Questions and Answers for RFP 01C25R0045 Vehicle Disposal Svcs.pdf

Questions and Answers from Vendors RFP 01C25R0045 Vehicle Disposal Svcs

1. Who is the current or previous incumbent?

GTB Innovative Solutions, Inc.

2. What is the current or previous contract number?

70B01C21D00000001

3. What is the current or previous value of the contract?

$53,602,181.00

4. We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. GTB Innovative Solutions, Inc. is the incumbent.

5. Could you please confirm which employee-based size standard will apply for this procurement: the 100-employee standard stated in the solicitation or the updated SBA standard that shows 125+? The SBA size standard of 125 is applicable to this solicitation and award. The RFQ Instructions have been updated accordingly.

6. Question re: Section 4.0 sub-task 2C “Specified items to be removed from every vehicle”

The specific item in question is the “Electric Radio Wire Harness (previously installed by Unicor) to be removed and shipped back to Unicor –

CBP has not implemented this process at this time. If that happens, below is how it will be handled. This below answers are based on previous wire harness removal processes.

Will this process include the Power Distribution Box and all related harnesses or just the radio wire harness? Guidance will be provided if or when implemented.

a. Will a schematic showing location of installed harness and distribution box be available and/or provided for each vehicle that those are to be removed from? Not for each individual vehicle. A schematic shall be provided on the general installation (possibly by vehicle type) and exactly what needs to be removed, salvaged, and sent back.

b. Can/will a CLIN be provided for costs associated with removal of the harness and/or distribution box? No

c. Can/will a CLIN be provided for costs associated with preparing and shipping the removed wire harness and/or distribution box back to Unicor? No

7. Question re: Representations and Certifications

Completed 52.204-24, 52.204-26 and 52.212-3 from the FAR report are referenced in the proposal submittal instructions but are not listed as a volume – As the FAR report is available on SAM.gov is it necessary to also include an electronic copy with the submission? Yes, the information regarding these clauses may be submitted separately and will not count against the page limitation.

8. If the solicitation SBA size standard is adjusted to 125 employees, we request an extension for the proposal due date. This change may qualify more small businesses that were previously ineligible, allowing them to prepare competitive proposals. Granting an extension would promote fair competition and ensure broader participation from capable small businesses, aligning with the agency and SBA. No extension will be granted. This was a typographical error. Attachment 3 - RFP Instructions for 70B01C25R00000045 Vehicle Disposal Services has now been updated to 125 employees.

9. The SOW details that CBP currently operates with temporary waiver authority granted by GSA through December 31, 2027. After this date, does CBP intend to apply for a new waiver and close the contract? CBP will apply for a new waiver before the existing waiver expires.

10. The SOW states the vendor shall be able to provide vehicle disposal services for approximately 10,000 vehicles yearly. However, the pricing schedule only considers about 7,200 vehicles in the calculation. Which number should be considered? Either number would require an adjustment to either the SOW or pricing schedule calculations.

The SOW has been updated to approximately 7,200 – 7,500 vehicles.

11. Does this contract require that vehicle safety recalls be completed before selling vehicles to the public or dealer auctions prior to sale?

No

12. Does this contract require adherence to California smog requirements [CA Veh Code §

24007.5 (2024)] before the sale of a vehicle owned by the government is sold to the public?

If applicable, this will be the responsibility of the new buyer.

13. Can all vehicles be sold to the public via public online auction?

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Vehicles may be sold to the public via public online auction. However, vehicles must be picked up from field office locations for equipment removal and sales.

14. For the equipment that is removed from vehicles and destroyed. Who retains the value of the scrap proceeds?

Proceeds will go to the Government Agency that owned the vehicle.

15. Does the agency reserve the right to pull vehicles from the sale process at any time in that sale process? Yes

If so, will the towing, auction, and equipment removal fees be paid off contract? Yes, any fees accrued will be paid by the agency, per the contract.

16. Could the government define "market value"? Is the "market value" determined by a standard industry pricing database or is it based on historical transactional data?

Fair market value (FMV) is the estimated price an asset would sell for on the open market. This valuation is determined by current market conditions, supply and demand, and comparable sales data.

17. Section 4A - References that vehicles are to be transported from specified sites throughout the United States, Hawaii, Alaska, Puerto Rico, Guam and U.S. Virgin Islands to the vendors facility. Is there a list of the potential specified sites? Or is this any potential office for the government agencies served throughout the United States, Hawaii, Alaska, Puerto Rico, Guam and U.S. Virgin Islands?

This applies to any potential office for the government agencies served throughout the United States, Hawaii, Alaska, Puerto Rico, Guam and U.S. Virgin Islands.

18. Is there any additional historical information that can be provided in terms of the vehicle volume by geographic region?

No.

19. The vehicle pricing sheet references a volume of 7,247 - 7,490 vehicles respectively for the base year and option years, and the statement of work references the ability to provide services for 10,000 vehicles. Is there an anticipated increase in volume or should the respondent consider the volume listing in the pricing sheet as the actual basis? The SOW has been updated to reflect approximately 7200-7500 vehicles. Additionally, of the vehicles what percentage are offered strictly to government agencies only in the dedicated storefront? All vehicles submitted to the vendor will be sold and are not ‘offered’ to other government agencies.

20. Can you provide historical award values or average annual volume (number of vehicles and associated proceeds) from the current or previous contract?

The current award is valued at $53,602,181.00.

21. Is CBP open to multiple awards under this IDIQ, or is this anticipated to be a single-award IDIQ? No, CBP anticipates award of a single award IDIQ.

22. Will task orders be issued on a regional, agency, or national basis?

Task orders are issued annually by each agency.

23. Is there a pre-proposal conference or industry Q&A session scheduled?

No

24. Will CBP provide a bidder’s list or list of interested vendors/teaming partners after the question period closes? No

25. Does CBP intend for the selected vendor to own and operate auction facilities, or can auctions be performed via third-party auction partners/platforms (e.g., online auction vendors)? No, the selected vendor is not required to own/operate the auction facilities and may use 3rd party vendors to conduct sales.

26. Are there any specific system integration or reporting requirements, such as required use of CBP or GSA systems for vehicle tracking and sales reporting? Vehicle tracking and sales reporting are required for this contract. There is no specific system integration.

27. For the required web-accessible tool, is the vendor expected to host and maintain the platform, or will CBP provide a government-furnished system? Yes, the vendor is to host and maintain the tool.

28. Can the vendor use regional subcontractors for towing, cleaning, and storage, provided they meet all security and quality requirements? Yes

29. For vehicles located in Hawaii, Alaska, Guam, and Puerto Rico, does CBP provide logistical support or is the contractor responsible for all inter-island and overseas transport? The contractor is responsible for all inter-island and overseas transport.

30. Are there specific environmental or recycling standards that go beyond EPA and OSHA references in the SOW (e.g., state-level waste handling laws)? It is the vendor’s responsibility to ensure safe handling, proper disposal, and recycling laws are followed.

31. For nonfunctional or salvage vehicles, can the vendor sell them as scrap directly, or must all vehicles go through the same auction channel?

This depends on the vehicle’s condition and what brings the most in sale proceeds.

Historically, all vehicles reported to the vendor are sold via public auction.

32. What is the expected sales process — is the vendor required to use competitive public auctions, or may closed auctions or negotiated sales be approved under certain conditions? No negotiated sales or closed auctions. All sales must be open to the public.

33. Are law enforcement vehicles handled differently from standard fleet vehicles in terms of equipment removal or documentation? Yes

34. Can CBP clarify how “aftermarket equipment proceeds” are treated — do these proceeds go back to CBP or remain with the vendor as part of compensation? Proceeds go back to CBP or the federal agency that owned the vehicle.

35. Since payment is based on vehicle sale proceeds, will the government establish a standardized fee structure or is the vendor expected to propose a percentage-of-sale model? There is no standardized fee structure by the Government. Vendors are to propose their pricing for fulfilling the requirements of the SOW.

36. Are there any minimum guaranteed payments beyond the 10-vehicle minimum stated?

No

37. Will the contractor receive reimbursement for transport and preparation costs prior to auction, or must all costs be covered until proceeds are realized? No. Costs are covered by the vendor until vehicles are sold, and all fees are taken from the sale proceeds.

38. How will proceeds be reconciled and remitted — will CBP require escrow, direct deposit, or another managed financial mechanism? It is the Vendor’s responsibility to ensure proper alignment/reconciliation of proceeds based on agency needs and formatting. Proceeds are remitted via electronic funds transfer.

39. Is there a preferred format or template for the Price Proposal (Attachment 3) beyond the provided pricing sheet? No. Vendors will submit their Price Proposal using Attachment 3 - Pricing Sheet.

40. Are there any page-count exceptions for appendices, organizational charts, or facility maps? No

41. Will resumes of key personnel count toward the 15-page technical volume limit?

Yes

42. Does CBP prefer nationwide capability demonstrated in the proposal, or will smaller regional footprints be acceptable if supported by strong subcontractor networks?

Services are to be provided nationwide.

43. For teaming arrangements, does CBP require submission of teaming agreements at proposal time, or only upon award? CBP requires submission of teaming agreements at the time of proposal.

44. Are background checks or security clearances required for staff involved in transport, storage, and auction activities? Background checks and Security Clearances are addressed in the clause section of RFP 70B01C25R00000045.

45. Will CBP require Controlled Unclassified Information (CUI) handling certifications or NIST 800-171 compliance for contractor systems? Contractors will be required to follow the HSAR 3052.204-72 Safeguarding of Controlled Unclassified Information (July 2023) requirements.

46. Are there any specific data retention or destruction policies for vehicle images, reports, and sales data? Yes.

47. What is the transition timeline from award to go-live? There is a 15-day transition period after contract award.

48. Will the incumbent provide data or historical records to the new contractor? The incumbent is not required to provide data or historical records to a new contractor.

49. Is there an anticipated ramp-up or phasing of vehicle volumes in the first year? Vehicle volumes are pre-populated on pricing sheet.

50. Does CBP anticipate any specific agency partners (e.g., ICE, USSS, ATF) to be heavy users in Year 1? No. Proposals should be based on the estimated numbers provided on the Pricing Sheet.

51. Can the vendor propose innovative efficiency solutions such as automated tracking, online dashboards, or AI valuation tools, and if so, how should these be presented in the proposal? Vendors are responsible for proposing their approach to accomplishing the requirements listed in the Statement of Work.