Attachment 3 - RFP Instructions for 70B01C25R00000045 Vehicle Disposal Services Solicitation.pdf

Department of Homeland Security

U.S. Customs and Border Protection

Mobile Assets Program Management Office (MAPMO)

Vehicle Disposal and Auction Services

Combined Synopsis/Solicitation Instructions for

RFP 70B01C25R000000045

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.203, as supplemented with additional information included in this notice. This announcement is the only solicitation; proposals are being requested, and a written solicitation is attached.

2. The solicitation number is Request for Proposal (RFP) 70B01C25R00000045.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06.

4. The associated North American Industrial Classification System (NAICS) code for this procurement is 425120 with a small business size standard of 100 employees. This requirement is a Total Small Business set-aside, and only qualified offerors may submit bids.

5. Contract Line Items:

In accordance with Federal Acquisition Regulation (FAR) 16.504 the below is a realistic estimated total maximum quantity captured in the below tables. This estimate is not a representation to an offeror that the estimated maximum quantity will be required or ordered, or that conditions affecting requirements will be stable or normal.

The minimum guaranteed amount for this contract will be ten (10) vehicles. The vendor will be paid from vehicle disposal sales proceeds.

6. Pricing Sheet for Vehicle Disposal Services – See Attachment 3

7. Description of Requirements – See Attachment 1– Statement of Work

8. The selected Offeror must comply with the terms and conditions listed in the RFP 70B01C25R00000045.

9. Government Sales Center Waiver Information:

CBP currently operates as a Sales Center with temporary waiver authority granted by the General Services Administration (GSA). CBP is currently working to secure permanent authority. If GSA does not grant CBP permanent authority nor extend temporary waiver authority beyond December 31, 2027, CBP may not exercise the full period of performance.

10. Contract Ordering Procedures:

a. Orders placed under this contract must utilize the following procedures:

i. Orders that authorize the contractor to utilize proceeds of sale to be credited to the price or cost of the contractor’s performance of the vehicle disposition as defined in Federal Management Regulations (FMR) Part 102-38—Sale of Personal Property.

b. The period of performance of orders is not permitted to extend beyond the expiration of the base IDIQ contract.

c. Oral orders under this contract are not authorized.

d. Contractors shall provide notice to CBP Contracting Officer and Contracting

Officer Representative (COR) when ordering levels exceed the following accrual points:

• 50% of any Contract Line Item (CLIN)

• 90% of any Contract Line Item (CLIN)

e. The agencies authorized to issue orders under this contract are the following.

Participating agencies’ Contracting Officer and Contracting Officer Representative contact information will be provided upon award of the IDIQ contract and their respective Task Orders.

• U.S Customs and Border Protection (CBP)

• U.S. Immigration and Customs Enforcement (ICE)

• U.S. Secret Service

• U.S. Forest Service

• Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF)

• U.S. Marshal Service

• Federal Bureau of Investigations (FBI)

j. All administrative responsibilities of the task orders are delegated to the authorized ordering agencies. These responsibilities include, but not limited to, Federal Procurement Data System – Next Generation (FPDS-NG) data entries, CPARS data entries, and other functions as required.

k. Copies of task orders executed against the IDIQ shall be furnished by ordering agencies to the CBP Contracting Officer and Contracting Officer Representative (COR) for IDIQ contract administration purposes.

l. Service Contract Labor Standards apply to this IDIQ. Wage Determinations are applicable to the RFP and are incorporated by reference for all states and locations. The following labor categories apply to the wage determinations.

01011 - Accounting Clerk I 01012 - Accounting Clerk II 01013 - Accounting Clerk III 01020 - Administrative Assistant 01041 - Customer Service Representative I 01042 - Customer Service Representative II 01043 - Customer Service Representative III 01051 - Data Entry Operator I 01052 - Data Entry Operator II 01060 - Dispatcher Motor Vehicle 01070 - Document Preparation Clerk 01111 - General Clerk I

01112 - General Clerk II 01113 - General Clerk III 01300 - Scheduler Maintenance 01311 - Secretary I 01312 - Secretary II 01313 - Secretary III 01531 - Travel Clerk I 01532 - Travel Clerk II 01533 - Travel Clerk III 01611 - Word Processor I 01612 - Word Processor II 01613 - Word Processor III 05005 - Automobile Body Repairer Fiberglass 05010 - Automotive Electrician 05040 - Automotive Glass Installer 05070 - Automotive Worker 05110 - Mobile Equipment Servicer 05130 - Motor Equipment Metal Mechanic 05160 - Motor Equipment Metal Worker 05190 - Motor Vehicle Mechanic 05220 - Motor Vehicle Mechanic Helper 05250 - Motor Vehicle Upholstery Worker 05280 - Motor Vehicle Wrecker 05310 - Painter Automotive 05340 - Radiator Repair Specialist 05370 - Tire Repairer 05400 - Transmission Repair Specialist 11030 - Cleaner Vehicles 13071 - Photographer I 13072 - Photographer II 14041 - Computer Operator I 14042 - Computer Operator II 14043 - Computer Operator III 14044 - Computer Operator IV 14045 - Computer Operator V 14071 - Computer Programmer I 14072 - Computer Programmer II 21020 - Forklift Operator

31361 - Truckdriver Light 31362 - Truckdriver Medium 31363 - Truckdriver Heavy 31364 - Truckdriver Tractor-Trailer 99710 - Recycling Laborer 99711 - Recycling Specialist 06550 - Senior Retail Automotive Technician 06520 - Retail Automotive Technician 06510 - Retail Automotive Helper Auctioneer Title Clerk Licensed Automobile appraiser

Submission Instructions for Offerors

Each offeror’s proposal submitted in response to this RFP shall be prepared in three volumes as delineated in the table below. Each of the volumes shall be separate and complete.

Volume Number

Volume Title Page Limit

Cover Sheet(s) Offerors shall submit a 1-page Cover Sheet for each volume (Factor) of the proposal, three

(3) cover sheets total. (not including completed 52.204-24, 52.204-26, 52.212-3).

Cover sheets do not count against the page limitations for each volume.

I Factor 1 - Technical and Management Approach Sub-Factor 1.1: Statement of Work Sub-Factor 1.2: Quality Assurance and Management Planning

Offerors shall submit up to 15 pages total for Factor 1 (not including the Cover page).

Sub-Factor 1.1 – up to 10 pages total Sub-Factor 1.2 – up to 5 pages total

II Factor 2 - Past Performance

Offerors shall submit at least 2 but not more than 3 past performance references. Two (2) pages per Past Performance Reference – up to 6 pages total.

III Factor 3 - Price Proposal Offerors shall submit pricing proposals via the Pricing Sheet for Vehicle Disposal Services (Attachment 3).

Offerors are required to submit electronic copies of their proposals as stated in the table above.

Electronic copies of the submissions and any modifications or revisions, shall be submitted as follows:

Questions are due October 15, 2025, at 12:00 pm EST, to the Contract Specialist, Charlene Bunting at Charlene.M.Bunting@cbp.dhs.gov and the Contracting Officer, Rick Travis at Rick.A.Travis@cbp.dhs.gov.

mailto:Charlene.M.Bunting@cbp.dhs.gov mailto:Rick.A.Travis@cbp.dhs.gov

Proposals are due October 29, 2025, at 12:00PM EST. Proposals must be sent electronically by email to the Contract Specialist, Charlene Bunting at Charlene.M.Bunting@cbp.dhs.gov and the Contracting Officer, Rick Travis at Rick.A.Travis@cbp.dhs.gov .

All electronic submissions must be delivered in Microsoft® Office Suite 2013 (or higher versions when available) format for text submissions, and Microsoft® Office Suite 2013 (or higher versions when available) for spreadsheet submissions. Offerors may submit .PDF documents for Factors 1 and 2 also.

For each volume of the proposal submission, the offeror must identify the RFP number in the Subject Line of the email and should include “# of #” if multiple emails are required for submission of the entire proposal. Offerors are advised to submit electronic documents early and confirm successful transmission/receipt. Offerors may also want to consider sending more than one email to ensure size limitations will not hinder transmission (there is a 10MB size limitation for all individual CBP incoming transmissions). The contract specialist will provide an email return response signifying receipt of the transmission(s).

Late submissions, modifications, or revisions received via email after the exact time specified for receipt of submissions is late and will not be considered unless the CO determines that (1) there is acceptable evidence to establish that it was received at the Government email designated for receipt of submissions and was under the Government’s control prior to the time set for receipt of submissions, or (2) it is the only submission received. However, a late modification of an otherwise successful submission that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted. Submissions may be withdrawn by written notice received at any time before award.

Each volume shall have a cover sheet. The cover sheet shall be clearly marked as to the volume number, title, RFP number, and contractor’s name, address, telephone number, and email address.

The term “offeror” as used herein refers to the single legal entity submitting the offer to U.S.

Customs and Border Protection. The work performed by the offeror shall be conducted by a corporate entity that will be totally responsible for all task order activities.

• The Government reserves the right to award an IDIQ and order without discussions or clarifications. Therefore, the offeror’s submission must contain their best terms. However, the Government reserves the right to solicit clarification of the offeror’s proposal or enter into discussions, if the Contracting Officer determines them to be necessary.

• The offeror shall include the point of contact (name, telephone number, and e-mail address) that can assist the Contracting Officer with technical questions/problems associated with the offeror’s submission.

• The Proposals shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.

MS Word or .PDF files shall use the following page setup parameters:

Margins shall be 1” inch on all sides.

The Font type for all submissions shall be Arial Regular. Other Font types will not be considered for evaluation.

mailto:Charlene.M.Bunting@cbp.dhs.gov mailto:Rick.A.Travis@cbp.dhs.gov

Font Size shall be no less than 11. This font type and size applies to any graphs, charts, or tables within the proposal.

The following additional restrictions apply:

• Every page, except for the Cover Sheet, of each volume shall contain a volume number and a page number. Blank pages shall contain the marking “Page Intentionally Left Blank”. Every page will contain the offeror’s name and the RFP number. It is the offeror’s responsibility to ensure data considered sensitive is marked as such. Only these markings may appear in the margins. A standard non-disclosure statement is allowed in the footer of each page.

• The Title Page, table of contents, indexes and glossaries will not count against page limitations.

Please note, however, that information contained in those portions of the proposal will not be considered as part of the government’s evaluation and are provided for ease of reference and informational purposes only. Qualifying pages partially used will be counted as one qualifying page.

Proposals must be prepared in accordance with instructions and provide all required information in the format specified. The Offeror is responsible for including sufficient details to permit a complete and accurate evaluation of the Proposal.

The required format is designed to ensure submission of information essential to the understanding and comprehensive evaluation of the offeror’s proposal. Pages in excess of the maximum will be removed from the end of the proposal volume by the Contracting Officer without being evaluated.

Factor 1 Instructions

• Sub-Factor 1.1: Statement of Work. The Offeror shall address each area of the Statement of Work in sufficient detail to demonstrate a clear understanding of the Statement of Work. Offerors shall present a realistic and efficient approach to fulfilling the Statement of Work’s requirements.

• Sub-Factor 1.2: Quality Assurance and Management Plan. The Offeror shall provide a sample Management Plan which shall illustrate the degree to which the Offeror comprehends logistics, schedule, and any other issues the Government should be aware of in order to fulfil the requirements. The Quality Assurance and Management Plan shall also demonstrate the quality and effectiveness of the allocation of personnel and resources. The plan shall include, at a minimum, descriptions of how the Offeror will:

o Adhere to time schedules o Provide reports and data o Perform activities to obtain maximum proceeds for vehicles and parts o Ensure customer satisfaction and/or resolve issues

Factor 2 Instructions

To address the Past Performance Factor, offerors shall provide at least two (2) and no more than three (3) references. For each reference used to demonstrate past performance, the Offeror must provide the contract number, the name of the point of contact, and their contact information within the organization where the services were performed. Offerors shall provide information on any problems encountered on the identified contracts and the offeror’s corrective actions.

All past performance must have been completed or substantially completed within the past five

(5) years of the RFP closing date. Reference may be ongoing. Offerors may include projects with the Federal Government, agencies of state and local governments, and commercial customers.

The offeror shall provide the following information in connection with each of the examples of past performance.

1. Name of Government agency (Federal, state or local) and contracting activity or company name;

2. Contract/task order/subcontract number;

3. Contract/task order type;

4. Dollar value;

5. Date of contract/task order award and period of performance (including option periods and award term periods, if applicable);

6. State performance responsibility as either prime contractor or subcontractor;

7. Description of work performed, including summary of program, specifications of systems maintained, number of change requests per year, and business process improvements made to customer;

8. Specialized Experience POCs: Name, mailing address, e-mail address, telephone number, and fax number of the following references:

1. Contracting Officer or company business manager

2. Contracting Officer’s Representative or company principal technical point of contact.

Past Performance must come from the small-business prime contractor.

Factor 3 Instructions

Offerors must complete the attachment titled “Vehicle Disposal Pricing Sheet”. Offerors will input the “Individual Unit Price Per Vehicle Cost” (column C) for the base year and all option years.

No other columns or lines are to be changed.

Evaluation Criteria

FACTOR 1 – TECHNICAL AND MANAGEMENT APPROACH:

Each Offeror will be evaluated on a contractor-provided approach formulated to meet the requirements of the Statement of Work (SOW). The following sub-factors will be evaluated. Sub-factor 1.1 is more important than 1.2.

• Sub-Factor 1.1: Statement of Work. The Government will evaluate the approach to ensure the offeror provided narrative describing their understanding of the objectives and technical and operational requirements. The narrative shall not simply restate the SOW.

Sub-factor I will be evaluated to assess the viability and robustness of the proposed approach and capabilities for satisfying the requirements of the SOW.

• Sub-Factor 1.2: Quality Assurance and Management Plan. The Government will evaluate the offeror’s demonstrated ability to manage all aspects of the contract in an efficient and effective manner that will achieve the program and mission requirements set forth in the SOW. The Government will also evaluate the offeror’s ability to provide quality customer service and address customer issues.

Adjectival Ratings for Factor One- Technical and Management Approach:

Rating Definition

Superior Proposal exceeds the requirements in a way which yields significant benefits to the Government. Weaknesses, if any, are of small impact and NO significant weaknesses or deficiencies.

Satisfactory Proposal meets all requirements; proposal offers no significant benefits beyond the stated requirements. No significant weaknesses or deficiencies exist.

Marginal Proposal fails to meet the minimum requirement or has one or more significant weaknesses that are correctable without major revisions to the proposal.

Unsatisfactory Proposal fails to meet the requirement; one or more deficiencies for which correction would require a major revision or redirection of the proposal.

Factor 1 and each sub-factor will be evaluated individually, with Factor 1 also receiving an overall rating.

FACTOR 2 – PAST PERFORMANCE:

Offerors will be evaluated on their past performance of services that are relevant, as solely determined by the government.

The Government shall consider this information, as well as information obtained from any other sources, when evaluating the offeror’s past performance. 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.

Adjectival Ratings for Factor 2 Past Performance:

Rating Definition Highly Satisfactory

(HS)

Based on a respondent’s past performance record, essentially no doubt exists that the respondent will successfully perform the required effort.

Satisfactory Based on a respondent’s past performance record, the respondent is likely to successfully perform the required effort.

Unsatisfactory (U)

Based on a respondent’s past performance record, doubt exists that the respondent will successfully perform the required effort.

Neutral (N) No relevant past performance record is available for evaluation.

FACTOR 3 – PRICING:

An evaluation of proposal pricing provided by Offerors via the Vehicle Disposal Services Pricing Sheet of the solicitation will be made in order to make a determination of fair and reasonable pricing.

BASIS OF AWARD (TRADE-OFF ANALYSIS) (JUN 2007)

Award shall be made to the offeror whose proposal is determined to best meet the needs of Government after consideration of all factors -- i.e., provides the “best value.” “Best value” is defined here as the procurement process that results in the most advantageous acquisition decision for the Government and is performed through an integrated assessment and trade-off analysis among price and non-price factors.

The basis for the award of a contract as a result of this Request for Proposal (RFP) will be a detailed, integrated evaluation by the Government on the basis of how well the proposal satisfy the evaluation criteria contained in the provision entitled “Evaluation Criteria” in this solicitation.

Accordingly, the Government may award any resulting contract to other than the lowest priced offeror or other than the offeror with the highest technical merit rating.

The Contracting Officer or Source Selection Authority has the right to determine whether two or more technical proposals are "substantially equal" or whether any differences in technical weighing are "significant" for the purpose of evaluating the overall merit of proposals. Between proposals of substantially equal technical merit, price will become a more significant factor.

Between competing proposals, the Government is not willing to pay significantly more for a minor technical difference, nor is the Government willing to forego a significant technical difference in exchange for a small cost/price differential.

RELATIVE IMPORTANCE OF EVALUATION FACTORS (JUN 2007)

Award will be made to the responsible offeror whose proposal provides the combination of criteria offering the best overall value to the Government.

For this solicitation, the major evaluation factor categories are:

Factor 1 Technical and Management Approach (Non-Cost) Sub-Factor 1 Statement of Work (Non-Cost) Sub-Factor 2 Quality Assurance and Management Plan (Non-Cost)

Factor 2 Past Performance (Non-Cost)

Factor 3 Price

All evaluation factors/subfactors contained under the major categories identified above as “Non- Cost”, when combined, are significantly more important than Price. The Government is more concerned with obtaining superior technical/performance capability (represented by the non-cost evaluation categories) than with making an award at the lowest overall evaluated price.

However, if the technical /performance aspects of competing proposals are determined to be essentially equivalent, the evaluated price may become the determining factor for award. The determination that technical/performance aspects are essentially equal is within the discretion of the source selection official.

Department of Labor Wage Determinations are applicable for each location that work is performed. The Wage Determination will be determined at the time of award.