Denver_Auction_and_Marshalling_Synopsis_and_Solicitation.docx

CP-FSS-1-A (APR 1993)(LOCAL DEVIATION)

Solicitation Number: 8QMDA-JD-15-SO01 FSC Class – 0753

SERVICE : VEHICLE AUCTIONS AND SUPPORT SERVICES

CONTRACT PERIOD; February 1 2015 or DOA whichever is later through December 31, 2015 with one (1) One year option period of January 1, 2016 through December 31, 2016.

SERVICE AREA: Denver, CO or within 20 miles of the city limits of Denver CO.

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 Fleet Management Division 2865 Lynbrook Drive Abilene, TX 79606

(817) 978-8599 Joe.Dunne@gsa.gov

CP-FSS-30 (APR 1993)

PLEASE REMOVE THIS COVER PAGE(S) BEFORE SUBMITTING OFFER TO GSA.

In accordance with Federal Acquisition Regulation (FAR) Part 12.603, the following information is provided:

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. Solicitation 8QMDA-JD-15-SO01 is issued as a request for proposal and is a total set-aside for small business. The NAICS code utilized for this acquisition is 425120. FAR Clauses 52.212-1, 52.212-2, 52.212-3 52.212-4 and 52.212-5 apply to this acquisition. A performance bond is required for this acquisition. The Defense Priorities and Allocation System (DPAS) is not applicable to this acquisition. Offers are due to the POC listed in the notice by COB January 23, 2015.

Offerors are encouraged to submit their offers electronically to the following address:

Joe.Dunne@gsa.gov.

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

Solicitation Number: 8QMDA-JD-15-SO01 FSC Class – 0753

SERVICE : VEHICLE AUCTIONS AND SUPPORT SERVICES

CONTRACT PERIOD; February 1 2015 or DOA whichever is later through December 31, 2015 with one (1) One year option period of January 1, 2016 through December 31, 2016.

SERVICE AREA: Denver, CO or within 20 miles of the city limits of Denver CO.

SECTION C - DESCRIPTIONS/SPECIFICATIONS/STATEMENT OF WORK

STATEMENT OF WORK:

The U.S. General Services Administration (GSA) seeks contractors who are interested in providing auction and marshalling support services for government owned vehicles in the Denver, CO area.

The Government’s requirements for vehicle sales and marshalling include sedans, station wagons, light trucks (including vans and pickups), medium and heavy-duty trucks and buses and special purpose equipment. Vehicles may be conventionally fueled vehicles, alternative fuel vehicles (AFV’s), electric vehicles (EV’s), low speed electric vehicles (LSEV’s), or may be non-powered vehicles.

Electronic Data Interface (EDI) capability is required for all Tiers and Groups. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the GSA Remarketing Division Contractors shall have the capability to transfer funds electronically (Fedwire or ACH remittance).

Offerors may submit proposals and pricing on any or all services required under this solicitation.

GROUPS:

Offerors must submit separate prices for Group I (GSA Fleet Vehicles), Group II (Other Agencies' Vehicles), Group III (Salvage & Uneconomical to Repair Vehicles), and Group IV (Other Agency Vehicles National Asset Seized And Forfeited Program) and separate prices for all CLINs under those Groups.

Solicitation 8QMDA-JD-15-SO01 Vehicle Auction and Support Services, Denver CO.

GROUP I – GSA FLEET VEHICLES (owned or leased by GSA Fleet) Offers are being solicited on the following vehicle types:

GROUP II – OTHER AGENCY FLEET VEHICLES (owned or leased by the Government) Offers are being solicited on the following vehicle types:

GROUP III– SALVAGE & UNECONOMICAL TO REPAIR

Vehicles that the Government has determined to be salvage or uneconomical to repair shall be separately priced under this Group. Some or all may be inoperable and require towing Offers are being solicited on the following vehicle types:

GROUP IV – OTHER AGENCY VEHICLES (National Asset Seized and Forfeited Program) Vehicles seized by Federal Law Enforcement agencies and offered for sale to the general public.

Offers are being solicited on the following vehicle types:

Orders against this contract shall only be placed by authorized GSA officials. GSA shall provide the contractor with a list of such personnel.

REQUIREMENTS APPLICABLE TO AUCTION SUPPORT SERVICES AND MARSHALLING SERVICES

The U.S. General Services Administration (GSA) seeks contractors who are regularly engaged in the auction of vehicles. Auctions of Government-owned or leased vehicles must include participation by the general public.

Offerors are required to have a sale and/or marshalling facility in Denver, CO or within 20 miles of the city of Denver, CO.

The Government’s requirements for vehicle sales include sedans, station wagons, light trucks (including vans and pickups), medium and heavy-duty trucks and buses and special purpose equipment. Vehicles may be conventionally fueled vehicles, alternative fuel vehicles (AFV’s), electric vehicles (EV’s), low speed electric vehicles (LSEV’s), or may be non-powered vehicles.

The Government reserves the right to sell its own vehicles at any time and/or relocate vehicles to another area and/or another contractor to be sold.

As the rapid sale of vehicles is important to the Government, vehicles provided for auction services shall be auctioned within thirty (30) days of receipt by the contractor. Exceptions to the 30-day auction requirement must be approved in advance by the Government. Auctions shall be scheduled for dates and times that are mutually acceptable to both the Government and the contractor Contractors shall comply with all state, local, and municipal laws and ordinances. This includes licensing, insurance, collection and payment of any and all applicable state and local taxes, and compliance with all laws governing vehicle titling for all Groups. Any liabilities or claims resulting from the contractor’s failure to do so are their responsibility.

Bonding requirements apply as referenced in Section D – Contract Clauses & Provisions Please make note of clauses 52.228-16 PERFORMANCE AND PAYMENT BONDS-OTHER THAN CONSTRUCTION (NOV 2006) Unless otherwise specified by state law, the contractor shall serve as the Government's sale agent. 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 their 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. 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 contract auction. In any event in which a contractor becomes the owner of a GSA vehicle, they must notify (in writing) the contracting officer of the circumstances, and sell, resell, or dispose of the vehicle within thirty (30) calendar days of the ownership of the vehicle.

An inventory management system that allows the auction to record and electronically transmit to the Government vehicle status (including repairs) and all required sales and billing documentation required in this Statement of Work is required. Any offered inventory management system must demonstrate this capability prior to award of a contract.

Facility Requirements

• All facilities and accommodations (e.g., restrooms, parking) shall be fully accessible to the handicapped. Offerors must have an established facility, which is primarily engaged in the auction of motor vehicles. Contractors must have a secure improved hard surface (paved or crushed stone) parking area for storage, inspection, and sale of at least four hundred (400) Government vehicles for any given auction date. The term “secure” means that unauthorized access to the vehicle(s) will not be possible at any time.

· The facility must have restrooms with running water suitable to accommodate the general public. Portable toilets are not acceptable as a lone source of restroom facilities. They may be used to supplement accommodations when crowds are expected to be abnormally large.

· All facilities and accommodations shall be suitably maintained in a clean, orderly, and safe condition at all times. The Contracting Officers Representative (COR) has the right to request further maintenance/cleaning prior to inspection period and auction.

· The contractor must have secured storage for all government license plates and Fleet Services cards. The term “secure” means unauthorized access will not be possible at any time.

· The contractor must have secure storage for government furnished property. The term “secure” means unauthorized access will not be possible at any time.

· At each location for which the government requests, the contractor shall provide each Sales Contracting Officer (SCO) with office space which includes as a minimum, a desk, a chair, network capabilities (Internet access) both in the office and on the block; access to a copy machine, a facsimile machine, a printer; and an analog phone line with a modular jack to be located in the contractor’s office area at no additional cost to GSA.

PCI DSS Compliance All contractors accepting credit and debit cards on behalf of GSA for the purchase of government vehicles are required to maintain full compliance with the Payment Card Industry Data Security Standard (PCI DSS).

The PCI DSS is an industry standard supported by all card networks that applies to any entity processing, storing or transmitting cardholder data. The PCI DSS contains the security requirements to help protect against unauthorized intrusions and account data compromises. Failure to maintain compliance with the PCI DSS puts the contractor at an increased risk of account data compromises. Furthermore, a suspected or known compromise of card processing systems can result in serious damage to the contractor, including reputational harm, significant card association fines and assessments, and potential litigation brought by impacted cardholders and issuing banks who suffer losses as a result of compromised card information.

The contractor will complete an annual PCI DSS validation process. This process will help determine PCI DSS compliance requirements. As part of the validation process, the contractor may be required to conduct quarterly network vulnerability scans by an Approved Scanning Vendor (ASV). A listing of Approved Scanning Vendors, who are authorized to perform the network vulnerability scans, is available at http://www.pcisecuritystandards.org/qsa_asv/find_one.shtml. Network vulnerability scans are required for entities with external-facing Internet Protocol (IP) addresses in contact with the cardholder data environment.

The contractor shall provide a certificate of compliance as requested by the Contracting Officer.

Contract Line Item Numbers (CLIN) Offers must be provided for all the following CLINS. Request/authorization/approval for any CLIN service shall be the responsibility of the COR

1 – Auction Support Services (including Internet and Concurrent Broadcast sales) 2- Marshalling Services (including new, used and reassigned vehicles) 3- Security and Storage 4- Inventory Management System 5- License Plate Removal/Fleet Service Card 6- Vehicle De-Equipping 7 – Repairs (including labor rates, parts discount, paintless dent repair, glass repair and windshield replacement) 8- Reconditioning (sale and reassignment vehicles only) 9 – Transportation 10- Technology

The following CLINS’s may be subcontracted subject to the Limitations in Subcontracting Clause

CLIN 6, 7, 8, and 9

The offeror shall provide to GSA, the names, addresses, and telephone numbers of any subcontractors proposed for performance of those CLIN(s). The information must be updated as changes occur.

CLINS 1, 2, 3, 4, 5, and 9 are solicited on a fee per vehicle basis.

CLINS 6, 7, 8 and 10 are solicited in accordance with the requirements of those CLINs as shown on the Schedule of Items.

Reduced requirements for Group III Vehicles– Salvage. Uneconomical to Repair:

· Marketing– with the exception that newspaper ads are not required; advertising shall be directed only towards licensed salvage dealers.

· Administrative Functions/Documentation/Registration – All services under this CLIN apply with exception of Support Services. However the contractor shall provide personnel as necessary for the sale of these kinds of vehicles and video (with audio) records of the auctions.

CLIN 1 – Auction Services Auction Services shall be offered on a fee per vehicle basis. Fees for Group I, II, III and IV, Types 1 and 2 vehicles must be provided. The majority of vehicles to be sold are operable and in good condition. However, when requested by the Government, contractors shall be responsible for providing Auction and CLIN services for salvage and uneconomical to repair vehicles (Group III). The auction fee includes basic marketing, facilities, auction services, pre-sale wash, administrative functions, documentation, payment collection, and registration. The fee does not include a pre-sale wash for Type III (Salvage/Uneconomical to Repair) vehicles.

Buyer’s fees, registration fees, and/or bid deposits are not allowed.

At auction time, the Government reserves the right to pass a vehicle for sale. If the auction does not achieve the Government’s lowest acceptable sale price for the vehicle, the Sales Contracting Officer (SCO) will direct the auction to pass the vehicle for sale. Vehicles passed or not sold shall be re-offered.at no additional cost to the Government.

Marketing The contractor shall be responsible for advertising the sale. Advertising shall be used to reach the widest potential public market. A marketing plan must be submitted to and approved by the COR either annually or 30 days prior to publication or the auction date, whichever is later. The method and volume of advertising shall be governed by the accepted industry standards of good business merchandising practices and shall target the market interested in the type of property being sold. The marketing plan must include Internet-based marketing strategies. The contractor shall provide the COR with a detailed list of the quantity and type(s) of advertising employed. The contractor shall monitor and provide electronically, documentation of the efficiency of the advertisement program via a survey of the registered bidders. At a minimum, this will include demographics of the registered bidders (by type, e.g. dealer, public, state or local government, business, etc.), and the method by which they were made aware of the sale. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the COR.

Marketing Annual Reporting Requirements:

Annual electronic Marketing reports are required for all sales. Reports are due annually by October 15 to GSA, QMDBD, Director of Remarketing. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as defined by the Director of Remarketing. The contractor shall provide reports by sale, location, and annual summary. Reports should include:

· Marketing Plan

· Detailed list of the quantity and types of advertising employed

· Documentation on the efficiency of the program via a survey of registered bidders At a minimum this will include:

o Demographics of registered bidders (by type, e.g. dealer, public, state or local government, business, etc.

o Method they were made aware of the sale Basic Marketing Services Contractors shall provide a basic marketing service plan either annually or 30 days prior to publication or the auction date, whichever is later, which include the following minimum requirements:

· Ad in a newspaper, trade journal or other local media (either electronic or print), as approved by the COR serving the area where the auction will be held. The ad shall include the location, date, time, general description of the vehicles to be sold, the contractor’s phone number for obtaining further information about the auction, and the URL for the GSA Fleet website (www.autoauctions.gsa.gov). The ad shall also prominently indicate that the auction is open to the public. The size, content, timing of the ad, and the publication used, shall be approved by the COR.

• Internet-based marketing methods shall include the location, date, time, general description of the vehicles to be sold, the contractor’s phone number for obtaining further information about the auction, and the URL for the GSA Fleet website (www.autoauctions.gsa.gov). The ad shall also prominently indicate that the auction is open to the public. The content, timing of the ad, and the Internet-based marketing method used, shall be approved by the COR.

· Placement of each scheduled auction in the contractor’s auction calendar and/or flyer that are sent to the contractor’s dealer networks at least monthly.

· Prominently display GSA advertising posters at the request of the COR.

· Telemarketing, fax, and/or email service to target the market/buyers interested in the vehicles to be sold.

· Inclusion of auction information in the contractor’s Internet website and a direct link from their site to the GSA Fleet Vehicle Sales website (www.autoauctions.gsa.gov) for the entire contract period.

· Social Media – GSA and Contractor will post sale information on available social media sites.

Optional Marketing Services (Not to be included in Auction Services fee) The COR may negotiate for enhanced, or additional, marketing services. A menu of marketing/promotional services offered and their prices shall be provided in response to the COR’s request. Examples of such enhanced services are larger (e.g., full page or half page ads when prior ads were smaller) and more numerous newspaper advertisements, television and radio ads, ads placed in trade publications, distribution of flyers, etc. These offers will be evaluated by the COR.

Administrative Functions/Documentation/Registration/Collection of Payment Contractors shall provide all data described under Administrative Functions/Documentation/Collection of Payment as specified in each subsection or as directed by the COR.

Administrative Analysis Pre-Sale Contractor will provide pricing analysis to GSA to assist in flooring vehicles pre-sale to maximize returns.

Contractor will provide updates on repairs, reconditioning, photographs, and condition reports to GSA prior to finalizing sale inventory.

Uneconomical To Repair Notification Process (UER) – Contractor to identify damage in excess of 60% of Black Book value on vehicles and notify GSA.

In-Sale Real Time Sales Return Analysis – Contractor will analyze overall sale return performance and individual vehicle return performance during the sale in order to maximize sale returns.

Post-Sale GSA will provide Contractor with results analysis and performance benchmarking.

Contractor will host a post-sale discussion to gather feedback and provide input with the goal of improving sale process.

Contractor will provide GSA detailed data on bidders/buyers including but not limited to bidders per state, bidders per vehicle, unique bidders per vehicle, winning bidders and total number of bids Catalog The contractor’s internal inventory system or IMS shall be used to develop a detailed description (catalog) of vehicles for each scheduled auction. The catalog shall include VIN, year, make, model, mileage, cylinders, options, fuel type, accessory equipment, and remarks (e.g., deficiencies). The contractor shall obtain the approval of the SCO for all information printed in the “remarks” block of the catalog. The catalog shall include a copy of the GSA special sales terms and conditions. The contractor shall be held liable for any claims that arise from inaccuracies in the sale catalog, including vehicle descriptions, which are the fault of the contractor.

The contractor shall place a statement in the sales catalog that the sale is subject to the general sales terms and conditions as stated in the SF-114C along with any applicable special terms and conditions. This shall also state that if a successful bidder for a Government vehicle does not make payment in full on the announced date payment is due, that bidder’s payment is late.

GROUP IV - OTHER AGENCY VEHICLES (National Asset Seized and Forfeited Program) The following disclaimer must be published in the sale catalog for each vehicle listed in this group.

“This vehicle was obtained outside of normal government procurement procedures, and therefore the government has no knowledge of maintenance, history or condition and makes no warranty herein”.

The contractor shall prepare and print the sales catalog prior to public inspection and bidder registration. The catalog shall be available for distribution during public inspection and bidder registration.

Sales Documentation The contractor’s inventory system must be capable of generating the paperwork to document all sales of Government-owned vehicles (i.e., SF-97, GSA form 27 or GSA form 27a, and/or contractors’ Bill of Sale as approved by the COR). The contractor shall be held liable for any inaccuracies in the “system generated” forms.

Additions/Removals from sales

The SCO may add vehicle(s) to a scheduled sale at any time prior to the beginning of the inspection period. The contractor shall add such vehicles to the listing and announce the additions at the beginning of the sale.

The Government may take possession of any or all of its vehicles upon notification to the contractor. The contractor shall permit the Government to enter the premises for that purpose. The contractor may bill the government for services rendered up to the point of time the government takes possession of the vehicle(s).

Registration/Inspection The contractor shall register the public and dealers simultaneously. A registration form mutually agreed upon by the COR and the contractor shall be used as the method of registration. No preferential treatment shall be given to either group. The contractor is prohibited from collecting registration fees, bid deposits, or buyers' fees.

Pursuant to the Debt Collection Improvement Act of 1996 (DCIA), the contractor must record Taxpayer Identification Numbers (TIN) either at registration or at the time of award. A TIN is defined as an individual's Social Security Number (SSN) or business entity's Employer Identification Number (EIN). The contractor must safeguard this information in accordance with the Privacy Act (5 U.S.C. 552a) and contract clause 52.224-2, Privacy Act. (A copy of the Privacy Act Notice must be attached to the registration form or posted prominently in the bidder registration area whenever registration is open).

The contractor must allow adequate time (to be defined by the COR) prior to sale for public inspection. The General Sales Terms and Conditions (SF-114C) shall be posted prominently in plain view of the public during registration and inspection throughout the contractor’s facility. All vehicles shall be identified by item number. The vehicle keys must be available for each vehicle during inspection, so that interested bidders may start the vehicles; however, the vehicles may not be moved or test-driven. The contractor shall serve as the key custodian during this time. At both inspection and auction time, the vehicles are to be staged in item number sequence.

Support Services Public announcements shall be made as appropriate by the COR, or by the contractor upon request of the COR, prior to and during the sale. Each sale shall be recorded by audio visual electronic means. The contractor shall provide personnel to execute the following functions prior to, during or after each auction:

· Register bidders for the auction;

· Customer service representatives during inspection, registration, and sale times;

· Representatives to control traffic and oversee parking, as necessary;

· Technicians to start vehicles, as necessary;

· Auctioneer(s) – Vehicles shall be sold with a lot number, and be presented with information to include the item number, model, model year, mileage and any known deficiencies of each vehicle. In case of a live auction, the chant should be slowed so that it is understandable to the general public and only one vehicle shall be at the podium until sold or passed;

· Ring personnel to record bids and obtain signatures of buyers at knockdown time (i.e., when an award is made on a vehicle);

· Personnel to complete and provide sales documents and collect proceeds;

· The contractor shall “chalk” the purchaser’s bidder number (and sale price if requested by COR) on the rear glass of each sold vehicle before it departs the auction lane.

Sales and Billing Documentation The contractor shall complete and provide to each buyer:

· a bill of sale (GSA form 27, GSA form 27a or approved purchasers receipt/block ticket)

· An original United States Government Certificate to Obtain Title to a Vehicle, Standard Form 97 signed by the appropriate Government official.

The approved purchaser’s receipt/block ticket shall include:

· purchaser’s name and address

· bidder number

· SSN/TIN

· signature

· sale price

· item number

· tag number

· VIN

· individual vehicle contract number

· appropriation codes

· appropriate Government official’s signature.

GSA is solely responsible for all fees for auction services. The contractor is prohibited from charging the buyer any buyer’s fee for any sale of any vehicle under the contract.

The contractor shall prepare and express mail to the SCO or designee, no later than four (4) business days after the sale, a sales package assembled in the SCO approved format that contains the following documentation:

All voided SF 97 Forms Two (2) complete, legible copies

· SF-97 and bill of sale (GSA form 27, GSA form 27a, or approved contractors purchasers receipt/block ticket by sale item number and in numerical order)

· ePay credit card payment receipts

· ePay summary reports

· credit card receipt copies (if point of sale credit card terminal was utilized)

· Point of Sale (POS) terminal batch report One (1) complete, legible copy

· reconciliation (GSA Form 3169) signed by the contractor’s authorized representative and the COR

· bidder registration documents

· signed recorder’s sheet (if applicable)

· electronic audio visual recording

· sale catalog

· license plate tracking log (if applicable)

· equipment destruction log (if applicable)

· CNG tank inspection forms (if applicable)

· all marketing materials to include advertising proofs where applicable.

Within two business days after the sale, the contractor shall submit electronically to the SCO the data used to complete the SF-97 and purchaser’s receipt/block ticket to include:

· item number

· tag number

· vehicle identification number (VIN)

· purchase price

· method of payment

· transferee name and address

· odometer reading

· individual vehicle contract number

· date The contractor shall also provide the bank’s Fedwire or ACH remittance receipt data, as defined under Collection/Late Payments. GSA shall define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the COR, and it must be electronically transmitted to the Government via e-mail or FTP.

The contractor shall provide the SCO an electronic itemized invoice covering each sale. The invoice shall show the date of the auction, a complete “REMIT TO” address, the contract number, purchase order number, invoice number, vendor number and a listing of the vehicles offered, sorted by ordering office (Fleet Management Center, as explained by the COR) and in license tag number sequence. The invoice shall include all CLIN services rendered for each vehicle, broken out by contract line item number (e.g., transportation MapQuest mileage, cleaning, plate removal, etc.) and all GSA approved repairs. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the COR. The contractor cannot receive payment for auction or CLIN services by deducting any amount from the sale proceeds. Concurrently, the contractor should electronically submit the invoice to GSA’s Accounts Payable Branch for payment. Using the GSA Vendor Self Service (VSS) application.

State and local governments may participate in the auction sales and will compete with the general public. State or local governments may obligate funds for vehicles by presenting a valid purchase order that has been pre-approved by the SCO. State and local governments will make payment (for purchase orders) directly to GSA. The sale will be documented on and included as a separate CLIN on the reconciliation sheet (GSA form 3169). The proceeds will not be included in the sales proceeds transfer from the contractor to the appropriate account designated by the COR.

Collection/Late Payments The contractor shall be responsible for collecting sales proceeds. The contractor shall also be responsible for properly processing funds (i.e. processing $150 instead of $1500 in credit card receipts). Payments shall only be made in U.S. dollars. The contractor, in conjunction with the COR, shall determine the acceptable forms of payment which may be received from buyers. After proceeds are collected, but no later than four (4) business days after the conclusion of the sale, the contractor shall send all sales proceeds collected from buyers (less purchase order & credit card receipts) via an electronic transfer of funds, as outlined below, to the appropriate Government account designated by the COR.

The method of electronic transfer of funds shall be Fedwire or ACH remittance. Remittance Express (REX) is the current ACH system utilized by GSA Finance. The REX system operates through the Automated Clearing House electronic payments network. Both methods transfer funds to the U.S. Treasury Federal Reserve Bank in New York. With either method, the contractor shall be required to include an addendum record stating the sale number(s) and any other identifying information specified by the COR. The COR will provide written instructions on how to process the Fedwire or ACH payment In the event the contractor electronically transfers an overpayment of funds, the COR must be notified immediately. The sale must be first be reconciled in its entirety. Once the reconciliation is completed, the COR will initiate a refund transaction that will be processed by GSA Finance in Kansas City. This process generally takes six weeks to complete.

The contractor must then, for tracking purposes, send an email or electronic file to the COR stating the sale number, sale date, Fedwire or ACH remittance number, date, time, and amount of the Fedwire or ACH deposit, and the bank from which it was deposited. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the COR.

The COR, at their option, may require the contractor to process specified credit card payments through the Government’s merchant account. In these cases, the contractor shall facilitate the transactions, and payments will go directly into the Government’s credit card account. The use of the GSA Electronic Payment System (GSA ePay) is mandatory. GSA ePay is an Internet-based credit card authorization system. The contractor shall be responsible for processing transactions against the sales contract number applicable to the vehicle being sold. At the discretion of the COR, a point of sale credit card terminal may be provided to the contractor as government furnished property. This equipment is only utilized as a backup means to process credit card payments. The contractor must have prior approval from the COR to utilize this equipment to process any credit card transactions. The COR shall be responsible for providing the credit card processing equipment and for training the contractor’s staff to process credit card transactions. Credit card payments shall be documented as a separate line entry on the GSA form 3169 or other acceptable form of reconciliation sheet for the auction. Credit card payments shall not be part of the contractor’s Fedwire or ACH deposit to the Government.

It is the contractor’s responsibility to make all reasonable efforts to collect full payment for four (4) business days after the sale. If successful, the contractor shall send the sale proceeds collected via a Fedwire or ACH remittance as required above and express mail, for overnight delivery the sales documents also as required above.

If the contractor has attempted to collect payments until the “pay & remove by date & time” and is unsuccessful, the contractor shall notify the COR who may require the vehicle to be sold at the next auction or determine some other disposition. If the vehicle is re-offered, the contractor shall be paid for all services when the vehicle is sold.

Full payments accepted by the contractor, which are later determined to be uncollectable after vehicle release (e.g., stop-payment on a check, insufficient funds, etc.), are the financial responsibility of the contractor. The Government will not pursue collection of proceeds or the return of the vehicle in this case. In any event in which a contractor becomes the owner of a GSA vehicle, they must notify (in writing) the contracting officer of the circumstances, and sell, resell, or dispose of the vehicle (at the contractor’s expense) within thirty (30) calendar days of the ownership of the vehicle and provide written notice to the Government confirming the sale of the vehicle.

Vehicle Release The contractor shall not allow the removal of any vehicle until the buyer has paid in full (with the exception where the buyer is using an approved state or local government purchase order), as evidenced by properly completed sale documents. The contractor’s standard security measures shall ensure that the Vehicle Identification Number (VIN) and the sales documents match prior to releasing the sold vehicle.

Removal of Purchased Property The Government does not provide for nor arrange the transportation of vehicles purchased at auction. 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. The display of a valid Driver’s License or other accepted form of identification will be required to remove property from the sale premises. For vehicles purchased from an auction location, a valid gate pass issued by the auction is required. The contractor shall obtain the signature of the removing agent, and record the name and Driver’s License number of the removing agent on the gate pass copy. The credit card used to make payment must be displayed at time of removal for vehicles purchased on-line 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.

Vehicle Descriptions/Complaints Government vehicles are warranted as to description only; their condition is not guaranteed. The contractor shall be responsible for identifying deficiencies during the check-in/condition report process. When authorized by the COR, deficiencies shall be printed in the catalog, included in any concurrent live broadcast electronic condition reports and announcements, and announced to the audience at the time the vehicle is auctioned. Any additional deficiencies discovered by the contractor after the check-in/condition report process must be reported to the SCO immediately, but not less than two (2) business days prior to public inspection. The SCO will decide whether to withdraw the vehicle from that auction or to include it with the contractor announcing the additional deficiencies. The policies and procedures set in place by GSA will be used to make the final decisions on disclosure of damages.

After the sale, the contractor shall refer buyers with description complaints to the SCO of record. As the contractor shall be responsible for the accuracy of all vehicle descriptions, the cancellation of sales based on vehicle mis-description is considered the fault of the contractor. At the request of the COR, the contractor shall re-offer the vehicle for sale at no additional cost to the Government. In addition, the contractor shall reimburse the Government any expenses, as negotiated with the COR, related to the return of the vehicle to the Government.

Pricing CLIN 1 Groups I, II and IV Base Period Option 1 period 1/1/2015 – 12/31/2015 1/1/2016 – 12/31/2016 Type 1 Vehicle $________________ $_______________ Type 2 Vehicle $________________ $_______________

Group III

CLIN 1A - Internet Auction Services.

The COR may request this CLIN for any number of vehicles. Offers are solicited for Groups I though IV, for the advertising and selling of vehicles via the Internet to the general public. Pricing shall be on a per vehicle basis. Separate pricing is not required for Type 1 and Type 2 vehicles.

CLIN 1A (1) Contractor provided listing service - Static Internet Auctions Offerors for Groups I through IV shall price this item for advertising and selling vehicles via the Internet to the general public. Offers are solicited on a sales fee per vehicle basis. The fee paid for this CLIN shall be in lieu of, not in addition, to the fee bid for CLIN 8. In the event a listed vehicle does not sell online, the contractor is entitled to a listing fee to recover their expenses involved in preparing and posting that vehicle for sale online. This fee shall be a flat rate per vehicle.

Contractors shall meet the requirements defined under the Statement of Work with the following exceptions:

· Registration shall be conducted via secure transactions over the Internet. An electronic equivalent to the live auction process will be acceptable.

· Contractors shall qualify bidders and conduct secure financial transactions over the Internet

· The price bid for this CLIN shall include all of the provisions under CLIN 1 with the exception of:

Catalog Support Services paragraphs under Administrative Functions/Documentation/Registration/Collection of Payment are not required o Support Services – Contractor provided personnel are not required for traffic control, parking assistance, or driving vehicles through the lanes Ring personnel are not required An auctioneer is not required, however, bids must be evaluated in such a manner as to ensure each vehicle is awarded to the highest bidder.

An electronic audio visual recording is not required The contractor shall include the complete vehicle description and photographs during the advertising time, along with a copy of the Internet Sales Terms and Conditions (SF-114C) and any other special terms and conditions. The contractor shall be responsible for the accuracy of the vehicle descriptions. Any additional information the contractor recommends for inclusion shall be pre-approved by the COR Vehicles shall be listed and offers taken for up to a minimum of five (5) working days, unless another timeframe is mutually agreed upon. Should the vehicle not meet reserve (sell) during the internet sale, the COR reserves the right to include the vehicle(s) in a future auction.

Static Internet Sales Reporting Requirements:

Annual electronic Internet sales reports are required for all non GSAAuctions® static Internet sales. Reports are due annually by October 15 to GSA, QMDBD, Director of Remarketing. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as defined by the Director of Remarketing. The contractor shall provide reports by sale, location, and annual summary. Reports should include:

· Number of Internet Sales

· Total number of vehicles offered

· Total number of vehicles sold

· Internet Buyers data

• Internet Bidders data

· Second Highest Bidders data

· Total Sales

· Total Internet Sales

Pricing CLIN 1 A (1)

Group I, II, and IV Base Period Option 1 period 1/1/2015 – 12/31/2015 1/1/2016 – 12/31/2016

CLIN 1A (2) Contractor provided listing service and GSA provided listing service - Closed Internet Sales Closed Internet Sales (Internet sales to a closed buyer base) are only applicable for sales of vehicles that have previously fulfilled the requirement of being offered to the general public for sale and have not sold. Offers are solicited for Groups I through IV on a per vehicle basis. The fee paid for this CLIN shall be in lieu of, not in addition, to the fee bid for CLIN 8.

Contractors shall meet the requirements defined under the Statement of Work with the following exceptions:

· Registration shall be conducted via secure transactions over the Internet. An electronic equivalent to the live auction process will be acceptable.

· Contractors shall qualify bidders and conduct secure financial transactions over the Internet

· The price bid for this CLIN shall include all of the provisions under CLIN 1 with the exception of:

o Catalog Support Services paragraphs under Administrative Functions / Documentation/Registration/Collection of Payment are not required o Support Services – Contractor provided personnel are not required for traffic control, parking assistance, or driving vehicles through the lanes o Support Services – Ring personnel are not required o Support Services – An auctioneer is not required, however, bids must be evaluated in such a manner as to ensure each vehicle is awarded to the highest bidder.

o Support Services – An electronic audio visual recording is not required The contractor shall include the complete vehicle description and photographs during the advertising time, along with a copy of the Internet Sales Terms and Conditions (SF-114C) and any other special terms and conditions. The contractor shall be responsible for the accuracy of the vehicle descriptions. Any additional information the contractor recommends for inclusion shall be pre-approved by the COR.

Vehicles shall be listed and offers taken for up to a minimum of five (5) working days, unless another timeframe is mutually agreed upon. Should the vehicle not meet reserve (sell) during the internet sale the COR reserves the right to include the vehicle(s) in a future auction. In the event a listed vehicle does not sell online, the contractor is entitled to a listing fee to recover their expenses involved in preparing and posting that vehicle for sale online. This fee shall be a flat rate per vehicle.

Closed Internet Sales Reporting Requirements:

Annual electronic Internet sales reports are required for all non GSAAuctions® closed Internet sales. Reports are due annually by October 15 to GSA, QMDBD, Director of Remarketing. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as defined by the Director of Remarketing. The contractor shall provide reports by sale, location, and annual summary. Reports should include:

· Number of Internet Sales

· Total number of vehicles offered

· Total number of vehicles sold

· Internet Buyers data

· Internet Bidders data

· Second Highest Bidders data

· Total Sales

· Total Internet Sales

Pricing CLIN 1 A (2)

Group I, II and IV Base Period Option 1 period 1/1/2015 – 12/31/2015 1/1/2016 – 12/31/2016

CLIN 1B Concurrent Broadcast Auction Offerors for Groups I through IV shall price this item for advertising and selling vehicles via the Internet while concurrently offering them during a live auction. Offers are solicited on a sales fee per vehicle basis. This fee is in addition to the fee bid for the contractors' pricing for awards of CLIN 1.

Contractors shall meet the requirements defined under the Statement of Work with the following exceptions:

· Registration shall be conducted via secure transactions over the Internet. An electronic equivalent to the live auction process will be acceptable.

· Contractors shall qualify bidders and conduct secure financial transactions over the Internet.

· Registered users of the concurrent broadcast system shall be required to acknowledge receipt of the general sales terms and conditions (SF-114C) and any special terms and conditions.

The contractor shall include the complete vehicle description and photographs, as well an electronic condition report, during the concurrent broadcast. The contractor shall be responsible for the accuracy of the vehicle descriptions. Any additional information the contractor recommends for inclusion shall be pre-approved by the COR. The contractor shall grant read only access of the concurrent live broadcast system to GSA so the COR or other GSA Representatives may view the system prior to and during the sale.

Concurrent Live Broadcast Reporting Requirements:

Annual electronic Internet sales reports are required for all Concurrent Live Broadcast Internet sales. Reports are due annually by October 15 to GSA, QMDBD, Director of Remarketing. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as defined by the Director of Remarketing. The contractor shall provide reports by sale, location, and annual summary. Reports should include:

· Total vehicles sold online

· Number of buyers online by Sale and Lane

· Online buyers

· Online Attendees

· Total Sales

· Total Concurrent Live Broadcast Sales Concurrent Live Broadcast Sales Reports are required to be submitted to the COR within two (2) business days after each sale. GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as defined by the COR. Each sale report shall include:

· Total vehicles sold online

· Number of buyers online by Sale and Lane

· Online buyers

· Online Attendees

· Total Sales

· Total Concurrent Live Broadcast Sales

· Concurrent Live Broadcast transcript (if available)

Pricing CLIN 1 B

Group I, II and IV Base Period Option 1 period 1/1/2015 – 12/31/2015 1/1/2016 – 12/31/2016

CLIN 2 - Marshalling Services 2A Marshalling Services – New, Exchange, or Reassigned Vehicle 2B Fueling New or Reassigned Vehicle 2 C Sales Preparation

ADDITIONAL REQUIREMENTS APPLICABLE TO CLIN 2

Invoicing requirements:

The contractor shall provide GSA an electronic itemized invoice monthly for all marshalling services rendered that have not been paid with the GSA Fleet Services Card. The invoice shall show the date of the vehicles marshaled, a complete “REMIT TO” address, the contract number, purchase order number, invoice number, vendor number and a listing of the vehicles marshaled, and in license tag number sequence. The invoice shall include all CLIN services rendered for each vehicle, broken out by contract line item number (e.g., transportation, cleaning, plate removal, etc). GSA will define the electronic file requirements in a comma delimited ASCII format, in Microsoft Excel format, or other electronic format as directed by the COR. Concurrently, the contractor should electronically submit the invoice to GSA’s Accounts Payable Branch for payment.