Attachment 3. Instructions to Offerors.pdf

(ATTACHMENT #3)

VEHICLE TOWING, APPRAISAL, STORAGE, MAINTENANCE & DISPOSAL SERVICES

DISTRICTS OF ALABAMA, ARKANSAS, MISSISSIPPI, AND TENNESSEE

SOLICITATION NO.: 15M50023QA4400001

1. SUBMITTAL INSTRUCTIONS

(a) Proposals are due on Friday, January 6, 2023 by 1:00 p.m. EDT.

(b) All questions with respect to this solicitation must be submitted in writing no later than Wednesday, December 14, 2022 by 12:00 p.m. EDT

(c) Incomplete proposals will not be considered for award. See FAR 52.212-2 “Evaluation – Commercial Products and Commercial Services” (Nov 2021) under Attachment 4 in the Evaluation Factors for Award section. Each area / section of Technical Capability must be addressed in the Written Proposal.

(d) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers.

Questions and Proposals shall be e-mailed t o R i c a r d o . B l a n c o - S o t o @ u s d o j . g o v , Kimberly.Hall2@usdoj.gov, and AFP.Procurement@usdoj.gov. Please reference the solicitation number in the subject line of emails. If more than one email will be sent, please state the total number of emails

(ex. 1 of 3) to be sent in the email or subject line.

FOR INQUIRES ON THIS SOLICITATION PLEASE E-MAIL RICARDO.BLANCO-

SOTO@USDOJ.GOV, KIMBERLY.HALL2@USDOJ.GOV, &

AFP.PROCUREMENT@USDOJ.GOV

(e) Your proposal should contain the following information:

1) Signed and Dated SF-1449 and Completed Offeror’s Information Page.

2) Signed and Dated Standard Form SF-30 (Amendment of Solicitation/Modification of

Contract) [If any amendments were issued]

3) Three (3) Past Performance Data Worksheets (Attachment #6).

4) Price Quote.

5) Proposed Storage Facility – Signed Memorandum of Understanding or Lease Agreement and address of Facility.

6) Technical Capability Materials - one (1)

7) Shall provide a proof of concept for each sales option for review within their proposal.

(f) SYSTEM FOR AWARD MANAGEMENT

Ensure all Representations and Certifications are up to date with all fill ins completed in www.SAM.gov.

(g) TECHNICAL CAPABILITY / WRITTEN PROPOSAL AND SITE VISIT (VOLUME I)

(1) SCHEDULE FOR SITE VISIT: The government may choose to conduct site visits; companies selected for site visits will be notified of the date and time. No rescheduling of site visits will be done unless determined necessary by the government to resolve unanticipated problems or delays encountered in the presentation process.

(2) WRITTEN PROPOSAL: Written proposals shall not exceed 25 pages to include the Physical Security

Plan, tables, charts, etc. Photos, copies of professional certifications, resumes, schematics of the facility, sample marketing plans, Memorandum of Understanding (MOU) and Pricing Schedule are excluded

FAR 52.212-1- INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES. (ADDENDUM)

mailto:Ricardo.Blanco-Soto@usdoj.gov mailto:Kimberly.Hall2@usdoj.gov mailto:AFP.Procurement@usdoj.gov mailto:RICARDO.BLANCO-SOTO@USDOJ.GOV mailto:RICARDO.BLANCO-SOTO@USDOJ.GOV mailto:KIMBERLY.HALL2@USDOJ.GOV from the written proposal 25 page maximum. Proposals shall be typed, double-spaced on standard-sized paper (8.5" x 11") with 1" margins on all sides with 12 point Times New Roman font. If two (2) sided proposals are submitted, each side will count as one (1) page.

Note: If the offeror uses a different format (font size, margin, etc.), the government reserves the right to adjust the proposal to fit the parameters of the format as stated in the RFQ, and if this results in the proposal exceeding the page limitations in any one area, the government will not consider those excess pages.

(3) Your technical proposal should address all of the following:

A. FACTOR 1: FACILITY, STAFFING, AND SECURITY

(i) Describe how your firm's current or proposed facilities meet the requirements of the Statement of

Work (SOW).

a. The offeror shall provide a schematic of the facility or proposed facility for the storage addressing the minimum square footage requirement needed, along with a copy of a signed Memorandum of Understanding (MOU) or Leasing Agreement for the facilities. The MOU should properly detail the requirements of the lease and timeframes equal to the length of the contract action. Include, in full detail, all security measures to limit access, prevent loss, theft and/or damage. It should detail what types of systems will be used for the duration of the contract, access points, proposed users, and any other relevant security measures related to the location.

(ii) Describe the Phase-In/Phase-Out Plan for contract and asset transition.

a. The offeror shall provide their process for the contract phase-in/phase-out at both the start and end of the contract. This plan shall fully define the actions at contract onset to transfer existing assets from incumbent location to the new storage facility, and the actions to close out asset inventory at the conclusion of the contract period. Details provided shall, at a minimum, include time frame, security, equipment, and personnel.

(iii) Describe how your workforce (including sub-lets), will meet the requirements of the SOW.

a. The offeror shall provide a list of job titles and descriptions for all personnel who will be working on the proposed contract. The offeror shall also provide summaries of their proposed personnel showcasing related experience and any applicable licenses and/or other professional certifications (mandatory for auctioneers and appraisers) required to perform the contract actions as assigned. Include any subcontractor(s) proposed for use. The offeror shall address how personnel changes will be implemented and shared during the duration of the contract.

B. FACTOR 2: TOWING AND TRANSPORTATION

(i) Provide proposed equipment for use to meet the transportation requirements for all types of assets as per the SOW.

a. The offeror shall provide a list of equipment that they would use when transporting assets during the contract duration. The offeror should detail the ability to obtain any required equipment within a specified timeframe and their ability to secure additional equipment as needed. The detailed list should properly detail the types of equipment capacities, their use, and any specialty or licensing requirements if needed.

(ii) Describe the asset transportation plan, to include time frames for moving an asset after receipt of the Sub Task Order (STO).

a. The offeror shall provide their step-by-step process, to include time frames, of how they would relocate a vehicle upon notification from the USMS. This process should include a detailed report of the full lifecycle to include original initial assessment, mechanical inspection, necessary repairs as needed, navigational considerations, emergency issues that may arise, and final arrival at the relocation destination.

(iii) Describe ability to track and monitor all transportation activities.

a. The offeror shall provide specifics of how they will track and monitor vehicles in transit as per the SOW. This must include the ability to track all assets from pick-up to arrival at destination, and usage of the standard tow ticket.

C. FACTOR 3: INITIAL INTAKE

(i) Describe the initial intake process of a vehicle.

a. The offeror shall provide their process for how they would intake a vehicle to be stored.

This process should detail the initial intake of a vehicle, detailing services, and maintenance required through the duration of the storage period.

(ii) Describe management system for tracking assets.

a. The offeror shall provide a description of their plan for securely tracking assets during the intake phase to detail case file creation and key storage.

(iii) Describe the process to inventory any inbound asset and the subsequent management of each asset type.

a. The offeror shall describe the process for intake, inventory, and management of any asset as described in the SOW. This description shall fully detail how each asset type would be handled throughout its lifecycle.

D. FACTOR 4: STORAGE AND MAINTENANCE

(i) The contractor shall provide ability to obtain and maintain liability insurance commensurate with the value of asset inventory throughout the life of the contract. (Example: Insurance quotation and policy documents).

a. The offeror shall provide proof of insurance for the noted value of the vehicle inventory from the pricing schedule. Hard copy documentation shall be presented. This proof should indicate that insurance will be obtained for the duration for the contract period and should fully detail the insurance coverages, limits of liability, etc.

(ii) Describe ability to track assets in contractor’s custody.

a. The offeror shall provide how they will be able to successfully track all vehicles from the time of custody until final disposal. Proposal should detail any inventory system that will be used, its ability to track assets in either static or real time, any web-based access points, user abilities, etc.

(iii) Describe ability to perform routine maintenance as stated in the SOW and mechanical repairs/specialty services to all vehicle types when requested by STO.

a. The offeror shall provide how they will accomplish maintenance along with any mechanical repair to the vehicles in their custody. This should include ability to provide an assessment at intake of recommendations that may increase equity to the asset, how specialty services such as mold remediation, winterization, and hidden compartment removal shall be accomplished, and should detail any requirements for maintenance of alternative fuel source vehicles. The proposal shall detail industry standard specifications for automotive work.

E. FACTOR 5: DISPOSAL

(i) Live auction: Describe entire auction process from preview day through the USMS receipt of sale proceeds and documentation (security, registration, and documentation, etc.).

a. The offeror shall provide their process on how they will sell the USMS vehicles to include their proposal of preview period through sale conclusion. The proposal shall include a written plan that details the full lifecycle process of preparing the assets for sale, advertising methods, how assets will be previewed, protected, and how the sale will transpire, to include handling of offers, review of offers and close out.

(ii) Online auction: Provide process for online sales plan to include website sample, how auctions will be conducted online, duration proposed, online security protocols, and marketing plan and outreach efforts.

a. The offeror shall provide their process on how they would conduct an online sale of

USMS vehicles, from creation to marketing to sale conclusion. Offeror shall demonstrate ability to target and market to appropriate outlets and the ability to advertise to the widest market available.

(iii) Provide a sample marketing plan for one low valued vehicle (less than $10k) for one mid valued vehicle (for the range of $10,001 to $99,999) and one high valued vehicle (over $100,000) for a live and/or online sale. Plan should incorporate market research, advertising, proposed sales campaign, creative sales strategy, etc.

a. The offeror shall provide three sample marketing plans and associated market research examples for each of the noted vehicles; to include marketing and advertisement strategies for each specified vehicle category.

(h) PAST PERFORMANCE INSTRUCTIONS (VOLUME II)

(i) By past performance, the government means the offeror’s record of conforming to specifications and to standards of good workmanship; the offeror’s adherence to contract schedules, including the administrative aspects of performance; the offeror’s reputation for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the offeror’s business-like concern for the interest of the customer.

(ii) The evaluation of the offeror’s past performance will be used as a means of evaluating the relative capability of the offeror with that of other competitors.

(iii) In investigating an Offeror’s performance, the government may consider the information provided by the Contractor as well as information obtained from other sources, including past and present customers and their employees; other federal government agencies and the Contractor Performance Assessment Reporting System (CPARS), state and local government agencies; consumer protection organizations and better business bureaus; former subcontractors; and others who may have pertinent information.

(iv) The offeror is required to provide information regarding the level of performance, in terms of delivery and quality achieved, under government and/or commercial contract(s) for the same or similar services within the last three years. The information provided should reflect the offeror’s record of performance in the areas of conforming to specifications, adherence to contract schedules, reputation for reasonable and cooperative behavior, commitment to customer satisfaction and business-like concern for the interest of the customer. Additionally, if performance deficiencies are identified, describe the deficiency, and the corrective action taken.

(v) The offeror is required to provide a completed worksheet “Past Performance Data Worksheet” (Attachment #6) for three (3) similar and relevant Federal Government or Commercial contracts worked on within the last three (3) years from solicitation closing date.

(vi) In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror may not be evaluated favorably or unfavorably on past performance and will receive a neutral rating.

(i) PRICE QUOTE INSTRUCTIONS (VOLUME III)

(i) Each price quote will be evaluated for reasonableness in accordance with FAR 13.106-3(a) as appropriate. Contract award will be based on an assessment of which quotation presents the best combination of technical capability, past performance, and price. The government may make award for other than the lowest price.

(ii) Price must be in line with the fair market price in addition to a fair and reasonable price. Contractors are encouraged to submit their best and realistic pricing to satisfy the terms and conditions of the contract.