Chartered Bus Services U.S. Military Service Members by Supplying Passenger Buses to Shuttle from Camp Zama (CZ) to Sagamihara Housing Area (SHA) to Yokohama North Dock (YND) and Return

Other / Unclassified

This document is a memorandum from the Department of the Air Force, 374th Airlift Wing, to prospective proposers. It outlines policies and procedures for doing business with the U.S. Government.

This document informs potential bidders about key aspects of conducting business with the U.S. Government, including:

• Purchases are made through solicitations to ensure full and free competition.
• Collusion between vendors is a direct violation of U.S. government purchasing policies and will result in proposal rejection and prohibition from future solicitations.
• All government personnel must conduct business dealings with integrity.
• Contracts include a "gratuities" clause, making it illegal to offer or give entertainment, gifts, or other items to secure contracts or favorable treatment. Bidders are urged to report any irregularities encountered.

Solicitation / RFP / RFQ

This document provides notice to prospective quoters regarding Solicitation No. FA520926Q0045 for Shuttle Bus Services for the U.S. Army, operating between Camp Zama, Sagamihara Housing Area, and Yokohama North Dock in Japan.

• The service involves providing shuttle bus transportation.

• Performance will be entirely within Japan, requiring successful quoters to be licensed and registered to perform business in Japan.

• A mobilization and phase-in period is required prior to the start of contract performance. Costs for mobilization and phase-in are not reimbursable.

• The Government contemplates award of a single Firm-Fixed-Price Purchase Order.

• Quoters must quote on all line items in the pricing schedule unless otherwise specified.

• A pre-quote conference will be held via Microsoft Teams on 10 Jun 2026, 01:00 PM, Japan Standard Time (JST). The conference will be conducted in Japanese.

• Attendees must provide full names, titles, phone numbers, and email addresses to Mr. Go Ishikawa by 4 Jun 2026, 02:30 PM, JST, to receive the conference link.

• Questions regarding the solicitation must be submitted via email to Mr. Go Ishikawa by 17 Jun 2026, 02:30 PM, JST.

• Electronic copies of quotations are to be submitted via e-mail, as detailed in SF1449, Addenda to RFO 52.212-1.

• Quoters must hold applicable authorization from the cognizant regulatory authority pursuant to applicable Japanese laws to perform the service.

• Foreign entities located outside the United States must obtain a NATO Commercial and Government Entity (NCAGE) Code before registering in SAM.gov.

• Registration in the System for Award Management (SAM) is required.

• Clauses and Provisions are incorporated by reference and can be accessed electronically via provided links.

• The pre-quote conference details and questions submission deadlines are critical for interested parties.

• Points of contact for this solicitation are Mr. Go Ishikawa (Contract Specialist) and Mr. Takahiro Tsukada (Contracting Officer).

Solicitation / RFP / RFQ

This solicitation is for chartered bus services for U.S. Army personnel, providing transportation between Camp Zama (CZ), Sagamihara Housing Area (SHA), and Yokohama North Dock (YND) and return. The acquisition is a combined synopsis/solicitation for commercial services.

• Scheduled Service: Two (2) large chartered buses for specific routes.

• Unscheduled Service: Other than scheduled chartered buses for ad-hoc needs.

• Authorization: Contractors must be licensed and registered to perform business in Japan and hold a valid permit for General Passenger Transportation Business issued by the MLIT, Government of Japan (GOJ).

• Contract Type: Firm-Fixed-Price Purchase Order.

• Period of Performance: Base period from August 1, 2026, to July 31, 2027. Option years extend through July 31, 2028 (Option Year 1) and July 31, 2029 (Option Year 2).

• Estimated Value: Not explicitly stated, but CLINs for unscheduled services have an estimated amount to be determined and funded at the time of award.

• Submission: Electronic copies via email or DoD SAFE. Specific formatting requirements for WORD, EXCEL, and PDF files apply. Price quotation must be in EXCEL format.

• Offer Due Date: June 29, 2026, 02:00 PM Local Time.

• Evaluation: Best Value acquisition utilizing Lowest Price Technically Acceptable (LPTA). Quotes will be evaluated on technical acceptability (specifically "Valid Authorization") and price. Award will be made to the lowest Total Estimated Price quote that meets acceptability standards.

• This acquisition is unrestricted and not set aside for small business concerns.

• The solicitation references a Performance Work Statement (PWS) (Attachment 1) which contains detailed requirements.

• Quoters must submit prices in whole numbers only (Japanese Yen).

• The contract will be administered by FA5209 374 CONS PK, APO AP 96328-5228.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for providing chartered bus services to shuttle U.S. military service members between Camp Zama (CZ), Sagamihara Housing Area (SHA), and Yokohama North Dock (YND) and return.

• Provide supervision, labor, and equipment for safe, secure, and reliable shuttle bus services.

• Operate shuttle buses on a regular schedule for personnel transport.

• Utilize two large-size buses, each with a minimum of 45 passenger seats.

• Ensure vehicles are in good mechanical condition, equipped with heating, air conditioning, and defoggers, maintaining temperatures between 65-80 degrees Fahrenheit.

• Vehicles must be kept clean, inside and out.

• Provide each bus with a cellular telephone for communication with government personnel and emergency responders.

• Comply with all applicable Japanese (GOJ) emission regulations and local ordinances.

• Provide "Safety Bus" certification by the Nihon Bus Association or equivalent.

• No defects per month for transporting personnel, compliance with schedule, and vehicle type/capacity/safety.

• No more than 2 defects per month for unscheduled services.

• Performance will be assessed through periodic surveillance and customer complaints.

• Services are to be performed on a regular schedule, primarily Monday through Friday, excluding U.S. legal holidays.

• Routes include Camp Zama, Sagamihara Housing Area, and Yokohama North Dock.

• Contractor must be authorized to operate and perform services under GOJ laws and trade practices.

• Vehicles must meet specific safety and mechanical requirements.

• Contractor must provide maintenance and repair records upon request.

• Government reserves the right to inspect vehicles and prohibit unsafe ones.

• Contractor is responsible for vehicle and passenger safety.

• Compliance with environmental standards and emission regulations is mandatory.

• Specific definitions for "Business Day," "Calendar Day," and "Free Time" are provided.

• Two Contract Line Item Numbers (CLINs) exist: CLIN X001 for Scheduled Service and CLIN X002 for Unscheduled Service.

• Unscheduled services require advance notice and written authorization.

• Cancellation policies and fees are detailed for unscheduled services.

• Contractor must submit monthly passenger count reports.

• Requirements for obtaining Japanese tax exemptions and vehicle listing are outlined.

• Installation access requires Gate Passes and Vehicle Passes, with specific documentation requirements.

• A Contract Manager (CM) responsible for contract performance must be designated.

• Subcontractors must meet contract standards.

• U.S. legal holidays are listed.

• Reporting procedures for damages, destruction, injury, or death are specified.

• The Government is not liable for damage or injury occasioned through the Contractor's operations.

• Appendix A: Proposed Bus Schedule (detailing routes, times, and days of operation).

• Appendix B: Chartered Bus Published Price by Kanto Transportation Bureaus (outlining fare structures for km rate, hourly rate, alternate driver, and fees).