FBO_fy20_SOW_amend3_anchorage_fy20.pdf

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 1 of 28

Return entire Solicitation with required offer documents – Offeror, initial in box ________

VENDOR IDENTIFICATION PAGE

Offeror Business Name including DBA (exactly as entered in SAM.gov):

Offeror Address:

Street:

City:

State:

Zip + 4:

Place of Performance Address (if different from above. State “SAME” if address is same as above):

Street:

City:

State:

Zip + 4:

Offeror Representative Contact(s) – Add more Names/Information as needed:

Name:

Title:

Email(s):

Phone number(s):

Name:

Title:

Email(s):

Phone number(s):

DUNS:

Tax ID Number (specify if this is an SSN to secure personal information):

CAGE Code:

Specify Business Size and Designation(s) (examples: SB, WOSB, VOSB, SDVOSB, SDB, etc.)

Specify NAICS Code used by the offeror for this requirement:

Please ensure your SAM.gov registration is valid, up-to-date, and if needed, renewed prior to its expiration date

<< End of Vendor Identification Page >>

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 2 of 28

IMPORTANT: It is the sole responsibility of the Offeror to thoroughly read the Statement of Work (SOW) and fully comprehend each of services/estimates/requirements, etc. that it entails. Clarification inquiries may be emailed to the named Contracting Officer no later than two (2) days prior to the solicitation closing date: Angie Rogero, Contracting Officer, 404.304.5277, angie.rogero@gsa.gov

Performance must adhere to all critical time requirements as specified in the sow, no exceptions.

Please Note - This Is A Service Contract And DOL Wage Rates And Benefits Per Locality Apply. It Is The Contractor’s Responsibility To Ensure They Meet The Minimum Requirements Of The DOL Wage Rates And Benefits. See Contract Clauses & Provisions. See Provided DOL Wage Rates And Benefits.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

Solicitation #47QMCA20R001 is being issued as a Request for Proposals (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-03 (06.12.19).

The provision at 5 2.212-1, Instructions to Offerors-Commercial, applies to this acquisition; there are no addenda to the provision.

Provision at 5 2.212-2, Evaluation-Commercial Items, is applicable to this acquisition. (Full Text - Read provision in the separate labeled document attached to this solicitation.)

Include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications- Commercial Items, with your offer. (Full Text - Read provision in the separate labeled document attached to this solicitation.

The clause at 5 2.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition; there are no addenda to the clause.

The clause at 5 2.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition. (Full Text - Read clause in the separate labeled document attached to this solicitation.)

Additional contract requirement(s) or terms and conditions necessary for this acquisition are as follows: Insurance as required in the SOW; completed and current registration in SAM.gov

Complete offers must be received by August 30, 2019 at 4:00 pm Eastern Time. Late offers will not be accepted. Offers may either be submitted into FBO.gov under the referenced solicitation or emailed directly to me at angie.rogero@gsa.gov.

TTHE CONTRACTOR WILL PROVIDE:

(a) All labor, parts, equipment, tools, supervision and other items of service necessary to perform all of /services described within this solicitation, for all of the various types of vehicles described in the bid schedule, whenever required and ordered.

(b) The Contractor must designate one on-site contract employee and one on site alternate who empowered to enter and finalize negotiations in the Contractor’s name. This designation must be furnished to the Government in writing.

NOTE: Any Contractor personnel who operate GSA vehicles, to include movement within the maintenance compound/facility, must be properly licensed for that vehicle. A Commercial Driver's License (CDL) must be obtained where appropriate at no expense to GSA. GSA vehicles m ay not be used for road tests to obtain the CDL.

http://farsite.hill.af.mil/reghtml/Regs/FAR2AFMCFARS/FARDFARS/FAR/12.htm#P306_50177 mailto:angie.rogero@gsa.gov

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 3 of 28

STATEMENT OF WORK

SOLICITATION NUMBER: 47QMCA20R001/47QMCA19R19 (reference both solicitation numbers in offer)

FSC CLASS: 0753

SERVICE: New and used vehicle pre-assignment preparation

CONTRACT PERIOD: October 01, 2019 through September 30, 2020. One 12-month Option period to run consecutively if exercised, at Government’s sole discretion, from October 01, 2020 through September 30, 2021.

Service Area -– Anchorage, AK

Estimated Quantity - estimated 550 total new/used vehicles

QP Line Number/CLIN Description # OF

VEHICLES

1A Marshalling - New

1A.1 Light vehicles, < 10,000 GVWR - New 5 1A.2 Large vehicles, > 10,000 GVWR - New 7

1B Marshalling - New - Dealer Delivery (PDI performed by Dealer) 1B.1 Light vehicles, < 10,000 GVWR - Dealer Delivery 238 1B.2 Large vehicles, > 10,000 GVWR - Dealer Delivery 0

2 Marshalling - Sale (aka Exchange) 250 3 Marshalling - Reassignment 50 4 Telematics - New Vehicles Only (Optional - Not Mandatory) 250 5 Fueling - Acutal Current Local Prevailing Rate for Fuel 25

5A Fueling - labor per hour 25 6 Sales Preparation 450 7 Transportation of Vehicles for Repair, Cleaning, Damage in Transit (DIT) (Round Trip) 100 8 Transportation of Sale Vehicles from Fairbanks to Anchorage (Round Trip)

8A Light vehicles, < 10,000 GVWR - Sale; Transportation from Fairbanks to Anchorage (Round Trip) 181 8B Large vehicles, > 10,000 GVWR - Sale; Transportation from Fairbanks to Anchorage (Round Trip) 44

9 Electronic Inventory Management System (EIMS) 500 10 License Plate/Card Removal (Flat Fee per Vehicle) 450 11 Decommissioning - De-Equipping Vehicles (No Ambulances)

11A Equipment Destruction or Return (Optional - Not Mandatory); (11A: Destruction priced per piece) 45

11B Equipment Destruction or Return (Optional - Not Mandatory); (11B: Destruction priced with a cap per vehicle) 5

12 Maintenance/Repair 12A Mechanical Labor per hour 20 12B Mechanical Parts Discount percentage-off list, Mitchell Repair Estimating Guide 20 12C Body Labor Rate per hour 20 12D Body Parts percentage-off list, Mitchell Collision Estimating Manual 20 12E Paintless Dent Removal (PDR) - Per panel 20 12F Paintless Dent Removal (PDR) - labor rate per hour 20 12G Glass Repair, per chip 150 12H Windshield Replacement (inclusive of glass, labor, and molding) 150 12I All Other Glass Replacement Labor per hour 10

12J All Other Glass Replacement Parts percentage-off National Auto Glass Specifications (NAGS) Guide price list. 10

12K Non-standard glass not listed in NAGS must get pre-approval of costs 10 13 Reconditioning

13A Level I, Wash/Vacuum (Priced per Vehicle) 50 13B Level II Wash/Vacuum plus (Priced per Vehicle) 400 13C Decal Removal (Priced per Panel/Door) 200 13D Shrink-Wrap Removal - body labor rate per hour 10

14 Storage and Security for 75 vehicles up to 30 ADDITIONAL days each (Price as a Daily Flat Fee per Vehicle). ESTM IS FOR NUMBER OF DAYS, (NOT VEHICLES) 2,250

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 4 of 28

FACILITIES - All offerors are required to have a facility located within 50 miles of the city limits of the service areas described above. All facilities must have adequate secure storage for 275 vehicles. All proposed facilities will be inspected as a part of the evaluation of offers by the FSR. Facilities that lack adequate storage or security will not be considered for award.

OFFERORS ARE CAUTIONED THAT QUANTITIES PROVIDED IN THE SOW ARE ESTIMATES ONLY.

Please ensure your SAM.gov registration is valid, up-to-date, and if needed, renewed prior to its expiration date

GUARANTEE:

(a) Notwithstanding inspection and acceptance by the Government or any provision concerning the conclusiveness thereof, the Contractor warrants that all services performed under this contract will, at the time of acceptance, be free from defects in workmanship and conform to the requirements of this contract. The Contracting Officer shall give written notice of any defect or nonconformance to the Contractor within 30 days from the date of acceptance by the Government. This notice shall state either—

(1) That the Contractor shall correct or re-perform any defective or nonconforming services; or

(2) That the Government does not require correction or re-performance.

(c) If the Contractor is required to correct or re-perform, it shall be at no cost to the Government, and any services corrected or re-performed by the Contractor shall be subject to this clause to the same extent as work initially performed. If the Contractor fails or refuses to correct or re-perform, the Contracting Officer may, by contract or otherwise, correct or replace with similar services and charge to the Contractor the cost occasioned to the Government thereby, or make an equitable adjustment in the contract price.

(d) If the Government does not require correction or re-performance, the Contracting Officer shall make an equitable adjustment in the contract price.

This Statement Of Work (SOW) is intended to cover the Fleet Management Centers referenced above under “service areas”. This SOW will cover (1) the receipt and pre-assignment preparation of new GSA Fleet vehicles; (2) the receipt, termination of assignment inspection, and pre-assignment preparation of vehicles to be turned in to GSA for reassignment; (3) the termination of assignment inspection of vehicles turned in to GSA FMC for disposal (sale). GSA contemplates the award of a single contract in the defined service area.

Please Note - This Is A Service Contract And DOL Wage Rates And Benefits Per Locality Apply. It Is The Contractor’s Responsibility To Ensure They Meet The Minimum Requirements Of The DOL Wage Rates And Benefits. See Contract Clauses & Provisions. See Provided DOL Wage Rates And Benefits.

Task Order Contracting Officer’s Representatives (TO-CORs) shall be appointed by the TO-CO who issued the task order via a Delegation of Authority Letter that will be provided to the contractor. The TO-COR will be the requesting/ authorizing/approving authority for any CLIN service and may request these CLINs for any number of vehicles not to exceed the dollar threshold established in the task order.

Note: The Vendor Is Advised That They Are Not To Provide Any Services That Would Exceed The Amount Authorized On The Task Order. Services That Are Provided That Would Exceed This Amount May Not Be Paid Unless Approved By The Task Order Contracting Officer (TO-CO).

The TO-COR is not permitted to negotiate or agree to any pricing changes established under the task order. Any changes to pricing or the terms and conditions of the task order must be formally modified by the Task Order Contracting Officer (TO-CO) via a written modification to the task order.

The TO-COR is the technical liaison between the contractor and the TO-CO and is responsible for verifying satisfactory performance and timely delivery as set forth in the contract. Any issues the contractor has or clarifications needed in the terms and conditions of the SOW shall be raised to the TO-COR. If the issue is not satisfactorily addressed at that level the Contractor will schedule a meeting with both the TO-COR and the TO-CO. If the issue is still not resolved the TO-COR will raise the issue as

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 5 of 28 appropriate to higher levels. Electronic Data Interface (EDI) capability is required. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the TO- COR. The contractor shall have Internet access to upload and download files to GSA services or web-based applications.

Marshaling Services Statement of Work

Summary of All Contract Line Items (CLINs) Covered by the SOW:

QP Line Number/CLIN Description # OF

VEHICLES

1A Marshalling - New

1A.1 Light vehicles, < 10,000 GVWR - New 5 1A.2 Large vehicles, > 10,000 GVWR - New 7

1B Marshalling - New - Dealer Delivery (PDI performed by Dealer) 1B.1 Light vehicles, < 10,000 GVWR - Dealer Delivery 238 1B.2 Large vehicles, > 10,000 GVWR - Dealer Delivery 0

2 Marshalling - Sale (aka Exchange) 250 3 Marshalling - Reassignment 50 4 Telematics - New Vehicles Only (Optional - Not Mandatory) 250 5 Fueling - Acutal Current Local Prevailing Rate for Fuel 25

5A Fueling - labor per hour 25 6 Sales Preparation 450 7 Transportation of Vehicles for Repair, Cleaning, Damage in Transit (DIT) (Round Trip) 100 8 Transportation of Sale Vehicles from Fairbanks to Anchorage (Round Trip)

8A Light vehicles, < 10,000 GVWR - Sale; Transportation from Fairbanks to Anchorage (Round Trip) 181 8B Large vehicles, > 10,000 GVWR - Sale; Transportation from Fairbanks to Anchorage (Round Trip) 44

9 Electronic Inventory Management System (EIMS) 500 10 License Plate/Card Removal (Flat Fee per Vehicle) 450 11 Decommissioning - De-Equipping Vehicles (No Ambulances)

11A Equipment Destruction or Return (Optional - Not Mandatory); (11A: Destruction priced per piece) 45

11B Equipment Destruction or Return (Optional - Not Mandatory); (11B: Destruction priced with a cap per vehicle) 5

12 Maintenance/Repair 12A Mechanical Labor per hour 20 12B Mechanical Parts Discount percentage-off list, Mitchell Repair Estimating Guide 20 12C Body Labor Rate per hour 20 12D Body Parts percentage-off list, Mitchell Collision Estimating Manual 20 12E Paintless Dent Removal (PDR) - Per panel 20 12F Paintless Dent Removal (PDR) - labor rate per hour 20 12G Glass Repair, per chip 150 12H Windshield Replacement (inclusive of glass, labor, and molding) 150 12I All Other Glass Replacement Labor per hour 10

12J All Other Glass Replacement Parts percentage-off National Auto Glass Specifications (NAGS) Guide price list. 10

12K Non-standard glass not listed in NAGS must get pre-approval of costs 10 13 Reconditioning

13A Level I, Wash/Vacuum (Priced per Vehicle) 50 13B Level II Wash/Vacuum plus (Priced per Vehicle) 400 13C Decal Removal (Priced per Panel/Door) 200 13D Shrink-Wrap Removal - body labor rate per hour 10

14 Storage and Security for 75 vehicles up to 30 ADDITIONAL days each (Price as a Daily Flat Fee per Vehicle). ESTM IS FOR NUMBER OF DAYS, (NOT VEHICLES) 2,250

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 6 of 28

THE FOLLOWING ARE MANDATORY FOR ALL CLINS

1. IMPERATIVE: VENDOR MUST ADHERE TO ALL CRITICAL TIME REQUIREMENTS AS SPECIFIED IN THE

SOW, NO EXCEPTIONS.

2. The marshaling contractor must ensure that the Fleet Services Card (WEX) is secured at all times while in the marshaling contractor’s possession.

3. Any unauthorized use or charges accruing on the Fleet Services Card (WEX) while it is in the marshaling contractor’s possession are the sole responsibility of the marshaling contractor.

4. Please Note - This Is A Service Contract And DOL Wage Rates And Benefits Per Locality Apply. It Is The Contractor’s Responsibility To Ensure They Meet The Minimum Requirements Of The DOL Wage Rates And Benefits. See Contract Clauses & Provisions. See Provided DOL Wage Rates And Benefits.

Government Furnished Property (GFE) - provided by GSA to the vendor:

● FMS2Go equipment, FMS2Go mobile app, non-electronic alternative authorized by GSA

● U.S. Government License Plates (two per vehicle to be received)

● Fleet Services Credit Card

● Key Case with Maintenance Control Center/Accident Management Center card enclosed

● Vehicle Operator Guide

● Accident Package

● GSA Vehicle Assignment/Termination Transaction sheet with customer name, phone number, vehicle tag number to be exchanged and the new vehicle tag number.

● Vehicle Accountability Form (VAF) or e(VAF) *sample of hardcopy VAF is attached to SOW

● VFE program (provided by GSA as necessary)

● Vehicle Input Data Sheet - ONLY if requested by the FSR

● Payment information

GSA will provide each site with FMS2Go equipment/mobile app or authorize a non-electronic alternative so that vehicle information can be recorded. Each site MUST utilize the equipment/mobile app/non-electronic alternative authorized by GSA while recording vehicle data. Non-authorized alternatives are NOT allowed. There are no exceptions to this requirement.

Invoices for marshaling services will be provided electronically to GSA Fleet Service Representative (FSR) - minimum is on a monthly basis; maximum is weekly - for payment for all work performed for the month. DO NOT SUBMIT DAILY INVOICES. Please submit consolidated invoices. Each invoice will need to include the word “INVOICE” at the top, a listing of all vehicle tags numbers, VINs, QP number, Contract Number and charges by Contract Line Item Number (CLIN) for the services provided. Invoices must be on company letterhead and include the payment remit-to address. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the FSR.

Invoicing:

1. Awarded vendor must register into Vendor and Customer Self Service (VCSS).

2. Invoices in excess of weekly submissions (ie, more frequently than the max allowed of once per week) will not be accepted and will be returned for proper time frame submission.

3. Incorrect invoices will not be accepted and will be returned for correction and proper submission.

4. Each CLIN will have a Not-to-Exceed amount. The vendor will not exceed this award per CLIN amount, doing so may result in non-payment for services.

5. Final approved invoice will be signed by the FSR and returned to the vendor for submission into VCSS for payment.

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 7 of 28

Marshaling Contractor Requirements:

● Required to have a secure parking area free from standing water for storage of Government vehicles.

The term "secure" means that unauthorized access to the vehicle(s) will not be possible at any time

● Required to have all marshaling facilities and accommodations suitably maintained in a clean, orderly and safe condition at all times.

● Fully responsible for safeguarding the vehicles, license plates, and Fleet Services (WEX) credit cards.

● Responsible for immediately notifying the police and obtaining a copy of the police report to provide to GSA if one or both license plates are missing.

● Liable for any damages, accidents, pilferage, theft, etc. For the time the marshaling contractor has possession of said items and vehicles.

● Unless specifically authorized by this contract, the marshaling contractor is prohibited from driving or moving any GSA vehicle off its secured premises without prior express authorization of the Fleet Service Representative (FSR) unless specified in the Statement of Work.

● Vendor is to report inventory electronically, preferably by spreadsheet, to the FSR once a week, due at a date/time to be determined by the FSR. During busy season(s), daily reports may be requested by the FSR.

● Requirements include 45 days storage; at 30 days vendor must contact FSR if customer has not picked up their vehicle.

● Contractors bidding on RFQ shall hold valid shop keeper’s insurance policy in accordance with three FAR clauses:

52.228-10, VEHICULAR AND GENERAL PUBLIC LIABILITY INSURANCE (APR 1984); and 52.247-21 CONTRACTOR LIABILITY FOR PERSONAL INJURY AND/OR PROPERTY DAMAGE (APR 1984); and 52.237-2, PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR 1984). Contractors shall provide proof of insurance with their response to the SOW. (Required)

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.

● In the event vehicle is noted as missing from the marshaling site, the Contractor shall notify the FSR, Contracting Officer’s Representative (COR), and Contracting Officer (CO) in writing and by phone call within 24 hours of the missing vehicle and shall file a police report designating the vehicle was stolen. The contractor shall immediately determine if the license plates and keys for the vehicle are missing as well and shall report them as stolen to the police and GSA Fleet within 24 hours. A copy of the police report shall be sent to the FSR, COR, and CO as soon as it is made available to the Contractor.

● Responsibility - The contractor shall be fully responsible for the vehicles, and for the safeguarding of License Plates, and/or Fleet Services Cards, and liable for any damages, accidents, pilferage, theft, etc. from the time the vehicles are picked up to the point of release or return to the Government. In the event the Fleet Services Card accompanies the vehicle during transportation, it shall not be used for any purpose whatsoever.

● Dry Runs - 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 drive away method), is not available at the specified pick-up location, or a customer agency is unable to accept a vehicle, the contractor shall call the TO-COR immediately to see if there is another vehicle that may be substituted or other arrangements can be made. In the event there is not a substitute vehicle, other delivery arrangements cannot be made, or the TO-COR is not available, the contractor may charge a dry run fee according to the pricing schedule for CLIN 7.

<< End of Contractor Requirements >>

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 8 of 28

CLIN 1a. Marshaling Services for New Vehicles (Required)

This service includes receiving the vehicles directly from the manufacturers, recording and reporting any damages that occurred to the vehicle in transit (DIT damages)as required by the instructions provided by GSA (per instruction by the manufacturer). Any costs associated with the vendor’s failure to timely and accurately report damages in transit on new vehicles may be assessed against the contractor. Complete a PDI in accordance with the manufacturers PDI checklist and procedures, preparing the new vehicle for assignment by attaching license plate tags and any specialty equipment as directed by the GSA FSR (equipment provided by GSA), conducting a pre-release inspection of the new vehicle with each GSA customer, delivering the GSA Fleet Credit Card and Vehicle Packet for each new vehicle (provided by GSA) to the customer, releasing the new vehicle to the GSA customer, and preparing necessary documentation to forward to GSA FSR’s (provided by GSA)

The fees under this CLIN cover the security and storage of vehicles for a base period of 45 days after receipt of the vehicle at the contractor’s facility.

The following tasks for the above line item shall be completed by the contractor:

New Vehicle Receipt, Acceptance and Inspection

Upon taking delivery of new vehicles, the contractor will notify GSA that the vehicles have been delivered. “( Contractor will check the transportation documents provided by the carrier against the vehicles actually received for accuracy. Contact GSA immediately for instructions regarding any discrepancies. GSA will provide the vendor with specific Damage in Transit instructions for each manufacturer. It is essential that the vendor follow all DIT instructions and comply with all timelines and reporting dates in accordance with the specific instructions from each manufacturer. Failure to follow the DIT instructions may result in the vendor being assessed any costs associated with failure to timely and accurately report any Damage in Transit to the manufacturer’s representative and to the GSA Fleet Service Representative.

1. Walk around visual inspection of vehicle with transport company delivery driver to ensure vehicle matches description on transport/lading documents, note any damages to the vehicle, if damages are discovered, immediately report those damages to the FSR and to the manufacturer’s representative in accordance with the supplied DIT instructions. Note any discrepancies from descriptions order sheet, on the Bill of Lading/transportation company checklist and sign for delivery

2. Complete the Pre-Delivery Inspection (PDI) In accordance with the manufacturer’s procedures. Remove the window stickers and vehicle information sheets from the vehicle and set them aside for the GSA FSR. Remove any decals and protective plastic coverings. Install antennae, hubcaps, license plate brackets and accessory fuses (as necessary). Install the GSA provided license plates (front and back) on each vehicle. Load all vehicle information utilizing FMS2Go equipment or FMS2Go Mobile App (provided by GSA).

3. Ensure the vehicles have adequate fuel to be driven to the nearest fueling facility that accepts the GSA Fleet Services Credit Card. GSA will provide the vendor with a list of nearby stations that accept the Fleet Services Credit Card. The vendor is prohibited from using the GSA Fleet Services Card for this task.

4. Electronic Load of New Vehicle Data

The marshalling contractor shall load new vehicle information utilizing FMS2Go. The contractor shall scan provided barcodes for each and every vehicle they marshal on behalf of GSA. After new vehicle data is loaded, the marshalling contractor shall upload data files to the GSA server using the Internet. All new vehicle data (e.g., VIN, year, make, model, color, options, tire size, secured date, etc.) must be provided to GSA electronically within three

(3) business days of receipt of the vehicle. Prospective marshalling contractors must have capabilities to upload/download files using the Internet. Electronic loading of data may require a nightly cycle run before the new vehicle will be ready for assignment.

5. Assignment

The FSR will provide the contractor instructions for scheduling vehicle pick-ups with the customer agency. The contractor may be required to contact the customer agency or the vendor may be required to monitor an electronic scheduling tool (VFE – Vehicle Fleet Exchange) and take action to schedule the exchange. If the contractor is required to contact the customer agency then the contractor shall contact the Customer Agency within one (1) business day after completion of pre-assignment preparation, to arrange pick-up/delivery of new vehicle. The contractor shall notify the FSR in writing if the customer cannot be contacted. All work - PDI, any necessary service, installation of license plates, and the new vehicle successfully uploaded to the GSA system – must be completed within one (1) business day prior to assignment of the vehicle. The new vehicle shall be washed within one (1)

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 9 of 28 business day of the scheduled appointment with the customer agency. The assignment of the vehicle to the customer agency shall be completed within eight (8) business days after customer contact.

When issuing a new vehicle to a GSA Customer Agency, the marshalling contractor shall ensure the following is accomplished/provided:

● The representatives of both the marshalling contractor and the Customer Agency shall inspect the vehicle prior to transfer for any damage. Both representatives shall sign a Vehicle Accountability Form at the time of transfer that specifies what damage, if any, there is to the vehicle. One copy shall be given to the Customer Agency’s representative, one copy retained by the contractor and the original shall be forwarded to GSA.

● The marshalling contractor shall complete vehicle assignments and terminations electronically using a GSA provided system and obtain any required signatures as directed by the FSR.

● Two complete sets of keys for the vehicle (ignition and doors/trunk if different) and two remote/keyless access devices, if provided with the vehicle by the vehicle manufacturers. The marshalling contractor shall attach a tag (furnished by GSA) to each of the two sets of keys identifying the U.S. Government license plate number.

● Vehicle Driver’s Packet, Accident Report Kit, and the Vehicle Owner’s Manual will be provided to the contractor by the TO-

COR.

● Tire-changing equipment, including spare tire and wheel, jack and lug wrench (unless GSA has advised the marshalling contractor that such equipment will not be provided for a specific vehicle.)

● Provide Government Fleet Services Card that corresponds to outgoing vehicle license plate number to the GSA Customer Agency.

6. NOTE: Paragraphs 1-4 must be completed within 3 working days after receipt of new vehicles from the manufacturer

<< End of CLIN 1a - New Vehicles >>

CLIN 1b. Marshaling New Vehicles - Dealer Delivery

This service includes all of the same requirements of CLIN 1, beginning with step #3 of CLIN 1 above. A vehicle accountability form and inspection are required at the time of pick up from the dealer. Vehicles under this CLIN 1 will be required to be retrieved from the dealer as directed by the GSA FSR. New vehicles will be transported by the contractor back to the contractor’s facility for the remaining marshaling services to be performed.

The fees under this CLIN cover the security and storage of vehicles for a base period of 45 days after receipt of the vehicle at the contractor’s facility.

<< End of CLIN 1b - New Vehicles – Dealer Delivery >>

CLIN 2. Marshaling Services for Used Vehicles for Disposal (Sale, aka Exchange).

This service includes receiving a used vehicle from the customer agency, inspecting the vehicle for damage and securing the fleet credit card, and securing the vehicle until transportation to sale facility. The fees under this CLIN cover the security and storage of vehicles for a base period of 45 days after receipt of the vehicle at the contractor’s facility.

NOTE: THESE SERVICES MAY BE PERFORMED AT THE SAME TIME AS SCHEDULED PICK UP IN LINE 1

ABOVE.

1. The contractor must complete a “walk around” inspection with the customer agency representative. The contractor must note any damages or non-functioning items such as body damage, apparent mechanical defects, broken gauges, radio, check engine light, etc., on the vehicle accountability form (supplied by GSA). Ensure the vehicle has a spare tire and tire changing equipment. Any damage, and/or discrepancies shall be noted on the vehicle accountability form. The agency representative should sign the form, and the vendor shall hold the form for the GSA FSR. The accountability sheet shall be delivered to the GSA FSR the same date the vehicle is turned in.

2. The contractor must ensure that the fleet card is secured at all times while in the contractor’s possession. Any unauthorized use or charges accruing on the card while it is in the contractor’s possession are the responsibility of the contractor.

3. The marshalling contractor shall prepare a Vehicle Termination form or terminate the exchange vehicle using Government furnished property as directed by FSR. When using the Government supplied form, the marshalling contractor shall complete the form with the signature of the Customer Agency representative and the representative accomplishing the vehicle

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 10 of 28 termination. An electronic copy of this form shall be forwarded to GSA and a copy given to the Customer Agency representative. When using the Government furnished property (e.g., FMS2Go or FMS2Go Mobile App), the marshalling contractor shall perform the termination of assignment of the exchange vehicle. This transaction shall be uploaded to the GSA server the same day the transaction occurs.

NOTE: On vehicles identified by GSA as scheduled for disposal (sale) no further service(s) are to be performed on the vehicle. GSA will arrange for transportation to the sale facility. The vehicles remain the contractor’s responsibility until such time as they are picked up for transportation to the sale facility. At the time of pickup the contractor shall receive a copy of the transportation condition report or utilize the accountability form to note damages and initial under Transporter and sign the form. The contractor must retain this report for delivery to the GSA FSR. For vehicles to be reassigned, see line item 3 below.

The contractor shall be responsible for security and storage of the vehicle(s) after the 45th day from the time of receipt of the vehicle at the contractor’s facility, until the vehicle is removed by the successful buyer, released to a State Agency for Surplus Property, or returned back to the Government. The term "secure" means that unauthorized access to the vehicle(s) will not be possible at any time. The marshalling contractor shall be responsible for any damage, loss, theft or misuse of the GSA vehicle, including the Fleet Services Card and license plates while the vehicle, license plates, or Fleet Services Card are in the contractor’s custody. The marshalling contractor relinquishes responsibility once the new customer agency signs for and takes custody of the vehicle. Should loss of the vehicle, Government license plates, or the Fleet Services Card occur prior to transfer of custody of the vehicle to the new customer agency, the marshalling contractor shall immediately contact the TO-COR via e-mail and telephone.

If the contractor fails to timely notify the TO-COR in writing of non-removal of a sold vehicle, the contractor waives any additional storage fees after the date of sale that otherwise would have been incurred and will not bill either the Government or the buyer of the vehicle for additional storage.

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, the contractor shall 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). In such a case, possession has transferred from the purchaser to contractor for safe keeping until the purchaser(s) can retrieve the property. In this instance, the property is considered “removed” for purposes of the SF-114-C and additional storage charges paid by the Government do not apply. The purchaser must be made aware that they are responsible for any storage fees charged by the contractor.

<< End of CLIN 2 – Used Disposal Sale/Exchange Vehicles >>

CLIN 3. Marshaling Service for Reassigned Vehicles

This service includes receiving the vehicle from the customer agency; inspecting the vehicle for damage; ensuring that the vehicle has two matching license plates; securing the fleet credit card for the vehicle; terminating the vehicle; transporting the vehicle for repairs or off-site cleaning or detailing the vehicle as ordered by GSA FSR (see CLIN 5, Transportation); and assigning the vehicle to the customer. GSA may order CLIN 4 services in lieu of off-site cleaning.

The fees under this CLIN cover the security and storage of vehicles for a base period of 45 days after receipt of the vehicle at the contractor’s facility.

1. The contractor must complete a “walk around” inspection with the customer agency representative. The contractor must note any damages or non-functioning items such as body damage, apparent mechanical defects, broken gauges, radio, check engine light, etc., on the vehicle accountability form (supplied by GSA). Ensure the vehicle has a spare tire, and tire changing equipment as appropriate. Any damage, and/or discrepancies shall be noted on the vehicle accountability form. The agency representative should sign the form. If the agency representative will not sign the form, contact the GSA FSR immediately for assistance.

2. Ensure that the vehicle has two matching license plates and that the fleet credit card has been turned in with the vehicle. If any tag discrepancies are noted or if the fleet card is not supplied, it must be reported to the FSR immediately. The contractor must ensure the fleet card is secured at all times while in the contractor’s possession. Any unauthorized use or charges accruing on the card while it is in the contractor’s possession are the responsibility of the contractor.

3. The marshalling contractor shall prepare a Vehicle Termination form or terminate the exchange vehicle using Government furnished property/application as directed by FSR. When using the Government supplied form, the marshalling contractor

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 11 of 28 shall complete the form with the signature of the Customer Agency representative and the representative accomplishing the vehicle termination. An electronic copy of this form shall be forwarded to GSA and a copy given to the Customer Agency representative. When using the Government furnished property (e.g., FMS2Go or FMS2Go Mobile App), the marshalling contractor shall perform the termination of assignment of the exchange vehicle. This transaction shall be uploaded to the GSA server the same day the transaction occurs.

4. The GSA FSR will review the exchange vehicle accountability form prepared by the contractor and advise the contractor of any repairs to be made to the reassignment vehicle. It is not necessary that the contractor have on-site facilities to accomplish mechanical and/or body repairs.

5. If the contractor does not have the on-site capability to accomplish the repairs as directed by GSA, the GSA FSR will direct the contractor to transport vehicle to the nearest GSA approved repair facility. Unless specifically authorized by this contract, the contractor is prohibited from driving or moving any GSA vehicle without the express authorization of the

GSA FSR.

6. The contractor will be responsible for any transportation of the vehicle to and from such facility. Any costs for such transportation will be submitted on a round trip basis. Transportation pricing shall be provided on a per vehicle basis and supplied in accordance with CLIN 5 below.

7. If the contractor does have on-site facilities for mechanical and/or body repairs, they must be listed as a GSA approved source for those services. DO NOT PERFORM ANY REPAIRS UNLESS AUTHORIZED IN ADVANCE BY THE GSA FSR.

Failure to secure advance authorization will result in non-payment of unauthorized repairs. If the contractor is not a GSA approved source, please contact the GSA Fleet Management Center for assistance.

8. Upon completion of any work ordered by the GSA FSR the contractor shall notify the GSA FSR (or the customer if directed by GSA) that the work has been completed and that the vehicle is ready for reassignment. Each vehicle must have adequate fuel to reach the nearest fueling station when it is reassigned. As in CLIN 1, the customer may be turning in a used vehicle for reassignment or disposal.

Reassignment - When issuing a reassigned vehicle to a GSA customer agency, the same procedures outlined for assigning new vehicles (above) must be followed. After the pre-assignment preparation, repairs (if required) have been completed, and the vehicle washed or reconditioned, and fueled as directed in writing by the FMR, the marshalling contractor shall contact the customer agency within one (1) business day to arrange pick-up of the reassigned vehicle. The marshalling contractor shall be responsible for arranging pick-up to the customer agency within normal business hours. The contractor may be required to contact the customer agency or the contractor may be required to monitor an electronic scheduling tool (VFE – Vehicle Fleet Exchange) and take action to schedule the exchange. The assignment of the vehicle to the customer agency shall be completed within eight (8) business days after contacting the customer. The marshalling contractor shall provide all sets of keys for the vehicle (ignition and doors/trunk if different) and all remote/keyless access devices with the vehicle during pick-

up. The marshalling contractor shall verify that the key tag(s) match the Government license plate number. The contractor shall verify that the Fleet Services Card provided matches the license plates on the vehicle.

GSA shall provide the contractor with copies of the GSA Form 1152, Assignment and/or Termination, (if applicable) or access to a GSA web-based application, Vehicle Driver’s Packet, and Accident Reporting Kit.

The marshalling contractor shall be responsible for any damage, loss, theft or misuse of the GSA vehicle, including the Fleet Services Card and license plates while the vehicle, license plates, or Fleet Services Card are in the contractor’s custody. The marshalling contractor relinquishes responsibility once the new customer agency signs for and takes custody of the vehicle.

Should loss of the vehicle, Government license plates, or the Fleet Services Card occur prior to transfer of custody of the vehicle to the new customer agency, the marshalling contractor shall immediately contact the TO-COR via e-mail and telephone.

Reassigned Vehicle-Specific Security and Storage The contractor shall be responsible for security and storage of the reassignment vehicle from the time of vehicle acceptance until it is transferred and released to another Customer Agency as a reassigned vehicle. Unauthorized access to the vehicle shall not be given at any time while in the contractor’s custody. Until possession of the vehicle is released, the marshalling contractor shall be held liable for any damages omitted on the Vehicle Accountability worksheet.

The fees under this CLIN cover the security and storage of vehicles for a base period of 45 days after receipt of the vehicle at the contractor’s facility. The contractor may charge an additional per day fee for additional security and storage beginning

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 12 of 28 after the 45th day. (See CLIN 14 - Additional Security and Storage). The Government will not be held liable for additional storage charges attributable to a failure by the contractor to properly notify the Government that a vehicle is in the contractor’s possession (e.g., failure to notify of receipt, or stocking into the incorrect inventory account).

<< End of CLIN 3 – Reassigned Vehicles >>

CLIN 4: Telematics Installation For New Vehicles Only (Optional - Non-Mandatory CLIN)

Optional Telematics Installation is for the same number of new vehicles as in CLIN 1. Offerors interested in providing vehicle telematics installation are required to perform for all new vehicles. Installations and pricing are on a flat fee per install basis.

CLIN 004 is not required. GSA Fleet’s telematics provider will provide the contractor with the telematics device and all the hardware necessary for a proper installation. The telematics devices will be shipped directly to the contractor from the telematics provider. For new vehicles, the telematics unit must be installed and operational prior to releasing the vehicle to the customer.

Telematics Installation

• The contractor will receive all required training from GSA Fleet’s awarded telematics provider prior to installing telematics on a GSA Fleet vehicle. Training will be conducted virtually, and online resources will be made available, by GSA Fleet’s awarded telematics provider.

• The contractor will self-certify that their installation is performed in accordance with OEM technical guides for aftermarket equipment. Installers must stay up to date with updated guides as they are made available by the OEMs.

• The contractor will ensure all hardware is installed on the appropriate vehicle(s)

• Where appropriate, and as determined necessary by the vehicle type, the contractor will utilize the telematics provider’s supplied equipment; to include: T-harnesses, brackets, mounts and/or zip ties to ensure proper connection to the OBD-II (or similar) port o Standard OBD-II Installations: Universal 16-Pin T-Harness Kit + GO Device Example o Nonstandard Installations: Universal 9-Pin HD T-Harness Kit + GO Device Example

• As part of the installation process, the contractor will ensure the device is communicating properly by logging the install here.

Until the install is logged and a positive confirmation is received, the install is considered incomplete.

Contractors are not required to become Certified Installers under the requirements of the awarded telematics provider’s program to bid on this CLIN. Although, if a contractor would like to become a Certified Installer, they may do so by following the awarded telematic’s provider’s steps found here. By doing so, contractors must agree to the provider’s Terms and Conditions.

Surplus Inventory Telematics devices and associated equipment may be picked up at any time by GSA personnel in coordination with the TO-COR.

There will be no cost to the government for equipment picked up by GSA representatives.

Any return shipping of equipment (labor and materials required for preparing packing lists, boxing/packing, and scheduling of shipment) will be negotiated outside of this agreement.

Take a look at these two videos that illustrate the simple installation process:

o Standard OBD-II Installations: Universal 16-Pin T-Harness Kit + GO Device Example o Nonstandard Installations: Universal 9-Pin HD T-Harness Kit + GO Device Example

<< End of Optional CLIN 4 – Telematics Installation >>

CLIN 5. Fueling New or Reassigned Vehicles

Fuel - All fuel costs incurred by the contractor under all methods of transport are the financial responsibility of the contractor.

For driveaway services, should fuel need to be added to the vehicle, it will be at the contractor cost. (No additional fee to the Government).

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.

https://www.youtube.com/watch?v=Yz5y6STbZpM&list=PLstjZojhKtEA4l-Bi8g0dVpb-dvyh393B&index=2 https://www.youtube.com/watch?v=Rs5sSWZ5IXg&list=PLstjZojhKtEA4l-Bi8g0dVpb-dvyh393B&index=3 http://install.geotab.com/ https://www.geotab.com/installation-documentation/ https://www.youtube.com/watch?v=Yz5y6STbZpM&list=PLstjZojhKtEA4l-Bi8g0dVpb-dvyh393B&index=2 https://www.youtube.com/watch?v=Rs5sSWZ5IXg&list=PLstjZojhKtEA4l-Bi8g0dVpb-dvyh393B&index=3

Solicitation #47QMCA20R001/47QMCA19R19 Anchorage, AK Statement of Work FY20 Page 13 of 28

CLIN 5 applies only if requested in conjunction with:

• CLIN 1 - New/Additional Vehicle Marshalling - New vehicles are required to have a minimum 3 gallons of fuel upon delivery to dealership or marshalling contractor facility. If required by the TO-COR in writing, new vehicles shall be fueled to capacity prior to contacting Customer Agency for vehicle assignment;

• CLIN 2- Reassignment Vehicle Marshalling - Reassignment vehicles;

• CLIN 6 - Sales Preparation

MANDATORY: CLIN 5 is mandatory if offering services for CLINs 1-3, Marshalling Services.

MANDATORY: CLIN 5 is mandatory if offering services for CLIN 6, Sales Preparation.

Contractors shall not remove fuel from vehicles without prior written authorization from TO-COR for each vehicle in question.

CLIN 5a – Fueling time (labor rate)

The contractor may charge a time labor rate as a provision of this service. The labor fee shall be offered in dollars per hour. The TO-COR shall approve the time prior to the marshaling contractor 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.

The marshalling contractor will NOT be paid labor fees for fueling when TO-COR approval has not been requested and received in advance.

<< End of CLIN 5 - Fueling New or Reassigned Vehicles >>

CLIN 6. Sales Preparation

Sales Preparation - Services and other CLIN services performed in conjunction with Sales Preparation shall be invoiced separately by sale. The contractor shall provide the COR an electronic itemized invoice covering each sale. The invoice shall show the date of the auction, a complete “REMIT TO” address, the master contract number, task order number, invoice number, vendor number, and a listing of the vehicles offered with VIN, sorted by ordering office (Fleet Management Center, as explained by the TO-COR) and in license tag number sequence. The invoice shall include all CLIN services rendered for each vehicle, broken out by contract line item number (e.g., transportation MapQuest mileage, cleaning, plate removal, etc.) and all TO-COR-approved repairs. TO- COR-approved repairs must be pre-approved in writing. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the TO-COR. Concurrently, the contractor shall electronically submit the invoice to GSA's Finance Payment Office for payment. The method of electronic submission will be provided by the TO-COR. The current method is Vendor and Customer Self Service (VCSS).

The contractor shall complete all the work at least two (2) business days prior to the public inspection of the vehicle.