5. Statement of Work.pdf

VEHICLE TOWING/TRANSPORTATION, APPRAISAL, STORAGE, MAINTENANCE & DISPOSAL SERVICES

DISTRICT OF GUAM

CONTRACT NO.: 15M50025DA4400046

Attachment (5)

ASSET FORFEITURE DIVISION

STATEMENT OF WORK

FOR THE

TOWING/TRANSPORTATION, APPRAISAL, STORAGE, MAINTENANCE, AND

DISPOSAL OF SEIZED AND FORFEITED VEHICLES

FOR THE

UNITED STATES MARSHALS SERVICE

28 August 2025

CONTRACT NO.: 15M50025DA4400046

REVISIONS HISTORY

Revision Date Mod # Summary

- 28Aug2025 - - Original

CONTRACT NO.: 15M50025DA4400046

Table of Contents

1.0 INTRODUCTION

2.0 DEFINITIONS AND TERMS

3.0 FACILITY LOCATION, PERFORMANCE AREA, & TRANSITION PERIOD

4.0 FACILITY REQUIREMENTS

4.1 INDOOR AND OUTDOOR STORAGE REQUIREMENTS

4.2 PHYSICAL SECURITY REQUIREMENTS

4.3 STAFFING AND ACCESS REQUIREMENTS

4.4 LIABILITY

4.5 ASSET RETENTION

5.0 SEIZURE PLANNING

6.0 TOWING

7.0 PACKAGING, INVENTORY, & TRANSPORTATION – SEIZED/FORFEITED PERSONAL

PROPERTY

8.0 INITIAL INTAKE

9.0 STORAGE

10.0 APPRAISAL SERVICES

11.0 MAINTENANCE

12.0 DISPOSAL

12.1 DISPOSAL METHODS

12.2 PROHIBITED PARTIES

12.3 DISPOSAL VIA SALE

12.3.2 Live Auction

12.3.2.1 Advertising for Live Auction

12.3.2.2 Viewing Period for Live Contractor Auction

12.3.2.3 Live Auction

12.3.3 Online Auction

12.3.3.1 Advertising for Online Auction by Contractor

12.3.3.2 Viewing Period for Online Auction by Contractor

12.3.3.3 Online Auction by Contractor

12.3.4 Sealed Bid

12.3.4.1 Sealed Bid Sale

12.3.4.2 Advertising for Sealed Bid Auction

12.3.4.3 Viewing Period for Sealed Bid Auction

12.3.5 Online Auction by a USMS Third Party Vendor

12.3.6 Disposal of Licensed Salvage/Scrap Dealers and/or Parts Only Sales

12.4 DESTRUCTION/CRUSHING

12.5 OFFICIAL USE BY AN AUTHORIZED AGENCY

12.6 RELEASE TO LIEN HOLDER, CLAIMANT, OR OWNER

12.7 MISCELLANEOUS DISPOSAL TYPES

12.7.1 Disposal of All-Terrain Vehicles

CONTRACT NO.: 15M50025DA4400046

12.7.2 Disposal of Gray Market Vehicles

12.7.3 Disposal of Government-Owned Vehicles (GOVs)

[END OF VEHICLE SERVICES STATEMENT OF WORK]

1.0 INTRODUCTION

1.0.1. The U.S. Marshals Service has a requirement for towing/transporting, appraisal, storage, maintenance, and disposal services for commercial and passenger motor vehicles.

Additionally, these services may be required for other vehicle types and select water vessels. Such as (but not limited to) motorcycles, all-terrain vehicles, golf carts, jet skis, and trailerable boats.

2.0 DEFINITIONS AND TERMS

a) ACCEPTABLE OUTDOOR STORAGE SURFACES: Caliche, cement, concrete, or gravel/stone.

b) ALTERNATE FUEL VEHICLES: A vehicle that runs on a fuel other than traditional petroleum fuels (petrol or Diesel fuel); also refers to any technology of powering an engine that does not involve solely petroleum to include but not limited to an electric car, hybrid electric vehicles, and solar powered.

c) “AS IS, WHERE IS”: All assets will be sold with no warranty or guarantee whatsoever.

Assets are to be purchased exactly as they appear at auction. They will be sold based on their appearance only. “As is” is a disclaimer of warranties or representations. “Where is” denotes that the buyer takes the asset as found and must remove it from the point of sale.

d) APPRAISAL: The act of determining a market value after considering factors such as age, vintage, rarity, mileage, and comparable sales.

e) ASSET IDENTIFICATION NUMBER: Also referred to as “AIN”, or “CATS #”. This is a unique alphanumeric code assigned to each asset that is the official designation in all

DOJ systems.

f) ATTACHMENTS: Optional equipment which is able to be attached and removed from an asset. (e.g., Front end loader, Bale Spears, Spreader, Plow, etc.)

g) COMMERCIAL VEHICLE: Any self-propelled motor vehicle used on a highway in interstate commerce to transport passengers or property when the vehicle has a gross vehicle weight rating or gross combination weight rating, or gross vehicle weight or gross combination weight, of 4,536 kg (10,001 pounds) or more, whichever is greater; or is designed or used to transport more than 8 passengers (including the driver) for compensation; or is designed or used to transport more than 15 passengers, including the driver, and is not used to transport passengers for compensation

h) COMPONENTS: The spare tire, jack, lug wrench, and other standard or optional vehicle equipment which are integral parts of the vehicle.

i) [RESERVED]

j) CONTRACTING OFFICER (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

k) CONTRACTING OFFICER’S REPRESENTATIVE (COR): A Government employee who provides technical direction to the contractor. The COR is designated in writing by the CO.

l) CONTRACT LINE ITEM NUMBER (CLIN): A unique numeric identifier assigned to every service or product billable under this contract. Every invoiced amount must be associated with an established CLIN. No charges or reimbursements will be paid outside the contractually defined CLINs.

m) DAILY SALES FACILITATION: Conduct preview for third party sales, which includes the following services: make asset readily available/accessible to the public; provide knowledgeable representative to answer potential buyer questions; provide adequate security during the viewing period; and provide these services for an 8-hour period as determined by the COR (maximum 2 days). If the COR requires the contractor to move any assets, the contractor shall be responsible for preserving the integrity of the assets during the moving process. The contractor may be required to un-package and repackage a sample of pallets for preview.

n) ELECTRONIC LOG DEVICE: A device used to record the following data: date, time, location information, engine hours, vehicle miles, and identification information for the driver, authenticated user, vehicle, and motor carrier.

o) [RESERVED]

p) FULL DETAIL: Prepare the asset to enhance the appearance before sale. Services to include: hand wash; remove bugs and tar; dry with Chamois; clean door jams, tires, rims, and wheels; shine tires; vacuum interior and trunk; shampoo/steam clean (including carpets, floor mats, and all other cloth surfaces); carpet spot removal; headliner cleaned;

clean and condition leather seats; clean windows, mirrors, and ashtray; clean interior plastic/vinyl (including dash, center console, all dials/gauges, cup holders, vents, and door panels); hand wax; chrome polish rims, trim, grill, and all tail pipes.

q) GRAY MARKET VEHICLES: Vehicles that do not meet U.S. Department of

Transportation (DOT) and Environmental Protection Agency (EPA) standards and cannot be legally sold or registered in the United States but are legal for export sale.

r) HIDDEN COMPARTMENTS: After-market storage locations in a vehicle that the contractor may be required to remove, repair and/or disassemble.

i. Standard Hidden Compartment: example: removal of the passenger side air bag to use as a storage area.

ii. Complex Hidden Compartment: example: fabricating an area within the vehicle that is unseen from the inside, such as a compartment located underneath the rear floorboards of the vehicle, opened by a hydraulic door. The door only opens when a combination of electrical components (i.e., defroster button on and certain radio station set) are on simultaneously.

s) INDOOR STORAGE FACILITY: A fully enclosed structure with substantial/permanent walls, roof, and floor which will allow for movement of vehicles while controlling surface/environmental problems such as standing water, mud, dirt, dust, debris, pests and/or infestations.

t) LOADED ROAD MILES: The firm-fixed towing price, as specified in the pricing schedule, is calculated based on the actual road miles (in accordance with the applicable towing Contract Line-Item Numbers (CLIN) from the designated point of pick-up to the designated drop-off point in which a vehicle is in tow or loaded onto a flatbed. The contractor may not charge for miles traveled en route to the seized vehicle location.

u) MISCELLANOUS EXPENSE: shall be used when a required service that is approved in advance by the COR and does not fit within the parameters of an established CLIN, such as mold remediation, onsite temporary security, etc.

v) MULTI-CAR CARRIER: A transporter with the capacity to tow 3 or more automobiles.

w) ON-SITE COORDINATOR: A temporary role/position for a specific relocation that is held by a contractor employee who shall coordinate all contractual on-site operations as directed by the COR via STO. The On-Site Coordinator shall be responsible for coordinating all contractual operations, relaying instructions and information as directed by the COR, and ensuring any unforeseen complications are adequately addressed and communicated with the COR in an earnest manner. The COR may require services of an On-Site Coordinator on an as needed basis in respect to seizure warrants (not a full-time position). The On-Site

Coordinator shall be invoiced at a daily rate.

x) PERSONAL PROPERTY1: Contents in a seized vehicle/vessel that are not standard accessories, such as clothing, personal items, compact discs, tapes, furniture, appliances, supplies, cargo, etc. that are not seized for forfeiture.

y) SECONDARY FACILITY: Additional storage for assets that require unique considerations that cannot be reasonably accommodated by the storage facilities outlined in contract attachment 1.

z) SEIZURE PLANNING CONSULTANT: A temporary role/position for a specific operation that is held by a contractor employee who shall attend planning meetings virtually or via phone with the COR and potentially other involved parties. The seizure planning consultant shall not communicate directly to any party or disclose any seizure planning details without the COR’s involvement. The seizure planning consultant shall be expected to provide information on practical matters, contractor capabilities and procedures, and raise any potential concerns/risks not addressed (ex: special equipment requirements, pertinent local regulations, etc.) The COR may require services of a seizure planning consultant on an as needed basis in respect to seizure warrants (not a full-time position). The seizure planning consultant shall be invoiced at a daily rate.

aa) SHALL: Denotes the imperative; “must” (FAR 2.101).

bb) ROADSIDE TOWS: Tows from a general location.

cc) STAGING: When the contractor is preapproved by the COR via STO to wait at a designated location prior to the actual seizure. The staging CLIN shall be invoiced every hour for each driver for the duration specified on the STO.

dd) SUB-TASK ORDER (STO): A written authorization from the COR to commence tasks presently ordered by the Contracting Officer; a STO may also be used by the COR to notify the contractor of other non-payment related tasks, (such as to inform contractor of an authorized visitor, etc).

ee) STATION TOWS: Tows from a specific fixed location.

ff) SPECIALTY TOWS: Any tow that requires specialized equipment, personnel, or permits above and beyond what is needed when towing standard or large vehicles. (e.g., oversized permit, use of a loading crane, escort, specific disassembly, cross-water ferry transport, etc.)

gg) USM-102: Seized property and evidence control form which provides description of the asset and custodial information.

hh) VEHICLES:

1 This definition refers to personal property NOT seized for forfeiture and not eligible for storage services as per this contract.

i. Standard Vehicles: Production-sized cars, trucks, vans, all-terrain vehicles

(ATV’s), motorcycles, golf carts, jet skis (with or without hauling trailers), dune buggies, snowmobiles, mopeds, 20' or less trailerable boats, etc.

ii. Large Vehicles: Buses, construction/farm type vehicles, recreational vehicles, motorhomes, semi-tractor trailers, and all other trucks, trailers, 21' to 30’ trailerable boats, or heavy equipment.

iii. Specialty: Any asset, standard or large, with additional handling requirements may also be considered “Specialty” for towing purposes only.

ii) VEHICLE CATEGORIES (N.A.D.A. Clean Loan Value):2, 3

i. Category 1: Vehicles valued at $15,001 and above, ATV’s, motorcycles, golf carts, snowmobiles and mopeds are eligible to be stored indoors, with maintenance.

ii. Category 2: Vehicles valued at $3,501 to $15,000 are to be stored outdoors, with maintenance.

iii. Category 3: Vehicles valued at $1,001 to $3,500 are to be stored outdoors, without maintenance.

iv. Category 4: Salvage/Scrap. Vehicles valued at $0 to $1,000 are to be stored outdoors, without maintenance.

3.0 FACILITY LOCATION, PERFORMANCE AREA, & TRANSITION PERIOD

3.0.1. Contractor shall have a total of one (1) storage facilities located within 60 road miles of:

i. District of Guam, 520 West Soledad Avenue, Hagatna, Guam 96910.

3.0.2. If separate/ multiple facilities are to be used for indoor and outdoor storage, the indoor and outdoor storage facilities shall be located within 10 road miles of one another.

3.0.3. Storage locations can be added or withdrawn during the life of the contract dependent upon district needs.

3.0.4. At the sole discretion of the COR, who will provide case-by-case direction to the

Contractor via STO, all facilities on this contract may be required to store and maintain assets originating outside the immediate operating area and/or related to cases managed by other jurisdictional districts. Such assets are to be managed to the same standards as all others under this contract, unless specifically directed otherwise in the STO.

3.0.5. Contract Phase-In/Phase-Out: The Contractor shall be responsible for the phase-in and the assumption of ongoing tasks in accordance with the COR’s requests. Certain staff of the incumbent (specified by the COR) shall be available during this period to assist the new

Contractor’s personnel, familiarize the Contractor with required services, and provide other guidance and assistance as mutually determined by the Government (COR) and the

2 Unless determined otherwise by COR 3 Assets on trailers will be considered as one unit for billing purposes, when there is no maintenance required. Each asset that requires maintenance will be charged individually.

Contractor. The specific phase-in assistance to be provided shall be determined by the

Government (COR). If/When the COR determines a specified time frame for phase-out activities to commence, or upon termination and/or completion of this contract, there will be a 7-day transition period, unless otherwise specified by the COR, to complete the Phase-

Out. Records shall be transferred to the COR at the completion of the contract. Final payment will be held, at zero interest, until the COR certifies that the assigned work is complete. The contract will then be closed in accordance with FAR Part 4.804.

3.0.6. The contractor, including the contractor’s facility, shall be fully equipped and ready to begin performance within 30 calendar days after the award date. Upon approval by the

COR, the contractor has ¬7 calendar days, unless otherwise specified by the COR, to tow all vehicles/transport personal property assets, if applicable, from their current location to the proposed storage facility.

3.0.7. The contractor shall provide on-site security within 24-hour notice from the COR for any asset that is unable to be relocated to a secure storage location. The contractor must be able to maintain 24-hour security for the asset until it is relocated. If the relocation from a secure storage location of an asset is required for any reason the contractor shall provide security until the asset is returned to the secured location. Expenses for this requirement shall be billed under the ‘MISC” CLIN under storage.

4.0 FACILITY REQUIREMENTS

4.0.1. The contractor shall provide and operate a facility which fulfills the requirements set forth in this Statement of Work (SOW) throughout the life of the contract.

4.1 Indoor and Outdoor Storage Requirements

4.1.1 Indoor storage facility square footage must accommodate the number of Category 1 vehicles and personal property assets, if applicable. Each vehicle shall have a minimum of 130 square feet of space assigned, and the contractor must also demonstrate adequate space to accomplish various maintenance tasks as set forth by the SOW.

4.1.2 The outdoor storage facility must be able to store the number of Category 2, 3, and 4 vehicles (standard and large).

4.1.3 Must be able to accommodate any type and quantity of alternate fuel vehicles to include

110v & 220v outlets and a sufficient on-site electrical system to supply the electrical demands for all assets in inventory at all times. If during the course of the contract other alternate fuel vehicles come into custody that require other means of maintenance, such as solar-powered vehicles that cannot be stored inside, the COR shall work with the contractor to properly store the vehicles.

4.1.4 The contractor must have signed Memorandums of Understanding (MOU) or Leasing

Agreements, which will be used to secure the outdoor and indoor storage facilities, when submitting a proposal.

4.2 Physical Security Requirements

4.2.1 The contractor shall provide secure indoor and outdoor storage facilities, maintenance, viewing and sales areas for all USMS assets (if contractor proposes a different location for live auction sales, it must also meet the requirements set forth in the SOW).

4.2.2 USMS assets shall be segregated from all non-USMS assets with a barrier to restrict all unauthorized access indoor and outdoor. Acceptable barriers include cyclone fencing units. If other barrier types are proposed, the COR shall approve in advance with the contractor prior to installation. Security tape is not an acceptable barrier.

4.2.3 Indoor and outdoor facilities must have video surveillance. Video must be kept for at least thirty (30) days.

4.2.4 Indoor facility must have motion sensors.

4.2.5 All entry points to indoor facility must have alarm contacts.

4.2.6 Indoor facility must limit both physical and visible access to assets stored and maintained to approved personnel only.

4.2.7 The contractor shall provide a detailed physical security plan at the time of proposal, 90 days prior to the issuance of each option year, and upon CO/COR request at any time during the duration of the contract, that shall include at minimum:

4.2.7.1 Facility Location – state the address of all locations to be utilized under this contract.

4.2.7.2 Facility Requirement – total amount of square footage required for indoor and outdoor facility and how much storage area vendor has available for each area to be used.

4.2.7.3 Physical Security Requirement – describe area where vehicles will be stored, alarm system, video surveillance system, emergency response notification, access points, indoor and outdoor lighting.

4.2.7.4 Photos – provide photos of the indoor and outdoor facility.

4.2.7.5 Schematic – provide a sketch of the facility and where items are located (parking;

indoor and outdoor storage; and layout of vehicles, doors, security cameras, lighting, fencing, etc.).

4.2.7.6 Preview and Auction Day – facility, resources, standard operating procedure.

4.2.8 The perimeter of the entire outdoor storage facility shall be secured with a fence wall at least six (6) feet tall and shall have razor wire or concertina wire attached. Contractor may suggest other methods.

4.2.9 Loss, theft, or damage to any asset while in the contractor’s custody shall be reported immediately to the COR. Loss/damage shall be replaced, repaired, payment issued for the monetary value (with that of like of equal value) or as directed by the COR within 20 days of notification.

4.2.10 Vehicle or seized/forfeited personal property theft and/or vandalism shall be reported to the local police department and to the COR within 24 hours of incident, and a copy of the police report shall be provided to the COR within 24 hours of receiving report.

4.2.11 The contractor shall provide an inclement weather plan at time of proposal. This plan shall detail steps to be taken and resources available to secure all assets from damage in the event of extreme weather such as a hurricane, blizzard, flood, etc.

4.3 Staffing and Access Requirements

4.3.1 The contractor shall be available between the hours of 8:30 AM and 5:00 PM, Monday through Friday, excluding Federal Government holidays. Any request for deviation of these standard hours must be approved in advance by the COR. Contractor shall provide a point of contact for 24 hours per day, 7 days per week, and 365 days per year access.

4.3.2 Access is restricted to the contractor or their authorized employees, the CO/COR or his/her designee, or individuals accompanied by USMS personnel that are approved by the CO/COR. The contractor shall provide a list of all authorized contractor employees to the COR upon award of this contract.

4.3.3 USMS COR or COR designee will perform monthly and unannounced inspections of facility, assets, case files, and processes.

4.3.4 The contractor shall maintain a visitor log of any non-employees entering the facility.

The visitor log shall be digitized monthly, kept as part of the official records for the duration of the contract, and a copy provided to the COR as part of the supporting documentation for the monthly invoice.

4.3.5 The contractor shall deny any individual who requests access to the storage facility who has not been approved by the COR in advance (this includes seizing agency personnel).

The contractor shall annotate the names of those individuals, and if applicable, the organizations represented, and immediately notify the COR. COR shall notify the contractor of scheduled authorized visitors through the issuance of Sub Task Order

(STO). This STO is for awareness and will not be associated with any CLINS.

4.3.6 Any requests for information regarding seized assets shall be forwarded to the COR.

4.4 Liability

4.4.1 If the contractor uses sub-contractors for any phases of the asset’s lifecycle during the contract period, the contractor is solely and ultimately responsible for all USMS assets within their care. All communication with the COR will be through the main contractor and not the sub-contractors. If the prime contractor is not on-site regularly (i.e. maintain an office in another district or state), they must be able to attend any and all meetings at either the USMS Headquarters location or the contractor’s facility (operated by the sub-contractor as noted in the contract) within 48 hours’ notice by the CO or COR.

4.4.2 The contractor shall obtain and maintain insurance through the duration of the contract. It is the contractor’s responsibility to maintain all insurance relative to storage and transportation of all assets to be stored by USMS. The USMS shall be named as an additional insured on all applicable insurance policies. Said insurance policies shall be provided to the CO/COR at the onset of each option year, or if contractor makes changes to insurance policies at any other interval, or for any other reason. At the beginning of each Federal government fiscal quarter, the government will provide the contractor with an inventory list with associated dollar values. If throughout a fiscal quarter, a high valued asset is received in inventory, the COR will notify the contractor and provide an updated inventory list with values. If a discrepancy is identified for lack of sufficient insurance coverage, the CO will take the necessary steps to remedy the situation immediately. Contractor shall provide proof of insurance as requested at any time throughout the duration of the contract upon COR request within twenty-four (24) hours.

i. The contractor shall assume sole responsibility, as well as financial liability for all assets under their control at all times.

ii. Through the duration of the contract the contractor shall maintain insurance commensurate with the value of inventory at each facility listed in contract attachment 1 up to $3,000,000.00; price to be included as an indirect cost.

iii. Through the duration of the contract if a Government need for use of an secondary facility arises, the contractor shall maintain insurance commensurate with the value of inventory at said facility; price to be included as an indirect cost.

iv. The COR (after post-consultation with program area) may recommend to the CO the need for additional insurance coverage for any unique asset or group of assets added to inventory that are of high value. The CO may authorize direct billing on a unique CLIN for payment of the additional insurance coverage for unique high value assets or groups of assets.

v. To limit company liability the contractor may propose additional insurance coverage beyond the Government’s aforementioned requirements in response to

Government’s solicitation.

vi. At any time after contract award the contractor may choose to purchase additional insurance coverage beyond the Government’s aforementioned requirements.

Increases made at the contractor’s discretion shall not constitute a liability or expectation of payment by the Government; nor shall there be expectation of renegotiation of Firm Fixed Price unit prices.

4.5 Asset Retention

4.5.1. The contractor shall retain asset records for a period of two years after disposal and shall provide records to the COR upon request.

5.0 SEIZURE PLANNING

5.0.1. STO may require a Seizure Planning Consultant to attend seizure planning (attendance may be virtually or in person). This may be ordered by the COR on an as-needed basis.

5.0.2. Upon receipt of an STO from the COR, the contractor shall provide a subject matter expert

(Seizure Planning Consultant) who can participate in seizure planning.

5.0.3. Seizure Planning Consultant may also be required on scene in the role as the On-Site

Coordinator.

6.0 TOWING

6.0.1 Phase In/Phase Out period: Transportation of assets from the incumbent vendor to the new vendor shall be addressed at time of award and at time of contract close out to determine time frame in which all assets need to be transferred.

6.0.2 Contractor shall have towing fleet to accommodate USMS vehicles 24 hours per day, 7 days per week, and 365 days per year.

6.0.3 The COR shall notify the vendor of tow via a STO. STO shall contain all necessary information about the vehicle or vessel4.

6.0.4 The contractor shall track all assets from pick-up to arrival at final destination as-per the

STO. (At minimum the tracking will record the following: driver name, fleet assigned, pickup /drop off time).

6.0.5 Upon receipt of an STO from the COR, the contractor shall be required to provide one or more staff members to be present on site to support and facilitate any given relocation.

6.0.6 The contractor shall pick up all roadside vehicle(s) within 8 hours of notification by the

COR. If this timeframe cannot be met, the COR shall approve this deviation in advance with the contractor.

6.0.7 The contractor shall coordinate all station tows with the provided agency POC within twenty-four (24) hours of notification by the COR. All tows shall be completed within 7 days from issuance of the STO. If the investigative agency is creating a barrier to prevent the 7-day requirement the contractor must notify the COR immediately. Any deviations to these prescribed time frames require COR approval in advance.

6.0.8 All tows must be conducted in a manner as to prevent additional mileage accumulation on

4 At post award conference, the contractor shall provide information regarding State requirements and/or limitations for the towing of large vehicles and vessels and inform COR of the legal trailerable limits available for towing purposes.

the towed vehicle.

6.0.9 The contractor may be directed to tow a vehicle to a location other than the contractor’s storage facility.

6.0.10 If the tow truck driver notices personal property items in the vehicle, the contractor shall notify the COR immediately before completing the tow.

6.0.11 If a tow driver arrives at the vehicle pick-up point, and the vehicle is not ready to be towed

(paperwork is not completed, keys not available, etc.), after a reasonable amount of time

(30 minutes), then the tow driver may depart without the vehicle. Contractor will be paid as if it had successfully completed the tow. Contractor shall immediately notify the COR.

6.0.12 Drivers shall work within all applicable laws and Depart of Transportation (DOT) regulations and be paid by the appropriate hourly rate.

6.0.13 The COR may require Onsite Coordinator services via STO. Maybe ordered without seizure planning.

6.0.14 If wait times of greater than 1 hour are anticipated, the COR may require staging services in advance via STO. The STO will specify the specific length of time approved for staging.

6.0.15 If staging services are included in the STO and actual wait times projected on-site are anticipated to exceed those listed in the STO, the contractor shall immediately notify the

COR and seek additional instructions. If the STO required staging time is surpassed by 30 minutes without additional instructions from the COR, then the tow driver shall depart. The contractor shall invoice as if it had successfully completed the tow and for actual time spent staging. The contractor shall immediately notify the COR of the uncompleted service.

6.0.16 If upon arrival at the seizure location, there are unforeseen circumstances and contractor-furnished equipment is not adequate as a result; the contractor shall seize as many assets listed in the seizure warrant as possible with resources on hand and coordinate with the

COR to acquire any additional equipment/services needed. Additional costs shall be formally reported electronically to the COR in an itemized list no later than twenty-four

(24) hours after the seizure. Invoicing for any additional on-site costs shall include detailed receipts documenting the expenditures.

6.0.17 The contractor shall use the USMS standardized tow ticket for each vehicle. A completed copy shall be sent to the COR electronically within 3 days of the tow date. A completed second copy shall be retained in the vehicle’s case file.

6.0.18 The contractor shall inspect and inventory the seized vehicle. Its condition shall be recorded on the vehicle’s tow ticket and intake inspection checklist.

6.0.19 The contractor shall tow all vehicles in adherence with any and all DOT regulations (length restrictions, height restrictions, distance) in all States where towing services are requested.

6.0.20 If possible, the COR will identify on the STO if a tow qualifies as a Specialty Tow. If the

COR does not provide specific information the contractor shall be responsible for identifying any Specialty Tow factors (see definitions). In either scenario, the contractor shall provide an estimate of Specialty Tow costs and operational needs and obtain COR preapproval before proceeding. A revised estimate and STO may be required, at CORs sole discretion, if any additional factors are discovered that materially affect the cost of the tow.

6.0.21 Semi-tractor and attached trailers shall be treated as one tow unless state regulations prohibit the contractor from doing so. This shall be annotated on the STO after discussion with the vendor and properly noticed on the tow ticket.

6.0.22 Multi Car Carrier shall be invoiced per truck per loaded road mile.

6.0.23 The contractor shall use the USMS intake inspection checklist for each vehicle that is delivered to the contractor by an authorized agency. A copy shall be sent to the COR electronically within three (3) days of the intake date. A second copy shall be retained in the vehicle’s case file.

6.0.24 The contractor shall not drive the seized/forfeited vehicles except to move them within the storage facility for intake and maintenance purposes. Use of vehicles for personal use is strictly prohibited.

7.0 PACKAGING, INVENTORY, & TRANSPORTATION – SEIZED/FORFEITED

PERSONAL PROPERTY

7.0.1 Inventory of seized/forfeited personal property shall be conducted at time of pick up.

7.0.2 The inventory shall include a physical count of all seized/forfeited personal property to include model/serial number and description.

7.0.3 The contractor shall provide packing materials & supplies to include but not limited to additional pallets (if needed), shrink wrap, boxes & tape.

7.0.4 The contractor shall provide all services to complete the task to include but not limited to, a crew of workers, forklift with a forklift operator and pallet jacks.

7.0.5 Contractor shall have transportation capability to accommodate USMS personal property relocation when and as requested by STO.

7.0.6 Upon verification of the seized/forfeited personal property, the contractor will package the seized/forfeited personal property and load the assets into the truck for transportation.

7.0.7 Within 24 hours of the completed inventory, the COR shall receive an electronic detailed inventory sheet with corresponding Asset Identification Numbers of all items, transported and/or packaged.

7.0.8 Contractor shall be responsible for preserving the integrity of the assets during the relocation process.

8.0 INITIAL INTAKE

8.0.1. The following applies to all vehicles regardless of the category:

8.1.1. The contractor shall assume sole responsibility, as well as legal and financial liability for the vehicle from pick-up until disposal.

8.1.2. Contractor can use a vehicle inventory management process for inventory control. This process will include, at a minimum:

i. Asset Identifier Number

ii. Description of the asset

iii. Storage start date

iv. Type of storage

8.1.3. The contractor shall establish/maintain a separate case file for each vehicle under its custody Electronic or paper case files shall be securely stored. Each case file shall include, at a minimum:

i. Tow ticket or intake inspection checklist

ii. Signed USM-102

iii. Records related to vehicle condition, storage, disposal, and all STOs

iv. All maintenance documentation

v. Digital photos of vehicles

8.1.4. Once the vehicle arrives at the storage facility, the contractor shall thoroughly clean and secure the vehicle. If the contractor is unable to secure the vehicle’s window(s) or door(s) they shall notify the COR.

8.1.5. If the contractor discovers a potentially hazardous substance, or a hidden compartment, in a vehicle/vessel (which was not already previously identified by the seizing agency or

USMS) during initial intake or during any time while in the contractor’s custody, the contractor shall immediately secure the vehicle/vessel and contact the COR. The contractor shall not handle any item(s) discovered in the hidden compartment.

8.1.6. The contractor shall remove license plates from any vehicle stored outdoors and place in trunk, glove box or case file prior to being stored in outside storage area. Final disposition of any license plates shall be a topic during contract post award based on Department of

Motor Vehicle regulations by the State in which the contract is awarded.

8.1.7. For commercial vehicles, the contractor shall locate any equipped electronic log device and notify the COR of the existence and brand of device. The contractor shall have assist in data retrieval from devices that store data on the physical device via USB connection to computer if requested via STO from the COR.

8.1.8. For vehicles requiring maintenance, the contractor shall fuel all vehicles with enough fuel to register a quarter tank on the fuel gauge indicator and shall add fuel additive as necessary. If vehicle’s fuel gauge does not work, contractor shall notify the COR.

8.1.9. All vehicles shall be marked with the Government's complete Asset Identification Number and the storage start date on the windshield using a suitable marking substance, or on a printed sheet stored on the dashboard of the vehicle.

8.1.10. All digital photos shall be sent to COR via email within 3 days of receipt and are required for all vehicles. At a minimum, photos must include pictures of all four (4) sides of the vehicle, the dashboard, Vehicle Identification Number (VIN), and a picture of the odometer, along with any extensive vehicle damage, any expensive rims, stereo equipment, hidden compartments, etc.

8.1.11. Contractor shall sign and date USM-102 showing receipt of the vehicle. USM-102 shall be sent to COR via email within 3 days of receipt.

8.1.12. All vehicle keys shall be stored in a secure depository. Each key shall have a description tag, with asset identification number and storage location.

8.1.13. All vehicles valued at over $1,000 JD Power NADA clean loan value that are received without ignition, door and/or trunk keys shall be annotated on the tow ticket.

i. In the event keys are not available for the vehicle at time of tow, the contractor shall annotate on the tow ticket. If the contractor fails to annotate the tow ticket as keys are missing, it will be the responsibility of the contractor to replace at their expense.

If the COR requires key fobs to be made for any other reason, the COR will submit a STO for approval and use the applicable CLIN.

8.1.14. The inventory shall include a physical count of all seized/forfeited personal property to include model/serial number and description. Any deviation from this must be pre-approved in advance via the COR.

8.1.15. For trailered vessels the contractor shall complete the following additional tasks:

i. Flush out the engine with fresh water if the vessel was in salt water,

ii. Make sure fluid drain holes are open,

iii. Engine: Pickle, drain, fill, and grease for storage,

iv. Clean and inspect all deck and hull drains,

v. Check steering and control cables. Lubricate moving parts on the control cables and any other moving parts. Inspect wiring harnesses for wear,

vi. Trailer: Clean and repack trailer wheel bearings, as required. Ensure wheel lugs are tight; tires are properly inflated; and trailer brakes are functioning properly,

vii. Cover vessel with adequate covering (i.e., shrink-wrap or canvas), if instructed by

COR.

9.0 STORAGE

9.0.1. The contractor shall provide evidence that it has complied with all laws and ordinances associated with vehicle/vessel and seized/forfeited personal property storage. Applicable permits shall be kept current throughout the term of the contract.

9.0.2. The contractor shall provide orderly and clean indoor and outdoor storage facilities, to include running water and a restroom, and shall be controlled in such a manner as to eliminate standing water, mud, weeds, debris, pests and/or infestations. It shall be the contractor’s responsibility to correct any issues at their cost.

9.0.3. If the regular daily storage facility is to be used only for storage and not as a live auction venue when a live auction (see Disposal section) is requested, the contractor shall provide proposed locations for live sales in the proposal. Proposal shall detail the specifics to the auction to include but not limited to: (live sales plan, detail address, schematics, and photographs).

9.0.4. If additional facilities are required as a result of a need by the contractor, they must be approved in advance, in writing by the CO. If the contractor proposes a different facility during the contract term, then the contractor shall assume any costs for relocating currently stored assets to the new facility.

9.0.5. If at any time during storage an asset(s) is removed via COR direction for outside repair/maintenance, etc., the contractor shall bill the storage rate for the duration of repair up to 15 calendar days. If the repairs exceed 15 calendar days, COR pre-approval is required. Contractor shall continue to assume responsibility, as well as financial liability at all times while the asset(s) receive outside repairs.

9.0.6. Assets shall be stored in a manner to preserve the integrity of the assets. If necessary, contractor shall provide pallets/racking or other orderly means to store the assets.

9.0.7. If any issues arise regarding the condition of the assets during the term of the contract, the

COR shall be immediately notified.

9.0.8. Contractor shall ensure that each item is marked with corresponding AINs and individual item numbers5 (if applicable) at all times and shall be able to identify exactly where a particular piece of property is located within the storage facility. The contractor shall provide the COR with inventory reports upon request.

9.0.9. The USMS will be billed based on actual square footage used to store seized/forfeited personal property on a daily basis. Any deviation from this billing method must be pre-approved in advance by the CO.

9.0.10. For trailered vessels, store vessel with stern lower than bow, if stored outside position the vessel (and/or trailer) so rain or other accumulation will drain through scuppers.

9.0.11. Vessels and associated trailers when the trailer does not have a separate VIN shall be considered a single asset for purposes of billing; and stored together when practical. The

COR has sole discretion on what items are to be treated as single assets.

9.0.12. When practical, attachments shall be stored with and considered part of the associated asset and billed as a single stored asset. If for any reason combined storage is not suitable, the contractor shall make a recommendation to the COR of alternate storage/invoicing arrangements. All storage decisions are at sole discretion of the COR and must be pre-approved via STO.

i. BILLING EXCEPTION: Attachments exceeding 30 square feet shall be billed at the same cubic footage rate as personal property but stored according to the CORs instructions in the STO.

9.0.13. Accompanying each monthly invoice for storage, vendor shall provide documentation detailing all assets in each storage category, annotating all maintenance accomplished (or if maintenance was not accomplished, annotating why) within the invoice period and identifying any recommended further maintenance for COR consideration. Each asset must be individually certified as having no change in condition; or documentation and explanation must be provided if there was a change in condition. This monthly inventory certification must be accompanied by a letter, signed by the vendor, stating that the inventory certification is complete and accurate.

i. Inventory certification will be considered the supporting documentation for storage invoicing. Incomplete, inaccurate, or otherwise insufficient certification may result in delayed payment of storage expenses until the error is corrected.

10.0 APPRAISAL SERVICES

10.0.1. The contractor shall provide professional appraisals for all asset types on the contract, if requested via STO by the COR. All appraisals shall be performed by a certified appraiser.

Contractor may use its own certified staff or sub-contract with an entity which is certified.

5 For example, if a personal property asset is being stored that contains multiple separate pieces, it will be assigned a single AIN to represent the overall asset and individual line-item numbers to account for each piece.

10.0.2. Contractor will be notified via STO of appraisal requirements and will detail which asset(s) by AIN. Contractor shall schedule appraisals within a reasonable amount of time.

Appraisals shall start no later than 10 calendar days of receipt of STO.

10.0.3. Appraisals shall be completed within 20 calendar days of originally scheduled start date.

10.0.4. Contractor shall submit final appraisal to the COR within 10 calendar days after completion of appraisal.

11.0 MAINTENANCE

11.0.1. Contractor shall keep a maintenance log monthly checklist for all assets. All maintenance logs must be readily available for viewing by the COR, and it is the Government’s preference that the contractor employ the use of an electronic vehicle inventory management system for maintenance record keeping purposes. Contractor shall provide all equipment necessary to provide maintenance as required (ex. Battery chargers, jump cables, etc.).

11.0.2. Monthly Maintenance: Vehicles stored under Categories 1 and 2 shall receive the following monthly maintenance, at a minimum:

i. Check and maintain tire pressure. If tire requires repair, notify COR. Tire replacement is not authorized under this contract.

ii. Check and maintain fluid levels.

iii. Any vehicle stored over 3 consecutive months shall have a gasoline/fuel additive added to the fuel tank to prevent degradation.

iv. Any vehicles stored over 2 consecutive months shall have the battery left in place but disconnected from the vehicle or have a trickle charger device connected. In the event neither can be accomplished the contractor shall notify the COR and request permission to leave battery in place without trickle charger

v. Start the vehicle. The vehicle’s engine shall run for at least 15 minutes. The vehicle shall be moved forward and rearward at least six (6) feet in each direction.

vi. Mold remediation: if mold is found notify the COR and provide (3) estimates if over $2500.

For trailered vessels the contractor will complete the following additional maintenance:

i. Check exterior/interior for cracks or leaks.

ii. Inboard - Check fluid levels of engine(s), out-drive, transmission, and generator, if present, and fill, as necessary.

iii. Clean and inspect all deck and hull drains.

11.0.3. Large Vehicle Maintenance: Large vehicles in storage shall receive the following weekly maintenance, at a minimum. Variations from this minimum are allowable only with pre-approval by the COR via an STO.

Road Tractors

i. Check and maintain tire pressure. If tire requires repair, notify COR. Tire replacement is not authorized under this contract.

ii. Check and maintain fluid levels.

iii. Start the vehicle. The vehicle’s engine shall run for at least 40 minutes. The vehicle shall be moved forward and rearward at least six (6) feet in each direction.

Semi-trailers with refrigerator units

i. Check and maintain fluid levels on refrigerator unit.

ii. Start the refrigerator unit. The unit’s engine shall run for at least 40 minutes. If the battery is not operable, and can no longer hold a charge, prior COR approval is required before replacing.

11.0.4. Attachments/Trailers shall not receive maintenance/repairs/remediation, except at COR discretion as indicated by a pre-approved STO.

11.0.5. If other maintenance/repairs are recommended by the contractor, the COR shall review and issue a STO as appropriate.

11.0.6. The contractor shall notify the COR of any changes in the condition or function of an asset within 24 hours of discovery. This includes but is not limited to accidental damage, noticeable weathering, growth of mold or excessive moisture that may lead to mold development, or mechanical failures that were not observed at initial intake. Any repair or remediation recommendations from the vendor is highly encouraged but must be pre-approved by the COR via an STO.

11.0.7. If an alternate fuel vehicle arrives at the facility without the proper charging equipment, the contractor shall provide a recommendation to the COR for replacement/purchase of the equipment which would be required to perform maintenance. If approved, the COR will issue a STO for services.

11.0.8. Hidden Compartment Removal: Contractor shall remove /disassemble hidden compartments from assets if ordered via STO by the COR. As per instructions detailed during initial intake, if a hidden compartment repair is ordered and the contractor discovers contents (drugs, contraband, etc.), the contractor shall immediately secure the vehicle/vessel, not handle any discovered item, take a digital photograph, and notify the

11.0.9. Battery Replacement: Contractor shall replace batteries if instructed by COR. Only new batteries may be used; reconditioned batteries are unacceptable.

11.0.10. Keys: All Category 1 and 2 vehicles must have keys in order to perform monthly maintenance. If replacement keys are required for a vehicle, prior COR approval is required.

11.0.11. Climatization: Contractor shall prepare all asset types and mitigate potential damage from extreme heat, cold, or other harmful seasonal weather when requested by the COR.

This was previously referred to as “winterization”.

11.0.12. Hazardous Material Remediation: If at any point an asset is determined to be contaminated with potentially hazardous material (mold, fentanyl, etc.), the contractor shall immediately secure the vehicle and limit exposure. Contractor will contact the COR to discuss remediation strategies. COR will issue a situation specific STO, and contractor will provide all necessary access and support for 3rd party contractors as needed. The

“Miscellaneous Expenses” maintenance CLIN may be used for billing of any related costs, with pre-approval by the COR and appropriate STO issued.

12.0 DISPOSAL

12.1 Disposal Methods

12.1.1. The COR shall determine the methods for disposal for all USMS assets. The contractor shall receive written instructions for the disposal of all vehicles and seized/forfeited personal property. The various disposal methods include, but are not limited to, the following:

i. Live Auction

ii. Online Auction by Contractor

iii. Sealed Bid Sale

iv. Online Auction by USMS Third Party Vendor

v. Salvage/Scrap

vi. Destruction/Crushing

vii. Official Use by an Authorized Agency

viii. Release to Lien Holder, Claimant, or Owner

12.2 Prohibited Parties

12.2.1. The following persons shall be prohibited from purchasing property through the U.S.

Department of Justice Asset Forfeiture Program and are also, therefore, barred from placing bids to buy such property6:

i. Defendants in Criminal Cases: The defendant from whom the property to be sold was forfeited.

ii. DOJ Employees and USMS Contractors: DOJ Employees who have not received a waiver from their agency pursuant to 5 C.F.R. § 3801.104(a) and USMS contractors who have not received a waiver.

6 For all sales, contractor shall obtain buyer’s signature on USMS Form 623, Personal Property Sales Certification. The COR shall provide any information necessary for the completion of the form (ex. Defendant’s name and/or US Code violation).

iii. Civil Forfeiture Actions/Administrative Forfeiture: Any person whose conduct gave rise to a civil or administrative forfeiture of the property to be sold.

iv. Insider Knowledge: Any person who, by virtue of their association with the…