Questions for new PWS from vendor 061311- redacted-.doc

1. On the fbo.gov website on the solicitation notice, the tile Solicitation Number reads as such: “Solicitation Number HSBP1011R0028

Notice Type: Combined Synopsis/Solicitation”

Towards the later part of the page, this notice is noted:

See attachments for the entire solicitation. The solicitation number changes from HSBP1011R0019 TO HSBP1011R0029. Please clarify which is the correct number to use on this solicitation.

The solicitation number is HSBP1011R0028

2. 4.1.15. What is the definition of non-sale revenue to be wire transferred to the

Treasury?

Answer: The non-sale revenues received by the Government are remits – where the owner of the vehicle pays certain costs associated with the seizure of the vehicle and Forfeitures – where a bidder pays a fee and decided not to participate any longer. The fee is remitted to the Government.

3. 8.1 Government Furnished Property. What types and models of computer equipment, hardware/software is being provided? Is there handheld data entry equipment for receiving vehicles, etc.?

Answer: Computers; Dell Optiplex GX 620, HP LaserJet 5200 DTN, Dell Optiplex GX 270, HP LaserJet 4

- These are the current specifications which may change by the time of the award. Computers are constantly being upgraded.

Hand held equipment at GOCO only.

4. What type of programs will interface with the Government provided hardware/software?

Answer: The Seizure Case and Asset Tracking System (SEACATS) is a database program and will interface with most programs. Enterprise Data Warehouse (EDW) also a database program. These systems will be part of the software given to the vendor who wins the contract.

5. Section B.1, Schedule of Supplies/Services of the solicitation provides estimated quantities of vehicles under each CLIN. This data is not detailed enough to allow a prospective bidder, other than the incumbent, to determine cost and pricing. Please provide additional workload data, to include how many vehicles are estimated at each CBP location, and how many vehicles are estimated to be stored at the Prindle facility.

Answer: Prindle is the only Government-owned facility. All the other locations are not owned by CBPThe Government cannot guarantee the number of vehicles that will be seized. These numbers are based on historical data. Not even the incumbent can predict how many cars will be seized on any given day or month so no even the incumbent will not be able to predict haw many cars will be seized. 3 – YEAR AVERAGES:

6. CLIN 00010 requests a unit price for 4 or more potential services. Is the government requesting a unit price for each separate service or a unit price for all such services? If the government is requesting solely one price under this CLIN, please provide historical data on the number of each service that is estimated by location. Otherwise, only the incumbent would have sufficient information to cost and price this CLIN.

Answer: A unit price for all such services. 3 – YEAR AVERAGES:

7. CLIN 00040 requests a unit price per vehicle per month for storage of an estimated 15,715 vehicles. Is this the correct number of vehicles in storage for an entire year?

Answer: The Government cannot guarantee the number of vehicles that will be seized at any given moment. These numbers are based on the current historical information available to the Government and so these are the numbers to be used for the price quotation. Here are the 3-year averages:

8. CLIN 00050 requests Disposal, to include Remit, Sales, Destruction, and Transfer. Is the government requesting a unit price for each separate service or a unit price for all such services? If the government is requesting solely one price under this CLIN, please provide historical data on the number of each service that is estimated by location. Otherwise, only the incumbent would have sufficient information to cost and price this CLIN.

Answer: A unit price for all such services. 3- YEAR AVERAGES:

9. There is no separate CLIN for operation of the Prindle facility. Is the government requesting that costs of operation of that facility be included in the unit price of the other CLINs? If so, please provide historical information detailing costs of operation of this facility. Otherwise, only the incumbent would have sufficient information to cost and price the other CLINs to account for these additional costs.

Answer: No there is no separate CLIN for the cost of operating the Prindle Facility because CBP operates that facility and not the vendor. It is an incorrect assumption that the incumbent is privy to the number of cars CBP will seize in a year. Not even the incumbent can predict this, neither can the government. The numbers provided are based on historical information.

10. 4.1.11 “Payment received by the contractor on behalf of the government for all sales will be in the form of cash, cashier’s check, or Government approved credit or charge card.” What is the “Government approved credit or charge card system” that is referred to and what costs, if any, will the contractor bear for this system? In addition, will the Government accept credit card payments for remittances?

Answer: This was included because the Government anticipates going that route in the future. Currently, the Government accepts regular credit cards

11. 4.6.2 requires the contractor to use the governments stand-alone bar coding system.

Is this requirement for the Prindle facility only? What costs, if any, will the contractor bear for this system?

Answer: This will be for all Government furnished property regardless of where they are located.

12. 4.13 Vehicle Dismantling/Destruction. Is it a requirement that all vehicles valued at $2,500 or less be sold as “Scrap/Parts only” and “No Retitle?”

Answer: Yes.

13. 4.14.1 of the PWS requires for all remits that the contractor “Notify the designated owner in writing…regarding the amount due and the due date by which the property must be retrieved.” Does this requirement apply only to the Prindle facility or does it apply to all remits?

Answer: All Remits.

14. 7.14 and 7.15 of the PWS require two daily reports. Does this requirement apply only to the Prindle facility or to all storage locations?

Answer: All storage locations.

15. Section 9 of the PWS states that “the place of performance shall be at designated CBP field locations in Arizona, California, New Mexico, and Texas?

Answer: Yes

16. Other than the Prindle facility and the high-volume locations mentioned in Section 4.3.3, are there any other locations where unique services are required?

Answer: No

17. Section 11 states “All contractor employees shall be required to wear CBP identification badges at all times”. It appears that this requirement for the Prindle facility only. Please confirm.

Answer: No, employees at all locations will be required to wear identification badges.

18. Under the QASP, the Monthly Summary ratings categories do not agree with the Rating Scale provided. Will the Monthly Summary ratings categories or the Rating Scale be revised?

Answer: As stated in the document, this is a draft QASP and the vendor is supposed to provide their own based on this draft QASP. That means you can change these ratings in whatever way you want.

19. 4.1.3 – “The contractor will perform their own monthly assessment…” – what will this entail and how is it priced?

Answer: This monthly assessment will be part of the monthly reporting. Please price it as you see fit.

20. 4.1.5 – The Transition In/Out Plan may be labor intensive and require a good deal of assistance by BAI depending on the detail of the property acceptance. Is an updated, detailed GS-210 (Vehicle Condition Report/ CBP Form 58) going to be required for each vehicle? (cross ref. 4.2.1) / Vehicles photographed? (cross ref. 4.3.1) / vehicles re-labeled? (cross ref. 4.7.1)

Answer: The labor-intensiveness that will come from the Transition In/Out will be the problem of the incumbent. The incumbent will also have to provide all the information needed on any vehicle that is being transferred during the transition.

21. 4.3.1 – During Transition In – will the incumbent provide all existing photographs of vehicles being transferred or will new photographs of each vehicle’s interior and exterior be required?

Answer: New photos would be in best interest of new contractor. It would also eliminate any data transfer problems.

22. 4.3.1 – Conflicting Information – Perf. Std. – “The contractor shall take custody of all vehicles within 24 hours of notification by CBP representative” and 4.3.4, “The contractor shall arrive at the point of seizure within 1.5 hours after notification by COTR…” – What will the Performance Standard be? We recognize the difference between a roadside tow standard and a station tow standard but it is not defined as being separate in this performance standard.

Answer: The contractor could arrive at the point of seizure to get the necessary paperwork prior to the pick up which is within 24 hours. The Border Patrol agents cannot wait by the vehicle all day.

23. 4.3.4 – Is a required 90 minute response time for onsite arrival realistic/achievable at all locations (checkpoints, roadside, remote sites, etc.) – particularly during non-business hours?

Answer: Yes

24. 4.13.3 – Must there be Oversight/Verification in place to confirm destruction/salvage Disposition Orders? (4.13.4)

Answer: Yes. CBP personnel must receive prior notification of the date of destructions/salvages.

25. 4.24.1 – What is the current AI rate? What are the requirements of “Site Surveys” (cross ref. 13.1)?

Answer: If the first question is about the Acceptable Loss Rate then the answer is zero. The vendor is to provide a risk management program to protect the seized property. Site surveys cross-referenced in 13. 1 pertain to the improvement of the PWS as stated. The awardee will work with the COTR on these site surveys and will recommend improvements, based on the findings of the site surveys to the PWS. The sites chosen by the vendor /awardee will have to be approved by CBP.

26. 11.0 – “A full (BI) and approval is required (for all contractors supporting this PWS)” – does this infer individual personnel or contractor and sub-contractor companies? (separate from 11.2 SEACATS access)

Answer: All personnel with access to the Government Furnished Property will need to have a BI – whether they are an employee of the prime or the sub.

27. (Q.) – Form CBP 5960 is not listed in Section J.1 List of attachments. Does the Government intend to add that as an attachment in Section J?

“PWS - Performance Standard: (page 8 section 4.2.1)

The contractor shall document all services on CBP Form 5960. The CBP representative and the contractor shall sign the CBP Form 5960 to verify the requested services were performed. The contractor shall maintain this form in their official vehicle contractor file No CBP 5960.”

Form 5960 is being posted on fedbizopps.

28. Buyer Default

PWS 4.23.1 “Notify the Field COTR immediately if vehicle is not picked up within the time period specified by the terms and conditions of the sale, or if certain conditions for release are not met, e.g. no CBP Form 7512 is submitted for "Export Only" vehicles. Bid deposit shall be forfeited in such cases.”

“Performance Standard: The contractor shall prepare and complete a Buyer Default Report within 30 business days.” (Pg. 23 under Buyer Default on PWS)

“7.21 Buyer Default Report — due by close of business to COTR and Field COTR by electronic means. Final report is by close of business the following day.” (Pg. 25 PWS)

(Q.) – In the PWS there are two references to the Buyer Default report. 4.23.1 under the Performance Standard, it states the report is due within 30 business days. In section 7.21 Buyer Default Report, it states final report is due by close of business the following day. Are these the same report and if they are the same report, which is the correct reporting period?

Answer: 4.23.1 Performance Standard should read: The contractor shall prepare and submit a Buyer Default Report by COB of the last day of the auction pick up time period.

Answer: 7.21 Buyer Default Report – should read: Due by close of business of the last day of the auction pick up time period to the COTR and Field COTR by electronic means. A final compiled report is due by close of business of the 30th of each month to the COTR and Field COTR by electronic means.

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