DoWEA Pacific South District, On-Board Video Surveillance System (OBVSS) Services For School Transportation Vehicles Okinawa, Japan (AMD2)

Questions & Answers / Clarifications

This document provides Amendment 2 responses to vendor questions regarding Solicitation HE125426QE047 for an onboard video surveillance system (OBVSS).

• Current Vendor: Ubitech Global is the current vendor/manufacturer.
• Camera Installation: Buses and Microbuses have 4 cameras; Vans currently do not.
• Staging Area: A staging/install area will be provided at the STO on Camp Foster.
• Vehicle Locations: Buses/Vans at Camp Foster; Microbuses primarily at Kadena Air Base, with potential storage at Camp Foster. Technical Exhibit 1 of the PWS has been revised.
• Escorts: Personnel will be required to be escorted on base at all times per PWS 3.2.2.
• Work Hours: Work is expected during standard business hours only.
• Installation Timeline: Installation scheduling coordination with the COR is required by August 1st. Initial installation, configuration, testing, and validation must be completed within 30 days of Software Approval.
• Incumbent Contractor: Yes, an incumbent contractor is performing maintenance/support.
• Live Video/Offload: OBVSS Equipment Requirements are detailed in Exhibit 2; innovative solutions are encouraged.
• Preventative Maintenance: Schedule to be submitted per PWS 2.2.1 and Section 6; coordination with COR post-award.
• Vehicle Quantities: Clarified vehicle counts for pricing certainty: 68 Buses (45-54 passenger), 2 Vans (8 passenger) at Camp Foster; 13 Microbuses (18-24 passenger) at Kadena AB. Total: 83 OBVSS systems. Quantities in the solicitation have been corrected in Amendment 1.
• IDIQ Contract: The solicitation is for an IDIQ contract. Total quantity includes a 30% increase over scheduled line items.
• NDAA Section 889: Solicitation is in accordance with Revolutionary FAR Overhaul requirements, with FAR 52.240-90 and FAR 52.240-91 replacing previous clauses.
• Audio Requirements: Cameras must record clear, comprehensible audio, unaffected by weather or vibration. Digital video cameras have 100% display and audio recording capabilities for passengers and driver.
• Bus Models: Current fleet includes various Hino and Toyota models with specified passenger capacities.
• Outside Cameras: No outside viewing cameras are required; all cameras are for on-board surveillance. Technical Exhibit 3 has been updated.
• Repair Costs: Repairs due to accident or natural disaster in option years are billable under Unscheduled Corrective Maintenance/Repairs.
• Storage: Secure storage space will be provided at Camp Foster STO for delivered material.

This document clarifies numerous aspects of the solicitation, including vehicle quantities, installation procedures, security requirements (escorts, NDAA compliance), and performance expectations. Vendors should review these clarifications carefully to ensure their proposals are compliant and accurately priced. Technical Exhibits and PWS sections have been updated based on these clarifications.

Amendment / Modification

This amendment (AMD2) to solicitation HE125426QE047 serves two primary purposes:

• Provides answers to submitted vendor questions.

• Updates the Performance Work Statement (PWS). The revised PWS is provided as Attachment 1_PWS_AMD2, with changes highlighted in yellow.

• Attachment 1: Performance Work Statement (PWS) Amendment 2

• The due dates for both the submission of questions and the submission of quotes remain unchanged by this amendment.

• All other terms and conditions of the original solicitation and previous amendments are still in effect.

Amendment / Modification

This document is Amendment 2 to the Performance Work Statement (PWS) for On-Board Video Surveillance System (OBVSS) Services for School Transportation Vehicles in Okinawa, Japan.

This amendment modifies the original PWS. Specific changes are not detailed in the provided text, but it updates the PWS for the OBVSS services.

This amendment is part of the overall solicitation package and may impact requirements, deadlines, or evaluation factors for potential bidders. Bidders should review this amendment in conjunction with the original PWS and any other amendments.

Amendment / Modification

This document is Amendment 1 to the Performance Work Statement (PWS) for On-Board Video Surveillance System (OBVSS) Services for School Transportation Vehicles in Okinawa, Japan. It details the requirements for the OBVSS system, including installation, maintenance, repair, and administrative tasks.

• Objective One (1): On-board Video Surveillance System (OBVSS) on vehicles:
  • Removal and disposal of existing OBVSS equipment.
  • Installation of new OBVSS systems on school vehicles.
  • Coordination of installation schedules and completion timelines.
  • Requirements for OBVSS equipment, including camera numbers based on vehicle capacity (e.g., 6 cameras for buses, 4 for microbuses, 3 for vans).
  • Mandatory training for government employees on system operation and maintenance.
  • Provision of digital video playback software compatible with Windows 11.
  • Warranty for all components and software for the life of the contract.
• Objective Two (2): Preventive Maintenance:
  • Bi-annual maintenance including cleaning and inspection of OBVSS equipment.
  • Response and repair within five (5) business days for required maintenance.
  • Submission of Maintenance Reports and System Performance monitoring reports.
• Objective Three (3): Unscheduled Corrective Maintenance/Repairs:
  • Response to repair requests within five (5) business days.
  • Submission of Corrective Maintenance Reports.
  • Procedures for replacement parts and materials, including warranty coverage and potential reimbursement for unexpected damages.
• Objective Four (4): Administrative Requirements:
  • Requirement for a Contract Manager located in Okinawa.
  • Designation of a Lead Technician fluent in English.
  • Submission of site contractor lists prior to work.
• Constraints:
  • Manufacturer's Warranty and authorization requirements.
  • Installation access coordination with DoWEA security personnel.
  • Adherence to applicable base regulations and security measures.
  • Contractor Personnel Standards, including code of conduct, criminal offense checks, and English fluency requirements.
• Performance Requirement Summary (PRS):
  • Outlines objectives, performance standards, acceptable quality levels (AQL), and methods of surveillance.
• Contract Data Deliverables:
  • Lists required deliverables such as Installation Diagrams, System Training Memorandums, Maintenance Reports, and Manufacturer's Authorization.
• Technical Exhibits:
  • Exhibit 1: List of Existing OBVSS Locations (Camp Foster and Kadena AB).
  • Exhibit 2: OBVSS Equipment Requirements (DVR, System Requirements, Digital Video Playback System, Camera Features).
  • Exhibit 3: Camera Coverage Locations on Buses.

This amendment provides detailed specifications and requirements for the OBVSS system, impacting how vendors must propose and execute the installation, maintenance, and repair services.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation HE125426QE047, Amendment 1, concerning onboard video surveillance systems.

• Current Vendor: Ubitech Global is the current vendor.
• Camera Installation: Buses and Microbuses have 4 cameras; Vans do not currently have cameras.
• Staging Area: A staging/install area will be provided at the STO on Camp Foster.
• Vehicle Locations: Buses and Vans are primarily at Camp Foster. Microbuses are primarily at Kadena Air Base but may be stored at Camp Foster. Technical Exhibit 1 of the PWS has been revised to reflect these changes.
• Escorts: Contractor personnel will be required to be escorted on base at all times, as per PWS paragraph 3.2.2.
• Work Hours: Work is expected to occur during standard business hours only.
• Installation Scheduling: Coordination with the COR is required by August 1st annually. Initial installation must be completed within 30 days of Software Approval, with systems operational and available for inspection/acceptance within 30 days after COR notification of Software Approval.
• Vehicle Quantities: The total number of OBVSS systems required is 83 (68 Buses, 2 Vans at Camp Foster; 13 Microbuses at Kadena Air Base). Quantities in the Combined Synopsis/Solicitation have been corrected in Amendment 1.
• Contract Type: The solicitation is for an Indefinite Quantity Indefinite Delivery (IDIQ) contract.
• Clauses: FAR 52.240-90 and FAR 52.240-91 are applicable, replacing previous clauses related to Chinese-made video surveillance equipment.
• Repairs: Repairs due to accident or natural disaster during option years will be billable as a change-order under Unscheduled Corrective Maintenance/Repairs.

This document clarifies key aspects of the solicitation, including vehicle quantities, operational requirements, and contractual clauses. It notes that quantities in the solicitation have been corrected in Amendment 1, impacting pricing and scope certainty for bidders.

Amendment / Modification

This amendment (AMD1) to solicitation HE125426QE047 makes the following changes:

• Provides initial answers to vendor questions (some answers are pending and will be provided in a future amendment).

• Updates the Performance Work Statement (PWS) (revisions are highlighted in yellow).

• Adds FAR Provision 52.240-90, "Security Prohibitions and Exclusions Representations and Certifications" (Deviation 2026-00038).

• Extends the deadline for submitting questions to 11:00 a.m. JST on May 27, 2026.

• Extends the deadline for submitting quotes to 11:00 a.m. JST on June 4, 2026.

• Solicitation/Contract Form: Response Due Time changed from 12:00 PM to 10:00 PM; Response Due Date changed from May 11, 2026 to June 03, 2026.

• Supplies or Services & Prices or Costs: Estimated Quantities for multiple line items (0001AA through 5002AA) have been adjusted, generally decreasing the quantity by 3, with a few exceptions.

• List of Attachments: "Performance Work Statement (PWS) Amendment 1" is now listed as Attachment 1.

• Representations, Certification, & Other Statements: FAR Clause 52.240-90 has been added.

• Instructions, Conditions, & Notices to Offerors or Quoters: Addendum to FAR 52.212-1 has been updated regarding communication, submission of questions, and submission of quotes. The submission of questions deadline is now May 27, 2026, and the submission of quotes deadline is June 4, 2026. Email size limit is 10MB.

• Addendum to Paragraph (b) (Period of acceptance of quotes): Vendor agrees to hold prices for 120 calendar days from the quote receipt date.

• The deadline for submitting questions has been extended to May 27, 2026.

• The deadline for submitting quotes has been extended to June 4, 2026.

• The Response Due Time has also been changed.

Amendment / Modification

This document is Amendment 1 to the Combined Synopsis/Solicitation HE125426QE047.

• The document title has been updated to reflect "Amendment 1".

• The description clarifies that this announcement constitutes the only solicitation and a separate written solicitation will not be issued.

• The solicitation number is HE125426QE047 and it is being issued as a Request for Quote (RFQ).

• The NAICS code is 485410.

• The submission deadline for questions is NO LATER THAN 11:00 a.m. JST, 27 May 2026.

• The submission deadline for quotes is NO LATER THAN 11:00 a.m. JST, 4 June 2026.

• The deadlines for submitting questions and quotes have been specified.

• Vendors are instructed to submit quotes via email to Mr. David Infante and Mr. Dustin Fazzini, with a specific subject line: "Quote for HE125426QE047."

• Emails over 10 MB will be rejected.

• Documents must be submitted in PDF or Microsoft Office format.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services, issued as a Request for Quote (RFQ) under FAR Part 12. It is not set-aside for small business concerns. The solicitation incorporates provisions and clauses by reference, accessible via www.acquisition.gov. The NAICS code is 485410.

The document references attachments that detail line-item numbers, items, quantities, units of measure, and descriptions of requirements for the items to be acquired. It also includes the FAR 52.217-8, Option to Extend Services, and dates for delivery and acceptance.

This is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract. The minimum guaranteed amount is $2,500.00. The maximum quantity is the total quantity for all line items plus an additional 30% increase. The ordering period is from August 1, 2026, through January 31, 2032.

• Questions Deadline: Electronic submission by 11:00 a.m. EDT, May 12, 2026. Questions submitted after this date will not be considered.
• Quotes Deadline: Electronic submission via email by 11:00 a.m. EDT, May 21, 2026.
• Submission Method: Email quotes to Mr. David Infante (david.infante@dodea.edu) and Mr. Dustin Fazzini (dustin.fazzini@dodea.edu) with the subject line "Quote for HE125426QE047."
• File Size Limit: Emails over 10 MB will be rejected.
• Evaluation: The Government will award a single Firm-Fixed Price (FFP), IDIQ contract based on a comparative analysis of quotes using three factors: Technical Capability, Past Performance, and Price. Factor 4 (Representations and Certifications) will be evaluated on an Acceptable/Unacceptable basis.

This acquisition is not set-aside for small business concerns.

• The Contracting Officer and Contract Specialist are the sole points of contact.
• Vendors are advised to carefully read and fully understand all instructions to ensure a compliant quote. Failure to comply may result in deficiencies or an "Unacceptable" rating.
• Attachments include the Performance Work Statement (PWS), Technical Approach, Past Performance information, Price, Representations and Certifications, and a Letter of Commitment.

Form / Attachment / Pricing Sheet

This document, "Attachment 6: 252.239-7009 Representation Of Use Of Cloud Computing," is a provision that requires offerors to represent whether cloud computing services are anticipated for use in the performance of any contract or subcontract resulting from this solicitation.

• Definition of Cloud Computing: Provides a standard definition of cloud computing, including its characteristics and commercial offerings.
• Offeror Representation: Requires the offeror to check one of two boxes:
  • "Does anticipate that cloud computing services will be used..."
  • "Does not anticipate that cloud computing services will be used..."

Bidders must complete and submit this form as part of their proposal to indicate their intended use of cloud computing services for this opportunity. This representation is a required element for proposal submission.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Volume II - Past Performance Proposal," provides instructions and a template for offerors to submit their past performance information for the On-Board Video Surveillance System (OBVSS) Student Transportation Services opportunity in Okinawa, Japan.

• Submission Requirements: Offerors must submit Volume II, listing no more than three (3) recent and relevant contracts performed by the prime, subcontractors, or teaming partners. If no past performance record exists, a statement to that effect must be submitted.
• Prime Offeror Information: Must include at least one past performance reference where the prime acted as a prime contractor, subcontractor, or teaming partner.
• Subcontractor/Teaming Information: For each proposed subcontractor or teaming partner, offerors must provide at least one past performance reference, written consent for the government to discuss their past performance, a description of their roles and responsibilities (including estimated percentage of work and resources), and a completed Letter of Commitment (Enclosure 3).
• Predecessor Company Information: Offerors relying on predecessor company experience must provide documentation demonstrating the relationship and how the predecessor's resources/capabilities are available to the offeror.
• Recency: Efforts must be ongoing or completed within the last three (3) years preceding the initial solicitation issuance date.
• Relevancy: Experience must be with bus transportation services of similar scope, magnitude, and complexity.
• Format: Offerors must follow the specified format for submitting past performance references, including Contract Number, Contract Type, Period of Performance, Contract Value, Customer Information, and a Brief Description of Effort.

This attachment is critical for bidders to understand how to document and present their relevant past performance. Failure to comply with these instructions, particularly regarding subcontractor information or providing adequate evidence for predecessor experience, may result in a "Neutral" past performance rating, impacting the overall evaluation.

Form / Attachment / Pricing Sheet

This document, "Attachment 2, Volume I_Technical Capability," is a required submission for vendors responding to the On-Board Surveillance System (OBVSS) solicitation for the Pacific South Region, Okinawa, Japan. It requires vendors to provide detailed responses to 12 specific questions related to technical capabilities.

Vendors must adhere to the provided format, font, and size, and keep the response to a maximum of eight (8) pages. The questions cover:

• OBVSS Equipment Requirements (PWS’s TECHNICAL EXHIBIT 2):
  • Mobile Digital Video Recorder (DVR): Type of equipment and how it meets or exceeds PWS requirements.
  • Digital Video Playback System (DPS): Type of equipment and how it meets or exceeds PWS requirements.
  • Camera Features and Specifications; Camera Configuration: Type of equipment and how it meets or exceeds PWS requirements.
• OBVSS Maintenance Support Services (PWS Sections 2.2, 2.3, 2.4, and 2.8):
  • Maintenance capabilities and approach, including systems for repair calls, technician availability, and certifications.
  • How maintenance support and service meet or exceed PWS requirements.
• Contractor Personnel (PWS sections 2.4, 3.2 and 3.3):
  • How the Contract Manager position will be fulfilled.
  • How the Technician position will be fulfilled.

This attachment is critical for bidders to demonstrate their technical qualifications and understanding of the OBVSS requirements. Failure to provide comprehensive and compliant responses in the specified format may impact the evaluation of their proposal.

Form / Attachment / Pricing Sheet

This document is Attachment 4, the Present and Past Performance Questionnaire (PPQ). It is designed to collect feedback from the Offeror's customers regarding their past performance on similar contracts. This information is crucial for the government's evaluation of the Offeror's ability to successfully perform the requirements of Solicitation HE125426QE047.

• Offeror Information: Section to be completed by the Offeror, including firm name, address, contact details, and details about the work performed (prime, subcontractor, etc.).
• Reference Information: Section to be completed by the Offeror's customer (reference), including business name, address, contact details, contract number, contract value, contract type, and period of performance.
• Evaluation Key: A rating scale (Poor/Unsatisfactory to Excellent, Neutral/N/A) for evaluating contractor performance.
• Performance Questions: Specific questions for the customer to rate the contractor's experience and performance in areas such as:
  • Providing On-board Video Surveillance System (OBVSS) Services on buses.
  • Preventive maintenance and unscheduled repair services on OBVSS.
  • Personnel management and responsiveness to issues.
  • Responding to incidents and unscheduled maintenance requests.
  • Providing and tracking required training.
  • Providing timely and accurate reports and deliverables.
  • Communication effectiveness.
  • Overall performance.
• Narrative Sections: Space for customers to provide comments, explain problems and resolutions, and give a brief description of the effort rendered, including its relevancy to the solicitation.

Bidders must ensure this questionnaire is completed accurately and thoroughly by their past customers. The feedback provided in this PPQ will significantly influence the government's assessment of the bidder's past performance, a key factor in the overall evaluation of their proposal for Solicitation HE125426QE047.

Form / Attachment / Pricing Sheet

This document, Attachment 5 – Volume III, Price, is an Excel workbook designed for offerors to submit pricing for the Department of War Education Activity (DoWEA) requirement. It provides instructions and a template for entering pricing data.

• Instructions Sheet: Details how to complete the pricing workbook, emphasizing that prices should only be entered in the designated 'Unit Price (U/P)' cells highlighted in yellow on the 'Pricing Input' sheet. Offerors must not alter formulas, protected cells, headers, or workbook structure. All prices must be in United States Dollars (USD) and stated as whole dollars or to two decimal places. Unit Price cells require numeric values only, without formulas or references. Not-To-Exceed (NTE) CLINs must adhere to the stated NTE amount, as exceeding it may lead to non-compliance. Extended prices and subtotals are automatically calculated and should not be altered.
• Pricing Input Sheet: Contains line items for the Base Year and four Option Periods, including CLINs for Installation, Maintenance & Repairs, and Phase-in/phase-out removals. Specific sub-line items (SLINs) detail the services, units of issue, quantities, unit prices, and estimated total costs. Notably, several SLINs have a 'Materials - Not To Exceed (NTE)' designation with a specified NTE amount and a placeholder unit price of $1.
• Summary Sheet: Provides a summary of estimated prices for the Base Year and Option Periods, totaling $25,000.00 for Okinawa OBVSS services. It also includes an additional $2,500.00 for FAR 52.217-8, resulting in a Total Estimated Price of $27,500.00.

This attachment is critical for bidders to understand the pricing structure and requirements for the opportunity. Offerors must carefully follow the instructions for entering unit prices in the specified cells to ensure their proposals are compliant. The document outlines the cost breakdown across multiple contract periods and specific service categories, including installation, maintenance, and material costs with NTE limitations.

Form / Attachment / Pricing Sheet

This document is Attachment 7, a Letter of Commitment, for Solicitation HE125426QE047. It is intended for subcontractors or teaming partners to formally commit to performing the work required by the solicitation if the Prime Offeror is awarded the contract.

• Solicitation Number: HE125426QE047
• Subject: Letter of Commitment for Performance of Solicitation HE125426QE047 Department of War Education Activity (DoWEA) On-Board Video Surveillance System (OBVSS) Services.
• Fields for Subcontractor/Partner Representative Name, Title, and Signature.

Prime Offerors may be required to submit this letter from their subcontractors or teaming partners as part of their proposal to demonstrate commitment from their proposed team members for the OBVSS Services.

Performance Work Statement (PWS)

To provide On-Board Video Surveillance System (OBVSS) services for school transportation vehicles operated by the Department of War Education Activity (DoWEA) in Okinawa, Japan. The primary goal is to ensure student safety during transportation.

The contractor will be responsible for providing all labor, tools, equipment, parts, and transportation necessary for the maintenance, repair, removal, and installation of OBVSS systems on DoWEA school vehicles. This includes:

• Providing and maintaining integrated school bus video camera recording systems.

• Removing and reinstalling existing OBVSS equipment from retired or replacement vehicles.

• Training designated government employees on system operation and maintenance.

• Providing Windows 11 compatible digital video playback software.

• Performing maintenance and repair services as needed.

• OBVSS systems include cameras, DVRs, and associated components. Specific camera counts are required based on vehicle capacity (e.g., 6 cameras for 47-53 PAX buses).

• Equipment must be securely housed and tamper-proof.

• Software must be Windows 11 compatible and approved by DoWEA IT.

• Cameras must provide 100% viewing coverage with zero blind spots, including night recording capabilities.

• All equipment and software are warranted for the life of the contract.

• Installation/Removal: Requests to be completed within ten working days.

• Preventive Maintenance: Bi-annual visits required. Reports due within 5 working days after each visit.

• Corrective Maintenance: Response required within five business days. Reports due within 5 working days after each visit.

• System Monitoring: Monthly diagnostic reports required.

• Deliverables: Installation diagrams, training memorandums, maintenance reports, system performance reports, and personnel lists are required.

• Performance is for DoWEA schools located on the island of Okinawa, Japan.

• The contract period is not specified in this document, but preventive maintenance is to begin within 30 days of contract performance.

• Contractor Ownership: The contractor owns the OBVSS equipment and must be authorized by the manufacturer to import, repair, and maintain it.

• Personnel: A Contract Manager located in Okinawa and a Lead Technician are required. Both must be fluent in English. Strict personnel standards, including background checks and a code of conduct, apply.

• Installation Access: All personnel require coordination with DoWEA security for base access and must adhere to base regulations.

• Liability: The contractor is responsible for all damages caused by their installation or equipment.

• Technical Exhibit 1 lists 83 OBVSS systems currently required (68 buses, 13 microbuses, 2 vans).

• Technical Exhibit 2 details specific equipment requirements for DVRs, system hardware, and playback software.

• Technical Exhibit 3 outlines conceptual camera coverage locations.