SOW_Custodial Supplement_6.1.20.pdf

General Services Administration

Office of Fleet Management

Statement of Work

Vehicle Marshalling and Support Services

SUPPLEMENT

Custodial Marshaller Sales Preparation

June 1, 2020

Contents

1. SCOPE

2. REQUIREMENTS

2.1. Custodial Marshaller Sales Preparation

2.1.1. Digital Pictures

2.1.2. Vehicle Condition Report

2.1.3. Additions/Removals from Sales

2.1.4. Public Inspection Period

2.1.5. Customer Service Representation

2.1.6. Video Inspection of Completed Sales

2.1.7. Vehicle Release and Removal of Purchased Property

2.1.8. Complaints and Protests

2.1.9. Vehicle Descriptions

2.1.10. Post-sale File Submission to GSA

2.2. General Support Services

2.2.1. Vehicle Decommissioning

2.2.2. Equipment Return

2.2.4. Maintenance/Repairs/Ancillary Vehicle Services

2.2.5. Reconditioning Services

2.2.6. Security and Storage (Vehicles)

1. SCOPE

The work described in this document is supplemental to the Statement of Work (SOW) for Vehicle Marshalling and Support Services. The contractor is required to perform work as required in the Vehicle Marshalling and Support Services SOW in addition to this supplement where custodial marshaller sales preparation is offered as an optional service.

2. REQUIREMENTS

2.1. Custodial Marshaller Sales Preparation

The COR may request to have vehicles sold directly from the marshalling location facility in lieu of transporting to an auction contractor for sale.

Vehicles must be prepared for sale within 30 calendar days of sales assignment. The COR will coordinate between the auction and marshalling contractors to determine mutually acceptable inspection periods and sale dates.

At the request of the COR, the contractor must provide the services identified in this SOW supplement.

2.1.1. Digital Pictures

The contractor must provide digital pictures that clearly depict a complete and accurate representation of the condition of the vehicle selected to sell in place at the marshalling contractor’s location.

All vehicle pictures must display the vehicle in post-sale preparation condition (e.g., license plates removed, decals and vehicle wrap removed, cosmetic and glass repairs completed, reconditioning services completed).

The photo must be taken with no other vehicles in the picture and a plain background is required.

Digital pictures must include, but are not limited to:

● ¾ beauty shots from all four (4) corners (The angle of the exterior ¾ beauty shot(s) must be at a 45- degree angle off each corner of the vehicle (e.g., If taking a photo of the left front of the vehicle, include the right headlight and the left taillight). The contractor must also ensure that the roof and suspension are not cut off in the ¾ beauty shot.

● Front, rear, left side, and right side

● Interior - to include both front and rear (if applicable) and interior of bed on pickup trucks

● VIN

● Odometer

● Engine compartment

● Any damage in excess of normal wear and tear (guidelines provided by the COR). Photos must clearly depict damage (interior/exterior) as indicated on the ECR, requires de-identification or decommissioning, or any damage suggested for repair. These photos are required so that GSA can determine what action(s) may be necessary to repair the vehicle by looking at the electronic Inventory Management System (eIMS).

For vehicles with approved repairs, additional photos of completed work must be added to the electronic condition report (ECR). Original pictures that depict the damage must be retained in the ECR and must not be overlaid or deleted.

2.1.2. Vehicle Condition Report

The contractor must provide vehicle condition reports for each vehicle that includes, but is not limited to:

● Vehicle description which includes but is not limited to VIN, year, make, model, subseries, odometer reading, vehicle options, interior and exterior colors, fuel type, engine details, tire size, tire tread depth, accessory equipment;

● Vehicle condition (interior/exterior, cosmetic, mechanical, body, glass, tires, accessory deficiencies, damage detail and damage severity). These items include but are not limited to:

o Exterior damage, body damage, frame (current damage only), dings, dents, scratches, holes in roof for auxiliary equipment, front & rear bumper, windshield chips & cracks, side mirrors broken/missing, door handles missing/broken.

o Interior damages, carpet tears & stains, rearview mirror detached from windshield or missing entirely, seat tears & stains, holes in dash, torn or loose headliner, and presence of any odor.

o Missing equipment, radios, antenna, spare tire, lug wrench, jack & handle, hubcaps, ash tray, arm rests, glove box door & latches, visors, door lock knobs, window knobs, and door handles.

o Mechanical, all fluid levels, lights, tire pressure, engine and drivetrain leaks (includes transfer case & hubs on 4x4 vehicles), a/c, heater, wipers, brakes (includes parking brake), engine, transmission (incl.

transfer case & hubs on 4x4 vehicles), differential(s), steering, exhaust system, horn, odometer/speedometer operation, and operation of all fuel systems for vehicles using alternative fuels

2.1.3. Additions/Removals from Sales

The contractor must add vehicles to a scheduled sale when requested by the COR in writing at any time prior to the beginning of the inspection period.

Any additional deficiencies discovered by the contractor after the check-in/Condition Report process must be reported to the COR immediately via email and phone. The COR will decide whether to withdraw the vehicle from that auction.

The Government may take possession of any or all of its vehicles upon written notification to the contractor. The Government may also direct the contractor to release a vehicle to a State Agency for Surplus Property or another Federal agency prior to sale.

If GSA determines a vehicle designated to be sold at auction needs to be removed from the contractor’s location prior to the auction process, the contractor may invoice the Government for services rendered up to the point of time the vehicles are removed from the premises. The contractor will be paid the contract amount for all general support services rendered, and a price of ten percent (10%) of the Custodial Marshaller Sales Preparation price.

This payment provision does NOT include vehicles that are temporarily removed for repairs.

2.1.4. Public Inspection Period

A minimum of eight (8) hours (during normal operating hours) are required prior to the sale for public inspection.

Specific hours and date(s) for public access must be coordinated through the COR. The COR and the contractor can mutually agree to more or less than eight (8) hours of inspection time at no additional cost. Inspection periods may be an open inspection period in a prescribed timeframe or by scheduled appointment only.

● Prior to inspection the contractor must:

o Install/attach spare tire and tools in correct position;

o Inflate tires (including the spare tire when applicable) to manufacturer’s recommended pressure;

o Fill lubricants and coolants to manufacturer’s recommended levels (excluding refrigerants);

o Perform an exterior wash of each vehicle scheduled for sale. The COR will coordinate which inspection period will require the presale wash;.

● During the inspection the contractor must:

o Prominently display, the General Sales Terms and Conditions (SF114C) in plain view of the general public and provide hard copies to all bidders who register to the auction;

o Make sale catalogs readily available (Sale catalogs may need to be printed if provided from the auction contractor in electronic format.);

o Make vehicle keys available for each vehicle during the vehicle inspection, so that prospective bidders may start the vehicles, engage transmissions, and visually inspect all systems; however, the vehicles may not be moved or test driven. The contractor serves as the key custodian during this inspection time and is responsible for replacing any lost/stolen/misplaced keys at no cost to the Government;

o Identify all vehicles by item number;

o The vehicles are to be staged vehicles in item number sequence during the inspection time .

o Stage vehicles with enough room between them to allow doors to be fully opened without damaging another vehicle and to permit the opening/closing of trunk/hood for inspection of trunk/engine;

o Provide customer service representatives to assist interested parties, control traffic, and oversee parking if necessary;

o Provide technicians to start vehicles as necessary during inspection period thru time of vehicle release;

and o Provide security services during the inspection period.

2.1.5. Customer Service Representation

The contractor must provide a phone number, fax number, and email address to which they are responsive. The phone number and contact information will be published on GSA and auction contractor websites, catalogs, and Internet sale vehicle descriptions, and be provided to prospective bidders who wish to inspect vehicles. The contractor’s fax and email will be used by GSA Fleet and the GSA auction contractor to send pre-sale catalogs and post-sale proof of payment and release documents. As the vehicle custodian, the contractor must not make verbal statements to prospective bidders on vehicle condition. All inquiries or specific questions concerning vehicle condition must be directed to the servicing GSA auction contractor or the SCO of record for the sale.

2.1.6. Video Inspection of Completed Sales

In the event that the COR is not physically present for a sale the contractor must provide mobile video capabilities for the purpose of a video visual inspection of services rendered including but not limited to:

pre-sale vehicle staging; completion of approved repairs; reconditioning services completed as earlier ordered; and facility/lane cleanliness, etc. Such mobile video capabilities may include Google Duo, Skype, Google Hangouts, FaceTime or other mobile application services as prescribed by the COR.

2.1.7. Vehicle Release and Removal of Purchased Property

Upon successful sale and receipt of payment from the purchaser, the contractor will be provided a copy of the auction contractor’s bill of sale, successful purchaser information, method of payment, and proof of payment.

● The contractor must not allow the removal of any vehicle until the purchaser has paid in full, as evidenced by completed sale documents from the auction contractor and COR approval. The only exception will be approved by the COR in the instance where the purchaser is using an approved state or local Government purchase order).

● Vehicles must only be released upon receipt of proper Government photo identification (e.g., State driver’s license, State identification card) confirming the purchaser, method of payment, proof of payment and purchaser properly match, and contain appropriate signatures.

● The contractor’s standard security measures must ensure that the VIN and the sales documents match prior to releasing the sold vehicle.

● Any contractor that releases a vehicle without appropriate documentation resulting in the loss of a vehicle without verification of receipt of payment is the financial responsibility of the contractor.

● The Government does not provide for nor arrange the transportation of vehicles purchased during the auction process. It is the Bidder's responsibility to arrange for the loading and removal of purchased vehicles within the time frame specified within the applicable Special Term and Conditions at the time of sale.

● For vehicles purchased from the contractor’s location, a bill of sale issued by the auction contractor and proof of payment is required.

● For vehicles being removed by a purchaser’s agent, the contractor must obtain the signature of the removing agent, and record the name and Driver’s License number of the removing agent on a vehicle release form.

● The credit card used to make payment must be displayed at time of removal for vehicles purchased and paid via credit card. If said credit card is not available, and a notarized power of attorney provided in its place, removal of property may be delayed until the identity of the removing agent can be verified with the purchaser.

● If a transporter is the removing agent for a purchaser, a copy of the transporter’s bill of lading indicating the destination must be obtained prior to vehicle release.

● The contractor must notify the COR immediately if the successful bidder fails to remove vehicles purchased within the time frame specified within the applicable Special Terms and Conditions of the sale.

● When the contractor agrees, verbally or in writing, to store the vehicle on behalf of the purchaser at the purchaser’s request after the conclusion of the sale, the contractor must notify the COR in writing of the vehicles which are being stored on behalf of the purchaser(s). In such a case, possession is transferred from the purchaser to the auction contractor for safekeeping until the purchaser(s) can retrieve the property. In this instance, the property is considered “removed” for purposes of the SF-114-C and additional storage charges paid by the Government do not apply. The purchaser must be made aware that they are responsible for any storage charges assessed by the contractor

● The contractor must provide all documentation relating to the release of the vehicle(s) to the auction contractor the same business day the vehicle(s) is released from custody to the successful purchaser or their authorized representative. All documentation should be sent to the auction contractor in a digital format approved by the COR and contain legible copies of all documents generated or collected.

● The contractor must maintain source documents for a minimum of 60 calendar days unless the COR requests in writing the documents be destroyed earlier. The COR will request document destruction in writing. When destroying source material the contractor must shred all source documents and comply with regulations regarding PCI-DSS and PII data destruction. The Contractor must provide the COR a document destruction report certifying the completion of the destruction. The COR must provide a destruction report template to the contractor. The COR may request in writing via email source documents be returned to the Government at any time prior to document destruction. Any requested source documents must be returned to the COR at the Government’s expense and in the manner requested by the COR.

2.1.8. Complaints and Protests

The contractor must refer any bidder or purchaser claims or protests related to the sale of the vehicle(s) to the Sales contracting Officer (SCO) of record for the sale.

2.1.9. Vehicle Descriptions

The contractor is responsible for the accuracy of all vehicle descriptions provided to the auction contractor, therefore, the cancellation of a sale based on vehicle misdescription, or a partial refund to the purchaser due to a vehicle misdescription, is considered the fault of the contractor, unless the misdescription was a deficiency that the COR or GSA instructed the contractor to not include in the catalog or to not announce at time of sale. The contractor is not responsible for misdescriptions determined to be the fault of the Auction Contractor.

For a vehicle with a misdescription that is determined to be the fault of the contractor, and has not been removed from the contractor’s facility, GSA may negotiate a partial refund with the purchaser or cancel the sale of the vehicle.

● If the GSA negotiates a partial refund with the successful purchaser, the contractor must reimburse the

Government any costs related to the partial refund negotiated between GSA and the successful purchaser due to the contractor’s misdescription. GSA will consult with the contractor regarding the purchaser’s misdescription claim prior to offering a purchaser a partial refund.

● For any sale that has been cancelled, the contractor must re-offer the vehicle for sale at no additional cost to the Government.

For a vehicle with a misdescription that is determined to be the fault of the contractor, and has been removed from the contractor's facility, GSA may negotiate a partial refund or cancel the sale of the vehicle. If the sale is cancelled, the vehicle may be returned to the contractor’s facility to be re-offered for sale at no additional cost to the Government, or may be re-offered for sale at the nearest available GSA auction site.

● If GSA negotiates a partial refund with the successful purchaser, the contractor must reimburse the Government any costs related to the partial refund negotiated between GSA and the successful purchaser due to the contractor’s misdescription. GSA will consult with the contractor regarding the purchaser’s misdescription claim prior to offering a purchaser a partial refund.

● For vehicles returned to the contractor’s facility, the contractor is responsible for any associated transportation costs associated with the return of the vehicle. The contractor must re-offer Custodial marshalling Sales

Preparation services for the vehicle for sale at no additional cost to the Government.

● For vehicles re-offered for sale at the nearest GSA auction site (not the Custodial Marshalling Sales Preparation contractor’s site), the contractor is liable for any costs incurred by the Government for a second auction of the vehicle (selling agent and custodial agent costs).The contractor must reimburse the Government any costs (e.g., transportation costs, re-sale preparation, and resale costs) related to the re-sale of the vehicle or any partial refund negotiated by GSA due to a contractor misdescription. The additional costs will be coordinated in advance of the re-sale between the COR and the contractor and must be approved in writing by GSA.

2.1.10. Post-sale File Submission to GSA

Within two (2) business days after the sale, the contractor must electronically submit the data used to complete the itemized invoice via a spreadsheet in COR prescribed format or designated web-based application to include:

● Static Charge Fields (for each individual vehicle) o Class-Tag, VIN, Year, Make, Model, Mileage, Custodial Marshaller Sales Preparation charge, Detail charge, Wash/Vacuum charge, Decal Removal charge, Number of License Plates, Plate Disposition charge

● Repair Charge Fields (for each individual vehicle) o Class-Tag, VIN, Repair Class Key, Repair Description, Parts Cost, Parts Quantity, Labor Cost, Repair or

Replace Flag

2.2. General Support Services

2.2.1. Vehicle Decommissioning

As authorized in writing by the COR for custodial marshalling preparation, the contractor must remove and/or de-activate and provide storage for additional equipment installed on vehicles. This may include light bars, sirens, internal cages, other equipment, etc. Equipment that has been up-fitted for performance reasons must not be removed or replaced (e.g., alternators, shock absorbers, other suspension components, brake components, etc.). The sale of removed equipment by the contractor is expressly prohibited. The contractor must obtain approval for decommissioning costs in writing from the COR prior to start of work.

If damages are anticipated in the decommissioning process, the contractor must inform the COR in advance.

Vehicle damage caused by the contractor in the act of decommissioning the vehicle is the responsibility of the contractor if the COR is not notified of the likely damage in advance, or if the damage incurred differed from that originally provided to the COR.

Equipped vehicles are produced by several manufacturers, and include vehicles from many different model years and varying body styles. Vehicles include, but are not limited to: sedans, sport utility vehicles, and pickup trucks.

Ambulances will not be decommissioned.

GSA reserves the right to perform these services, or to have any required decommissioning services performed by another entity. In such instances, the contractor is relieved of all liability from the time the vehicle is removed from their facility until the time it is returned, unless the contractor provides transportation to and/or from the other facility. In the event that the COR opts to have decommissioning performed by other than the contractor, the contractor may be requested to:

● Deliver the vehicle to the off-site facility and pick it up upon completion of the services. In this event, the contractor may invoice for Shuttle Services.

● Allow access to its premises by the Government and its vendors for pick-up and delivery of vehicles needing off-site Decommissioning. All such pick-ups will be arranged by the COR and communicated to the contractor via email or in writing.

Once the removal service is performed, all removed items must be inventoried, labeled, and logged by vehicle. The equipment must be stored in a secure sheltered area. At the direction of the COR, the equipment must be stored and released to GSA, a GSA Customer Agency, a State Agency for Surplus Property or their approved designee; stored then shipped to GSA or the GSA Customer Agency; or stored then destroyed and/or recycled.

2.2.2. Equipment Return

If the COR directs the contractor to return removed equipment to the Government, the contractor must obtain written approval from the COR for the cost prior to shipment. Costs covered may include the expense of shipping materials, boxes, and containers; preparing/boxing; and shipment of removed equipment and equipment register.

2.2.3. Equipment Recycling/Destruction

If the COR directs the contractor to destroy all removed equipment, destruction must be accomplished within two

(2) business days. The method of destruction must render the equipment to basic material content unfit for any other purpose. The contractor must prepare a register to document the removal and destruction of all equipment. This register must be prepared to show by vehicle, the equipment removed, date accomplished, method of destruction and include the signatures of the individual who performed the actual destruction and the individual’s Manager or the Assistant Manager. The destruction documentation must be submitted to the COR no later than five (5) business days after destruction. An example of an equipment destruction register will be provided by the COR.

2.2.4. Maintenance/Repairs/Ancillary Vehicle Services

As authorized in writing by the COR for custodial marshalling preparation, the contractor must complete the work ordered at least two (2) business days prior to the public inspection. Repair costs must be approved by the COR in writing prior to the work being performed. The contractor must notify the COR when work is completed so that the completed repair can be inspected. If any deficiencies are found, the contractor must correct the deficiencies at no additional cost and permit re-inspection at least one (1) business day prior to the beginning of public inspection.

GSA reserves the right to perform these services, or to have any required maintenance/repair/ancillary service performed by another entity. In such instances, the contractor is relieved of all liability from the time the vehicle is removed from their facility until the time it is returned, unless the contractor provides transportation to and/or from the other facility. In the event that the COR opts to have maintenance/repair/ancillary service performed by other than the contractor, the contractor may be requested to:

● Deliver the vehicle to the off-site facility and pick it up upon completion of the services. In this event, the contractor may invoice for Shuttle Services.

● Allow access to its premises by the Government and its vendors for pick-up and delivery of vehicles needing off-site recall or warranty repairs, or maintenance/repair/ancillary service. All such pick-ups will be arranged by the COR and communicated to the contractor via email or in writing.

Costs for these services must comply with the Mitchell 1 Repair Guide, Mitchell 1 Collision Estimating Guide, and National Auto Glass Specifications. All repairs must be performed in accordance with industry standards.

All glass replacement for non-standard glass (e.g., glass for buses, heavy duty trucks) that is not listed in NAGS Guide price list may be negotiated with the Contracting Officer on a case-by-case basis. The contractor must provide copies of any quotes received for glass replacement (either the cost of the glass and/or the cost for the total repair).

Upholstery Repairs- must be COR approved hours at the body labor rate for each vehicle. The COR will authorize the number of hours agreed to with the contractor.

Hidden Compartments – Vehicles may require aftermarket storage locations to be repaired, removed, or destroyed.

Due to unique configurations, pricing for the repair, removal, or destruction of hidden compartments will be paid at the body labor rate.

Tank Inspections - (e.g., CNG Tank Inspections, Vehicle ReFuelers, and Water Tanker Vehicles) will be paid at the mechanical labor rate.

2.2.5. Reconditioning Services

The contractor must complete all reconditioning services work at least two (2) business days prior to the public inspection of the vehicle. At time of completion, the contractor must notify the COR so that the work can be inspected. If any deficiencies are found, the contractor must correct the deficiencies and permit re-inspection at least one (1) business day prior to the beginning of public inspection.

Any rework required due to the failure of the customer to keep the original appointment to pick up the vehicle will be approved by the COR and the contractor may invoice for the rework service.

2.2.5.1. Wash/Vacuum

In addition to wash/vacuum services listed in the Vehicle Marshalling and Support Services SOW, the contractor must remove all Government documents, booklets, key tags, and Government identifying items and return to the COR.

2.2.5.2. Vehicle Detail

As authorized in writing by the COR, the contractor must perform the following work for vehicle detail services:

● All wash/vacuum services;

● Steam clean or pressure wash engine and engine compartment;

● Clean all door jambs, vents and remove stains and odors;

● Degrease and dress tires and wheel wells;

● Shampoo all cloth and carpet surfaces (to include vehicle trunk area); and

● Wax and buff exterior

2.2.5.3. Decal Removal

As authorized in writing by the COR, the contractor must remove all non-OEM stickers and decals from all painted surfaces, without defacing paint or damaging surfaces. The contractor must remove top material layer, underlying adhesive glue, and any adhesive glue residue. If damage is anticipated, the contractor must notify the COR in advance. Universal ambulance decals must not be removed. Only agency identifying markings will be removed from ambulances.

2.2.5.4. Removal of Vehicle Wrap

As authorized in writing by the COR, the contractor must remove all vehicle wrap without defacing paint or damaging surfaces. If damage is anticipated, the contractor must notify the COR in advance.

2.2.6. Security and Storage (Vehicles)

Should the contractor fail to notify the COR immediately in writing via email and via telephone if a successful bidder failed to remove vehicles purchased within the time frame specified within the applicable Special Terms and Conditions of the sale, the contractor waives any additional storage charges after the date of sale that otherwise would have been incurred and will not charge either the Government or the purchaser of the vehicle for additional storage.

2.2.6. Security and Storage (Vehicles)