3._Instructions_to_Offerors_-_Written_Proposals_(RFQ).pdf

(Attachment # 3)

REQUEST FOR QUOTE

VEHICLE TOWING, STORAGE, MAINTENANCE & DISPOSAL SERVICES

NEW ENGLAND DISTRICTS OF CONNECTICUT, MAINE, MASSACHUSETTS,

NEW HAMPSHIRE, RHODE ISLAND AND VERMONT

SOLICITATION NO.: DJM-17-A44-Q-0003

1. SUBMITTAL INSTRUCTIONS

(a) Proposals are due on Friday, March 24, 2017 by 2:00 pm EST.

(b) All questions with respect to this solicitation must be submitted in writing no later than Wednesday, March 15, 2017 by 12:00pm EST.

(c) Incomplete proposals 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) Proposals may be e-mailed to Matthew.Seymour@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 to be sent in the email or subject line. For mailing address, please contact Matt Seymour.

FOR INQUIRES ON THIS SOLICITATION PLEASE CALL (703) 740-9875 OR E-MAIL

MATTHEW.SEYMOUR@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. 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 five (5) tabs at the bottom of the excel

FAR 52.212-1- INSTRUCTIONS TO OFFERORS (ADDENDUM)

mailto:Matthew.Seymour@usdoj.gov mailto:MATTHEW.SEYMOUR@USDOJ.GOV.

http://www.sam.gov/

VEHICLE TOWING, STORAGE, MAINTENANCE & DISPOSAL SERVICES

NEW ENGLAND DISTRICTS OF CONNECTICUT, MAINE, MASSACHUSETTS,

NEW HAMPSHIRE, RHODE ISLAND AND VERMONT

SOLICITATION NO.: DJM-17-A44-Q-0003

spreadsheet. Pricing shall be completed on the excel spreadsheet only.

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

(1) SCHEDULE FOR SITE VISIT: 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 should not exceed 25 pages to include the Physical

Security Plan, Tables, Charts, Photos, etc. (Pricing Schedule is excluded from the written proposal 25 page maximum). Proposals should 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. Your technical proposal should address all of the following:

A. FACILITY, STAFFING, AND SECURITY

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

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

SOW.

(iii) Describe and provide a written copy of the Physical Security Plan in place at the indoor and outdoor storage facilities to include a proposed schematic for storage of indoor assets.

B. TOWING

(i) Describe the towing fleet and other equipment available to handle all requirements of the SOW.

(ii) Describe the towing process upon receipt of the STO.

C. INITIAL INTAKE, STORAGE, AND MAINTENANCE

(i) Describe the initial intake of a vehicle.

(ii) Describe the key control system to be used.

(iii) Describe the contents of a case file and explain how it will be established and maintained.

(iv) Provide a detailed explanation of how maintenance services will be provided, controlled, and documented.

(v) Identify 2 examples of simple hidden compartments and how they would be repaired or removed. Identify 2 examples of complex hidden compartments and how they would be repaired or removed.

(vi) Identify how you have complied with all laws, permits, ordinances, and zoning requirements associated with ; facilities, staffing, security, vehicle towing, intake, storage, maintenance and disposal.

(vii) Describe how you intend to possess liability insurance to be equal to or slightly greater all assets on hand at any point in time.

D. DISPOSAL

(i) Describe advertising and marketing methods.

(ii) Describe the live auction process from preview day through the USMS receipt of sale proceeds and paperwork (security, registration and documentation, etc.).

(iii) Describe the online auction process from the time an asset is posted on the website to the

VEHICLE TOWING, STORAGE, MAINTENANCE & DISPOSAL SERVICES

NEW ENGLAND DISTRICTS OF CONNECTICUT, MAINE, MASSACHUSETTS,

NEW HAMPSHIRE, RHODE ISLAND AND VERMONT

SOLICITATION NO.: DJM-17-A44-Q-0003

auction closing through the USMS receipt of sale proceeds and paperwork.

(3) DOCUMENTATION: In addition to the written proposal the vendor must provide a Physical Security Plan (PSP) at the time written proposal are due. 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.