Vendor Questions.pdf

70US0924Q70092014 Car Wash Services

Vendor Questions

1. Should we reserve the power wash area only for the government?

The statement of work (SOW) requires the use of Automated Drive-thru Carwash only if the wash is provided at a vender’s site. A self-serve power wash bay will not be acceptable. As far as reserving a wash bay or lane: there will not be an established time that these vehicles will arrive for a wash.

Majority of the vehicles that will utilize this car wash service, will be out on patrol during three separate shifts and will periodically utilize this car wash during the vender’s business hours. Due to nature of the patrol assignment, It will be randomly utilized throughout the day. If the vendor can provide express lane to get the patrol cruiser through the wash faster during peak hours that would be welcomed. For mobile wash venders; time, location and min/ max number of vehicles would be agreed upon by both parties for either weekly or monthly basis.

2. What is the term of payment? Monthly or weekly or by car?

Monthly invoice. What has worked well for us in the past was a sign in sheet where driver provides vehicle info, branch assignment and signs for the wash. Vender will email the program manager a copy of sign in sheet for verification and an invoice to pay over the phone.

3. Will the driver pay by GSA Card?

No, none of the operators of the vehicle will have means to pay with a GSA card. Myself as a program manager maintains a fleet card and will pay the monthly invoice based upon how many authorized

Secret Service Uniformed division vehicles utilized the wash that month. There are also three alternates

Secret Service employees in my office with the ability to pay these invoices in my absence.

4. Can these vehicles go through a hand-washing process as well?

Depending on location, if a mobile wash service is able to wash our vehicles at or around our three branch locations, then yes hand washing is acceptable. Otherwise for a fixed vender location in the city, the statement of work (SOW) requires the use of Automated Drive-thru Carwash only. If the automatic power wash bay is out of service, hand washing would be acceptable at that time. The goal is to reduce the amount of time the patrol vehicle have to travel to get a wash as well as the amount of time the vehicle is stationary. Off-site hand washing locations like at a gas station may have officer safety concerns sitting inside or standing outside the car while being hand washed. A on-site visitation from

SME and program manager may be requested to determine viability and safety.

5. Are the CLINs are for each year within the table on pages 3 and 4?

Yes, this is a 5 year contract that would allow us to extend each option year with a price increases the vender submits.

6. Do you have the exact number of cars that will be getting washed monthly?

Our fleet is over 200 vehicles, and we estimate 50-60 washes per month. The estimated number is largely based on how far away to our branch stations and the assigned patrol zones the wash service is.

However, our fleet vehicle control officers that are tasked with maintaining our fleet; would have the

70US0924Q70092014 Car Wash Services ability to drive numerous stand by and special purpose vehicles to get washed more frequently. Some other factors could also increase the number of washes such as preparation of high profile events like the presidential inauguration for example.

If mobile washing service is provided and can come to our sites, I would estimate 100-150 wash per month and would possibly adjust the contract total accordingly.

7. Will I the contractor be taking the vehicles back and forth to the carwash or will I be washing the vehicle there at the facility the vehicle is located at?

Only authorized Secret Service personnel can operate these vehicles. If mobile wash service is available, I will coordinate on-site locations to have our vehicles staged at ready to be washed and cleaned.