Attachment_E__Statement_of_Work.pdf

VEHICLE AUCTION, MARSHALLING, AND SUPPORT

SERVICES

STATEMENT OF WORK (SOW)

The General Services Administration (GSA) Office of Fleet Management (GSA Fleet) has a requirement to acquire contractor support for vehicle auction, marshalling and support services for Government vehicles. Auction, marshalling and support services are required in locations throughout the contiguous 48 states of the United States, the District of Columbia, Alaska, Hawaii, Guam, Puerto Rico, the U.S. Virgin Islands, the Northern Mariana Islands, and American Samoa. Offerors must indicate the sale and/or marshalling physical site locations(s) within each state or territory for which services are being offered. Vehicle types for which these services are being solicited for include, but are not limited to, sedans, station wagons, sport utility vehicles, full & mid-size pickup trucks, full & mid-size vans, ambulances, police vehicles, school & transport buses, medium and heavy duty trucks, and wrecker & carrier transport vehicles. GSA Fleet’s vehicles are powered through conventional as well as most alternative fuels, including: electric, hybrid electric, hydrogen, mixtures containing up to 85 percent methanol or denatured ethanol, natural gas, liquefied petroleum gas, and biodiesel blends.

The Government anticipates awarding multiple, Firm Fixed Price, Economic Price Adjustment, Indefinite Delivery/Indefinite Quantity (IDIQ) contracts as a result of this solicitation. The period of performance for the IDIQs is expected to be a one (1) year base period with four (4), one (1) year option periods. The period of performance of the task orders will be identified at the time of task order award

NOTE: Any resultant contracts must comply with the Department of Labor wage rates and benefits per locality as defined in clause 52.222-41 Service Contract Labor Standards (Aug 2018) which is incorporated by reference in the solicitation. The URL to obtain the wage determination is:

https://beta.sam.gov/search?index=wd&keywords=&sort=-modifiedDate&wdType=sca&page=1

The Government reserves the right at any time to:

● Marshall or sell its own vehicles

● Relocate vehicles to another area

● Relocate vehicles to another contractor, or

● Relocate vehicles to a vendor not awarded a contract under this solicitation.

Sales and/or marshalling volume varies by location. A map of current GSA Fleet vehicle inventory is provided in Appendix A – GSA Fleet Vehicle Inventory Map for reference.

For purposes of this SOW, vehicles have been broken down into separate groups based upon their condition and in separate types based upon their gross vehicle weight rating (GVWR). Required services are broken down into four

(4) separate tiers of service based upon the Government’s need for vehicle sales, marshalling, and other general support services. Contract Line Items (CLINs) describe the required services for pricing, delivery, inspection, acceptance, invoicing, and payment.

VEHICLE GROUPS

Group I – Operable Vehicles Agency Owned Vehicles (vehicles owned by GSA or other Federal Agencies) and National Asset Seized and Forfeited Program vehicles.

Offers are being solicited on the following vehicle types:

Type 1 - 12,500 GVWR and under

Type 2 - Over 12,500 GVWRGroup II– Salvage/Inoperable Vehicles

Vehicles the Government has determined to be salvage or inoperable. Vehicles determined to be inoperable may require transportation via towing, trucking, or flatbed.

Offers are being solicited on the following vehicle types:

Type 1 - 12,500 GVWR and under Type 2 - Over 12,500 GVWR

TIERS and CONTRACT LINE ITEMS (CLINs)

Offerors may submit a proposal for the following TIERS and CLINs under this solicitation. The SOW Appendix B

- Optional and Mandatory CLINs will indicate if specific CLINs are mandatory or optional for inclusion in the offeror’s proposal.

TIER I - Auction Support Services

CLIN 0001 Auction Support Services o 0001A Group I vehicles, Type 1 and Type 2 vehicles o 0001B Group II vehicles, Type 1 and Type 2 vehicles o 0001C Optional Marketing Services

CLIN 0002 Concurrent Live Broadcast Services Group I and Group II - Type 1 and Type 2 vehicles

TIER II - Static Internet Sales

CLIN 0003 Static Internet Sales Group I and Group II - Type 1 and Type 2 vehicles o 0003AA Public Internet Sales (Vehicle Sold) o 0003AB Public Internet Sales (Listed Not Sold) o 0003BA Closed Internet Sales (Vehicle Sold) o 0003BB Closed Internet Sales (Listed Not Sold)

TIER III - Marshalling Support Services

CLIN 0004 Marshalling Services - Group I and Group II, Type 1 and Type 2 vehicles o 0004A new/additional vehicle Marshalling - Consignee Delivery o 0004B new/additional vehicle - Dealer Delivery o 0004C exchange vehicle marshalling o 0004D reassignment vehicle marshalling o 0004E new vehicle marshalling - Consignee Delivery with exchange vehicle (pair) o 0004F new vehicle marshalling - Dealer Delivery with exchange vehicle (pair)

CLIN 0005 Telematics Installation - Group I, Type 1 and Type 2 vehicles CLIN 0006 Fueling - Group I and Group II, Type 1 and Type 2 vehicles CLIN 0007 Custodial Marshaller Sales Preparation - Group I and Group II, Type 1 and Type 2 vehicles

TIER IV - General Support Services

CLIN 0008 Shuttle Services - Group I, Type 1 and Type 2 vehicles CLIN 0009 Transportation o Fixed Price Per Vehicle, within 50 road mile distance, Driveaway Method (Group I Operable Vehicles)

0009AA Group I - Type 1 vehicles 0009AB Group I - Type 2 vehicles o Fixed Price Per Mile, Per Vehicle, Beyond 50 road mile distance Driveaway Method (Group I Operable Vehicles)

0009BA Group I Type 1 vehicles 0009BB Group I Type 2 vehicles o Fixed Price Per Vehicle, within 50 Road Mile Distance, Carrier Method (Group I Operable Vehicles)

0009CA Group I Type 1 vehicles 0009CB Group I Type 2 vehicles o Per Mile, Per Vehicle, Beyond 50 road mile distance, Carrier Method (Group I Operable Vehicles) 0009DA Group I Type 1 vehicles 0009DB Group I Type 2 vehicles o Fixed Price Per Vehicle, within 50 road mile distance, Carrier Method (Group II Salvage/Inoperable Vehicles)

0009EA Group II Type 1 vehicles 0009EB Group II Type 2 vehicles o Fixed Price Per Mile, Per Vehicle, Beyond 50 road mile distance, Carrier Method Group (II Salvage/Inoperable Vehicles)

0009FA Group II Type 1 vehicles 0009FB Group II Type 2 vehicles o Ocean Freight - 0009G - Group I, Type 1 and Type 2 vehicles o Over/Undersized/Vehicles with Special Loading Requirements- 0009H

CLIN 0010 Electronic Inventory Management System (eIMS) o Group I and Group II, Type 1 and Type 2 vehicles

CLIN 0011 License Plate/Fleet Service Card Removal Group I and Group II, Type 1 and Type 2 vehicles o 0011A Remove and return to Department of Justice o 0011B Remove and return to GSA

CLIN 0012 Decommissioning Group I and Group II, Type 1 and Type 2 vehicles o 0012A Decommissioning Mechanical Labor Rate o 0012B Equipment Return o 0012C Equipment Recycling / Destruction (per piece) o 0012D Equipment Recycling / Destruction (cap per vehicle)

CLIN 0013 Maintenance/Repair/Ancillary Vehicle Services Group I and Group II, Type 1 and Type 2 vehicles.

o 0013A Mechanical Labor per hour o 0013B Mitchell 1 Repair Estimating Guide (Percent discount offered) o 0013C Body Labor Rate per hour o 0013D Body Parts, Mitchell Collision Estimating Manual (Percent discount offered) o 0013E Paintless Dent Removal (PDR) - Per panel o 0013F PDR, labor rate per hour o 0013G Glass Repair, per chip o 0013H Windshield Replacement (inclusive of glass, labor, and molding) o 0013I All Other Glass Replacement Labor per hour o 0013J All Other Glass Replacement Parts, National Auto Glass Specifications (NAGS) Guide price list (Percent discount offered) o 0013K Non-standard glass not listed in NAGS

CLIN 0014 Reconditioning Services Wash and Vacuum o 0014AA Group I and Group II, Type 1 vehicles o 0014AB Group I and Group II, Type 2 vehicles

Detail o 0014BA Group I, Type 1 vehicles o 0014BB Group I, Type 2 vehicles

Remove Non-Original Equipment Manufacturer (OEM) Decals o 0014CA Group I and Group II, Type 1 vehicles, per panel o 0014CB Group I and Group II, Type 1 vehicles, cap per vehicle o 0014CC Group I and Group II, Type 2 vehicles, per panel o 0014CD Group I and Group II, Type 2 vehicles, cap per vehicle

Removal of Vehicle Wrap o 0014D - Body Labor Rate per hour in CLIN 0011C - Body Labor Rate Per Hour Group I and

Group II, Type 1 and Type 2 vehicles CLIN 0015 Additional Security and Storage (Over 45 calendar days) o 0015A Type 1 vehicles o 0015B Type 2 vehicles

REQUIREMENTS APPLICABLE TO ALL TIERS

Contractors must comply with all Federal, state, local and municipal laws and ordinances. Any liabilities or claims resulting from the contractor’s failure to do so are their responsibility.

Contractors must supply personnel to execute all services within the specified timeframes as required under each

CLIN.

GSA is solely responsible for all charges for auction and marshalling services. The contractor is prohibited from charging the purchaser any “buyer” fees, registration fees, administrative fees, parking fees, or any other fees related to the sale or marshalling of any vehicle under the contract.

Unless otherwise prohibited, the contractor serves as the Government's custodial, marshalling, and/or sales agent. In order to avoid a conflict of interest, or the appearance of a conflict of interest, the successful contractor and any subcontractor, or their employees, or members of the contractor or any subcontractor’s immediate households, may not purchase, or act as an agent or representative for any other party in the purchase, either directly or indirectly, of Government vehicles sold at any GSA auction irrespective of location of the auction/sale (to include but limited to live sales, internet sales, and salvage sales). Furthermore, any entity in which the contractor has any financial interest is not allowed to purchase, either directly or indirectly, Government vehicles sold at any GSA auction (whether or not the auction is at the contractor’s facility or an unaffiliated facility and irrespective to the type of GSA Auction (e.g., live, internet, or salvage sale). In the event a contractor becomes the owner of a GSA vehicle, they must notify the Task Order Contracting Officer’s Representative (TO-COR) as well as the Task Order Contracting Officer (TO-CO) in writing of the circumstances and sell, or dispose of the vehicle within 30 calendar days of the ownership of the vehicle. The sale or disposal of the vehicle will be at no cost to the Government and all costs will be the responsibility of the contractor.

In addition to the above, in order to avoid a conflict of interest or the appearance of a conflict of interest, should a contractor have under their employ an immediate family member or member of the household of a GSA Employee, said individual is prohibited from performing any work of any kind on the GSA contract.

Contractors are prohibited from utilizing any Government-Owned vehicle for personal or business use while in the possession of the contractor.

The GSA star mark is registered with the U.S. Patent and Trademark Office. It is unlawful to use it for private purposes. The contractor may only use the GSA star mark when approved by the TO-COR in writing.

Sensitive Items - The contractor must notify the TO-COR immediately by phone and in writing if any sensitive items are left in the vehicles. Sensitive items include but are not limited to bio-hazardous material, weapons, munitions, keys (other than vehicle keys), Government electronics (e.g., laptops, cell phones), or Government driver personal items. The contractor will coordinate with GSA on returning these items to GSA or the customer agency and keep these items in secured storage until proper disposition has been completed. This secured storage will be at no additional cost/fee to the Government.

The contractor must have secured storage for all Government vehicles, license plates, Fleet Services cards, and Government Furnished Property (GFP) and telematics devices while in the contractor’s possession. The term “secure” means any unauthorized access or use will not be possible at any time. Should loss or misuse of any of these items occur the contractor must contact the TO-COR immediately. The misuse or loss of these items may result in an investigation.

The contractor is responsible for maintaining a current inventory log of all new and used license plates and Fleet Services Cards in their possession. All license plates and Fleet Services Cards in custody of the contractor must be kept in a secured locked area and will only be accessible to authorized personnel. The term “authorized personnel” means any contractor or GSA personnel who have been designated by written notice from the contractor or the TO- CO to perform specified duties associated with the contract. Any lost or stolen license plates or Fleet Services Cards must be reported to the TO-COR immediately.

The contractor assumes all responsibility and liability for misuse of Government license plates and Fleet Service cards from the time of possession until they are handed over to the Government. The contractor will be held financially liable for the total cost of transactions incurred on the GSA Fleet Services Cards and for the replacement cost of license plates when it is determined the contractor has failed to safeguard license plates and Fleet Services Cards.

The contractor is responsible for any GFP provided to the contractor (e.g., Government forms, credit card terminals, and handheld hardware utilized in the upload and download of new vehicle, assignment, termination and exchange data to the Government, etc. The contractor is financially responsible for any loss, destruction, or damage to GFP provided which is beyond the normal wear and tear of the GFP.

A GSA Vehicle Accountability form must be used to document the vehicle’s condition at the time of pick-up and return delivery if contractors are awarded CLIN 0008 Shuttle Services or CLIN 0009 Transportation Services, or any instances the vehicle is removed from the contractor’s facility by the Government and its vendors for pick-up and delivery of vehicles needing off-site services. Upon return of the vehicle, should any damage to the vehicle be noted that was not listed on the accountability form at the time of release, the contractor must notify the TO-COR of the damage in writing no later than one (1) business day after the vehicle is returned to the contractor. Failure to notify the TO-COR of the damage within the specified timeframe will result in the contractor being held liable for the damage. The contractor must verify the tag numbers, VINs, and odometer readings. A countersigned copy of the GSA Vehicle Accountability Form must be provided to the TO-COR.

Contractors must obtain a GSA Affiliated Customer Account (GACA) to share files in Google Drive or Google Sites. Obtaining a GACA account is at no cost to the contractor. Instructions for obtaining a GACA account will be provided by the TO-COR at the time of task order award.

The contractor must have Internet access to upload and download files to GSA servers or web-based applications.

See appendix C - Facility Requirements.

The following Information Technology security requirements apply to all contractors.

General Security Requirements Internet accessible vendor web applications used for in scope services must be secure; use secure protocols

(e.g., TLS 1.2); FIPS-approved algorithms; and, FIPS 140-2 validated encryption modules (where possible). Web site connections (if any) must use HTTPS-only, with HSTS. Secure access with multi-factor authentication (MFA) is strongly recommended.

Additional IT Security Requirements for contractors offering Tier I Auction Support Services or Tier II Static Internet Auction Services1 o The contractor must provide their current PCI certification.

o Contractors that have achieved other industry security certifications including but not limited to

ISO 27001/ISO 27002 (https://www.iso.org/isoiec-27001-information-security.html), or audit certification such as SOC 2/3 may provide supporting evidence of the certification and/or audit

1 Contractors offering only Tier III Marshalling Services do not need to provide PCI (Payment Card Industry) certification or other industry IT security certifications or audit certifications.

certification.

GSA will use these documents to assist in evaluating the organization’s security stance. If new or unanticipated threats or hazards are discovered by either the Government or the contractor, or if existing safeguards have ceased to function, the discoverer must immediately bring the situation to the attention of the other party.

Security of Data Including Personally Identifiable Information By acceptance of, or performance on, this contract, the contractor agrees that in the event of any actual or suspected breach (defined as loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar term referring to situations where persons other than authorized users with an authorized purpose have access or potential access to Personally Identifiable Information (PII), whether physical or electronic) the contractor must immediately (and in no event later than within one hour of discovery) report the breach to the GSA Contracting Officer (CO) or the Contracting Officer’s Representative (COR) and the General Services Administration Incident Response Team within one hour from the time of discovery at gsa-ir@gsa.gov and 202-780-9423. If the breach occurs outside of regular business hours and/or neither the CO nor the COR can be reached, the contractor must contact the POCs as specified by the CO or the COR for emergency contacts outside of business hours within one hour of discovery of the breach. Contractor must also notify the CO and COR and the General Services Administration Incident Response Team as soon as possible during regular business hours. Data breaches must follow reporting and response procedures as defined in GSA IT Security Procedural Guide 01-2, Incident Response (https://insite.gsa.gov/cdnstatic/insite/Incident_Response_%28IR%29_%5BCIO_IT_Security_01- 02_Rev16%5D_03-22-2018.docx) and GSA Order CIO 9297.2C CHGE 1, GSA Information Breach Notification Policy (https://www.gsa.gov/directive/gsa-information-breach-notification-policy-).

The contractor must have a security policy in place that contains procedures to promptly notify any individual whose PII (as defined by OMB) was, or is reasonably believed to have been, breached. Any notification to end consumers as a result of a breach must be coordinated with GSA. The method and content of any notification by the contractor as a result of a breach is subject to the approval of GSA. In the event of a breach, contractor assumes full responsibility for taking corrective action consistent with notification procedures included in the GSA Information Breach Notification Policy. Breach notifications involving PII are defined in section “Personally Identifiable Information Notification Requirement”

The contractor also agrees to cooperate fully with the CO, the GSA Inspector General, and any other authorized Government investigator during any investigation regarding a breach or suspected breach of PII. This cooperation includes providing access to documents and systems for a forensic investigation such as systems logs and server images, to determine how or why the breach occurred and how to prevent a similar occurrence in the future. The contractor must also correct, at its own cost, the system or protocol to prevent any future similar breach.

Personally Identifiable Information Notification Requirement Subject to GSA analysis of the breach and the terms of its instructions to the contractor regarding any resulting breach notification, a method of notification may include letters to affected individuals sent by first class mail, electronic means, or general public notice, as approved by GSA’s Full Response Team. At minimum, a notification should include: (1) a brief description of how the breach occurred; (2) a description of the types of personal information involved in the breach; (3) a statement as to whether the information was encrypted or protected by other means; (4) steps an individual may take to protect themselves; (5) what the agency and/or contractor is doing, if anything, to investigate the breach, to mitigate losses, and to protect against any further breaches; and (6) point of contact information identifying who affected individuals may contact for further information. The contractor agrees to assist in and comply with PII incident remediation and/or mitigation efforts and instructions, including those breaches that are not a result of the contractor or employee of the contractor’s actions, but the contractor is an unintentional recipient of PII. Actions may include allowing GSA incident response personnel to have access to computing equipment or storage devices, complying with instructions to remove emails or files from local or network drives, mobile devices (BlackBerry, Smart Phone, iPad, USB thumb drives, etc.). In the event that a PII breach occurs as a result of the violation of a term of this contract by the contractor or its employees, the contractor must, as directed by the CO and at no cost to GSA, take timely action to correct or mitigate the violation, which may include providing notification and/or other identity protection services to affected individuals for a period not to exceed 24 months from the GSA Full Response Team’s determination that a breach has occurred discovery of the breach. To ensure continuity with existing Government identity protection and credit monitoring efforts, the contractor must use the identity protection service provider specified by GSA.

TIER I – AUCTION SUPPORT SERVICES

GSA Fleet has a requirement for live auction services of motor vehicles and trailers for Group I and/or Group II, Type 1 and Type 2 vehicles. Contractors may propose auction services for all vehicle types, or auctions solely dedicated to specialty vehicles (e.g., medium/heavy duty vehicle auctions, bus only specialty auctions, law enforcement vehicle auctions, etc.). Offerors may propose services for live auctions via a drive through or drive by method, and/or offer live auctions where the auction is conducted via an electronic digital visual display while vehicles remain in place in the staging area.

If the contractor is only offering Group II – Salvage/Inoperable Vehicle auction services and/or if the auction is dedicated to only Group II Salvage and/or Scrap vehicles, reduced requirements apply as listed in Appendix E – Reduced Requirements for Group 2 – Salvage/Inoperable Vehicles - Salvage and Scrap Sales.

Auctions of Government vehicles must be available and open to the general public unless directed by the TO-COR in writing to conduct an auction to a closed buyer base.

As the rapid sale of vehicles is important to the Government, vehicles provided for auction services must be placed for auction within 30 calendar days of receipt by the contractor. Exceptions to the 30 calendar day auction requirement must be approved in advance and in writing by either the TO-CO or the TO-COR. Auctions must be scheduled for dates and times that are mutually acceptable to both the Government and the contractor.

Contractors must have the capability to transfer funds electronically (Fedwire or Automated Clearing House (ACH) remittance).

Qualifications for Auction Support Services

The offeror must be the owner or legal lessee of the auction facility where work performed under auction services is to be conducted.

The offeror must be actively engaged and have been in continuous operation for a period of not less than one (1) year prior to the issuance of this solicitation in the automobile auction business of vehicles that are not primarily salvage, rebuilt, or junk.

The offeror must comply with all applicable Federal, state, local and municipal laws and ordinances. This includes licensing, insurance, collection and payment of any and all applicable Federal, state, and local taxes, and compliance with all laws governing vehicle titling for all groups. Any liabilities or claims resulting from the contractor’s failure to do so are their responsibility.

The offeror must have the capability to display moving vehicles as they are being offered for auction bids by auctioneers, while sellers and bidders are physically present and/or on a concurrent live broadcast platform, unless the vendor is submitting an offer for live auction services with an electronic visual display, or services strictly for Tier II - Static Internet Sales or Group II – Salvage/Inoperable vehicle sales.

All auctions (live and concurrent live broadcast) must be open to the public unless otherwise specified in writing by the TO-CO or the TO-COR. In addition, they must provide a period of inspection that is open to the public.

The contractor must be open a minimum of five (5) days a week for a minimum of 40 hours per week in a permanent on-site structure to perform the auction support services.

Offerors auction sites inside the 48 contiguous states and the District of Columbia must conduct a minimum of two (2) commercial vehicle auctions per month with combined consignment of 200 or more vehicles sold at a facility that complies with the facility requirements listed below. Offerors auction sites outside the 48 contiguous states and the District of Columbia must conduct a minimum of two (2) commercial (Non-Government) vehicle auctions per month with combined consignment of 50 or more vehicles at a facility that complies with the facility requirements.

Reporting Requirements Reporting requirements only apply to contractors who are issued a task order under an awarded contract. The contractor is required to submit vehicle auction sales data to GSA within two (2) business days after each sale. The TO-COR will provide the contractor a link to complete an electronic form containing basic sales data, bidder data, and marketing data level questions.

Payment Card Industry Data Security Standard Compliance All contractors accepting credit and debit cards on behalf of GSA for the purchase of Government vehicles are required to maintain full compliance with the Payment Card Industry Data Security Standard (PCI-DSS) including the above security requirements as established under section entitled, “Security of Data Including Personally Identifiable Information”. The PCI- DSS is an industry standard supported by all card networks that applies to any entity processing, storing or transmitting cardholder data. The PCI-DSS contains the security requirements to help protect against unauthorized intrusions and account data compromises. Failure to maintain compliance with the PCI- DSS puts the contractor at an increased risk of account data compromises. Furthermore, a suspected or known compromise of card processing systems can result in serious damage to the contractor, including reputational harm, significant card association fines and assessments, and potential litigation brought by impacted cardholders and issuing banks who suffer losses as a result of compromised card information.

The contractor will complete an annual PCI-DSS validation process. This process will help determine PCI-DSS compliance requirements. As part of the validation process, the contractor may be required to conduct quarterly network vulnerability scans by an Approved Scanning Vendor (ASV). A listing of ASVs, who are authorized to perform the network vulnerability scans, is available at https://www.pcisecuritystandards.org. Network vulnerability scans are required for entities with external-facing Internet Protocol (IP) addresses in contact with the cardholder data environment. The contractor must provide a certificate of compliance by January 15th of each year to the TO- CO. Annual PCI-DSS validation requirements only apply to contractors who are issued a task order under the underlying contract for TIER I and/or TIER II services.

CLIN 0001 – Auction Services

Proposals must be offered on a fixed price per vehicle basis for auctioning services. All of the items listed below are inclusive of CLIN 0001. This includes but is not limited to, basic marketing, facilities, security and storage, auction services, fuel, pre-sale wash, administrative functions, digital documentation, payment collection, and registration as described in the SOW.

Fuel The contractor will be financially responsible for ensuring that all operable Group 1 vehicles on the sale contain a minimum amount of liquid fuel in the tank to ensure the low fuel warning indicators are off for applicable vehicles equipped with this option. For vehicles not equipped with low fuel warning indicators, the vehicle must contain a minimum amount of fuel in the tank to go through the auction process and get to the nearest public fueling station.

Dedicated Compressed Natural Gas (CNG) vehicles must contain sufficient Natural Gas for the vehicle to get to a public CNG filling station. For Bi-Fuel vehicles, both types of fuel must be provided. For Dedicated or Bi-Fuel CNG vehicles that require transport to a fueling site that is greater than 25 miles round trip determined using mapping service prescribed by the TO-COR (e.g., Google Maps, MapQuest) from the auction location, the transportation price outlined in CLIN 0009 - Transportation apply. Electric vehicles must be fully charged.

Contractors must not remove fuel from vehicles without prior written authorization from TO-COR.

Marketing The contractor will be responsible for advertising the sale. Advertising must be used to reach the widest potential public market. The method and volume of advertising must be governed by the accepted industry standards of good business merchandising practices and must target the market interested in the type of property being sold. The marketing plan must include Internet-based marketing strategies. The contractor must monitor and provide electronically, documentation of the efficiency of the advertisement program. At a minimum this must include:

Information on all registered bidders o Type of bidder (e.g., dealer, public, state or local Government, business) o Advertising method by which registered bidders were made aware of the sale

Social media metrics on the efficiency of posts (e.g., number of likes, shares, clicks, and followers per each platform, including email campaigns).

The information collected on the efficiency of the advertisement program will be reported under the Tier I Reporting Requirements section of the SOW.

Basic Marketing Services A marketing plan for basic marketing services must be submitted to and approved by the TO-COR no later than 30 calendar days after issuance of a task order which includes but is not limited to, the following minimum requirements:

Ad in a newspaper, trade journal or other local media (either electronic or print) Digital marketing methods (e.g., telemarketing, text, social media, banner ads, and/or email service) Placement of each scheduled auction in the contractor’s auction calendar and in flyers that are sent to the contractor’s buyer networks at least monthly.

Prominently display GSA provided advertising materials at the contractor’s facility and on their website

(e.g., advertising posters, flyers, banners, etc.)

For the entire task order period, the contractor’s Internet Website must:

o prominently display the GSA Star Mark for GSA Contract Holders (provided by the TO-COR) o post a link to a pdf (document to be provided by the TO-COR) that will provide more information on the contractor’s partnership with GSA Fleet Vehicle Sales o contain a direct link from the contractor’s website to the GSA Fleet Vehicle Sales website

(https://autoauctions.gsa.gov) o include information on upcoming auctions o indicate that all GSA auctions are open to the public o indicate that all live auctions will be broadcast through concurrent live broadcast o prominently display registration information for public attendance on concurrent live broadcast

All advertisements must prominently indicate that the auction is open to the public and must include the sale type (e.g., live with Concurrent Live Broadcast, Internet, salvage, etc.), location, date, time, inspection period date(s) and times, a general description of the vehicles to be sold, anticipated number of vehicles, the contractor’s phone number for additional information, the URL for the GSA Fleet website (https://autoauctions.gsa.gov), and the approved GSA Star Mark for GSA Contract Holders (provided by the TO-COR)

The content and timing of all marketing methods must be approved by the TO-COR prior to publication.

Optional Marketing Services (Not to be included in Auction Services price) A menu of enhanced marketing/promotional services may include but is not limited to larger full page or half page newspaper advertisements, television and radio advertisements, advertisements placed in trade publications and distribution of flyers. The offeror will include whether or not they are offering CLIN 0001C – Optional Marketing Services. CLIN 0001C will not be priced at the contract level, but will be priced should additional marketing services be requested at the task order level.

Security and Storage The contractor is responsible for security and storage of the vehicle(s) from the time of acceptance until the vehicle is removed by the successful purchaser, released to a State Agency for Surplus Property, or returned back to the Government. The term "secure" means that unauthorized access to the vehicle(s) will not be possible at any time.

The pricing under this CLIN covers the security and storage of vehicles for up to 45 calendar days after receipt of the vehicle at the contractor’s facility. The contractor may charge an additional per day price for additional security and storage of vehicles beginning after the 45th calendar day (see CLIN 0015 - Additional Security and Storage).

The Government will not be held liable for additional storage charges attributable to a failure by the contractor to properly notify the Government in writing or the eIMS that a vehicle is in the contractor’s possession [e.g., failure to notify of receipt, or stocking into the incorrect electronic Inventory Management System (eIMS) account] or the contractors inability to schedule an auction within 30 calendar days of receipt of vehicles by the contractor.

Catalog The contractor’s internal inventory system or eIMS must be used to develop a detailed vehicle listing for a catalog for each scheduled sale. The catalog must include detailed vehicle descriptions which include at a minimum: run number, VIN, year, make, model, mileage, fuel type, accessory equipment, and remarks (e.g., deficiencies). The contractor must obtain the written approval of the TO-COR for all information printed in the vehicle “remarks” block of the catalog. The catalog must include a statement that the sale is subject to the general sales terms and conditions as stated in the General Sale Terms and Conditions SF-114C, and a copy of the GSA special sales terms and conditions. The TO-COR will provide the contractor with the GSA Special Terms and Conditions and a catalog cover sheet template to utilize for all catalogs. The contractor is liable for any claims that arise from inaccuracies in the sale catalog, including vehicle descriptions. GSA may not subscribe to the disclosure policies outlined by industry associations. The policies and procedures set in place by GSA will be used to make the final decisions on disclosure of damages.

The contractor must prepare and print the sales catalog prior to public inspection and bidder registration. The catalog must be available for distribution during public inspection and bidder registration.

If the contractor is performing a sale in conjunction with another GSA contractor that performs the duties prescribed in Tier III CLIN 0007 - Custodial Marshaller Sales Preparation, the contractor must provide a digital copy of the catalog to the GSA approved contractor as directed by the TO-COR.

Generation of Sales Documentation The contractor’s inventory system must be capable of generating the paperwork to document all sales of Government-owned vehicles (e.g., SF-97-1, GSA provided bill of sale form, or contractor’s Bill of Sale as approved by the TO-COR in writing). The contractor is liable for any inaccuracies in their “system generated” forms.

Additions/Removals from Sales The TO-COR may add vehicle(s) to a scheduled sale at any time prior to the beginning of the inspection period. The contractor must add such vehicles to the catalog listing and announce the additions at the beginning of the sale.

At auction time, the Government reserves the right to pass a vehicle for sale. During the auction, if the auctioneer does not achieve the Government’s lowest acceptable sale price for the vehicle, the TO-COR will direct the auctioneer to pass the vehicle for sale. Vehicles passed or not sold must be re-offered once by the contractor later during the same sale and, if not sold at the sale, at a future auction as determined by the TO-COR at no additional cost to the Government. The Government reserves the right to relocate vehicles passed or not sold to another contractor. The contractor will not be paid and cannot invoice under CLIN 0001 for relocated vehicle(s).

The Government may take possession of any or all of its vehicles upon written notification to the contractor. The contractor must permit the Government to enter the premises for that purpose. The Government may also direct the contractor to release a vehicle to a State Agency for Surplus Property or another Federal agency prior sale.

If GSA determines a vehicle needs to be removed from the contractor’s location prior to the auction process, the contractor may invoice the Government for services rendered up to the point of time the vehicles are removed from the premises. The contractor will be paid the contract amount for all Tier IV – General Support Services rendered, and a price of ten percent (10%) of the CLIN 0001 Auction Services.

This payment provision does NOT include vehicles that are temporarily located at the auction location exclusively for marshalling purposes, or vehicles temporarily removed for repairs.

For vehicles on the contractor’s facility where GSA has conducted a negotiated fixed price sale to a State Agency for Surplus Property (SASP), and the contractor was an active participant in the sales process, (e.g., built the sale in the contractor’s auction system, retrieved pre-sale files to generate sales documentation, assisted with proceeds collection, uploaded post sale files to the GSA web-based application, etc.), the contractor may invoice the Government for general support services rendered and 75 percent (75%) of the auction support CLIN price (CLIN 0001A or CLIN 001B, as applicable).

The contractor waives any other claims for vehicles removed prior to auction which were designated as vehicles to be sold at auction.

Bidder Registration The contractor must register the public and dealers simultaneously for each GSA vehicle sale prior to bidder attendance. No preferential treatment may be given to either group. Dealers must be registered for each individual GSA sale. This registration is separate from any other sales dealers attend at the contractor’s location. The contractor must use a registration form containing the content and in a format specified by the TO-COR. The contractor must provide customer service representatives to provide assistance during the registration process.

Pursuant to the Debt Collection Improvement Act of 1996 (DCIA), the contractor must record Taxpayer Identification Numbers (TIN) either at registration or at the time the vehicle is awarded for sale. The TO-COR will notify the contractor when the TIN must be collected (registration or award). A TIN is defined as an individual's Social Security Number (SSN) or business entity's Employer Identification Number (EIN). The contractor must safeguard this information in accordance with the Privacy Act (5 U.S.C. 552a) and contract clause 52.224-2, Privacy Act. (A copy of the Privacy Act Notice must be attached to the registration form or posted prominently in the bidder registration area whenever registration is open).

Public Vehicle Inspection Period Prior to vehicle inspection the contractor must:

o Install/attach spare tire and tools in correct position, o Inflate all tires (including the spare, if applicable) to manufacturer’s recommended pressure, o Fill lubricants and coolants to manufacturer’s recommended levels (excluding refrigerants) and o Perform an exterior wash of each vehicle scheduled for sale. The TO-COR will coordinate which inspection period will require the presale wash.

The contractor must allow a minimum of eight (8) hours (during normal operating hours) for public access for inspection of sale vehicles prior to the auction. Inspection period dates must include time within the business day before and business day of the sale. Specific hours and date(s) for public access for vehicle inspections will be coordinated through the TO-COR. The TO-COR and the contractor can agree to more or less than eight (8) hours of inspection time, or change inspection dates should it be mutually agreeable and at no additional cost to the Government.

The General Sales Terms and Conditions (SF114C) must be prominently displayed and in plain view of the general public during the inspection time at the contractor’s facility and provide hard copies to all bidders who register to the auction.

Sale catalogs must be readily available during the inspection period.

All vehicles must be identified by run number. The vehicles must be staged in run number sequence at time of public inspection and during the sale.

All vehicles must be staged with enough room between them to allow doors to be fully opened without damaging another vehicle and to permit the opening/closing of trunk/hood for inspection of trunk/engine.

The vehicle keys must be available for each vehicle during inspection, so that interested bidders may start the vehicles; however, the vehicles may not be moved or test-driven. The contractor serves as the key/fob custodian during this time and is responsible for replacing any lost/stolen/misplaced keys or fobs at no cost to the Government.

The contractor must provide customer service representatives during the inspection period to provide assistance to interested parties, control traffic, and oversee parking if necessary.

The contractor must provide technicians to start vehicles as necessary.

The contractor must provide security services during the inspection period.

Pre-sale Files The contractor must retrieve a pre-sale file that GSA has uploaded to a web-based application. The file will contain data the contractor will utilize to populate specific elements required on sales documentation.

Auction Support Services Public announcements must be made as appropriate by the TO-COR, the Sales Contracting Officer (SCO), or the contractor upon request of the TO-COR or SCO, prior to and during the sale. Each GSA sale must be recorded by audiovisual electronic means, possessing both a sound and a visual component in the same recording. The contractor must provide personnel to execute the following functions prior to, during, or after each auction:

Register bidders for the auction;

Customer service representatives to provide assistance during inspection, registration and sale times;

Representatives to control traffic and oversee parking, as necessary;

Technicians to start vehicles, as necessary;

Drivers for moving the vehicles through the lane(s) (for drive through or drive by auctions only);

Auctioneer(s) – Vehicles must be sold in sale run number order, and the auctioneer must state the item number, model, model year, mileage and any known deficiencies of each vehicle stated in the catalog or other additional deficiencies as instructed by the SCO and/or TO-COR. The chant must be slowed so that it is understandable to the general public and only one vehicle must be at the podium until sold or passed;

Ring personnel to catch bids; record bids; obtain signatures of winning bidders; and deliver block tickets to the SCO for signature;

Personnel to complete and provide sales documents and collect proceeds.

Concurrent Live Broadcast Remote Consignor The contractor must offer simultaneous broadcast technology so GSA, as a remote consignor, can interact with online and in lane bidders in real-time, along with live chat capabilities with the auctioneer and/or block clerk. The remote selling platform must offer real-time audio and video streams of the auction lane(s). The system must have secure sign-in capabilities and allow the SCO to individually approve or disapprove the sale of each vehicle being offered for sale. An electronic signature of the SCO may be applied to the block ticket ONLY if the SCO has approved the sale of the individual vehicle in the system and a transcript can be provided for the sale as detailed below.

The contractor must provide a transcript of the virtual lane recording that includes, but is not limited to: sale date, the sale start and end time, VIN, year, make, model, mileage, run number, reserve price, starting bid, high bid, high bidder number, purchaser name, and seller release (SCO name, price approved, date and time stamp of approval, and seller IP address).

Upon request, the contractor must provide a detailed activity log for each vehicle. A detailed activity log will include the entire bid history of the sale of the vehicle to include, but is not limited to: sale date, bidder number, bidder name, date/timestamp, amount of each bid, and seller release (SCO name, price approved or disapproved, date and time stamp of approval or disapproval, and seller IP address).

Video Inspection of Completed Services In the event that the TO-COR is not physically present for a sale the contractor must provide mobile video capabilities for the purpose of a video visual inspection of services rendered including but not limited to; pre-sale vehicle staging, completion of approved repairs, reconditioning services completed as earlier ordered, facility/lane cleanliness, etc. Such mobile video capabilities may include Google Duo, Skype, Google Hangouts, FaceTime or other mobile application services as prescribed by the TO-COR.

Payment Collection The contractor is responsible for collecting sales proceeds, processing funds, and will be liable for any errors.

Payments must only be made in U.S. dollars. The TO-COR determines the acceptable forms of payment which may be received from purchasers. The contractor must make public disclosure of the method(s) of payment which are acceptable for each sale at least 2 business days prior to each sale. Public disclosure of the method of payment will be coordinated with and approved by the TO-COR at least 5 business days prior to each sale.

State and local governments may participate in the auction sales and will compete with the general public. State or local governments may obligate funds for vehicles by presenting a valid purchase order that has been pre-approved by the SCO. State and local governments will make payment (by purchase orders) directly to GSA. The sale will be documented and included as a separate line item on the reconciliation sheet (GSA Form 3169). The proceeds will not be included in the sales proceeds transfer from the contractor to the appropriate account designated by the TO-

COR.

The contractor must process specified credit card payments through the Government’s merchant account and run associated transaction summary reports from the GSA Electronic Payment System (ePay). In these cases, the contractor facilitates the transactions, and payments will go directly into the Government’s credit card account. The use of the GSA ePay system is mandatory. GSA ePay is an Internet-based credit card authorization system. The contractor is responsible for processing transactions against the sales contract number applicable to the vehicle being sold. At the discretion of the TO-COR, a point of sale credit card terminal may be provided to the contractor as Government furnished property. This equipment is only utilized as a backup means to process credit card payments and refunds. The contractor must have prior written approval from the TO-COR to utilize this equipment to process any credit card transactions. The TO-COR is responsible for providing the credit card processing equipment and for training the contractor’s staff to process credit card transactions.

At the conclusion of the sale, the contractor and the SCO must reconcile the sale proceeds utilizing the GSA Form 3169. The TO-COR will provide or arrange for instructions and training to the contractor on reconciling and completing the GSA Form 3169.

It is the contractor’s responsibility to make all reasonable efforts to collect full payment for two (2) business days after the payment due date published in the GSA Fleet Special Terms and Conditions for the sale. The contractor must send all sales proceeds collected from purchasers (less purchase order & credit card receipts) via Fedwire or ACH remittance, to the appropriate Government account designated by the TO-COR. All Fedwire or ACH remittances must be sent by the contractor and received by the Government within two (2) business days after the payment due date published in the GSA Fleet Special Terms and Conditions for the sale. The method of electronic transfer of funds must be Fedwire or Automated Clearing House (ACH) remittance. Remittance Express (REX) is the current ACH system utilized by GSA Finance. The REX system operates through the Automated Clearing House electronic payments network. Both methods transfer funds to the U.S. Treasury Federal Reserve Bank in New York.