SOW_Marshalling_6.1.20.pdf

General Services Administration

Office of Fleet Management

Statement of Work

Vehicle Marshalling and Support Services

June 1, 2020

Contents

1. SCOPE

2. APPLICABLE DOCUMENTS

3. REQUIREMENTS

3.1. Marshalling Support Services

3.1.1. Marshalling Services for New/Additional Vehicle – Consignee & Dealer Delivery . 3

3.1.2. Marshalling Services for Exchange Vehicle

3.1.3. Marshalling Service for Reassigned Vehicle

3.1.4. Telematics Installation (Optional Service)

3.1.5. Fueling Vehicles

3.2. General Support Services

3.2.1. Vehicle Movement (Optional Services)

3.2.2. License Plate/Fleet Services Card Removal

3.2.3. Reconditioning Services

3.3. Special Requirements

3.3.1. Electronic Inventory Management Systems (eIMS) (Optional Service)

3.3.2. Digital Pictures

3.3.3. Vehicle Inventory Control

3.3.4. Electronic use of GSA’s FMS2GO Mobile App

3.3.5. GSA Affiliated Customer Account (GACA)

3.3.6. IT Security

3.3.7. Security of Data Including Personally Identifiable Information

3.3.8. Personally Identifiable Information Notification Requirement

3.3.9. Sensitive Items

3.3.10. Security and Storage

3.3.11. Facility Requirements

3.3.12. Conflict of Interest

APPENDIX A – Definitions APPENDIX B – Acronyms

1. SCOPE

The General Services Administration (GSA) Office of Fleet Management (GSA Fleet) has a requirement to acquire contractor support for vehicle marshalling and support services for Government vehicles. Vehicle types for which these services needed include, but are not limited to, sedans, station wagons, sport utility vehicles, full & mid-size pickup trucks, full & mid-size vans, ambulances, police vehicles, school & transport buses, medium and heavy duty trucks, and wrecker & carrier transport vehicles. GSA Fleet’s vehicles are powered through conventional as well as most alternative fuels, including: electric, hybrid electric, hydrogen, mixtures containing up to 85 percent methanol or denatured ethanol, natural gas, liquefied petroleum gas, and biodiesel blends. Contractors shall supply personnel to execute all services within the specified timeframes as required under this statement of work.

Based on customer needs, the Government reserves the right at any time to:

● Marshall its own vehicles;

● Relocate vehicles to another area; or

● Relocate vehicles to another contractor.

For purposes of this Statement of Work (SOW), vehicles have been broken down into separate groups based upon their condition and in separate types based upon their gross vehicle weight rating (GVWR).

Vehicle Groups

● Group I - Operable Vehicles: Agency Owned Vehicles (vehicles owned by GSA)

● Group II - Salvage/Inoperable Vehicles: Vehicles the Government has determined to be salvage or inoperable. Vehicles determined to be inoperable may require transportation via towing, trucking, or flatbed.

Vehicle Types

● Type 1 - 12,500 GVWR and under

● Type 2 - Over 12,500 GVWR

2. APPLICABLE DOCUMENTS

● GSA IT Security Procedural Guide 01-2, Incident Response

● GSA Order CIO 9297.2C CHGE 1, GSA Information Breach Notification Policy

● GSA Vehicle Accountability Form

● Federal Motor Vehicle License Plate Return Form

3. REQUIREMENTS

3.1. Marshalling Support Services

The contractor is required to provide marshalling support services (receipt, inspection, preparation, assignment/termination of new, exchange, or reassigned vehicles) for Government owned or leased vehicles. The majority of GSA marshalling service requirements will be a one-for-one vehicle exchange. The majority of new vehicles received will have an exchange vehicle to be turned in that will be sale eligible or available for reassignment. GSA does, however, order additional vehicles which will not have a vehicle to turn in for exchange for the new vehicle. In addition, there are circumstances where a vehicle will be turned in for sale or reassignment, and there will not be a new vehicle ordered for the exchange.

3.1.1. Marshalling Services for New/Additional Vehicle – Consignee & Dealer Delivery

3.1.1.1. New Vehicle Acceptance

The contractor must accept delivery of new vehicles between 8:00 a.m. - 4:30 p.m. local time, Monday through Friday, excluding Federal holidays.

At delivery, the contractor must:

● Visually inspect the vehicle’s interior and exterior for physical defects;

● Sign and collect copies of all shipment/delivery documents. Any discrepancy discovered must be annotated on the carrier’s shipment document (paper or electronic format) and signed by the contractor and carrier;

● Contact the Contracting Officer’s Representative (COR) immediately via email and phone if damage is evident or required items missing (e.g., spare tire, mats, antenna, jack and tools, at least two (2) keys/key fobs etc.) If delivered during non-business hours, the COR must be notified no later than close of business on the next business day;

● Provide an electronic copy of all shipment/delivery documents to GSA; and

● Report the damage or missing items to the manufacturer according to the manufacturer’s guidelines and procedures. Specific guidance for reporting damage or missing items to each manufacturer will be provided by the COR.

The contractor will be held liable for vehicle damage or missing item costs attributable to:

● Failure by the contractor to follow manufacturer procedures and guidelines for reporting; and

● Damages or missing items which were provided by the COR and were previously undocumented damage or missing items.

3.1.1.2. Electronic Load of New Vehicle Data

The contractor must inspect all new GSA Fleet vehicles delivered to the contractor facility. GSA Fleet will provide the contractor with an identification list(s) of vehicles prior to the expected delivery. Prior to accepting a vehicle, the contractor must perform the following Receiving Inspection on each vehicle:

● Verify that each vehicle meets the order specification provided by GSA. Such as:

o Motor Vehicle Delivery Order Number (RPN);

o Make and model of the vehicle;

o Optional equipment ordered (e.g., snow plows, winches, bed liners, etc.); and o VIN and special features (especially for large vehicles), if known.

● Verify that each vehicle has auxiliary equipment such as vehicle jack, spare tire, antenna, license plate brackets, two sets of keys and, if applicable, two remote/keyless access devices; and

● Verify the vehicle fuel gauge reads above empty and the low fuel indicator is not on. If empty/low the contractor must coordinate with the COR to assure a minimum of three (3) gallons of fuel is added in accordance with fueling services requested under paragraph 3.1.6 Fueling Vehicles. The contractor must charge electric vehicles to a minimum of 75% charge (the contractor can use either an Electric Vehicle Charging Station or standard 110 volt outlet for charging the vehicles) one (1) business day prior to customer pickup. Should the Manufacturer’s Pre-Delivery Inspection require more than three (3) gallons of liquid fuel or greater than 75% battery charge, the contractor must follow the OEM guidelines.

3.1.1.3. Receiving Inspection

The contractor must load new vehicle information utilizing FMS2GO, by scanning provided barcodes for each marshalled vehicle, then uploading the vehicle data files to the GSA server using the Internet.

3.1.1.3.1. Manufacturer’s Pre-Delivery Inspection (PDI) – (Consignee Delivery ONLY)

The contractor must perform a PDI and service as defined by the manufacturer of the vehicle, which may differ by brand name, make, model, and year of vehicle. The PDI and service must be performed prior to loading the vehicle in FMS2Go and contacting the customer agency for vehicle exchange.

The COR must be notified immediately via email of any discrepancies involving vehicle specifications, options, low/no fuel, or equipment or transportation damage. The contractor must coordinate with the COR to determine what, if any, further actions are required by the contractor. The contractor is held responsible for the cost of any undocumented damages or missing equipment. Repairs/replacement must be made prior to assignment of vehicle to the Customer Agency.

3.1.1.4. Vehicle Pre-assignment Preparation

After acceptance/inspection, the contractor must install the Government license plates (tags) provided by

GSA.

● Tag marked “A” must be installed on the front of the vehicle

● Tag marked “B” must be installed on the rear of the vehicle

For each new vehicle, GSA will also provide the contractor with the following:

● Two (2) key tags;

● Government Fleet Services Card;

● Vehicle Driver’s Packet;

● Accident Reporting Kit; and

● Vehicle specific information.

The contractor must verify that the Government Fleet Services Card matches the license plates on the vehicle. The contractor must contact the Fleet Management Center (FMC) to obtain the Government License Plates and Government Fleet Services Card for the applicable vehicles(s) if not provided before the vehicle arrives.

The vehicle inspection, electronic load of new vehicle data and pre-assignment preparation must be completed within three (3) business days of vehicle delivery to the contractor facility and one (1) business day prior to assignment of the vehicle.

3.1.1.5. Vehicle Assignment

The COR will provide the contractor instructions for scheduling vehicle pick-ups with the customer agency. The Customer Agency must be contacted within one (1) business day after completion of pre-assignment preparation. The contractor must notify the COR in writing if the customer cannot be reached.

The new vehicle must be washed at least one (1) business day of the scheduled appointment with the customer agency. This wash is included in the Marshalling Service and is not invoiced separately. The assignment of the vehicle to the customer agency must be completed within eight (8) business days after customer contact.

When issuing a new vehicle to a GSA Customer Agency, the contractor must ensure the following is accomplished/provided:

● The contractor and the Customer Agency must inspect the vehicle prior to transfer for any damages or missing equipment and sign the GSA Vehicle Accountability Form at the time of transfer specifying damages or missing equipment, if any. One copy must be given to the Customer Agency’s representative, one copy retained by the contractor and the original forwarded to GSA electronically within one (1) business day;

● The contractor must complete vehicle assignments and terminations electronically using a GSA provided system and obtain any required signatures. This function may be retained by Government as directed by the COR, and vehicle assignments and terminations will be accomplished by hard copy Vehicle Accountability Form;

● Two complete sets of keys for the vehicle (ignition and doors/trunk if different) and two remote/keyless access devices, if provided with the vehicle. The contractor must attach a tag (furnished by GSA) to each of the two sets of keys identifying the U.S. Government license plate number;

● Owner’s manual;

● Vehicle Driver’s Packet and Accident Report Kit;

● Tire-changing equipment, including spare tire and wheel, jack and lug wrench or tire inflator kit

(unless GSA has advised the marshalling contractor that such equipment will not be provided for a specific vehicle.); and

● Government Fleet Services Card corresponding to the customer vehicle license plate number.

3.1.2. Marshalling Services for Exchange Vehicle

When receiving an exchange vehicle from a GSA Customer Agency, the contractor must ensure the following is accomplished/received:

● The contractor and the Customer Agency inspect the vehicle prior to transfer for any damages or missing equipment and either electronically sign the eVAF in FMS2Go or sign the VAF specifying damages or missing equipment, if any. If the VAF is used one copy must be given to the Customer Agency’s representative and the original must be forwarded to GSA electronically within one (1) business day.

The contractor must retain one copy for a period of one year unless a shorter retention time is authorized in writing by the COR;

● The contractor must terminate the assignment of the exchange vehicle from the Customer Agency who turned in the vehicle using Government furnished devices and/or applications; uploading to the GSA server the same day the transaction occurs. This function may be retained by Government as directed by the COR;

● Two complete sets of keys for the vehicle (ignition and doors/trunk if different) and two remote/keyless access devices;

● Two matching license plates are returned with the vehicle. If a vehicle is returned with less than two (2) license plates, the contractor must contact the COR immediately via email and phone to report the missing plates;

● Tire-changing equipment or inflator kit, including spare tire and wheel, jack and lug wrench (unless GSA has advised the contractor that such equipment will not be provided for a specific vehicle.); and

● Verification that the Fleet Services Card with the vehicle matches the license plates on the vehicle.

Should the Fleet Services Card not match the license plates or be missing, the contractor must document that fact on the inspection form and immediately notify the COR.

3.1.3. Marshalling Service for Reassigned Vehicle

GSA may, at times, reassign an exchange vehicle to another Customer agency account. Should this occur, GSA will notify the contractor with the following information; description of the vehicle, vehicle license plate, customer contact info (for the current customer), and date/time that the vehicle will be turned in.

The vehicle to be reassigned may be dropped off by the customer (either directly or through a third party transporter), or the contractor may be required to retrieve the vehicle. The contractor assumes possession of the vehicle either a) when the vehicle is delivered to the contractor’s facility, or b) the contractor takes possession of the vehicle at the time of vehicle pick-up.

3.1.3.1. Vehicle Acceptance/Inspection/Termination

When receiving an exchange vehicle from a GSA Customer Agency, the contractor shall ensure the following is accomplished/ received:

● The contractor and the Customer Agency inspect the vehicle prior to transfer for any damages or missing equipment and sign a Vehicle Accountability Form (e-sign form in FMS2GO is preference) specifying damages or missing equipment, if any. If signing hard copy, one copy must be given to the Customer Agency’s representative and the original must be forwarded to GSA electronically within one (1) business day. The contractor must retain one copy for a period of one year unless a shorter retention time is authorized in writing by the COR;

● The contractor must terminate the turn-in vehicle using Government furnished devices and/or applications; uploading to the GSA server the same day the transaction occurs. This function may be retained by Government as directed by the COR;

● Two complete sets of keys for the vehicle (ignition and doors/trunk if different) and two remote/keyless access devices;

● Two matching license plates are returned with the vehicle. If a vehicle is returned with less than two

(2) license plates, the contractor shall contact the COR immediately via email and telephone to report the missing plates;

● Tire-changing equipment or inflator kit, including spare tire and wheel, jack and lug wrench (unless GSA has advised the contractor that such equipment will not be provided for a specific vehicle.); and

● Verification that the Fleet Services Card with the vehicle matches the license plates on the vehicle.

Should the Fleet Services Card not match the license plates or be missing, the contractor shall document that fact on the inspection form and immediately notify the COR.

3.1.3.2. Vehicle Pre-assignment Preparation

Once a reassignment vehicle has been received and inspected, the contractor must contact GSA regarding any potential repairs, refueling, and reconditioning services required prior to vehicle reassignment.

The contractor must ensure the spare tire; tools and/or inflator kit are installed in the correct position.

Check and fill all lubricants and coolant (excluding refrigerants) to manufacturers recommended levels and ensure all tires (including the spare tire if equipped) are inflated to the manufacturer's recommended tire pressure.

All reconditioning must be completed within one (1) business day of the scheduled delivery to the Customer agency.

The contractor is responsible for any damage, loss, theft or misuse of the GSA vehicle, including Fleet Services Card and license plates. Contractor responsibility is relinquished once the new customer agency signs for the vehicle. Should loss of Government license plates or loss of the Fleet Services Card occur the contractor must contact the COR via e-mail and telephone immediately.

The vehicle inspection and pre-assignment preparation must be completed within three (3) business days of vehicle delivery to the contractor’s facility. When body damage repair is required on the exchange vehicle, extensions may be granted by the COR upon request.

3.1.3.3. Vehicle Reassignment

When issuing a reassigned vehicle to a GSA customer agency, the same procedures outlined in paragraph

3.1.1.5 Vehicle Assignment must be followed.

3.1.4. Telematics Installation (Optional Service)

GSA Fleet’s telematics provider will provide the contractor with the telematics device and all the hardware necessary for a proper installation. The telematics devices will be shipped directly to the contractor from the telematics provider.

For new vehicles, the telematics unit must be installed and operational prior to releasing the vehicle to the customer. The contractor will:

● Receive all required training from GSA Fleet’s awarded telematics provider prior to installing telematics on a GSA Fleet vehicle. Training will be conducted virtually, and online resources will be made available, by GSA Fleet’s awarded telematics provider;

● Self-certify that their installation is performed in accordance with OEM technical guides for aftermarket equipment. Installers must stay up to date with updated guides as they are made available by the OEMs;

● Ensure all hardware is installed on the appropriate vehicle(s);

● Where appropriate, and as determined necessary by the vehicle type, utilize the telematics provider’s supplied equipment; to include: T-harnesses, brackets, mounts and/or zip ties to ensure proper connection to the OBD-II (or similar) port o Standard OBD-II Installations: Universal 16-Pin T-Harness Kit + GO Device Example https://www.youtube.com/watch?v=Yz5y6STbZpM&list=PLstjZojhKtEA4l-Bi8g0dVpb-dvyh393B&index=2 o Nonstandard Installations: Universal 9-Pin HD T-Harness Kit + GO Device Example; and

● As part of the installation process, ensure the device is communicating properly by logging the install here. Until the install is logged and a positive confirmation is received, the install is considered incomplete.

Contractors are not required to become Certified Installers under the requirements of the awarded telematics provider’s program to bid on this CLIN. Although, if a contractor would like to become a Certified Installer, they may do so by following the awarded telematics provider’s steps found here. By doing so, contractors must agree to the provider’s Terms and Conditions.

Surplus Inventory Telematics devices and associated equipment may be picked up at any time by GSA personnel in coordination with the COR. There will be no cost to the Government for equipment picked up by GSA representatives.

Any return shipping of equipment (labor and materials required for preparing packing lists, boxing/packing, and scheduling of shipment) will be negotiated between the contractor and the CO prior to shipping.

3.1.5. Fueling Vehicles

Upon written request by the COR, fuel must be added to vehicles and charged at the current local prevailing rate for fuel. This fuel rate and time needed for fueling must be verified and approved by the COR in writing prior to fueling the vehicle(s).

Contractors must not remove fuel from vehicles without prior written authorization from COR for each vehicle in question.

This section is only applicable to new/additional or reassignment vehicles. It is not allowed for exchange vehicles.

3.2. General Support Services

3.2.1. Vehicle Movement (Optional Services)

At the request of the COR, delivery of new vehicle(s), exchange of new vehicle(s), or delivery of reassigned vehicle(s) may be required to Customer Agency’s facilities or GSA facilities within the geographic location serviced by the contractor.

A GSA Vehicle Accountability form must be used to document the vehicle’s condition at the time of pick-up and return delivery for any instances the vehicle is removed from the contractor’s facility by the Government and its vendors for pick-up and delivery of vehicles needing off-site services. Upon return of the vehicle, should any damage to the vehicle be noted that was not listed on the accountability form at the time of release, the contractor must notify the COR of the damage in writing no later than one (1) business day after the vehicle is returned to the contractor. Failure to notify the COR of the damage within the specified timeframe must result in the contractor being held liable for the damage. The contractor must verify the tag numbers, VINs, and odometer readings. A countersigned copy of the GSA Vehicle Accountability Form must be provided to the COR.

3.2.1.1. Shuttle Services

Shuttle service is defined as driving the vehicle from the contractor’s location to a local offsite location and/or pick up of the vehicle from the off-site location and driving to the contractor’s facility. Shuttle services are performed only when the COR directs the contractor in writing to take the vehicle to a third party. Shuttle Services are NOT billable to the Government if the contractor is dropping off/picking up a Government vehicle from its subcontractor.

The contractor’s vehicle operators must check and ensure that all tires and all fluids and lubricants are within safe operating levels before departure. All vehicles must be driven directly to the destination and must not be used for any other purpose. Should breakdown or accident occur the contractor must contact https://www.youtube.com/watch?v=Rs5sSWZ5IXg&list=PLstjZojhKtEA4l-Bi8g0dVpb-dvyh393B&index=3 https://www.geotab.com/installation-documentation/ the COR immediately both via telephone and in writing. In the event the COR cannot be contacted, the contractor must transport the vehicle to the destination by the most economic means, and contact the COR at their earliest opportunity. The amount of recovery must not exceed the actual cost to transport the vehicle. Documentation for the actual cost to transport must be provided to the COR.

3.2.1.1.1. Pick-up of Vehicles at Dealerships

If new vehicles are delivered to dealerships, and courtesy dealer delivery is not available, the contractor is required to pick up new vehicles from said dealerships as directed by the COR in writing.

3.2.1.1.2. Offsite Repairs at the Request of the Government

At the request of the Government, shuttle services may be required to take vehicles to, or pick up vehicles from authorized repair facilities for warranty, recall, decommissioning, or other maintenance or repair work to be performed, or to another vendor not on this contract.

3.2.1.2. Transportation

Transportation is defined as the one way movement of a vehicle from point of origin to its final destination (e.g., pickup from point of origin and bring to contractor’s facility for auction, delivery of a vehicle to a customer)

3.2.1.2.1. Driveaway Method

Vehicle pick-up and delivery to the contractor’s facility is required within five (5) business days of receipt of a pick-up order. The contractor’s vehicle operators must check and ensure that all tires and all fluids and lubricants are within safe operating levels before departure from the pick-up point.

All vehicles must be driven by the shortest route to the destination and must not be used for any other purpose. Should breakdown or accident occur the contractor must contact the COR immediately both via telephone and in writing. In the event the COR cannot be contacted, the contractor must transport the vehicle to the contractor’s facility by the most economic means, and contact the COR at their earliest opportunity. The amount of recovery must not exceed the actual cost to transport the vehicle. Documentation for the actual cost to transport must be provided to the

COR.

3.2.1.2.2. Carrier Method

Vehicle pick-up and delivery to the contractor’s facility must be required within five (5) business day pick-up service, regardless of carrier capacity.

3.2.1.2.2.1. Oversized/Undersized Vehicles with Special Loading Requirements

In the event the COR requests carrier method of transport for Group I and/or Group II vehicles that are:

● Oversized (e.g., maintenance utility, box truck, or any other vehicle too large for the carrier);

● Under-Sized (e.g., wheelbase too small for the carrier); or

● Requires special handling for loading (e.g., forklift, wrecker, or other special equipment to load)

The rates will be negotiated with the CO on a case-by-case basis with the contractor providing copies of any quotes received for moving the vehicle(s). GSA reserves the right to purchase transportation to the contractor’s facility via other means than under this SOW.

3.2.1.2.3. Ocean Freight Transport

At the request of the COR the contractor may provide roll on – roll off (RO/RO) or container ocean freight transport via ship or barge for inter-island transport or transport between CONUS, Alaska, and island locations inclusive of but not limited to Hawaii, Puerto Rico, and U.S. Territories. All legal and regulatory requirements regarding shipping U.S. owned property must be followed.

Contractors may be required to report in AES (automated export systems), provide Government Bill of Lading (GBLs), and must possess current Transportation Worker Identification Credential (TWIC) cards. The GSA CO is authorized to negotiate pricing for this item on an as-needed basis.

Ocean freight shipping can be used in conjunction with driveaway or carrier transportation to provide vehicles picked up from one location and delivered to the final location.

3.2.1.3. Driver Qualifications

Under all methods of transport, it is the contractor’s responsibility to ensure that drivers and transporters have all appropriate licenses required for the type of transportation and vehicle involved.

3.2.1.4. Liability

The contractor must be fully responsible for the vehicles, and for the safeguarding of License Plates, and/or Fleet Services Cards, and liable for any damages, accidents, pilferage, theft, etc. from the time the vehicles are picked up to the point of release or return to the Government. In the event the Fleet Services Card accompanies the vehicle during transportation, it must not be used for any purpose whatsoever.

The contractor is relieved of all liability from the time the vehicle is taken into custody by the off-site vendor until such time as the contractor takes custody of the vehicle at the time of pick-up for return to the contractor’s facility. The contractor must utilize GSA’s Vehicle Accountability Form to document the condition of the vehicle prior to movement, and as chain of custody documentation. Should any damage to the vehicle be noted upon the vehicle’s return to the contractor’s custody and it was not noted on the vehicle accountability form the contractor must be held liable for the damage.

3.2.1.5. Fuel

All fuel costs incurred by the contractor under all methods of transportation are the financial responsibility of the contractor. For driveaway and shuttle services, should fuel need to be added to the vehicle, it must be at the contractor cost. (No additional cost to the Government).

3.2.1.6. Tolls

Toll charges incurred must be invoiced at actual cost incurred by the contractor. Receipts must be produced that match all vehicles charged toll transportation charges. The toll transaction date must match the date the vehicle was secured at the contractor‘s facility. For mixed carrier loads (GSA and non-GSA vehicles), the contractor must charge GSA the prorated share for GSA vehicles only. Tolls will only be paid if toll roads are noted in the shortest route established by the mapping software prescribed by the

COR.

3.2.1.7. Transport for Off-site Repairs

If the contractor does not have an on–site facility for all contract CLINs, and utilizes off-site subcontractors for those purposes, transportation to and from those subcontractors must be the contractor’s cost. The contractor must be liable for any damage to the vehicle that occurs during such transportation.

3.2.1.8. Dry Runs

In the event the contractor attempts to pick up a vehicle as requested and the vehicle is inoperable (with no prior notification), mechanically unsafe to drive (under driveaway method), is not available at the specified pick-up location, or a customer agency is unable to accept a vehicle, the contractor must call the

COR immediately to see if there is another vehicle that may be substituted or other arrangements can be made. In the event there is not a substitute vehicle, other delivery arrangements cannot be made, or the COR is not available, the contractor may charge a price according to the contracted rates for this service.

3.2.1.9. Vehicle Pick-up

The contractor must remove vehicles from the designated pick-up points and deliver them to the destination location (contractor’s facility or customer location). The contractor must verify the VIN on the dash prior to transport. If the dash VIN is unreadable or missing, the COR must be notified immediately via telephone and in writing upon discovery. Pick-ups must be accomplished after 8:00 a.m. and be completed by 3:00 p.m. local time, Monday through Friday, excluding Federal holidays, unless otherwise authorized in writing by the COR on a case-by- case basis. The Government may elect to use a means other than the contractor or his/her subcontractor to transport vehicles. All transportation decisions must be pre-approved by the COR in writing, to include specifying the transportation method, either driveaway (actual vehicle is driven from pick-up point to destination) or carrier (vehicle is placed onto another conveyance for transport). Driveaway or carrier method can apply to either Type 1 or Type 2 vehicles. All mileage will be determined by using the “shortest distance” methodology as indicated by the mapping service prescribed by the COR.

3.2.2. License Plate/Fleet Services Card Removal

The contractor may be instructed to remove and return all license plates and Fleet Services Credit Cards (if applicable). In these cases the COR will either pick-up the license plates/fleet cards or advise the contractor where to return. . The cost of any return shipping will be borne by the Government.

Any vehicles having less than two matching license plates must be documented and reported to the COR via email and telephone within one (1) business day of discovery.

3.2.2.1. Return of License Plates to U.S. Department of Justice, UNICOR

The contractor must document all removed license plates on the Federal Motor Vehicle License Plate Return Form and scan all license plates with readable barcodes using a GSA approved application (currently the FMS2Go mobile app). The contractor is required to manually enter the license plate pending destruction data into the GSA approved application for license plates with missing or unreadable barcodes. A template of this form and instructions on how to complete the form, scan and ship the license plates will be provided to the contractor by the COR. All license plates for each sale must be shipped to UNICOR no later than one week after the sale has occurred.

3.2.2.2. Return of License Plates to COR

The contractor must document all license plates on a license plate register, or if instructed by the COR, scan license plates with readable barcodes using a GSA approved application (currently the FMS2Go mobile app). The register must be prepared as designated by the COR, and must show the license plate number, the number of license plates removed, VIN, Fleet Services Credit Card number (if applicable), and date returned.

All removed license plates must be returned to the COR no later than one week after removal. An example of a license plate register will be provided by the COR.

3.2.2.3. Return of Fleet Services Cards

If instructed by the COR. The contractor must prepare a register to document all Fleet Services Credit Cards being returned to the COR. The Fleet Services Credit Cards and register must be returned to the COR within one week of removal.

3.2.3. Reconditioning Services

The contractor must complete all reconditioning services work as directed by the COR. 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. 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.

3.2.3.1. Wash/Vacuum

As authorized in writing by the COR, the contractor must perform the following work for wash/vacuum services:

● Wash and clean the exterior, including tires, rims, wheel covers, windows;

● Remove all non-OEM stickers and decals from glass surfaces without defacing surfaces;

● Vacuum and remove all debris from the vehicle including trunk, rear compartments, or truck beds;

● Clean all interior compartments;

● Wash the interior surfaces (e.g., door panels, dashboard, windows, etc.); and

3.2.3.2. Vehicle Detail (Optional Service)

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

3.3. Special Requirements

3.3.1. Electronic Inventory Management Systems (eIMS) (Optional Service)

The eIMS serves as the standardized platform for inventory management, communications and exchange of data between the contractor and GSA. It allows GSA as the consignor, along with the contractor, to effectively control and manage the auction and/or marshalling processes.

The contractor must utilize the eIMS to:

● Document the basic vehicle information, vehicle options, condition, damages, images, and status of each Government-owned vehicle in the contractor’s custody at all times; and

● Pick-up order process for marshalled vehicles needs to be automated within the eIMS through file upload.

The contractor must notify the COR in advance of any scheduled maintenance to the eIMS that will result in the inability to access the system.

An exchange vehicle received via marshalling can only be invoiced one time for placement into the eIMS.

3.3.1.1. System Requirements

The eIMS must be password protected, web-based, available 24 hours a day, seven days a week, and allow the COR and other authorized GSA personnel to carry out all required processes in a marshalling transaction. In addition it must have the following capabilities:

● Generate canned and ad hoc reports to including but not limited to:

o inventory reports of vehicles in current inventory and vehicles removed from the contractor’s custody;

o detail reports of vehicle data, pick-up location data, vehicle notes, Electronic Condition Report (ECR) damage line items, suggested repairs, approved repairs, invoice charges data, vehicle inventory tracking history, and marshalling data;

o detail reports of damage estimates and approved repairs;

● Retain a history of vehicle data, pick-up location data, vehicle notes, ECR damage line items, suggested repairs, approved repairs, invoice charges data, vehicle tracking history, and what has been moved from the inventory status for a period of 75 months after removed from the contractor’s custody;

● Contractor load of ECRs for viewing by the COR;

● Contractor and COR added notes to individual vehicle records in active inventory status (not archived records);

● Store digital images (retained for a minimum of six (6) months after the vehicle is removed from the contractor’s custody);

● Segregating inventory being assigned by GSA Region/Zone, GSA FMC, or GSA ordering office as requested by the COR.

3.3.1.2. Administration

The contractor must assign an individual as the primary eIMS point of contact at each contractor facility used by GSA. This individual must be trained and proficient in using the eIMS.

3.3.1.3. Data Integrity

Information regarding current vehicle inventory status must be kept up to date (e.g., vehicles released to a customer or removed from the contractor’s custody must be updated within 1 business day). If GSA has input data into the eIMS, the contractor must not overlay any of that information for any reason.

3.3.1.4. Assignment of Vehicles

GSA will be assigning tasks for vehicles through the eIMS. Contractors are required to accept eIMS Electronic Assignments within one (1) business day of their posting. Contractors are required to post to the eIMS the date the assignment was accepted, the date the vehicle status is in transit, and the date the vehicle was secured at their facility.

Any pick up exceeding five (5) business days must require a note in the eIMS indicating the reason for the delay. Any issues arising regarding the inability to pick up a vehicle for reasons beyond the contractor’s control must be communicated to the COR via email within one (1) business day. Such issues must require a note in the eIMS indicating the problem. All vehicles must be logged into the eIMS within one (1) business day of arrival at the contractor’s facility.

3.3.1.5. Electronic Condition Report (ECR)

The contractor must produce ECRs via eIMS for each marshalled vehicle.

o Only applies to new vehicles if received with damages or missing items;

o Exchange vehicles; and o Reassigned vehicles

The contractor must produce an ECR within two (2) business days of receipt of the vehicle. This report must include, but is not limited to:

● The condition of the vehicle (interior/exterior, cosmetic, mechanical, body, glass, tires , and accessory deficiencies, including digital images);

● Estimated cost of repair for the noted deficiencies, broken down by each individual damage item, broken down by parts and labor;

● Damage detail and severity;

● Vehicle condition grade;

● License plate number and the quantity of license plates displayed/mounted on vehicle when received;

● Vehicle descriptive information (VIN, year, make, model, subseries, odometer reading, vehicle options, color, fuel type, engine details, tire size, tire tread depth, etc.);

● Accessory equipment;

● Presence of any odor; and

● The date each vehicle was received at the contractor’s facility.

The contractor is fully responsible for noting any interior or exterior body damage, missing equipment, or other known deficiencies on the initial vehicle accountability form or approved contractor bill of lading.

The contractor must notify the COR of the additional damage as a note in the eIMS and via a separate email, identifying the vehicle by VIN, description, and additional damage. The contractor must update the eIMS ECR to reflect the additional damages within one (1) business day after the COR acknowledges receipt of notification of additional damages.

Damages, missing equipment, and other items that must be noted in the ECR include, but are not limited to:

● Exterior damage;

● Interior damage;

● Missing equipment; and

● Mechanical deficiencies.

3.3.1.6. Repairs

GSA may notify the contractor of any authorized maintenance or repairs in the eIMS.

Onsite guidance from a COR supersedes the eIMS, but the eIMS must be updated by the contractor and the COR at a later time to reflect the COR decision(s). Such guidance from the COR must be received in writing at the time the work is authorized and must be within the limitations established in funded order.

3.3.1.7. Posting Charges

The contractor must post in the eIMS all applicable charges within one (1) business day of completion of the authorized repair or service (e.g., eIMS, reconditioning, transportation, additional security/storage, license plate/fleet service card removal/return, marshalling).

3.3.2. Digital Pictures

Digital pictures are required for the following marshalled vehicles:

● new vehicles if received with damage;

● Exchange vehicles; and

● Reassigned vehicles

Vehicles must have the following digital photos taken:

● VIN;

● Odometer;

● Damages that clearly depict damage (interior/exterior), 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.

3.3.3. Vehicle Inventory Control

An eIMS is the inventory management tool of choice. The eIMS may be utilized for management and inventory control for new/exchange/reassigned marshalled vehicles.

If the contractor is not offering eIMS services, the contractor must provide electronic inventory listings on a daily basis (Monday thru Friday excluding Federal holidays) unless there has been no activity since the most recent submission. At a minimum, the contractor must provide a current inventory listing of all vehicles secured on or removed from the contractor’s lot. Required data elements include, but are not limited to: VIN, Model Year, Make, Model, Mileage, Exterior Color, and Date Secured/Received. This information must be transmitted electronically as directed by the COR (e.g., email in Microsoft Excel format, upload a spreadsheet to a Google Drive folder, populate a google document, populate a GSA provided electronic inventory management system, etc.)

3.3.4. Electronic use of GSA’s FMS2GO Mobile App

The contractor, for the purposes of performing marshalling services, must utilize GSA’s proprietary FMS2GO Mobile App. The FMS2GO Mobile App is a free app developed on an Android platform and available for download on the Google Play Store. A user must have an available Android phone or tablet device with internet (Wi-Fi or cellular data plan) connectivity to conduct marshalling services.

3.3.5. GSA Affiliated Customer Account (GACA)

Contractors must obtain a GSA Affiliated Customer Account (GACA) to share files in Google Drive or Google Sites. Obtaining a GACA account is at no cost to the contractor. Instructions for obtaining a GACA account will be provided by the COR at the time of ordering.

The contractor must have Internet access to upload and download files to GSA servers or web-based applications.

3.3.6. IT Security

Internet accessible vendor web applications used for in scope services must be secure; use secure protocols (e.g., TLS 1.2); FIPS-approved algorithms; and, FIPS 140-2 validated encryption modules (where possible).

Web site connections (if any) must use HTTPS-only, with HSTS. Secure access with multi- factor authentication (MFA) is strongly recommended.

If new or unanticipated threats or hazards are discovered by either the Government or the contractor, or if existing safeguards have ceased to function, the discoverer must immediately notify the other party.

3.3.7. Security of Data Including Personally Identifiable Information

By acceptance of, or performance on, this contract, the contractor agrees that in the event of any actual or suspected breach (defined as loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar term referring to situations where persons other than authorized users with an authorized purpose have access or potential access to Personally Identifiable Information (PII), whether physical or electronic) the contractor must immediately (no later than within one hour of discovery) report the breach to the GSA Contracting Officer (CO) or the Contracting Officer’s Representative (COR) and the General Services Administration Incident Response Team at gsa-ir@gsa.gov and (202)780-9423. If the breach occurs outside of regular business hours and/or neither the CO nor the COR can be reached, the contractor must contact the POCs as specified by the CO or the COR for emergency contacts outside of business hours within one hour of discovery of the breach. The Contractor must also notify the CO and COR and the General Services Administration Incident Response Team as soon as possible during regular business hours. Data breaches must follow reporting and response procedures as defined in GSA IT Security Procedural Guide 01-2, Incident Response and GSA Order CIO 9297.2C CHGE 1, GSA Information Breach Notification Policy (https://www.gsa.gov/directive/gsa-information-breach-notification-policy-).

The contractor must have a security policy in place that contains procedures to promptly notify any individual whose PII (as defined by OMB) was, or is reasonably believed to have been, breached. Any notification to end consumers as a result of a breach must be coordinated with GSA. The method and content of any notification by the contractor as a result of a breach is subject to the approval of GSA. In the event of a breach, the contractor assumes full responsibility for taking corrective action consistent with notification procedures included in the GSA Information Breach Notification Policy. Breach notifications involving PII are defined in section “Personally Identifiable Information Notification Requirement” mailto:gsa-ir@gsa.gov mailto:gsa-ir@gsa.gov http://www.gsa.gov/directive/gsa-information-breach-notification-policy-) http://www.gsa.gov/directive/gsa-information-breach-notification-policy-) http://www.gsa.gov/directive/gsa-information-breach-notification-policy-) http://www.gsa.gov/directive/gsa-information-breach-notification-policy-) http://www.gsa.gov/directive/gsa-information-breach-notification-policy-)

The contractor also agrees to cooperate fully with the CO, the GSA Inspector General, and any other authorized Government investigator during any investigation regarding a breach or suspected breach of PII.

This cooperation includes providing access to documents and systems for a forensic investigation such as systems logs and server images, to determine how or why the breach occurred and how to prevent a similar occurrence in the future. The contractor must also correct, at its own cost, the system or protocol to prevent any future similar breach.

3.3.8. Personally Identifiable Information Notification Requirement

Subject to GSA analysis of the breach and the terms of its instructions to the contractor regarding any resulting breach notification, a method of notification may include letters to affected individuals sent by first class mail, electronic means, or general public notice, as approved by GSA’s Full Response Team. At minimum, a notification should include: (1) a brief description of how the breach occurred; (2) a description of the types of personal information involved in the breach; (3) a statement as to whether the information was encrypted or protected by other means; (4) steps an individual may take to protect themselves; (5) what the agency and/or contractor is doing, if anything, to investigate the breach, to mitigate losses, and to protect against any further breaches; and (6) point of contact information identifying who affected individuals may contact for further information. The contractor agrees to assist in and comply with PII incident remediation and/or mitigation efforts and instructions, including those breaches that are not a result of the contractor or employee of the contractor’s actions, but the contractor is an unintentional recipient of PII. Actions may include allowing GSA incident response personnel to have access to computing equipment or storage devices, complying with instructions to remove emails or files from local or network drives, mobile devices (BlackBerry, Smart Phone, iPad, USB thumb drives, etc.). In the event that a PII breach occurs as a result of the violation of a term of this contract by the contractor or its employees, the contractor must, as directed by the CO and at no cost to GSA, take timely action to correct or mitigate the violation, which may include providing notification and/or other identity protection services to affected individuals for a period not to exceed 24 months from the GSA Full Response Team’s determination that a breach has occurred discovery of the breach. To ensure continuity with existing Government identity protection and credit monitoring efforts, the contractor must use the identity protection service provider specified by GSA.

3.3.9. Sensitive Items

The contractor must notify the COR immediately by phone and in writing if any sensitive items are left in the vehicles. Sensitive items include but are not limited to bio-hazardous material, weapons, munitions, keys (other than vehicle keys), Government electronics (e.g., laptops, cell phones), or Government driver personal items. The contractor must coordinate with GSA on returning these items to GSA or the customer agency and keep these items in secured storage until proper disposition has been completed. This secured storage will be at no additional cost/fee to the Government.

3.3.10. Security and Storage

3.3.10.1. Vehicles

The contractor is responsible for security and storage of the marshalled vehicle from the time of vehicle acceptance until it is transferred and released to a Customer Agency, transport contractor, auction contractor, GSA or a third party approved by GSA. The term "secure" means that unauthorized access to the vehicle(s) must not be possible at any time.

Until possession of the vehicle is released, the marshalling contractor is liable for any damages omitted on the GSA Vehicle Accountability Form (electronic or hard copy). GSA will provide copies of these forms to the contractor.

The contractor may charge an additional per calendar day…