7. Statement of Work.pdf

(Attachment # 7)

REQUEST FOR QUOTE

NATIONAL JEWELRY, ART, ANTIQUES & COLLECTIBLES CONTRACT

SOLICITATION NO.: 15M50022QA4400006

Attachment (#7)

ASSET FORFEITURE DIVISION

STATEMENT OF WORK

FOR THE

TRANSPORTATION, STORAGE, APPRAISAL AND DISPOSAL

OF SEIZED AND FORFEITED

JEWELRY, ART, ANTIQUES & COLLECTIBLES

FOR THE

UNITED STATES MARSHALS SERVICE

14 March 2022

REV: -

Table of Contents

1) BACKGROUND

2) INTRODUCTION

3) DEFINITIONS AND TERMS

4) FACILITY LOCATION, PERFORMANCE AREA, TRANSITION PERIOD AND RESPONSIBILITY

5) FACILITY REQUIREMENTS

A. PRIMARY STORAGE FACILITY REQUIREMENTS

B. PHYSICAL SECURITY REQUIREMENTS

C. STAFFING AND ACCESS REQUIREMENTS

D. TECHNOLOGY

E. RECORDS RETENTION

6) TRANSPORTATION OF ASSETS

7) INITIAL INTAKE OF ASSETS

8) STORAGE OF ASSETS

9) APPRAISAL/ AUTHENTICATION PROCESS

10) OTHER CONTRACTOR SERVICES

A. CONDITIONING SERVICES:

B. GRADING SERVICES:

a) Diamond and Gemstone:

b) Coins and Paper Money:

c) Collector Sports Cards and Collectibles:

d) Collectible Toys:

e) Precious Metals:

C. INVENTORY SERVICES

D. SERVICE OF PROCESS

E. TORT CLAIM

11) DISPOSAL OF ASSETS

A. DISPOSAL INSTRUCTIONS

B. PROHIBITED ITEMS

C. RESTRICTIONS/PROHIBITIONS

D. ADVERTISING FOR CONTRACTOR AUCTIONS

E. VIEWING PERIOD FOR CONTRACTOR AUCTIONS

F. LIVE AUCTION PREVIEW

G. DISPOSAL VIA SALE

H. ONLINE AUCTION BY CONTRACTOR

I. [RESERVED]

J. LIVE AUCTION

K. SEALED BID SALE

L. DISPOSAL VIA INTERNET SALE BY USMS THIRD PARTY VENDOR

M. DISPOSAL VIA SMELTING/MELTING

N. DESTRUCTION/CRUSHING

O. [RESERVED]

P. OFFICIAL USE BY AN AUTHORIZED AGENCY

Q. RELEASE TO LIEN HOLDER, CLAIMANT OR OWNER

12) CONTRACTOR REPORTING REQUIREMENTS

1) BACKGROUND

The United States Marshals Service (USMS) is the nation’s oldest and most versatile federal law enforcement agency. Among the many critical law enforcement services provided by the agency, USMS is responsible for managing and disposing of seized and forfeited assets acquired by criminals through illegal activities. The USMS Asset Forfeiture Division plays a critical role in identifying and evaluating assets that are subject to forfeiture facilitates the Government’s ability to maintain seized and forfeited personal property assets in the same condition, or better, in which they were seized.

2) INTRODUCTION

The purpose of this Statement of Work is to provide national and international transportation, storage, appraisal, and disposal services for seized and forfeited assets falling under the Jewelry, Art, Antiques and Collectibles (JAAC) program for the USMS Asset Forfeiture Division (AFD).

The coverage area includes the 94 USMS District Offices within the continental United States, Alaska, Hawaii, Puerto Rico, the US Virgin Islands, Guam and the Northern Mariana Islands.

International services will likely be infrequent.

Assets falling under the JAAC program include but are not limited to:

A. Jewelry: Including but not limited to; rings, necklaces, bracelets, earrings, watches, and time pieces

B. Art: Including but not limited to; drawings, etchings, paintings, prints and sculpture

C. Antiques and collectibles: artifacts, books, fine china, clocks, collector postage stamps, crystal, dolls, picture frames, porcelain, rugs, silver, sports memorabilia, collector toys, collector cards, vases, rare and fine wine

D. Clothing and accessories: handbags, shoes, sunglasses, fur coats, gloves, hats, muffs, and wraps

E. Collector coins/currency: valued for rare condition and/or beauty beyond the value of the metal or face value such as collector coins, bank notes or bonds

F. Colored stones and gems: both in cut and raw form, mounted and unmounted

G. Furniture: both antique and specialty

H. Miscellaneous personal property

I. [RESERVED]

J. Musical instruments

K. Precious metals/bullion: gold, silver or platinum bars, ingots, bolts, and bullion (non-collector coins)

3) DEFINITIONS AND TERMS

A. Appraiser: An accredited member of the American Society of Appraisers (ASA) or

International Society of Appraisers (ISA) who can assign a value and/or authenticate an asset type.

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

C. “As Is, Where Is”: 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 a buyer takes the assets as found and shall remove it from the point of sale; it is the equivalent of the term “F.O.B. the place of storage” as used in the Uniform Commercial Code. This language shall be noted in all sales publications and electronic advertisements.

D. CATS ID: The government’s complete asset identification number used to track the asset in the Consolidated Asset Tracking System (CATS).

E. Conditioning Services: Clean or recondition asset prior to sale to enhance the sales price of an asset (ex. rug shampoo, polishing precious metals, etc.).

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

G. Contracting Officer’s Representative (COR): A government employee who provides technical direction to the contractor. The COR is designated in writing by the CO.

H. Daily Sales Facilitation: Conduct preview for third party sales which includes the following services: make assets readily available/accessible to the public, provide a knowledgeable representative to answer potential buyer questions, provide these services for an 8-hour period as determined by the COR (maximum of 2 days) for up to 50 lots, and provide adequate security during the viewing period.

J. Electronic Funds Transfer (EFT): The electronic transfer of money from one bank account to another, either within a single financial institution or across multiple financial institutions, through computer-based systems and without the direct intervention of bank staff.

K. Fair Market Value: The price at which both buyers and sellers agree to transact business, neither being under a compulsion to act.

L. Liquidation Value: The likely price that may be expected when selling an asset when it is allowed insufficient time to sell on the open market, therefore reducing its exposure to potential buyers.

M. London PM Fix: The international benchmark prices for gold are fixed twice a day, at 10:30 a.m. and 3:00 p.m. London time. The benchmark prices for the gold and silver are set by the London and Silver Fixing Companies, members of the London Bullion Market Association (LBMA).

N. Packaging Services: Preparing assets for shipment. Assets may require special handling equipment (i.e., burlap slings, pallet jacks, dollies, etc.), packaging (i.e., crating, double layered strong boxes) and materials (i.e., such as humidity resistant cardboard, acid free tissue, bubble wrap, glassine, glass wrappers, cushioning, fiber board corners, wine shippers, foam materials, etc.).

O. RESERVED

P. Primary Storage Facility: A fully enclosed structure with substantial/ permanent walls, roof and floor which will allow for movement of assets while controlling surface/environmental problems such as standing water, mud, dirt, and dust. The facility may only be used for USMS contractual needs. Primary storage facility at a minimum shall include an indoor area for unloading of assets, secure from public view (i.e., facility shall have rolling door capable of allowing equipment and assets to enter and door to close behind for unloading outside of public view), appraisal areas, overflow storage areas, vault areas, climate-controlled rooms, administrative space, and bathrooms.

Q. Replacement Value: The term replacement value refers to the amount that an underwriter and/or insurance company would have to pay to replace an asset at the present time, according to its current worth.

R. Shall: Denotes the imperative; “must” (FAR 2.101).

S. Sub-Contractor: Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor.

T. Sub-Task Order (STO): An order placed by the COR requesting specific services under the contract.

U. System Charge: Will be used by the COR only to order system changes necessary to meet USMS requirements, as well as pay for any costs associated with the use of the system.

V. Travel: All costs necessary to transport authorized persons to fulfill requirements associated with the packaging, relocation, appraisal and/or assessment of assets. Costs include but are not exclusive to lodging, transportation, meals, and incidental expenses (M&IE) as pre-approved by the COR. All costs are reimbursed; M&IE costs shall not exceed GSA per diem rates found on www.gsa.gov. Travel costs are not to be assessed with any travel associated with a live auction.

W. USM-102: USMS Seized Property and Evidence Control Form. The document provides authorized chain of custody of identified asset along with a description of the asset, custodial information, and value.

X. USMS Tracking System: A USMS owned/operated database utilized for the tracking of sub-task orders ordered through the contract. During the course of the contract, the vendor may be required to have access to this system and/or CATS.

Y. Vaulted Storage: A storage vault shall have a mechanism for recording time and date of entry and the identity of the person entering. The storage vault shall also have a system that prohibits access by anyone not authorized by the USMS to enter and which will alert the police to unauthorized attempts at entry. The vault shall be located inside a secured, dry, and clean facility.

4) FACILITY LOCATION, PERFORMANCE AREA, TRANSITION PERIOD AND

RESPONSIBILITY

A. The contractor primary storage facility shall be geographically located within the

Continental United States in a location being able to service all 5 regions (the Northeast, Southwest, West, Southeast, and Midwest).

B. Contractor may be asked to secure additional sub custodial storage facilities during the course of the contract life.

http://www.gsa.gov/

i. Location of such facilities is unknown and is dependent on need as defined by the

COR.

ii. At the direction of the COR, contractor shall research, locate and obtain pricing quotes for sub custodial storage locations that provide enough space to accommodate the asset(s) being stored.

iii. Sub custodial storage facilities are not required to have all the features of the primary storage facility, but the security measures shall have advanced review and written approval by the COR.

iv. The contractor shall not charge the USMS for inspections at any sub custodial facility.

v. The contractor shall be financially responsible for any damage incurred by the sub-contractor throughout the duration of storage.

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

D. Use of sub custodial storage facilities would be on a cost reimbursable basis. The following performance area shall be covered by this contract: the 94 USMS District Offices within the continental United States, Alaska, Hawaii, Puerto Rico, the US Virgin Islands, Guam, the Northern Mariana Islands, and international locations as necessary.

International relocations will likely be infrequent.

E. The contractor, including the contractor’s facility, shall be fully equipped and ready to begin performance within 45 calendar days of the award date.

F. The contractor shall transfer all assets from their current location to the proposed storage facility within 45 calendar days of the contract period of performance start date. COR will provide the contractor a list of assets to be transported from the current location to the contractor’s facility. COR will designate assets which shall be transported via armored car and/or are eligible for transportation via other means.

G. The contractor shall be responsible for the safe transportation of the USMS assets from the current location to the contractor’s facility.

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

I. 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 JAAC and other personal property assets for which the USMS has requested storage. The contractor should have the ability to increase insurance coverage based on the inventory being stored. 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. Post award, an inventory list with values will be provided to the contractor at the beginning of each fiscal quarter. 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 the complete inventory values. The contractor shall provide proof of increase insurance coverage within 10 business days. If a discrepancy is identified for lack of sufficient insurance coverage, the contractor has 15 business days to correct the insurance deficiency and submit compliance certificates to COR and CO for review. Upon COR request, the contractor shall provide proof of insurance as requested at any time throughout the duration of the contract within twenty-four (24) hours of the request.

5) FACILITY REQUIREMENTS

The contractor shall provide and operate a facility which fulfills the requirements set forth in this Statement of Work.

A. Primary Storage Facility Requirements

i. The primary storage facility is strictly for the use of USMS assets ONLY.

ii. All areas of the primary storage facility shall be interconnected.

iii. The contractor shall provide access to restroom facilities.

iv. The contractor shall ensure uninterrupted power supply with backup power or generators in case of an outage.

v. The primary storage facility shall have the following areas:

a) A minimum of 400 square feet of vaulted storage

1. Vaulted storage shall provide security consistent with a minimum

Class 2 rating in the Underwriters Laboratories Standard 608.

2. The vault shall be located within a secured room within the facility.

3. The vault shall not be directly accessible from either the exterior of the facility or the warehouse area of the facility. Vault shall store only USMS assets.

b) Climate controlled area of at least 400 square feet

1. Contractor shall provide a fully climate-controlled environment to prevent deterioration and humidity.

2. Climate controlled area shall be maintained at a standard of 70 degrees

Fahrenheit +/- 3 degrees.

3. Climate controlled area shall maintain a standard of 50% relative humidity +/- 5%.

4. Climate controlled area(s) shall be separate from the vaulted area(s).

c) Wine climate storage space area of at least 160 square feet

1. Contractor shall provide one wine climate-controlled storage area which shall be maintained at 55 degrees Fahrenheit and capable of holding at minimum 40 cases of wine.

2. If at any time there is not wine in the contractor’s custody, the climate-controlled area may be set to a different temperature to allow for additional storage space and energy conservation.

d) Appraisal area of at least 250 square feet

1. Contractor shall provide a designated room for conducting appraisals as detailed in the forthcoming appraisal section.

2. The appraisal area may also serve other USMS needs, such as bulk asset processing and intake area, or other special requests as indicated by the COR.

3. Appraisal area shall be configured to accommodate at minimum two appraisers, their assistants, and any appraisal equipment.

4. Appraisal area shall include a space for storage of appraisal equipment.

5. Appraisal area shall have a power outlet(s) and data port(s)/wireless connection.

e) Warehouse area of at least 5,000 square feet

1. The contractor shall provide additional space, as needed, for storage of bulk assets which do not require vault or climate-controlled storage.

2. Warehouse area provided shall be fully enclosed, clean, and free of mold, pests, and any other debris with proper ventilation.

3. Warehouse area shall only be for the exclusive use of USMS assets.

4. Warehouse area shall be able to facilitate secure offloading and loading of USMS assets.

f) Facility shall have an office area, which is segregated from the storage areas a) through e), be enclosed, clean, and free of mold, pests, and any other debris with proper ventilation.

g) The contractor shall have and provide a copy of signed Memorandums of Understanding (MOU), Leasing Agreements, or Certificates of Ownership when submitting a proposal, a change in facility, a new or additional facility is required, and shall be submitted to the COR upon requests.

h) If an additional primary facility or a modification to the contractor’s primary facility is required, it shall be approved in advance, in writing by the CO. If the contractor proposes a different facility during the contract term, then the contractor assumes any costs for relocating currently stored assets to the new facility.

B. Physical Security Requirements

i. The contractor shall provide secure indoor storage facilities, viewing areas and sales areas for all USMS assets.

ii. All areas, both interior and exterior, of the primary storage facility shall have 24-hour video surveillance with no blind spots. All video recordings shall be time and date stamped. All interior areas are to be videotaped and shall have audio capabilities. All video(s)/media files shall be kept for the duration of the contract.

The requirements of this contract shall not be construed as a waiver from any state/local prohibitions on audio and video recordings.

iii. Primary storage facility shall have motion sensors and an alarm system.

iv. All entry points to primary storage facility shall have functioning alarm contacts.

v. Primary storage facility shall limit both physical and visible access to assets stored and maintained to only those approved persons.

vi. The contractor shall provide a detailed physical security plan that should include at minimum:

a) Facility Location – state the address of location to be utilized under this contract.

b) Facility Requirements – total amount of square footage proposed for primary storage facility per requirements stated in section 5 hereof, resources and standard operation procedures.

c) Physical Security Requirements – describe all areas used, alarm system, video surveillance system, emergency response notification, access points, indoor and outdoor lighting.

d) Photos – provide interior and exterior photos of the primary storage facility.

e) Schematic – provide a sketch of the facility and where items are located (Parking, layout of indoor storage including locations of appraisal areas, overflow storage areas, vault areas, climate-controlled rooms, administrative space and bathrooms, doors, security cameras, lighting, fencing, etc.).

f) Preview Area – facility, resources, standard operating procedures.

vii. Loss, theft, or damage to any assets for any reason while in the contractor’s custody shall be reported immediately to the COR. Contractor shall provide all media recordings within 24 hours of incident to the COR. As instructed by the COR, Loss/damage to the assets shall be replaced (with that of like or equal value) or repaired within 20 days of notification if not otherwise specified. Asset theft and/or vandalism shall be reported to the local police department and to the

COR within 24 hours of incident. A copy of the police report shall be provided to the COR within 24 hours of receipt.

C. Staffing and Access Requirements

i. The contractor shall be available, at its storage facility(s), between the hours of

8:30 AM and 5:00 PM, Monday through Friday, excluding Federal Government holidays. Contractor shall provide a point of contact for 24 hours per day, 7 days per week, and 365 days per year access.

ii. 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.

a) These employees/ sub-contractors shall undergo a basic criminal history background check prior to the award

b) Each employee/sub-contractor shall provide the following: Full legal name, date of birth, social security number and state driver’s license/ID card number

c) Upon contract award an updated list of all employees/sub-contractors shall be provided and, if during the course of the contract, any employee or sub-contract leaves or joins the staff, information shall be provided to the COR within 7 days of hiring date.

iii. The contractor shall be available during the business hours identified in section 5) C.i. of this SOW for USMS COR or COR designee to perform quarterly and unannounced inspections of facility, assets, case files and processes.

iv. The contractor shall maintain a visitor log at each facility for the duration of the contract and shall turn it over to the USMS at the conclusion of the contract. The contractor shall deny any individual who requests access to the storage facility who has not been authorized by the COR (this includes the seizing agency personnel). The contractor shall annotate the names of those individuals, and the organizations represented, and immediately notify the COR.

v. 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.

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

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

viii. The contractor shall make a reasonable effort to ensure the continuity of operations during any pandemic or other national or local emergency.

a) The contractor shall have reasonable policies in place for continuing work performance.

b) It is the contractor’s responsibility to notify the CO any negative impacts which affect contract performance and work with the USMS to fill gaps as necessary.

D. Technology

i. Primary facility shall have internet connectivity with speeds sufficient to support the performing of work utilizing the CATS/USMS Tracking System(s) as appropriate.

ii. The contractor shall provide the USMS Headquarters and District Offices with direct access, via a secured web-based program to the contractor’s asset management system. The contractor’s system shall demonstrate that USMS information stored in the system is government proproperty. The system shallONLY accessible to USMS and will not under any circumstances, unless approved in writing in advance, be shared with others. The system shall provide access to relevant and current information pertaining to all applicable services provided under this contract. The system shall allow all Sub-Task Orders (STOs) for services to be placed by USMS personnel and be password protected. System shall be web hosted and available to at least 100 users simultaneously and shall be adaptable through the contract life as needed to accommodate the USMS’ needs.

All modifications to the web-based system shall be placed under the System Charges CLIN.

iii. The automated system shall, at a minimum:

a) Allow USMS to place a STO, store, retrieve, and print services, and reports.

b) Create a new record when a new asset is entered into the system. This information shall be stored in the system through the duration of the contract.

c) Alert the USMS when the property and/or Order may be a duplicate.

d) Allow the USMS to select applicable CLIN/Description and prices on the

Order screen

e) Allow the USMS to add comments when placing the STO.

f) Generate an Order number for each service placed.

g) Allow the USMS to add/edit and store district contact information and email addresses.

h) Have the ability to store CLIN/Description and prices, contact information (COR, District Office), and email addresses where notifications will be sent.

i) Send automated confirmation email to Requesting District Office for all STOs placed or cancelled.

j) Send automated acceptance email to Requesting District Office for all STOs accepted.

k) Allow the USMS to add CATS ID Number to the system at any time.

l) Allow contractor and USMS comments to be stored, viewed, and printed.

m) Allow contractor and the USMS to upload and associate files (such as

PDFs and spreadsheets) to any asset. Documents should be matched with the appropriate CATS Identification number for record keeping purposes.

n) Allow multiple search options, such as Inventory Items, Work Orders, USMS ID number (CATS ID), contractor assigned ID number, etc.

o) The capability to track the history for all services provided for each property from date of entry to date of cancellation.

p) An expense report for each individual asset, which shall be viewable and printable.

q) Be available to the USMS 24/7 with reasonable downtime for system upgrades.

r) Have the ability to generate and print various reports, such as Weekly or Monthly inventory, Appraisal, Auction, Settlement, Forfeiture reports, etc.

iv. The contractor shall automatically update web-based system to reflect each option year pricing and CLINs.

v. Contractor shall maintain the highest standards of security to protect the web-based system from intrusion and data loss. Contractor shall use industry standard intrusion detection systems and shall keep a log of all connection attempts. Any security breach shall be immediately reported to the CO and COR and immediate steps shall be taken to re-secure the system. Only authorized USMS personnel and contractor employees working on this contact shall be given access to the USMS products.

E. Records Retention

i. Contractor shall make available records, in human and machine-readable form, which includes books, documents, visitor logs, accounting procedures and practices, and other data, regardless of type and regardless of whether such items are in written form, in the form of computer data, or in any other form, and other supporting evidence to satisfy contract negotiation, administration, and audit requirements of the USMS for three (3) years after final payment of the contract.

6) TRANSPORTATION OF ASSETS

A. Upon receipt of a STO from the COR, the contractor shall provide transportation of assets from the USMS District Offices, or another location, to the storage facility, or another location, as specified. Quantity, type of assets, location pick up and location delivery point will be described in the STO.

i. If an asset needs to be returned, the contractor shall arrange transportation of assets in the contractor’s custody back to the USMS District Office.

ii. If an asset needs to be returned directly to an approved third party, the contractor shall arrange transportation of assets in the contractor’s custody back to the third party or via the third party’s attorney, as described in the STO.

B. The contractor shall package the assets for shipment prior to transportation as required.

C. Packaging Services

i. Upon STO issuance, contractor shall provide packaging services to USMS District Offices or other locations.

ii. Upon COR’s request, contractor shall send packaging supplies and/or materials for a USMS District Office to utilize for shipment of assets to the contractor, as requested.

iii. Dependent on location of assets and upon STO issuance from COR, contractor shall travel for packaging services . Travel for this purpose is a cost reimbursable line item.

D. The contractor shall assume sole responsibility, as well as legal and financial liability for the assets from relocation until disposal.

E. Transportation of all assets shall be electronically monitored via carrier tracking numbers from time of receipt to time of delivery and shall follow the additional requirements from the COR for both asset shipments that may require further definition and/or itemization and approval..

F. The contractor shall inspect and verify the assets upon arrival at delivery point, as detailed in the initial intake stage.

G. All transportation costs shall be billed at cost plus administration fee.

i. The contractor shall obtain the actual cost to transport the asset from the start to end destination.

ii. The contractor may invoice, but shall not exceed 5 percent, for administrative cost associated with coordination of the transportation over and above the actual cost of transportation.

iii. The contractor shall submit back-up documentation reflecting the actual cost of transportation of the asset(s) to the COR at invoicing.

iv. If travel by the contractor is required for any transportation of assets, travel costs are not included in the tablulation of the cost-plus administration overhead.

Contrator will be reimbursed for travel costs only.

7) INITIAL INTAKE OF ASSETS

The following applies to all assets regardless of storage location:

A. The contractor will be notified by the COR via STO of inbound shipment from the District Office. The contractor shall notify the COR any shipments received without an

STO..

i. Assets may arrive via the following delivery methods: contractor arranged transportation, United States Postal Service, FED EX or UPS, hand delivery, insured and/or armored shipping company, or private shipping company. This is not an inclusive list; other tracked delivery methods may be used.

ii. The contractor shall securely store the assets received without STO for 48 hrs or until COR is contacted.

B. The contractor shall utilize an electronic asset management database to track all assets.

i. The contractor shall input the asset into their electronic asset management database. The contractor shall establish/maintain a separate case record for each asset within the electronic asset management database. Each case record shall be identified by the USMS District Office and CATS ID and shall include, at a minimum:

a) Signed USM-102

b) Records related to asset condition, storage, disposal and all STOs

c) All valuation documentation, from both the IA (when provided) and

USMS

d) Digital photograph of assets

C. The contractor shall inspect the integrity of all packages upon receipt. Any packages received without a mailing label, proper marking from the USMS District Office, or visible tampering or damage, shall be photographed by the contractor. Contractor shall immediately contact COR and forward electronic photographs for review. If this occurs, contractor shall accept the shipment, and place in a holding area until COR and USMS District Office provides information.

D. Upon arrival at the storage facility, the contractor shall inspect and inventory the seized asset. The contractor shall open and verify the contents using the USM-102 Items/Contents List as a reference, along with the previous received STO. If a discrepancy arises at initial intake, contractor shall contact COR immediately via email and or telephone.

E. Contractor shall sign and date the USM-102 showing receipt of the assets and email signed copy of USM-102 to the COR and the USMS District Office, within 3 business days upon items verification. If a large shipment will require more than 3 business days to verify, the contractor shall notify the COR.

F. Contractor shall photograph all assets received and ensure all images capture the condition of the assets (i.e., damages). All photos shall be kept in the contractor’s electronic asset management database and made available to the COR and the USMS District Office immediately upon COR request.

G. Upon verification of inventory, contractor shall secure asset in designated area (i.e., vault, climate-controlled room, warehouse area, etc.) until appraisal process commences. If contractor is unsure of asset storage area designation, email COR immediately.

8) STORAGE OF ASSETS

A. This contract for property management support services will facilitate the Government’s ability to maintain seized and forfeited assets in the same condition, or better, in which they were seized.

B. The contractor shall provide evidence that it has complied with all laws and ordinances associated with asset storage. Applicable permits shall be kept current throughout the term of the contract and shall be made accessible upon CO request.

C. The contractor shall provide an orderly and clean storage facility.

D. Contractor shall segregate, when practical, non-forfeited and forfeited assets within the storage facility.

E. Prohibited items: The USMS does not sell certain items that are prohibited. Upon the discovery of this type of asset in storage, the contractor shall immediately notify the COR, via e-mail, and provide the USMS district code, CATS ID number, item number, and description of each prohibited item. Contractor shall store prohibited items until time of disposal. Prohibited items include, but are not limited to, the following:

i. Drug Paraphernalia: Title 21, U.S.C., Section 863, Chapter 13, Subchapter 1, Part D, prohibits the sale or offer for sale of drug paraphernalia. The USMS does not sell items manufactured for drug use.

ii. Offensive Memorabilia: Items determined by the COR’s discretion to be offensive or derogatory in nature (i.e., Nazi or war crime memorabilia).

iii. Weapons: Guns and pistols. COR discretion would apply for other types of non-firearm weapon categories, dependent on historic nature.

iv. Endangered Species: assets made from the skins, feathers, bones or any parts of endangered animals and birds.

v. Ivory: The USMS does not sell ivory in any form.

Suspected: In the event item/s are suspected to be prohibited, but are not clearly determined to be prohibited.

9) APPRAISAL/ AUTHENTICATION PROCESS

A. All appraisals conducted under this contract shall be performed by an ASA or ISA certified appraiser. Contractor may use its own certified staff or sub-contract with an entity which is certified.

B. Contractor shall provide the name(s) and qualifications of any appraiser to conduct work under this contract to the COR. If at any time a new appraiser will be added, the contractor shall submit new appraiser name(s) and qualifications.

C. Contractor’s appraisers shall follow all security protocols associated under this contract.

D. Any issues/concerns raised by sub-contract appraisers are to be handled by the contractor and not with the COR.

E. Standards and requirements for the appraisal of assets under this contract are outlined in the attached Appraiser Technical Guidance Letter (TGL).

F. Contractor will be notified via STO of appraisal requirements. STO will detail which asset(s) and/or items by CATS ID number will need to be pulled in advance for the appraisal process.

G. All appraisal costs shall be billed at cost as follows:

i. The contractor shall obtain the actual hourly rate for the appraiser to be used for the requested task. The contractor shall bill that hourly rate plus appraisal administrative fee not to exceed 5 percent, to the Appraisal Administrative Fee CLIN listed in Pricing Schedule.

ii. Travel costs associated with appraisals shall be billed as a cost only reimbursable item under the Travel CLIN.

H. Appraisals of any asset stored in the contractor’s vault shall be conducted in the appraisal area. Contractor shall relocate these assets from the applicable storage area to the appraisal area prior to appraisal. If due to asset size and or potential location on-site, appraisal can be conducted within COR pre-approval.

i. Assets not kept in the vault may be inspected in the warehouse location where stored. Contractor shall coordinate with appraiser on the best method to conduct the appraisal of these assets. Contractor shall provide recommendations for COR approval if an asset shall be appraised and/or stored outside the vault area.

I. [RESERVED]

J. Contractor shall prepare assets for appraisal.

K. Upon verification of appraisal completion, asset should be relocated to assigned storage area.

i. It is the contractor’s responsibility to provide adequate security for assets with appraisals that last longer than one working day.

L. In the rare occurrence if additional hours are required to complete an appraisal, the contractor shall contact the COR for pre-approval with a request and justification. The COR will then issue an STO, and the hours shall be invoiced as described above. If the appraisal service is conducted at an off-site location, the entire process shall be videotaped by the contractor, utilizing a time recordation video method. Upon arrival at the off-site location, the contractor should immediately notify the COR of any issues, concerns, persons, or conditions that would compromise the appraisal/authentication process.

M. The contractor shall provide authentication on assets (i.e., Rolex, Audemars Piguet, Cartier, Sports Memorabilia, etc.), as required. The contractor shall submit authentication reports to the COR within 5 business days.

N. Upon completion, contractor is responsible for preparing final deliverable for accuracy and delivery to the COR.

O. RESERVED

P. The contractor shall submit final appraisal to the COR within 10 business days after completion of appraisal. The contractor shall upload information in deliverable form into the asset management database to show updated values and descriptions of assets.

Q. If an asset is returned because it does not match the appraisal, the contractor shall return to the USMS any fees it received for the appraisal and sale and shall provide an updated appraisal at no cost.

10) OTHER CONTRACTOR SERVICES

A. Conditioning Services:

i. Contractor may be asked to provide conditioning services for repair or restoration for specific assets to enhance potential sales value. Via issuance of STO, the contractor shall be tasked to provide quotation based on service requested, on a cost-reimbursable basis.

B. Grading Services:

i. Contractor shall provide grading services and grading reports for specific assets to enhance potential sale values as requested by the COR at conclusion of an appraisal and receipt/review of its recommendation. Specific assets are included but not limited to diamonds and gemstones, precious metals, coins and paper money, baseball cards, collector cards, sports collectibles, and collector action figures. Reports are delivered on a cost reimbursable basis.

a) Diamond and Gemstone:

1. Select diamonds, and gemstones, may require further identification and/or Diamond Grading Report. Reports that may be ordered include: Gemological Institute of America (GIA) Diamond Grading Report, and Diamond Dossiers (for loose, unmounted diamonds only); and Gemological Identification Reports, Colored Diamond Identification and Order Services (for loose, unmounted, and mounted stones).

2. Contractor shall be responsible for transferring the asset from contractor’s vault and present to the appraiser if stone must be removed from setting.

3. Once removal is complete, the contractor shall photograph all loose stones(s)/diamond(s) prior to packaging. The loose stone(s)/diamond(s) shall be repackaged and secured before returning to the contractor’s vault.

4. The contractor shall securely package the loose stone/diamond(s) for shipment to a qualified Gemological Institute located within the United States.

b) Coins and Paper Money:

1. Select paper money and currency may require grading service, which is performed by Paper Money Guarantee (PMG). If there is a comparable service that can be used during the course of the contract, the contractor shall present that to the COR for pre-approval.

c) Collector Sports Cards and Collectibles:

1. Select cards and/or collectibles may be considered for grading and/or authentication services, which are performed by Professional Sports Authenticator (PSA), Certified Sports Guaranty (CSG). If there is a comparable service that can be used during the course of the contract, the contractor shall present that to the COR for pre-approval.

d) Collectible Toys:

1. Select toys may be graded and authenticated by Action Figure

Authority (AFA). If there is a comparable service that can be used during the course of the contract, the contractor shall present that to the COR for pre-approval.

e) Precious Metals:

1. Select precious metal items shall be authenticated to determine purity.

ii. Contractor will perform GIA if requested by the COR via STO. Contractor shall work with COR to set up appointment with appraiser for service.

iii. Contractor shall pull the asset from contractor’s vault and shall photograph the assets prior to packaging.

iv. Contractor shall arrange for shipment by securely packaging the item and shipping it to a qualified appraiser/ authenticator/ Gemological Institute located within the United States.

v. Contractor shall electronically monitor the transportation and delivery of the item from contractor location to selected service provider.

vi. The contractor shall immediately notify the COR of any missing or undelivered assets, or reports.

vii. Contractor shall be responsible for current replacement value as provided by the appraisal report of all assets sent to the appraiser/ authenticator/ Gemological Institute for the purpose of obtaining said reports.

viii. Contractor shall provide status updates of all assets sent to the appraiser/ authenticator/ Gemological Institute, as requested by the COR.

ix. Upon receipt of the returned asset and completed report, contractor shall verify the asset is in same condition as when it departed and return the asset to the contractor’s vault with the original copy of the received report. A copy of the report shall be forwarded to the COR and uploaded in the contractor’s electronic management system.

x. The information on the report shall be used for advertisements at the time of disposal.

xi. Original reports shall convey with the asset at the time of disposal.

xii. Contractor shall submit all documentation related to obtaining the report with the monthly invoice to the COR.

xiii. Contractor shall provide appraisal services on miscellaneous personal property as described in a STO.

C. Inventory Services

i. Contractor shall provide inventory services at various locations as requested by the COR via STO. A STO will be issued by the COR for these services.

ii. Inventory services include providing personnel to separate, tag, label, group like assets for packing and storage/ shipment, and a detailed inventory list of assets.

iii. Dependent on location of assets, travel for inventory services may be required.

Travel for this purpose is a cost only reimbursable line item.

iv. Dependent on the situation, these services could be multi-day, multi-location event and may require additional manpower and outside security.

D. Service of Process

i. The contractor shall physically attach court documents to a specific asset(s) as requested by the COR via STO. COR will issue an STO for service of process and send an electronic copy of the documents to be served to the contractor.

Contractor shall notify COR that the process has been served by signing the STO after completion and forwarding signed STO to COR and USMS District Office.

E. Tort Claim

i. The Contractor shall provide detailed asset and auction information, documents, communication between the contractor and the buyer, etc. to the COR.

ii. The COR will notify the contractor of a claim decision. If an item is returned to the USMS, the contractor shall work with the buyer to securely ship the item back to the contractor’s facility. The contractor shall notify the COR upon receiving the item.

iii. The contractor shall examine and authenticate the returned item.

11) DISPOSAL OF ASSETS

A. Disposal Instructions

i. The contractor shall dispose of all assets in accordance with receive written instructions via an STO. The COR will determine the method of disposal for all USMS assets. Disposal methods include, but are not limited to, the following:

a) Online Auction by Contractor

b) Live Auction

c) Sealed Bid Sale

d) Internet Sale by USMS Third Party Vendor

e) Smelting

f) Destruction/Crushing

g) Official Use by an Authorized Agency

h) Release to Lien Holder, Claimant, or Owner

B. Prohibited items

i. The Contractor shall follow COR direction for disposal of prohibited items. The USMS does not sell items that are prohibited.

C. Restrictions/Prohibitions

i. USMS Policy Directive 13.7, which controls who may purchase forfeited assets, is attached hereto, and incorporated herein by reference. The contractor shall take reasonable care to ensure that all purchasers are made aware of these restrictions.

If a prospective purchaser seeks a waiver of these restrictions, the contractor shall refer their information to the COR. 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 property:

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

b) 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.

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

d) Insider Knowledge: Any person who, by virtue of their association with the DOJ AFP, has acquired material, non-public, information about the property to be sold.

e) Law Enforcement: Federal, state, and local law enforcement officers who perform duties associated with the seizure and forfeiture of property in conjunction with DOJ.

f) DOJ AFP Contractors: Contractors and subcontractors hired by or working with DOJ in the DOJ AFP or its agencies and their employees involved in the DOJ AFP.

g) Other Third Parties: Any person, in the reasonable judgment of the USMS, in consultation with the United States Attorney’s Office or the Money Laundering and Asset Recovery Section, as appropriate, who may have received, from a prohibited purchaser, material, non-public, information, about the property to be sold, or whose purchase may give rise to the appearance of impropriety.

h) Special circumstances may rebut the presumption, i.e., supersede the above determination, that someone is or is not a prohibited purchaser in one or more of the above categories, as determined by the USMS and the relevant U.S. Attorney’s Office (USAO), with the concurrence of its Ethics Officer, Office of General Counsel.

D. Advertising for Contractor Auctions

i. The contractor shall advertise for all contractor held auctions as specified below.

ii. The contractor shall market and advertise assets for sale to maximize exposure and gain public interest in the sale prior to the auction.

iii. The contractor shall clearly state in all advertisements that all assets are sold “AS

IS, WHERE IS”.

iv. The contractor SHALL NOT DISCLOSE CATS ID number in any advertisement.

v. The contractor shall advertise all sales via contractor operated Internet website.

The contractor shall send the COR the link to contractor operated website for additional posting of advertisement on the USMS website at least 14 days prior to sale.

vi. The contractor shall maintain an all-inclusive interested parties list for direct advertising purposes. This list should include, but not be limited to, all potential bidders and all incoming phone and email inquiries.

vii. The COR reserves the right to request further marketing and advertising placement for all sales. These requests may include, but are not limited to, publications in national magazines, extended time frames for advertisements, additional placements of flyers and/or posters or media efforts coordinated with the USMS.

viii. Live Auction Advertising

a) Any live auction shall be advertised at least 14 days prior to sale.

b) The contractor shall advertise any live auction in at least one (1) local print or electronic publication of the live auction venue and at least one national print publication (e.g., USA Today, the Wall Street Journal, the New York Times).

c) The contractor shall advertise auction information on the contractor’s web site.

d) The contractor shall conduct direct mailings to all-inclusive parties list.

e) The contractor shall advertise in the physical sales venue’s interior.

f) The COR reserves the right to hold a media Day for interviews, on camera spots, reporter inquiries and inspection of property prior to the Preview or Auction Day.

g) The contractor shall participate in press/media events as instructed by the

h) The COR reserves the right to allow media to attend/film the live auction.

E. Viewing Period for Contractor Auctions

i. The contractor shall allow the public to view assets for sale prior to the day of the auction.

ii. The contractor shall conduct preview via appointments with the potential buyers at the contractor’s facility for online auctions and sealed bid sales. However, in some cases, due to the nature of the asset(s) or size of the auction, a larger preview day(s) may be required.

a) The contractor, prior to viewing day, shall prepare the property for sale.

b) Viewing day shall be for an 8-hour period, and scheduled as follows:

1. Live Auction – Viewing shall be on the day prior to sale

2. Online Auction by Contractor – Viewing shall be prior to the auction closing

3. Sealed Bid Sale – Viewing shall be prior to the sealed bid opening.

c) The Contractor may also hold an additional viewing period on the day of the sale prior to the auction at contractor’s…