Attachment 3 - Instructions to Offerors .docx

(Attachment # 3)

VEHICLE TOWING, APPRAISAL, STORAGE, MAINTENANCE & DISPOSAL SERVICES

DISTRICTS OF TEXAS (NORTHERN, EASTERN, AND WESTERN) AND

DISTRICTS OF OKLAHOMA (NORTHERN, EASTERN, AND WESTERN)

SOLICITATION NO.: 15M50022QA4400009

FAR 52.212-1- INSTRUCTIONS TO OFFERORS- COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES. (ADDENDUM)

1. SUBMITTAL INSTRUCTIONS

(a) Quotes are due on Wednesday, August 24, 2022 by 1:00 p.m. Eastern

(b) All questions with respect to this solicitation must be submitted in writing no later than Tuesday, August 16, 2022 by 12:00 p.m. Eastern

(c) Incomplete quotes will not be considered for award.

(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.

(e) Quotes may be e-mailed to Ricardo.Blanco-Soto@usdoj.gov and Jenelle.Jackson@usdoj.gov. Please reference the solicitation number in the subject line of emails. If more than one email will be sent, please state 1 of total numbers 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 AND JENELLE.JACKSON@USDOJ.GOV.

Please reference the solicitation number in the subject line of emails.

(f) 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) The Representations and Certifications with all fill-ins completed via www.SAM.gov registration.

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

5) Price Quote.

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

7) Technical Capability Materials - one (1)

(g) PAST PERFORMANCE INSTRUCTIONS (VOLUME I)

Each company must submit three (3) Past Performance Data Worksheets for similar and relevant Federal Government or Commercial contracts worked on within the last three (3) years from the solicitation closing date. 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.

(h) PRICE QUOTE INSTRUCTIONS (VOLUME II)

Each company must submit one (1) original Price Schedule (Attachment #8). The pricing schedule will be provided in Microsoft Excel. Once the unit price is entered for a line item, an automatic calculation will occur for the total price of the line item. The total amount for each year will also be automatically calculated, as well as, the total price of the contract. There are three (3) tabs at the bottom of the excel spreadsheet. Pricing shall be completed on the excel spreadsheet only. FAR 52.217-8 will be calculated by using 50% of Option Year 4.

(i) TECHNICAL CAPABILITY / WRITTEN PROPOSAL AND SITE VISIT (VOLUME III)

(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, schematics of the facility, sample marketing plan, Memorandum of Understanding (MOU) and Pricing Schedule are excluded 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 RFP, 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. FACILITY, STAFFING, AND SECURITY

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

(ii) Describe in detail the Phase In Plan for contract transition (to include time period, security, equipment, personnel, etc.).

(iii) Describe in detail the Phase Out Plan for contract transition (to include time period, security, equipment, personnel, etc.).

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

(v) Describe your Physical Security Plan in place at all facilities to be used for the duration of the contract. The PSP should include at a minimum the following information:

· Facility location: State the address of all locations to be utilized by the contract

· Facility Requirement: Total amount of square footage required for indoor and outdoor facility and how much storage area vendor has available

· Physical Security Requirement: Describe area where vehicles will be stored. Describe the surveillance camera system and emergency response notification and length of time information is stored in security system.

· Photos: Provide photos of the indoor and outdoor facility.

· Schematic: Provide a sketch of the facility and where items are located (parking, indoor and outdoor storage and the layout of vehicles, doors, security cameras, lighting, fencing, etc)

· Preview and auction day including: Facility, Resources and Standard Operating Procedures.

B. TOWING

(i) Provide proposed equipment for use to satisfy towing requirements for all types of vehicle and vessel sizes as per the SOW.

(ii) Provide detailed plan of towing process for transition of assets from incumbent facility to newly awarded facility.

(iii) Describe in detail towing plan upon receipt of the STO including time frames for towing to proposed storage location(s) from all areas covered by the contract after contract is in place. Demonstrate ability to track and monitor all tow activities.

C. INITIAL INTAKE

(i) Describe initial intake of a vehicle

(ii) Describe management system for tracking and storing keys and case files/records.

(iii) Describe process to inventory vehicle and contents and subsequent removal of any personal property.

D. STORAGE, AND MAINTENANCE

(i) Describe your 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)

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

(iii) Demonstrate ability to perform maintenance and mechanical repairs as requested to vehicle types as stated in the SOW; along with ability to perform specific tasks such as mold remediation, removal of hidden compartments and winterization and or long-term storage.

E. 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.).

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

(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 online sale. Plan should incorporate market research, advertising, proposed sales campaign, creative sales strategy, etc.