Bismark _ND_Marshaling.doc

Solicitation 7FF-JD-16-SO01-N

PAGE

7FF-JD-16-SO01-N

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular

FAC 2005-84 dated 09-03-2015

This acquisition is a 100% Small Business Set-Aside for NAICS code 811111 the Small Business size standard is $7,500,000.00 The provision at 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition, there are no addenda to the provision.

Provision at 52.212-2, Evaluation-Commercial Items, is applicable to this acquisition.

Include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications- Commercial Items, with your offer.

The clause at 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition, there are no addenda to the clause. See pages 32-35 The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition. See pages 35-38 for included clauses.

Offers are due by 3:30 PM CST on October 2, 2015

CP-FSS-1-A

(APR 1993)(LOCAL DEVIATION)

Solicitation No. 7FF-JD-16-SO01-N

INDEFINTE DELIVERY-INDEFINITE QUANTITY CONTRACT FOR

FSC CLASS 0753 – Pre-assignment preparation of new and used GSA owned IFMS vehicles located in Bismark, ND PERIOD: November 1, 2015, OR DATE OF AWARD WHICHEVER IS LATER, THROUGH

October 31, 2016.

ANY INFORMATION THAT MAY BE DESIRED ON THIS PARTICULAR SOLICITATION

CAN BE OBTAINED FROM THE ISSUING OFFICE ADDRESS SHOWN HEREIN.

IMPORTANT NOTICE: A Pre-proposal Conference will not be held. If you have any questions, concerning this solicitation, please call Joe Dunne, at 817-978-8599

CP-FSS-3

NOTICE: REQUESTS FOR EXPLANATION OR INFORMATION (MAR 1996)

Oral or written requests for explanation or information regarding this solicitation should be directed to:

J.D. Dunne, Jr.

GSA FAS Office of Fleet Management

819 Taylor Street, Room 13A33

Fort Worth, TX 76102

(817) 978-8599

CP-FSS-4-A

SOLICITATION COPIES (MAR 1996)

(a) To reduce Government costs, only one copy (paper copy) of this solicitation is provided. If additional paper copies are required (see 52.212-1, Instructions to Offerors—Commercial Items and its addendum for number of copies to be submitted), you may reproduce them yourself, provided they are complete in every respect.

(b) Offerors are strongly urged to use two-sided copying of offers for submission to GSA.

EXCEPTION: Oversized blueprints, drawings, or similar documents which are incorporated by reference in and attached (folded) to the solicitation are not required to be duplicated for the purpose of submitting a duplicate copy of the offer to GSA.

CP-FSS-20

SECURITY EXAMINATION OF HAND-DELIVERED OFFERS (JAN 1998) MACROBUTTON OpenFSSAL981 FSS A/L FC-98-1 (a) Offerors are advised that an offer in response to this solicitation is subject to physical examination, x-ray, or other inspection prior to acceptance at the location designated for receipt of offers. Inspection may be conducted by Government personnel or others acting on behalf of the Government. Any offer received at the address designated for receipt of offers after the date and time specified elsewhere in this solicitation for receipt of offers shall be processed in accordance with the late offers provision of this solicitation.

(b) For any hand delivered offer, whether delivered by the offeror or a courier service, the offeror must allow sufficient time to accommodate inspection by designated security personnel.

A-FSS-41

INFORMATION COLLECTION REQUIREMENTS AND HOURS OF OPERATION (NOV 1999) 515.204-1

(a) “The information collection requirements contained in this solicitation/contract are either required by regulation or approved by the Office of Management and Budget pursuant to the Paperwork Reduction Act and assigned OMB Control No. 3090-0163.”

(b) “GSA's hours of operation are 7:30 a.m. to 4:00 p.m.

CP-FSS-30

(APR 1993)

PLEASE REMOVE THESE COVER PAGES BEFORE SUBMITTING OFFER TO GSA.

IMPORTANT NOTE IMPORTANT NOTE IMPORTANT NOTE

GSA Desires that all responses to this solicitation be submitted via-emial to Joe.Dunne@gsa.gov. Any firm that wishes to submit a paper copy must send the copy to the following address:

GSA FAS Fleet Management

ATTN: J.D. Dunne

608 Bushdale Drive

Arlington, TX 76002

PART I – THE SCHEDULE

SECTIONS B and C

SUPPLIES OR SERVICES AND PRICE/COSTS STATEMENT OF WORK

SOLICITATION NUMBER:

FSC CLASS: 0753

SERVICE: New and used vehicle pre-assignment preparation

CONTRACT PERIOD: November 1, 2015 or date of award, whichever is later, through October 31, 2016.

SERVICE AREAS: EST QUANTITY

Bismark, ND 150 New Vehicles, 30 Turn in Vehicles, and 150 Exchange Vehicles

FACILITIES

All offerors are required to have a facility located within 25 miles of the city limits of the service areas described above.

All facilities must have adequate secure storage for 25 vehicles. All proposed facilities will be inspected as a part of the evaluation of offers by the FSR. Facilities that lack adequate storage or security will not be considered for award.

OFFERORS ARE CAUTIONED THAT THE ESTIMATES PROVIDED ABOVE ARE ESTIMATES ONLY .

GUARANTEE:

(a) Notwithstanding inspection and acceptance by the Government or any provisions concerning the conclusiveness thereof, the Contractor guarantees and warrants that all materials furnished and all services performed under this contract will be free from defects in material and workmanship and will conform to the requirements of this contract for a period of ninety (90) days or 4,000 miles, whichever occurs first. The Contractor shall remedy all such defects at his own expense, in a timely manner at FSR’s discretion, but no later than one (1) workday after notification by the ordering office. Any such work will not be counted as part of the estimated daily requirements.

(b) The FSR shall give written notice of any such defect or non-conformance to the Contractor within the applicable warranty period, with a copy to the Contracting Officer. Such notice shall state that either (1) the Contractor shall correct or re-perform any defective or non-conforming materials or services, or (2) the Government does not require correction or re-performance. If the Contractor is required to correct or re-perform, it shall be at no cost to the Government.

(c) Should a warranty for new or rebuilt assemblies or subassemblies offered by a manufacturer or remanufacturer be longer than that stated above, it shall apply for such longer period.

BID SCHEDULE

STATEMENT OF WORK

This statement of work is intended to cover the Fleet Management Centers referenced above under “service areas”. This SOW will cover the receipt and pre-assignment preparation of new GSA IFMS Vehicles, the receipt, termination of assignment inspection, and pre-assignment preparation of vehicles to be turned in to GSA for reassignment, and the termination of assignment inspection of vehicles turned in to GSA FMC for disposal (sale). GSA contemplates the award of a single contract in the defined service area

DEFINITIONS

Group I Vehicle: includes sedans, station wagons, ambulances, buses, and trucks (including vans) 12,499 pounds Gross Vehicle Weight Rating (GVWR) and under.

Group 2 Vehicle: includes ambulances, buses, and trucks (including “dry freight” and “refrigerated” vans), special-purpose trucks, wreckers, and other special-purpose non-powered equipment, such as semi-trailers, 12,500 pounds Gross Vehicle Weight Rating (GVWR) and over.

New Vehicles: Vehicles received by or at GSA consignee delivery points that have not previously been assigned to any customer. The contractor may have to arrange for pick up at the consignee delivery points

Exchange Vehicle: Vehicles turned in to the contractor from a customer agency. Exchange vehicles may be designated for either sale or reassignment

Reassignment Vehicles: Vehicles that have been turned in to GSA from a customer for subsequent reassignment to a different GSA customer. These vehicles will be turned in at the contractors location

Sale Vehicles: Vehicles that are turned in to GSA for disposal under the national auction contract. These vehicles will be received at the contractors location for inspection prior to being picked up by the auction facility.

IFMS: Interagency Fleet Management System

FMC: Fleet Management Center

FSR: Fleet Service Representative – an employee of GSA assigned to the Fleet Management Center.

Pre-assignment preparation: Preparing either new or reassignment vehicles for pick up by the GSA customer.

PDI: (New vehicles only) Pre-delivery Inspection. This inspection should be completed by the contractor as referenced in this solicitation DIT: Damage in Transit. This is damage that occurs to new vehicles while in transit to the marshaling location. Vendors must follow the instructions provided by GSA to report damage in transit to the appropriate manufacturer’s representative.

SCO: Sales Contracting Officer

Marshalling Services

GSA will provide each site with FMS2GO equipment so that vehicle information can be recorded. Each site MUST utilize this equipment while recording vehicle data. There will be no exceptions to this requirement.

CLIN 1. New vehicle receipt and inspection (Required) This service includes receiving the vehicles directly from the manufacturers, recording and reporting any damages that occurred to the vehicle in transit (DIT damages)as required by the instructions provided by GSA (per instruction by the manufacturer). NOTE: any costs associated with the vendors failure to timely and accurately report damages in transit on new vehicles may be assessed against the contractor. Complete a PDI in accordance with the manufacturers PDI checklist and procedures, preparing the new vehicle for assignment by attaching license plate tags and any specialty equipment as directed by the GSA FSR (equipment provided by GSA), conducting a pre-release inspection of the new vehicle with each GSA customer, delivering the GSA Fleet Credit Card and Vehicle Packet for each new vehicle (provided by GSA) to the customer, releasing the new vehicle to the GSA customer, and preparing necessary documentation to forward to GSA FSR’s (provided by GSA)

The following tasks for the above line item shall be completed by the contractor:

Upon taking delivery of new vehicles, the contractor will notify GSA that the vehicles have been delivered. “( Contractor will check the transportation documents provided by the carrier against the vehicles actually received for accuracy. Contact GSA immediately for instructions regarding any discrepancies. GSA will provide the vendor with specific Damage in Transit instructions for each manufacturer. It is essential that the vendor follow all DIT instructions and comply with all timelines and reporting dates in accordance with the specific instructions from each manufacturer. Failure to follow the DIT instructions may result in the vendor being assessed any costs associated with failure to timely and accurately report any Damage in Transit to the manufacturer’s representative and to the GSA Fleet Service Representative.

1. Walk around visual inspection of vehicle with transport company delivery driver to ensure vehicle matches description on transport/lading documents, note any damages to the vehicle, if damages are discovered, immediately report those damages to the FSR and to the manufacturer’s representative in accordance with the supplied DIT instructions. Note any discrepancies from descriptions order sheet, on the Bill of Lading/transportation company checklist and sign for delivery

2. Complete the Pre-Delivery Inspection (PDI) In accordance with the manufacturer’s procedures. Remove the window stickers and vehicle information sheets from the vehicle and set them aside for the GSA FSR. Remove any decals and protective plastic coverings. Install antennae, hubcaps, license plate brackets and accessory fuses as necessary.) Install the GSA provided license plates (front and back) on each vehicle. Load all vehicle information utilizing FMS2GO equipment (provided by GSA)

3. Ensure the vehicles have adequate fuel to be driven to the nearest fueling facility that accepts the GSA Fleet Services Credit Card. GSA will provide the vendor with a list of nearby stations that accept the Fleet Services Credit Card. The vendor is prohibited from using the GSA Fleet Services Card for this task. Charges for fuel must be noted as a separate line item on the appropriate invoice and must be accompanied by a receipt that shows the GSA vehicle tag number, the amount of fuel in gallons, the cost per gallon and the total fuel cost for that vehicle. Invoices submitted for fuel reimbursement that do not contain the required information will be returned for correction.

4. NOTE: Paragraphs 1-4 must be completed within 3 working days after receipt of new vehicles from the manufacturer

5. Upon completion of steps 1, 2, and 3, contact the GSA FSR (or the customer if directed by GSA) to inform GSA (or the customer) that the new vehicle is ready for assignment and to schedule a pick up date with the customer. If GSA contacts the customer, the FSR will notify the contractor of the scheduled pick up date. The agency will contact the contractor to make an appointment to pick up or exchange vehicles.

6. On the date scheduled for pick up, the contractor shall pressure wash the exterior of the new vehicle prior to releasing the vehicle to the customer.

7. During the scheduled pick up, the contractor shall then conduct a walk around inspection of the (new) vehicle to be assigned with the customer agency’s representative. If any discrepancies are noted by the customer agency representative the contractor shall note the discrepancies on the vehicle accountability form and must contact the GSA FSR immediately for assistance in resolving the issue. Do not release any vehicle that has been identified as having a discrepancy to the customer agency until approved to do so by GSA FSR.

8. If there are no discrepancies noted during the walk around inspections, or once any issues have been resolved, the contractor shall hand over the new vehicle packet containing the GSA Fleet credit card to the customer agency representative, obtain their signature on the vehicle accountability form (provided by GSA) , and release the vehicle. The contractor shall provide the original copy or a scanned –emailed copy of the signed vehicle accountability form to the GSA FSR

CLIN 1. Pricing: Contract period

Group 1 Vehicles $_______________ (Per vehicle) Group 2 Vehicles $_______________ (Per Vehicle) CLIN 2. Turn in of used vehicles for disposal (Required) This service includes receiving a used vehicle from the customer agency, inspecting the vehicle for damage and securing the fleet credit card, and securing the vehicle until transportation to sale facility.

NOTE: THESE SERVICES MAY BE PERFORMED AT THE SAME TIME AS SCHEDULED PICK UP IN LINE 1 ABOVE.

1. The contractor must complete a “walk around” inspection with the customer agency representative. The contractor must note any damages or non-functioning items such as body damage, apparent mechanical defects, broken gauges, radio, check engine light, etc, on the vehicle accountability form (supplied by GSA) . Ensure the vehicle has a spare tire and tire changing equipment with it. Any damage, and/or discrepancies shall be noted on the vehicle accountability form. The agency representative should sign the form, and the vendor shall hold the form for the GSA FSR. The accountability sheet shall be delivered to the GSA FSR the same date the vehicle is turned in.

2. The contractor must ensure that the fleet card is secured at all times while in the contractor’s possession. Any unauthorized use or charges accruing on the card while it is in the contractor’s possession are the responsibility of the contractor.

NOTE: On vehicles identified by GSA as scheduled for disposal (sale) no further service(s) are to be performed on the vehicle. GSA will arrange for transportation to the sale facility. The vehicles remain the contractor’s responsibility until such time as they are picked up for transportation to the sale facility. At the time of pickup the contractor shall receive a copy of the transportation condition report or utilize the accountability form to note damages and initial under Transporter and sign the form. The contractor must retain this report for delivery to the GSA FSR. For vehicles to be reassigned, see line item 3 below.

CLIN 2. Pricing: Contract Period Group 1 Vehicles $_______________ (Per Vehicle)

Group 2 Vehicles $_______________ (Per Vehicle) CLIN 3. Turn in of used vehicles for reassignment to another customer (Required) This service includes receiving the vehicle from the customer agency, inspecting the vehicle for damage, ensuring that the vehicle has two matching license plates, and securing the fleet credit card for the vehicle, transporting the vehicle for repairs (if necessary) and cleaning or detailing the vehicle as ordered by GSA and assigning the vehicle to the customer

1. The contractor must complete a “walk around” inspection with the customer agency representative. The contractor must note any damages or non-functioning items such as body damage, apparent mechanical defects, broken gauges, radio, check engine light, etc, on the vehicle accountability form (supplied by GSA) . Ensure the vehicle has a spare tire, and tire changing equipment with it. Any damage, and/or discrepancies shall be noted on the vehicle accountability form. The agency representative should sign the form. If the agency representative will not sign the form, contact the GSA FSR immediately for assistance.

2. Ensure that the vehicle has two matching license plates and that the fleet credit card has been turned in with the vehicle. If any tag discrepancies are noted or if the fleet card is not supplied, it must be reported to the FMC immediately. The contractor must ensure the fleet card is secured at all times while in the contractor’s possession. Any unauthorized use or charges accruing on the card while it is in the contractor’s possession are the responsibility of the contractor.

3. The GSA FSR will review the exchange vehicle accountability form prepared by the contractor and advise the contractor of any repairs to be made to the reassignment vehicle. It is not necessary that the contractor have on-site facilities to accomplish mechanical and/or body repairs.

4. If the contractor does not have the on-site capability to accomplish the repairs as directed by GSA, the GSA FSR will direct the contractor to transport vehicle to the nearest GSA approved repair facility.. Unless specifically authorized by this contract, the contractor is prohibited from driving or moving any GSA vehicle without the express authorization of the GSA FSR.

5. The contractor will be responsible for any transportation of the vehicle to and from such facility. Any costs for such transportation will be submitted on a round trip basis. Transportation pricing shall be provided on a per trip basis and supplied in line item 5 below

6. If the contractor does have on-site facilites for mechanical and/or body repairs, they must be listed as a GSA approved source for those services. DO NOT PERFORM ANY REPAIRS UNLESS AUTHORIZED IN ADVANCE BY THE GSA FSR. Failure to secure advance authorization will result in non-payment of unauthorized repairs. If the contractor is not a GSA approved source, please contact the GSA Fleet Management Center for assistance. Required items to be completed are to top off all fluids other than fuel, check battery cables, inflate tires to recommended psi levels, and check wipers

7. Upon completion of any work ordered by the GSA FSR the contractor shall notify the GSA FSR (or the customer if directed by GSA) that the work has been completed and that the vehicle is ready for reassignment. Each vehicle must have adequate fuel when it is reassigned. If GSA contacts the customer, the FSR will notify the contractor of the scheduled pick up date, or the agency will call contractor to make an appointment to pick up or exchange vehicles. As in Contract Line Item 1, the customer may be turning in a used vehicle for re-assignment or disposal.

8. On the date scheduled for pick up, pressure wash the exterior of the vehicle. The contractor shall then conduct a walk around inspection of the vehicle to be assigned with the customer agency’s representative. If any discrepancies are noted by the customer agency representative the contractor must contact the GSA FSR immediately for assistance in resolving the issue.

9. If there are no discrepancies noted during the walk around inspections, or once any issues have been resolved, the contractor shall hand over the new vehicle packet containing the GSA Fleet credit card to the customer agency representative, obtain their signature on vehicle accountability form, and release the vehicle. The contractor shall provide the original copy (or scanned and emailed copy of the vehicle accountability form to the GSA FSR.

CLIN 3 Pricing:

Group 1 Vehicles $_______________ (Per Vehicle)

Group 2 Vehicles $_______________ (Per Vehicle) IF ORDERED BY THE FSR, THE CONTRACTOR SHALL PERFORM THE FOLLOWING TASKS AS ADDITIONAL PRE-DELIVERY PREPARATION PRIOR TO ASSIGNING THE VEHICLE.

Note: It is not necessary that the vendor have on-site capabilities to perform the cleaning/detailing services. Transportation to and from a carwash/detail shop will be allowed as in item. The GSA FSR will provide the name of an approved facility.

CLIN 4A. Level I Cleaning: (Required) Level I cleaning includes the following items:

Exterior: Wash exterior, including glass, door jambs, tires, and wheel rims/covers; and inflate tires to recommended pressure.

Driver and passenger compartment. (i) Remove debris; (ii) vacuum floors and seats; (iii) clean dashboard, instrument panel, armrests, door panels, and rear shelf; (iv) clean ashtrays and glove compartment; and (v) wash windows.

Trunk. (i) Remove debris; (ii) vacuum; and (iii) position spare tire and tools.

CLIN 4A Level 1 Cleaning Pricing (Required) Group 1 Vehicles $_______________ (Per Vehicle) Group 2 Vehicles $_______________ (Per Vehicle) CLIN 4B Level II Cleaning: (Required)

Includes all work under CLIN 4A, level I cleaning, and the following additional steps.

(1) Driver and passenger compartment. (i) Shampoo seats, dashboard, headliner, door panels, and floor covering; (ii) spray-dye floor carpets and mats; (iii) polish where appropriate; (iv) apply vinyl/rubber reconditioners where appropriate.

(2) Trunk. (i) Wash interior surface; and (ii) Spray-dye mats.

CLIN 4B Level II Cleaning Pricing

Group 1 Vehicles $_______________ (Per Vehicle) Group 2 Vehicles $_______________ (Per Vehicle) CLIN 4C Level III Cleaning. (Required) Level III cleaning includes all steps in 2C (level 1 cleaning) and 2D (level II cleaning) above and the following additional work.

(1) Exterior: Wax and polish

(2) Engine compartment. (i) Clean major surface areas (air cleaner cover, battery, etc.); (ii) wash or steam clean, when necessary; (iii) additionally apply rubber conditioner or black tire paint to all tires; (iv) wash and blacken wheel splash shields; (v) apply touch-up paint to nicks and scratches.

CLIN 4C Level III Cleaning Pricing

Group 1 Vehicles only $_______________ (Per Vehicle) CLIN 5. Transportation of vehicles for repair or cleaning. (Required) This service includes moving the vehicle from the vendor’s facility to an approved GSA source for repair or cleaning only. These services will be ordered as necessary by the GSA FSR. The vendor must ensure that any driver transporting these vehicles has the appropriate valid drivers license for the state and type of vehicle to be moved.

NOTE: All transportation will be authorized at the time the repair or cleaning services are ordered. Transportation that is not authorized in advance will not be approved.

CLIN 5. Pricing: Contract Period (Required) Group 1 Vehicles $_______________ (Per Vehicle) Group 2 Vehicles $_______________ (Per Vehicle) Invoices for marshalling services will be provided to GSA FSR on a monthly basis for payment. The invoice will need to include each CLIN with a listing of vehicle tags numbers acquiring the descriptive services of the CLIN and the amount charged as agreed in this statement of work. Invoices need to be submitted as a whole and not individually by vehicle. Invoice will need to be signed once verified for accuracy. Marshalling contractor will need to register in VCSS (Vendor & Customer Self Service) for electronic payment. Updated D-U-N-S number and SAM (System of Award Management) is required. Marshalling and Sales Invoice will be separated.

CLIN 6 SALES PREPARATION (Optional): Offers are being solicited on a fee per vehicle basis. The General Services Administration may request to have vehicles sold directly from the marshalling location facility in lieu of transporting to a GSA contracted Auction facility for sale.

NOTE: The marshalling contractor will NOT be acting as a sales agent for the Government. However, in order to avoid a conflict of interest, or the appearance of a conflict of interest, the successful contractor, and any subcontractor, or their employees, or members of the contractor or any subcontractor’s immediate households, may not purchase, or act as an agent or representative for any other party in the purchase, either directly or indirectly, of Government vehicles sold at a GSA Auction (to include but limited to live sales, internet sales, and salvage sales). Furthermore, any entity in which the contractor has any financial interest shall not be allowed to purchase, either directly or indirectly, Government vehicles sold at any GSA auction (whether or not the auction is at the contractor’s facility or an unaffiliated facility and irrespective to the type of GSA Auction (e.g., live, internet, or salvage sale)). In any event in which a contractor becomes the owner of a GSA vehicle, they must notify (in writing) the GSA Sales Contracting Officer as well as the Contracting Officer of the circumstances, and sell, resell, or dispose of the vehicle within 30 calendar days of the ownership of the vehicle.

In addition to the above, in order to avoid a conflict of interest or the appearance of a conflict of interest, should a firm have under their employ an immediate family member or member of the household of a GSA Employee, said individual is prohibited from performing any work of any kind on the GSA account/contract.

The contractor is prohibited from charging bidders and/or prospective bidders any fees associated with parking, inspection, or buyers fees. A GSA Contracted auction facility shall be responsible for registering bidders, producing a sale catalog, conducting the sale, collecting payment, and generating sales documentation.

As rapid sale of vehicles is important to the Government, vehicles shall be prepared for sale within 30 days of sales assignment. The GSA Sales Contracting Officer (SCO) will coordinate between the GSA contracted auction facility and the Sales Preparation contractor to determine mutually acceptable inspection periods and sale dates.

At the request of the Sales Contracting Officer, the contractor shall provide:

Digital pictures that clearly depict a complete and accurate representation of the condition of the vehicle selected to sell in place at the marshalling provider’s location:

All vehicle pictures must display the vehicle in post-sale preparation condition (e.g., license plates removed, decals and shrink wrap removed, cosmetic and glass repairs completed, reconditioning services completed).

Digital pictures must include but are not limited to:

· ¾ beauty shots from all 4 corners (The angle of the exterior ¾ beauty shot(s) shall be at a 45- degree angle off each corner of the vehicle (e.g., If taking a photo of the left front of the vehicle, include the right headlight and the left taillight). The contractor shall also ensure that the roof and suspension are not cut off in the ¾ beauty shot.

· Front

· Rear

· Left Side

· Right Side

· Interior - to include both front and rear (if applicable) and interior of bed on pickup trucks

· Odometer (not trip meter)

· Engine compartment

· Any damage in excess of normal wear and tear (guidelines provided by the Sales Contracting Officer)

A Vehicle condition report that includes, but is not limited to:

· Vehicle description which includes but is not limited to VIN, year, make, model, subseries, odometer reading, vehicle options, interior and exterior colors, fuel type, engine details, tire size, tire tread depth, accessory equipment

· Vehicle condition (interior/exterior, cosmetic, mechanical, body, glass, tires, accessory deficiencies, damage detail and damage severity). These items include but are not limited to:

· Exterior damages, body damage frame (current damage only), dings, dents, scratches, holes in roof for auxiliary equipment, front & rear bumper, windshield chips & cracks, side mirrors broken/missing, door handles missing/broken.

· Interior damages, carpet tears & stains, rearview mirror detached from windshield or missing entirely, seat tears & stains, holes in dash, torn or loose headliner, and presence of any odor.

· Missing equipment, radios, antenna, spare tire, lug wrench, jack & handle, hubcaps, ash tray, arm rests, glove box door & latches, visors, door lock knobs, window knobs, and door handles.

· Mechanical, all fluid levels, lights, tire pressure, engine and drive-train leaks (includes transfer case & hubs on 4x4 vehicles), a/c, heater, wipers, brakes (incl. parking brake), engine, transmission (incl. transfer case & hubs on 4x4 vehicles), differential(s), steering, exhaust system, horn, odometer/speedometer operation, and operation of all fuel systems for vehicles using alternative fuels

Posting of sale item placards

Provide personnel to serve as customer service representatives during the designated inspection period Customer Service Representation The contractor shall provide a phone number, fax number, and email address to which they are responsive. The phone number and contact information will be published on GSA and GSA contracted auction facility websites, catalogs, and Internet sale vehicle descriptions, and be provided to prospective bidders who wish to inspect vehicles. The contractor’s fax and email will be used by GSA Fleet and the GSA contracted auction facility to send pre-sale catalogs and post-sale proof of payment and release documents. As the vehicle custodian, the contractor shall not make verbal statements to prospective bidders on vehicle condition. All inquiries or specific questions concerning vehicle condition shall be directed to the servicing Sales Contracting Officer of record for the sale.

Provide technicians to start vehicles as necessary during the inspection period thru time of vehicle release

Provide representatives to control traffic and oversee parking, as necessary Distribute sale documents

Release of vehicle to the registered buyer or their agent Vehicle Release and Removal of Purchased Property Upon successful sale and receipt of payment from the purchaser, the contractor will be provided a copy of the auction contractor’s bill of sale, successful buyer information, method of payment, and proof of payment.

The marshalling contractor shall not allow the removal of any vehicle until the buyer has paid in full, as evidenced by properly completed sale document from the GSA contracted auction facility and Sales Contracting Officer approval. The only exception will be approved by the Sales Contracting Officer in the instance where they buyer is using an approved state or local Government purchase order).

Vehicles will only be released upon receipt of proper Government photo identification (e.g., State driver’s license, State identification card) confirming the buyer and documentation that evidences method of payment, proof of payment and purchaser properly match, and containing appropriate signatures.

The marshaling contractor’s standard security measures shall ensure that the VIN and the sales documents match prior to releasing the sold vehicle.

Any vehicle without appropriate documentation resulting in the loss of a vehicle without verification of receipt of payment shall be the financial responsibility of the marshaling contractor.

The Government does not provide for nor arrange the transportation of vehicles purchased during the auction process. It is the Purchasing Bidder's responsibility to arrange for the loading and removal of purchased vehicles within the time frame specified within the applicable Special Term and Conditions at time of sale.

For vehicles purchased from the marshaling contractor’s location, a bill of sale issued by the GSA contracted auction facility and proof of payment is required.

For vehicles being removed by a purchaser’s agent, the marshaling contractor shall obtain the signature of the removing agent, and record the name and Driver’s License number of the removing agent on a vehicle release form.

The credit card used to make payment must be displayed at time of removal for vehicles purchased and paid via credit card. If said credit card is not available, a notarized power of attorney may provided in its place and removal of property may be delayed until the identity of the removing agent can be verified with the buyer.

If a transporter is the removing agent for a purchaser, a copy of the transporter’s bill of lading indicating the destination must be obtained prior to vehicle release.

The marshaling contractor shall notify the Sales Contracting Officer immediately if the successful purchasing bidder fails to remove vehicles within the time frame specified within the applicable Special Terms and Conditions of the sale.

If the marshaling contractor agrees, verbally or in writing, to store the vehicle on behalf of the purchaser at the purchaser’s request after the conclusion of the sale, the marshaling contractor shall notify the Sales Contracting Officer in writing of the vehicles which are being stored on behalf of the purchaser(s). In such a case, possession has transferred from the purchaser to the marshaling facility for safe keeping until the purchaser(s) can retrieve the property. In this instance, the property is considered “removed” for purposes of the SF-114-C and additional storage charges paid by the Government do not apply. The purchaser must be made aware that they are responsible for any storage fees charged by the marshaling contractor The marshaling contractor shall provide all documentation relating to the release of the vehicle(s) to the GSA contracted auction facility the same business day the vehicle(s) is released from custody to the successful purchaser or their authorized representative. All documentation should be sent to the GSA auction contractor in a digital format approved by the Sales Contracting Officer and contain legible copies of all documents generated or collected.

The marshaling contractor shall maintain source documents for a minimum of 60 calendar days unless the GSA requests in writing the documents be destroyed earlier. The GSA will request document destruction in writing. When destroying source material the contractor must shred all source documents and comply with regulations regarding PCI-DSS and PII data destruction.

The marshaling contractor shall provide the Sales Contracting Officer a document destruction report certifying the completion of the destruction. The GSA shall provide a destruction report template to the marshaling contractor.

The Sales Contracting Officer may request in writing via email that source documents be returned to the Government at any time prior to document destruction. Any requested source documents shall be returned to the Sales Contracting Officer at the Government’s expense and in the manner requested by the Sales Contracting Officer.

Vehicle Descriptions/Complaints After the sale, the marshaling contractor shall refer buyers with description complaints to the Sales Contracting Officer of record for the sale. As the marshaling contractor shall be responsible for the accuracy of all vehicle descriptions provided to the GSA contracted auction facility, the cancellation of a sale based on vehicle mis-description, or a partial refund to the purchaser due to a vehicle misdescription, is considered the fault of the marshaling contractor, unless the mis-description was a deficiency that the Sales Contracting Officer instructed the marshaling contractor to not include in the catalog or announce at time of sale.

The marshaling contractor is not responsible for mis-descriptions determined to be the fault of the GSA contracted auction facility.

For a vehicle with a mis-description that is determined to be the fault of the marshaling contractor, and has not been removed from the marshaling contractor’s facility, the SCO may negotiate a partial refund with the purchaser or cancel the sale of the vehicle.

If the SCO negotiates a partial refund with the successful purchaser, the contractor shall reimburse the Government any costs related to the partial refund negotiated between the SCO and the successful purchaser due to the contractor’s mis-description. The SCO will consult with the marshaling contractor regarding the purchaser’s mis-description claim prior to offering a purchaser a partial refund.

For any sale that has been cancelled, the marshaling contractor shall re-offer the vehicle for sale at no additional cost to the Government. For a vehicle with a mis-description that is determined to be the fault of the marshaling contractor, and has been removed from the contractor's facility, the SCO may negotiate a partial refund or cancel the sale of the vehicle. If the sale is cancelled, the vehicle may be returned to the marshaling contractor’s facility to be re-offered for sale at no additional cost to the Government, or may be re-offered for sale at nearest available GSA contracted auction site.

If the SCO negotiates a partial refund with the successful purchaser, the marshaling contractor shall reimburse the Government any costs related to the partial refund negotiated between the SCO and the successful purchaser due to the marshaling contractor’s mis-description. The SCO will consult with the marshaling contractor regarding the purchaser’s mis-description claim prior to offering a purchaser a partial refund.

For vehicles returned to the marshaling contractor’s facility, the marshaling contractor shall be responsible for any associated transportation costs associated with the return of the vehicle. The marshaling contractor shall re-offer the vehicle for sale at no additional cost to the Government.

For vehicles re-offered for sale at the nearest GSA contracted auction site (not the marshaling contractor’s site), the marshaling contractor shall be liable for any re-procurement costs to secure the services at the nearest facility. The marshaling contractor shall reimburse the Government any costs (e.g., transportation costs, re-sale preparation, and re-sale fees) related to the re-sale of the vehicle or any partial refund negotiated by the SCO due to a marshaling contractor misdescription. The additional costs will be negotiated in advance of the re-sale between the Sales Contracting Officer and marshaling contractor and must be approved in writing by the Sales Contracting Officer.

Security and Storage The marshaling contractor shall be responsible for security and storage of the vehicle(s) from the time Sales Preparation services are requested until the vehicle is removed by the successful buyer, released to a State Agency for Surplus Property, released to another contractor approved by the Sales Contracting Officer, or returned back to the Government. The term "secure" means that unauthorized access to the vehicle(s) will not be possible at any time. For sales vehicles, the fees under this CLIN cover the security and storage of vehicles for a base period of 45 days after receipt of the vehicle at the marshaling contractor’s facility.

The marshaling contractor may charge an additional per day fee for additional security and storage beginning after the 45th day in accordance with CLIN 10 Additional Security and Storage. The Government will not be held liable for additional storage charges attributable to a failure by the marshaling contractor to properly notify the Government that a vehicle is in the marshaling contractor’s possession (e.g., failure to notify of receipt, or stocking into the incorrect inventory account). Unauthorized access to the vehicle shall not be given at any time while in the marshaling contractor’s custody. Until possession of the vehicle is released to the successful buyer or other authorized entity, the marshalling contractor shall be held liable for any damages incurred that were not listed upon check-in or on the Vehicle Accountability form generated during marshalling process.

Additions/Removals from sales The Sales Contracting Officer may add vehicle(s) to a scheduled sale in writing at any time prior to the beginning of the inspection period. The marshaling contractor shall add such vehicles as requested. Any additional deficiencies discovered by the marshaling contractor after the check-in and or Condition Report process must be reported to the Sales Contacting Officer immediately via both email and telephone. The Sales Contracting Officer will decide whether to withdraw the vehicle from that auction or to include it with the marshaling contractor announcing the additional deficiencies.

The Government may take possession of any or all of its vehicles upon notification to the marshaling contractor and the marshaling contractor shall permit the Government to enter the premises for that purpose.

The Government may also direct the marshaling contractor to release a vehicle to a State Agency for Surplus Property or another Federal agency prior to sale. If GSA determines a vehicle needs to be removed from the marshaling contractor’s location prior to the auction process, the marshaling contractor may bill the Government for services rendered up to the point of time the vehicles are removed from the premises.

The contractor will be paid the contract amount for all services rendered, and a fee of ten percent (10%) of the CLIN 0006 Sales Preparation fee.

This payment provision does NOT include vehicles that are located at the marshaling contractor’s facility exclusively for marshalling purposes, or to vehicles temporarily removed for repairs.

Inspection The contractor must allow a minimum of eight (8) hours (during normal operating hours) prior to the sale for public inspection. Specific hours and date(s) for public access for vehicle inspection will be coordinated through the Sales Contracting Officer. The Sales Contracting Officer and the contractor can agree to more or less than eight (8) hours of inspection time should it be mutually agreeable and at no additional cost. Inspection periods may be an open inspection period in a prescribed timeframe or may be by scheduled appointment only.

The GSA General Sales Terms and Conditions (SF114C) shall be prominently displayed and in plain view of the general public during the inspection time at the contractor’s facility.

Sale catalogs shall be readily available during the inspection period. (Sale catalogs may need to be printed if provided from the GSA contracted auction facility in electronic format).

The vehicle keys must be available for each vehicle during the vehicle inspection, so that prospective bidders may start the vehicles, engage transmissions, and visually inspect all systems; however, the vehicles may not be moved or test driven. The contractor shall serve as the key custodian during this inspection time and is responsible for replacing any lost/stolen/misplaced keys at no cost to the Government.

All vehicles shall be identified by item number. The vehicles are to be staged in item number sequence during the inspection time.

Vehicle Release and Removal of Purchased Property Upon successful sale and receipt of payment from the purchaser, the contractor will be provided a copy of the GSA contracted auction facility’s bill of sale, successful buyer information, method of payment, and proof of payment.

The marshaling contractor shall not allow the removal of any vehicle until the buyer has paid in full, as evidenced by properly completed sale document from the auction contractor and Sales Contracting Officer approval. The only exception will be approved by the Sales Contracting Officer in the instance where they buyer is using an approved state or local Government purchase order).

Vehicles will only be released upon receipt of proper Government photo identification (e.g., State driver’s license, State identification card) confirming the buyer, method of payment, proof of payment and purchaser properly match, and contain appropriate signatures.

The contractor’s standard security measures shall ensure that the VIN and the sales documents match prior to releasing the sold vehicle.

Any vehicle without appropriate documentation resulting in the loss of a vehicle without verification of receipt of payment shall be the financial responsibility of the marshaling contractor.

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

For vehicles purchased from the marshaling contractor’s location, a bill of sale issued by the GSA contracted auction facility and proof of payment is required.

For vehicles being removed by a purchaser’s agent, the marshaling contractor shall obtain the signature of the removing agent, and record the name and Driver’s License number of the removing agent on a vehicle release form.

The credit card used to make payment must be displayed at time of removal for vehicles purchased and paid via credit card. If said credit card is not available, and a notarized power of attorney provided in its place, removal of property may be delayed until the identity of the removing agent can be verified with the buyer.

If a transporter is the removing agent for a purchaser, a copy of the transporter’s bill of lading indicating the destination must be obtained prior to vehicle release.

The marshaling contractor shall notify the Sales Contracting Officer immediately if the successful bidder fails to remove vehicles purchased within the time frame specified within the applicable Special Terms and Conditions of the sale.

When the marshaling contractor agrees, verbally or in writing, to store the vehicle on behalf of the purchaser at the purchaser’s request after the conclusion of the sale, the marshaling contractor shall notify the Sales Contracting Officer in writing of the vehicles which are being stored on behalf of the purchaser(s). In such a case, possession has transferred from the purchaser to the marshaling facility for safe keeping until the purchaser(s) can retrieve the property. In this instance, the property is considered “removed” for purposes of the SF-114-C and additional storage charges paid by the Government do not apply. The purchaser must be made aware that they are responsible for any storage fees charged by the contractor The marshaling contractor shall provide all documentation relating to the release of the vehicle(s) to the GSA contracted auction facility the same business day the vehicle(s) is released from custody to the successful purchaser or their authorized representative. All documentation should be sent to the GSA Contracted auction facility in a digital format approved by the Sales Contracting Officer and contain legible copies of all documents generated or collected.

The marshaling contractor shall maintain source documents for a minimum of 60 calendar days unless the GSA requests in writing the documents be destroyed earlier. The GSA will request document destruction in writing. When destroying source material the marshaling contractor must shred all source documents and comply with regulations regarding PCI-DSS and PII data destruction. The marshaling contractor shall provide the Sales Contracting Officer a document destruction report certifying the completion of the destruction. The GSA shall provide a destruction report template to the contractor.

The Sales Contracting Officer may request in writing via email that source documents be returned to the Government at any time prior to document destruction. Any requested source documents shall be returned to the Sales Contracting Officer at the Government’s expense and in the manner requested by the Sales Contracting Officer.

Vehicle Descriptions/Complaints After the sale, the contractor shall refer buyers with description complaints to the Sales Contracting Officer of record for the sale.

As the marshaling contractor shall be responsible for the accuracy of all vehicle descriptions provided to the GSA Contracted auction facility, the cancellation of a sale based on vehicle mis-description, or a partial refund to the purchaser due to a vehicle misdescription, is considered the fault of the contractor, unless the mis-description was a deficiency that the Sales Contracting Officer instructed the contractor to not include in the catalog or announce at time of sale. The contractor is not responsible for mis-descriptions determined to be the fault of the Tier I auction contractor.