DRAFT_SOW_2024-04-25.pdf

STATEMENT OF WORK

General Services Administration

Office of Fleet Management

Statement of Work for

Residual Forecasting

April 25, 2024

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Table of Contents

1. Background 3

2. Objectives 3

3. Scope 4

4. Tasks 4

4.1. Task 1 - Automated Nightly Data Transfer 4

4.2. Task 2 - Surge API Use 5

4.3. Task 3- Ad Hoc Reporting Services 5

5. Deliverables 6

6. Government-Furnished Information 7

7. IT Security and Section 508 Compliance 7

7.1. IT Security 7

7.2. Section 508 7

8. Data Ownership 7

9. Place of Performance 7

10. Period of Performance 7

11. Invoice Submission 8

12. Contractor Performance 9

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1. Introduction The U.S. General Services Administration, Office of Fleet Management (GSA Fleet) provides quality vehicles and efficient and economical fleet management services. GSA’s fleet is the second largest non-tactical federal fleet in the U.S. government, currently with over 231,000 vehicles, serving 75 government agencies. The GSA Fleet inventory consists of sedans, passenger vans, light, medium, and heavy trucks, buses, and ambulances. GSA Fleet offers leasing customers an end-to-end solution for acquisition management, accident management, maintenance control, recall management, vehicle replacement and disposal, fuel card management, and inventory management.

GSA developed a Fleet Residual Module that, when provided with 3rd party vehicle residual value forecasts, calculates an appropriate, straight-line depreciation expense for newly acquired vehicles entering the fleet. In addition, GSA Fleet intends to periodically update the residual forecasts for all vehicles active in the leased fleet. GSA Fleet is also exploring future options where we may value other agency-owned assets consistent with how the GSA leased fleet is valued.

For accuracy, GSA Fleet depreciates a vehicle to the provided residual value most reflective of a vehicle’s typical age at time of sale. For example, if sedans are typically sold at an age of 60 months, the Fleet Residual Module will utilize the 3rd party provided residual forecast for 60 months from the acquisition date as the “depreciation target”. This information is then transferred to the GSA Chief Financial Officer (CFO) and used for financial purposes. GSA Fleet also intends to use 3rd party-provided vehicle residual value forecasts when evaluating replacement cycles for vehicles within the existing fleet and other ad hoc analyses.

Forecasted residual values will be used to inform short and long-term decisions in an effort to minimize and accurately forecast GSA’s vehicle related costs. In the short-term (6-12 months), GSA will use 3rd party-provided residual value forecasts to more accurately forecast proceeds on vehicle sales (25,000-35,000 vehicles per year). In the long-term, GSA Fleet intends to use forecasted residual values of the existing fleet to support vehicle replacement decisions based on updated market conditions.

2. Objectives The goal of this contract is to establish a mode in which to assess the residual values of vehicles via forecasting methodologies used by the Contractor. The data obtained will be used to inform the straight line depreciation, replacement criteria, and ad hoc analysis of vehicles.

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3. Scope The scope of this contract encompasses solutions that would provide GSA Fleet with projected residual values for vehicles at varying points in time. Any product or ancillary services, offered and accepted by the Government must comply with the applicable requirements described within this Statement of Work.

The contractor is required to provide the Projected Residual Value for all vehicles supplied by GSA Fleet to the contractor by Vehicle Identification Number (VIN). The data will include forecasts, the age in months of the vehicle at the forecasted values, and any other relevant vehicle information.

4. Tasks The contractor must provide all labor, resources, management, and oversight to accomplish the following tasks:

4.1. Task 1 - Automated Nightly Data Transfer

GSA Fleet will send the contractor an electronic file containing VIN, geographic location, and acquisition date. GSA Fleet estimates sending files of up to 10,000 vehicles at a time. A total estimate of 50,000 vehicles per annum is anticipated to require the residual forecasting.

Within 3 business days upon receiving each file, the contractor will provide GSA Fleet with the residual forecasts, assuming average vehicle condition at the time of sale. The contractor must forecast all vehicles provided.

The ‘Automated Nightly Data Transfer’ must be provided electronically via API and/or SFTP in the format of a text (.txt) file containing the unique vehicle identifiers (VIN, location, acquisition cost) and the residual forecasts in 12 month increments as described below.

● Forecast residual values and deliver data electronically for up to 10,000 vehicles at a time.

● Forecast for passenger vehicles and light trucks (<12,500 GVWR), as well as medium and heavy duty vehicles

○ If residual forecasts cannot be provided for a given vehicle type, the contractor must state an exception

● Forecast residual values in monthly increments for depreciable periods of 120 months or more for all light duty vehicles

● Provide location-specific forecasts using GSA Fleet provided vehicle location (state)

○ Forecasts do not need to be done at the state level, but it is the responsibility of the contractor to provide justification as to how location is used in determination of residual values to maximize accuracy

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● Forecast residual values based on GSA Fleet-provided average annual miles or monthly miles (approximately 8,500 miles per year) by vehicle type

● Forecast residual values for vehicles with a model year within 10 years of current model year (e.g., provide values for vehicles with a model year between 2014-2024)

● Allow for GSA Fleet to select the most appropriate vehicle condition for return values

● Provide the government rationale and explanation for residual methodology

4.2. Task 2 - Surge API Use

GSA Fleet requires the option for periodic surge use of the API to recalculate residual values of all vehicles currently active in the fleet.

GSA Fleet will send the contractor an electronic file containing VIN, geographic location, and acquisition date. GSA Fleet estimates sending files of around 250,000 vehicles at a time once per annum. This requirement may or may not be executed upon in the contract period.

Within 3 business days upon receiving each file, the contractor will provide GSA Fleet with the residual forecasts, assuming average vehicle condition at the time of sale. The contractor must forecast all vehicles provided.

● Forecast residual values and deliver data electronically for up to 250,000 vehicles at a time.

● Forecast for passenger vehicles and light trucks (<12,500 GVWR), medium and heavy duty vehicles

○ If residual forecasts cannot be provided for a given vehicle type, the contractor must state an exception

● Forecast residual values in monthly increments for depreciable periods of 120 months or more for all light duty vehicles

● Provide location specific forecasts using GSA Fleet provided vehicle location (state)

○ Forecasts do not need to be done at the state level, but it is the responsibility of the contractor to provide justification as to how location is used in determination of residual values to maximize accuracy

● Forecast residual values based on GSA Fleet provided average annual miles or monthly miles (approximately 8,500 miles per year) by vehicle type

● Forecast residual values for vehicles with a model year within 10 years of current model year (e.g., provide values for vehicles with a model year between 2014-2024)

● Provide the government rationale and explanation for residual methodology, and how methodology is kept current with market realities.

● Provide data electronically via API and/or SFTP in the format of a text (.txt) file within 3 business days of receipt of vehicle data provided to the contractor with all data required as described above.

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4.3. Task 3- Ad Hoc Reporting Services

GSA Fleet requires the ability to perform on-demand, ad hoc querying and analysis of residual values for individual VINs, subsets of vehicles, and the entirety of GSA’s leased Fleet (~250,000 vehicles). This includes looking at near-term forecasted residual values (6-12 months in the future) as well as long-term forecasts (up to 120 months) to inform strategic decisions.

Minimum Requirements

● Provide on-demand residual forecasts specific to GSA Fleet VINs, via contractor-provided online platform. GSA requires the ability to identify residual values for an individual VIN, grouping of VINs, and the entirety of GSA’s leased Fleet (~250,000 vehicles), as needed.

3rd party platform should have the ability to:

○ Accept vehicle data uploaded/sent in electronic format (excel, .txt, csv) to be used for immediate analysis

■ GSA anticipates uploading anywhere from 1 VIN to 35,000+ VINs at a time in order to analyze and evaluate forecasted vehicle residual values

○ Forecast for passenger vehicles and light trucks (<12,500 GVWR), medium and heavy duty vehicles

■ If residual forecasts cannot be provided for a given vehicle type, the contractor must state an exception

○ Forecast residual values in monthly increments for depreciable periods at least 120 months into the future for all light duty vehicles

○ Forecast residual values for vehicles with a model year within 10 years from current model year

○ Provide location specific forecasts using GSA Fleet provided vehicle location, e.g., zip code, city, or state

■ Forecasts do not need to be done at the state level, but it is the responsibility of the contractor to provide justification as to how location is used in determination of residual values to maximize accuracy

○ Adjust forecasts based on varying macroeconomic scenarios (e.g. high fuel prices, recession, etc.)

■ Provide transparency into assumptions behind varying macroeconomic forecasts (e.g. oil prices, interest rates)

○ Adjust forecasts based on expected vehicle condition at time of sale, at VIN specific level

○ Adjust forecasts based on average miles per year, at VIN-specific level

○ Download data into a file type that can be opened within Microsoft Excel (i.e.

CSV, txt, xlsx)

○ Provide fully documented model, providing transparency into residual forecasts

○ Supply a tried and tested model, with proven record of accuracy

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5. Deliverables Timely performance and submission of deliverables is essential to successfully completing the work requirements within this SOW. The table below provides a summary of the deliverables schedule. All deliverables must be prepared and submitted according to media, content, and schedule described in the SOW.

Deliverable Schedule

# Description Quantity/ Media Due Submit To

1 Automated Nightly Data Transfer SOW Par. 4.1

One (1) file via API and/or SFTP in the format of a text (.txt) file

Within 3 business days of receiving the vehicle data

As designated by the

COR

2 Surge API SOW Par. 4.2

One (1) file via API and/or SFTP in the format of a text (.txt) file

Within 3 business days of receiving the vehicle data

As designated by the

COR

3 Ad hoc Reporting Services SOW Par. 4.3

One (1) electronic file compatible with Microsoft Excel (i.e., CSV, txt, xlsx)

Within 3 business days Upon Request

Available to GSA by download

Acceptance of Deliverables

The COR will review and provide comments, if any, on each deliverable within 10 calendar days.

The Government will provide the contractor, if necessary, with written rejection via email (with specific reasons) based on the date of report delivery and the accuracy of delivered content.

The contractor will be provided a timeframe to complete and deliver changes made as a response to the Government’s comment. If the deliverable is accepted then the contractor will NOT receive any notifications. The contractor will be allowed one resubmission of deliverables.

If the re-submission is rejected, the Contracting Officer and the assigned Contracting Officer Representative (COR) will arbitrate a resolution.

6. Government-Furnished Information GSA will provide the contractor information relative to the work done hereunder which is the property of the Government and is subject to relevant protection from disclosure as marked.

7. IT Security and Section 508 Compliance

7.1. IT Security

The contractor must comply with "2100.1 CIO GSA Information Technology (IT) Security Policy".

This IT Security Policy applies to all GSA Federal Employees and GSA contractors or contractors, who manage, maintain, operate, or protect GSA systems or data, all GSA IT systems, and any https://www.gsa.gov/policy-regulations/policy/information-technology-policy/gsa-it-security-policies

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GSA data contained on or processed by IT systems owned and operated by or on behalf of any of the Services or Staff Offices. The contractor must adhere to all GSA administrative, physical, and technical security controls to ensure all of the Government’s security requirements are met.

7.2. Section 508

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to, and use of, information and data that is comparable to people without disabilities.

Item that contains ICT: Web Interface to allow GSA Fleet to input and export data

Web Interface to allow GSA Fleet to input and export data

E201.1 Scope ICT that is procured, developed, maintained, or used by agencies shall conform to the Revised 508 Standards.

E205.1 General Electronic content shall comply with E205.

E205.2 Public Facing Electronic content that is public facing shall conform to the accessibility requirements specified in E205.4.

E205.3 Agency Official Communication Electronic content that is not public facing shall conform to the accessibility requirements specified in E205.4 when such content constitutes official business and is communicated by an agency through one or more of the following:

A. An emergency notification;

B. An initial or final decision adjudicating an administrative claim or proceeding;

C. An internal or external program or policy announcement;

D. A notice of benefits, program eligibility, employment opportunity, or personnel action;

E. A formal acknowledgement of receipt;

F. A survey questionnaire;

G. A template or form;

H. Educational or training materials; or I. Intranet content designed as a Web page.

E205.4 Accessibility Standard (WCAG 2.0) - Electronic content shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (Incorporated by reference, see 702.10.1).

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E206.1 General. Where components of ICT are hardware and transmit information or have a user interface, such components shall conform to the requirements in Chapter 4.

E207.1 General Where components of ICT are software and transmit information or have a user interface, such components shall conform to E207 and the requirements in Chapter 5

Exception from E207.1 General: Software that is assistive technology and that supports the accessibility services of the platform shall not be required to conform to the requirements in Chapter 5.

E207.2 WCAG Conformance User interface components, as well as the content of platforms and applications, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1).

Exceptions from E207.2 WCAG Conformance:

Software that is assistive technology and that supports the accessibility services of the platform shall not be required to conform to E207.2.

Non-web software shall not be required to conform to the following four Success Criteria in WCAG 2.0: 2.4.1 Bypass Blocks; 2.4.5 Multiple Ways; 3.2.3 Consistent Navigation; and 3.2.4 Consistent Identification.

Non-Web software shall not be required to conform to Conformance Requirement 3 Complete Processes in WCAG 2.0.

E207.3 Complete Process for Non-Web Software Where non-Web software requires multiple steps to accomplish an activity, all software related to the activity to be accomplished shall conform to WCAG 2.0 as specified in E207.2.

E208.1 General Where an agency provides support documentation or services for ICT, such documentation and services shall conform to the requirements in Chapter 6.

E301 General

E301.1 Scope. The requirements of Chapter 3 shall apply to ICT where required by 508 Chapter 2 (Scoping Requirements), 255 Chapter 2 (Scoping Requirements), and where otherwise referenced in any other chapter of the Revised 508 Standards or Revised 255 Guidelines.

E302 Functional Performance Criteria

302.1 Without Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

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302.2 With Limited Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

302.3 Without Perception of Color. Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

302.4 Without Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

302.5 With Limited Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

302.6 Without Speech. Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

302.7 With Limited Manipulation. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

302.8 With Limited Reach and Strength. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

302.9 With Limited Language, Cognitive, and Learning Abilities. ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

503.1 General Applications shall conform to 503.

503.2 User Preferences Applications shall permit user preferences from platform settings for color, contrast, font type, font size, and focus cursor.

Exception from E503.2 User Preferences: Applications that are designed to be isolated from their underlying platform software, including Web applications, shall not be required to conform to 503.2.

503.3 Alternative User Interfaces. Where an application provides an alternative user interface that functions as assistive technology, the application shall use platform and other industry standard accessibility services.

503.4 User Controls for Captions and Audio Description Where ICT displays video with synchronized audio, ICT shall provide user controls for closed captions and audio descriptions conforming to 503.4.

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503.4.1 Caption Controls Where user controls are provided for volume adjustment, ICT shall provide user controls for the selection of captions at the same menu level as the user controls for volume or program selection.

503.4.2 Audio Description Controls. Where user controls are provided for program selection, ICT shall provide user controls for the selection of audio descriptions at the same menu level as the user controls for volume or program selection.

504.2 Content Creation or Editing Authoring tools shall provide a mode of operation to create or edit content that conforms to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1) for all supported features and, as applicable, to file formats supported by the authoring tool. Authoring tools shall permit authors the option of overriding information required for accessibility.

504.2.1 Preservation of Information Provided for Accessibility in Format Conversion. Authoring tools shall, when converting content from one format to another or saving content in multiple formats, preserve the information required for accessibility to the extent that the information is supported by the destination format.

504.2.2 PDF Export. Authoring tools capable of exporting PDF files that conform to ISO 32000-1:2008 (PDF 1.7) shall also be capable of exporting PDF files that conform to ANSI/AIIM/ISO 14289-1:2016 (PDF/UA-1) (incorporated by reference, see 702.3.1).

504.3 Prompts. Authoring tools shall provide a mode of operation that prompts authors to create content that conforms to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1) for supported features and, as applicable, to file formats supported by the authoring tool.

504.4 Templates. Where templates are provided, templates allowing content creation that conforms to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1) shall be provided for a range of template uses for supported features and, as applicable, to file formats supported by the authoring tool.

8. Data Ownership All data collected by the contractor under this contract is the property of the Government and cannot be shared or used for commercial purposes.

9. Place of Performance The tasks under this contract will be performed in a web service and/or through an API. Outputs will be electronic.

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10. Period of Performance The contract period of performance is one 12-month base period with four 12-month option periods.

11. Government Point of Contacts Contracting Officer Representative (COR)

The COR will serve as an interface between the contractor and the CO. The contractor can provide questions or other clarification requests to the COR who in-turn will contact the CO. This COR may provide technical advice, recommendations, or clarifications for the contractor to perform the work specified in the contract. The COR is the point of contact through whom the contractor can relay questions and problems concerning contract requirements to the CO. The COR is prohibited from issuing any instruction which would constitute a contractual change. The COR cannot instruct the contractor how to perform. If there is any doubt whether instructions contemplated fall within the contract requirements, the contractor must contact the CO for guidance if required.

Name: POC TBD After Award

Email: POC TBD After Award

Contracting Officer (CO): The CO is the only person authorized to make or approve any changes to any of the requirements of this contract. In the event the contractor makes any changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

Name: POC TBD After Award

Email: POC TBD After Award

12. Invoice Submission The contractor may invoice for items or services upon their delivery. Billing and payment must be accomplished in accordance with the contract terms and GSA payment procedures. Initially, the contractor must submit a copy of each invoice to the following individuals for review and approval. This review will ensure that the invoice is compliant with the terms of the contract and that the goods or services listed on the invoice have been received and accepted.

● Caitlin Dorame, Contracting Officer’s Representative (COR), caitlin.dorame@gsa.gov

● Charlene Cardenas, Contracting Officer (CO), charlene.cardenas@gsa.gov

● Leresa Garrett, Contract Specialist (CS), leresa.garrett@gsa.gov

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Following review of each invoice, the COR will notify the contractor that the invoice is (1) approved for payment or (2) requires correction.

Once approved, either initially or following corrections, the contractor must submit the invoice to the GSA Finance Office through the Department of Treasury’s Invoice Processing Platform (IPP) web portal, https://ipp.for.fiscal.treasury.gov/ and then click on “Collector (Supplier)”.

The funding reference to use when submitting invoices in IPP is the Procurement Instrument Identifier (PIID) located in block 2 of the SF 1449. Once invoices are submitted by the contractor, the Government will make payment after verification that the goods or services listed on the invoice have been received and accepted.

If you have problems submitting your invoice in IPP, please contact one of the following, as applicable.

IPP General System, Login ID, password issues:

IPP Customer Support Helpdesk

Ph: (866) 973-3131 email: IPPCustomerSupport@fiscal.treasury.gov

IPP Inquiries with payment issues:

Email: kc-gpitprograms@gsa.gov

13. Contractor Performance During the period of performance of the contract, contractor performance will be evaluated on an interim and final basis pursuant to FAR Subpart 42.15. The contractor Performance Assessment Reporting System (CPARS) will be utilized for these reviews. Information on CPARS can be located at http://www.cpars.gov.

https://ipp.for.fiscal.treasury.gov/