SOW_pp.pdf

REQUEST FOR QUOTE

PERSONAL PROPERTY TRANSPORT, STORAGE, MAINTENANCE & DISPOSAL SERVICES

SOUTHERN DISTRICT OF FLORIDA

SOLICITATION #: DJM-14-A44-Q-0040

Personal Property Statement of Work

1) INTRODUCTION

The purpose of this requirement is to provide proper personal property transportation, storage, and disposal services for the United States Marshals Service (USMS), Southern District of Florida.

2) DEFINITIONS AND TERMS

a) “AS IS WHERE IS”: Personal Property will be sold with no warranty or guarantee whatsoever.

Personal property is to be purchased exactly as they appear at auction. They will be sold based on their appearance only. “As is” is a disclaimer of warranties or representations. “Where is” denotes that the buyer takes the personal property as found and must remove it from the point of sale.

b) CONTRACTING OFFICER (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

c) CONTRACTING OFFICER’S REPRESENTATIVE (COR): A Government employee who provides technical direction to the contractor. The COR is designated in writing by the CO.

d) USM-102: Seized property and evidence control form which provides description of the asset and custodial information.

3) FACILITY LOCATION, PERFORMANCE AREA, TRANSITION & PERFORMANCE PERIOD

a) Contractor storage facility shall be located within 30 road miles of the USMS, Southern District of Florida located at Wilkie D. Ferguson, Jr. Court House, 400 N. Miami Avenue, 6th Floor, Miami, Florida 33128.

b) The following performance area shall be covered by this contract: Dade, Broward, Palm Beach, and Monroe Counties.

c) The contractor, including the contractor’s facility, shall be fully equipped and ready to begin performance as of award.

d) This order may be cancelled at any time due to the expiration of time or funds at the convenience of the Government.

4) REQUIREMENTS

a) Prior to storage location approval, contractor shall provide three references of services from either a Federal, state, or local government agency to USMS district contact. References shall include: service(s) rendered, points of contacts (POC) names and phone numbers.

b) The contractor shall provide all personnel, equipment, tools, materials, supervision, and any other items and services necessary to perform the requirements set forth in this SOW for life cycle management of the assets.

c) The assets shall be kept secure at all times while in the custody of the contractor.

d) USMS seized assets shall be segregated from all non-USMS assets and USMS assets not covered under this contract with a barrier to restrict all unauthorized access. Security tape is not an acceptable barrier. Barrier must be approved by USMS COR .

e) Loss, theft, or damage while in the contractor's custody shall be reported immediately to the USMS COR. Theft and/or vandalism shall be reported to the local police department within 24 hours of incident, and a copy of the police report shall be provided to the USMS COR within 24 hours of receiving report.

f) The contractor shall maintain a visitor log. The contractor shall deny any individual who requests access to the storage facility who has not been approved by the USMS COR (this includes seizing agency personnel). The contractor shall annotate the names of those individuals, and if applicable, the organizations represented, and immediately notify the USMS COR.

g) Contractor shall provide identifying badges/uniforms to their personnel. Personnel shall wear the identifying badges/uniforms at all times indicating individuals name and contractors name.

h) Security: the entire outdoor storage facility where USMS assets will be stored shall be secured with a fence at least six (6) feet tall and shall have razor wire or concertina wire attached to it. The contractor shall ensure that the fence is secure enough as to prevent unauthorized entry to the outdoor facility. Additionally, the entire outdoor storage facility perimeter shall be illuminated with sufficient lighting during the nighttime hours so as to deter any vandalism or other illegal activity.

i) The contractor shall provide a physical security plan for the indoor and outdoor storage facilities.

At a minimum, it should include: alarms & intrusion sensors on all doors, vents, windows and entry points that provide immediate emergency response notification capability at all times;

sufficient indoor and outdoor lighting of the indoor storage facility to deter/detect unauthorized entrance at night; and provisions that all entry points (doors and windows) will be secured at all times while the building is unoccupied.

5) TRANSPORT

a) Prior to transport, contractor shall generate transportation plan for review by the USMS COR.

Upon approval, contractor will transport assets.

b) The contractor shall package, mark, label, and load all items.

c) Two USMS Government representatives shall witness the packaging, marking, labeling, and loading of the asset in accordance with the current USMS policy.

d) Discretion of USMS COR on how items should be packaged – pallets and shrink wrapped.

6) INITIAL INTAKE

a) The contractor shall assume sole responsibility, as well as legal and financial liability for the assets from pick-up until disposal.

b) Upon intake at facility, contractor will take digital photographs of the assets and provide to the

USMS COR via email within 2 days of intake.

c) Contractor shall sign and date USM-102 showing receipt of the personal property. USM-102 shall be sent to COR via email within 2 days of receipt.

d) Contractor will establish a case file for the asset, available to the USMS COR upon request.

i) Each case file shall include:

(1) All relevant case file information

(2) Digital photos

(3) USM-102

7) STORAGE

a) Contractor shall provide secure, orderly and clean indoor storage for the assets until disposal.

8) DISPOSAL

a) The USMS COR shall determine the methods for disposal for all USMS assets. The contractor shall receive written instructions for the disposal of all assets. The various disposal methods include, but are not limited to, the following:

i) Disposal via auction

ii) Internet sales by a third party vendor

iii) Destruction/Crushing

iv) Official use by an authorized agency

v) Release to lien holder, claimant, or owner

Disposal via auction

a) Auctions are to be held when ordered by USMS COR.

i) Advertisement:

i. The contractor is required to advertise assets for sale prior to the auction.

ii. Contractor SHALL NOT DISCLOSE THE CATS ID number in any advertisement.

iii. The contractor shall advertise in at least one (1) local print publication.

iv. Contractor shall advertise all sales via contractor operated Internet website.

ii) Viewing Period:

i. The contractor, prior to viewing day, shall prepare the property for sale.

ii. Adequate security during the viewing day shall be the responsibility of the contractor.

iii. The contractor shall allow for supervised public viewing of the assets being sold.

iv. The contractor shall not charge any admission or entry fees, or charge for a sales list.

v. The viewing area shall be segregated from the remainder of the storage facility by a barrier to prevent unauthorized access to the non-forfeited vehicles.

iii) Auction Day

i. The contractor shall conduct all sales in accordance with all applicable Federal, State, and Local laws, regulations, and ordinances.

ii. Auctions must be conducted by an auctioneer. The auctioneer must be school-trained, licensed and a Member of the National Auctioneers Association or the Certified Auctioneers Institute.

iii. The contractor shall post the Release Agreement, and the USMS Sales Terms and Conditions in a public area where it can be viewed by prospective buyers.

iv. Adequate security during the auction day shall be the responsibility of the contractor.

v. If an alternate sale location is proposed by the contractor, it must be approved prior in writing by the USMS COR. All expenses and liability (including security requirements) associated with using an alternate sale location is the responsibility of the contractor.

vi. USMS representative will attend each auction to approve/disapprove bids either in person or via telephone.

vii. Under no circumstances will public bidders be charged a "Buyers Premium", a Processing Fee, an Admission Fee, or any other charges or fees.

viii. If a minimum bid is required, the USMS COR will notify the contractor, in writing.

ix. Assets are sold "as-is, where is”.

x. The contractor shall determine, with USMS COR concurrence, the best method of bid deposit collection. If deposit is not collected at registration, contractor must provide free storage if the asset is sold, but sale is not finalized. Forfeited bid deposits shall be given to the USMS.

xi. The contractor shall video and audio record all auctions and shall provide recordings to the USMS COR upon request. All recordings shall be kept by the contractor for a period of one (1) year after the auction.

xii. The USMS reserves the right to remove any asset from the storage lot at any time prior to sale.

xiii. The contractor shall issue a receipt to the purchaser(s) for money received, which will indicate the purchaser's name, personal property selling price, and a description of the asset including the serial number is available/applicable.

xiv. The contractor shall receive and be responsible for all money collected during the auction. The USMS will not be responsible for money that is lost, stolen, received in error, or misapplied while in the hands of the contractor.

xv. DOJ employees, the contractor, the contractor's employees, and their immediate family members, are prohibited from bidding on or buying directly or indirectly any seized/forfeited assets.

xvi. The contractor shall submit gross sales proceeds to the USMS COR within five

(5) working days of the auction via certified check, cashier’s check, money order or Electronic Funds Transfer (EFT).

xvii. The contractor shall not charge the USMS any sales fees, commissions, etc., for an asset which is not sold.

xviii. The contractor shall not charge the Government for storage of assets sold at auction commencing on the day after the auction. The USMS will cease paying storage expenses beginning on the day after the sale.

iv) Disposal Documents Required: Upon disposal via auction, the contractor shall execute the following documents:

i. Bill of Sale

ii. USMS Asset Forfeiture Division Personal Property Sales Certification

Internet Sales by a Third Party Vendor

a) Contractor is not required to advertise for this sale.

b) Contractor may be required by USMS COR to facilitate sales through other sources, one of which may be Internet Sales by a third party vendor. If required, USMS COR may request contractor to provide Daily Sales Facilitation services to include the following: make asset readily available/accessible to the public; provide knowledgeable representative to answer potential buyer questions; provide these services for an 8 hour period as determined by the USMS COR (maximum 2 days); and provide adequate security during the viewing period.

c) Upon completion of the sale the COR will notify the contractor to release the vehicle to the purchaser.

Destruction/Crushing

a) Contractor may be required to dispose of assets via destruction/crushing, as directed by the

USMS COR.

b) A letter of destruction shall be issued by the contractor for this disposal action. A copy shall be provided to the USMS COR

c) This action shall be completed within thirty (30) calendar days of instruction and contractor is responsible for making arrangements and shall notify USMS COR to witness.

d) Disposal Documents Required: Destruction certificate will be signed by a government employee (USMS COR) and secondary witness.

Official use by an authorized agency

a) Contractor may be instructed to release asset to another authorized agency as directed by the

USMS COR.

b) Disposal Documents Required: Upon disposal via official use by an authorized agency, the contractor shall execute the following documents:

i) USM-102

Release to lien holder, claimant or owner

a) Contractor may be instructed to release asset to a third party as directed by the USMS COR.

b) Disposal Documents Required: Upon disposal via release to lien holder, claimant, or owner, the contractor shall execute the following documents:

i) USM-102