FBO_fy20_QandA1_anchorage.pdf

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Q&A FY2 Page 1 of 8

Q1: The Government has made known, in FBO, intentions for a GSA Marshalling Contract Award in September of 2020. Will the Anchorage Site be included in the anticipated Government Solicitation tentatively to be awarded in September of 2020?

A1: Solicitation #47QMCA20R001 is a separate Request for Proposal (RFP) than the upcoming National Auction & Marshaling solicitation. Interested Anchorage vendors may respond to both #47QMCA20R001 and the National Auction & Marshaling solicitation when it is released in FBO.gov.

Q2: Is the Government going to provide a SF 1449 for this solicitation? It is referred to in provided documents inclusive of FAR 52-212-2. I have not located this form in other provided solicitation documents.

A2: Per FAR 52-212-2(b), below in full-text for reference, vendors may submit their offer via alternate method:

Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show --

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Q&A FY2 Page 2 of 8

Q3: Is the Government going to provide clearer guidance regarding evaluation criteria?

Specifically, required formats for Past Performance and Technical? The criteria are mentioned, with minimal specifics, in another section, but in the provided FAR 52.212-2 Document, the criteria is left blank.

A3: Price is the first evaluation factor. The Government may require and schedule a site visit to potential marshaling location(s). Vendors should use their standard business practices to respond to the requirements in the SOW, unless otherwise instructed. The FAR 52.212-2 provision is completed by the evaluation factors document provided in the solicitation (full text follows):

52.212-2 Evaluation-Commercial Items. (Oct 2014)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

• Price

• Past Performance

• Technical Capability

Technical and past performance, when combined, are approximately equal, when compared to price.]

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Q4: Is the Government going to provide coverage amounts for required insurances? The referenced FAR Clauses are blank or generic in content.

A4: 52.228-10 VEHICULAR AND GENERAL PUBLIC LIABILITY INSURANCE (APR 1984)

(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 $200,000 for each person and $500,000 for each occurrence; and

(2) Property damage of not less than $50,000 for each accident and $300,000 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.

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Q&A FY2 Page 3 of 8

Q5: Hours of Operation: What is GSA's expectations as far as days and hours of operation for the Anchorage GSA Marshalling Facility?

A5: As stated in the Statement of Work: “F-FSS-290 DELIVERY HOURS (APR 1984) - Where prices are quoted and accepted on a destination basis, delivery shall be performed between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday, LOCAL TIME, holidays excluded.”

Q6: What is the frequency of the vehicle auctions?

A6: While the contractor awarded this contract will not be responsible for vehicle auctions, it will be participating under CLIN 6 Sales Prep and will be expected to work with an auction contractor on sales scheduled by GSA. Although rapid sales are important to the Government, and sales are attempted to be conducted every 30 days, the frequency of sales is at the discretion of the Government.

Q7: What CLIN does the Government want the offerer to use for capturing costs for auction support?

Before sale tasks are clear in the SOW for preparation packages etc. with the exception of marking vehicles. After sale requirements are vague and are not mentioned especially for labor and supplies.

A7: The vendor awarded a marshaling contract from this solicitation will be responsible for performing the requirements in the SOW. Sale Prep requirements (before and after) are specifically located in CLIN 6

The marshaller must follow the instructions in CLIN 6, Sales Prep, in the SOW, all sections, to include the section that explains Vehicle Release and Removal of Purchased Property. The marshaller must also follow any additional instructions supplied by the auction contractor. The marshalling contractor will NOT be acting as a sales agent for the Government. Please read CLIN 6 in its entirety. The sales agent will be a separate auction contractor.

• Distribute sale documents: the SF97, and the sales contract. See CLIN 6 of SOW for details

• Release of vehicle to the registered buyer or their agent. See SOW for details

Q8: Will auction contractor personnel be at the Anchorage Site to coordinate the final auction details and sales items with new vehicle owners in lieu of the marshalling contractor having to perform all of these tasks?

A8: The sales agent (auction contractor) will work remotely with the marshalling contractor. The marshalling contractor will be responsible for the items in the SOW, specifically CLIN 6 as it pertains to Sales Prep.

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Q&A FY2 Page 4 of 8

Q9: Please break out the anticipated amounts of vehicles by vehicle types (GVWR over and under 10,000 lbs) for shipments from Fairbanks to Anchorage. The cost difference between transporting a vehicle under 10,000 pounds and vehicles over 10,000 lbs is considerable. Oversize vehicles are also more costly to ship from Fairbanks to Anchorage. There are also limitations on heavy loads at certain times of the year.

A9: The Government expects the awarded vendor to operate in accordance with all Federal, State and Local laws. Additionally the Government understands there may be limitations during certain times of the year due to the location. The Government expects awarded vendors to complete the work in a timely manner and notify the FSR if there will be any delays for any reason.

Estimated breakdown of anticipated vehicles requiring shipment from Fairbanks to Anchorage is as follows, Type/Amounts:

Light trucks 4X4, Under GVWR 10,000:

• Weight: GVWR 6000 – 9900

Quantity: 109 Representative Examples include: 1500 Ext. cab, F250 Crew Cab

Light Trucks 4X2, Under GVWR 10,000:

• Weight: GVWR 7300 – 9900 Quantity: 71 Representative Examples include: Full size 12 – 15 pass van, Cargo van (bread truck type).

Vehicles, Over GVWR 10,000:

• Weight GVWR 10,000 – 17,950 Quantity: 38 Representative examples include: F550 Stake Truck 12-16’ bed, F350 Utility Bed.

• Weight: GVWR 13,000 Quantity: 1 Representative examples include: F350 stake bed

Vehicles, Medium/Heavy:

• Weight: GVWR 26,000 – 52,000 Quantity: 4 Representative examples include: Stake & platform, Tractor truck

• Weight: GVWR 10,000

Stake & platform

Ambulance:

• Weight: GVWR 16,500

Ambulance, EMR truck

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Q&A FY2 Page 5 of 8

Q10: Please clarify transportation from Fairbanks. As I am reading the solicitation documents, transport from Fairbanks is to be priced as round trip. This is not how Alaska vehicle logistics works.

A10: One price per trip is requested from Fairbanks to Anchorage. The contractor may use documented mileage calculations and averages to provide the one price. The support documentation for mileage calculations and averages may be requested by the Government. There are two categories: “Up to 10,000 GVWR” and “Over 10,000 GVWR”.

Q11: Are all inbound vehicles to Alaska coming through Anchorage?

A11: No. The Government has provided its best estimates for the vehicles that are to be marshaled at Anchorage. Interested vendors are invited to submit their offer utilizing those estimates.

Q12: The RFP is mute on snow and ice requirements at the storage facility. Snow and ice are significant elements to consider when conducting business in Alaska. Are there additional GSA requirements and expectations that a proposing contractor should be aware of regarding snow and ice impacts on vehicles?

A12: All snow and ice impact to vehicles at the facility shall be borne by the contractor as part of normal business operations.

Q13: Winter battery jump starts will be significant costs in dealing with eight-year old vehicles. Is this cost captured under mechanical CLINS and do jump starts require coordination with FSR's and the MMC?

A13: Costs to jump start batteries will be at a negotiated rate based on the successful offeror’s mechanical labor hour as bid in CLIN 12A. Rate to be negotiated at task order issuance or at a future time.

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Q&A FY2 Page 6 of 8

Q14: Vehicles left in cold weather for a significant amount of time will deteriorate over that timeframe.

When parked, there may be no dash warning lights that are lit. After time, lights will come on the dashboards due to no fault of the marshalling contractor. This will occur after the marshalling contractor has signed for the vehicles and prepped them for the auction. Is there an exception to get these vehicles tended to by professional mechanics or is this additional cost to be borne by the marshalling contractor?

A14: Dash warning lights affected by cold weather, that were not previously lit, and that come on after the vehicle has been prepped for marshalling or sales should be tended to by a professional mechanic at the dealer, or by the marshaller (if capable) at the awarded hourly mechanical rate. GSA’s FSR should be notified of these instances and the marshaling contractor must receive Government approval prior to performing repairs.

Q15: Is there a requirement and reimbursement for the marshalling contractor to start and run vehicles during cold weather periods while waiting for auctions in order to keep them operational preventing weak batteries from freezing and other cold weather exposures.

A15: The marshaller should ensure vehicles can be started and should consider the cost to do so within the cost of the marshal and sale prep CLINs.

Q16: The requirement for storage is 250 vehicles with a total number of vehicles in the solicitation equal to 550. New vehicles arrive and simultaneously other new vehicles are exchanged with old vehicles and prepped for auctions and of course auction vehicles are sold and leave the facility. Storage real estate is the biggest cost in proposing pricing for this contract. I would offer that a smaller storage number would be in order as it is doubtful that almost half of the vehicles would be stored on the site at any one time (auction frequency dependent). I would suggest that a number of 150 vehicles would be more appropriate and would result in a significant dollar savings to the Government.

A16: The Government has determined that the Anchorage marshaling vendor shall have adequate storage for the specified number of vehicles in the event that number is on the lot at a given time. It is expected that varying numbers of vehicles will cycle through the marshaling process from month to month. Vendors are invited to provide their best offers in response to the solicitation by the closing date and time.

Q17: Storage is for up to 75 vehicles at any one time for exceeding 30 days. What happens if there are more than 75 vehicles?

A17: It is anticipated that the estimate provided will be adequate for the FY20 marshaling period of performance. The Government may modify the contract at its discretion to accommodate approved changes.

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Q&A FY2 Page 7 of 8

Q18: Will the marshalling contractor be required to receive vehicles at other locations like the Port of Anchorage?

A18: Most vehicles are delivered to local dealers. Some vehicles such as heavy trucks may be required to be retrieved directly from the port.

Q19: What is the flow of new vehicles into the state of Alaska? Will the marshalling contractor receive a certain number of vehicles per month or will there be significant vehicles to process in the summer and far fewer in the winter?

A19: It is expected that varying numbers of vehicles will cycle through the marshaling process from month to month. The Government has provided its best total vehicle estimates per CLIN. INTERESTED

OFFERORS ARE CAUTIONED THAT QUANTITIES PROVIDED IN THE SOW ARE ESTIMATES

ONLY.

Q20: Why is there no labor associated with CLIN 5? It only addresses fuel costs.

A20: As per CLIN 5 in the Statement of Work: “Fuel shall be charged at the current local prevailing rate for fuel. This rate shall be verified and approved by the TO-COR in writing. The contractor may charge a time labor rate as a provision of this service. The labor fee shall be offered in dollars per hour in accordance with CLIN 5A (ref amended SOW). The time shall be approved by the TO-COR prior to fueling the vehicle(s). The marshalling contractor will NOT be paid labor fees for fueling when TO- COR approval has not been requested and received in advance.”

Q21: CLIN 1. a. and 1. b.: Will the Government provide a breakout of small vehicles and large vehicles to be supported by these CLINs?

A21: Light vehicles, Up to 10,000 GVWR:

1A = 5 1B = 238 Large vehicles, Over 10,000 GVWR:

1A = 7 1B = 0 (none)

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Q&A FY2 Page 8 of 8

Q22: Is performance of POI the marshalling contractor's option, or is it a GSA directive?

A22: CLIN 1 is mandatory as stated in the Statement of Work (SOW). Pre-Delivery Inspection (PDI) will be performed by the marshaling vendor for new vehicles under CLIN 1a. The Dealer will perform PDI at the dealer’s site for vehicles under CLIN 1b, “Dealer Delivery”; therefore, the work requirement is less for the marshaling vendor for vehicles under CLIN 1b.

Q23: Will larger vehicles, over 10,000 lbs, tractors, ambulances and buses, POi's be performed by qualified mechanic shops with the specialized equipment?

A23: Most heavy vehicles are pre-PDI’d prior to leaving the factory, and should require little more than a quick check of fluid levels and basic visual inspection for items that may have been affected along the delivery route.

Q24: EIMS: What are the requirements to gain access to EIMS?

A24: Electronic Inventory Management System (EIMS) is an optional (generic type) service for services under Marshalling Services. An EIMS system should meet the requirements listed under CLIN 9 in the Statement of Work (SOW); re-read CLIN 9 in its entirety. Per the SOW: “An EIMS system is the inventory management tool of choice. The EIMS system may be utilized for management and inventory control for new/exchange/reassigned marshalled vehicles. If the contractor is not offering EIMS services they shall provide electronic inventory listings on a daily basis. At a minimum, the contractor shall provide a current inventory listing, of all vehicles secured on the contractor’s lot, in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the TO-COR.”

<< End of Q&A - Anchorage, AK >>

A3: Price is the first evaluation factor. The Government may require and schedule a site visit to potential marshaling location(s). Vendors should use their standard business practices to respond to the requirements in the SOW, unless otherwise inst...