20191002_NVM_SOO.pdf

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Vehicle Fleet Management Services

Statement of Objectives

2 October 2019

Vision Statement

Ensure the United States Marshals Service (USMS) mission success by providing logistical innovation, positive customer experiences, and law enforcement compliance with safety, the sum total of which creates “a robust vehicle maintenance solutions program designed to reduce risk, control expenses and alleviate administrative burden."

Introduction

The Contractor shall provide all personnel, equipment, supplies, facilities, tools materials, supervision, other items and non-personal services necessary to provide Vehicle Fleet Management Services (VFMS) for the Management Support Division (MSD) of the United States Marshals Service (USMS). Additional information on the USMS is accessible via the Internet at (www.usmarshals.gov).

Program Objectives

The objective of this contract is to provide an administered fleet management and maintenance program, to fit the USMS needs, to be proactively managed, in order to gain analytical insight into the fleet’s use.

This program shall optimize return on investment and replacement cycle management, reduce risk, control expenses and alleviate administrative burdens. The contractor shall provide services for emergency repairs, preventative maintenance compliance, managing routine repairs, Accident

Management minimizing downtime.

Purpose

The purpose of this Statement of Objectives (SOO) is to outline the contractor’s requirements in order to meet the program requirements as identified. The contractor shall meet the standards and the specifications contained in “Performance Objectives” and as supplemented by attachments which defines the requirements for this contract effort. The contractor shall propose a Performance Work Statement

(PWS) which includes plans, maps, identified locations, and any/all information to sufficiently articulate the ability to perform the contract in question. An example is included as Attachment No. SOO-1.

Background

The USMS vehicle fleet is comprised of agency owned passenger sedans, sports utility vehicles (SUV), heavy and light duty pickup trucks, minivans, buses and General Service Administration (GSA) leased passenger/cargo vans. The USMS purchases vehicle models which blend in with the general vehicle population.

Approximate estimation of the USMS Fleet is below:

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Type of Vehicle Model of Vehicle Year Average Vehicle

Age

Average Mileage

Estimated

Fleet

Sedan Interceptor/Taurus/Crown/Victoria/

Charger/Impala Lucerne

2003 –

2018 8.5 79,264 863

SUV

Interceptor/Explorer/Edge/Expedition

/Durango

Journey/Acadia/Equinox/Suburban

Traverse/Tahoe/Trailblazer/Land

Cruiser

2000 -

2018 6.4 62,299 2911

Truck

F150/F250/F350F450Silverado1500/

Colorado

Avalanche/Ram

2000 -

2018 5.9 60,871 622

Van Transit/Express/CG3300/G2300 1991 -

2018 7.3 42,511 578

BUS Bluebird/Thomas Built 1995 -

2006 18 32,355 3

Total 4977

Approximate locations & quantities of vehicles are located in Attachment No. SOO-3. These numbers may be utilized for proposal building, understanding of the requirement, and pricing. Variance should be expected due to volatility in the acquisition & retirement of vehicles.

Scope

The scope of the VFMS contract shall consolidate the activities of the USMS on the operational and strategic level for a cost effective innovative enterprise vehicle fleet management system.

The contract will be comprised of four (4) main delivery elements:

1. Fleet Management to include Centralized and Site level consolidation of records and reporting with web based or portal access to services and administration controls.

2. Preventative Maintenance (PM)

3. Major Repairs & Maintenance beyond PM

4. Accident Management Solutions

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Period of Performance

The period of performance (POP) will be for 5 years from the issuance date, individual BPA calls will result from the proposed agreement.

Place of Performance

The work to be performed under this contract shall be at the Contractor’s designated facilities no further than 5 miles from the metropolitan area and 15 miles from a rural area from USMS facilities identified in

Attachment No. SOO-2.

Performance Objectives

The goal of this SOO is to obtain a Performance Work Statement (PWS) (aka. “Technical Approach”) from offerors that identifies a specific and comprehensive approach to accomplish all of the objectives that are detailed in the in this section. The PWS shall describe the offerors approach in sufficient detail for the

USMS to understand and evaluate the technical approach proposed.

The contractor shall include a quality control plan with their PWS. It should provide sufficient evidence that contract performance quality will be maintained throughout the BPA & all associated calls over the course of this project.

The USMS requires the contractor to accomplish the following objectives to ensure the successful completion of the project. The offerors shall address each of these objectives thoroughly in their PWS.

I. Objective #1 Fleet Management Services: Awarded contractor shall provide and maintain a web based Fleet Management system which will enable the view of orders, alerts, maintenance history and expenses, mileage, custom reports, and all other associated information derived from the vehicle maintenance services rendered. The solution shall be compatible with the Federal

Automotive Statistical Tool- Vehicle Level Data reporting tool. Services shall include a nationwide toll-free access to our call center for drivers to reach service specialists 24 hours a day, 7 days a week. The awarded contractor will offer pick-up and delivery, same day service, (between the hours of 8am and 5pm/Mon-Fri) within the respective time zone for preventative maintenance, major and minor repairs. Vehicle must be returned to the District/Division no later than 5pm of the day it was picked up. Vehicles picked up for major repairs must be returned within 1 day of repairs, and before 5pm Mon-Fri. The services required shall manage USMS information relating to Fleet Management in compliance with information technology regulatory requirements, and ensure there is a technical capability to export information related to USMS processes. The proposed web-tool must be approved by USMS Information Technology Division, more information on acceptability of this portion is included in Attachment No. SOO-4.

• Customizable dashboard displaying key vehicle maintenance metrics

• Vehicle mileage

• Vehicle maintenance repair history

• Vehicle utilization

• View customizable vehicle maintenance data charts and graphs

• Real-time vehicle maintenance data reporting

• View and track all vehicle accident actions and data through life-cycle of event

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• Claim information, loss notices, photos and estimates

• Cost of ownership data

• View electronic invoices with supporting documentation

• Vehicle maintenance service invoice view and validation tool – used to validate service was provided

• Preventive maintenance reminders, and vehicles coming due for preventive maintenance

• Determining repair vs replace decisions tool

• Mobile App capability

• Driver alerting and field alerting capabilities around preventative maintenance services

• Recall and service bulletin processes information

• Local vendor look up tool – Used to identify closest vehicle maintenance service provided

II. Objective #2 Maintenance Program: Awarded contractor shall provide a nationwide network of

Automotive Service Excellence (ASE) Blue Seal of Excellence service providers1. This network will have the ability to add vendors currently being used by USMS offices, subject to certain restrictions. Additionally the contractor shall provide a Master Automotive Technician ASE

Certification holder to manage the contractor’s program. At a minimum, the contractor shall provide a schedule, which outlines their preventative maintenance at predetermined mileage intervals Based on manufacturer’s recommendation. The program must provide automated email and/or text message and/or mobile application notification of maintenance reminders and alerts for those vehicles that are coming due and overdue for maintenance until the service is complete.

The contractor shall provide a list of services the routine maintenance plan will cover.

III. Objective #3 Major Repair Program: Awarded contractor will be required to provide expert knowledge in the evaluation of a vehicle repair. Guidance will be given with respect to whether the repair is needed, or an alternative solution is available. Control measures must be in place for the confirmation of the work performed, verified and documented. The contractor will use pre-established authorizations to include “not to exceed” spending limits on vehicle repairs based upon age and mileage, to determine if the vehicle will be repaired or excessed. Also, the contractor must include a process for tracking services, which reports maintenance and repair mark-ups. Detailed report generation must be able to track type of repairs, quantity and cost per each vehicle individually.

1 National Institute for Automotive Service Excellence (ASE) is a professional certification group that certifies professionals and shops in the automotive repair and service industry in the United States and Canada. It is an independent, non-profit organization. Blue Seal of Excellence is specialty seal is only awarded to by ASE to Auto Repair Facilities and Collision Repair Facilities that employ at least 75% of technicians who are ASE certified. Each area of service offered by the facility must be covered by at least one ASE certified technician. If the Repair Facility employs a full-time Service Consultant they must have a current ASE Service Consultant Certification. ASE Blue Seal Facility locator on the ASE Driver Website: http://www.ase.com/drivers/.

https://en.wikipedia.org/wiki/Professional_certification https://en.wikipedia.org/wiki/United_States https://en.wikipedia.org/wiki/Canada https://en.wikipedia.org/wiki/Non-profit_organization http://www.ase.com/drivers/

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IV. Objective #4 Accident Administration Program: Awarded contractor shall be required to acknowledge telephonic reports of all accidents involving property damage. The contractor will be required to enter the data into their system upon receiving telephonic reports. The Contractor must provide the USMS with monthly loss reports listing any reported claim or lawsuit. The contractor will be required to cooperate with the USMS Office of General Counsel in the investigation, administration, and defense of any claims or lawsuits arising from the operation of a vehicle.

Government Points of Contact will be provided with the resulting BPA.

Evaluation Criteria of the Technical Proposal is included in the solicitation.

The Contractor is responsible for completing a Service Summary to include Targeted performance metrics in the proposed PWS. The below table is given as a template/Sample for the contractor’s proposal.

Performance Objective PWS Para. Performance Threshold

Schedule preventative maintenance within stated goals

Xyz paragraph 95% of the time

Return vehicles within stated timelines Xyz paragraph 95% of the time

Produce reports as indicated Xyz paragraph No more than 2 complaints of missing reports

All deliverables are subject to Government acceptance and approval. The deliverables shall meet professional standards and the requirements set forth in forthcoming BPA Calls. All deliverables shall be produced using recommended software tools/versions as accepted by the Government.