3. Instructions to Offerors.pdf

(Attachment # 3)

VEHICLE TOWING, STORAGE, MAINTENANCE & DISPOSAL SERVICES

NORTHERN, MIDDLE AND SOUTHERN DISTRICTS OF FLORIDA, AND DISTRICT OF VIRGIN ISLANDS

SOLICITATION NO.: 15M50021QA4400001

1. SUBMITTAL INSTRUCTIONS

(a) Proposals are due on Thursday, September 23, 2021 by 5:00 p.m. EDT.

(b) All questions with respect to this solicitation shall be submitted in writing no later than Thursday, September 16, 2021 by 5:00 p.m. EDT.

(c) Incomplete proposals will not be considered for award.

(d) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers.

(e) Proposals shall be e-mailed t o F r e d d i e . E v e r e t t @ u s d o j . g o v , Kimberly.Hall2@usdoj.gov and Christopher.Ottie@usdoj.gov. Please reference the solicitation number in the subject line of emails.

If more than one email will be sent, please state 1 of total numbers of emails (ex. 1 of 3) to be sent in the email or subject line.

FOR INQUIRES ON THIS SOLICITATION PLEASE E-MAIL

FREDDIE.EVERETT@USDOJ.GOV, KIMBERLY.HALL2@USDOJ.GOV &

CHRISTOPHER.OTTIE@USDOJ.GOV

Please reference the solicitation number in the subject line of emails.

(f) Your proposal should contain the following information:

1) Signed and Dated SF-1449 and Completed Offeror’s Information Page.

2) Signed and Dated Standard Form SF-30 (Amendment of Solicitation/Modification of

Contract) [If any amendments were issued]

3) The Representations and Certifications with all fill-ins completed via www.SAM.gov registration.

4) Three (3) Past Performance Data Worksheets (Attachment #6).

5) Price Quote.

6) Proposed Storage Facility – Signed Memorandum of Understanding or Lease Agreement and address of Facility.

7) Technical Capability Materials - one (1)

(g) PAST PERFORMANCE INSTRUCTIONS (VOLUME I)

The offeror is required to provide a completed worksheet “Past Performance Data Worksheet” (Attachment #6) for three (3) similar and relevant Federal Government or Commercial contracts worked on within the last three (3) years. The offeror is required to provide information regarding the level of performance, in terms of delivery and quality achieved.

The information provided should reflect the offeror’s record of performance in the areas of conforming to specifications, adherence to contract schedules, reputation for reasonable and cooperative behavior, commitment to customer satisfaction and business-like concern for the interest of the customer.

Additionally, if performance deficiencies are identified, describe the deficiency and the corrective action taken.

FAR 52.212-1- INSTRUCTIONS TO OFFERORS (ADDENDUM)

mailto:Freddie.Everett@usdoj.gov mailto:Kimberly.Hall2@usdoj.gov mailto:Christopher.Ottie@usdoj.gov mailto:FREDDIE.EVERETT@USDOJ.GOV mailto:KIMBERLY.HALL2@USDOJ.GOV http://www.sam.gov/

(h) PRICE QUOTE INSTRUCTIONS (VOLUME II)

Each offeror must submit one (1) original Price Schedule (Attachment #8). The pricing schedule will be provided in Microsoft Excel. Once the unit price is entered for a line item, an automatic calculation will occur for the total price of the line item. The total amount for each year will also be automatically calculated, as well as, the total price of the contract. There are three (3) tabs at the bottom of the excel spreadsheet.

Pricing shall be completed on the excel spreadsheet only.

(i) TECHNICAL CAPABILITY / WRITTEN PROPOSAL AND SITE VISIT (VOLUME III)

(1) SCHEDULE FOR SITE VISIT: The government may choose to conduct visits to offerors’ sites;

offerors selected for site visits will be notified of the date and time. No rescheduling of site visits will be done unless determined necessary by the government to resolve unanticipated problems or delays encountered in the presentation process.

(2) WRITTEN PROPOSAL: Written proposals shall not exceed 25 pages to include the Physical Security

Plan, tables, charts, etc. Photos, copies of professional certifications, schematics of the facility, sample marketing plan, Memorandum of Understanding (MOU) and Pricing Schedule are excluded from the written proposal 25 page maximum. Proposals shall be typed, double-spaced on standard-sized paper (8.5" x 11") with 1" margins on all sides with 12 point Times New Roman font. If two (2) sided proposals are submitted, each side will count as one (1) page.

Note: If the offeror uses a different format (font size, margin, etc.), the government reserves the right to adjust the proposal to fit the parameters of the format as stated in the RFQ, and if this results in the proposal exceeding the page limitations in any one area, the government will not consider those excess pages.

(3) Offerors technical proposal must address all of the following:

A. FACILITY, STAFFING, AND SECURITY

(i) Provide description of offeror’s proposed facilities to execute SOW requirements

a. The offeror shall provide a schematic of the facility or proposed facility for the storage addressing the minimum square footage requirement needed, along with a copy of a signed Memorandum of Understanding (MOU) or Leasing Agreement for the facilities. The MOU should properly detail the requirements of the lease and timeframes equal to the length of the contract action.

(ii) Detail the Phase-In Plan for contract transition (to include time period, security, equipment, personnel, etc.).

a. The offeror shall provide their process for the contract phase-in at the start of the contract.

This process shall fully define the actions from the onset of the contract action to transfer existing vehicles from incumbent location to the new storage facility, providing proper equipment, resources, and required security.

(iii) Detail the Phase-Out Plan for contract transition (to include time period, security, equipment, personnel, etc.).

a. The offeror shall provide their process for the contract phase-out at the end of the contract.

This process should detail the transition plan for the end of the contract action to include the transfer of assets to a new facility, the timeframe and resources required, current asset status, and record retention considerations.

(iv) Provide offeror’s Staffing Plan to execute SOW requirements

a. The offeror shall provide a list of employees (to include the office point of contact, auctioneers, etc.) and the job titles/descriptions for all personnel who will be working on the proposed contract. The offeror shall also include the resumes of their proposed personnel showcasing related experience and any applicable licenses and/or other professional certifications required to perform the contract actions as assigned. Include the subcontractor you are proposing to use.

(v) Provide the Physical Security Plan in place at main storage facility to be used for the duration of the contract.

a. The offeror shall provide their physical security plan on how they plan to store our vehicles securely. The plan should include, in full detail, all security measures to limit access, prevent loss, theft and/or damage. It should detail what types of systems will be used for the duration of the contract, access points, proposed users and any other relevant security measures related to the location.

B. RELOCATION

(i) Provide proposed equipment for use to satisfy relocation requirements for all types of vehicles as per the SOW.

a. The offeror shall provide a list of equipment that they would use when relocating vehicles during the contract period. The offeror should detail the ability to obtain any required equipment within a specified timeframe, their ability to secure additional equipment as needed. The detailed list should properly detail the types of equipment capacities, their use and any specialty requirements if needed.

(ii) Provide detailed plan of relocation process for transition of assets from incumbent facility to newly awarded facility.

a. The offeror shall provide the step-by-step process for the transition of the vehicles from the previous contractor to the new contractor. This process should fall in line with the phase-in process as explained in full detail. The process should fully detail any logistics concerns, transportation requirements, insurance requirements, timeframes and any other relevant information to achieve the action.

(iii) Detail relocation plan upon receipt of the STO including time frames for relocating a vehicle to be seized from its current location (not from incumbent storage facility) to the primary storage facility. Demonstrate ability to track and monitor all relocation activities.

a. The offeror shall provide their step-by-step process of how they would relocate a vehicle upon notification from the USMS and in the process provide how they will track the vehicle during the relocation process. This process should be a cradle to grave detailed report to include original initial assessment, mechanical inspection, necessary repairs as needed, navigational considerations, emergency issues that may arise and final arrival at the relocation destination.

C. INITIAL INTAKE

(i) Describe the initial intake process of a vehicle.

a. The offeror shall provide their process for how they would intake a vehicle to be stored from the beginning of the intake until the end of the intake process. This process should detail the initial intake of a vehicle, detailing services, maintenance required through the duration of the storage period.

(ii) Describe management system for tracking and storing keys and case files/records.

a. The offeror shall provide a description of their plan for securely managing keys for all assets. The description should include details for storage as well as tracking for single and multiple keys. The offer should also provide a process for case file creation that will be used to log all relevant records for each asset.

(iii) Describe process to inventory vehicle and contents and subsequent removal of any personal property.

a. The offeror shall display how they would keep track of the vehicle and the contents inside and outside that are considered part of the vehicle and how would they remove these items and their proposed disposal of the items. This process should fully detail the inventory process, what would be inventoried and accounted for, what would happen to any personal property not chattel to the vehicle, etc.

D. STORAGE, AND MAINTENANCE

(i) The contractor shall provide proof of ability to obtain and maintain liability insurance commensurate with the value of asset inventory throughout the life of the contract.

(Example: Insurance quotation and policy documents)

a. The offeror shall provide proof of insurance for the noted value of the vehicle from the pricing schedule. The proof can be a policy or email or documentation from the insurance company that they can be insured for the current inventory. This should be a fully documented report from an operating insurance provider with the indication that insurance will be obtained for the duration for the contract period. Policy documents should fully detail the insurance coverages, limits of liability, etc.

(ii) Describe the system for tracking assets.

a. The offeror shall provide how they will be able to successfully track our vehicles from the time of first custody until final disposal. Proposal should detail any inventory system that will be used, its ability to track assets in either static or real time, any web-based access points, user abilities, etc.

(iii) Describe the process for performing maintenance, mechanical repairs, mold remediation, removal of hidden compartments and winterization.

a. The offeror shall provide how they will accomplish standard maintenance along with any mechanical repair to the vehicles in their custody. This should include how they would complete the specialty services of mold remediation, winterization and or long-term storage, hidden compartment removal and any vehicle that would require electricity due to the type of vehicle. The proposal shall detail industry standard specifications for automotive work.

E. DISPOSAL

(i) Live auction: Describe entire auction process from preview day through the USMS receipt of sale proceeds and documentation (security, registration, and documentation, etc.).

a. The offeror shall provide their process on how they will sell the USMS vehicles to include their thoughts on how to preview the vehicles until the end of the sale of the vehicle. The proposal shall include a written plan that shows a cradle to grave process of preparing the assets for sale, advertising methods, how assets will be previewed, protected and how the sale will transpire, to include handling of offers, review of offers and offer close out.

(ii) Online auction: Provide process for online sales plan to include website sample, how auctions will be conducted online, duration proposed, online security protocols, and marketing plan and outreach efforts.

a. The offeror shall provide their process on how they would conduct an online sale of USMS vehicles, and it starts with the website and how they would advertise and market the assets so the government achieves the most for the vehicles as there may be victims in the case. Offeror shall demonstrate ability to target and market to automotive industry outlets to show ability to advertise to the widest market available.

(iii) Provide samples marketing plans which must include how the offeror would market and advertise, the proposed sales campaign and any other creative sales for each of the following vehicle categories:

a. The offeror shall provide three sample marketing plans to USMS on the noted vehicles to include how they would market and advertise and any other creative sales for each particular vehicle category.

(4) Physical Security Plan: The vendor must provide a Physical Security Plan (PSP) at the time written proposal are due. The PSP must include at a minimum the following information:

• Facility location: State the address of all locations to be utilized by the contract

• Facility Requirement: Total amount of square footage required for indoor and outdoor facility and how much storage area vendor has available

• Physical Security Requirement: Describe area where vehicles will be stored. Describe the surveillance camera system and emergency response notification and length of time information is stored in security system.

• Photos: Provide photos of the indoor and outdoor facility.

• Schematic: Provide a sketch of the facility and where items are located (parking, indoor and outdoor storage and the layout of vehicles, doors, security cameras, lighting, fencing, etc)

• Preview and auction day including: Facility, Resources and Standard Operating Procedures.