47QMCA24N0032 Question Answer Matrix 2024 08 21.pdf

# Document Reference Section/Paragraph Reference Question / Comment Government Response

1 SOW 1.3, Scope of Work What are the effective dates of the agreement?

The contract duration is anticipated to be 5 years inclusive of one base year and four option years. With an anticipated start date of October 1, 2025.

2 SOW 1.3, Scope of Work Can we bid a portions of the SOW?

Yes. A contractor can offer portions of the SOW. Listed below are the 4 possibilities for contract awards. All sub-components of each section are required unless otherwise specified as optional (e.g., ocean freight transportation falls under 2.1 but is specified as optional).

• Section 2.1 Marshalling Support Services

• Sections 2.1 & 2.2 Sales Preparation Services

• Sections 2.1, 2.2 & 2.3 Administrative Vehicle Sales Services

• Sections 2.1, 2.2, 2.3 & 2.4 In-Lane Vehicle Sales Support

3 SOW 1.3, Scope of Work Can we bid on the SOW using our internal resources and out sourced partnerships? Yes. Prime contractors may subcontract.

4 SOW 1.3, Scope of Work We have (2) points of contact. Is this acceptable? Yes

5 SOW 1.3, Scope of Work For a program of this size, we would propose having regional program managers based on location, time zone, etc. Is this acceptable?

The awarded contract will require an overall Program Manager, however the management of the contract regionally or per location is at the descretion of the awarded vendor.

6 SOW 1.3.1, Vehicle Types What percentage of the new products are electric? Future electric vehicle volume is relatively unknown at this point.

7 SOW 1.3.1, Vehicle Types What percentage of the used products are electric?

Historically, less than 5% of sale vehicles have been fully battery electric vehicles. We expect that number to increase as additional electric vehicles are brought into the fleet.

8 SOW 1.4.1, Hours Are there any specific holidays or periods during which operations must be maintained or can be reduced?

All Federal Holidays are considered non-business days for GSA Fleet and its contractors unless there is a specific requirement in a contract.

9 SOW 1.4.1.1, Hours The Contractor must be open for business to conduct all work required Monday through Friday. Excluding Federal Holidays Yes

10 SOW 1.4.1.3, Hours Accepting vehicle deliveries Monday through Friday from 7:00AM to 7:00PM would require hiring additional staff. This would raise the cost to GSA for Marshaling Service.

We understand. If this requirement remains in the SOW, we expect contractors to price accordingly. However this Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

11 SOW 1.4.1.3, Hours Can these required operating hours be altered to fit current hours as an existing contract holder?

At this time, these are the requirements for this new SOW. However this Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

12 SOW 1.4.1.3, Hours GSA rep office hours are 9-5pm. Can they drop without a GSA rep present to inspect at delivery?

At this time, the new SOW requires contractor staff to be available to accept deliveries Monday through Friday from 7:00AM to 7:00PM. Even with these extended hours there may be occasions where deliveries are made outside of this timeframe which is why there are instructions in the SOW for those circumstances. This Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

13 SOW 1.4.1.3, Hours

Auction houses vary per auction. Sale Day is a tough day to have new vehicles picked up or delivered. The SOW says 30 hours a week and also from 7am-7pm. Can an auction house please have the opportunity to not have vehicle pick-up/delivery on sale day? Change the hours to normal business hours.

With 30 hours available for appointments at Marshalling locations. It is possible to block of sales days for vehicle appointments., however vehicle deliveries currently are managed by GSA suppliers and thier carriers. Currently the new SOW is written to require contractor staff to be available to accept deliveries Monday through Friday from 7:00AM to 7:00PM. Even with these extended hours there may be occasions where deliveries are made outside of this timeframe which is why there are instructions in the SOW for those circumstances. This Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

14 SOW 1.4.1.3, Hours Can the hours be adjusted to an 8 hour time frame, rather than 12?

Currently the new SOW is written to require contractor staff to be available to accept deliveries Monday through Friday from 7:00AM to 7:00PM. Even with these extended hours there may be occasions where deliveries are made outside of this timeframe which is why there are instructions in the SOW for those circumstances. This Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

Marshalling & Sales Sources Sought Notice No.: 47QMCA24N0032

Sources Sought Notice No.: 47QMCA24N0032

15 SOW 1.4.1.3, Hours

We do not operate a 24/7 operation in any or our current GSA Marshalling facilities. In order to meet this requirement we would need to pay overtime (possibility to several employees) for 3 hours everyday whether there was GSA activity or not. This is not a practical request for Marshaller's that are not capable of operating 12 hour shifts and could put this contract out of reach as we could not provide competitive pricing.

Currently the new SOW is written to require contractor staff to be available to accept deliveries Monday through Friday from 7:00AM to 7:00PM. If this requirement remains in the SOW, we expect contractors to price accordingly. Even with these extended hours there may be occasions where deliveries are made outside of this timeframe which is why there are instructions in the SOW for those circumstances. This Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

16 SOW 1.4.1.3, Hours The hours listed in the draft are set to 7 a.m. to 7 p.m., but our current contract is 8 a.m.

to 4:30 p.m. Can these be adjusted to mirror current contract?

Currently the new SOW is written to require contractor staff to be available to accept deliveries Monday through Friday from 7:00AM to 7:00PM. Even with these extended hours there may be occasions where deliveries are made outside of this timeframe which is why there are instructions in the SOW for those circumstances. This Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

17 SOW 1.4.1.3, Hours

The Contractor must be available to accept new vehicle deliveries Monday through Friday between 7:00 a.m. to 7:00 p.m. local time. or provide a drop off area for afterhours deliveries with a locked key drop box.

Currently the new SOW is written to require contractor staff to be available to accept deliveries Monday through Friday from 7:00AM to 7:00PM. Even with these extended hours there may be occasions where deliveries are made outside of this timeframe which is why there are instructions in the SOW for those circumstances. This Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

18 SOW 1.4.2, Location What does the facility inspection consist of? Who, with GSA conducts the inspection?

As part of the evaluation process, GSA Fleet personnel will conduct a site visit to contractor facilities to validate compliance with Facility Requirements listed in Table 1 of the SOW. The facility capacity must be sufficient to support the estimated volume for the location.

19 SOW 1.4.2, Location Does GSA currently have any facilities available that the awarded contractor could lease as part of this contract?

GSA does not currently have any facilities for this service and the future solicitation will require any space required to be managed by the awarded vendors

20 SOW

1.4.2, Location, Table 1, Facility Requirements Add a line - Must have onsite security or remotely monitored CCTV

Acceptable security for vendor facilities can be substantiated by a variety of methods, and will be evaluated by the GSA's techanical evaluation team. It should be noted that the 2019 and subsequent National Defense Authorization Acts (NDAA) as well as FCC specifc BANs for Chinese Telecommunications And Video Surveillance Equipment Deemed To Pose A Threat To National Security require any such equipment used by a potential vendor should be certified as compliant with the NDAAs and specific FCC requirements accordingly

21 SOW 1.5, Applicable Documents Will GSAFleet.gov replace existing tools (FMS2Go, EPAY, VFE, WebARM, etc)?

GSAFleet.gov is the new system that will replace these legacy tools and is required for use when this contract is awarded.

22 SOW 1.5, Applicable Documents We don't currently use eTools. We will need to have this set up.

GSAFleet.gov is the new system that will replace these legacy tools and be required for use when this contract is awarded. GSA will provide system log-in and training to all awarded contractors. As this will be a web based system, users only require a device that can access the internet with a camera for scanning.

23 SOW 1.5, Applicable Documents Will the GSAFleet site permit a data integration for daily updates or does it require on line real time updates? All data recorded and/or uploaded in GSAFleet.gov will be real time system updates

24 SOW 2.0, Specific Requirements/Tasks Can a vendor increase their tasks after each option year? No. Vendors may not add services (tasks) to their contracts after the award is made.

25 SOW 2.0, Specific Requirements/Tasks Are there any specific training programs or certifications required for our staff to effectively use GSA’s electronic tools and ensure compliance with all protocols?

GSA will provide training for GSA Marshalling and Sales funcitons, processes and associated GSA Systems.

26 SOW 2.1, Marshalling Support Services Is this for the Auction House?

Any vendor performing any of the sales sections 2.2 through 2.4 of the solicitation will be required to perform all Marshalling requirments in Section 2.1

27 SOW

2.1.1, New Vehicle Delivery Inspection and Acceptance 2.1.4, Receiving Used Vehicle

Please clarify the expected turnaround time for vehicle inspection and certification.

Once a new vehicle is delivered. From time of delivery acceptance the vendor will have 3 business days to complete vehicle load and preparation. This is so GSA customers can bring in thier old lease for exchange with the new vehicle as early as the 4th business day.

28 SOW 2.1.1.1.1, Vehicle Delivery What is the GSA Inventory Management Tool. Is this FMS2Go?

GSAFleet.gov is replacing FMS2Go and will be required for use when this contract is awarded.

http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/

Sources Sought Notice No.: 47QMCA24N0032

29 SOW 2.1.1.1.3, Vehicle Delivery

Vehicles can actually be dropped off at anytime then? 1.4.1.3. states must be available to accept new vehicle deliveries Monday thru Friday between 7am - 7pm. They can drop without GSA rep present to inspect at delivery?

The new SOW currently is written to require contractor staff to be available to accept deliveries Monday through Friday from 7:00AM to 7:00PM. Even with these extended hours there may be occasions where deliveries are made outside of this timeframe which is why there are instructions in the SOW for those circumstances. This Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

30 SOW 2.1.1.1.3, Vehicle Delivery

Vehicles can actually be dropped off at anytime then? 1.4.1.3. states must be available to accept new vehicle deliveries Monday thru Friday between 7am - 7pm. They can drop without GSA rep present to inspect at delivery?

The new SOW currently is written to require contractor staff to be available to accept deliveries Monday through Friday from 7:00AM to 7:00PM. Even with these extended hours there may be occasions where deliveries are made outside of this timeframe which is why there are instructions in the SOW for those circumstances. This Sources Sought notice is part of GSA's market research, and there is a potential for the final SOW to align to industry standard operational hours.

31 SOW 2.1.1.1.3, Vehicle Delivery "scanned and documented on the first (1st) business day after discovery." should this be delivery?

For vehicles delivered after hours during the weekday or on non-business day weekends. The requirement to accept these delivered vehicles will be the next business day as or after the vehicle is discovered

32 SOW 2.1.1.2, Damage-in-Transit (DIT) Do we submit in GSAFleet.gov or in GACA. DIT reporting functionality will be available in GSAFleet.gov.

33 SOW 2.1.1.2, Damage-in-Transit (DIT)

Add the following statement - "Contact the Contracting Officer’s Representative (COR) immediately via email and phone if damage is evident or required items missing (e.g., spare tire, mats, antenna, jack and tools, at least two (2) keys/key fobs etc.)

DIT reporting is a separate reporting process from other issues such as missing equipment items, which will vary from each vehicle type and model. Reporting of non- DIT related issues will be done in accordance with guidance in paragraph 2.1.1.4.2.

34 SOW

2.1.1.3, Manufacture Pre-Delivery Inspection (PDI) Are we to follow the PDI forms for inspection? If so, where do we find the PDI forms?

GSA will provide shared access to PDIs for all ordered vehicle to be delivered to Marshalling locations.

35 SOW

2.1.1.3, Manufacture Pre-Delivery Inspection (PDI) We don't do this. The manufacturer does this. PDIs following OEM guidance is a requirement under this SOW.

36 SOW

2.1.1.3, Manufacture Pre-Delivery Inspection (PDI) PDI for trucks/buses that require a special or CDL driver cannot be performed by the contractor. It must be done by a certified dealership or authorized station.

Contractors will be expected to provide operational capabilites in thier proposal for technical evaluation.

37 SOW

2.1.1.4.1, Vehicle Preparation & Electronic Load of New Vehicle Data

It states GSAFleet.gov, if available. What does this mean? If you are putting all of your eggs in one basket, GSAFleet.gov, I hope that it works better then your existing software programs like FMS2Go and the RPN Lookup Spreadsheet.

The term "if available" is referring to the delivery receipt. The Government will modify this section for clarity. GSAFleet.gov is GSA Fleet's newest system tool and will be required for use when this contract is awarded.

38 SOW

2.1.1.4.2, Vehicle Preparation & Electronic Load of New Vehicle Data Who will provide us with this delivery list? The delivery list will be available in GSAFleet.gov.

39 SOW

2.1.1.4.2, Vehicle Preparation & Electronic Load of New Vehicle Data

"If a vehicle requires fueling or charging, refer to Section 2.1.7." Suggest - refer to section 2.1.7 to determine if a vehicle requires fueling or charging. Optimal to list what would require reference to section 2.1.7 before listing the reference.

40 SOW

2.1.1.4.4, Vehicle Preparation & Electronic Load of New Vehicle Data

Add a statement - Contractor will provide screws and rivets if not provided by the manufacture.

Generally license plates screws, double-sided tape and other connector options are provided by the supplier.

41 SOW

2.1.1.4.4, Vehicle Preparation & Electronic Load of New Vehicle Data

Many new vehicles do not have the holes on the front bumper to install the license plates. Please address this with the manufacture.

Most plate mount screws are self-taping and many manufactures have transitioned to highly durable double-sided tape to attach the plate mounts to the front and rear bumpers.

42 SOW

2.1.2.1, New License Plate and GSA Fleet Services Card Management

Currently we reconcile tags and WEX cards through FMS2Go. Will this be changing?

Also, you send the WEX Cards from one place. We have to inventory these and the date received. Then we receive the Tags from a different place. We have to inventory these and the date received. Then we have to match the Tags to the WEX card and tape the bag shut. Then we have to reconcile these in FMS2Go. This is very labor intensive. It needs to be reflected in the contract.

GSAFleet.gov is replacing FMS2Go and will be required for use when this contract is awarded. Recommend potential vendors bid appropriately for work required.

43 SOW

2.1.2.1, New License Plate and GSA Fleet Services Card Management

Document on the eVAF vehicles having any damage, less than two (2) matching license plates, missing GSA Fleet services card, or mismatched plate and GSA Fleet services card sets.

The eVAF is soley used to document the vehicle and items listed 2.1.3 and 2.1.4 turned in/picked up by GSA lease customers.

44 SOW

2.1.2.2., Removal of License Plate and GSA Fleet Services Card Management

License Plates and WEX Cards are held for the FSR to pick up from us. Is this acceptable?

License plates and WEX cards should not be held for the FSR to pickup. GSA Fleet has centeralized plate and card management and destruction. It is expected plates will be managed per the SOW.

45 SOW

2.1.2.2.1, Removal of License Plate and GSA Fleet Services Card Management If this is requested by the GSA Customer, can we invoice for this cost?

Removal of license plates must be cordinated with GSA Fleet Representative, and can be invoiced if approved.

http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/

Sources Sought Notice No.: 47QMCA24N0032

46 SOW

2.1.2.2.2, Removal of License Plate and GSA Fleet Services Card Management Use GSAFleet.gov. This is a totally new process.

GSAFleet.gov is GSA Fleet's proprietary software for loading vehicle data and will be required for use when this contract is awarded.

47 SOW

2.1.3, Releasing Vehicle to GSA Customer What is the average dwell time for the new vehicles?

GSA Customers are required to pick up new vehicles within 8 business days of when the vehicle is loaded into GSAFleet.gov There will be some exceptions for vehicles that arrived damage or were delivered to the wrong location.

48 SOW

2.1.3.1, Releasing Vehicle to GSA Customer

We create a Master Spreadsheet that contains all of the information. This spreadsheet is available to all of the FSR's. We have been doing this since 2012. Just recently we have been informed that we have to maintain a Yard Check Spreadsheet of all vehicles we have. Will GSAFleet.gov eliminate all of this?

GSAFleet.gov will be the real time inventory for all vehicles the Marshaller is responsible for.

49 SOW

2.1.3.4, Releasing Vehicle to GSA Customer

We currently can not do this. When doing a eVAF in FMS2Go it usually requires having to do a hard reboot of the tablet multiple times to get the program to work. It is very labor intensive due to your failing software. Sometimes it hangs so much that we were asked to try a different device.

GSAFleet.gov is replacing FMS2Go and will be required for use when this contract is awarded.

50 SOW

2.1.3.4, Releasing Vehicle to GSA Customer When will we be able to utilize (eVAF)? GSAFleet.gov well go live prior to the award this contract

51 SOW 2.1.4, Receiving Used Vehicle What is the average dwell time for the used vehicles?

If a used vehicle is Marshalled at a Sales location, the dwell time is normally 10 - 30 days depending on sales prep and auction dates. Used vehicles dropped off at a Marshalling only location typically are transported to a Sales location within 7-14 days.

52 SOW 2.1.4, Receiving Used Vehicle A lot of our units come from a Marshalling site. We pick up from that site, would we need to redo the eVAF?

GSA vehicles transported from GSA Marshalling locations to GSA Sales locations will utlize a GSA Accountability Form for Transportation Movement in accordance with section 3.3.

53 SOW 2.1.4, Receiving Used Vehicle At which state should the removal of PII in the vehicle be performed?

GSA provides customers overview of vehicle information and manuals. Each Agency customer has their unique policy governing connected device usage with government vehicles. GSA is considering further changes to this section.

54 SOW 2.1.4.1, Receiving Used Vehicle Taking Photos. . . Is this something that the Auction House does?

This requirement falls under 2.1 Marshalling Support Services, and is functional capability integrated into GSAFleet.gov

55 SOW 2.1.4.3, Receiving Used Vehicle Signing the eVAF with the customer. Currently this can not be done due to a failure with your FMS2Go software.

GSAFleet.gov is replacing FMS2Go and will be required for use when this contract is awarded.

56 SOW 2.1.4.3, Receiving Used Vehicle When will we be able to utilize (eVAF)? GSAFleet.gov well go live prior to the award this contract

57 SOW 2.1.4.4, Receiving Used Vehicle

Document on the eVAF vehicles having any damage, less than two (2) matching license plates, missing GSA Fleet services card, or mismatched plate and GSA Fleet services card sets. Yes

58 SOW

2.1.5, Preparation of Used Vehicle for Release to New Customer

Does the original user or the GSA receive and maintain certification that the PII in the vehicle was deleted?

GSA provides customers overview of vehicle information and manuals. Each Agency customer has their unique policy governing connected device usage with government vehicles. GSA is considering further changes to this section.

59 SOW

2.1.5, Preparation of Used Vehicle for Release to New Customer

Does the New Customer receive training or information on the data collection procedures of the new vehicle and are they offerd an option to opt out of PII collection?

GSA provides customers overview of vehicle information and manuals. Each Agency customer has their unique policy governing connected device usage with government vehicles. GSA is considering further changes to this section.

60 SOW

2.1.5.1, Preparation of Used Vehicle for Release to New Customer

We verify that these items are there. In terms of putting things back into the correct storage position, will that be an Auction House responsibility?

This requirement falls under 2.1 Marshalling Support Services, and used vehicles should be prepped for customer pick-up

61 SOW

2.1.5.1, Preparation of Used Vehicle for Release to New Customer Should these items already be in the vehicle? Will we need to replace if they are not?

Any missing items will be reported to GSA for GSA resolution. Depending on the item(s) missing the vehicle may be retained at the Marshalling location for GSA resolution or picked up by the customer for a post-marshalling solution.

62 SOW

2.1.5.1, Preparation of Used Vehicle for Release to New Customer Table 2, Performance Requirement Summary - Marshalling Services Preperation of Used Vehicle - Does this pertain to the Auction House?

Any vendor performing any of the sales sections 2.2 through 2.4 of the solicitation will be required to perform all Marshalling requirements in Section 2.1.

63 SOW

2.1.5.2 - 2.1.5.5.2, Preparation of Used Vehicle for Release to New Customer Are these items for the Auction House?

Any vendor performing any of the sales sections 2.2 through 2.4 of the solicitation will be required to perform all Marshalling requirments in Section 2.1

64 SOW

2.1.5.5.2, Preparation of Used Vehicle for Release to New Customer How are we paid for these services?

Any repairs on current (not new) GSA vehicles are performed by authorized vendors that accept GSA's WEX credit card payment, which is not invoiced to this contract http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/

Sources Sought Notice No.: 47QMCA24N0032

65 SOW

2.1.5.5.2, Preparation of Used Vehicle for Release to New Customer If this does not get charged on the Marshalling side, where does it get charged?

Preparation of Used Vehicles that will be assigned to a new GSA customers will always be charged against the associated Marshalling CLIN

66 SOW

2.1.6, 3rd Party Device Management, Installation, Replacement or Removal

We currently maintain a list of the number of units we have on hand and the date in which they are received. We do not log the serial number of the unit until it has been installed. We log this onto our Master Spreadsheet. Is this acceptable? Device managment must be managed as required in the new SOW.

67 SOW 2.1.6.1.3, Telematics Use GSAFleet.gov. to scan the serial numbers. How will this work?

GSAFleet.gov is GSA Fleet's newest system tool and will be required for use when this contract is awarded. Any device using GSAFleet.gov will at a minimum require a camera for scanning purposes

68 SOW 2.1.6.1.3, Telematics This system is not available to non-auction house Marshaller's at this time. GSAFleet.gov well go live prior to the award this contract

69 SOW 2.1.6.1.3, Telematics Can you provide more details on the telematics device management, including inventory, installation, and reconciliation processes?

Prior to the request for proposal all guidance and resources for installation of telematics devices will be provided

70 SOW 2.1.6.1.4, Telematics Change to 2 days before vehicle pick up.

Once a new vehicle is delivered. From time of delivery acceptance the vendor will have 3 business days to complete vehicle load and preparation. This is so GSA customers can bring in thier old lease for exchange with the new vehicle as early as the 4th business day.

71 SOW 2.1.6.1.4, Telematics What are the telematic device the government would request to be installed? Currently GSA Fleet installs Geotab telematic devices.

72 SOW

2.1.6.2.3, Other Tracking and Communication Devices or Aftermarket Equipment - Optional Service

What specific protocols should be followed for the installation and management of third-party tracking and communication devices or aftermarket equipment?

Currently GSA does not install these devices, but will provide all guidance and resources for installation when this requirement is employed

73 SOW 2.1.7, Fueling and Charging Does the GSA have a program to assist with the purchase of the charging equipment?

Battery Electric Vehicle charging infrastructure or access to infrastructure is the responsibility of the contractor.

74 SOW 2.1.7, Fueling and Charging If fuel is needed to get above 3 gallons, we are allowed to charge for this? Per my contact at GSA, we are not allowed to charge for fuel or EV charging

There is no requirement for more than 3 gallons of fuel to be added to new vehicles.

Please refer to paragraphs 2.1.7.1.1. and 2.1.7.1.2 for fuel and EV charging reimbursement

75 SOW

2.1.7.1.2, Fueling Internal Combustion Engine Vehicles

Please add an exception for "in writing" for any GSA vehicles being picked up from a shipping port. We are unable to forecast fuel levels and delays are costly.

Any cost, to include fuel, for transportation up 25 miles will be included in and reimbursed in accordance with Section 2.1.8.1

76 SOW

2.1.7.2, Battery Electric Vehicle Charging (Plug-in Hybrid EV excluded) What is a GSA Fleet Appointment Tool?

This is the GSAFleet.gov system solution that provides the ability for GSA customers to schedule appointments and Marshalling vendors to access/view all scheduled appointments.

77 SOW

2.1.7.2, Battery Electric Vehicle Charging (Plug-in Hybrid EV excluded)

We recommend EV charging be reimbursed at industry standard per kWh at current local rate.

How EVs are charged is at the descretion of the vendor to the minimum charge or higher. EV Charging pricing is part of the vendor proposal

78 SOW

2.1.7.2, Battery Electric Vehicle Charging (Plug-in Hybrid EV excluded)

Currently the inbound vehicles are charged at the dealership. We must pick up and transport the vehicles back to our marshalling location. We’d prefer to charge the vehicles ourselves to save logistics and ensure customers have fully charged vehicles.

We would ask that GSA support the installation of proper charging stations to track usage for billing purposes or just let us charge a flat fee to charge.

How EVs are charged is at the descretion of the vendor to the minimum charge or higher. EV Charging pricing is part of the vendor proposal

79 SOW

2.1.7.2, Battery Electric Vehicle Charging (Plug-in Hybrid EV excluded) Please verify the contractor has the ability to charge GSA for electric vehicle charging.

This will be part of the Technical Evaluation team's review of the vendor's sumitted RFP response

80 SOW

2.1.7.2, Battery Electric Vehicle Charging (Plug-in Hybrid EV excluded) Is the billing by KWH or flat rate?

How EVs are charged is at the descretion of the vendor to the minimum charge or higher. EV Charging pricing is part of the vendor proposal

81 SOW

2.1.7.2, Fueling Internal Combustion Engine Vehicles How do we decide how to charge GSA? With gasoline we charge by gallons Reimbursement for liquid fuels will be at the current local prevailing rate for fuel.

82 SOW

2.1.7.2, Fueling Internal Combustion Engine Vehicles

Remove the word coordinate if 3 gallons or under. Most new vehicles come in with minimal fuel

The requirement is: "Coordinate, in writing with GSA, to assure a minimum of three (3) gallons of fuel is added to vehicles." This will be invoiced by GSA Fleet consignee Marshalling locations to assure lease customers are able to drive internal combustion engines to nearest publically available fuel stations.

83 SOW

2.1.8.1, Vehicle Movement Services Within 25 Miles: Mandatory 2.1.8.2, Vehicle Movement Services Greater Than 25 Miles - Optional Service Change to within 50 miles, Greater than 50 Miles

GSA is evaluating additonal standard vehicle CLINs for transportation over 25 miles, as well as CLINs for non-standard vehicles or transportation requirements >50 miles.

http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/ http://gsafleet.gov/

Sources Sought Notice No.: 47QMCA24N0032

84 SOW

2.1.8.1.1, Vehicle Movement Services Within 25 Miles: Mandatory We charge a shuttle fee when we take to the dealership for repairs.

The contract will have a per vehicle line item for Vehicle Movement Services Within 25 Miles, that can be a driveaway (shuttle) or towed service at the descretion of the vendor

85 SOW

2.1.8.1.1, Vehicle Movement Services Within 25 Miles: Mandatory

If we need to move the vehicle to a repair shop, we are responsible for time, fuel, tolls, etc if within 25 miles regardless if unit is driveable or needs to be towed? Or regardless of size/weight on vehicle? Does this include when a vehicle is put into service, if the customer wants us to bring the unit to them, we should include this as a possible cost when we quote for Marshalling?

For distanes with 25 miles it is expected the pricing for these services also includes all related expenses such as tolls, fueling or charging cost to perfoming this CLIN. GSA is evaluating additonal standard vehicle CLINs for transportation over 25 miles, as well as CLINs for non-standard vehicles or transportation requirements >50 miles.

86 SOW

2.1.8.1.1, Vehicle Movement Services Within 25 Miles: Mandatory

Under Sec 2.1.7.1.2: With GSA's approval we can add 3 gallons and get reimbursed.

Why would the contractor be responsible to add fuel for transport and not get reimbursed? Why would tolls not be reimbursed? Same question for charging electric vehicles.

It is expected the pricing for these services also includes all related expenses such as tolls, fueling or charging cost to perfoming this CLIN

87 SOW

2.1.8.1.1, Vehicle Movement Services Within 25 Miles: Mandatory

What are the specific requirements and expected timelines for vehicle movement within the 25-mile radius, and how will these movements be coordinated?

Movements are expected within 2 business days, and the request are coordinated with the COR or approved GSA personnel

88 SOW

2.1.8.1.1, Vehicle Movement Services Within 25 Miles: Mandatory Same question as above.

Movements are expected within 2 business days, and the request are coordinated with the COR or approved GSA personnel

89 SOW

2.1.8.2, Vehicle Movement Services Greater Than 25 Miles - Optional Service

If we need to move a vehicle over 25 miles from us, we can not charge for that? We pick up a lot of units at a Marshalling yard. Some are normal size cars, some are police units that need to be towed, some are over 12500 heavy duty unts. The corresponding CLIN will be added to the pricing sheet for this service

90 SOW

2.1.8.2.1, Vehicle Movement Services Greater Than 25 Miles - Optional Service

Under Sec 2.1.7.1.2: With GSA's approval we can add 3 gallons and get reimbursed.

Why would the contractor be responsible to add fuel for transport and not get reimbursed? Why would tolls not be reimbursed? Same question for charging electric vehicles.

It is expected the pricing for these services also includes all related expenses such as tolls, fueling or charging cost to perfoming this CLIN

91 SOW

2.1.8.2.1, Vehicle Movement Services Greater Than 25 Miles - Optional Service

Is GSA open to market pricing on a per mile charge on these instances by market and vehicle class? This means that pricing will vary.

GSA is evaluating additional standard vehicle CLINs for transportation over 25 miles, as well as CLINs for non-standard vehicles or transportation requirements >50 miles.

92 SOW

2.1.8.2.2, Vehicle Movement Services Greater Than 25 Miles - Optional Service

What are the expected timelines and protocols for reporting discrepancies in vehicle movements that differ from GSA’s written request?

It is expected vendors will work with authorized GSA representatives to communicate any descripancies and/or any options to consolidate vehicle movements that are in the best interest of the governement. GSA is evaluating additional CLINs for non-standard vehicles or transportation requirements >50 miles.

93 SOW

2.1.8.3, Ocean Freight Transportation - Optional Service How are we paid for these services?

Ocean freight transportation services are typically negotiated per each requested service and invoiced under the contract. Ocean Frieght will have its own CLIN

94 SOW

2.1.8.3, Ocean Freight Transportation - Optional Service

There is no Line Item identified in the Draft Line Items document corresponding to this (Optional) requirement. While pricing is to be negotiated at the task order level, how is it to be invoiced without a Contract Line Item? Ocean Frieght will have its own CLIN

95 SOW

2.1.8.3.4, Ocean Freight Transportation - Optional Service

Can certain unique tasks like ocean freight transportation be performed on a per item basis and the cost paid by GSA per item on an as needed basis to the contractor outside of an initial up front cost amount awarded to the contractor for the contract?

Ocean freight transportation services are typically negotiated per each requested service and invoiced under the contract. Ocean Frieght will have its own CLIN

96 SOW

2.2, Sales Preparation Services - Optional Service Is this for the Auction House?

Sales preparation services is an optional service that can be performed at traditional Auction service locations, However, non-traditional auction locations can also be awarded to perform these services without being required to perform 2.3 Administrative Vehicle Sales Services or 2.4 In-Lane Vehicle Sales Support

97 SOW

2.2, Sales Preparation Services - Optional Service

If I am reading it correctly Sale Preparation Services are optional for a contractor providing marshaling services, however it doesn't appear that Sale preparation services can be offered without also providing marshaling services. Am I correct in my interpretation?

Respectfully, I believe the two services are totally different and separate from each other and perhaps the government might be better served if treated as such under two separate contracts.

There are distinct advantages to combining Marshalling and Sales Services for GSA Fleet and it's customers. Reducing the number of contracts, task orders and minimizing transporation of used vehicles by turning them in at the Sales location.

98 SOW

2.2.11, Post-sale Storage, Release, and Removal of Purchased Property

If we are allowed to charge the buyer for an optional service e.g.storage, are we allowed to charge for receiving a bank wire? These are post sale not presale as identified in 3.8.

Sales Fees No charge is allowed for receiving a bank wire

99 SOW

2.2.11.1, Vehicle Release Requirements This talks about receiving payments. Is it a requirement? No

Sources Sought Notice No.: 47QMCA24N0032

100 SOW

2.2.12, Remote Inspection of Completed Services

Can we get an example of what you are speaking of for remote inspection? What would be the range away from the physical auction location these would be taken? Can we charge an additional fee for remote inspections?

Remote inspections entail the same as in-person inspections performed by the COR or CO. Any telecommunicatons device with live camera viewing will suffice. This service is considered a normal part of contract services and is not billed separately

101 SOW

2.2.12.2, Remote Inspection of Completed Services How are your contractors currently providing this service?

Remote inspections entail the same as in-person inspections performed by the COR or CO, and accomplished with any telecommuncaitons device with live camera viewing will suffice.

102 SOW 2.2.13, Test Drive - Optional Service Liability too great. This is an optional service and not a required service

103 SOW

2.2.14, Enhanced Vehicle Imagery - Optional Service 2.2.15, Enhanced Condition Reporting - Optional Service

Please clarify the specific requirements for enhanced digital imagery and condition reporting. Refer to to section 2.2.14.1 and 2.2.15.1

104 SOW

2.2.15.1, Enhanced Condition Reporting - Optional Service

At this time we are not able to provide the engine audio recording or OBDII scan and report. This is an optional service and not a required service

105 SOW

2.2.3, Vehicle Movement Services Greater Than 25 Miles

This statement appears to conflict with the title. The title refers to movement Greater Than 25 Miles, but the text of the paragraph refers to movement Within 25 Miles.

Furthermore, it references paragraph 2.1.8.1 which is also for movement Within 25 Miles. Please clarify.

Thank you for catching this paragraph reference. SOW has been updated to reference the correct paragraph 2.1.8.2

106 SOW

2.2.3, Vehicle Movement Services Greater Than 25 Miles

This requirement, Vehicle Movement Services Greater Than 25 Miles, is not found in any of the listed line items in the draft document. Should it be included in Line Item 12? All movement services greater than 25 miles will be billed against Line 10

107 SOW

2.2.3, Vehicle Movement Services Greater Than 25 Miles

This statement appears to conflict with the title. The title refers to movement Greater Than 25 Miles, but the text of the paragraph refers to movement Within 25 Miles.

Furthermore, it references paragraph 2.1.8.1 which is also for movement Within 25 Miles. Please clarify.

Thank you for catching this paragraph reference. SOW has been updated to reference the correct paragraph 2.1.8.2

108 SOW

2.2.3, Vehicle Movement Services Greater Than 25 Miles

If we need to move the vehicle to a repair shop, we are responsible for time, fuel, tolls, etc if within 25 miles regardless if unit is driveable or needs to be towed? Or regardless of size/weight on vehicle? Does this include when a vehicle is put into service, if the customer wants us to bring the unit to them, we should include this as a possible cost when we quote for Marshalling?

If we need to move a vehicle over 25 miles from us, we can not charge for that? We pick up a lot of units at a Marshalling yard. Some are normal size cars, some are police units that need to be towed, some are over 12500 heavy duty unts.

All cost of this service will be captured and charged against this CLIN. GSA will provide expected number and type/class of vehicles to be serviced within a geographic area. It is expected a vendor will appropriately price for the expected rate of service requested for this award. For example: Pricing is expected to be based on 85% of vehicles being light duty, 10% medium duty, 5% heavy duty with expected rate of request being 15% of total vehicles marshalled.

109 SOW 2.2.5, Fuel and Charging for Sales For Remarketing, we have been told we can not bill for fuel, fluids, charging. Does this mean we now can charge?

This is a requirement and it is expected the pricing for Sales related services to take into account normal fuel or charging needed to complete the sale.

110 SOW

2.2.6, Digital Imagery 2.2.7, Condition Reporting Appendix C, Electronic Condition Report (ECR) Requirements

Can you provide more specific guidelines or examples for the digital imagery and condition reporting standards required for both initial and post-repair conditions?

An example of digital imagery would include a 360 degree view of the vehicle for condition reporting and identifying damages.

111 SOW 2.2.6.1, Digital Imagery We currently do this at the CR phase, not when the vehicle enters the location. This brings up questions above in 1.4.1.3. and 2.1.1.1.3.

Digital Imagery as described in 2.2.6.1 is required when the vehicle enters the contractor's facility. If vehicles are delivered outside of contracted hours, Digital Imagery must be done on the first business day after discovery.

112 SOW 2.2.7, Condition Reporting Electronic Inventory Management System (eIMS) is not available to non-auction house contractors.

Vendors providing this service are required to utilize a commercial or in-house developed eIMS

113 SOW 2.2.7, Condition Reporting How much time is GSA going to give us for estimated cost of repairs for any deficiencies?

Once needed repairs are discovered, they should be entered into the auction management system as a suggested repair, along with estimate, as soon as possible.

114 SOW 2.2.7.1, Condition Reporting Does GSA or the contractor specify the eIMS that is used?

The vendor can utilize a commercial or in-house developed eIMS, so long as the eIMS can provide all the required information and reports

115 SOW 2.2.7.3, Condition Reporting Is GSA open to cost estimates outside of the 48 hours on the condition reports? What amount of time do we feel comfortable requesting? No

Sources Sought Notice No.: 47QMCA24N0032

116 SOW

2.2.8, Maintenance, Repairs, and Reconditioning

Paint and body questions:

per repair?

requiring paint and body repair ( Panel replacement, just bumper, complete paint jobs, etc.)?

9. Is glass replacement required?

1. Replacement criteria depend on vehicle type for example, passenger vehicles are 5 years or 60,000 miles while light trucks are 7 years or 65,000 miles

117 SOW

2.2.8, Maintenance, Repairs, and Reconditioning

Mechanical questions:

throughout the year.

118 SOW

2.2.8, Maintenance, Repairs, and Reconditioning

During the reconditioning and preparation of the used vehicle, is the vehicle checked to make sure there is no prior PII remaining in the infotainment system? Not currently.

119 SOW

2.2.8.1, Maintenance, Repairs, and Reconditioning

Is the GSA looking to reduce or eliminate the number of visits their staff conducts to check on the sale vehicle conditions?

There is internal recommended guidance on how often the Sales Contracting Officer (SCO) visits. The SCO may visit as often as needed depending on performance.

120 SOW

2.2.8.1, Maintenance, Repairs, and Reconditioning

What can we expect once we've met the ECR and damages are listed. How quickly can we expect GSA to authorize or deny any repairs?

Suggested repairs will be reviewed, and approved if necessary, within a timeframe allowing for said repairs to be completed prior to sale.

121 SOW

2.2.8.2.4, Maintenance, Repairs, and Reconditioning We use the pricing sheet GSA provides. Refer to section 2.2.8.2.4

122 SOW

2.2.8.2.4, Maintenance, Repairs, and Reconditioning

Will CCC1 Collision Estimating be accepted? We have used both and CCC1 has more up to date data. GSA is evaluating expanding requirement to other alternative Collision Estimating tools.

123 SOW

2.2.9.3.3, Sale Vehicle Decommissioning and Equipment Disposal

Extend the return time to 4 days. Reimbursement for mileage and time to postal service.

Is this financially in the best interest of GSA?

The return timeline of 2-days is post GSA decision, which typically takes several days to evaluate and determine if items should be destroyed or returned. GSA has evaluated return cost management, and it is more effectively and efficient for the goverment to pay and provide shipping label for returns

124 SOW

2.3, Administrative Vehicle Sales Services Is this for the Auction House?

This is applicable to any vendor contracted for 2.1 Marshalling, 2.2 Sales Preparation and 2.3 Administrative Vehicle Services

125 SOW 2.3.1, GSAFleet.gov Sales Platform Does the AutobidMaster system allow data integrations for condition information from our system or does the GSAFleet handle the data integrations?

GSA has created an API with AutoIMS that will be utilized in GSAFleet.gov. For vendors not using AutoIMS, flat file (.csv) transfer will be required.

126 SOW 2.3.1, GSAFleet.gov Sales Platform When performing a sale to the public, would GSA consider allowing the contractor to sell the vehicles using another selling site that may provide better returns on the items? No

127 SOW 2.3.1, GSAFleet.gov Sales Platform Previously alternative platforms have been approved, as in the case of static or concurrent sales. Is this going to remain unchanged.

Static Internet Sales will be conducted solely on GSAFleet.gov. Concurrent live broadcasting during Live Sales will remain the responsibility of the Auction Contractor.

128 SOW

2.3.4.2.2, Sales Inventory Management Our deadline is Wednesday at noon before the sale date to add vehicles. Vehicles will be added to the sale at the discretion of the SCO.

129 SOW

2.3.4.2.4, Sales Inventory Management

Who pays for transportation if GSA wants to move a unit to another facility? Who would reimburse us for expenses incurred in trying to sell the vehicle in transporting a no sale to another location? GSA or the receiving contractor.

The service vendor, as directed by GSA, will be reimbursed in accordane with the appropiate transportation CLIN http://gsafleet.gov/ http://gsafleet.gov/

Sources Sought Notice No.: 47QMCA24N0032

130 SOW

2.3.6.2, Documentation to Provide to Buyer

Do we have to pay for UPS/FedEx postage to send out buyer documents? Can the customer be charged for this service?

Per the SOW shipping is at the cost of the Contractor. Future proposal pricing should include this potential cost.

131 SOW 2.3.6.4, Post-Sale File Documentation Give at least 3 days after the sale.

Funds should be transferred within two (2) business days of the sale ending. Post sale documents can be discussed.

132 SOW 2.3.7.1, Payment Method GSA will determine acceptable forms of payment? This should be determined by both GSA and the Contractor. GSA will determine the acceptable forms of payment.

133 SOW 2.3.7.4.1, Payment Transfer to GSA Extend to 4 days. Checks take a few days to come in via mail.

The SOW stated two (2) business days after the payment due date via Fedwire or Automated Clearing House (ACH) remittance, to the appropriate account as designated and instructed by GSA.

134 SOW 2.4,…