV training as guard personnel are assumed to be capable of quickly learning the relatively simple requisite skills.

Question 14 "In the second line of Section H.5.1.1, it says, '...converse in English and/or the language with employees and visitors.' Do the two words, "language" and 'employees, ' mean 'Japanese' and "embassy personnel," respectively?"

Answer :

Section H.5.1.1 has been amended to read, "H.5.1.1 Language Proficiency. Employees assigned to certain guard posts must be able to converse with employees and visitors in both English and Japanese languages. The required levels of language "speaking" proficiency are defined in Exhibit H I Language Skill Level Descriptions.

The COR may interview guard(s) to verify specified language capability level as part of the approval process or at any time when an individual is standing duty."

Question 15 "In Section C.1.6.1.2 (p30), it says, 'Specialists and their supervisors must have language levels of 3 as defined in H.5.1.1.' Should this not be level 1 for Specialists and level 2 for their supervisors?"

Answer :

a. Section C.1.6.1.2 (p30) has been amended to read, "Personnel: Employees shall work in civilian clothes. The SD Specialists must have language level 2 (level 3 is desired), and the SD supervisors must have language level 3 . "

b. Line items SD-1 through SD-6 (Tokyo), SD-7 through SD-10 (Sapporo), SD-11 and SD-12 (Osaka), SD-13 through SD-16 (Fukuoka), and SD-17 and SD-18 (Naha) in Exhibit A have all been changed to reflect this information.

Question 16 "Section C.1.6.1.2 Language Level for SD personnel - please note Level 3, Section H.5.1.1. states Exhibit A identifies proper language level, but in Exhibit A, it states SD personnel as Level 2 and Level 1 English. Please clarify."

Q&n #3, Page 5 of 10

Answer :

Please see the answer to Question 15.

Question 17 "How often does the Guard Force Commander travel to regions outside of Tokyo to conduct personal inspections? This question is in respect to Exhibit B, page 17 of 136, No. 2-e. We would like to calculate estimated monthly or annual cost associated with domestic travels by

GFC."

Answer :

The Guard Force Commander travels quarterly, i.e. every three calendar months, to regions outside of Tokyo.

Question 18 "There are no Mobile Patrols required under this contract for Shift Supervisor and GFC. Is it suggested that public transportation be used? Please clarify how the Contractor's supervision will accomplish Section C.3.2 requirements, and Exhibit B Post Orders for Supervisors to randomly check Guards without Mobile Patrol requirements in Exhibit D. If Mobile Patrols are required, please provide estimated mileage for each. Also Section B will require corresponding modification to account for Mobile Patrols."

Answer :

a. There are no mobile patrol requirements under this contract.

b. Please see the attached A001 wherein Sections B.3.3 [page 61, ~ . 3 . 7 [page 71, B.4.1.3 [page 91, B.4.1.7 [page 101, B.4.2.3 [page 131, B.4.2.7 [page 131, B.4.3.3 [page 161, B.4.3.7 [page 161, ~.4.4.3 [page 191, and B.4.4.7 [page 201, have been amended. As an example, the following couplet is given here:

Section B.3.3 is amended to read, "B.3.3.3 Vehicles. The firm fixed-price for all vehicles (excluding Surveillance Detection vehicles) necessary for performance of this contract, as described in B.2.4, is:

Monthly Rate x Number of Months = Total Price

Q6A #3, Page 6 of 10

Section B.3.7 is amended to read, "B.3.7 Contract Price. The total ceiling price for the base period of this contract is the sum of:

CEILING PRICE

B . 3 . 1 Standard Services B . 3 . 2 Additional or Emergency Services B . 3 . 3 Vehicles B . 3 . 3 . 1 SD Vehicles B . 3 . 4 Radio Network Equipment B . 3 . 4 . 1 SD Equipment B . 3 . 5 Reimbursable Materials or Equipment $1,200 or Y120,000 B . 3 . 6 Defense Base Act Insurance

TOTAL CEILING PRICE FOR BASE PERIOD:

c. Additionally, please see A001 for related amendments in Sections L.1.3.2, L.1.3.3, and in Exhibits B and D.

Question 19 "Exhibit A, F-20 FSI/Yokohama: Is this a Mobile Patrol?"

Answer :

This is not a mobile patrol, it is a foot patrol.

Question 20 "Section L.1.3.2.(c): Please note mileage estimates. Is this estimate per vehicle per month? Please clarify."

Answer :

Each of the following SD locations require one vehicle, for which the estimated average monthly-mileage is shown below. Please also see Section L.1.3.2(c) in attached A001.

Location Mileage Naha 500 km Fukuo ka 20 km Osaka 175 km Tokyo 500 km Sapporo 425 km

Question 21 "How many base stations are we required to have and where? The same paragraph states base stations' locations shall be determined at time of award. "

Q&A #3, Page 7 of 10

Answer :

Including the Embassy, five Consulates, and the FSI facility in Yokohama, the contract requires seven distinct base stations, each of which is located at its respective facility.

The second paragraph of Section C.1.5.8 has been amended to read:

"The Embassy, five Consulates, and the FSI facility in Yokohama shall each have their own base station located on-site. The communication system shall be designed so that all radios utilizing repeaters, if necessary, can receive and transmit to all local SD units and all local facilities covered by the contract. For example, the Tokyo base station located at the Embassy must be able to communicate with all Tokyo SD units and all Tokyo-area facilities, and the Fukuoka base station must be able to communicate with all Fukuoka SD units and the Fukuoka American Center."

Question 22 "It also states that the communications equipment should be designed so that all radios utilizing repeaters, if necessary, can receive and transmit to all sectors covered by the mobile patrol and all facilities covered by the contract. Should Tokyo be able to contact Naha, for example, by radio?"

Answer :

a. Radio networks are site-specific. Please see the answer to

Question 21.

b. Communication between sites, e.g. between Tokyo and Sapporo and between Sapporo and Osaka, is completed via telephone.

Question 23 "Section C.1.5.8 addresses a base station and dedicated radio dispatcher. Please clarify if we are expected to have a person manning the base station 24/7".

Answer :

Base stations are manned 24-hours per day, seven days a week. The requirement for a dedicated radio dispatcher has been deleted (please see answer to Question 21) as the stations are monitored by the Guard Supervisor.

Question 24 "Regarding C.1.5.8., Local Guard Force Radio Network Equipment, we understand that the communication is done only within each local area.

Is that correct? Are cellular phones accepted for the radio network at each consulate?"

Q6A #3, Page 8 of 10

Answer :

a. As it concerns radio networks, please see the answer to

Question 21.

b. Cellular phones may not be used in lieu of radios.

Question 25 "This section (C.1.5.8) does not give location of dispatch center, and the dedicated radio dispatcher position is not included in Exhibit A. Please clarify."

Answer :

Please see the answer Question 21. The requirement for a radio dispatcher has been deleted.

Question 26 "Should we include wireless radio equipment in the offer supply equipment although they are on the Government-Furnished Property list (Motorola Handheld Radios, Quantity 43)?"

Answer :

Radios and licenses are to be provided by the contractor. Exhibit E: Government-Furnished Property has been amended to delete Motorola Handheld Radios.

Question 27 "While Exhibit D [C.1.5.8] states that the Contractor shall provide the radios, Exhibit E shows 43 hand-held radios as GFE. Please clarify."

Answer :

Please see the answer to Question 26.

Question 28 "Regarding C.1.5., GEMS, are the posts, for which the scanning is specified, scanning now? Kindly show it to us if the system is now being used. If the system does not exist now and it is to be newly installed, kindly specify data for input and output reports. Also, kindly specify specifications of planned equipment, if possible."

Answer :

While never static (permanently fixed), GEMS requirements are minimal. For instance, the Tokyo area has only six points and the Consulates have even fewer. GEMS reports required under the contract will closely match whatever reporting capability is provided by the respective manufacturer.

Question 29 "In Section C.1.2.3 (p25), 'hand-held metal detectors' are mentioned.

Should these be provided by the Contractor?"

Q&A #3, Page 9 of 10

Answer :

The hand-held metal detectors shall be provided by the Government.

Exhibit E has been amended to include the hand-held metal detectors.

Question 30 "In Exhibit D.5 it says, "The Contractor shall furnish . . . office furniture to equip the SD office to include one telephone, one facsimile machine . . . for each SD office." However, in Exhibit E, it states "The Government shall be responsible for all costs associated with this office to include, but not limited to, the following: rent, all utilities, taxes, cleaning, furniture purchases/rental, telephones, common charges, etc." Please clarify."

Answer :

a. The Government will provide furniture and the equipment cited in

Exhibit D's Section 5. Please also note that as it concerns telephone usage, the Government shall only be responsible for official calls made or received pursuant to providing services under the contract.

b. The first paragraph of Exhibit D's Section 5 has been amended to read, "The Government will provide furniture (in an amount to be determined following award of the contract), computer(s), printer (s) , facsimile machine (s) , digital camera (s) , and telephone service for the SD offices and the Contractor shall be responsible for providing general office and consumable supplies, including, but not limited to, stationary items, paper, toner cartridges, floppy discs, and batteries for digital cameras and cell phones. The Contractor shall ensure that all Government-Furnished furniture and equipment and any needed Contractor-furnished supplies are available for use by SD personnel 24-hours a day, seven days a week, throughout the duration of this contract"

Question 31 "Salary structure: What kind of payments do current employees receive outside of standard salary payments, such as bonus, incentive, special allowances?"

Answer :

This solicitation does not address matters such as setting bonuses, incentives, and special allowances. It does address compliance with Japanese law in Section H.7.3 [page 4 8 1 , which reads as follows:

"H.7.3 Employee Salary Benefits. The Government shall have no responsibility or liability for payment of any wages or benefits to Contractor's employees, including those

Q6A #3, Page 10 of 10 associated with severance pay as defined by Japanese law.

The Government, its agencies, agents, and employees shall not be part of any legal action or obligation regarding these benefits, which may subsequently arise. Where Japanese law requires bonuses, specific minimum wage levels, and premium pay for holidays, payments for social security, pensions, severance pay, sick or health benefits, childcare or any other benefit, the Contractor is responsible for these payments. The rates and/or prices in Section B shall include all such costs."

Thank you.

Sincerely, A-L$?$/z-MaJ- Randolph T. McCourt Contracting Officer