Instructions to Offerors - Written Proposals r1.doc

Request for Quotation

VEHICLE TOWING, STORAGE, MAINTENANCE & DISPOSAL SERVICES

MIDDLE DISTRICT OF FLORIDA

SOLICITATION # DJMS-11-Q-0088

INSTRUCTIONS TO OFFERORS

1.

SUBMITTAL INSTRUCTIONS

(a) Quotes are due on Thursday, September 29, 2011 by 4:00 pm EST.

(b) All questions with respect to this solicitation must be submitted in writing no later than Thursday, September 15, 2011 by 4:00pm EST.

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

(d) Quotes may be e-mailed to Shannon.Dinkelman@usdoj.gov or mailed/delivered to the following address. Please reference the solicitation number in the subject line of emails.

MAILING ADDRESS

SHANNON DINKELMAN

UNITED STATES MARSHALS SERVICE

ASSET FORFEITURE DIVISION

CM-4, 10TH FLOOR

2604 JEFFERSON DAVIS HIGHWAY

ALEXANDRIA, VA 22301

FOR INQUIRES ON THIS SOLICITATION PLEASE CALL (202) 307-4962 OR E-MAIL SHANNON.DINKELMAN@USDOJ.GOV.

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

(e) Your quote 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.

4) Three (3) references for similar and relevant Federal Government or Commercial

Contracts worked on within the last three (3) years.

5) Price Quote.

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

7) Technical Capability Materials - one (1) original and three (3) copies of the Written Proposal.

(f)

PAST PERFORMANCE INSTRUCTIONS (VOLUME I)

Each company must submit three (3) references 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.

(g)

PRICE QUOTE INSTRUCTIONS (VOLUME II)

Each company must submit one (1) original Price Schedule (Attachment #6). 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.

(h)

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 20 pages to include the Physical Security Plan, Tables, Charts, Photos, etc. (Pricing Schedule is excluded from the written proposal 20 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.

D. DISPOSAL

(i) Describe advertising and marketing methods.

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

(iii) Describe the disposal process for: internet sales by a 3rd party, salvage/scrap sales, destruction and releases.

(3) DOCUMENTATION: In addition to the written proposal the vendor must provide a Physical Security Plan (PSP) shall also be provided at the time of presentation. 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, Standard Operating Procedures.