Questions and Answers.pdf

47QMCA25N0014 Questions and Answers Industry Day

# Question Answer 1 Will you be posting a link for today's webinar? Welcome and yes, a recording with a transcript of questions will be posted to SAM.gov 2 If I am bidding in two zones (e.g. MT and ID), do I need to submit two different proposals against two differnt RFPs?

Yes

3 Can I BID in the PR, USVA area only? Yes 4 What areas are you looking to improve in from the current contract? Improve Agency customers marshalling experience and mitigate logisticals cost of moving vehicles to and from Auction locations

5 Did you have these zones on the previous contract? Historically, solicitations have been issued both ways; nationally and zonally.

6 I ship cars across the country. Is this something I can bid on? In other words provide the total logistics for pickup and delivery?

It is required that a vendor bid on the Marshalling portion of the contract, Any logistical requirements would be containt to the need asscoaited with the Marshalling award

7 Is this solicitation being offered as a set aside or are the large auction house being offered it also? The solicitations will be open to both large and small businesses. Each solicitation will reserve 30% of awards for small businesses.

8 Do you allow an auction to be digital only or must in be run in lane at the same time it is offered digitally online?

In-lane sales (SOW 2.4) is not required to run concurrent with digital sales (SOW 2.3.1).

9 Can the sub contractor charge a buy fee if they are working with a small business? The public cannot be charged a buy fee to purchase GSA Fleet vehicles. GSA pays all sale fees. This remains true regardless of business size (large/small) or contractor tier (prime/sub).

10 Is the contractor required to have obtained the facility ahead of award? Or can we provide a proposed lease. Are facility costs reimbursable?

The contractor must be the owner or legal lessee of the facility at the time of site survey. Facility costs are not reimbursable.

11 How do you define online sales? Are these live sales, buy now, or bid now? Are auctioneers required or is digital sales acceptable?

Online sales are digital sales (SOW 2.3.1) and will be handled through our platform, GSAFleet.gov, which mimics the traditional online sales auction platform, so there are buy now options on our platform. In-lane sales (SOW 2.4) is not required to run concurrent with digital sales.

12 Are there multiple contractors per zone? We anticipate multiple awards resulting from each solicitation.

13 Are you looking for 4 different companies to marshal or just one? We anticipate multiple awards resulting from each solicitation.

14 Are you going to market the cars to the general public on a online feature? All GSA Sales vehicles will be marketed to the public regardless of the selling platform.

15 Our weekly Thursday Public & Dealer auctions are 6:30pm for the past 27 years. Does our start time matter? I heard from another auction that our auctions must take place during a certain time period in the day?

GSA Fleet vehicles run under seperate terms and conditions and must be a stand alone sale. Many auctions run concurrent sales (in a different lane) while conducting a GSA Fleet sale, but the GSA sale must be GSA vehicles only. Auction date and times can be proposed and approved by the COR.

16 So GSAFleet.gov is replacing marketplace. If so, when is it scheduled to deploy? Full deployment of GSAFleet.gov is scheduled for spring of 2025.

17 If you apply for a Virginia location will we be dealing with Maryland, DC & Virginia ? Or only Virginia vehicles?

Mileage determines where the vehicle will be sent. Therefore, it is possible a location may process vehicles from other states.

18 If you run a digital only sale, does that have to be through the GSA fleet.gov portal or can it be through your own auction’s platform? Also, is contractor provided platform still an acceptable option?

This will be done through GSAFleet.gov. With the integrated registration process and vetting of bidders through GSAFleet.gov, contractor provided platforms will not be allowed.

19 Just to confirm, on our live auction day we do not provide appointments for pick ups or exchanges however transporters are able to drop off 24/7. Will the new contract require us to offer appointment times on our sale day?

Appointments for vehicles to be turned in or picked up by GSA Customers can be limited to specific time frames as coordinated with the COR.

20 Are all the auction vehicles listed on GSAFleet.gov or would they be on the auction company website?

The vehicles are advertised on GSAFleet.gov.

21 Could you review the known dates, when it will hit the street and when it needs to be submitted by? The RFP will be posted to SAM.gov and Fedconnect on January 13, 2025. Be sure to check regularly for amendments. Questions are due January 21, 2025. Phase 1 submissions are due February 7, 2025.

22 Could you please clarify if becoming a marshaling vendor requires a specific lot size and garage space?

There are no specific requirements. However a vendor's proposal should demonstrate the facility and yard spaces are sufficient to meet the number of vehicles expected to be serviced in a specific geographic area.

23 Do we know who gets the Marshalling award once awards are given? Award notices will be posted to SAM.gov.

24 All of our auctions are simulcast and can have in lane bids and online bids. Would that still be allowed with what you just stated regarding GSAFleet.gov?

Yes

25 Is the GSAFleet.gov platform going to offer simulcast / concurrent sale capabilities? If it doesn't then could a contractor provide concurrent sale services on a contractor provided platform? If so, how is it suggested that a contractor provide vetting of bidders?

GSAFleet.gov will not offer simulcast/concurrent broadcast capabilities. We expect contractors to provide that service. All bidders will need to be registered on GSAFleet.gov before paying for the vehicle. If a concurrent broadcast buyer were to fail the registration, the auction house would need to work with GSA to reoffer the vehicle.

26 Is it required to use Mitchell hours or are other services able to be used? Mitchell is currently specified because GSA has access to verify pricing. If you have another means to do so, please specify in your offer.

27 Deleting personal data during the vehicle prep is a critical factor to get awarded a contract.

Privacy4Cars is a 10+ patented solution that supports bidders with the in-vehicle data clearing protocols in accordance with Guidelines for Media Sanitization by NIST (removal of private/sensitive data). Since we would not be a direct provider to GSA but to bidders, what is the best way to make them aware of our capabilities?

Award notices will be posted to SAM.gov.

28 If we are in Delaware, are there vehicles from outside of our region that would come to our auction?

Or would this be within a certain radius of our address?

Mileage determines where the vehicle will be sent.

29 Are there set reserves for vehicles? Or a minimum bid? Yes, GSA sets reserves. Minimum bids are set on GSA hosted interenet sales, the auctioneer determines minimum bid on live sales.

30 Are all bidders required to register on GSAFleet.gov before bidding at a physical auction? Yes, this is new functionality that will be released in Spring of '25. GSAFleet.gov performs a proprietary check through Experian to ensure the bidder is eligible. The bidder will receive a bidder ID number and will provide it to the auction house when entering a live sale. GSAFleet.gov will associate that bidder to a sale and eliminate the need for paper registration.

31 Typically we require our public bidders to put a deposit down for a bidder badge. If they purchase a car, their deposit is applied towards their purchase. But if they don’t they get their deposit back.

Since they are registering with GSAFleet.gov which terms and conditions are they held to?

GSA does not allow charges for bidder badges, parking etc. All participation/sale fees must be proposed in your submital and paid by GSA.

32 How long will it take to do that check? Is it something people can do in our lobby on the day of the auction or will it have to be done in advance?

The registration process was optimized for cell phones knowing that some will not register before sale day. The registration process includes thier TIN and validating an email address using MFA, so it will take a few minutes to complete.

33 Will this registration need to take place for every live sale or just an initial registration? Once registered, bidders will not need to register again for any future GSA Fleet sale (regardless of location).

34 If a marshaling site does not deal with sales, are we allowed to bid on the vehicles when they come up for sales?

Marshalling contractors may not bid on or own GSA Fleet vehicles. There are instructions in the SOW if a contractor comes into posession of a GSA Fleet vehicle, including disposition timelines.

35 Are all contractors forbidden to purchase sold vehicles from auctions- or only the contractors who are doing the sales platform are forbidden?

Contractors may not bid on or own GSA Fleet vehicles. There are instructions in the SOW if a contractor comes into posession of a GSA Fleet vehicle, including disposition timelines.

36 Are customers required to re-register after their initial registration, for each sale? Once registered, bidders will not need to register again for any future GSA Fleet sale (regardless of location).

37 Is your preference to have 1 company manage the entire contract or 1 company per zone? We are looking to minimize logistical costs and maximize sales proceeds. Historically, this has been accomplished by multiple contractors per Zone.

38 Is a dealer license required? Only if required by your state and local ordinances.

39 So if a vehicle has been in our property more than 17 days we can charge storage? Storage charges for vehicles may begin on the 46th day after the vehicle acceptance date.

40 Do you require facilities to secure GSA vehicles in a seperate gated area within our property? Or what is the requirement there? We are fully gated and fenced already.

The requirement is that the vehicles are secure. They do not have to be separately gated.

41 For marketing, we use a heavy social media presence with results that back our advertising spend.

Do we still need to use traditional marketing: tv, radio, newspaper? Or is this strictly up to us?

What we're looking for is effective marketing, and we understand this changes. So you can work with your GSA Representative to come up with a plan to effectively market the vehicles that may not include traditional marketing methods.

42 Is there an approximate percentage of vehicles that need delivery and pick up withing 25 miles for our general location for marshalling?

No

43 What are the requirements for the people from Mexico that want to buy vehicles? Bidder registration requirements are different for folks without a social security number or a TIN. In these circumstances, GSA will do a manual verification process which typically involves a passport.

You would contact your GSA Representative directly to request the manual registration.

44 Can you explain the difference between an ECR and the EVAF? The comment was made that the supplier is responsible for missed damages between the 2 inspections.

The ECR would be the Electronic Condition Report, which we expect to be more detailed than the electronic Vehicle Accountability Form (eVAF). The eVAF is used like a general lease turn in inspection that you see throughout industry, and we don't expect undercarriage damage or previous repair to be noted on an eVAF unless it's really obvious damage. The ECR typically follows NAAA standards. We expect that to be more detailed. If there are major discrepancies between the eVAF and the ECR, the GSA Representative would need to have conversation with the contractor to determine if the contractor damaged the vehicle. So we're really looking to determine if there was any damage done to the vehicle, post turn in from the customer, and determining who's responsible for that damage.

45 Do we need to provide an on-site repair facility? No. Repairs can be done off-site.

46 Will there be an online presence of the vehicles with the auctions or just your online option? GSA can determine whether to offer the vehicle online only or through a live sale. It's dependent on several variables, but it can be either or.

47 How many cars are sold on an average month? 30,000 a year (nationwide). The heaviest sale period is April through October, based on our new vehicle ordering.

48 When a transporter drops a new vehicle that has damages & they don't want to wait or if it's dropped after hours, is there a website were we can get the BOL?

There may be an occasion where vehicles are delivered outside of contracted hours or the transporter doesn't provide the BOL and allow you to anotate visible damage or missing components on the delivery receipt. When that happens you need to follow the process and time lines for annotating in GSAFleet.gov. Regardless of whether there is damage, any delivery made outside of contracted hours should be reported to your GSA representative so that they can report the incident to the CO for the OEM contract.

49 Will reconditiong of vehicles be charged as a per vehicle charge or hourly labor rate? Hourly Labor Rate 50 Can you receive the contract but then reject a task order if not able to fulfill at the time? That depends on the order. Per FAR clause 52.216-22, the contractor must fulfill any order issued above the" minimum" and up to the "maximum" as defined in the Order Limitations clause.

51 Who are the new vehicle bought from and how will they come to us as a marshaller? Does the vehicle need to go to the dealer for the PDI?

GSA buys its vehicles directly from OEMs in most cases. The vehicles are delivered, typically on car haulers, directly from the manufacturers. The contractor is required to perform the PDI as part of the marshalling process. GSA does receive instructions from OEMs on how to complete the PDIs model by model, which we provide to the contractor if requested.

52 Dropping off vehicles after hours is not an option in some locations - the facilities are closed and there would be no safe and secure area to leave the vehicles and secure the keys.

Ideally, after hours deliveries don't happen because our contracts with the OEMs have specific delivery hours. Regardless, some transporters make unauthorized deliveries and will leave a vehicle outside the gate in unsecured areas. This is why any delivery made outside of contracted hours should be reported to your GSA representative so that they can report the incident to the CO for the OEM contract.

53 Circling back to the BOL and damaged vehicles. If by chance something was missed and not noted on the BOL and reported after the fact, is the marshalling site responsible?

Yes, potentially the marshaller could be held responsible if you miss major damage. This is why it's important to follow the SOW process and time line for reporting and annotating visible damage or missing components.

54 What is the 30% small business derived from? Each zone, or total contract value? 30% of the total number of awards for each zone.

55 I had an issue where multiple vehicles were mistakenly delivered over 50 miles away. Although I thought this was addressed in my contract I was told it was not. How do you accommodate this?

If the OEM delivers vehicles to the wrong location, that is not the marshalling contractor's responsibility. Rather GSA is responsible for arranging transportation to get the vehicles to the correct location. GSA may coordinate with the OEM to correct the delivery, or make an arrangement to pay you or another contractor to transport them.

56 Is there an updated list of vehicles that telematics are not installed in? GSAFleet.gov has built-in functionality to identify vehicles that need a black box, a Geotab device installed, versus OEM telematics that don't need a device installed. If you're not seeing that, please report the issue to your GSA representative so that we can report the defect.

57 Is our bid required to be the same for both incoming new fleet vehicles and decomisioned old vehicles?

The marshalling fee includes both the receipt of the new vehicle and the old vehicle. These are not split out. There are instances where we would take an old (used vehicle), and reassign it. The contract does account for that, if that was the intention, but if it's decommissioned (going to sell), that fee should encompass both accepting a new and old vehicle there.

58 Are there any restrictions of a small business subcontracting with a large business to fulfill all parts of the contract?

The contract includes FAR clause 52.219-8 Utilization of Small Business Concerns. This clause requires the contractor to provide maximum practicable opportunity to small business in the awarding of subcontracts to the fullest extent consistent with efficient contract performance. The final solicitation may include explicit language regarding this matter.

59 If we were going to team with another sales site, how do we know whose doing what before the contract award?

If an award is to be made based on a Contractor Teaming Arrangement (CTA), the “teaming agreement” between the two parties would be submitted with the offer. The “teaming agreement” is the legal document that outlines specific roles, responsibilities, and division of work between those companies within that partnership, usually with one acting as the prime contractor and the others as subcontractors.

60 Can you team with marshalling sites to do auctions? Would we need to subcontract with marshalling sites to support their auctions? Or joint venture with them?

See answer to question above.

61 Does the contractor manage all the transportation or only transportation after vehicles received? Transportation from the OEMs is provided by the OEMs for new vehicles. This contract covers subsequent transportation when ordered.

62 When a new vehicle is delivered is a frame inspection required on the PDI? We require a visual inspection of the vehicle. If it's obvious damage that can be noticed visually, we expect that to be reported and noted on the BOL and in GSAFleet.gov.

63 Our auction facility needs the capability of EV charging correct? EV charging can be done on-site if you have the capability. You may also coordinate with the COR to charge off-site.

64 EV charging costs are expensible? EV charging is a fixed priced line item (per vehicle).

65 Do you provide the tracking system that has to be installed? Yes. Telematics devices are Government Furnished Property shipped directly to the contractor.

You'll have to inventory and secure them.

66 Is this a total overhaul of how this contract has been previously ran? What are the major changes in this SOW?

live answered

67 Can I do marshaling and sales support and no sales? You may offer marshalling support services and sales preperation services but not offer administrative vechicle sales services.

68 This may sound a bit novice, but as far as pricing in the contract goes.. Is there a previous performance guide to point us in a direction if our pricing seems a bit off?

No.

69 What time frame are you offering to setup when the contract is awarded? Who is currently providing this service?

The start date for the new awards will be Oct 2025. We currently have over 100 contractors who perform marshalling and sales services for GSA across all 4 zones.

70 Is it possible to limit delivery hours on auction sales day? While you may control the scheduling of customer pickup/dropoff, vehicle deliveries from OEMs are governed by separate contracts and cannot be limited on auction sales days.

71 Is there an average stay time per vehicle on our lot? No, but the goal is to sell vehicles in less than 30 days and have new vehicles picked up by customers within 11 days of delivery.

72 Are all the regions equal in amount of vehicles? No. For vehicle concentrations look at the Vehicle Volume Estimates posted on SAM.gov.

73 Are awarded contract pricing public information? While total contract values are publicly available in USAspending.gov, individual line item pricing is not.

74 Are the license plates and credit cards going to be sent right to the marshalling site in 2025? The marshallers are provided license plates and credit cards, either by the COR or on a direct ship basis.

75 Is it possible to bid a % of the hammer price, or must it be a flat fee? The unit price for Sales CLINs may be submitted as a flat rate, flat rate plus % of sale proceeds, or % of sale proceeds. It's up to the contractor to propose it.

76 When the GSA is referencing deliveries to the customer:

1. Will we have to deliver a new car and pick up a used car?

2. Are we permitted to drive the new vehicle to the customer's location and pick up the old vehicle?

3. How have you sold your previous vehicles in the US Virgin Islands, Hawaii, and Alaska, Puerto Rico ?

4. Has your preference been to import the vehicles to the lower 48 or sell them at their current location?

1. In most cases deliveries to customers will be a one for one drop off and pick up.

2. Only if the movement is within 25 miles of the Marshalling location.

3. Via public auction or closed sales to state agencies.

4. Dispose at current location.

77 We are a transport company. How do we connect with those awarded a contract so that we can offer our services?

Award notices will be posted to SAM.gov. You can search for them using the solicitation numbers.

78 The current [2020] contract line item is for exchange of turn in vehicle and release of new vehicle.

Will pricing need to be submitted for these actions separately now?

The new contract will not have an exchange CLIN, so all actions will be billed per vehicle.

79 Pricing Spreadsheet Line Item 7: Fueling Internal Combustion Engine Vehicle --SOW 2.1.7.1, 2.2.5---

- What exactly is to be charged, the labor to fuel a vehicle?

The per vehicle price offered for this line item should be a flat fee for performing the work described.

It does not include the cost of fuel which will be reimbursed by GSA.

80 Pricing Spreadsheet Line Item 8: Battery Electric Vehicle Charging-- SOW 2.1.7.2, 2.2.5---- What exactly is to be charged, the labor to fuel a vehicle?

The per vehicle price offered for this line item should be a a flat fee that encompasses both the chargingcost (i.e., kilowatt hours) and labor involved.

81 Pricing Spreadsheet Line Items 9,10,11,12,13,14-- SOW 2.1.8— How will driveaway and towing of vehicles be charged? There is no specific line items for each charge and they would be significantly different (tow vs. drive).

Item 9 -- Vehicle Movement - Standard Vehicle - Within 25 miles Item 10 -- Vehicle Movement - Standard Vehicle - Greater than 25 up to 50 miles Item 11 -- Vehicle Movement - Standard Vehicle - Greater than 50 miles Item 12 -- Vehicle Movement - Non-standard Operable - Within 50 miles Item 13 -- Vehicle Movement - Non-standard Operable - Greater than 50 miles Item 14 -- Vehicle Movement - Inoperable - 12,500 lbs or less

Proposed pricing for vehicle movement services should reflect the costs associated with whichever method the Contractor uses to transport the vehicle (e.g., driveaway or tow), which may vary given the distance and vehicle type/weight (i.e., standard vs non-standard).

82 Pricing Spreadsheet Line Item 22: Coordinating Required Vehicle Inspections and Certifications SOW 2.2.1--- What does this involve? There is very little description in the SOW.

Inspection/Certifications could include CNG tank inspections, emissions inspections, etc.

83 Pricing Spreadsheet Line Item 25: Reconditioning-- SOW 2.2.8--- I had asked about reconditioning of vehicles during the Industry Day, but still not sure how to charge. The pricing spreadsheet states "Labor Hour." Current contract charge is per vehicle. Please clarify.

Reconditioning pricing will be based on labor hour.

84 Pricing Spreadsheet Line Items 23, 32 and 33—SOW 2.2, 2.3 & 2.4-- Would these line items fall under Auction Support Services (CLIN001) in the current contract?

Item 23 -- Sale Timing, Removal of License Plate and Fleet Services Card for Sale, Digital Imagery, Condition Reporting, Public Vehicle Inspection Period, Release, and Removal of Purchased Property Item 32 -- Administrative Vehicle Sales Services Item 33 -- In-Lane Vehicle Sales Support

The corresponding services for these items would fall under multiple CLINs in the current contract depending on the sale method.

85 Pricing Spreadsheet -- What line item would eIMS charge fall under? Reference SOW 3.7 - Sales - Electronic Inventory Management System.

eIMS systems is a general requirement for this contract and not a uniquely separate chargeable service.

86 Pricing Spreadsheet -- What line item would Concurrent Broadcast fee fall under? Reference SOW

2.4.2 - Concurrent Live Broadcast Remote Consignor

This service is included in line 33, In-Lane Vehicle Sales Support.

Q&As