Questions and Answers for Solicitation 47QMCA19R0001 11_22_2019.pdf

SOLICITATION 47QMCA19R0001 QUESTIONS AND ANSWERS 11_22_2019

NOTE: All the answers to the questions provided in this document supersede any answers that may have been given during the Pre-Proposal Conference. If there are any contradictions or answers that differ from responses provided previously, the answers below are the answers which apply.

1. Do you have the applicable DOL wage determination occupation codes for the contract?

They are essential to having correct pricing in the proposal.

These are commercial services. GSA cannot dictate how each firm performs its business or what categorie(s) of occupation/occupation codes will be used. They can vary based upon what services are provided. It is up to each contractor to determine which DOL wage determination occupation codes apply for any locations/sites offered and to price the offer accordingly.

2. Is it OK for us to bid just for one of the two services?

There are actually 4 Tiers of Services:

● Tier I - Auction Support Services

● Tier II - Static Internet Sales

● Tier III - Marshalling Support Services

● Tier IV - General Support Services

If a contractor is offering Tier I services, he/she must offer Tier II, Tier III, and Tier IV services.

If a contractor is offering Tier II services, he/she must offer Tier III and Tier IV services.

If a contractor is offering Tier III services, he/she must offer Tier IV services.

Contractors cannot offer only Tier IV services.

Dependent upon what Tier of services a contractor is offering, some Tier IV services may be mandatory while others may be optional. See Appendix B on pages 45 to 47 of Attachment E - Statement of Work regarding mandatory vs. optional services dependent upon what Tiers are being offered.

3. Section F and Instructions to offerors-my understanding is that we follow the Attachment A-Proposal checklist and Qualtrics submissions and that is all we need to do. Correct?

Contractors are strongly encouraged to read all documents (the solicitation as well as Attachments A through J) in their entirety. Section F of the solicitation (pages 61 to 68) addresses what needs to be submitted and when it needs to be submitted.

4. I see the format of 2 Volumes and the titles of the attachments to each zip file. Just verifying if we use that we do not need to send anything further.

Contractors are strongly encouraged to read all documents (the solicitation as well as Attachments A through J) in their entirety. Section F of the solicitation (pages 61 to 68) address what needs to be submitted and when it needs to be submitted. Zip files are preferred to ensure the firm does not exceed the maximum file size for GSA’s email. Should a firm not use zip files it may take several emails to submit all information which increases the risk of an incomplete offer.

One additional note of clarification for this question is that Qualtrics must be completed and submitted separately. This is due by December 19, 2019 at 1:00 PM Eastern Time, whereas the rest of the documents required are due by December 20, 2019 at 2:00 PM Eastern time (see page 65 of the solicitation).

5. Attachment F-site survey? We are a current contract holder so I assume a site survey has been done previously-but just clarifying there is nothing we need to do with that.

Site surveys will be conducted on all offerors who have submitted all required documentation timely irrespective of current or prior awards. Site surveys will be conducted for all locations offered, so if a contractor is offering multiple sites, each site will have a site visit.

6. CLIN0002-Concurrent live broadcast. Previously, this line item “was in addition to” CLIN 0001-sale fee, but that is not specified here, so I am unclear if I need to submit a total fee for this or again, “in addition to”.

Attachment E - Statement of Work says, in part, on page 17, “Offerors must price this CLIN for advertising and selling vehicles via a concurrent live broadcast platform to the general public, while simultaneously offering them during a live public auction. Proposals must be offered on a fixed price per vehicle, for vehicles sold on the concurrent live broadcast system. This price for vehicles sold via concurrent live broadcast is in addition to the price paid for CLIN 0001 - Auction Services.”

7. CLIN0013 B/D/J-you ask for % discount off Mitchell or NAGS, we currently have quoted in our GSA contract and every other commercial contract a COST plus basis pricing for these items. While we can do the % discount as requested, it is historically easier for us and cheaper to our clients to do the cost plus basis. IF we can do this, would this be a “Price Assumption” or an “Exception for the proposal Checklist? Or, can we not do this at all?

Pricing must be for a percent discount off of Mitchell or NAGS. ‘Cost plus’ is not authorized under this solicitation.

8. SF1449-block 17a-do we need the code and facility codes here or merely our name and address completed?

Block 17a must have the complete legal name of the firm, its address (which needs to be consistent with the address loaded in sam.gov) and the phone number. You may also include the DUNS number in 17a. GSA does not use the Code or Cage Code numbers, and they can be left blank.

9. The Proposal Checklist mentions SF30-Amendments-but I did not see any requiring signatures? Just verifying.

As of November 18, 2019 there are no Amendments, however after the Pre-Proposal Conference, GSA will issue an Amendment to the solicitation. This SF30-Amendment must be completed, signed, and dated by the individual who signs the SF1449.

10. Would there be any issue if the Qualtrics was sent early and the other documents and zip files sent a week or 2 later, as long as both are submitted prior to the deadlines?

Qualtrics must be submitted prior to submission of Volume 2 since you have to provide proof of submission of Qualtrics as a part of the Volume 2 submission. Early submission is encouraged.

Please do not wait until deadlines to submit Qualtrics or the Volumes required for submission.

11. I am in the process of completing the online Qualtrics process and I have a question.

What do they mean by “virtual/green” auctions?

A virtual/green auction is also referred to as a digital auction. This is still a live auction with buyers physically present and online via some platform of concurrent live broadcast, but the vehicles remain parked and do not run through the lane(s). The auction presents a visual display of the vehicles in lieu of the vehicles physically running through the lane.

12. How many vehicles would I be required to hold at one time in Suffolk County NY?

The question cannot be readily answered. It also does not address whether this is for Marshalling or Auction Services.

Attachment E - Statement of Work requires:

● For Tier I - Auction Sales Support and Tier II- Static Internet Sales

○ Within the 48 States & DC at least 400 Parking Spaces for Government Vehicles and at least 100 parking spaces for general public parking to attend auction and inspect vehicles (page 48).

○ Outside 48 States & DC at least 100 Parking Spaces for Government Vehicles and at least 75 parking spaces for general public parking to attend auction (page 48).

● For Tier III - Marshalling Support Services

○ The number of vehicles that need to be marshalled can vary by a significant margin therefore GSA does not have any minimums established at the contract level. The minimum number of parking spaces required will be established in the Request for Quote at the task order level.

13. What is the minimum amount of parking spaces required of the Marshaling contract?

See 12 above

14. What is the maximum amount of vehicles required to be held at one time?

See 12 above

15. What are the insurance requirements for the marshaling contract?

This is addressed on page 38 of the solicitation, in paragraph D.19 clause 52.228-10 Vehicular and General Public Liability Insurance (Apr 1984). It states:

“(a) The Contractor, at the Contractor’s expense, agrees to maintain, during the continuance of this contract, vehicular liability and general public liability insurance with limits of liability for --

(1) Bodily injury of not less than $1,000,000.00 for each person and $1,000,000.00 for each occurrence; and

(2) Property damage of not less than $1,000,000.00 for each accident and $1,000,000.00 in the aggregate.

(b) The Contractor also agrees to maintain workers’ compensation and other legally required insurance with respect to the Contractor’s own employees and agents.

16. We do not see any questionnaires or forms to be completed to be considered as a vendor/ bidder for this solicitation at this time. Can you please verify there is nothing for our company to submit at this time?

Contractors are strongly encouraged to read all documents (the solicitation as well as Attachments A through J) in their entirety. Section F of the solicitation (pages 61 to 68) address what needs to be submitted and when it needs to be submitted. Zip files are preferred to ensure the firm does not exceed the maximum file size for GSA’s email. Should a firm not use zip files it may take several emails to submit all information which increases the risk of an incomplete offer.

One additional note of clarification for this question is that Qualtrics must be completed and submitted separately. This is due by December 19, 2019 at 1:00 PM Eastern Time, whereas the rest of the documents required are due by December 20, 2019 at 2:00 PM Eastern time (see page 65 of the solicitation). The link for Qualtrics is https://feedback.gsa.gov/jfe/form/SV_0POgUjWhQ63D0cB

17. I haven’t had a contract for several years, can I provide an older Vets 4212 Form?

Yes, but you have to provide a statement that you have not had a contract since that time.

18. Are there any instructions for the use of the QUALTRICS system and if so how can we access them?

Qualtrics instructions were addressed in the Pre-Proposal Conference. Please review the transcript for step-by-step instructions.

19. Is there a way that we can print the QUALTRICS questionnaire so that I can send it to each of the auctions that we are going to include in our proposal and have them write down parts of the information and send it to me so that I can enter it?

Regrettably, no. Qualtrics is a decision tree software, which guides you through a series of questions that are determined by your response to previous questions. Each offeror’s set of questions is potentially different depending upon how previous questions were answered. As such,the software does not allow for print capability.

20. Since we are going to be submitting multiple locations do we have to enter the pricing for each of the locations in qualtrics?

In answering this question, GSA is presuming that all locations are offering the same pricing.

Qualtrics does not have a way of ‘copying/pasting’ the information and you cannot leave pricing blank - so each location will have to have pricing provided even if the pricing for all locations is the same.

21. Is there a way that we can save the information that we have input and come back to where we left off later?

Whenever you hit the forward arrow (---->), Qualtrics automatically saves the information from where you are. You need to use the URL originally given to you via email in order to go back to where you were, or the work you completed may be lost.

22. Can the Pre-Proposal Conference be postponed?

No. GSA plans to provide a transcript of the meeting as well as the slide deck(s) used during the meeting, plus questions and answers via beta.sam.gov. This information might make it easier to complete offers even if you were not in attendance.

23. Since we are going to submit our proposal in the name of the auction group, we will be listing out auctions in the Qualtrics system. Do we need to have proof of registration in SAM for each auction?

No. The legal name of the offeror must be registered in SAM

24. Where do I send the offer?

This is actually a two-part answer:

For Volume I and Volume 2 they are sent via email to ontheroad@gsa.gov with a copy to jeffrey.meyers@gsa.gov Please put in the subject line “[firm’s name] Offer in Response to RFP 47QMCA19R0001”. If you put that in the header it will be much easier for us to track which offer came from which firm. Volume 1 and Volume 2 are due by December 20, 2019 by 2:00 PM eastern time.

Qualtrics is submitted when you press the final forward arrow (---->) to submit your responses.

Qualtrics should tell you it was submitted and will send you an email (needed as part of Volume

2) verifying receipt by GSA. If you don’t get the email, the final submission was not received, so please be aware and look for the email. Qualtrics is due by December 19, 2019 by 1:00 PM eastern time. Contact GSA at remarketing.contracting@gsa.gov if you submitted your Qualtrics and have not received the confirmation email. The request must come from the email address provided to Qualtrics during Qualtrics registration.

25. What exact information I need to fill out on the Attachment A- Proposal Checklist?

This is a checklist for the firm to verify that they have included all required documents. The offeror should put his/her complete legal name on the checklist and ‘check’ (or place an ‘x’) in each section making sure everything is being submitted. Please include the checklist in Volume 1.

26. As an automotive repair shop we have many chemicals that are considered "HAZARDOUS" Do we need to list every chemical in the shop?

No.

Paragraph (a) of the clause [52.223-3 Hazardous Material Identification and Material Safety Data ALT I (JUL 1995)], states, ‘“Hazardous material,” as used in this clause, includes any material defined as hazardous under the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract).”

The link for Federal Standard No. 313 is:

https://www.gsa.gov/cdnstatic/FED-STD-313F%20final%20(1).pdf mailto:ontheroad@gsa.gov mailto:jeffrey.meyers@gsa.gov mailto:remarketing.contracting@gsa.gov https://www.gsa.gov/cdnstatic/FED-STD-313F%20final%20(1).pdf

Additional information regarding Hazardous Material can be found at:

https://www.gsa.gov/buying-selling/purchasing-programs/requisition-programs/gsa-global-supply/ supply-standards/hazardous-materials-management-hazmat

Paragraph (b) of the clause states in part, “The offeror must list any hazardous material, as defined in paragraph (a) of this clause, to be delivered under this contract.”

Only those items to be ‘delivered’ under the contract would apply as defined in the Federal Standard.

27. In order to properly diagnose all of the fluid levels, leaks, brakes, wipers, engine and transmission issues, it would require at least an hour of mechanical check out time per vehicle, and it would alter the way I bid the contract. Is that what you are requesting, or I am reading this incorrectly?

The language in the statement of work is unchanged from the existing (current contract) statement of work. This is essential for three reasons.

First, GSA Fleet considers our vehicles to essentially be a ‘brand’ wherein we have many repeat bidders throughout the years based upon the quality of the vehicles in our Fleet.

Second, if there are issues with the vehicle which are not noted two items can occur.

● Failure to provide any noted damages/repairs on the Condition Report may result in the contractor being held liable for these repairs as they are responsible for providing accurate condition of the vehicle upon receipt and inspection.

● A possible ‘misdescription’ in the Sale Catalog and online for the Electronic Condition Report for Concurrent Live Broadcast - which can have negative consequences to the contractor - see pages 16-17 of Attachment E - Statement of Work.

Third, GSA representatives rely on the accuracy of condition reports to make repair decisions in the event they are not physically present to inspect the vehicle.

28. Volume 1, Tab B, Attachment C Hazardous Material -- If this does not apply we should just enter "None". Is this correct?

The matrix/spreadsheet in clause 52.223-3 Hazardous Material Identification and Material Safety Data ALT I (JUL 1995), states (under Material), Material (If none, insert “None”)

So if there are no Hazardous Materials, put “None”.

29. Offeror Representations and Certifications -- Commercial Items. Do we need to fill this out or is it all included in SAM?

https://www.gsa.gov/buying-selling/purchasing-programs/requisition-programs/gsa-global-supply/supply-standards/hazardous-materials-management-hazmat https://www.gsa.gov/buying-selling/purchasing-programs/requisition-programs/gsa-global-supply/supply-standards/hazardous-materials-management-hazmat

If the firm is fully registered in SAM, Clause 52.212-3 Offeror Representations and Certifications -- Commercial Items (Oct 2018) should be already completed in SAM. As such, GSA does not need this clause completed again.

All other Clauses/Provisions supplied in Attachment C must be completed, inclusive of checking the appropriate box in certifications, etc.

30. Tab C, Financials - Do we need to submit this or is it all included in SAM?

Firms need to provide the financial information requested in Tab C as a part of Volume I.

31. Tab D, Sam Information -- All that is required is a copy of the SAM confirmation page with expiration date. Is this correct?

That is correct. The SAM confirmation page should have as a minimum, the DUNS Number, the Legal Name of the Firm, and the SAM Expiration Date. GSA can pull any other files needed.

32. Tab F, SubK Plan -- We do not need to fill out the Sub K Plan. Is this correct?

The size standard for this solicitation is 500 employees. If your firm has more than 500 employees then you must submit a subcontracting plan.

33. Tab H, Exceptions -- We do not need to fill this out. Is this correct?

Correct. Exceptions will be listed in Qualtrics and do not need to be provided as part of Volume

1. The solicitation was amended to remove Tab H as a requirement of Volume 1. Tab H was removed from the list of items needed in Amendment 0001 of the solicitation.

34. On page 59 of the RFP, Section E.13 52.252-1, “Solicitation Provision Incorporated by Reference,” it states, “The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provision, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer.”

Where do we find out if any of the listed provisions require a response? Are these all included in Attachment C, Vendor Response Documents?

Solicitation Provisions begin on page 52 of the Solicitation entitled, “Section E - Solicitation Provisions”. Solicitation Provisions are also provided via “Attachment I Provisions Incorporated by Reference”.

Attachment C - Vendor Response Documents should include all clauses/provisions which require completion or certification.

35. I wanted to check in to see if the meeting that was on 11/18/19 was recorded. I attended but wanted to reference back. If so, where can I access it?

A transcript of the meeting is downloaded in https://beta.sam.gov/

See response to Question 123 on how to access the solicitation on this site.

36. We are doing the marshalling at one location and auctions at a second location. They are 1/8 of a mile apart with two different physical addresses. When submitting do I need to list both locations or just the Auction’s physical address?

Provide both locations and GSA will do a site visit at each location.

https://beta.sam.gov/

37. When a marshalling contractor is operating several businesses at the same location are they required to report all HAZMAT materials on site or only the HAZMAT products that are being used on the GSA Fleet vehicles?

See response to question 26. It applies to materials being delivered under the contract.

38. The authorized signer is a different person then the authorized negotiator. The authorized signer will not negotiate the pricing of the contract. However, the authorized negotiator could be directed to sign GSA documents – how can we make this important distinction?

Anyone who is listed as an Authorized Negotiator has the ability to obligate the contractor and sign documents. You can possibly designate the person who will be negotiating pricing as a Contract Administrator and request, via cover letter, that all correspondence and discussions go through the Contract Administrator, but state they do not have the authority to obligate the contractor.

39. Page 21 SOW: Will the marshalling contractor be able to run reports from FMS2GO?

No.

40. Page 27 (SOW): “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 0007 – Custodial Marshaller Sales Preparation price” On the assumption that all required services have been completed with the exception of the public viewing and release to the successful bidder, how is ten present (10%) expected to cover the cost incurred for labor for services rendered up to the point of removal from the Marshalling site by GSA?

Historically, this is a very rare occurrence and typically once something is already lotted for sale, it is not removed from the sale. When this does occur, historically, it has been early in the process and GSA has determined 10% is reasonable. You may take an exception, which GSA will evaluate and determine whether or not to award this optional CLIN.

41. Page 27 SOW: Is a fax number necessary with today’s technology?

Even with today’s technology, GSA decided to retain the fax requirement, keeping the lowest common denominator for the general public.

42. Page 27 SOW: Is mobile video capabilities for a Tier III marshalling contractor mandatory?

The mobile video capabilities only apply for CLIN 0007 - Custodial Marshaller Sale Preparation.

This is an optional CLIN so only those firms offering CLIN 0007 would have to provide this service.

43. Page 29 SOW: Post Sale File to Submit to GSA within 2 days: Normal billing is completed monthly – does this requirement apply to Tier III marshalling contractors? This implies that the Tier III marshalling contractor will be required to submit invoices several times a month.

This submission only applies for CLIN 0007 - Custodial Marshaller Sale Preparation. This is an optional CLIN so only those firms offering CLIN 0007 would have to provide this service. It does not apply to other Marshalling Services.

44. Page 32 SOW: CLIN 0009H: Oversized vehicles are defined in this section for transportation. Will there be additional CLINS be added for additional services for these vehicles such as wash/vacuum, reconditioning, storage over 45 days, etc?

CLIN 0009H typically deals with over/undersize vehicles are defined as:

● Oversized (e.g., maintenance utility, box truck, or any other vehicle too large for the carrier)

● Under-Sized (e.g., wheelbase too small for the carrier)

● Requires special handling for loading (e.g., forklift, wrecker, or other special equipment to load)

GSA has defined vehicles in the Statement of Work (SOW) by two groups and two types:

Group I vehicles are Operable Vehicles Group II vehicles are Inoperable Vehicles

Type 1 vehicles are vehicles which are 12,500 GVWR and under Type 2 vehicles are vehicles which are over 12,500 GVWR

GSA already has CLINs established for the services for larger vehicles. There is no reason to add more CLINs.

Citing the examples in the question, GSA has two different CLIN for Wash/Vacuum, two different CLIN for Detail Services, and two different CLIN for Storage. The first CLIN for each of these services is for the Type 1 vehicles (vehicles 12,500 GVWR or less) while the second CLIN is for the Type 2 vehicles (vehicles more than 12,500 GVWR)

Wash/Vacuum CLINs 0014AA - Group I and Group II, Type 1 vehicles - Wash/Vacuum 0014AB - Group I and Group II, Type 2 vehicles - Wash/Vacuum

Detail Service CLINs:

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

Storage CLINS:

CLIN 0015A - Group I and Group II, Type 1 vehicles CLIN 0015B - Group I and Group II, Type 2 vehicles

The above CLINs can be found on pages 40-41 of Attachment E - Statement of Work.

45. Some locations have very strict environmental regulations that restrict the washing of any vehicle unless there is proper drainage. Oversized vehicles will not fit into the designated washing areas and cannot be washed outside. Will there be special provisions under these circumstances?

GSA takes exception to calling a driven road legal vehicle as an ‘oversized vehicle’ and disagrees with this description. If a firm is unable to provide complete service at specific locations, they need to take an exception for that location only, and GSA will determine whether or not that exception is acceptable.

46. Driving oversized vehicles (even within the marshalling facilities) requires a driver with a CDL license, therefore pricing for handling of these vehicles will be higher than the normal Type 2 vehicles and should have a separate CLIN with the options for the marshalling contractors not to accept these vehicles if they don’t employ anyone qualified to drive them.

GSA takes exception to calling a driven road legal vehicle as an ‘oversized vehicle’ and disagrees with this description. GSA does have some vehicles which will, upon occasion, require a CDL to legally drive. The requirement for proper licensing is already addressed on page 32 of Attachment E - Statement of Work under Driver Qualifications which says, “Under all methods of transport, it is the contractor’s responsibility to ensure that drivers and transporters have all appropriate licenses required for the type of transportation and vehicle involved.”

GSA will not add additional CLIN for transportation.

Any contractor once a task order is issued will not have the right to reject a pickup order or refuse delivery of a vehicle irrespective of the GVWR of the vehicle.

47. Page 33 SOW: eIMS is only available to licensed auction houses, however on page 20, it states that a marshalling contractors operating under Tier III:

“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. At a minimum, the contractor must provide a current inventory listing of all vehicles secured on or removed from the contractor’s lot. Required data elements include, but are not limited to: VIN, Model Year, Make, Model, Mileage, Exterior Color, and Date Secured/Received. This information must be transmitted electronically as directed by the TO-COR (e.g., email in Microsoft Excel format, upload a spreadsheet to a Google Drive folder, populate a google document, populate a GSA provided electronic inventory management system, etc.)” Will there be a CLIN for a Tier III marshalling contractor to cover the cost to develop and maintain these requirements?

An Electronic Inventory Management System (eIMS) (See CLIN 0007) is an optional service for those firms who are only offering Tier III Marshalling Support Services. eIMS is mandatory for marshalling support services only in the event that the firm is also offering Tier I Auction Support Services and/or Tier II Static Internet Sales.

Nothing on page 20 of the Statement of Work mandates that a firm offering only Marshalling Services is required to provide eIMS services.

GSA is simply stating, whether or not a firm is offering eIMS services, that it must still provide daily status (Monday to Friday excluding federal holidays) of the inventory of vehicles in its possession and what the minimum required items exist to be tracked. This can be transmitted electronically as directed by the TO-COR via several different methods.

48. Page 39 SOW: Windshield replacement costs vary depending on the year, make and model of vehicle. Providing one set price is not realistic – can this be revisited?

No, this is a firm requirement.

49. Will there be an opportunity to review your answers and submit additional questions based on your response?

Unfortunately, no.

50. Offering Tier 1 services but not accepting credit and debit cards on behalf of GSA for the purchase of Government vehicles would we still need to provide PCI Certification?

Contractors accepting credit and debit cards on behalf of the government are required to obtain PCI Certification. Contractors “accepting” credit and debit cards means the contractor is using his own system or credit card terminal to process the transaction(s). However, if contractors are only processing credit and debit card transactions, and are exclusively using GSA’s ePay system to process credit card transactions online, or use a GSA provided and programmed credit card terminal to process the transactions, PCI Certification is not required from the contractor. The GSA ePay system and GSA Fleet credit card terminals are already PCI Compliant. An Attestation of Compliance (AOC) will suffice if the contractors are only processing credit card transactions, and are exclusively using GSA’s ePay system to process credit/debit card transactions online, or use GSA provided and programmed credit card terminals to process credit/debit card transactions

51. Would a proposal still be valid if we are in the process of obtaining the PCI certification when proposals are due?

The firm can submit the offer and take an exception stating that it is in the process of obtaining the certification and what stage of the process it is in, and when it expects to have the certification. GSA reserves the right to reject the offer if progress is not being made, if the time to obtain the certification is excessive, or if the certification is not obtained timely. No award can be made without the certification if the certification is required.

Please note that only contractors accepting credit and debit cards on behalf of the government are required to obtain PCI Certification. Contractors “accepting” credit and debit cards means the contractor is using his own system or credit card terminal to process the transaction(s). However, if contractors are only processing credit and debit card transactions, and are exclusively using GSA’s ePay system to process credit card transactions online, or use a GSA provided and programmed credit card terminal to process the transactions, PCI Certification is not required from the contractor. The GSA ePay system and GSA Fleet credit card terminals are already PCI Compliant. An Attestation of Compliance (AOC) will suffice if the contractors are only processing credit card transactions, and are exclusively using GSA’s ePay system to process credit/debit card transactions online, or use GSA provided and programmed credit card terminals to process credit/debit card transactions

52. Where/when will Q&A from pre-proposal conference be posted?

All Q&A will be posted at the same time at https://beta.sam.gov/. Type in the solicitation number in ‘Keywords’ to see the most recent updates.

53. Will contract holders be required to respond to every task order they receive, i.e. no-bid or bid, or just those they intend to bid on?

No. If a contractor decides to not respond to an RFQ at the task order level, he/she does not need to respond to the RFQ.

54. The link to the GSA IT Security Procedural Guide 01-2, Incident Response, is not accessible as presented in the RFP (p 6). The document appears to be located on GSA's Insite Platform which requires authenticated access.Could this document be provided on FBO for our access?

GSA, through Amendment 0001 has included ‘Attachment K - GSA IT Security Procedural Guide 01-2, Incident Response’. Please refer to Attachment K for the Guide instead of the link.

55. If we submit early and a late amendment is issued, will we be able to revise Tab A of Vol 1 to include the SF 30?

You can submit the Amendment via a separate email, however, please state in the email that you have already submitted all other documents, and the date, time, and email address that was used when the initial package was sent.

56. If a firm does not have fully audited financials, will unaudited financials be acceptable?

Yes - but the firm must state that it has no audited financials.

57. What is the contractor’s responsibility for physical damage to GSA property (your vehicles) in the case of an accident, thievery, hail storm, etc.? Can you direct me to where the details/requirements appear in the solicitation?

The contractor is fully responsible for any damage, theft, accident, etc. from the time the contractor takes possession of the vehicle until it is released. This is addressed in several locations in the statement of work.

58. Have questions regarding the:

● CLIN 0006 Fueling

● CLIN 0011 (A-B) License/Card removal

● CLIN 0014 (AA -AB) Reconditioning-Wash & Vacuum

● CLIN 0015 (A-B) Additional Security & Storage

The above references use to be performed at the auction site but show up in the Qualtrics, is this a new responsibility of the marshalling site? Are we required to fill in a dollar amount?

Refer to the Matrix in Appendix B of Attachment E - Statement of Work. All of the CLINs listed are mandatory for Marshalling Services.

59. Epay is PCI compliant according to the PIA done for GSA IT. I copied and pasted part of it below that highlights the Epay web application. All credit card payments are handled through Epay. No credit card related customer data is processed, transmitted or stored by the auction. Is the burden of PCI compliance not already satisfied by using Epay?

Contractors accepting credit and debit cards on behalf of the government are required to obtain PCI Certification. Contractors “accepting” credit and debit cards means the contractor is using his own system or credit card terminal to process the transaction(s). However, if contractors are only processing credit and debit card transactions, and are exclusively using GSA’s ePay system to process credit card transactions online, or use a GSA provided and programmed credit card terminal to process the transactions, PCI Certification is not required from the contractor. The GSA ePay system and GSA Fleet credit card terminals are already PCI Compliant.

60. What is the link to the qualtrics site?

See page 5 of Solicitation 47QMCA19R0001 it states

OFFERORS MUST REQUEST ACCESS TO QUALTRICS AT

https://feedback.gsa.gov/jfe/form/SV_0POgUjWhQ63D0cB and complete and submit the Qualtrics Questions and Pricing Information as a part of their offer.

61. All of our credit card payments for GSA units are done through the epay website (epay.fas.gsa.gov/epay/epay).

If contractors are only processing credit and debit card transactions, and are exclusively using GSA’s ePay system to process credit card transactions online, or use a GSA provided and programmed credit card terminal to process credit or debit card transactions, PCI Certification is not required. The GSA ePay system and GSA Fleet credit card terminals are already PCI Compliant. An Attestation of Compliance (AOC) will suffice if the contractors are only processing credit card transactions, and are exclusively using GSA’s ePay system to process credit/debit

62. The following is a section of the SOW:

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 PCIDSS 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.

Is this something that we need to do ?

It depends on if your firm is accepting credit and debit card transactions on behalf of the Government, or is only processing credit and debit card transactions for the Government.

Contractors “accepting” credit and debit cards means the contractor is using its own system or https://feedback.gsa.gov/jfe/form/SV_0POgUjWhQ63D0cB http://epay.fas.gsa.gov/epay/epay https://www.pcisecuritystandards.org/ credit card terminal to process the transaction(s). If this is the case, then yes it applies. However, if contractors are only processing credit and debit card transactions, and are exclusively using GSA’s ePay system to process credit card transactions online, or use a GSA provided and programmed credit card terminal to process the credit or debit card transactions, then no, it does not apply. An Attestation of Compliance (AOC) will suffice if the contractors are only processing credit card transactions, and are exclusively using GSA’s ePay system to process credit/debit credit/debit card transactions.

63. I am an IT Consultant. I spoke with the Auction yesterday after hearing the requirement for PCI compliance by December 6, 2019. I had a question about the method used to process payments for GSA .Epay is PCI compliant according to the PIA done for GSA IT. I copied and pasted part of it below that highlights the Epay web application. All credit card payments are handled through Epay. No credit card related customer data is processed, transmitted or stored by the auction. Is the burden of PCI compliance not already satisfied by using Epay?

Contractors accepting credit and debit cards on behalf of the government are required to obtain PCI Certification. Contractors “accepting” credit and debit cards means the contractor is using its own system or credit card terminal to process the transaction(s). However, if contractors are only processing credit and debit card transactions, and are exclusively using GSA’s ePay system to process credit card transactions online, or use a GSA provided and programmed credit card terminal to process credit or debit card transactions, PCI Certification is not required from the contractor. The GSA ePay system and GSA Fleet credit card terminals are already PCI Compliant. An Attestation of Compliance (AOC) will suffice if the contractors are only processing credit card transactions, and are exclusively using GSA’s ePay system to process credit/debit

64. Will the slide deck be emailed to call participant?

65. No. The slide decks of the presentation, Q&A’s, and a transcript of the conference will be posted on https://beta.sam.gov/ .

66. Will this presentation be available at any other time?

We are not doing a second presentation. The slide decks of the presentation, Q&A’s, an official transcript of the conference will be posted on https://beta.sam.gov/ .

67. Will we be provided a copy of this presentation and the Q&A's?

The Q&As and presentation will be posted in https://beta.sam.gov/.

68. Is there a way to view the Qualtrics data in full before beginning to answer the questions (for time planning purposes)?

Qualtrics is a decision tree software, which guides you through a series of questions that are determined by your response to previous questions. Each offeror’s set of questions is potentially different depending upon how previous questions were answered. As such, no previews are available in the system. You will need to go through the whole form to view all of the questions.

69. Can you review your Qualtrics answers upon completion of the form in its entirety?

You will need to use the back arrow buttons (<----) to click through the previous screens to get to the very beginning or whichever section/screen you want to review before submitting. Then use the forward arrow buttons (---->) to click through the form to get back to the end screen.

70. Once Qualtrics has been submitted, can any changes be made prior to the due date/time?

The submitter must formally ask in writing via email to the Contracting Officer at jeffrey.meyers@gsa.gov to withdraw his/her Qualtrics submission. Please have the header state, “REQUEST TO WITHDRAW QUALTRICS RFP 47QMCA19R0001”. The firm will need to request a new Qualtrics link to provide a new Qualtrics submission by the due date for Qualtrics. If you withdraw the Qualtrics and then do not submit a new Qualtrics response, the offer cannot be evaluated/awarded. Please make sure if you withdraw it that a timely new submission is provided.

71. Can you please display the information to request the Qualtrics link again?

Offerors can request Qualtrics at https://feedback.gsa.gov/jfe/form/SV_0POgUjWhQ63D0cB This is on page 5 of the solicitation under Section A.1 ADDITIONAL INFORMATION FOR

STANDARD FORM 1449.

72. Does using the back arrow in Qualtrics remove any previous answers?

It does not remove previous answers.

73. For Tier I, PCI compliance we utilize ePay or the POS ZON to pay buyer transactions. Is the PCI Compliance Certification required and if so how does one obtain a Certificate for gov't owned site & equipment? Tier III is by ACH?

Contractors accepting credit and debit cards on behalf of the government are required to obtain PCI Certification. Contractors “accepting” credit and debit cards means the contractor is using his own system or credit card terminal to process the transaction(s). However, if contractors are only processing credit and debit card transactions, and are exclusively using GSA’s ePay system to process credit card transactions online, or use a GSA provided and programmed credit card terminal to process credit and debit card transactions, then PCI Certification is not required from the contractor. The GSA ePay system and GSA Fleet credit card terminals are already PCI Compliant. An Attestation of Compliance (AOC) will suffice if the contractors are only processing credit card transactions, and are exclusively using GSA’s ePay system to process credit/debit

74. What I was trying to say is that because we only use either ePay.gov or the ZON for customer payments for Tier I services and we receive WEX ACH for Tier III marshalling services we don’t utilize any credit card system outside of the government owned / maintained website or hardware. So I didn’t know why the PCI Certification was necessary on the auction side. From what I have read the cost is about $15,000.

Contractors accepting credit and debit cards on behalf of the government are required to obtain PCI Certification. Contractors “accepting” credit and debit cards means the contractor is using his own system or credit card terminal to process the transaction(s). However, if contractors are only processing credit and debit card transactions, and are exclusively using GSA’s ePay system to process credit card transactions online, or use a GSA provided and programmed credit card terminal to process credit and debit card transactions, then PCI Certification is not required from mailto:jeffrey.meyers@gsa.gov the contractor. The GSA ePay system and GSA Fleet credit card terminals are already PCI Compliant. An Attestation of Compliance (AOC) will suffice if the contractors are only processing credit card transactions, and are exclusively using GSA’s ePay system to process credit/debit

75. If we are not capable of working on heavy duty vehicles would be we excluded from an award?

It is unclear whether this question applies to Auction Support Services or Marshalling Support Services. While, ideally, GSA prefers a full-service contractor for Auction Support Services and/or Marshalling Support Services, if you are limited in some capacity, you can submit the limitation as an exception and it will be evaluated as part of the technical proposal.

76. Please advise: statement of work doc. is not opening in GSA Download documents from https://beta.sam.gov, first, prior to trying to open them.

77. Can the auction services be performed without the marshaling services?

No.

78. I see a requirement shows the contractor is prohibited from charging the purchaser "buyer fees"? Is this the case in auctioning GSA vehicles?

Page 4 of Attachment E - Statement of Work says, “ 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.”

79. Are the Vendor Response docs a fillable PDF?

No

80. What is the section that does not need to be filled out if we are current in SAM?

If you have fully registered in SAM, clause 52.212-3 does not need to be completed. All other Representations or certifications (all other clauses and provisions) must be completed.

81. By selecting will you decline the offer, will we be allowed to resubmit after issue.

(Reference to use of Prohibited Foriegn Equipment) If an offer is rejected for any reason, GSA may have (at its sole discretion) one or more open seasons where any firm who was not awarded a contract can resubmit an offer. This is not a guarantee that any open seasons will be issued. Open Seasons are addressed in paragraph C.5 on page 12 of the solicitation. However, if you were rejected for Prohibited Foreign Equipment and you still have/use that equipment, it will likely result in no contract being awarded for a second time.

82. For Tab D, do you just need the confirmation page that SAM is current, or do you need a copy of the entire registration?

The confirmation page that SAM is current is fine. GSA can pull all other documents.

83. What is an example of price assumptions?

Typically price assumptions are specific limitations for the pricing or perhaps quantity discounts.

One example would be if an offeror came in requiring a ‘guaranteed minimum order’ for the prices to be valid. GSA would not accept this type of price assumption.

Another example, which might be acceptable would be quantity discounts wherein if the firm would grant additional concessions for specific business volumes.

Example: 1-100 vehicles marshalled $100.00 per vehicle 101 to 250 vehicles marshalled $98.00 per vehicle 250 to 500 vehicles marshalled $95.00 per vehicle

84. Multiple Participants: What is PCI Certification? Or any details?

PCI means Payment Card Industry. See page 8 of the SOW (Attachment E).

Contractors accepting credit and debit cards on behalf of the government are required to obtain PCI Certification. Contractors “accepting” credit and debit cards means the contractor is using his/her own system or credit card terminal to process the transaction(s). However, if contractors are only processing credit and debit card transactions, and are exclusively using GSA’s ePay system to process credit card transactions online, or use a GSA provided and programmed credit card terminal to process credit and debit card transactions, then PCI Certification is not required from the contractor. The GSA ePay system and GSA Fleet credit card terminals are already PCI Compliant. An Attestation of Compliance (AOC) will suffice if the contractors are only processing credit card transactions, and are exclusively using GSA’s ePay system to process credit/debit

85. Is PCI certification required for Marshalling Services? Or is that requirement strictly for Auction Services?

PCI Certification is not required for Marshalling Services.

86. Are we going to be required to have another site survey if we have held a contract before?

Yes, every performance location offered under every valid offer received will have a site survey.

87. When Volume 1 @ 2 is submitted will there be a confirmation emailed back?

No

88. It does not look like there are written narratives required this time, as in the past, in regards to past performance, technical, etc. Is this correct, and do Qualtrics answers replace these?

Correct. Written narratives to describe your technical approach, past performance and management capabilities are not required in your offer. Your Qualtrics submission replaces that and pricing submissions.

89. Regarding performance locations: would our off site service shop be considered a separate performance location? Site is owned and operated by us.

Yes - but it might be included as a part of the original site survey or it might be considered a separate site survey dependent upon the function. Example: If a firm has a separate wash/vac and reconditioning site it would still need secure storage but would not need customer parking -so that would be included as part of the original site survey.

If, on the other hand, the wash/vac and reconditioning site was also used as the marshalling site for physical pick up of the vehicles, a complete site survey would be needed for that site.

90. What region or states is the majority of GSA volume?

Please review Appendix A in the Statement of Work.

91. We have already been awarded solicitation for the coming year…