SAM #HE1254-27-RE-OKINAWAVEHICLES

DoWEA Okinawa student-transportation vehicle leases and fleet support

DoWEA is exploring a multi-year Okinawa student-transportation fleet lease with vehicles and operational support. - Government buyer: Department of War Education Activity (DoWEA), DoWEA Procurement Office; the requirement is associated with DoWEA Pacific South. - OEMs and vendors: No vehicle manufacturers, OEMs, or commercial vendors are named in the materials. - Vehicles requested: School buses, micro-buses, wheelchair-lift micro-buses, a tour bus, and passenger vans. The CLIN schedule lists 67 school buses, 10 micro-buses, 3 wheelchair-lift micro-buses, 1 tour bus, and 2 passenger vans per listed performance period; the draft PWS also specifies minimum passenger capacities. - Fleet services: Vehicle leasing and readiness, OBVSS, telematics, connectivity, web-based fleet management, maintenance and repairs, roadside assistance, towing, replacement vehicles, and data/reporting support. The CLIN schedule includes 12 fleet-management subscriptions, 12 connectivity units, and 1 not-to-exceed repairs line per listed period. - Notable requirements: Vehicles must meet applicable Japanese and SOFA requirements. An unavailable vehicle must be replaced with one of equal or greater capacity and capability within two hours; roadside response is also required within two hours, with 24-hour towing. OBVSS data must be retained for at least one year and telematics data for at least 18 months. - Performance structure: One base year, four one-year option periods, and a possible six-month extension are listed. The fleet-management subscription is included in the annual schedule. - Market research: This is an RFI/sources-sought effort, not an award notice or request for proposals. A non-binding ROM estimate and capability information are sought. No quantities are stated in the draft PWS for its vehicle categories, while the CLIN schedule provides quantities per listed period.

Description

1. Purpose

Pursuant to Federal Acquisition Regulation (FAR) Part 10, the Department of War Education Activity (DoWEA) Procurement Office is currently conducting market research to identify companies capable of and qualified to provide vehicle leases, onboard video surveillance systems (OBVSS) in Okinawa, Japan.

This Request for Information (RFI) is issued solely for conducting market research and does not constitute a Request for Proposals (RFP), Invitation for Bids (IFB), Request for Quotations (RFQ), and does not obligate the Government to any current or future commitments.

2. Scope of Work (Draft)

DoWEA is seeking vehicle lease, onboard video surveillance system (OBVSS), telematics, fleet management system, connectivity, maintenance and support services, including all labor, materials, supervision, equipment, licensing, subscriptions, and technical support necessary to ensure continuous vehicle availability, safety, visibility and operational readiness in Okoinawa, Japan.

Please see the attached draft copy of the PWS attached to this RFI for more information.

Please note that the draft PWS is subject to change up until the solicitation is issued.

The period of performance for these services will begin on 01 August 2027.

For purposes of this acquisition, the North American Industrial Classification System (NAICS) code is 485410, School and Employee Bus Transportation, Size Standard, $30.0M. The Product Service Code (PSC) is V222, Transportation/Travel/Relocation/Travel/Lodging/Recruitment: Passenger Motor Charter.

3. Requested Information

If your company is interested, capable, and qualified to provide these services, please submit the following:

    a. Statement of Interest

    Please indicate your interest in participating in this potential requirement.

    b. Capability Statement (Maximum of 3 pages)

    Please a brief description of your company’s qualifications, relevant experience, and technical capabilities to meet the draft                scope of work. Include:

        • Company name, address, and point of contact

        • CAGE/NCAGE code and Unique Entity ID (UEI)

        • Business size and socio-economic status (e.g. small business, 8(a), HUBZone), if applicable

        • Relevant past performance examples

        • If you are unable to provide the full scope of services required in the PWS, please provide an explanation of why you are                unable to provide the services (vehicle lease, onboard video surveillance system (OBVSS), telematics, fleet management                  system, connectivity, maintenance and support services, including all labor, materials, supervision, equipment, licensing,                    subscriptions, and technical support necessary)

c. Rough Order of Magnitude (ROM)

Please submit a non-binding ROM cost estimate based on the draft scope. This

estimate is for planning and informational purposes only and will not be considered a

formal quote. Please provide:

  1. Attachment 2: CLIN/SLIN ROM to provide your non-binding ROM cost estimate.

  2. Price Breakdown (Vendor Cost Build-Up): To support Government market research and the establishment of an Independent        Government Cost Estimate (IGCE), responders are requested to provide their internal price build-up in the vendor’s own                  standard commercial format. The price breakdown should detail:

        a. Fully Burdened Labor Category Rates: Direct labor baseline, fringe benefits, overhead (OH), general and administrative                (G&A) rates, and profit/fee wrap rates.

        b. Labor Hours by CLIN: Allocation of proposed labor hours across each CLIN/SLIN to justify deliverable pricing.

        c. Other Direct Costs (ODCs) & Travel: Breakdown of travel, sandbox infrastructure, tooling, and specialized third-party                       licenses needed to deliver the baseline scope.

        d. Key BOE Assumptions: Facility clearance assumptions, remote/on-site splits, Government Furnished                                              Equipment/Information (GFE/GFI) expectations, and annual escalation factors.

4. Submission Instructions

Submissions and inquiries pertaining to this RFI must be sent electronically to Dustin.Fazzini@dodea.edu and Joel.Brown@dodea.edu no later than 11:00am Japan Standard Time on 11 November 2026 Vendor’s email message shall state “HE125427REOKINAWAVEHICLES” in the subject line. Telephone calls regarding this RFI will not be accepted.

5. Disclaimer

This RFI is issued solely for information and planning purposes. In accordance with FAR 15.101(c)(3), the Government does not intend to award a contract on the basis of the RFI or otherwise pay for the information requested; and responses will be treated as information only and not as a proposal.

Note 1: Please note that vendors are required to be registered in the System for Award Management (SAM) database at the time an offer/quotation/proposal is due to comply with the annual representations and certifications requirements. Therefore, only  businesses with an active SAM registration will be eligible to receive any resultant contract(s) with the Department of War Education Activity.

Note 2: All Offerors will be required to submit proposals in response to the solicitation through the Procurement Integrated Enterprise Environment (PIEE) Solicitation Module. Instructions on how vendors can get set up in PIEE in preparation to respond to the solicitation is provided in Attachment 3.

Attachments

1. Attachment 1 - Draft PWS

2. Attachment 2 – CLIN/SLIN Rough Order of Magnitude (ROM)

3. Attachment 3 – PIEE/Solicitation Module Instructions

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