SOW Slide Deck.pdf

GSA FleetGSA Fleet

GSA Fleet Auction & Marshalling Industry Day 2024

Avital Luny Program Analyst

GSA Fleet

• Who We Are - GSA Fleet Marketplace

• SOW Overview

• Specific Contract Tasks and Requirements

• Special Instructions

• Performance Requirements Summary and

Government Furnished Equipment

Agenda

We are GSA Fleet Marketplace GSA Fleet Mission

“GSA Fleet provides safe, reliable low cost vehicle solutions to assist federal agencies meet their mission and federal mandates effectively and efficiently.”

End of Life Vehicle Sales Methods

Live Sales Vehicles are sold through the traditional in-lane auction method (including concurrent live broadcast)

Internet Sales Vehicles are sold on the GSA online selling platform

Fixed Price (SASP -

State Agencies for

Surplus Property)

GSA Fleet offers fully upfit law enforcement vehicles exclusively to SASP’s at fixed price on a first come first serve basis.

● GSA Fleet Marketplace conduct vehicle exchange and sales

● Vehicles at the end of their lifecycle that meet replacement criteria are sold using one of 3 sale methods

○ Live

○ Internet

○ Fixed Price SASP

Active GSA Fleet Vehicle Inventory - 234,000+ Vehicles

Ambulance /

Other Special

Purpose

1,962

0.84%

Active GSA Fleet Vehicle Inventory - Fuel Types

CNG / Non-

Fuel

Equipment

0.28%

GSA Fleet Sales Volume: FY20-24

Typical Sales Vehicles - Sedans / Station Wagons

$9,677 Average

Proceeds

Per Vehicle

7.1 years Average

Age at Time of Sale

59,000 Average Miles

Typical Sales Vehicles - Light Trucks, Minivans & SUVs

$15,673 Average

Proceeds

Per Vehicle

7.9 years Average

Age at Time of Sale

61,000 Average Miles

Other Vehicles Sold at Auction

*Fully upfit law enforcement vehicles are only sold in closed auctions to eligible entities

Estimated 5-Year Sales Volume:

Lower 48 States

Alaska & Hawaii

Puerto Rico and U.S. Virgin Islands

Statement of Work (SOW) Overview

Purpose: Fulfill GSA’s marshalling and sales needs.

Support Services: Contractor-provided, utilizing industry best practices.

Objective:

● Customer-centric marshalling services.

● Maximize returns on vehicle sales.

● Reduce logistical costs using digital and remote solutions.

1.2 SOW Objectives

● Contract Services:

○ Marshall new/existing federal vehicles

○ Install 3rd party telematics/communication devices

○ Sell used vehicles

○ Transport when necessary

● Volume Estimates:

○ Approx. 30,000 new and used vehicles marshalled annually, approx.

30,000 vehicles sold

1.3 Scope of Work

● Requirements:

○ Timeliness and quality standards

○ Program manager as primary contact

○ Compliance with federal laws, regulations, and policies

● Vehicle Types:

○ Includes various types: sedans, SUVs, trucks, buses, ambulances, etc.

○ Fuel types: battery electric, hybrid electric, gasoline mixtures, diesel, natural gas, etc.

○ Operable and inoperable vehicles; transportation methods vary

1.3 Scope of Work (Continued)

Hours of Operation:

● Must be open Monday to Friday, 8:00 a.m. - 5:00 p.m.

● Must be available for a minimum of 30 hours/week for vehicle acceptance/release.

Location Requirements:

● Contractor must own or lease the facility.

● Facilities to be inspected by GSA.

● Approved locations detailed in award document.

1.4 Location and Hours of Work

● Essential documents for contract performance include:

○ Contract Compliance

○ General Sale Terms and Conditions (SF-114C)

○ GSA Bill of Sale Form

○ GSA Form 3169 (Sales Reconciliation Sheet)

○ Special Sales Terms and Conditions

○ Standard Form 97-1 (Certificate to Obtain Title)

○ GSAFleet.gov electronic tools

● Guidance documents, including:

○ GSAFleet.gov

○ GSA Logo Policy

○ Telematic Installation Guides

○ Manufacturing Pre-Delivery Inspections (PDI’s)

1.5 Applicable Documents

• No Buyer Fees/Buyer Premiums

• No Contractor payment from proceeds

• First sale offering must be open to the general public

Non-Negotiable Items

Specific Contract Tasks and Requirements

GSA Sales and Marshalling Services can be broken down into 4 Tasks:

• Task 1: Marshalling Support Services

• Task 2: Sales Preparation Services

• Task 3: Admin. Vehicle Sales

Services

• Task 4: In-lane Vehicle Sales Services

SOW Tasks

Task 1: Marshalling Support Services

Requirements

New Vehicle Delivery:

● Inspect and log GSA vehicles in GSAFleet.gov.

● Document damage/missing components on delivery receipt.

Damage-in-Transit (DIT):

● Submit DIT report within 3 business days of acceptance.

Manufacturer Pre-Delivery Inspection (PDI):

● Conduct PDI within 3 business days as per manufacturer’s guidelines.

Vehicle Preparation:

● Load vehicle data and upload delivery receipt within 3 business days of acceptance.

● Confirm vehicle specifications; notify GSA of discrepancies immediately.

● Install government license plates and verify services card matches plates.

2.1.1 New Vehicle Delivery Inspection and Acceptance

New License Plate & Card Management:

● Ordered as matched sets; maintain inventory and reconcile in GSAFleet.gov.

Fleet Services Card Management:

● Match and manage GSA Fleet services cards along with license plates.

Removal & Replacement:

● Remove/replace plates and cards upon GSA request.

● Reconcile removed plates in GSAFleet.gov.

Return Process:

● Return plates and cards to GSA per guidelines; shipping costs covered by the

Government.

2.1.2 License Plate and GSA Fleet Services Card

Management

● Schedule vehicle pick-up in GSAFleet.gov.

● Ensure vehicle is clean inside and out.

● Provide all keys, GSA Fleet services card, documentation, and auxiliary items.

● Conduct vehicle inspection with the customer; both parties sign the electronic Vehicle Accountability Form (eVAF) in GSAFleet.gov.

2.1.3 Releasing Vehicles to GSA Customer

● Inspect for damages and missing items; upload photos to

GSAFleet.gov.

● Check interior for agency items; ensure customer removes all equipment.

● Sign eVAF with customer in GSAFleet.gov.

● Document discrepancies (e.g., missing plates or mismatched cards) on eVAF; report to GSA within one (1) business day.

2.1.4 Receiving Used Vehicle:

• Timeline: Within three (3) business days of GSA request, prepare the used vehicle for release to the new customer.

• Check Equipment, Fluid levels, tire pressure, and identify any warning lights.

• Maintain vehicle fluids and inflate tires to manufacturer recommended levels/pressure

• Pre-approve and coordinate with the GSA Maintenance Control Center

(MCC) on any potential vehicle repairs or maintenance that is needed.

These services will not be charged to this contract.

2.1.5 Preparation of Used Vehicle for Release to New

Customer

Device Types:

• 2.1.6.1. Telematics (Required)

• 2.1.6.2. Other Tracking and Communication Devices or Aftermarket

Equipment (Optional Service)

● Includes cameras, toll transponders, electronic logging devices, and aftermarket accessories, etc.

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

Requirements:

● Maintain inventory of all devices received and installed (including an inventory of telematics serial numbers).

● Use first-in, first-out practice for all devices.

● Scan telematics serial numbers in GSAFleet.gov upon receipt and installation.

● Install and manage as per GSA guidance within three (3) business days;

remove or replace as requested by GSA.

2.1.6 3rd Party Device Management, Installation, Replacement or Removal (Continued)

Fueling Internal Combustion Engine Vehicles:

● Verify fuel gauge reads above empty and low fuel indicator is off during inspections.

● Coordinate in writing with GSA to ensure a minimum of three (3) gallons of fuel is added; reimbursement at local prevailing rate.

Battery Electric Vehicle Charging:

● Charge batteries to minimum of 100 miles or to a level coordinated with the

COR.

2.1.7 Fueling and Charging

General Guidelines:

● Movement may support marshalling and sales; vehicles may be released to customers, transporters, vendors, or GSA.

● Definitions:

○ Standard Vehicle: Operable vehicles less than or equal to 12,500 lbs.

○ Non-Standard Vehicle: Operable vehicles over 12,500 lbs, trailers, or inoperable vehicles.

2.1.8.1 Standard Vehicle Movement within 25 Miles (Mandatory):

● Relocate within two (2) business days of GSA written request; Contractor covers fuel/charging and toll costs.

● Safeguard license plates and GSA Fleet services cards; report accidents/breakdowns immediately.

2.1.8 Vehicle Movement Management

Optional Services:

• 2.1.8.2. Standard Vehicle Movement Greater Than 25 Up To 50 Miles - Optional

Service

• 2.1.8.3. Non-Standard Vehicle Movement Within 50 Miles, or All Vehicle

Movement Greater than 50 Miles

Requirements:

• Transport within five (5) business days of GSA’s written request; Contractor covers costs.

• Notify GSA of any discrepancies; "dry run" costs borne by the Government if alternate arrangements are needed

2.1.8 Vehicle Movement Management (Optional Services)

2.1.8.4 Door-to-Door Delivery (Optional)

● Move newly delivered vehicles to GSA customers, exchange with old vehicles, and return old vehicles within five (5) business days of GSA request; Contractor covers costs.

● Notify GSA of discrepancies; "dry run" costs borne by the Government if alternate arrangements are needed.

2.1.8.5 Ocean Freight Transportation (Optional)

● Provide roll-on/roll-off or container transport as requested by GSA.

● Follow legal requirements; Contractor responsible for documentation and costs.

● Pricing negotiated at the task order level.

2.1.8 Vehicle Movement Management Optional Services

(Continued)

Optional Service: Provide notary services upon request for contract-related documents.

• Charges are per vehicle and noted for each vehicle requiring this service.

2.1.9 Notary Services (Optional)

Task 2: Sales Preparation Services

Requirements

Note: If providing 2.2 Sales Preparation Services, 2.1 Marshalling Support Services must also be provided.

Key Responsibilities for Subtasks 2.2.1 - 2.2.5:

● Vehicle Inspections & Certifications: Coordinate required inspections and certifications to comply with all applicable laws.

● Sale Timing: Schedule vehicles for sale with GSA; vehicles must be available within 20 business days of receipt.

● Vehicle Movement (Greater Than 25 Miles): Include services from Vehicle

Movement as part of the sales preparation.

● License Plate & Fleet Services Card Removal: Follow procedures for removal as part of the sales preparation.

● Fuel and Charging: Ensure vehicles have sufficient fuel and charge to reach the nearest public fueling or charging station.

2.2 Optional Sales Preparation Services

Objective: Capture clear, accurate digital images of sales vehicles during preparation.

Required Imagery:

● Full view of vehicle condition (interior/exterior) upon arrival.

● Include:

○ VIN, Odometer, Gauge cluster, Engine compartment, damage

● Document:

○ Damage exceeding normal wear (per GSA guidelines)

○ Damage indicated in the Electronic Condition Report (ECR)

○ Suggested repairs and any necessary de-identification/decommissioning

Post-Repair Imagery:

● Add images of completed repairs to condition report for approved vehicles.

● Retain original condition images—do not overlay or delete.

Final Condition:

● Capture vehicle in marketing/sale-ready condition post-preparation.

2.2.6 Digital Imagery Requirements

Electronic Condition Report Submission:

● Produce an accurate Electronic Condition Report within 2 business days of vehicle receipt.

● Include all information per Appendix C: Electronic Condition Report

Requirements.

● Generate ECR in Electronic Inventory Management System (eIMS) for each sale vehicle.

Discrepancies:

● If ECR differs from original eVAF/delivery receipt, the Contractor may be liable for unlisted damages or missing equipment.

● Notify GSA of additional damage via eIMS and email, including:

○ VIN, Description, Damage not on eVAF

● Update eIMS ECR to reflect additional damages within 1 business day of GSA acknowledgment.

2.2.7 Condition Reporting

● Service Provision:

○ Perform services per industry standards upon written request from GSA.

○ Services may include wash/vac, detailing, decal removal, paintless dent repair, etc.

● Authorization:

○ GSA will authorize services via eIMS; onsite guidance takes precedence but must be updated later.

○ Written authorization required for all services; Contractor is liable for unauthorized work.

2.2.8 Maintenance, Repairs, Reconditioning

● Liability & Timelines:

○ Contractor liable for damages incurred during services unless pre-notified in writing.

○ Complete services 2 business days before public inspection.

○ Notify GSA upon service completion for inspection. Correct deficiencies at no additional cost and allow re-inspection.

● Reimbursement:

○ Reimbursement based on established pricing guidelines:

■ Mitchell 1 Repair Estimating Guide (mechanical)

■ Mitchell Collision Estimating Manual (body)

■ National Auto Glass Specifications (glass)

■ Prevailing market rates for unlisted services.

2.2.8 Maintenance, Repairs, Reconditioning (Continued)

Decommissioning Request:

● Remove/deactivate equipment (e.g., law enforcement vehicles) prior to sale upon written request from GSA.

● Follow GSA instructions for disposal and documentation.

Liability:

● Contractor liable for vehicle damages during removal unless damages anticipated and communicated to GSA in advance.

Equipment Handling:

● Prohibited: Re-sale of removed equipment.

● Store removed equipment securely until GSA provides written disposition instructions.

Disposition Process:

● Provide images of removed equipment as per GSA requirements.

● Destroy or return equip. within 2 business days after receiving GSA instructions.

● Provide register of all items removed within 5 business days.

2.2.9 Sale Vehicle Decommissioning & Equipment Disposal

Public Inspection Scheduling:

● Coordinate with GSA for inspection dates (approx. 8 hours during business hours).

Vehicle Preparation:

● Inflate tires and check fluids.

● Wash exterior of each vehicle.

Inspection Requirements:

● Display General Sales Terms (SF-114C) and Special Terms and Conditions; provide hard copies.

● Stage vehicles by run number with enough space for access.

Vehicle Access:

● Provide keys for starting vehicles; no test drives allowed.

● Contractor responsible for lost/stolen keys.

Support Services:

● Ensure security, technicians for vehicle starts, and customer service reps. on site.

2.2.10 Public Vehicle Inspection Period

Vehicle Release Process:

● Ensure VIN and sales documents match; buyer must sign the bill of sale.

● Full payment required before release (exceptions for approved government purchase orders).

Payment Requirements:

● Present credit card for online purchases; use of notarized power of attorney may delay removal.

● Record signature, name, and driver’s license number of the removing agent.

● If a transporter is the removing agent, obtain their delivery receipt.

2.2.11 Post Sale Storage, Release, Removal

Contractor Responsibilities:

● Financially liable for vehicles released without proper documentation and payment.

● Notify GSA immediately in writing if a buyer fails to remove vehicles on time.

Buyer Responsibilities:

● Arrange loading and removal within specified time frames; government does not provide, suggest, or arrange transportation.

Post-Sale Storage:

● Inform buyers of any storage charges if vehicles are stored after the removal period.

● Possession transfers to the Contractor for safekeeping; property is considered

"removed."

2.2.11 Post Sale Storage, Release, Removal (Continued)

Requirements:

● Enable GSA remote visual inspections for completed services when a representative is absent.

● Use a mutually agreed upon mobile video platform.

2.2.12 Remote Inspection of Completed

Services

2.2.13. Test Drive (Optional Service):

● Conduct test drives upon GSA request for specific vehicles.

● Assess vehicle operability at city/highway speeds and during normal maneuvers.

● Document any deficiencies in the Electronic Condition Report (ECR).

2.2.14. Enhanced Vehicle Imagery (Optional Service):

● Provide additional enhanced imagery upon GSA request, including:

○ 360° views of interior/exterior

○ Video (with audio) of the vehicle in operation

○ Undercarriage shots

○ Damage detection scans

2.2.13 Test Drive and 2.2.14 Enhanced Vehicle Imagery

(Optional Services)

● Enhanced Condition Reporting (Optional Service):

○ Produce an enhanced Electronic Condition Report (ECR) at GSA's request, which may include:

■ Internal and external videos

■ OEM build data

■ VIN decoding

■ Specific damage grading by location

■ Engine audio recording

■ OBDII scan and report

2.2.15 Enhanced Condition Reporting

● Removal of Private/Sensitive Data:

○ Service includes removal of personal information such as:

■ Navigation history, geolocation data, media data

■ Phone contacts, biometric data, browsing history

■ Garage codes, keyless entry codes, payment info, text records

○ Data removal must comply with NIST Guidelines for Media Sanitization.

○ Methods include:

■ Manufacturer-specified techniques for data overwriting

■ Resetting the vehicle to factory settings

■ Using commercially available service meeting NIST clearing protocols

2.2.16 Removal of Private/Sensitive Data

Task 3: Administrative Vehicle Sales Support

Services

Note: If providing 2.3 Administrative Vehicle Sales Support, 2.2 Sales Preparation

Services and 2.1 Marshalling Support Services must be provided.

Requirements for Subtask 2.3.1 to 2.3.2:

● Sales Platform:

○ Must use GSAFleet.gov for digital sales.

○ In-lane vehicle support is optional unless you choose to offer Task 2.4

● Marketing Responsibilities:

○ Develop and execute a marketing plan to reach a broad public market.

○ Submit marketing plans for GSA approval within 20 business days.

● Public Accessibility:

○ All materials must indicate that sales are open to the public.

○ Include GSA Fleet-designated site and approved Star Mark.

2.3 Administrative Vehicle Sales Services

Requirements for 2.3.3 to 2.3.4:

● Collaboration:

○ Coordinate with other GSA sales preparation contractors for remote sales.

● Sales Catalog:

○ Create a publicly accessible catalog with detailed vehicle listings, including:

■ VIN, Odometer, Year, Make, Model, etc.

○ Include SF-114C and special sales terms and conditions.

● Inventory Management:

○ GSA may take possession upon written notification to the Contractor

○ GSA may add vehicles any time up to beginning of the public inspection period.

○ Unsold vehicles must be re-offered at future sales at no cost to the Government.

○ Vehicles passed during sales may be relocated to another contractor.

2.3.3 Coordination with Sales Preparation Contractors

and 2.3.4 Sales Catalog and inventory Management

● Customer Service:

○ Provide end-to-end support throughout the sales process.

○ Assist all bidders with GSAFleet.gov registration before attending sales.

○ Ensure no preferential treatment for any group of bidders.

● Sale Documentation:

○ Coordinate with GSA to complete all necessary pre and post-sale documentation.

● 2.3.6.1 Pre-sale File:

○ Retrieve pre-sale information from GSAFleet.gov, including vehicle and sales contract details.

● Post-Sale Documentation for Buyers and Other GSA-Provided Contractors:

○ Complete and provide all required post-sale documents to the buyer before vehicle release.

○ May require expedited shipping at the contractor's expense.

2.3.5 Customer Service & Bidder Registration and

2.3.6 Sale Documentation

● 2.3.6.4 Post-Sale File Documentation:

○ Ensure inventory system can generate accurate sales documentation.

○ Submit sales data to GSA within two business days after payment deadline.

● Documentation Standards:

○ Ensure all documents are legible, completed, signed (if applicable), and labeled with sale number.

○ Record vehicle run number on all sales documents.

○ Convert documents to PDF format in run number order.

● Post-Sale Reporting:

○ Submit basic sales, bidder, and marketing data to GSAFleet.gov within two business days after each sale.

2.3.6 Sale Documentation (Continued)

Payment Responsibilities:

● Collect, reconcile, and transfer payments per government laws and GSA regulations.

Payment Method:

● GSA determines acceptable payment forms and coordinates with Contractor at least five (5) business days before sale; Contractor must disclose methods at least two (2) business days prior to sale.

● Payments must be in U.S. dollars.

● Credit card payments processed through GSA designated systems linked to sales contract numbers.

● State and local governments may use valid pre-approved purchase orders for direct payments to GSA.

Contractor Responsible for:

● Collecting payments within two (2) business days after due date.

● If payment collection fails, notifying GSA to determine next sale or alternative vehicle disposition

2.3.7 Payment

Payment Reconciliation:

● Reconcile sale proceeds with GSA using Form 3169 within one (1) business day of payment due date.

● Include separate line items for sales to state and local governments.

Payment Transfer to GSA:

● Transfer sales proceeds within two business days after payment due date via

Fedwire or ACH.

● Include sale number and other specified identifiers in the addendum record.

● Confirm payment transfer via email to GSA with details including sale number, amount, and deposit confirmation.

Overpayment Notification:

● Notify GSA immediately in case of overpayment; refunds initiated after reconciliation.

2.3.7 Payment (Continued)

Task 4: In-Lane Vehicle Sales Support

Note: If providing 2.4 In-Lane Sales Support, 2.3 Administrative Vehicle Sales Support,

2.2 Sales Preparation Services, and 2.1 Marshalling Support Services must be provided.

Concurrent Live Broadcast Requirement: Vehicles must be available via concurrent live broadcast during in-lane sales.

Key Responsibilities:

● Customer service and support during sales

● Traffic control and vehicle management

● Auction support: ringmen and bid administration

Lane Sticker: Must include seller name, model year, run number, odometer reading, lane assignment

2.4.1 In-Lane Sales Support

● Concurrent Live Broadcast: Essential for in-lane sales

● Remote Consignor Features:

○ Real-time bidder interaction and live chat

○ Audio and video streams

○ Approve/disapprove vehicle sales

● Transcript Requirements:

○ Sale details: date, time, vehicle info, bids, buyer/seller

● Activity Log:

○ Records of bids, approvals, and timestamps

● 2.4.3 Audio-Visual Recordings:

○ Digital recording of sales due within two (2) business days

2.4.2 Concurrent Live Broadcast Remote Consignor and

2.4.3 Audio-Visual Recordings

3.0 Special Instructions

● GSA Affiliated Customer Account (GACA):

○ Required for sharing files via Google Drive/Sites

○ Guidance provided by GSA for setup and use

3.1 GSA GACA

● GSA Inventory Management & Reporting:

○ Must use eTools on GSAFleet.gov for marshalling and sales

○ Access to user guides available before 2025 RFQ release

● Marshalling Functions:

○ Vehicle Delivery Scan

○ Damage in Transit Reporting

○ Vehicle Load and Telematics Management

○ Appointment Scheduler and eVAF

○ License Plate Reconciliation

● Sales Functions:

○ Bidder Registration and Sale Recording

○ Credit Card Processing and Charges Management

○ Open Recalls and License Plate Destruction

3.2 Inventory Management & Reporting

● 3.3 GSA Accountability Form:

○ Required for vehicle transport to/from Contractor’s location

○ Verify tag numbers, VINs, and odometer readings for any damaged vehicles

○ Provide countersigned copy to GSA

● Damage Reporting:

○ Notify GSA in writing within 1 business day of vehicle return/arrival if damage is documented

○ Failure to report damages on time results in Contractor liability for damage

● Sales Claims and Protests:

○ Refer all claims/protests from bidders or buyers to the SCO of record

○ Contractor does not arbitrate on behalf of the Government

3.3 GSA Accountability Form for Transportation

Movement and 3.4 Sales - Claims and Protests

Conflict of Interest in Sales:

● Certain individuals cannot purchase GSA vehicles:

○ The Contractor, its subcontractors, and their employees

○ Immediate household members of the Contractors/its subcontractors

○ Entities with financial interest in the Contractor

● If a Contractor acquires a GSA vehicle, they must notify the COR and sell/dispose of it within 30 days at no cost to the Government.

Contractor Responsibility for Misdescriptions:

● Accurate vehicle condition reports and catalog descriptions are required.

● Contractor liable for claims due to misdescription.

● Costs related to re-offering, re-selling, and transporting back (if vehicle has been removed from facility) misdescribed vehicles are the Contractor's responsibility.

● GSA may consult with Contractor on misdescription if partial refund instead of re-offering is in Government’s best interest; Contractor bears those costs.

3.5 Sales - Conflict of Interest and 3.6 Misdescriptions

eIMS Requirements:

● Contractor must use eIMS for sales inventory management and digital imagery.

● Minimum system requirements outlined in Appendix B: Minimum Sales eIMS

Requirements.

● Assign a primary eIMS contact at each facility; must be trained and proficient.

Current Inventory Status:

● Keep vehicle inventory up to date, for example:

○ Vehicles cleared for sale updated daily.

○ Sold vehicles removed or marked as sold on the date sold.

3.7 Sales - Electronic Inventory Management System

(eIMS)

Assignment of Vehicles

● Accept eIMS assignments within one (1) business day.

● Log dates for assignment acceptance, in transit status, and secured at facility.

Vehicle Delivery:

● Log all vehicles delivered within one (1) business day of arrival.

● Note delays exceeding five (5) business days in eIMS

● Any issues from inability to pick up vehicle beyond Contractor’s control must be communicated to GSA in writing within one (1) business day.

3.7 Sales - Electronic Inventory Management System

(eIMS) Continued

Repairs:

● GSA will notify the Contractor of authorized repairs via eIMS.

● Contractor liable for unauthorized repairs not approved by GSA.

Posting Charges:

● Post all applicable charges in eIMS per contracted prices:

○ Auction charges posted on the day of sale.

○ Repair/service charges posted within one (1) business day of completion.

● Communicate any issues with closing sales on a particular vehicle for any reason to GSA via email as soon as possible.

3.7 Sales - Electronic Inventory Management System

(eIMS) Continued

Sales Fees:

● Contractor cannot charge buyers any fees related to the sale (e.g., registration, administrative).

● Post-sale storage fees may apply per section 2.2.11.2. Post-Sale

Storage.

● Mandatory state tax and title fees may be collected but must be charged separately from the vehicle's purchase price.

3.8 Sales Fees

● Government will provide invoicing, processing, and payment (IPP) instructions for each task order.

● Contractor cannot receive payment by deducting amounts from sale proceeds.

Invoice Frequency:

● Marshalling Support Services: Invoices must be submitted monthly.

● Sales Preparation, Administrative Vehicle Sales, In-Lane Vehicle Sales

Support: Invoices must be submitted within two (2) business days after each sale.

3.9 Invoicing Instructions

Invoice Content:

● Required Information:

○ Contractor’s name and address

○ Invoice date and number

○ Task order number

○ Line item details: description, quantity, unit measure, unit price, extended price

● Supporting documentation required:

○ List of vehicles sold or marshalled

○ Storage calculation info (including dates when vehicle was secured/accepted and released)

○ Completed approved repairs (for sales only)

○ Terms of any prompt payment discount, if offered

○ Contact information for invoice issues

3.9 Invoicing Instructions (Continued)

GSA Employee Prohibition:

● Immediate family members or household members of GSA employees cannot work under the GSA contract.

GSA Star Mark:

● The GSA Star Mark is a registered trademark for official GSA use only.

● Regular Star Mark: Used only on GSA websites and GSA-created materials.

● Contract Holder Star Mark: Used by contractors on their own ads.

Logo Usage:

● GSA logos may only be used for ads solely marketing GSA vehicles.

● Contractors must follow the GSA Logo Policy and adhere to graphic standards.

3.10 GSA Employee Prohibition and

3.11 GSA Star Mark

● 3.12 IT Security:

○ Use secure web protocols (e.g., TLS 1.2), Federal Information Processing

Standards (FIPS)-approved algorithms, and FIPS 140-2 validated encryption modules (where possible)

○ Website connections (if any) must use HTTPS-only.

○ Strongly recommended: multi-factor authentication (MFA).

● 3.13 Internet Access:

○ Required for file uploads/downloads to GSA servers.

○ Must also provide Wi-Fi access aa part of facility requirements.

3.12 Information Technology Security and

3.13 Internet Access

Notification of Sensitive Items:

● Notify GSA immediately by phone and in writing if sensitive items are found in vehicles.

Examples of Sensitive Items:

● Bio-hazardous materials

● Drugs and paraphernalia

● Weapons and munitions

● Keys (non-vehicle)

● Etc.

Storage and Return:

● Coordinate with GSA for proper return to GSA or customer agency

● Keep sensitive items in secured storage until proper disposition has been completed at no no additional cost to the Government.

3.14 Sensitive Items

4.0 Performance Requirements

& 5.0 Government Furnished

Property (GFP)

Performance Requirements:

● Timely performance and delivery of all work is crucial.

● Refer to Tables 2–5 for specific performance details.

Data Protection:

● All information collected by the Contractor is Government property.

● Protect data from unauthorized release.

Authorized Releases:

● Only the GSA Office of Fleet Management can release any program-related data or materials in regards to this contract.

4.0 Performance Requirement Summary

Government Furnished Property (GFP) Provided:

● Government-owned vehicles for sale/marshalling.

● Fleet Services Cards, license plates, telematics devices, and other equipment to be installed in vehicles.

Additional Information

● No official list available; property is ordered on an as-needed basis;

● Contractor responsible for managing GFP (inventory and reporting) using eTools in

GSAFleet.gov.

● Contractor must provide secured storage for GFP and is financially responsible for any loss, destruction, or damage beyond normal wear and tear.

5.0 Government Furnished Property (GFP)

Storage Charges:

● Storage fees start on the 46th day after vehicle acceptance.

● Example: Acceptance on May 1, release on June 30 = 16 days of storage charges.

● Days off site for repairs do not count towards storage charges.

Vehicle Use Prohibition:

● Contractors cannot use government vehicles for personal or business purposes.

GSA Fleet Services Card Prohibition:

● Contractors are prohibited from using GSA Fleet services cards for any purpose, including fueling vehicles.

5.0 Government Furnished Property (GFP)

Continued

Questions?