47QMCA25R0001_RFP Detailed Description.pdf

U.S. General Services Administration

1800 F Street, NW Washington, DC 20405-0002 www.gsa.gov

Dear Prospective Offeror:

The General Services Administration (GSA) appreciates your interest in this acquisition which is intended to establish Indefinite Delivery Indefinite Quantity (IDIQ) Fixed Price contracts for Vehicle Marshalling and Sales Support Services as described in the Statement of Work.

The goal of GSA, through this acquisition, is to leverage industry best practices to provide customer-centric marshalling services and maximize return on vehicle sales by reducing logistical costs through digital, remote and/or in-lane sales solutions.

This document provides a detailed description of the contract requirements, terms and conditions, clauses, and provisions necessary for the acquisition.

The following sections are included:

Section 1 – Statement of Work Section 2 - Terms and Conditions Section 3 - Contract Clauses Section 4 - Instructions to Offerors Section 5 - Evaluation and Basis of Award

We recommend that you read the entire solicitation prior to preparing and submitting your offer as incomplete offers may be rejected without further consideration.

Sincerely, Allison Wiede-Brown Contracting Officer Fleet Acquisition Support Branch

Section 1 – Statement of Work

General Services Administration Office of Fleet Management

Marshalling & Sales Support Services January 1, 2025

Table of Contents

1.0 General

1.1. Introduction

1.2. Objective

1.3. Scope of Work

1.4. Location and Hours of Work

1.5. Applicable Documents

2.0. Specific Requirements/Tasks

2.1. Marshalling Support Services

2.1.1. New Vehicle Delivery Inspection and Acceptance

2.1.2. License Plate and GSA Fleet Services Card Management

2.1.3. Releasing Vehicle to GSA Customer

2.1.4. Receiving Used Vehicle

2.1.5. Preparation of Used Vehicle for Release to New Customer

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

2.1.7. Fueling and Charging

2.1.8. Vehicle Movement

2.1.9. Notary Services - Optional Service

2.2. Sales Preparation Services - Optional Service

2.2.1. Coordinating Required Vehicle Inspections and Certifications

2.2.2. Sale Timing

2.2.3. Vehicle Movement - Standard Vehicle - Greater than 25 up to 50 miles

2.2.4. Removal of License Plate and Fleet Services Card for Sale

2.2.5. Fuel and Charging for Sales

2.2.6. Digital Imagery

2.2.7. Condition Reporting

2.2.8. Maintenance, Repairs, and Reconditioning

2.2.9. Sale Vehicle Decommissioning and Equipment Disposal

2.2.10. Public Vehicle Inspection Period

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

2.2.12. Remote Inspection of Completed Services

2.2.13. Test Drive - Optional Service

2.2.14. Enhanced Vehicle Imagery - Optional Service

2.2.15. Enhanced Condition Reporting - Optional Service

2.2.16. Removal of Private/Sensitive Data

2.3. Administrative Vehicle Sales Services - Optional Service

2.3.1. GSAFleet.gov Sales Platform

2.3.2. Marketing

2.3.3. Coordination with Sales Preparation Contractors

2.3.4. Sales Catalog and Inventory Management

2.3.5. Customer Service & Bidder Registration

2.3.6. Sale Documentation

2.3.7. Payment

2.4. In-Lane Vehicle Sales Support - Optional Service

2.4.1. In-Lane Sales Support

2.4.2. Concurrent Live Broadcast Remote Consignor

2.4.3. Audio-Visual Recordings

3.0. Special Instructions

4.0 Performance Requirement Summary

5.0 Government Furnished Property (GFP)

6.0 Glossary of Abbreviations, Acronyms and Definitions

Table 1: Facility Requirements Table 2: Performance Requirement Summary - Marshalling Services Table 3: Performance Requirement Summary - Sales Preparation Services Table 4: Performance Requirement Summary - Administrative Vehicle Sales Support Table 5: Performance Requirement Summary - In-Lane Vehicle Sales Support Appendix A: Post-sale Documentation Appendix B: Minimum Sales eIMS System Requirements Appendix C: Electronic Condition Report (ECR) Requirements Appendix D: Post-Sale Data Requirements

1.0 General

1.1. Introduction

The U.S. General Services Administration (GSA) is a Federal agency that buys new vehicles on behalf of other agencies and eligible entities. As part of its mission, GSA’s Office of Fleet Management marshalls vehicles for its customer agencies and manages its sales to obtain the highest return. This acquisition seeks to fulfill GSA’s marshalling and sales needs through contractor-provided support services using industry best practices.

1.2. Objective

Providing customer-centric marshalling services leveraging industry best practices, maximizing returns on vehicles sold, and reducing logistical costs through digital, remote, and/or in-lane sale solutions.

1.3. Scope of Work

The scope of this contract includes support services to marshall new and existing Federal government vehicles, install 3rd party telematics/communication devices, sell used Federal government vehicles, and transport Federal government vehicles when necessary. The number of vehicles marshalled is estimated annually to be 60,000 vehicles, of which an estimated 30,000 will be sold, carried out across the U.S., to include its territories, and worldwide. Volumes vary by location based on GSA’s customer demand.

The Contractor is required to provide services in accordance with this Statement of Work (SOW) while meeting timeliness and quality standards. The Contractor is responsible for all subcontracting actions in this contract. The Contractor must assign an employee as a program manager for this program. The program manager will serve as the primary point of contact for the Government for all matters related to the contract. The Contractor is responsible for notifying GSA’s Contracting Officer’s Representative (COR) and Contracting Officer (CO) in the event of program manager replacement. If an issue arises that is not addressed in this SOW, it should be forwarded to the COR and CO for resolution.

In the performance of this work, some limitations to commercial practices may apply to conform with federal laws, regulations, and policies.

1.3.1. Vehicle Types

Vehicles may include varying types such as light duty (Class 2-4) sedans, station wagons, sport utility vehicles, full and mid-size pickup trucks, full and mid-size vans, ambulances, law enforcement vehicles, school and transport buses, medium (Class 5-6) and heavy duty trucks (Class 7-8), trailers, wreckers, and carrier transport vehicles. The vehicles are powered by conventional combustion engines and most alternative fuels, including: battery electric, hybrid electric, hydrogen, mixtures containing up to 85 percent methanol or denatured ethanol, natural gas, liquefied petroleum gas, and biodiesel blends.

Vehicles may be operable or salvage/inoperable which may require transportation via towing, trucking, or flatbed.

The Contractor must provide support services for all operable or salvage/inoperable Federal government vehicle types and weights. Any movement of vehicles by the Contractor or its subcontractors must be done by properly licensed individuals.

1.4. Location and Hours of Work

1.4.1. Hours

1.4.1.1. The Contractor must be open for business to conduct all work required Monday through Friday between 8:00 a.m. and 5:00 p.m. daily.

1.4.1.2. The Contractor must be available to accept and release vehicles from/to GSA agency customers at a minimum of 30 hours a week.

1.4.2. Location

The Contractor must be the owner or legal lessee of the facility where performance under the contract is conducted. Facilities will be inspected by GSA and must meet the requirements identified in Table 1, Facility Requirements.

Approved performance locations will be listed as an attachment to the award document.

1.5. Applicable Documents

The following list includes documents that will be made available to the Contractor and are essential for performance of the contract.

Contract Compliance

General Sale Terms and Conditions SF-114C GSA Bill of Sale Form GSA Form 3169 (Sales Reconciliation Sheet) GSA Special Sales Terms and Conditions (Specific to each sale) Standard Form 97-1 (Certificate to Obtain Title) GSAFleet.gov electronic Tools

Guidance

GSAFleet.gov GSA Logo Policy Telematic Installation Guides Manufacturing Pre-Delivery Inspection (PDIs)

2.0. Specific Requirements/Tasks

2.1. Marshalling Support Services

The Contractor must provide marshalling support services for Federal government vehicles in accordance with the contract.

In providing marshalling support services, the Contractor at minimum must perform the following work:

2.1.1. New Vehicle Delivery Inspection and Acceptance

2.1.1.1. Vehicle Delivery

At time of delivery, inspect and accept Federal government vehicles.

2.1.1.1.1. Inspect and accept the vehicle by scanning into GSA’s inventory management and reporting tool (GSAFleet.gov) and signing the delivery receipt. Delivery receipts, as used in this SOW, encompass all carrier variations of Bill of Ladings (BOL), eBOL, Proof of Delivery (POD), ePOD, and any hard copy or electronic delivery receipts.

2.1.1.1.2. Document visible damage or missing components on the delivery receipt and annotate it in GSAFleet.gov.

2.1.1.1.3. Vehicles delivered outside of contracted hours must be inspected, accepted, scanned and documented on the first (1st) business day after discovery.

https://www.gsa.gov/system/files/SF_114C.pdf https://gsafleet.gov/gsa-fleet-how-to

2.1.1.2. Damage-in-Transit (DIT)

Within three (3) business days of vehicle acceptance, submit a DIT report of damage or missing components which were annotated at time of acceptance and submit in GSAFleet.gov.

2.1.1.3. Manufacture Pre-Delivery Inspection (PDI)

Within three (3) business days of vehicle acceptance, perform a PDI as required or directed following vehicle manufacturer guidance.

2.1.1.4. Vehicle Preparation & Electronic Load of New Vehicle Data

Within three (3) business days of vehicle acceptance:

2.1.1.4.1. Complete the electronic load of new vehicles and upload the delivery receipt, if available, in GSAFleet.gov.

2.1.1.4.2. Confirm the vehicle meets the order specification, including all auxiliary and/or optional equipment, according to the delivery list provided by GSA. The Contractor must immediately notify GSA via email upon discovery of missing options, equipment, or low/no fuel or charging requirement. If a vehicle requires fueling or charging, refer to Section 2.1.7.

2.1.1.4.3. Verify that the GSA Fleet services card matches the license plates.

2.1.1.4.4. Install the appropriate government license plates on the front and rear of the vehicle and pair the GSA Fleet services card and other GSA provided items/documentation with the vehicle.

2.1.2. License Plate and GSA Fleet Services Card Management

2.1.2.1. New License Plate and GSA Fleet Services Card Management

License plates and GSA Fleet services cards are ordered as matched sets by GSA, and sent to the Contractor’s location. The Contractor must match and maintain an inventory of all license plates and GSA Fleet services cards received/installed and must reconcile in GSAFleet.gov.

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

2.1.2.2.1. When requested by GSA, remove or replace license plates and GSA Fleet services cards.

2.1.2.2.2. Use GSAFleet.gov to reconcile license plates that are removed.

2.1.2.2.3. License plates and GSA Fleet services cards must be returned to GSA, in accordance with GSA guidance. Shipping costs will be borne by the Government and invoiced to GSA.

2.1.3. Releasing Vehicle to GSA Customer

2.1.3.1. Manage customer scheduling of vehicle pick-up in GSAFleet.gov.

2.1.3.2. Exterior and interior of vehicle must be cleaned to industry standards prior to releasing to customer.

2.1.3.3. Provide to the customer all keys/remote devices, matching GSA Fleet services card, GSA provided items/documentation, and vehicle auxiliary items.

2.1.3.4. Inspect the vehicle with the customer. After inspection, both the customer and Contractor must sign the electronic Vehicle Accountability Form (eVAF) in GSAFleet.gov.

2.1.3.5. Assist customers with basic vehicle features and GSA provided guidance on vehicle operation.

2.1.4. Receiving Used Vehicle

2.1.4.1. Inspect the used vehicle for any damages and/or missing items, and take photos of any damage for upload into GSAFleet.gov.

2.1.4.2. Inspect the vehicle interior with the customer for building keys, cell phone chargers, garage remotes, etc. The agency customer must remove/take all their equipment.

2.1.4.3. Sign the eVAF with the customer in GSAFleet.gov.

2.1.4.4. Document on the eVAF vehicles having less than two (2) matching license plates, missing GSA Fleet services card, or mismatched plate and GSA Fleet services card sets. Any discrepancies must be reported to GSA in writing within one (1) business day of discovery.

2.1.5. Preparation of Used Vehicle for Release to New Customer

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

2.1.5.1. Spare tire, tools, and/or inflator kit must be installed in the correct storage position.

2.1.5.2. Vehicle fluids must be at manufacturer recommended levels.

2.1.5.3. Tires (including the spare tire if equipped) must be inflated to the manufacturer's recommended tire pressure.

2.1.5.4. Note tire condition, and identify if any warning lights are on.

2.1.5.5. Any potential repairs or maintenance must be identified and reported to

GSA.

2.1.5.5.1. Any repairs done as a marshalling service must be pre-approved and coordinated through the GSA Maintenance Control Center (MCC).

2.1.5.5.2. These services will not be charged to this contract.

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

2.1.6.1. Telematics

2.1.6.1.1. Maintain an inventory of all telematics device serial numbers received and installed.

2.1.6.1.2. Use a first-in, first-out inventory management practice with all telematics devices received.

2.1.6.1.3. Use GSAFleet.gov to scan the serial numbers of all telematics devices when received and installed on the vehicle.

2.1.6.1.4. As requested, install government-provided telematics devices in the vehicle in accordance with GSA-provided guidance within three (3) business days of vehicle acceptance.

2.1.6.1.5. Remove or replace telematic devices, as requested by GSA.

2.1.6.2. Other Tracking and Communication Devices or Aftermarket Equipment - Optional Service

These devices include: cameras, toll transponders, interstate electronic logging devices, other aftermarket accessories, etc.

2.1.6.2.1. Maintain an inventory of all devices and equipment received and installed.

2.1.6.2.2. Use a first-in, first-out inventory management practice with all devices and equipment received.

2.1.6.2.3. As requested, install government-provided devices or equipment in the vehicle in accordance with GSA-provided guidance within three (3) business days of vehicle acceptance.

2.1.6.2.4. Remove or replace devices/equipment as requested by GSA.

2.1.7. Fueling and Charging

2.1.7.1. Fueling Internal Combustion Engine Vehicles

2.1.7.1.1. Verify the vehicle fuel gauge reads above empty, and the low fuel indicator is off, during any vehicle inspection.

2.1.7.1.2. If the fuel gauge reads empty or the low fuel indicator is on, the contractor must coordinate, in writing with GSA, to assure a minimum of three (3) gallons of fuel is added to vehicles at the current local prevailing rate. Labor costs associated with performing this work will be charged at a standard rate per vehicle. Fuel costs will be reimbursed separately.

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

Batteries must be charged to the minimum of 100 Miles or to a level coordinated with the COR.

2.1.8. Vehicle Movement

Movement of vehicles may be required in support of marshalling and/or sales services. Vehicles may be released to a customer, transporter, another vendor, or to GSA.

The Contractor must safeguard license plates and GSA Fleet services cards during vehicle movement. The Contractor is liable for any damages, accidents, theft, or loss.

The Contractor must contact GSA immediately by phone and in writing via email if a breakdown or accident occurs during vehicle movement. In the event GSA is unreachable, the Contractor must transport the vehicle to the destination by the most economical means.

The following definitions apply for the purpose of vehicle movement:

Standard Vehicle means operable vehicles weighing 12,500 lbs or less.

Non-Standard Vehicle means operable vehicles weighing greater than 12,500 lbs, trailers, and any inoperable vehicles.

2.1.8.1. Standard Vehicle Movement Within 25 Miles: Mandatory

2.1.8.1.1. Relocate vehicles by driving or carrier service, to or from the Contractor’s facility, within two (2) business days of the written request by GSA. Fuel/charging and toll costs associated with this vehicle movement are the responsibility of the Contractor.

2.1.8.1.2. Notify GSA immediately, if there are any discrepancies between GSA’s written request and actual occurrence (e.g., vehicle is unavailable, inoperable, not accepted by customer). If alternate arrangements cannot be made at that time, the “dry run” costs will be borne by the Government.

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

2.1.8.2.1. Transport vehicles to or from the Contractor’s facility within five (5) business days of written request from GSA. Fuel/charging and toll costs associated with the vehicle movement are the responsibility of the Contractor.

2.1.8.2.2. Notify GSA immediately, if there are any discrepancies between GSA’s written request and actual occurrence (e.g., vehicle is unavailable, inoperable, not accepted by customer). If alternate arrangements cannot be made at that time, the “dry run” costs will be borne by the Government.

2.1.8.3. Non-Standard Vehicle Movement Within 50 Miles, or All Vehicle Movement Greater than 50 Miles - Optional Service

2.1.8.3.1. Transport vehicles to or from the Contractor’s facility within five (5) business days of written request from GSA. Fuel/charging and toll costs associated with the vehicle movement are the responsibility of the Contractor.

2.1.8.3.2. Notify GSA immediately, if there are any discrepancies between GSA’s written request and actual occurrence (e.g., vehicle is unavailable, inoperable, not accepted by customer). If alternate arrangements cannot be made at that time, the “dry run” costs will be borne by the Government.

2.1.8.4. Door-to-Door Delivery Movement of Non-Standard and Standard Vehicles - Optional Service

2.1.8.4.1. Door-to-Door Delivery consists of the movement of a newly delivered vehicle to a GSA customer’s location, the exchange with the customer's old vehicle, and the return of the customer's old vehicle to the vendor’s facility.

2.1.8.4.2. Transport vehicles to and from the Contractor’s facility within five (5) business days of written request from GSA. Fuel/charging and toll costs associated with the vehicle movement are the responsibility of the Contractor.

2.1.8.4.3. Notify GSA immediately, if there are any discrepancies between GSA’s written request and actual occurrence (e.g., vehicle is unavailable, inoperable, not accepted by customer). If alternate arrangements cannot be made at that time, the “dry run” costs will be borne by the Government.

2.1.8.5. Ocean Freight Transportation - Optional Service

2.1.8.5.1. Provide roll-on/roll-off (RO/RO) or container ocean freight transport via ship or barge for transport between designated locations (including inter-island locations, between CONUS and OCONUS locations, etc.), at the written request of GSA.

2.1.8.5.2. All legal and regulatory requirements regarding the shipment of government-owned property must be followed. The Contractor may be required to report in the automated export systems (AES), provide a Government Bill of Lading (GBLs), and must possess a current Transportation Worker Identification Credential (TWIC) card.

2.1.8.5.3. Any administrative functions or documentation related to ocean freight transportation are the responsibility of the Contractor, and is included in the shipping cost.

2.1.8.5.4. Pricing will be negotiated at the task order level.

2.1.9. Notary Services - Optional Service

2.1.9.1. Provide notary services upon request for documentation related to the services on this contract.

2.1.9.2. Charges for this service will be per document and annotated to each vehicle for this service was specifically required.

2.2. Sales Preparation Services - Optional Service

If the Contractor offers Sales Preparation Services, Task 2.1 Marshalling Support Services must also be provided.

The Contractor must prepare Federal government vehicles for sale and manage their storage and release to buyers.

If providing 2.2 Sales Preparation Services, the Contractor at a minimum must perform the following work:

2.2.1. Coordinating Required Vehicle Inspections and Certifications

The sale of vehicles must comply with all federal, state, territorial, local and municipal laws and ordinances. Any required inspections and certifications must be coordinated with local authorities.

2.2.2. Sale Timing

Coordinate with GSA on scheduling vehicles for sale. Vehicles must be made available for sale no later than 20 business days of receipt by the Contractor.

2.2.3. Vehicle Movement - Standard Vehicle - Greater than 25 up to 50 miles

Perform all services listed in 2.1.8.2 Vehicle Movement Services Greater Than 25 Miles as part of the sales preparation process.

2.2.4. Removal of License Plate and Fleet Services Card for Sale

Perform all services listed in 2.1.2.2 Removal of License Plate and Fleet Services Card Management as part of the sales preparation process.

2.2.5. Fuel and Charging for Sales

2.2.5.1. Vehicles must contain enough fuel, regardless of type, to go through the sales process and get to the nearest public fueling station.

2.2.5.2. Vehicles must contain enough charge to go through the sales process and get to the nearest public charging station.

2.2.6. Digital Imagery

Capture and provide digital imagery that shows a clear and accurate representation of the sales vehicle with plain backgrounds at various stages of the sales preparation process. Such imagery must include, at a minimum:

2.2.6.1. A full depiction of the condition of the entire (interior/exterior) vehicle when it entered the Contractor’s location. Additionally, this includes:

● VIN, odometer, gauge cluster, and engine compartment

● Any damage in excess of normal wear and tear (per GSA-provided guidelines)

● Damage as indicated on the Electronic Condition Report (ECR)

● Damage suggested for repair

● Any necessary de-identification or decommissioning

2.2.6.2. For vehicles with approved repairs and work, additional imagery of the completed services must be added to the ECR. Original vehicle condition imagery must be retained and not overlaid or deleted.

2.2.6.3. A full depiction of the marketing/sale-ready condition of the vehicle, after any and all sales preparation tasks, as described in sections 2.2.8, 2.2.9.

and 2.2.10., have been completed.

2.2.7. Condition Reporting

Produce a full and accurate ECR within two (2) business days of receipt of the vehicle. The ECR must include all required information listed in Appendix C:

Electronic Condition Report (ECR) Requirements.

2.2.7.1. Produce an ECR in the Electronic Inventory Management System (eIMS) for each sale vehicle.

2.2.7.2. If the ECR differs from the original eVAF or delivery receipt at the time the Contractor took possession of the vehicle, the Contractor may be held responsible and liable for any damages or missing equipment not previously listed.

2.2.7.3. Notify GSA of the additional damage as a note in the eIMS and via email, identifying the vehicle by VIN and describing the damage not recorded on the eVAF or contractor delivery receipt. The Contractor must update the eIMS ECR to reflect the additional damages within one (1) business day after GSA acknowledges notification.

2.2.8. Maintenance, Repairs, and Reconditioning

Provide maintenance, repair, and reconditioning services to industry standards when requested in writing by GSA. Reconditioning services may include, but are not limited to, wash/vac, detail, decal removal, vehicle wrap removal, and paintless dent repair (PDR).

2.2.8.1. GSA will notify the Contractor of any authorized maintenance, repairs, and/or reconditioning through eIMS. Onsite guidance from GSA personnel supersedes the eIMS, but the eIMS must be updated by the Contractor and GSA at a later time to reflect GSA’s onsite decision. Authorization from GSA must be received in writing prior to the work being performed.

The Contractor is liable for any and all maintenance, repairs, and/or reconditioning services performed without written authorization from GSA.

2.2.8.2. The Contractor is liable for any vehicle damages incurred while performing these services unless the anticipation of such damages are provided to and approved by GSA in writing.

2.2.8.2.1. Complete requested services no later than two (2) business days prior to public inspection.

2.2.8.2.2. Notify GSA once services are completed to allow inspection by GSA.

2.2.8.2.3. Correct any deficiencies at no additional cost to the Government and allow for re-inspection by GSA prior to the start of public inspection.

2.2.8.2.4. The Contractor will be reimbursed for these services based on amounts not to exceed pricing guidelines established in the following:

● Mitchell 1 Repair Estimating Guide (mechanical)

● Mitchell Collision Estimating Manual (body)

● National Auto Glass Specifications (glass)

● The prevailing market rate for all parts and services not listed in

Mitchell Estimating Guides/Manuals or National Auto Glass Specifications

2.2.9. Sale Vehicle Decommissioning and Equipment Disposal

Remove and/or deactivate certain equipment installed on vehicles prior to sale (generally associated with law enforcement or emergency response vehicles) at the written request of GSA. The Contractor must follow GSA instructions for equipment disposal and disposal documentation.

2.2.9.1. The Contractor is responsible for any vehicle damages incurred during the removal unless the anticipation of such damages are proposed and approved by GSA in writing.

2.2.9.2. Re-sale of removed equipment is expressly prohibited.

2.2.9.3. Once the equipment is removed:

2.2.9.3.1. Store the equipment in a secure sheltered area until GSA provides disposition instructions in writing to the Contractor.

2.2.9.3.2. Provide image(s) of removed equipment as required per GSA instructions.

2.2.9.3.3. Destroy or return the equipment within two (2) business days after receiving GSA instructions for disposition. For destroyed equipment, the Contractor must employ a method of destruction which renders the equipment to basic material content unfit for any other purpose. For returned equipment, the shipping cost will be borne by the Government.

2.2.9.3.4. Within five (5) business days of equipment removal, submit an inventory of all items removed, including those destroyed, in a format as prescribed by GSA.

2.2.10. Public Vehicle Inspection Period

Schedule, in coordination with GSA, dates/time, generally eight (8) hours during normal business operating hours, for public access to inspect sale vehicles prior to the sale.

2.2.10.1. In preparation for the public inspection:

2.2.10.1.1. Inflate all tires (including the spare, if applicable) and ensure vehicle fluids are at manufacturer recommended levels.

2.2.10.1.2. Perform an exterior wash of each vehicle scheduled for sale.

2.2.10.2. During the public inspection period:

2.2.10.2.1. Prominently display the General Sales Terms and Conditions (SF- 114C) and the Special Terms and Conditions applicable to the sale.

Provide hard copies to all registered bidders upon request.

2.2.10.2.2. Have sale catalogs readily available.

2.2.10.2.3. Identify all vehicles by run number and stage them in run number sequence during inspection period and sale. Staged vehicles must also have enough room between them to allow doors to be fully opened without damaging another vehicle and to permit the opening/closing of trunk/hood for inspection of trunk/engine.

2.2.10.2.4. Make vehicle keys available for each vehicle, so that interested bidders may start the vehicles. Under no circumstances may potential bidders move or test drive any government vehicle. The Contractor is responsible for replacing any lost/stolen/misplaced keys or fobs at no cost to the Government.

2.2.10.2.5. Provide security services, technicians to start vehicles as necessary, and customer service representatives to assist interested parties, control traffic, and oversee parking if necessary.

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

Administer the release and removal of purchased vehicles, as well as any buyer-requested vehicle storage.

2.2.11.1. Vehicle Release Requirements

Prior to releasing any sales vehicle:

2.2.11.1.1. Required sales documentation must be completed and provided to the buyer (as listed in Appendix A: Post-Sale Documentation), the VIN and the sales documents match, and the buyer has signed the bill of sale before the vehicle is released.

2.2.11.1.2. Payment must be made in full (except for an approved state or local government purchase order).

2.2.11.1.3. Except as provided below, the credit card used for vehicles purchased online must be presented at time of removal. If the credit card is not available and a notarized power of attorney is provided in its place, removal of property may be delayed until the identity of the removing agent can be verified with the buyer.

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

2.2.11.1.5. If a transporter is the removing agent for a buyer, obtain a copy of the transporter’s delivery receipt indicating destination.

2.2.11.1.6. The Contractor will be financially responsible for any loss of a vehicle that is released without appropriate documentation and payment.

2.2.11.1.7. The Contractor must immediately notify the GSA Fleet Sales representative via email if the successful bidder fails to remove vehicles within the time frame specified within the applicable Special Terms and Conditions of the sale.

2.2.11.1.8. It is the buyer's responsibility to arrange for the loading and removal of purchased vehicles within the time frame specified within the applicable Special Term and Conditions at the time of sale. The Government does not provide, suggest, nor arrange the transportation of purchased vehicles.

2.2.11.2. Post-Sale Storage

When the Contractor agrees to store vehicle(s) after the post sale removal time period has elapsed, the Contractor must inform the buyer of any storage charges. In the event the buyer arranges for storage with the Contractor, the property is considered “removed” for purposes of the SF- 114C and the Government is no longer responsible for the vehicle.

2.2.12. Remote Inspection of Completed Services

Provide capabilities for conducting GSA remote visual inspections of completed services in the event that the GSA representative is not physically present for a sale.

2.2.12.1. Remote inspection of services rendered include but are not limited to pre-sale vehicle staging, completion of approved repairs and reconditioning services, and facility/lane cleanliness.

2.2.12.2. Remote visual inspection capabilities must be on an accessible and mutually agreed upon platform.

2.2.13. Test Drive - Optional Service

Perform a test drive at the request of GSA on specific, or all, vehicles to determine vehicle operability under normal driving conditions.

2.2.13.1. This must include operation of the vehicle at both city and highway speeds, deceleration and acceleration, and normal turns that may be encountered. Any noted deficiency(s) must be included in the ECR.

2.2.14. Enhanced Vehicle Imagery - Optional Service

Capture and provide additional enhanced digital imagery at the request of

GSA.

2.2.14.1. Such imagery may include, but is not limited to:

● 360° views of vehicle interior/exterior

● Video (with audio) of the vehicle running

● Vehicle undercarriage

● Vehicle scans to detect damage

2.2.15. Enhanced Condition Reporting - Optional Service

Produce an enhanced ECR at the request of GSA.

2.2.15.1. Enhanced condition reporting may include, but is not limited to:

● Internal and external videos

● OEM build data

● VIN decoding

● Specific damage grading mapped per location on vehicle

● Engine audio recording

● OBDII scan and report

2.2.16. Removal of Private/Sensitive Data

2.2.16.1. This service entails the removal of personal information including, but not limited to:

● Navigation history, geolocation data, media data

● Phone contacts, biometric data, internet browsing history

● Garage door codes, gate codes, keyless entry codes

● Payment information, text records

2.2.16.2. Data clearing protocols must be in accordance with Guidelines for Media Sanitization by the National Institute of Standards and Technology (NIST)

2.2.16.3. Data can be removed by:

● Techniques specified by Manufacturer to overwrite data

● Menu option to reset the vehicle to the original factory settings

● Using commercially available service that meets NIST clearing protocols

2.3. Administrative Vehicle Sales Services - Optional Service

If the Contractor offers Administrative Vehicle Sales Support, Task 2.1 Marshalling Support Services and Task 2.2 Sales Preparation Services must also be provided.

The Contractor must provide administrative vehicle sales support services for government vehicles. These services must support digital sales that are fully competitive and open to the public, and advertised to the widest potential market.

GSA reserves the right to order a closed sale (dealer, salvage, etc.) after initial public offering.

If providing 2.3 Administrative Vehicle Sales Services, the Contractor at a minimum must perform the following work:

2.3.1. GSAFleet.gov Sales Platform

Perform digital sales online using GSAFleet.gov, if no in-lane vehicle support services are ordered (See 2.4. In-Lane Vehicles Sales Support Services).

2.3.2. Marketing

Create, execute, and measure performance of a marketing plan to reach the widest potential public market for the sale of government vehicles.

2.3.2.1. Submit and receive approval from GSA for marketing plans no later than 20 business days after issuance of a task order.

2.3.2.2. The Contractor’s website and all marketing materials/advertisements must prominently indicate that sales are open to the public and include the following:

● Sale type

● Location

● Sale date and time

● Public inspection period date(s) and times

● Anticipated number of vehicles

● Anticipated type(s) of vehicles

● Contractor’s contact information

● GSA Fleet-designated site

● GSA approved and provided Star Mark for GSA Contract Holders

2.3.3. Coordination with Sales Preparation Contractors

Upon request, coordinate with other GSA sales preparation contractors to carry out the sales of vehicles located at the other contractor’s location (remote sales).

2.3.4. Sales Catalog and Inventory Management

Create a publicly accessible catalog with detailed vehicle listings, and coordinate with GSA to manage vehicle sales inventory at all stages of the sales process.

2.3.4.1. Catalog

Vehicles must be cataloged in the Contractor’s eIMS for each scheduled sale. The Contractor is responsible for creating a publicly accessible sales catalog with detailed vehicle listings. The catalog must:

2.3.4.1.1. Include detailed vehicle descriptions to include at a minimum:

● VIN

● Odometer reading

● Run number

● Year, Make, and Model

● Number of Cylinders

● Fuel type

● Drive Train (2X, 4X, etc.)

● Number of doors

● Accessory equipment

● GSA approved remarks (e.g., deficiencies)

● Recalls

2.3.4.1.2. Include a statement that the sale is subject to the GSA-provided SF- 114C and Special Sales Terms and Conditions applicable to the sale.

2.3.4.1.3. Clearly indicate run number lane or location assignments.

2.3.4.1.4. Be available in print at sales inventory location during inspections.

2.3.4.2. Sales Inventory Management

Regarding its sales inventory, GSA reserves the right to:

2.3.4.2.1. Take possession of any or all of its vehicles upon written notification to the Contractor.

2.3.4.2.2. Add vehicle(s) to a scheduled sale any time prior to the beginning of the public inspection period. The Contractor must add such vehicles to the catalog listing and announce the additions at the beginning of the sale.

2.3.4.2.3. Pass a vehicle for sale during a sale if an acceptable sales price is not achieved. Passed/unsold vehicles must be re-offered once by the Contractor at a later time at a future sale as determined by GSA at no additional cost to the Government.

2.3.4.2.4. Relocate, in accordance with vehicle movement requirements under

2.1.8 and 2.2.3, vehicles passed or not sold to another contractor.

2.3.5. Customer Service & Bidder Registration

Provide end-to-end customer service throughout the sales process and assist all bidders for each individual GSA vehicle sale with the GSAFleet.gov registration process prior to bidder attendance. No preferential treatment may be given to any one group of bidders (e.g., dealers, general public, etc.).

2.3.6. Sale Documentation

Coordinate with GSA on completing and providing all necessary pre and post-sale documentation. As necessary, notary services must be provided if required by the state for various forms.

2.3.6.1. Pre-sale File

Retrieve pre-sale information from GSAFleet.gov including all supporting vehicle and sales contract information.

2.3.6.2. Documentation to Provide to Buyer

Prior to the release of the vehicle the Contractor must complete and provide the buyer with all required documents listed under Appendix A:

Post-sale Documentation, Buyer Documentation. This may require expediting shipping at the cost of the Contractor.

2.3.6.3. Documentation to Send to Other GSA-Designated Contractor

Provide all required documentation listed under Appendix A: Post-sale Documentation, Buyer Documentation, in a manner prescribed by GSA, when a remote sale is performed in conjunction with a contractor providing

2.2 Sales Preparation Services.

2.3.6.4. Post-Sale File Documentation

The Contractor’s inventory system must be capable of generating accurate and proper sales documentation (see Appendix A: Post-Sale Documentation, Post-Sale File Documentation and Appendix D: Post-Sale Data Requirements).

2.3.6.4.1. Provide vehicle sales data (e.g., sales proceeds, etc.), as prescribed in Appendix D: Post-Sale Data Requirements, to GSA within two (2) business days after the payment deadline stated in the GSA Special Terms and Conditions for the sale.

2.3.6.4.2. Documentation must be legible, completed, and signed (where applicable).

2.3.6.4.3. Each type of form must be in a separate file and labeled in a manner that identifies the contents and includes the sale number.

2.3.6.4.4. The vehicle run number must be recorded on all sales documents.

2.3.6.4.5. Documents must be scanned or converted/combined into Portable Document Format (PDF) in run number order.

2.3.6.4.6. As applicable, documents listed in Appendix A: Post-Sale Documentation, Post-Sale Documentation must be included in the digital sales package and delivered in a format prescribed by GSA.

2.3.6.5. Post-Sale Reporting

Submit basic sales data, bidder data, and marketing data to GSAFleet.gov within two (2) business days after each sale.

2.3.7. Payment

Collect, reconcile, and transfer payments.

2.3.7.1. Payment Method

GSA will determine acceptable forms of payment and coordinate with the Contractor at least five (5) business days prior to sale. At least two (2) business days prior to each sale, the Contractor must publicly disclose the method(s) of payment which are acceptable.

2.3.7.1.1. Payments must be in U.S. dollars.

2.3.7.1.2. Credit card payments must be processed through a GSA designated system. Transactions must be processed against the sales contract number applicable to the vehicle being sold.

2.3.7.1.3. Participating state and local governments may obligate funds for vehicles by presenting a valid purchase order that has been pre-approved by GSA. Purchase order payments will be made directly to

GSA.

2.3.7.2. Payment Collection

The Contractor is responsible for payment collection and the processing of funds.

2.3.7.2.1. All reasonable efforts must be made to collect full payment within two

(2) business days after the payment due date published in the GSA Fleet Special Terms and Conditions for the sale.

2.3.7.2.2. If the collection of payment is unsuccessful, promptly notify GSA to determine if the vehicle will be sold at the next sale or some other disposition. If the vehicle is re-offered, the Contractor will be paid for all services when the vehicle is sold.

2.3.7.3. Payment Reconciliation

2.3.7.3.1. Within one (1) business day of the payment due date published in the GSA Fleet Special Terms and Conditions for the sale, reconcile with GSA the sale proceeds utilizing GSA Form 3169.

2.3.7.3.2. Include sales to state and local governments as a separate line item on the reconciliation sheet.

2.3.7.4. Payment Transfer to GSA

As part of the payment transfer process to GSA:

2.3.7.4.1. Send all sales proceeds collected from buyer (less purchase order and credit card receipts) within 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. The Contractor must include an addendum record stating the sale number(s) and any other identifying information specified by GSA.

2.3.7.4.2. Send confirmation of the payment transfer via email to GSA stating the: sale number, sale date, Fedwire or ACH remittance number, date, time, the amount of the Fedwire or ACH deposit, and the bank from which it was deposited. The Contractor must attach an official written confirmation from their financial institution of the remittance submission.

2.3.7.4.3. In the event of overpayment of funds, notify GSA in writing immediately. After sale reconciliation is complete, GSA will initiate a refund transaction.

2.4. In-Lane Vehicle Sales Support - Optional Service

If the Contractor offers In-Lane Vehicle Sales Support, 2.1 Marshalling Support Services, 2.2 Sales Preparation Services, and 2.3 Administrative Vehicle Sales Services must also be provided.

These additional services support the sale of vehicles via in-lane sales (i.e., live vehicle auctions). Vehicles offered in the physical lane must also be made available simultaneously via concurrent live broadcast technology.

If providing 2.4 In-Lane Vehicle Sales Support, the Contractor at a minimum must perform the following work:

2.4.1. In-Lane Sales Support

Provide in-lane vehicle sales-related support, including but not limited to:

2.4.1.1. Customer service during inspection, registration, and sale times.

2.4.1.2. Traffic control and parking, as necessary.

2.4.1.3. Starting vehicles, as necessary.

2.4.1.4. Moving the vehicles through lane(s), as necessary.

2.4.1.5. Auction process, providing ringmen and administrative support, including identifying and recording bids, obtaining signatures of winning bids, and clarifying issues in the bidding process, etc.

2.4.1.6. A printed lane sticker must be affixed to the front windshield of each vehicle. The sticker should include:

● Seller name

● Model year

● Run Number

● Odometer reading

● Lane assignment

2.4.2. Concurrent Live Broadcast Remote Consignor

Provide simultaneous broadcast technology for all in-lane sales.

2.4.2.1. This technology must allow, GSA as a remote consignor, to:

2.4.2.1.1. Interact with online and in-lane bidders in real time, as well as perform live chat with auctioneer and/or block clerk.

2.4.2.1.2. Offer real time audio and video streams for the auction lane.

2.4.2.1.3. Approve or disapprove sale of each vehicle offered for sale.

2.4.2.2. Provide a transcript of the virtual lane recording that includes at a minimum:

● Sale date, start, and end time

● Vehicle description (VIN, year, make, model, odometer reading)

● Run number

● Reserve price

● Starting and high bids

● High bidder number

● Buyer name

● Seller release (Sales Contracting Officer (SCO) name, price approved, date and time stamp of approval, and seller IP address)

2.4.2.3. Provide a detailed activity log for each vehicle to include:

● Sale date

● Bidder number and name

● Date/timestamp

● Amount of each bid

● Seller release (SCO name, price approved or disapproved, date and time stamp of approval or disapproval, and seller IP address)

2.4.3. Audio-Visual Recordings

Digitally record each GSA sale by audio-visual electronic means and provide a digital copy of the recording within two (2) business days after the sale. The digital recording must be provided in a file format mutually agreeable to GSA and the Contractor, and possess both audio and visual components in the same file. The recording must also be provided in the post sale documentation.

3.0. Special Instructions

3.1. GSA Affiliated Customer Account (GACA)

The Contractor must obtain a GACA to share files in Google Drive or Google Sites.

GSA will provide guidance on how to create a GACA and utilize it appropriately.

3.2. GSA Inventory Management & Reporting - Marshalling & Sales

3.2.1. The Contractor must manage and utilize eTools in GSAFleet.gov to perform marshalling and sales activities. The Contractor will have full access to the GSAFleet.gov help page user guides.

3.2.1.1. When providing marshalling services the Contractor must utilize eTools to perform the following functions:

● Vehicle Delivery Scan

● Damage in Transit (DIT) Reporting

● Vehicle Load

● Telematics Purchase Order Reconciliation

● Telematics Installation

● Appointment Scheduler

● Electronic Vehicle Accountability Form (eVAF)

● License Plate Reconciliation

● License Plate Pending Destruction

● Offline Mode Management

3.2.1.2. When providing sale services the Contractor must utilize eTools to perform the following functions:

● Bidder Registration

● Independent Sale Recording

● Credit Card Processing

● Charges Management

● Open Recalls

● License Plate Destruction

● LE Equipment Removal Reconciliation

3.3. GSA Accountability Form for Transportation Movement

3.3.1. Utilize this form when a vehicle is transported to or from the Contractor’s location. In the event there is any damage annotated on the delivery receipt, verify the tag numbers, VINs, and odometer readings, providing a countersigned copy of the form to GSA.

3.3.2. Report to the GSA representative via email no later than one (1) business day after the vehicle is returned or arrives if any damage to the vehicle was documented. Failure to notify GSA of the damage within the specified timeframe will result in the Contractor being held liable for the damage.

3.3.3. The Contractor will be financially responsible for any loss of a vehicle that is released without appropriate documentation.

3.4. Sales - Claims and Protests

The Contractor must refer any bidder or buyer claims or protests to the SCO of record for the sale. The Contractor will not arbitrate for the Government.

3.5. Sales - Conflict of Interest

3.5.1. Regardless of location or type of sale, to avoid conflict of interest or the appearance of it, the following individuals may not purchase government vehicles sold at any GSA sale, or act as an agent or representative of the buyer (directly or indirectly):

● Contractor

● Subcontractors

● Employees of either the Contractor or its subcontractors

● Immediate household members of either the Contractor or its subcontractors

3.5.2. Any entity in which the Contractor has financial interest is not allowed to purchase (directly or indirectly) government vehicles sold at any GSA sale.

3.5.3. In the event the Contractor becomes the owner of a government vehicle sold by GSA, they must notify the Contracting Officer’s Representative (COR) in writing of the circumstances and sell, or dispose of the vehicle within 30 calendar days of taking ownership of the vehicle. The sale or disposal of the vehicle will be at no cost to the Government and all costs will be the responsibility of the Contractor.

3.6. Sales - Contractor Responsibility for Misdescriptions

The Contractor is responsible for an accurate vehicle condition report, as well as having accurate vehicle descriptions in the sales catalog. Any claim due to a vehicle misdescription will be considered the fault of the Contractor.

3.6.1. If the Contractor is responsible for a vehicle misdescription and the vehicle has not been removed from their facility, the Contractor will be responsible for any costs related to re-offering and re-selling the vehicle.

3.6.2. If the Contractor is responsible for a vehicle misdescription and the vehicle has been removed from their facility, the Contractor will be responsible for the cost of transportation back to their facility or the closest contracted GSA sales facility. The Contractor will be responsible for any costs related to re-offering and re-selling the vehicle.

3.6.3. GSA will consult with the Contractor on any misdescription to determine if a partial refund (in lieu of reoffering vehicle) is in the Government's best interest.

The Contractor will be responsible for the partial refunds and any related costs.

3.7. Sales - Electronic Inventory Management System (eIMS)

3.7.1. The Contractor must use an eIMS system as the standardized platform for sales inventory management, digital vehicle imagery capture requirements as described in 2.2.6 Digital Imagery, communications, and exchange of data between the Contractor and GSA. Minimum sales eIMS system requirements are outlined in Appendix B: Minimum Sales eIMS Requirements.

3.7.2. The Contractor must assign an individual as the primary eIMS point of contact at each contractor facility used by GSA. This individual must be trained and proficient in using the eIMS.

3.7.3. The Contractor must keep information regarding current vehicle inventory status up to date (e.g., vehicles cleared for sale updated daily, sold vehicles removed from current inventory or moved to sold status updated on the date sold, etc.).

3.7.4. Assignment of Vehicles

3.7.4.1. GSA will assign tasks for vehicles through the eIMS. The Contractor is required to accept eIMS electronic assignments within one (1) business day of their posting.