Attachment_J_Deliverables_Schedule.xlsx
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- Attached to
- GSA AUCTION AND MARSHALLING SUPPORT PROGRAM Federal contract opportunity
- Solicitation number
- 47QMCA19R0001
- Issued by
- GSA Federal Acquisition Service
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Attachment J - Deliverables Schedule
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Text version
2020 Schedule
| Time Sensitive Deliverables | |||
| CLINs and Sections | Deliverable Number | Deliverable | Schedule |
| Deliverables Applicable to All Tiers | |||
| 1.0 | In the event a contractor becomes the owner of a GSA vehicle, 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. | |
| 2.0 | Notify the TO-COR by phone and in writing of sensitive items are discovered in vehicles. | Immediately upon occurrence | |
| 3.0 | Contact the TO-COR should the loss or misuse occur with Government vehicles, license plates, Fleet Services cards, government furnished property, or telematics devices. | Immediately upon occurrence | |
| 4.0 | 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. Any lost or stolen license plates or Fleet Services Cards must be reported to the TO-COR. | Immediately upon occurrence | |
| 5.0 | A GSA Vehicle Accountability form must be used to document the vehicle’s condition at the time of pick-up and return delivery. 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 | |
| 6.0 | General Security Requirements - 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 shall bring the situation to the attention of the other party. | Immediately upon occurrence | |
| 7.0 | Security of Data Including Personally Identifiable Information (PII) - In the event of an actual or suspected breach, the contractor must report the breach to the GSA Contracting Officer (CO), the Contracting Officer's Representative (COR) and the GSA Incident Response Team. If the breach occurs outside of regular business hours and/or neither the CO nor the COR can be reached, Contractor shall contact the POCs as specified by the CO or the COR for emergency contacts outside of business hours. | Within 1 hour from time of discovery | |
| 9.0 | As directed by the contracting officer 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 discovery of the breach. | Upon occurrence for a period not to exceed 24 months from discovery of the breach |
1.0 - Tier I - Auction Support Services
| General | 1.1 | Vehicles provided for auction services must be placed for auction | Within 30 calendar days of receipt by the contractor |
| 1.2 | The contractor is required to submit vehicle auction sales data to GSA via an electronic form provided by the TO-COR. | Within two (2) business days after each sale | |
| 1.3 | The contractor will complete an annual PCI-DSS validation process. | Annually | |
| 1.4 | The contractor must provide a PCI-DSS Certificate of Compliance to the Task Order Contracting Officer (TO-CO). | By January 15th of each year | |
| CLIN 0001 - Auction Services | 1.5 | 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 |
| 1.6 | The contractors Internet website must prominently display the GSA Star Mark for GSA Contract Holders(provided by the TO-COR); 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; contain a direct link from the contractor’s website to the GSA Fleet Vehicle Sales website (https://autoauctions.gsa.gov); include information on upcoming auctions; indicate that all GSA auctions are open to the public; indicate that all live auctions will be broadcast through concurrent live broadcast; prominently display registration information for public attendance on concurrent live broadcast | ||
| The entire task order period | |||
| 1.7 | Obtain TO-COR approval for the content and timing of all marketing methods | Prior to publication | |
| Security and Storage | 1.8 | Provide Security and Storage of vehicles | 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 |
| Catalog | 1.9 | Prepare and print the sales catalog | Prior to public and Bidder Registration |
| 1.10 | Make catalog available for distribution | During public inspection and bidder registration | |
| 1.11 | 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 | Upon occurrence as directed by the TO-COR | |
| Public Inspection Period | 1.12 | Add vehicles to the sale catalog listing and announce the vehicle additions | At the beginning of the sale |
| 1.13 | Register the public and dealers simultaneously for each GSA vehicle sale prior to bidder attendance. The contractor must provide customer service representatives to provide assistance. | During the registration process | |
| 1.14 | Record Taxpayer Identification Numbers | At time of registration or at the time the vehicle is awarded for sale, as notified by the TO-COR | |
| 1.15 | Install/attach spare tire and tools in correct position; Inflate all tires (including the spare, if applicable) to manufacturer’s recommended pressure; Fill lubricants and coolants to manufacturer’s recommended levels (excluding refrigerants); Perform an exterior wash of each vehicle scheduled for sale. | ||
| Prior to the vehicle inspection period | |||
| Vehicle Inspection Period | 1.16 | Allow a minimum of eight (8) hours (during normal operating hours) for public access for inspection of sale vehicles | Prior to the auction within the business day before and business day of the sale |
| 1.17 | Prominently display the General Sales Terms and Conditions (SF-114C) and the GSA Fleet Special Terms and Conditions in plain view of the public throughout the contractor's facility | During registration and inspection periods | |
| 1.18 | Stage vehicles in Run Number sequence | At time of public inspection and during the sale | |
| 1.19 | Make vehicle keys available for each vehicle; provide technicians to start vehicles as necessary and provide security services | During the inspection periods | |
| 1.20 | Provide technicians to start vehicles | As necessary during the inspection periods | |
| 1.21 | Provide Security Services | During the inspection periods | |
| Auction Support Services | 1.22 | Make public announcements | Prior to and during the sale upon the request of the TO-COR |
| 1.23 | Register bidders for the auction | Prior to and during sale | |
| 1.24 | Provide customer service representatives to provide assistance | During inspection, registration, and sale times | |
| 1.25 | Representatives to control traffic and oversee parking, as necessary | Prior to, during, or after each auction | |
| 1.26 | Technicians to start vehicles | As necessary prior to, during, and after each auction | |
| 1.27 | Drivers for moving the vehicles through the lane(s) (for drive through or drive by auctions only ) | During the auction | |
| Concurrent Live Broadcast Remote Consignor | 1.28 | Provide a detailed activity log for each vehicle if GSA is utilizing Concurrent Live Broadcast Remote Consignor | Upon request |
| Payment Collection | 1.29 | Reconcile sale proceeds utilizing GSA Form 3169 | At the conclusion of the sale |
| 1.30 | Make all reasonable efforts to collect full | For two (2) business days after the payment due date published in the GSA Fleet Special Terms and Conditions for the sale | |
| 1.31 | Send all sales proceeds collected from purchasers (less purchase order & credit card receipts) via a Fedwire or ACH remittances, to the appropriate Government account designated by the TO-COR, and Provide Fedwire or ACH remittance receipt data | Within two (2) business days after the payment due date published in the GSA Fleet Special Terms and Conditions for the sale | |
| 1.32 | Notify the TO-COR if the contractor electronically transferred and overpayment of funds | Immediately upon occurrence | |
| Vehicle Release | 1.33 | Notify the TO-COR in writing via email and telephone of the successful bidder fails to remove vehicles purchased within the time frame specified within the applicable Special Terms and Conditions of the sale. | Immediately |
| 1.34 | Notify the TO-COR and the SCO for the sale in writing of the vehicles which are being stored on behalf of the purchaser(s). | After the conclusion of the sale when the contractor makes the agreement with the purchaser. | |
| 1.35 | Complete and provide post sale purchaser documentation to each purchaser | After the sale | |
| Post Sale File Documentation for GSA | 1.36 | Prepare and send a digital sales package to the TO-COR or designee | No later than two (2) business days after the payment deadline stated in the GSA Special Terms and Conditions for the sale |
| 1.37 | Maintain a backup copy of all data generated for post sale file documentation | minimum period of 36 months after sale | |
| 1.38 | Maintain source documents (post sale file documentation | A minimum of six (6) months from the date of sale unless the TO-COR requests in writing the documents must be destroyed earlier. | |
| 1.39 | Send a digital copy of the electronic audiovisual recording to the TO-COR or designee | No later than two (2) business days after the sale. | |
| 1.40 | Return all hard copy unused and/or voided SF-97-1 forms to GSA | Upon occurrence as directed by the TO-COR | |
| Post Sale Files to Upload to GSA Web-Based Application | 1.41 | Electronically submit a post- sale proceeds file to a designated web-based application | Within two (2) business days after the sale |
| 1.42 | Electronically submit the data used to complete the itemized payment invoice to the GSA server or designated web-based application | Within two (2) business days after the sale | |
| Contractor Responsibility for Misdescriptions | 1.43 | Re-offer the vehicle for sale at the contractor's location at no additional cost to the Government, for any vehicle sale cancelled due to a mis-description by the contractor (vehicle not removed yet or removed and returned to same site) | During the next Government auction at that site |
| 1.44 | Coordination of additional costs associated with the re-sale of a vehicle at the nearest GSA Auction site, (not the contractor's site). | Prior to re-sale of the vehicle | |
| CLIN 0002 - Concurrent Live Broadcast Services | 1.45 | The contractor must include the complete vehicle description and photographs, as well as an ECR | During the concurrent broadcast |
| 1.46 | Grant view only access of the concurrent live broadcast system to GSA so the TO-COR or other GSA Representatives may view the system | Prior to and during the sale | |
| 1.47 | Provide the SCO with a copy of a sale report generated from the contractor’s concurrent live broadcast system | No later than two (2) business days after the conclusion of the sale |
| 2.0 - Tier II - Static Internet Auction Services | |||
| Requirements for Tier II Static Internet Sales | 2.1 | Include the complete vehicle description, photographs, a copy of the General Sales Terms and Conditions (SF-114C) and the GSA Fleet Internet Sale special terms and conditions | During the advertising time |
| 2.2 | Vehicles must be listed and allow bids to be taken | Up to a minimum of five (5) business days, unless another time frame is mutually agreed upon in writing between the TO-COR and the contractor | |
| General | 2.3 | Vehicles provided for auction services must be placed for auction | Within 30 calendar days of receipt by the contractor |
| 2.4 | The contractor is required to submit vehicle auction sales data to GSA via an electronic form provided by the TO-COR. | Within two (2) business days after each sale | |
| 2.5 | The contractor will complete an annual PCI-DSS validation process. | Annually | |
| 2.6 | The contractor must provide a PCI-DSS Certificate of Compliance to the Task Order Contracting Officer (TO-CO). | By January 15th of each year | |
| CLIN 0002 - Static Internet Auction Services | 2.7 | 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 |
| 2.8 | The contractors Internet website must prominently display the GSA Star Mark for GSA Contract Holders(provided by the TO-COR); 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; contain a direct link from the contractor’s website to the GSA Fleet Vehicle Sales website (https://autoauctions.gsa.gov); include information on upcoming auctions; indicate that all GSA auctions are open to the public; indicate that all live auctions will be broadcast through concurrent live broadcast; prominently display registration information for public attendance on concurrent live broadcast | ||
| The entire task order period | |||
| 2.9 | Obtain TO-COR approval for the content and timing of all marketing methods | Prior to publication | |
| Security and Storage | 2.10 | Provide Security and Storage of vehicles | 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 |
| Catalog | 2.11 | Prepare and print the sales catalog | Prior to public and Bidder Registration |
| 2.12 | Make catalog available for distribution | During public inspection and bidder registration | |
| 2.13 | 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 | Upon occurrence as directed by the TO-COR | |
| Public Inspection Period | 2.14 | Add vehicles to the sale catalog listing and announce the vehicle additions | At the beginning of the sale |
| 2.15 | Register the public and dealers simultaneously for each GSA vehicle sale prior to bidder attendance. The contractor must provide customer service representatives to provide assistance. | During the registration process | |
| 2.16 | Record Taxpayer Identification Numbers | At time of registration or at the time the vehicle is awarded for sale, as notified by the TO-COR | |
| 2.17 | Install/attach spare tire and tools in correct position; Inflate all tires (including the spare, if applicable) to manufacturer’s recommended pressure; Fill lubricants and coolants to manufacturer’s recommended levels (excluding refrigerants); Perform an exterior wash of each vehicle scheduled for sale. | ||
| Prior to the vehicle inspection period | |||
| Vehicle Inspection Period | 2.18 | Allow a minimum of eight (8) hours (during normal operating hours) for public access for inspection of sale vehicles | Prior to the auction within the business day before and business day of the sale |
| 2.19 | Prominently display the General Sales Terms and Conditions (SF-114C) and the GSA Fleet Special Terms and Conditions in plain view of the public throughout the contractor's facility | During registration and inspection periods | |
| 2.20 | Stage vehicles in Run Number sequence | At time of public inspection and during the sale | |
| 2.21 | Make vehicle keys available for each vehicle; provide technicians to start vehicles as necessary and provide security services | During the inspection periods | |
| 2.22 | Provide technicians to start vehicles | As necessary during the inspection periods | |
| 2.23 | Provide Security Services | During the inspection periods | |
| Auction Support Services | 2.24 | Make public announcements | prior to and during the sale upon the request of the TO-COR |
| 2.25 | Register bidders for the auction | Prior to and during sale | |
| 2.26 | Provide customer service representatives to provide assistance | During inspection, registration, and sale times | |
| 2.27 | Representatives to control traffic and oversee parking, as necessary | Prior to, during, or after each auction | |
| 2.28 | Technicians to start vehicles | As necessary prior to, during, and after each auction | |
| 2.29 | Reconcile sale proceeds utilizing GSA Form 3169 | At the conclusion of the sale | |
| Payment Collection | 2.30 | 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 |
| 2.31 | Send all sales proceeds collected from purchasers (less purchase order & credit card receipts) via a Fedwire or ACH remittances, to the appropriate Government account designated by the TO-COR, and Provide Fedwire or ACH remittance receipt data | Within two (2) business days after the payment due date published in the GSA Fleet Special Terms and Conditions for the sale | |
| 2.32 | Notify the TO-COR if the contractor electronically transferred and overpayment of funds | Immediately upon occurrence | |
| Vehicle Release | 2.33 | Notify the TO-COR in writing via email and telephone of the successful bidder fails to remove vehicles purchased within the time frame specified within the applicable Special Terms and Conditions of the sale. | Immediately |
| 2.34 | Notify the TO-COR and the SCO for the sale in writing of the vehicles which are being stored on behalf of the purchaser(s). | After the conclusion of the sale when the contractor makes the agreement with the purchaser. | |
| Post Sale File Documentation for GSA | 2.35 | Complete and provide post sale purchaser documentation to each purchaser | After the sale |
| 2.36 | Prepare and send a digital sales package to the TO-COR or designee | no later than two (2) business days after the payment deadline stated in the GSA Special Terms and Conditions for the sale | |
| 2.37 | Maintain a backup copy of all data generated for post sale file documentation | minimum period of 36 months after sale | |
| 2.38 | Maintain source documents (post sale file documentation | A minimum of six (6) months from the date of sale unless the TO-COR requests in writing the documents must be destroyed earlier. | |
| 2.39 | Send a digital copy of the electronic audiovisual recording to the TO-COR or designee | No later than two (2) business days after the sale. | |
| 2.40 | Return all hard copy unused and/or voided SF-97-1 forms to GSA | Upon occurrence as directed by the TO-COR | |
| Post Sale Files to Upload to GSA Web-Based Application | 2.41 | Electronically submit a post- sale proceeds file to a designated web-based application | Within two (2) business days after the sale |
| 2.42 | Electronically submit the data used to complete the itemized payment invoice to the GSA server or designated web-based application | Within two (2) business days after the sale | |
| Contractor Responsibility for Misdescriptions | 2.43 | Re-offer the vehicle for sale at the contractor's location at no additional cost to the Government, for any vehicle sale cancelled due to a mis-description by the contractor (vehicle not removed yet or removed and returned to same site) | During the next Government auction at that site |
| 2.44 | Coordination of additional costs associated with the re-sale of a vehicle at the nearest GSA Auction site, (not the contractor's site). | Prior to re-sale of the vehicle | |
| 3.0 - Tier III - Marshalling Services | |||
| Security and Storage | 3.1 | Provide Vehicle Security and Storage | From time of acceptance until vehicle is release to Customer Agency, transport contractor, auction contractor, GSA or a third party approved by GSA. |
| Inventory Control | 3.2 | If the contractor is not offering eIMS services, the contractor must provide electronic inventory listings | On a daily basis (Monday thru Friday excluding Federal holidays) unless there has been no activity since the most recent submission. |
| CLIN 0004A - Marshalling Services for New/Additional Vehicle Consignee Delivery and CLIN 004B - Marshalling Services for New/Additional Vehicle - Dealer Delivery | 3.3 | Accept delivery of new vehicles | 8:00 a.m. through 4:30 p.m. local time, Monday through Friday, excluding Federal holidays. |
| New Vehicle Acceptance | 3.4 | Perform a visual inspection of the vehicle’s interior and exterior to verify the vehicle has no physical defects | When the vehicle arrives at the marshalling contractor’s facility |
| 3.5 | Annotate on the carrier’s shipment document (paper or electronic format) any vehicle discrepancies and obtain signatures of the contractor and carrier | During vehicle acceptance process | |
| 3.6 | If damage is evident or required items missing the marshalling contractor’s representative must contact the TO-COR | Immediately via both email and telephone. | |
| 3.7 | Report damage or missing items to the manufacturer | In accordance with manufacturers time guidelines | |
| 3.8 | Document any damage and contact the TO-COR via email and telephone if a vehicle is delivered during non-business hours | As soon as possible upon occurrence | |
| Inspection | 3.9 | The contractor must perform a Receiving Inspection on each vehicle | Prior to accepting a vehicle |
| 3.10 | Electric vehicles will have a minimum of 75% charge | one (1) business day prior to customer pickup | |
| 3.11 | Perform the PDI and service (vehicles consignee delivered to the marshaller) | Prior to loading the vehicle into FMS2GO and contacting the customer agency for vehicle exchange | |
| 3.12 | Notify the TO-COR by telephone and in writing if any discrepancies involving vehicle specifications, options, low/no fuel, or equipment or transportation damage are found | Immediately upon occurrence | |
| 3.13 | Repairs/replacement | Prior to assignment of vehicle to the Customer Agency. | |
| Electronic Load of New Vehicle Data | 3.14 | Upload data files in the FMS2GO application to the GSA server using the Internet | After new vehicle data is loaded into the FMS2GO application |
| Vehicle Pre-assignment Preparation | 3.15 | Install the appropriate Government license plates (tags) | Once a vehicle has been accepted and inspected |
| 3.16 | Complete the vehicle inspection, electronic load of new vehicle data and pre-assignment preparation | Within three (3) business days of vehicle delivery to the marshalling contractor facility. | |
| Vehicle Assignment | 3.17 | Contact the customer agency to schedule an exchange and to arrange pick-up/delivery of new vehicle (if instructed by the TO-COR) | Within one (1) business day after completion of pre-assignment preparation |
| 3.18 | Complete all work - PDI, any necessary service, installation of license plates, and successfully upload new vehicle to the GSA system (*PDI only applicable for vehicles consignee delivered to marshallers location | One (1) business day prior to assignment of the vehicle | |
| 3.19 | Wash new vehicle | Within one (1) business day of the scheduled appointment with the customer agency | |
| 3.20 | Complete assignment of the vehicle to the customer agency | Within eight (8) business days after customer contact. | |
| 3.21 | Inspect the vehicle with the customer agency for any damages or missing equipment | Prior to transfer of a new vehicle to a GSA Customer Agency | |
| 3.22 | Sign and obtain customer agency signature on the GSA Accountability form that specifies any damage or missing equipment | At the time of transfer | |
| 3.23 | Electronically forward Accountability Form to GSA | Within one (1) business day | |
| 3.24 | The marshalling contractor must complete vehicle assignments and terminations electronically using a GSA provided system and obtain any required signatures. This function may be retained by Government as directed by the TO-COR. | Prior to issuing a new vehicle to a GSA Customer Agency | |
| CLIN 0004C - Marshalling Services for Exchange Vehicle | 3.25 | Inspect Vehicle for damages or missing equipment | Prior to vehicle transfer |
| 3.26 | Sign and have the customer agency sign a vehicle accountability for that specifies any damage or missing equipment | At time of vehicle transfer | |
| 3.27 | Electronically forward assigned vehicle accountability for to GSA | Within one (1) business day. | |
| 3.28 | The marshalling contractor must terminate the exchange vehicle using Government furnished devices and/or applications. | This transaction must be completed and uploaded to the GSA server the same day the transaction occurs. | |
| 3.29 | Retain copy of vehicle accountability form | For a period of one year unless a shorter retention time is authorized in writing by the TO-COR | |
| 3.30 | Complete termination of assignment for the exchange vehicle and upload to the GSA server | The same day the transaction occurs | |
| 3.31 | Contact the TO-COR via email and telephone to report missing plates if a vehicle is returned with less than two (2) license plates | Immediately upon occurrence | |
| 3.32 | Document and Fleet Services cards that do not match the license plates or are missing and contact the TO-COR | Immediately upon occurrence | |
| CLIN 0004C - Marshalling Services for Exchange Vehicle | 3.33 | Both the marshalling contractor and the Customer Agency inspect the vehicle for any damages for missing equipment | Prior to transfer |
| 3.34 | Vehicle Accountability Form - One copy must be given to the Customer Agency’s representative and the original will be forwarded to GSA electronically | within one (1) business day. | |
| 3.35 | Both representative sign a Vehicle Accountability Form that specifies damage to the vehicle or missing equipment | At the time of transfer | |
| 3.36 | Electronically provide the original Vehicle Accountability Form to GSA | Within one (1) business day | |
| 3.37 | The contractor must retain one copy of the vehicle accountability form | For a period of one year unless a shorter retention time is authorized in writing by the TO-COR | |
| 3.38 | Complete the termination the exchange vehicle and upload to the GSA server using Government furnished devices and/or applications. | The same day as the transaction occurs | |
| 3.39 | Contact the TO-COR via email and telephone to report missing plates if a vehicle is returned with less than two (2) license plates | Immediately upon occurrence | |
| 3.40 | Document and Fleet Services cards that do not match the license plates or are missing and contact the TO-COR | Immediately upon occurrence | |
| CLIN 0004D- Marshalling Service for Reassigned Vehicle | 3.41 | The marshalling contractor assumes possession of the vehicle | A) when the vehicle is delivered to the marshalling location, or b) at the time the marshaller picks up the vehicle as requested |
| 3.42 | Representatives of both the marshalling contractor and the Customer Agency inspect the vehicle for any damage | Prior to transfer | |
| 3.43 | The marshalling contractor and the Customer Agency sign a Vehicle Accountability Form that specifies any damages | At the time of transfer | |
| 3.44 | The contractor must retain one copy of the vehicle accountability form | For a period of one year unless a shorter retention time is authorized in writing by the TO-COR | |
| 3.45 | Electronically provide the original Vehicle Accountability Form to GSA | Within one (1) business day | |
| 3.46 | The contractor must retain one copy of the vehicle accountability form | For a period of one year unless a shorter retention time is authorized in writing by the TO-COR | |
| 3.47 | Complete the termination the exchange vehicle and upload to the GSA server using Government furnished devices and/or applications. | The same day as the transaction occurs | |
| 3.48 | Contact the TO-COR via email and telephone to report missing plates if a vehicle is returned with less than two (2) license plates | Immediately upon occurrence | |
| 3.49 | Document and Fleet Services cards that do not match the license plates or are missing and contact the TO-COR | Immediately upon occurrence | |
| 3.50 | Contact GSA regarding any potential repairs, refueling, and reconditioning services required prior to vehicle reassignment. | Once a reassignment vehicle has been received and inspected and prior to vehicle reassignment. | |
| 3.51 | Complete all reconditioning | Within one (1) business day of the scheduled delivery to the Customer agency | |
| 3.52 | Contact the TO-COR via email and telephone should loss of Government license plates or loss of the Fleet Services Card occur | Immediately upon occurrence | |
| 3.53 | Complete vehicle inspection and pre-assignment preparation | Within three (3) business days of vehicle delivery to the marshalling contractor’s facility. | |
| 3.54 | Contact the customer agency to schedule an exchange and to arrange pick-up/delivery of new vehicle (if instructed by the TO-COR) | Within one (1) business day after completion of pre-assignment preparation | |
| 3.55 | Complete all work - PDI, any necessary service, installation of license plates, and successfully upload new vehicle to the GSA system (*PDI only applicable for new vehicles consignee delivered to marshallers location | One (1) business day prior to assignment of the vehicle | |
| 3.56 | Wash new vehicle | Within one (1) business day of the scheduled appointment with the customer agency | |
| 3.57 | Complete assignment of the vehicle to the customer agency | Within eight (8) business days after customer contact. | |
| 3.58 | Inspect the vehicle with the customer agency for any damages or missing equipment | Prior to transfer of a new vehicle to a GSA Customer Agency | |
| 3.59 | Sign and obtain customer agency signature on the GSA Accountabity form that specifies any damage or missing equipment | At the time of transfer | |
| 3.60 | Electronically forward Accountability Form to GSA | Within one (1) business day | |
| 3.61 | The marshalling contractor must complete vehicle assignments and terminations electronically using a GSA provided system and obtain any required signatures. This function may be retained by Government as directed by the TO-COR. | Prior to issuing a new vehicle to a GSA Customer Agency | |
| CLIN 0005 - Telematics Installation | 3.62 | Install telematics device and ensure it is operational | Prior to releasing the vehicle to the customer |
| 3.63 | Negotiate with the TO-CO for any return shipping of surplus equipment | Prior to shipping | |
| CLIN 0007 – Custodial Marshaller Sales Preparation | 3.64 | Prepare vehicles for sale | Within 30 calendar days of sales assignment. |
| 3.65 | Provide digital pictures, condition reports, fueling, license plate /fleet service card removal, decommissioning, maintenance/repairs/ancillary vehicle services, basic security and storage, additional security and storage, post sale item placards, provide personnel to serve as customer service representatives, provide technicians to start vehicles during inspection, provide representatives to control traffic and oversee parking, distribute sale documents, release vehicle to the registered purchaser or their agent | At the request of the TO-COR | |
| Security and Storage | 3.66 | Provide Security and Storage of vehicles | 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. |
| Additions/Removals from Sales | 3.67 | The TO-COR may add vehicle(s) to a scheduled sale in writing at any time prior to the beginning of the inspection period. The contractor must add such vehicles to the sale | As requested by the TO-COR |
| 3.68 | Contact the TO-COR via email and follow up with a telephone call to report any additional deficiencies discovered by the contractor after the check-in/CR process | Immediately upon occurrence | |
| Public Inspection Period | 3.69 | Install/attach spare tire and tools in correct position | Prior to public inspection period |
| 3.70 | Inflate tires (including the spare tire when applicable) to manufacturer’s recommended pressure | Prior to public inspection period | |
| 3.71 | Fill lubricants and coolants to manufacturer’s recommended levels (excluding refrigerants) | Prior to public inspection period | |
| 3.72 | Perform an exterior wash of each vehicle scheduled for sale. | Prior to public inspection period | |
| 3.73 | Allow for public inspection | A minimum of eight (8) hours (during normal operating hours) prior to the sale , unless the TO-COR agrees to more or less time | |
| 3.74 | Display the General Sales Terms and Conditions (SF114C) in plain view of the general public at the contractor's facility | During the public inspection period | |
| 3.75 | Make vehicle keys available and serve as the key custodian | During the public inspection period | |
| 3.76 | Stage vehicles in item number sequence | During the public inspection period | |
| 3.77 | Provide customer service representatives to provide assistance to interested parties, control traffic, and oversee parking if necessary | During the public inspection period | |
| 3.78 | Provide technicians to start vehicles | During the public inspection period | |
| 3.79 | The contractor must provide security services | During the public inspection period | |
| Vehicle Release and Removal of Purchased Property | 3.80 | Release vehicles to purchasers | Upon receipt of Government photo identification confirming the purchaser and proof of payment |
| 3.81 | Contact the TO-COR if a successful bidder fails to remove purchased vehicles within the time frame specified within the applicable Special Terms and Conditions of the sale | Immediately upon occurrence | |
| 3.82 | Notify the TO-COR in writing of the vehicles which are being stored on behalf of the purchaser(s) | When the contractor agrees, verbally or in writing, to store the vehicle on behalf of the purchaser at the purchaser’s request after the conclusion of the sale | |
| 3.83 | Provide all documentation relating to the release of the vehicle(s) to the Tier I Auction contractor | The same business day the vehicle(s) is released from custody to the successful purchaser or their authorized representative. | |
| 3.84 | Maintain source documents | A minimum of 60 calendar days unless the TO-COR requests in writing the documents be destroyed earlier | |
| Post Sale File to Submit to GSA | 3.85 | Electronically submit the data used to complete the itemized invoice via a spreadsheet in TO-COR prescribed format or designated web-based application | Within two (2) business days after the sale |
| 4.0 - Tier IV - General Support Services For Auctions And/Or Marshalling | |||
| CLIN 0008 –Shuttle Services | 4.1 | Contact the TO-COR via telephone and in writing should breakdown or accident occur during shuttle services | Immediately upon occurrence |
| 4.2 | In the event the TO-COR cannot be contacted, the contractor must transport the vehicle to the destination by the most economic means, and contact the TO- COR | At the contractor's earliest opportunity | |
| Driver Qualifications | 4.3 | The contractor must utilize the vehicle accountability form to document the condition of the vehicle | Prior to movement of the vehicle |
| CLIN 0009 - Transportation | 4.4 | Provide transportation services | Within five (5) business days of request |
| 4.5 | The contractor’s vehicle operators must check and ensure that all tires and all fluids and lubricants are within safe operating levels | before departure from the pick-up point | |
| Driveaway Method | 4.6 | Contact the TO-COR via telephone and writing should breakdown or accident occur | Immediately upon occurrence |
| 4.7 | In the event the TO-COR cannot be contacted, the contractor must transport the vehicle to the contractor’s facility by the most economic means, and contact the TO- COR | At the contractor's earliest opportunity | |
| CLIN 0009G - Ocean Freight Transportation | 4.8 | Provide roll on – roll off (RO/RO) or container ocean freight transport via ship or barge | At the request of the TO-COR |
| Dry Runs | 4.9 | Contact the TO-COR to see if there is another vehicle that may be substituted or other arrangements can be made in the event the contractor attempts to pick up a vehicle as requested and the vehicle is inoperable (with no prior notification), mechanically unsafe to drive (under driveaway method), is not available at the specified pick-up location, or a customer agency is unable to accept a vehicle | Immediately upon occurrence |
| Contractor Responsibility | 4.10 | Safeguard License Plates, and/or Fleet Services Cards | From the time the vehicles are picked up to the point of release or return to the Government |
| Vehicle Pickup | 4.11 | The contractor must verify the VIN on the dash | Prior to transport |
| 4.12 | Contact the TO-COR via telephone and in writing if the dash VIN is unreadable or missing | Immediately upon discovery | |
| 4.13 | Accomplish and complete vehicle pick-ups unless otherwise authorized in writing by the TO-COR on a case-by-case basis. | After 8:00 a.m. and prior to 3:00 p.m. local time, Monday through Friday, excluding Federal holidays | |
| 4.14 | |||
| Transport in conjunction with TIER III- Marshalling Services | 4.15 | Delivery of new vehicle(s), exchange of new vehicle(s), or delivery of reassigned vehicle(s) | At the request of the TO-COR |
| CLIN 0010 – Electronic Inventory Management System (eIMS) | 4.16 | Provide EIMS access | 24 hours a day and seven days a week |
| 4.17 | Notify the TO-COR of any scheduled maintenance to the eIMS that will result in the inability to access the system | In advance of schedule maintenance | |
| 4.18 | Utilize the eIMS to document the basic vehicle information, vehicle options, condition, damages, images, and status of each Government-owned vehicle in the contractor’s custody | At all times | |
| 4.19 | The eIMS provided by the contractor must retain a history of vehicle data, pick-up location data, vehicle notes, ECR damage line items, suggested repairs, approved repairs, invoice charges data, vehicle tracking history, and what has been sold or moved to redeemed inventory status (removed from contractor custody but not sold) | For a period of 75 months after sale or redemption of the vehicle | |
| 4.20 | Retain images in the EIMS | For a minimum of six (6) months after the vehicle has been sold or redeemed from the inventory. | |
| 4.21 | Provide and EIMS that has the capability to archive records (lock records for editing) | After a period of 90 calendar days of inactivity (vehicle sold, moved to redeemed inventory, and no additional notes or edits made for 90 calendar days). | |
| Digital Pictures | 4.22 | An updated picture is required of the vehicle | After reconditioning |
| Assignment of Vehicles | 4.23 | Accept eIMS Electronic Assignments | Within one (1) business day of their posting |
| 4.24 | |||
| 4.25 | Any issues arising regarding the inability to pick up a vehicle for reasons beyond the contractor’s control must be communicated to the servicing TO-COR via email | Within one (1) business day. | |
| 4.26 | All vehicles must be logged into the eIMS | Within one (1) business day of arrival at the contractor’s facility. | |
| Electronic Condition Report (ECR) | 4.27 | Produce an ECR via the eIMS | Within two (2) business days of receipt of the vehicle. |
| 4.28 | The contractor must update the eIMS ECR to reflect the additional damages | Within one (1) business day after the TO-COR acknowledges receipt of notification of additional damages. | |
| Posting Charges | 4.29 | Post vehicle charges | Within one (1) business day of completion of the authorized repair or service |
| 4.30 | Post marshaling charges | The day the vehicle is released to the customer agency, released for transport to the Tier I sales contractor, or returned to the Government | |
| 4.31 | Post auction and Internet sale charges | On the day the vehicle is sold | |
| 4.32 | Any issues that arise regarding the inability to close the sale on a particular vehicle within the specified time frame for any reason must be communicated to the servicing TO-COR via email, phone (with email backup), or other reasonable means | As soon as possible | |
| CLIN 0011 - License Plate/Fleet Services Card Removal | 4.33 | For license plates being shipped to UNICOR - All license plates for each sale must be shipped to UNICOR | Not prior to the sale of the vehicles, but no later than one week after the sale has occurred |
| 4.34 | The contractor must prepare a register to document all Fleet Services Credit Cards being returned to the TO-COR. The Fleet Services Credit Cards and register must be returned to the TO-COR | At the close of the sale | |
| 4.35 | For license plates being returned to the TO-COR - All license plates for each sale and the license plate register for each sale must be returned to the TO-COR | No later than one week after the sale has occurred | |
| 4.36 | If license plates are being returned to the TO-COR, the contractor must document all license plates on a license plate register. | Prior to returning license plates to the TO-COR | |
| 4.37 | Any vehicles having less than two matching license plates must be documented and reported to the TO-COR via email and telephone | Within one (1) business day of discovery | |
| CLIN 0012 - Vehicle Decommissioning | 4.38 | Provide Vehicle Decommissioning Services | Upon written authorization from the TO-COR |
| 4.39 | Inform the TO-COR If damages are anticipated in the decommissioning process | In advance of decommissioning the vehicle | |
| 4.40 | All removed items must be inventoried, labeled, and logged by vehicle. | Once the removal service is performed | |
| CLIN 0012D - Equipment Recycling/Destruction (cap per vehicle) | 4.41 | Destroy all removed equipment if directed by the TO-COR | Within two (2) business days after directed by the TO-COR |
| 4.42 | Submit destruction documentation to the TO-COR | No later than five (5) business days after destruction. | |
| 4.43 | Complete repair requests | At least two (2) business days prior to the public inspection | |
| 4.44 | Notify the TO-COR of completed repair requests | When work is completed | |
| 4.45 | Correct deficiencies at no additional cost of permit re-inspection | At least one (1) business day prior to the beginning of public inspection. | |
| 0014CD - Remove decals - Group I and Group II, Type 2 vehicles, cap per vehicle | 4.46 | Notify the TO-COR if damages are anticipated during decal removal | In advance of decal removal |
| 0014D - Removal of Vehicle Wrap | 4.47 | Notify the TO-COR if damages are anticipated during wrap removal | In advance of wrap removal |
| For Services being performed in conjunction with Tier I - Auction Services, Tier II Static Internet Sales, or Tier III Marshalling, CLIN 0007 - Custodial Marshaller Sales Preparation | 4.48 | Complete all the work in CLINs 0014AA through 0014D - Reconditioning Services | At least two (2) business days prior to the public inspection of the vehicle |
| 4.49 | Report completed work to the TO-COR | At time of completion | |
| 4.50 | Correct deficiencies and permit re-inspection | At least one (1) business day prior to the beginning of public inspection | |
| For services being performed in conjunction with Tier III - Marshalling | 4.51 | Complete all reconditioning work | Within two (2) business days after request by TO- COR |
| 4.52 | Notify the TO-COR of completed work | When work is completed | |
| 4.53 | Correct deficiencies and permit re-inspection | At least one (1) business day prior to vehicle reassignment | |
| CLIN 0015 - Additional Security and Storage beyond 45 days | 4.54 | Provide security and storage of the vehicle(s) | After the 45th calendar day from the time of receipt of the vehicle at the contractor’s facility, until the vehicle is removed by the successful purchaser, released to a State Agency for Surplus Property, transferred and released to an approved transport contractor, released to a customer agency or returned back to GSA |
| APPENDIX C - Facility Requirements | |||
| Facility Requirements for All Contractor Locations | C.1 | Maintain all facilities and accommodations in a clean, orderly, and safe condition | At all times |
| APPENDIX D - INVOICING | |||
| Frequency | D.1 | Submit invoicing for services provided under TIER I - Auction Support Services, TIER II - Static Internet Sales, and Tier III, CLIN 0007 - Custodial Marshaller Sales Preparation along with any associated TIER IV services rendered in conjunction of each sale | Within 2 business days after the each individual sale |
| D.2 | Invoice for TIER III - Marshalling Support Services and associated Tier IV - General Support Services | On a monthly basis | |
| Method of Submission | D.3 | Electronically submit the invoice(s) to GSA's Finance Payment Office listed on the task order funding document for payment | After review/approval of the TO-COR |
| Acceptance of GSA Fleet Services Card - WEX e-Submit | D.4 | Submit invoices via WEX e-Submit | After the TO-COR or their designee approves the invoice(s) |
File details come from the government source that posted it.