PO__SOW.pdf

REQUEST FOR QUOTE

VEHICLE STORAGE, MAINTENANCE & DISPOSAL SERVICES

DISTRICT OF GUAM

SOLICITATION NO.: DJM-15-A44-Q-0026

1) INTRODUCTION

The purpose of this requirement is to provide vehicle, storage, maintenance services for the United States Marshals Service (USMS), District of Guam.

2) DEFINITIONS AND TERMS

a) ACCEPTABLE OUTDOOR STORAGE SURFACES: Caliche, cement, concrete, or gravel/stone.

b) COMPONENTS: The spare tire, jack, lug wrench, and other standard or optional vehicle equipment which are integral parts of the vehicle.

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

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

CO.

e) HIDDEN COMPARTMENTS: After-market storage locations in a vehicle that the contractor may be required to remove, repair and/or disassemble.

i) Standard Hidden Compartment: example: removal of the passenger side air bag to use as a storage area.

ii) Complex Hidden Compartment: example: fabricating an area within the vehicle that is unseen from the inside, such as a compartment located underneath the rear floor boards of the vehicle, opened by a hydraulic door. The door only opens when a combination of electrical components (i.e. defroster button on and certain radio station set) are on simultaneously.

f) INDOOR STORAGE FACILITY: A fully enclosed structure with substantial/permanent walls, roof, and floor which will allow for movement of vehicles while controlling surface/environmental problems such as standing water, mud, dirt and dust.

g) PERSONAL PROPERTY: Contents in a seized vehicle that are not standard accessories, such as clothing, personal items, compact discs, tapes, furniture, appliances, supplies, cargo, etc.

h) SUB-TASK ORDER (STO): An order placed by the COR obligating specific line items under the contract.

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

j) VEHICLES:

i) Standard Vehicles: Production-sized cars, trucks, vans, all-terrain vehicles

(ATV’s), motorcycles, golf carts, jet skis (with or without hauling trailers), dune buggies, snowmobiles, mopeds, 20' or less trailerable boats, etc.

ii) Large Vehicles: Buses, construction/farm type vehicles, recreational vehicles, motor-homes, semi-tractor trailers, and all other trucks, trailers, 21' to 30' trailerable boats, or heavy equipment.

k) VEHICLE CATEGORIES (N.A.D.A. Loan Value): 1

i) Category 1: Vehicles valued at $15,001 and above are eligible to be stored indoors, with maintenance.

ii) Category 2: Vehicles valued at $3,501 to $15,000 are to be stored outdoors, with maintenance.

iii) Category 3: Vehicles valued at $1001 to $3,500 are to be stored outdoors, without maintenance.

iv) Category 4: Salvage/Scrap. Vehicles valued at $0 to $1000 are to be stored outdoors, without maintenance.

1 Unless determined otherwise by COR

3) FACILITY LOCATION, PERFORMANCE AREA & TRANSITION PERIOD

a) Contractor shall have one storage facility, located within 20 miles of the USMS, District of Guam, US District Courthouse 520 W. Soledad Avenue, Room 344, Hagatña, GU 96910.

If separate/ multiple facilities are to be used for indoor and outdoor storage, the indoor and outdoor storage facilities shall be located within 10 miles of one another.

b) The following performance area shall be covered by this contract: District of Guam-municipalities.

c) The contractor, including the contractor’s facility, shall be fully equipped and ready to begin performance within 30 calendar days of the award date.

4) FACILITY REQUIREMENTS

The contractor shall provide and operate a facility which fulfills the requirements set forth in this Statement of Work (SOW).

a) Indoor and Outdoor Storage Requirements

i) Indoor storage facility square footage must accommodate the number of Category

1 vehicles. Each vehicle shall have a minimum of 130 square feet of space assigned, and the contractor must also demonstrate adequate space to accomplish various maintenance tasks as set forth by the SOW.

ii) The outdoor storage facility must be able to store the number of Category 2, 3 and 4 vehicles (standard and large).

iii) The contractor must have signed Memorandums of Understanding (MOU) or Leasing Agreements, which will be used to secure the outdoor and indoor storage facilities, when submitting a proposal.

b) Physical Security Requirements

i) The contractor shall provide secure indoor and outdoor storage facilities, maintenance, viewing and sales areas for all USMS assets.

ii) USMS vehicles shall be segregated from all non-USMS vehicles with a barrier to restrict all unauthorized access indoor and outdoor. Acceptable barriers include cyclone fencing units. Security tape is not an acceptable barrier.

iii) The perimeter of the entire outdoor storage facility shall be secured with a fence wall at least six (6) feet tall and shall have razor wire or concertina wire attached.

Contractor may propose other methods.

iv) Loss, theft, or damage to any vehicle while in the contractor's custody shall be reported immediately to the COR. Loss/damage to the vehicle shall be replaced (with that of like or equal value) or repaired, as instructed by the COR, within 20 days of notification. Vehicle theft and/or vandalism shall be reported to the local police department and to the COR within 24 hours of incident, and a copy of the police report shall be provided to the COR within 24 hours of receiving report.

c) Staffing and Access Requirements

i) The contractor shall be available between the hours of 8:30 AM and 5:00 PM, Monday through Friday, excluding Federal Government holidays. Contractor shall provide a point of contact for 24 hours per day, 7 days per week, 365 days per year access.

ii) Access is restricted to the contractor or their authorized employees, the CO/COR or his/her designee, or individuals accompanied by USMS personnel that are approved by the CO/COR. A list of all authorized contractor employees will be given to the COR upon award of this contract.

iii) USMS COR or COR designee will perform monthly and unannounced inspections of facility, assets, case files, and processes.

iv) 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 COR (this includes seizing agency personnel) in advance. The contractor shall annotate the names of those individuals, and if applicable, the organizations represented, and immediately notify the COR.

v) Any requests for information regarding seized vehicles shall be forwarded to the

COR.

5) INITIAL INTAKE

The following applies to all vehicles regardless of the category:

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

b) The contractor shall establish/maintain a separate case file for each vehicle covered under this SOW. Each case file shall include, at a minimum:

i) Intake inspection checklist

ii) Signed USM-102

iii) Records related to vehicle condition, storage, disposal, and all STOs

iv) All maintenance documentation

v) Digital photos of vehicle

c) Once the vehicle arrives at the storage facility, the contractor shall thoroughly clean and secure the vehicle. If the contractor is unable to secure the vehicle’s window(s) or door(s), they shall notify the COR.

d) If the contractor discovers a hidden compartment in a vehicle (which was not already previously identified by the seizing agency or USMS) during initial intake or during any time while in the contractor’s custody, the contractor shall immediately secure the vehicle and contact the COR. The contractor shall not handle any item discovered in the hidden compartment.

e) The contractor shall remove license plates from any vehicle stored outdoors and place in trunk, glove box or case file prior to being stored in outside storage area.

f) All vehicles shall be marked with the Government's complete asset ID number (CATS ID) and the date of USMS custody on the windshield using a suitable marking substance.

g) All digital photos shall be sent to COR via email within 3 days of receipt and are required for all vehicles. At a minimum, photos must include pictures of all four (4) sides of the vehicle, the dashboard, Vehicle Identification Number (VIN), and a picture of the odometer, along with any extensive vehicle damage, any expensive rims, stereo equipment, hidden compartments, etc.

h) Contractor shall sign and date USM-102 showing receipt of the vehicle. USM-102 shall be sent to COR via email within 3 days of receipt.

i) All vehicle keys shall be stored in a secure depository. All vehicles valued at over $1,00 NADA loan value that are received without ignition, door and/or trunk keys shall be annotated on the intake inspection checklist. The contractor is responsible for having keys made for those vehicles only if the COR approves a prior written request. Keys that are not recorded on the inspection checklist as missing, at the time of pick-up, will be the responsibility of the contractor to replace at its expense.

6) STORAGE

a) The contractor shall provide evidence that it has complied with all laws and ordinances associated with vehicle storage. Applicable permits shall be kept current throughout the term of the contract.

b) The contractor shall provide orderly and clean indoor storage and the outdoor storage facility shall be controlled in such a manner as to eliminate standing water and mud, weeds and debris.

c) If additional facilities are required, they must be approved in advance, in writing by the CO. If the contractor proposes a different facility during the contract term, then the contractor assumes any costs for relocating currently stored vehicles to the new facility.

d) The contractor shall not store or sell any personal property under this contract.

7) MAINTENANCE

a) Contractor shall keep a maintenance log monthly checklist for all vehicles. All maintenance logs must be readily available for viewing by the COR.

b) Monthly Maintenance: Vehicles stored under Categories 1 and 2 (see definitions) shall receive the following monthly maintenance, at a minimum:

i) Check and maintain tire pressure. If tire requires repair, notify COR. Tire replacement is not authorized under this contract.

ii) Check and maintain fluid levels.

iii) Any vehicle stored over 3 consecutive months shall have a gasoline/fuel additive added to the fuel tank to prevent degradation.

iv) Start the vehicle. The vehicle’s engine shall run for at least 15 minutes. The vehicle shall be moved forward and rearward at least six (6) feet in each direction.

c) Monthly Maintenance: Large vehicles stored shall receive the following monthly, at a minimum:

Road Tractors

i) Check and maintain tire pressure. If tire requires repair, notify COR. Tire replacement is not authorized under this contract.

ii) Check and maintain fluid levels.

iii) Start the vehicle. The vehicle’s engine shall run for at least 40 minutes. The vehicle shall be moved forward and rearward at least six (6) feet in each direction.

Semi-trailers with refrigerator units

i) Check and maintain fluid levels on refrigerator unit.

ii) Start the refrigerator unit. The unit’s engine shall run for at least 40 minutes. If the battery is not operable, and can no longer hold a charger, prior COR approval is required before replacing.

d) Hidden Compartment Removal: Contractor shall provide the ability to remove /disassemble hidden compartments from vehicles.

e) Battery Replacement: Contractor shall provide ability to replace batteries if instructed by COR. Only new batteries may be used; reconditioned batteries are unacceptable.

f) Keys: All Category 1 and 2 vehicles must have keys in order to perform monthly maintenance. If replacement keys are required for a vehicle, prior COR approval is required.

8) DISPOSAL

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

i) Sale by USMS or Third Party Vendor

ii) Release to Lien Holder, Claimant, or Owner

iii) Official Use by an Authorized Agency

b) Upon the order for disposal, the contractor shall check and/or add engine fluids, check the tire pressure and add air, if necessary, as well as wash the exterior and vacuum the interior of all vehicles to be sold (except salvage/scrap or destruction).

Sale by USMS Third Party Vendor

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

ii) Contractor may be required by COR to facilitate sales through other sources, one of which may be Internet sales by a third party vendor. If required, COR may request contractor to provide Daily Sales Facilitation services to include the following: make vehicle 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 COR (maximum 2 days); and provide adequate security during the viewing period.

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

iv) Disposal Documents Required: Upon disposal via USMS or third party vendor, the contractor shall execute the following documents:

i) SF-97

ii) USMS Forfeited Property Sales Certification

Release to Lien Holder, Claimant or Owner

a) Contractor may be instructed to release vehicle to a third party as directed by the 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

ii) District Hold Harmless Agreement (if applicable)

Official Use by an Authorized Agency

a) Contractor may be instructed to release vehicle to another authorized agency as directed by the COR.

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

i) USM-102

ii) SF-97 (if applicable)