USMS-0060-17.pdf

USMS-0060-17

T

12/12/2016

CLARA A. ROBERTS

850-878-2173 X1379

UNICOR, FEDERAL PRISON INDUSTRIES

INTERAGENCY SOLUTIONS/PROCUREMENT BRANCH

7TH FLOOR

400 FIRST STREET, NW

WASHINGTON, DC 20534

493110 NA

UNITED STATES MARSHAL SERVICE

ASSET FORFEITURE DIVISION

2604 JEFFERSON DAVIS HIGHWAY

ALEXANDRIA, VA 22301

X

01/24/2017 2:00 PM EST

UNICOR, FEDERAL PRISON INDUSTRIES INTERAGENCY

SOLUTIONS/PROCUREMENT BRANCH 7TH FLOOR

400 FIRST STREET, NW

WASHINGTON, DC 20534

UNITED STATES MARSHAL SERVICE ASSET FORFEITURE DIVISION

2604 JEFFERSON DAVIS HIGHWAY

ALEXANDRIA, VA 22301

REQUEST FOR PROPOSALS

STORAGE AND DISPOSAL FOR SEIZED AND FORFEITED JEWELRY, ART, ANTIQUES & COLLECTIBLES

FOR THE ASSET FORFEITURE DIVISION

SOLICITATION # USMS-0060-17

TABLE OF CONTENTS

SECTION TITLE PAGE

A SOLICITATION/CONTRACT FORM 1

TABLE OF CONTENTS 2

RFQ COVER PAGE 3

LETTER TO PROSPECTIVE OFFERORS 4

OFFEROR’S INFORMATION PAGE 5

SOLICITATION CHECKLIST 6

B SUPPLIES OR SERVICES AND PRICES/COSTS 7-10

C DESCRIPTION/SPECIFICATIONS/SOW 11-41

D PACKAGING AND MARKING 42

E INSPECTION AND ACCEPTANCE 43

F DELIVERIES OR PERFORMANCE 44

G CONTRACT ADMINISTRATION DATA 45-48

H SPECIAL CONTACT REQUIREMENTS 49-55

I CONTRACT CLAUSES 56-70

J LIST OF ATTACHMENTS 71

K REPRESENTATIONS / CERTIFICATIONS 72

L INSTRUCTIONS, CONDITIONS, AND NOTICES 73-78

TO OFFERORS OR RESPONDENTS

M EVALUATION FACTORS FOR AWARD 79-82

USMS-0060-17

STORAGE AND DISPOSAL FOR SEIZED AND FORFEITED JEWELRY,

ART, ANTIQUES & COLLECTIBLES

UNITED STATES MARSHALS SERVICE

ASSET FORFEITURE DIVISION

PROPOSALS ARE DUE NO LATER THAN 2:00 PM EASTERN TIME ON TUESDAY,

JANUARY 24, 2017.

NOTE: ALL QUESTIONS WITH RESPECT TO THIS SOLICITATION MUST BE

SUBMITTED IN WRITING NO LATER THAT 2:00 EST, TUESDAY,

JANUARY 10, 2017.

NOTE: Proposals may be mailed or delivered to the following addresses.

MAILING ADDRESS

FEDERAL CORRECTIONAL INSTITUTION - TALLAHASSEE

UNICOR

ATTN: CLARA ROBERTS

501 CAPITAL CIRCLE NE

TALLAHASSEE, FL 32301

FOR INQUIRES ON THIS SOLICITATION PLEASE E-MAIL

CLARA.ROBERTS@USDOJ.GOV

mailto:CLARA.ROBERTS@USDOJ.GOV

Dear Prospective Offeror:

We appreciate your interest in this procurement for Storage and Disposal for Seized and Forfeited Jewelry, Art, Antiques, & Collectibles for the Asset Forfeiture Division (AFD) Attached is Standard Form 1449 (Solicitation, Offer And Award), along with Attachments #1 through #9. Each company is advised to carefully review the Solicitation and Attachments before submitting your proposal.

The Government may evaluate offers and award a contract without discussions.

Therefore, each company is encouraged to submit a complete proposal containing their best terms from a Price, Past Performance, and Technical standpoint.

Your proposal should contain the following information:

1) Signed and Dated SF-1449 (Section A), Completed Offeror’s Information Page and Completed Solicitation Checklist - one (1) original and one (1) copy.

2) Signed and Dated SF-30 (Amendment of Solicitation/Modification of Contract) [If any amendments were issued].

3) The Representations and Certifications with all fill-ins completed - as per the instructions contained in (Section K).

4) Price Proposal (Section B).

5) Proposed Storage Facility – Signed Memorandum of Understanding and address of Facility.

6) Past Performance Proposal - three (3) completed Business Management

Questionnaire (Attachment #2) - one (1) original and one (1) copy.

7) Technical Proposal – Technical Merit - one (1) original and three (3) copies

Note: INCOMPLETE PROPOSALS WILL NOT BE CONSIDERED FOR AWARD.

Sincerely, /S/

Lisabeth Day, Contracting Officer Federal Prison Industries, UNICOR

OFFEROR’S INFORMATION PAGE

Each company shall complete this page and the attached Solicitation Checklist and submit as the first page of their offer.

Solicitation Number: USMS-0060-17 STORAGE AND DISPOSAL FOR SEIZED

AND FORFEITED JEWELRY, ART, ANTIQUES & COLLECTIBLES

Offeror’s Name (include ‘Doing Business As’ (DBA) and/or ‘Limited Liability Corporation’ (LLC) if applicable):

Offeror’s Address: ____________________________________________________

Offeror’s Email and Website: ____________________________________________________ Phone/Fax Number: ____________________________________________________

Dun’s Number: ___________________________________________ Federal Tax I.D. Number: ___________________________________________ Federal Supply Schedule Number: _____________________________Expiration Date:__________

SAM Data Accurate and up to date: _____________Yes_______________No___________ Business Size (check all that apply): _____ Small Business

_____ Small Disadvantaged Business

_____ Woman-Owned Small Business

_____ Veteran-Owned Small Business

_____ Service-Disabled Veteran-Owned Small Business

_____ 8(a) Certified Small Business

_____ Large Business

I, ______________________________________________, represent that, to the best of my knowledge and belief, the information included in my offer is complete, accurate, and true.

Signature Date

SOLICITATION CHECKLIST

ITEM INCLUDED AGENCY

USE

SOLICITATION INSTRUCTIONS

Completed Offeror’s Information Page

Completed Solicitation Checklist

Signed and Dated Standard Form 1449 (Section A – Solicitation, Offer and Award))

Signed and Dated Standard Form SF-30 (Amendment of Solicitation/Modification Of Contract) [If any amendments were issued]

Registered at the SAM website (www.sam.gov)

Completed Representations & Certifications on the SAM website OR completed as per the instructions contained in (Section K)

(See Price Proposal Instructions) One (1) original and one (1) copy of the Price Schedule (Section B)

Proposed Storage Facility (Memorandum of Understanding or Lease Agreement)

(See Past Performance Proposal Instructions) Three (3) Business Management Questionnaire (Attachment #2) - one (1) original and one (1) copy

(See Technical Proposal Instructions) One (1) original and three (3) copies of the Technical Proposal - Technical Merit

SECTION B SUPPLIES OR SERVICES AND PRICES/COSTS

1. FIRM-FIXED PRICE AND COST REIMBURSABLE CONTRACT LINE ITEM

NUMBERS

Only items identified in the Price Schedule are payable under this contract. The firm-fixed prices are considered payment in full for all labor, profit, overhead, G&A, fringe benefits, and the commission rate for Live and On Line Auctions.

The Diamond Grading Reports, EFT fees, Shipment and Transportation, and Travel contract line items are reimbursable. The vendor may not add mark-ups to these line items. The “Not To Exceed” Amounts on the respective line items under the Pricing Schedule shall not be exceeded. Any of these allotted amounts that are exceeded are at the risk of the Contractor unless funding has been approved by the Government.

2. ASSET MANAGEMENT AND DISPOSAL PRICING

The contractor’s sales commission shall include all costs associated with asset management, including storage, insurance, travel and storage related to disposal; and other costs associated with the disposal of assets that are mentioned herein.

2.1 Storage of all property including, but not limited to, jewelry, watches, colored stones and gems, collector coins and currency, precious metals, collector postage stamps, paintings, prints, drawings, sculptures, collectibles and antiques shall be included in the contractor’s commission.

2.2 The Government estimates that it will have five (5) sales per year. If the

Government’s requirements do not result in orders as the quantities described above, that shall not constitute the basis for an equitable adjustment or compensation.

2.3 All personnel travel costs associated with the conduct of the sales shall be included in the contractor’s commission. The Government will not pay salaries of the personnel who travel.

2.4 All transportation costs associated with the shipment of assets for disposal shall be included in the contractor’s commission.

3. COST REIMBURSABLES

The Contractor shall provide and maintain supporting documentation that confirms that the reimbursable expenditures listed below: (The Contractor will be reimbursed for actual cost incurred.)

3.1 Shipment and Transportation for the Release for Assets – The Shipment and Transportation Cost of all assets that are ordered by sub-task order to be returned to the United States Marshals Service Point of Contact (POC) (CLIN0008).

3.2 Retrieval of Assets-Shipment and Transportation, the Shipping and

Transportation Cost associated with retrieving assets shall include all material cost. The material costs are expenses incurred for supplies or materials for packing, crating, and shipping assets to the storage facility

(CLIN0001)

3.3 Travel – travel cost associated with retrieval and release assets shall be reimbursed in accordance with the Federal Acquisition Regulations (FAR) Part 31.205-46 and the Government Travel Regulations. This cost excludes any cost associated with the disposal property. Travel associated with disposal shall be included in the Contractor’s commission (CLIN0002).

3.4 Electronic Funds Transfer Fee. The Contractor will be reimbursed for all

Electronic Funds Transfer costs associated with the electronic transfer of sales proceeds to each CATS ID number case of each participating District (CLIN0010).

3.5 Diamond Grading: Select diamonds may require a Diamond Grading

Report. This cost will be a cost reimbursable for the packaging, shipping, and insurance associated with the sending of the diamond and grading report (CLIN0005).

4. ESTIMATED QUANTITIES

Actual quantities required under this contract are unknown. The quantities will vary according to the operational requirement of the U.S. Marshals Service. The fact that estimated quantities are not ordered does not constitute a claim for equitable adjustment. Proposed percentages will not be adjusted as the result of a variation in the quantities.

4.1 The Contractor shall be reimbursed for actual direct costs incurred under cost reimbursable line items. The contractor shall not be reimbursed for profit, General and Administrative (G&A) cost, overhead (s), or any other indirect cost.

4.2 The Not-To-Exceed (NTE) cost reimbursable line items will be added to the

Contractor’s proposed amount to establish the total base year and option amounts. The sum of the base year and options will render the total contract amount for the base year and all option years. The total of each year will equate to the Total Maximum Amount. All line items identified as “NTE” (Not to Exceed) shall not be exceeded without funding approval. Any line items that shall exceed the allotted “NTE” amounts will be done so at the Contractor’s risk.

5. DEPARTMENT OF LABOR WAGE DETERMINATION

This contract shall be subject to the Service Contract Labor Standards. The Labor Wage Determination for a particular place of performance shall be identified upon contract award and hereby incorporated into the contract.

6. PERIOD OF PERFORMANCE

The contract term commences on the date of award and continues for 12 calendar months with (4) four one-year option periods that can be unilaterally exercised by the Government if a determination to exercise is in the best interest of the Government. The total duration of this contract shall not exceed 60 months.

7. MINIMUM GUARANTEE

The minimum guarantee is calculated based on 10% of the total estimated dollar amount for the Base Year only. The minimum guaranteed dollar amount may be met by ordering from any line item in the Base Year. There are no guaranteed minimums for any of the Option Periods.

8. CONTRACT MAXIMUM

The contract maximum for each contract year is 150% of the estimates identified in the Price Schedule.

9. EVALUATION CRITERIA

The contract award will be made based on the best value to the Government considering the following factors: Technical Merit, Past Performance and Price. Past performance and technical merit when combined are approximately equal to cost and price.

10. CURRENT CONTRACTOR AND LOCATION OF PROPERTIES

GASTON & SHEEHAN AUCTIONEERS, INC.

1420 HIGHWAY 685

P.O. BOX 856

PFLUGERVILLE, TX 78691

11. DESIGNATED CITY & STATE OF ORAL/TECHNICAL PRESENTATION

The time and location for the Oral/Technical presentation is to be determined.

Oral presentations will be held at the current or proposed storage facility, which also must be available for a Site Inspection by the Technical Evaluation Board following the Oral Presentation. If the proposed storage location cannot be obtained for the oral presentation, the offeror must provide an alternate location.

The right is reserved to hold Oral Presentations amongst those vendors who have demonstrated the requirements of this solicitation in their proposals, and have ranked amongst the most highly rated proposals. Based on past performance and the evaluation of the Technical Evaluation Board, all vendors who will be given the opportunity to present an oral presentation will be notified.

All other offerors will be notified that their offer is no longer being considered for award and an oral presentation will not be needed.

SECTION C DESCRIPTION/SPECIFICATIONS/WORK

STATEMENT

The United States Marshals Service is the nation’s oldest and most versatile federal law enforcement agency. Among the many critical law enforcement services provided by the agency, USMS is responsible for managing and disposing of seized and forfeited assets acquired by criminals through illegal activities. The USMS Asset Forfeiture Division plays a critical role in identifying and evaluating assets that represent the proceeds of crime as well as efficiently managing and selling seized and forfeited assets. This requirement for property management support services will facilitate the Government’s ability to maintain seized and forfeited real property assets in the same condition, or better, in which they were seized.

1) BACKGROUND

The United States Marshals Service is the nation’s oldest and most versatile federal law enforcement agency. Among the many critical law enforcement services provided by the agency, USMS is responsible for managing and disposing of seized and forfeited assets acquired by criminals through illegal activities. The USMS Asset Forfeiture Division plays a critical role in identifying and evaluating assets that represent the proceeds of crime as well as efficiently managing and selling seized and forfeited assets.

2) INTRODUCTION

The purpose of this Statement of Work is to provide national and international transportation, storage, appraisal, and disposal services for seized and forfeited assets falling under the Jewelry, Art, Antiques and Collectibles (JAAC) program for the United States Marshals Service (USMS) Asset Forfeiture Division (AFD). The coverage area includes the 94 USMS District Offices within the continental United States, Alaska, Hawaii, Puerto Rico, the US Virgin Islands, Guam and the Northern Mariana Islands.

Assets falling under the JAAC program could include but are not limited to:

A. Jewelry: rings, necklaces, bracelets, earrings, watches and time pieces

B. Art: drawings, etchings, paintings, prints and sculptures

C. Antiques and collectibles: artifacts, books, fine china, clocks, collector postage stamps, crystal, dolls, picture frames, porcelain, rugs, silver, sports memorabilia, collector cards, vases, rare and fine wine

D. Clothing and accessories: handbags, shoes, sunglasses, fur coats, gloves, hats, muffs and wraps

E. Collector coins/currency: valued for rare condition and/or beauty beyond the value of the their metal or face value such as collector coins, bank notes or bonds

F. Colored stones and gems: both in cut and raw form

G. Furniture: both antique and specialty

H. Musical instruments: high end/collectible

I. Miscellaneous personal property

J. Precious metals/bullion: gold, silver or platinum bars, ingots, bolts and bullion

(non-collector coins)

3) DEFINITIONS AND TERMS

A. Appraiser: An accredited member of the American Society of Appraisers (ASA) or International Society of Appraisers (ISA) who can assign a value and/or authenticate JAAC assets.

B. “As Is, Where Is”: Assets will be sold with no warranty or guarantee whatsoever.

Assets are to be purchased exactly as they appear at auction. They will be sold based on their appearance only. “As is” is a disclaimer of warranties or representations. “Where is” denotes that a buyer takes the assets as found and must remove it from the point of sale. This language shall be noted in all sales publications and electronic advertisements.

C. CATS ID: The government’s complete asset identification number used to track the asset in the Consolidated Asset Tracking System (CATS).

D. Conditioning Services: Clean or recondition asset prior to sale to enhance the sales price of an asset (ex. rug shampoo, polishing precious metals, etc.).

E. Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

F. Contracting Officer’s Representative (COR): A government employee who provides technical direction to the contractor. The COR is designated in writing by the CO.

G. Daily Sales Facilitation: Conduct preview for third party sales which includes the following services: make assets readily available/accessible to the public; provide a knowledgeable representative to answer potential buyer questions; provide these services for an 8 hour period as determined by the COR (maximum of 2 days) for up to 50 lots and provide adequate security during the viewing period.

H. Electronic Funds Transfer (EFT): The electronic transfer of money from one bank account to another, either within a single financial institution or across multiple financial institutions, through computer-based systems and without the direct intervention of bank staff.

I. Fair Market Value: The price at which both buyers and sellers agree to do business.

J. Liquidation Value: The likely price that may be expected when selling an asset when it is allowed insufficient time to sell on the open market, therefore reducing its exposure to potential buyers.

K. Packaging Services: Includes preparing the assets for shipment. Assets may require special handling equipment (i.e. burlap slings, pallet jacks, dollies, etc.)

and packaging (i.e. crating, double layered strong boxes) and materials (i.e. such as humidity resistant cardboard, acid free tissue, bubble wrap, glassine, glass wrappers, cushioning, fiber board corners, wine shippers, foam materials, etc.).

L. USMS Tracking System: A USMS owned/operated database utilized for the tracking of sub-task orders ordered through the contract. During the course of the contract, the vendor may be required to have access to this system and/or

CATS.

M. Primary Storage Facility: A fully enclosed structure with substantial/ permanent walls, roof and floor which will allow for movement of assets while controlling surface/environmental problems such as standing water, mud, dirt and dust. The facility may only be used for USMS contractual needs. Primary storage facility at a minimum shall include an indoor area for unloading of assets, secure from public view (i.e. facility must have rolling door capable of allowing vehicles to enter and door to close behind for unloading outside of public view); appraisal areas, overflow storage areas, vault areas, climate controlled rooms, administrative space and bathrooms.

N. Replacement Value: The term replacement value refers to the amount that an underwriter and/or insurance company would have to pay to replace an asset at the present time, according to its current worth.

O. Sub-Contractor: Any supplier, distributor, vendor or firm that furnishes supplies or services to or for a prime contractor.

P. Sub-Task Order (STO): An order placed by the COR requesting specific services under the contract.

Q. Travel: All costs necessary to transport authorized persons to fulfill requirements associated with the packaging, relocation, appraisal and/or assessment of assets. Costs include but are not exclusive to lodging, transportation, meals and incidental expenses (M&IE) as pre-approved by the COR. All costs are reimbursed; M&IE costs shall not exceed GSA per diem rates found on www.gsa.gov. Travel costs are not to be assessed with any travel associated with a live auction.

R. USM-102: USMS Seized Property and Evidence Control Form. The document provides authorized chain of custody of identified asset along with a description of the asset, custodial information and value.

4) FACILITY LOCATION, PERFORMANCE AREA, TRANSITION PERIOD AND

RESPONSIBILITY

A. The contractor primary storage facility shall be located within the states of Arkansas, Oklahoma, Missouri, or Texas.

B. Contractor may be asked to secure additional substitute custodial storage facilities during the course of the contract life.

i. Location of such facilities is unknown and is dependent on need as defined by the COR.

ii. At the direction of the COR, contractor shall research, locate and obtain pricing quotes for sub custodial storage locations that provide enough space to accommodate the asset(s) being stored.

iii. Substitute custodial storage facilities are not required to have all the features of the primary storage facility, but must have advanced written approval by the COR.

iv. The contractor will not charge the USMS for inspections at any substitute custodial facility.

v. The contractor will be financially responsible for any damage incurred by the sub-contractor throughout the duration of storage.

C. Use of substitute custodial storage facilities would be on a cost reimbursable basis. The following performance area shall be covered by this contract: the 94 USMS District Offices within the continental United States, Alaska, Hawaii, Puerto Rico, the US Virgin Islands, Guam, the Northern Mariana Islands and international locations as necessary. International relocations will likely be infrequent.

http://www.gsa.gov/

D. The contractor, including the contractor’s facility, shall be fully equipped and ready to begin performance within 30 calendar days of the award date.

E. The contractor shall transfer all assets from their current location to their proposed storage facility within 30 calendar days of contract period of performance start date. COR shall provide contractor a list of assets to be transported from the current location to the contractor’s facility. COR shall designate assets which must be transported via armored car and/or be eligible for transportation via other means.

F. Contractor shall be responsible for the safe transportation of the USMS assets from the current location to the contractor’s facility.

G. The contractor shall assume sole responsibility, as well as financial liability for all assets under their control at all times.

H. The contractor shall obtain and maintain insurance through the duration of the contract. It is the contractor’s responsibility to maintain all insurance relative to storage and transportation of JAAC and other personal property assets asked to be stored by USMS. Contractor should have the ability to increase insurance coverage based on contractor’s inventory being stored. If a discrepancy is identified for lack of sufficient insurance coverage, contractor has 15 business days to correct insurance deficiency and submit compliance certificates to COR and CO for review.

5) FACILITY REQUIREMENTS

The contractor shall provide and operate a facility which fulfills the requirements set forth in this Statement of Work.

A. Primary Storage Facility Requirements

i. The primary storage facility is strictly for the use of USMS assets ONLY.

ii. All areas of the primary storage facility shall be interconnected.

iii. The contractor shall provide access to restroom facilities.

iv. The primary storage facility must have the following areas:

a) A minimum of 400 square feet of vaulted storage

1) Vaulted storage must provide security consistent with a minimum Class 2 rating in the Underwriters Laboratories Standard 608.

2) The vault must be located within a secured room within the facility.

3) The Vault must not be directly accessible from either the exterior of the facility or the warehouse area of the facility.

4) Vault shall store only USMS assets

b) Climate controlled area of at least 400 square feet

1) Contractor shall provide a fully climate controlled environment to prevent deterioration and humidity.

2) Climate controlled area shall be maintained at a standard of 70 degrees Fahrenheit +/- 3 degrees

3) Climate controlled area shall maintain a standard of 50% relative humidity +/- 5%

4) Climate controlled area(s) must be separate from the vaulted area(s)

c) Wine climate storage space area of at least 160 square feet

1) Contractor shall provide one wine climate controlled storage area which shall be maintained at 55 degrees Fahrenheit and capable of holding at minimum 40 cases of wine.

2) If at any time there is not wine in the contractor’s custody, the climate controlled area may be set to a different temperature to allow for additional storage space and energy conservation.

d) Appraisal area of at least 250 square feet

1) Contractor shall provide a designated room for conducting appraisals as detailed in the forthcoming appraisal section.

2) The appraisal area may also serve other USMS needs, such as bulk asset processing and intake area, or other special requests as indicated by the COR.

3) Appraisal area shall be configured to accommodate at minimum two appraisers, their assistants, and any appraisal equipment.

4) Appraisal area shall include a space for storage of appraisal equipment. This space should be at minimum of 3 feet long, 3 feet wide and 3 feet high and have at least two drawers.

5) Appraisal area shall have a power outlet(s) and data port(s)/wireless connection.

e) Warehouse area of at least 5,000 square feet

1) Contractor shall provide space, as needed, for storage of bulk assets which do not require vault or climate controlled storage.

2) Warehouse area provided shall be fully enclosed, clean and free from debris.

3) Warehouse area shall only be for the exclusive use of USMS assets.

4) Warehouse area must be able to facilitate secure offloading and loading of USMS assets.

f) Facility shall have office area.

g) The contractor must have signed Memorandums of

Understanding (MOU), Leasing Agreements, or Certificates of Ownership which will be used to secure the storage facility, when submitting a proposal.

h) If an additional primary facility or a modification to the contractor’s primary facility is required, it must be approved in advance, in writing by the CO. If the contractor proposes a different facility during the contract term, then the contractor assumes any costs for relocating currently stored assets to the new facility.

B. Physical Security Requirements

i. The contractor shall provide secure indoor storage facilities, viewing and sales areas for all USMS assets.

ii. All areas, both interior and exterior, of the primary storage facility must have 24 hour video surveillance with no blind spots. All video recordings shall be time and date stamped. All interior areas are to be videotaped and must have audio capabilities. All video(s)/media files must be kept for at least one hundred eighty (180) days.

iii. Primary storage facility must have motion sensors and alarm recognition system.

iv. All entry points to primary storage facility must have alarm contacts.

v. Primary storage facility must limit both physical and visible access to assets stored and maintained to only those approved persons.

vi. The contractor shall provide a detailed physical security plan that should include at minimum:

a) Facility Location – state the address of location to be utilized under this contract

b) Facility Requirements – total amount of square footage proposed for primary storage facility

c) Physical Security Requirements – describe all areas used, alarm system, video surveillance system, emergency response notification, access points, indoor and outdoor lighting

d) Photos – provide interior and exterior photos of the primary storage facility

e) Schematic – provide a sketch of the facility and where items are located (Parking, layout of indoor storage including locations of appraisal areas, overflow storage areas, vault areas, climate controlled rooms, administrative space and bathrooms, doors, security cameras, lighting, fencing, etc.)

f) Preview Area – facility, resources, standard operating procedures.

vii. Loss, theft or damage to any assets while in the contractor’s custody shall be reported immediately to the COR. Contractor shall provide all media recordings within 24 hours of incident to the COR. Loss/damage to the assets shall be replaced (with that of like or equal value) or repaired, within 20 days of notification or as instructed by the COR. Asset theft and/or vandalism shall be reported to the local police department and to the COR within 24 hours of incident. A copy of the police report shall be provided to the COR within 24 hours of receipt.

C. Staffing and Access Requirements

i. The contractor shall be available, at its storage facility(s), between the hours of 8:30 AM and 5:00 PM, Monday through Friday, excluding Federal Government holidays. Contractor shall provide a point of contact for 24 hours per day, 7 days per week, and 365 days per year access.

ii. Access is restricted to the contractor or their authorized employees, the CO/COR or his/her designee, or individuals accompanied by USMS personnel that are approved by the CO/COR.

a) The contractor shall submit a list of all authorized contractor and/or sub-contractor employees as part of their technical proposal

b) These employees/ sub-contractors will undergo a basic criminal history background check prior to the award

c) Each employee/sub-contractor must provide: full legal name, date of birth, social security number and state driver’s license/ID card number

iii. USMS COR or COR designee will perform quarterly and unannounced inspections of facility, assets, case files and processes.

iv. The contractor shall maintain a visitor log at each facility. The contractor shall deny any individual who requests access to the storage facility who has not been authorized by the COR (this includes the seizing agency personnel). The contractor shall annotate the names of those individuals, and if applicable, the organizations represented, and immediately notify the COR.

v. Any requests for information regarding seized assets shall be forwarded to the COR.

D. Technology

i. Primary facility must have internet connectivity with a minimum 1.5 Mbps download speed and 1.5 Mbps. This is to allow contractor to perform work utilizing CATS/USMS Tracking System(s) as appropriate.

ii. Government Furnished Property

a) USMS will provide the contractor with 1-2 laptop computers and necessary accessories for contractor to utilize CATS/USMS Tracking System(s).

1) Contractor must submit 1 individual per laptop issued to undergo USMS background check per USMS Information Technology Division (ITD) standards.

2) Contractor shall be held accountable for the laptop computers issued by the USMS for duration of the contract.

3) Contractor shall not use the government issued laptop for any personal or prohibited use.

4) Contractor shall surrender all government furnished property at the close of the contract term.

6) TRANSPORTATION OF ASSETS

A. The contractor may be asked to provide transportation of assets from the USMS

District Offices, or another location, to the storage facility, or another location as specified. The COR shall notify contractor of transportation needs via a STO.

Quantity, type of assets, location pick up and location delivery point shall be described in the STO.

i. If an asset needs to be returned, the contractor shall be required to arrange transportation of assets already in the contractor’s custody back to the USMS District Office.

B. The contractor may be required to package the assets for shipment prior to transportation.

C. Packaging Services

i. Contractor may be requested to provide packaging services to USMS

District Offices or other locations. A STO will be issued by the COR for these services.

ii. Contractor may also be requested to send packaging supplies and/or materials for a USMS District Office to utilize for shipment of assets to the contractor.

iii. Dependent on location of assets, travel for packaging services may be required. Travel for this purpose is a cost reimbursable line item.

D. The contractor shall assume sole responsibility, as well as legal and financial liability for the assets from relocation until disposal.

E. Transportation of all assets must be electronically monitored via carrier tracking numbers from time of receipt to time of delivery. Bulk asset shipments may require further definition and/or itemization and approval; coordination and pre-approval via the COR would be required.

F. The contractor shall inspect and verify the assets upon arrival at delivery point, as detailed in the initial intake stage.

G. All transportation costs shall be billed at cost plus 5 percent.

i. The contractor shall obtain the actual cost to transport the asset from the start to end destination.

ii. The contractor will then add an additional 5 percent to the actual cost of transportation to cover any administrative costs associated with the coordination of the transportation.

iii. The contractor shall submit back up documentation reflecting the actual cost of transportation of the asset(s) to the COR at invoicing.

iv. If travel by the contractor is required for any transportation of assets, the cost plus 5 percent would not be applicable to travel costs. Contractor shall be reimbursed for travel costs only.

7) INITIAL INTAKE OF ASSETS

The following applies to all assets regardless of storage location:

A. The contractor shall be notified by the COR via STO of inbound shipment from the District Office.

i. Assets may arrive via the following delivery methods: contractor arranged transportation, United States Postal Service, hand delivery, insured and/or armored shipping company, or private shipping company. This is not an inclusive list; other tracked delivery methods may be used.

B. The contractor shall utilize an electronic asset management database to track all assets. Contractor shall describe their asset management database in their proposal.

i. Contractor shall input the asset into their electronic asset management database. The contractor shall establish/maintain a separate case file for each asset within the electronic asset management database. Each case file shall be identified by the USMS District Office and CATS ID and shall include, at a minimum:

a) Signed USM-102

b) Records related to asset condition, storage, disposal and all

STOs

c) All valuation documentation, both from the IA (when provided) and USMS

d) Digital photograph of assets

C. The contractor shall inspect the integrity of all packages upon receipt. Any packages received without a mailing label, proper marking from the USMS District Office, or visible tampering or damage, shall be photographed by the contractor. Contractor shall immediately contact COR and forward electronic photographs for review. If this occurs, contractor shall accept the shipment, and place in a holding area until COR and USMS District Office provides information.

D. Upon arrival at the storage facility, the contractor shall inspect and inventory the seized asset. The contractor shall open and verify the contents using the USM- 102 Items/Contents List as a reference, along with the previous received STO. If a discrepancy arises at initial intake, contractor shall email COR immediately.

E. Contractor shall sign and date the USM-102 showing receipt of the assets and email signed copy of USM-102 to the COR and the USMS District Office, within 3 business days upon items verification. If a large shipment shall require more than 3 business days to verify, the contractor shall notify the COR.

F. Contractor shall photograph all assets received and ensure all images capture condition of asset (i.e., damages). All photos must be kept in the contractors electronic asset management database and made available upon COR request.

G. Upon verification of inventory, contractor shall secure asset in designated area (i.e. vault, climate controlled room, warehouse area, etc.) until appraisal process commences. If contractor is unsure of asset storage area designation, email COR immediately.

8) STORAGE OF ASSETS

A. This requirement for property management support services will facilitate the

Government’s ability to maintain seized and forfeited assets in the same condition, or better, in which they were seized.

B. The contractor shall provide evidence that it has complied with all laws and ordinances associated with asset storage. Applicable permits shall be kept current throughout the term of the contract and shall be made accessible upon CO request.

C. The contractor shall provide an orderly and clean storage facility.

D. Contractor shall segregate, when practical, non-forfeited and forfeited assets within the storage facility.

E. Prohibited items: The USMS does not sell certain items that are considered to be prohibited. Upon the discovery of this type of asset in storage, the contractor will immediately notify the COR, via e-mail, and provide the USMS district code, CATS ID number, item number, and description of each prohibited item.

Contractor shall store prohibited items until time of disposal. Prohibited items include, but are not limited to, the following:

i. Drug Paraphernalia: Title 21, U.S.C., Section 863, Chapter 13, Subchapter 1, Part D, prohibits the sale or offer for sale of drug paraphernalia. The USMS does not sell items manufactured for drug use.

ii. Offensive Memorabilia: Items that may be considered offensive or derogatory in nature (i.e., Nazi or war crime memorabilia). COR discretion shall be exercised.

iii. Weapons to include guns and pistols. COR discretion would apply for other types of non-firearm weapon categories, dependent on historic nature.

iv. Endangered Species: assets made from the skins, feathers, bones or any parts of endangered animals and birds.

v. Ivory: The USMS does not sell ivory in any form.

9) APPRAISAL PROCESS

A. All appraisals conducted under this contract must be performed by an ASA or

ISA certified appraiser. Contractor may use its own certified staff or sub-contract with an entity which is certified.

B. Contractor shall provide the name(s) and qualifications of any appraiser to conduct work under this contract to the COR. If at any time a new appraiser will be added, the contractor shall submit new appraiser name(s) and qualifications.

C. Contractor’s appraisers shall follow all security protocols associated under this contract.

D. Any issues/concerns raised by sub-contract appraisers are to be handled by the contractor and not with the COR.

E. Standards and requirements for the appraisal of assets under this contract are outlined in the attached Appraiser Technical Guidance Letter (TGL).

F. Contractor shall be notified via STO of appraisal requirements. STO will detail which asset(s) and/or items by CATS ID number will need to be pulled in advance for the appraisal process.

G. All appraisal costs shall be billed as follows: at cost plus percent.

i. The contractor shall obtain the actual hourly rate for the appraiser to be used for the requested task. The contractor shall bill that hourly rate plus Appraisal Administrative Fee CLIN listed in Pricing Schedule.

ii. Travel costs associated with appraisals shall be billed as a cost reimbursable item under the Travel CLIN

H. Appraisals of any asset stored in the contractor’s vault MUST be conducted in the appraisal area. Contractor will relocate these assets from the applicable storage area to the appraisal area prior to appraisal.

i. Assets not kept in the vault may be inspected in the warehouse location where stored. Contractor will coordinate with appraiser on the best method to conduct the appraisal of these assets.

I. Contractor shall prepare assets for appraisal.

J. Upon verification of appraisal completion, asset should be relocated to assigned storage area.

i. It is the contractor’s responsibility to provide adequate security for assets with appraisals that last longer than one working day.

K. In the rare occurrence if additional hours are required to complete an appraisal, the contractor must contact the COR for pre-approval with a request and justification. COR will then issue an STO and shall be invoiced as described above. If the appraisal/authentication service(s) are conducted at an off-site location, the entire process must be videotaped by the contractor, utilizing a time recordation video method. Upon arrival at the off-site location, the contractor should immediately notify the COR of any issues, concerns, persons or conditions that would compromise the appraisal/authentication process.

L. Upon completion, contractor is responsible for preparing final deliverable for accuracy and delivery to the COR.

M. Contractor shall submit final appraisal to the COR within 10 business days after completion of appraisal. Contractor shall upload information in deliverable into asset management database to show updated values and descriptions of assets.

Contractor may be tasked to upload appraisal into USMS system(s).

10) OTHER CONTRACTOR SERVICES

A. Conditioning Services: Contractor may be asked to provide conditioning services for repair or restoration for specific assets to enhance potential sales value. Via issuance of STO, contractor shall be tasked to provide quotation based on service requested, on a cost-reimbursable basis.

B. Diamond and Gemstone Identification and Grading Reports

i. Following appraisal, select diamonds and gemstones may require further identification and/or Diamond Grading Report. Reports that may be ordered include: Gemological Institute of America (GIA) Diamond Grading Report, and Diamond Dossiers (for loose, unmounted diamonds only); and Gemological Identification Reports, Colored Diamond Identification and Order Services (for loose, unmounted, and mounted stones) Reports are delivered on a cost reimbursable basis.

ii. Contractor shall be notified via STO of stones requiring GIA. Contractor shall work with COR to set up appointment with appraiser for service.

iii. Contractor shall pull the asset from contractor’s vault and present to the appraiser if stone must be removed from setting.

iv. Once removal is complete, the contractor shall photograph all loose stones(s)/diamond(s) prior to packaging. The loose stone(s)/diamond(s) shall be repackaged and secured before returning to the contractor’s vault.

v. The contractor shall securely package the loose stone/diamond(s) for shipment to a qualified Gemological Institute located within the United States.

vi. If removal of stone is required, contractor shall arrange for shipment by securely packaging the item and ship to a qualified Gemological Institute located within the United States.

vii. Contractor shall electronically monitor the transportation and delivery of the item from contractor location to selected service provider.

viii. The contractor shall immediately notify the COR of any missing or undelivered stones or reports.

ix. Contractor shall be responsible for current replacement value as provided by the appraisal report of all stones sent to the Gemological Institute for the purpose of obtaining said reports.

x. Contractor shall provide status updates of all stones sent to Gemological Institutes, as requested by the COR.

xi. Upon receipt of the returned asset and completed report, contractor shall verify asset is in same condition as when it departed, return the asset to the contractor’s vault with the original copy of the received report. A copy of the report will be forwarded to the COR.

xii. The information on the report shall be used for advertisements at the time of disposal.

xiii. Original reports will convey with the asset at the time of disposal.

xiv. Contractor will submit all documentation related to obtaining the report with the monthly invoice to the COR.

C. Inventory Services

i. Contractor may be requested to provide inventory services to at various locations. A STO will be issued by the COR for these services.

ii. Inventory services may include providing personnel to separate, tag, label, group like assets for packing and storage/and/or shipment and a detailed inventory list of assets.

iii. Dependent on location of assets, travel for inventory services may be required. Travel for this purpose is a cost reimbursable line item.

D. Service of Process

i. The contractor may be requested by the COR to physically attach court documents to a specific asset(s). COR will issue an STO for service of process and send an electronic copy of the documents to be served to the contractor. Contractor will notify COR that the process has been served by signing the STO after completion and forwarding signed STO to COR and USMS District Office.

11) DISPOSAL OF ASSETS

A. The COR shall determine the method for disposal for all USMS assets. The contractor shall receive written instructions for the disposal of all assets via an STO. Disposal methods include, but are not limited to, the following:

i. Online Auction by Contractor

ii. Live Auction

iii. Sealed Bid Sale

iv. Internet Sale by USMS Third Party Vendor

v. Smelting

vi. Destruction/Crushing

vii. Official Use by an Authorized Agency

viii. Release to Lien Holder, Claimant, or Owner

B. Prohibited items: The USMS does not sell items that are considered to be prohibited. COR will provide direction for disposal of prohibited items.

C. The following persons shall be prohibited from purchasing property through the U.S. Department of Justice Asset Forfeiture Program and are also, therefore, barred from placing bids to buy such property: U.S. Department of Justice employees, including U.S. Marshals Service employees, as further restricted below:

i. Employees of the Asset Forfeiture Division, U.S. Marshals Service, and other U.S. Marshals Service employees directly involved with the Asset Forfeiture Program, and their immediate family members, defined as any persons residing in the same household as the employee, whether or not related by blood or marriage; spouses; parents; parents-in-law;

grandparents; siblings; aunts and uncles; first cousins; and all their spouses;

ii. Employees of any state or local governmental agency who, directly or indirectly, perform duties associated with the seizure and forfeiture of property by the U.S. Department of Justice, and/or which participates in the U.S. Department of Justice Equitable Sharing Program

iii. Contractors, sub-contractors and the employees of contractors and sub-contractors of the Asset Forfeiture Division, U.S. Marshals Service, who provide contract/management services for personal and real properties and complex assets;

iv. Anyone acting in concert with or on behalf of any of the above persons.

v. Special circumstances may rebut the presumption, i.e., supersede the above determination, that someone is or is not a prohibited purchaser in one or more of the above categories, as determined by the USMS and the relevant U.S. Attorney’s Office (USAO), with the concurrence of its Ethics Officer, Office of General Counsel.

D. Advertising for Contractor Auctions

i. The contractor is required to advertise for all contractor held auctions.

ii. The contractor is required to market and advertise assets for sale to maximize exposure and gain public interest in the sale prior to the auction.

iii. Contractor shall clearly state in all advertisements that all forfeited assets are sold “AS IS, WHERE IS”.

iv. Contractor SHALL NOT DISCLOSE CATS ID number in any advertisement.

v. Contractor shall advertise all sales via contractor operated Internet website. Contractor shall send COR the link to contractor operated website for additional posting of advertisement on the USMS website at least 14 days prior to sale.

vi. Contractor shall maintain an all-inclusive interested parties list for direct advertising purposes. This list should include but not be limited to all potential bidders, all incoming phone and email inquiries.

vii. COR reserves the right to request further marketing and advertising placement for all sales. These requests may include but are not limited to:

publications in national magazines, extended time frames for advertisements, additional placements of flyers and/or posters or media efforts coordinated with the USMS.

viii. Live Auction Advertising

a) Any live auction shall be advertised at least 14 days prior to sale

b) The contractor shall advertise any live auction in at least one (1) local print publication of the live auction venue and at least one

(1) national print publication (e.g. USA Today, the Wall Street Journal, the New York Times)

c) Contractor shall advertise auction information on contractor’s web site

d) Contractor shall conduct direct mailings to all inclusive parties list

e) The contractor shall advertise in physical sales venue’s interior

f) COR reserves the right to set a Press Day for interviews, on camera spots, reporter inquiries and inspection of property prior to the Preview or Auction Day

g) Contractor shall participate in press/media events as instructed by the COR

E. Viewing Period for Contractor Auctions

i. The contractor is required to allow the public to view assets for sale prior to the day of the auction.

ii. The contractor shall conduct preview via appointments with the potential buyers at the contractor’s facility for online auctions and sealed bid sales.

However, in some cases, due to the nature of the asset(s) or size of the auction, a larger preview day(s) may be required.

a) The contractor, prior to viewing day, shall prepare the property for sale.

b) Viewing day shall be for an 8 hour period, and scheduled as follows:

1) Live Auction – Viewing shall be on the day prior to sale

2) Online Auction by Contractor – Viewing shall be prior to the auction closing

3) Sealed Bid Sale – Viewing shall be prior to the sealed bid opening

c) The Contractor may also hold an additional viewing period on the day of the sale prior to the auction at contractor’s discretion.

Contractor shall inform the COR of additional viewing period’s hours.

d) COR has discretion to ask for extended preview…