USMS24-11 SOL DOC.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY 11. DELIVERY FOR

FOB DESTINATION

UNLESS BLOCK IS

MARKED

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A RATED

ORDER UNDER DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

SEE SCHEDULE

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE 17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

CONTRACTOR AGREES TO FURNISH AND

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF.

DATED . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 4/2002)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITON IS

UNRESTRICTED

SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

NAICS:

SIZE STANDARD:

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

COPIES TO ISSUING OFFICE.

OFFER

STANDARD FORM 1449 (REV. 4/2002) BACK

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

REQUEST FOR PROPOSALS

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

FOR THE ASSET FORFEITURE DIVISION

SOLICITATION # USMS24-11

TABLE OF CONTENTS

TITLE PAGE

SOLICITATION/CONTRACT FORM (SF-1449) 1

TABLE OF CONTENTS 2

RFQ COVER PAGE 3

LETTER TO PROSPECTIVE OFFERORS 4

OFFEROR’S INFORMATION PAGE 5-6

SOLICITATION CHECKLIST 7

SOLICITATION INFORMATION 7-15

DESCRIPTION/SPECIFICATIONS/SOW 12-34

DELIVERIES OR PERFORMANCE 35

CONTRACT ADMINISTRATION DATA 36-39

SPECIAL CONTACT REQUIREMENTS 40-44

CONTRACT CLAUSES 45-60

REPRESENTATIONS / CERTIFICATIONS 61-77

INSTRUCTIONS, CONDITIONS, AND NOTICES

LIST OF ATTACHMENTS 78

TO OFFERORS OR RESPONDENTS 79-84

EVALUATION FACTORS FOR AWARD 85-87

USMS24-11

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 WEDNESDAY, JULY 20, 2011.

NOTE: ALL QUESTIONS/INQUIRIES WITH RESPECT TO THIS SOLICITATION MUST BE SUBMITTED IN

WRITING NO LATER THAT 2:00 PM EST, WEDNESDAY, JULY 13, 2011.

NOTE: Proposals may be mailed or delivered to the following address. Faxed proposals are not allowed. Any facsimile proposals received in response to this solicitation shall be rejected and not considered for award. Email proposals are accepted provided that the subject of the email identifies the Solicitation number, and is received by the closing date and time designated herein.

MAILING ADDRESS

JOSCIE L. BARNES, SENIOR CONTRACTING OFFICER

UNICOR, FEDERAL PRISON INDUSTRIES

400 FIRST STREET NW, 7TH FLOOR

WASHINGTON, DC 20534

ALL INQUIRIES REGARDING THIS REQUIREMENT SHALL BE PUT IN WRITING TO THE ATTENTION OF THE

CONTRACTING OFFICER VIA EMAIL AT JBARNES@CENTRAL.UNICOR.GOV.

THIS REQUIREMENT IS SET ASIDE 100% FOR SMALL BUSINESS.

mailto:JBARNES@CENTRAL.UNICOR.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 as a part of this solicitation is a Standard Form 1449 (Solicitation/Contract/Order for Commercial Items), and a Business Management Questionnaire for all Past Performance references. 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 based on the best value method. Therefore, each company is encouraged to submit a complete proposal containing their best efforts from a Price, Past Performance, and Technical standpoint.

Your proposal should contain the following information:

1) Signed and Dated SF-1449

2) Completed Offeror’s Information Page and Completed Solicitation Checklist - one

(1) original and one (1) copy.

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

4) Business/Price Proposal.

5) Registration at the ORCA website prior to the closing of this solicitation.

6) Registration at the CCR website prior to the closing of this solicitation.

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

8) Past Performance References – at least three (3) completed Past Performance

Data Worksheets (Attachment #8).

9) Technical Proposal

NOTES: INCOMPLETE PROPOSALS WILL BE REJECTED AND NO LONGER

CONSIDERED FOR AWARD.

CONTRACTORS THAT DO NOT SUBMIT OFFERS ELECTRONICALLY SHALL

SUBMIT PROPOSALS ON 30% POST–CONSUMER FIBER PAPER IN ACCORDANCE

WITH EXECUTIVE ORDER 13423

Sincerely, /S/

Joscie L. Barnes, Senior Contracting Officer UNICOR, Federal Prison Industries

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: USMS24-11 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:__________

CCR Data Accurate and up to date: Yes__________ No___________

ORCA 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

The Offerors acceptance period for this requirement is 60 Calendar Days

The NAICS Code is: 493110 General Warehousing and Storage

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 INCLUDED AGENCY

USE

Completed Offeror’s Information Page

Completed Solicitation Checklist

Signed and Dated Standard Form 1449 ( Solicitation/ Contract/Order for Commercial Items)

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

Registered at the ORCA (https://orca.bpn.gov or you can access through CCR’s Website)

Registered at the CCR website (www.ccr.gov)

One (1) original and one (1) copy of the Price Schedule

Proposed Storage Facility (Memorandum of Understanding or Lease Agreement)

Three (3) Past Performance Data Worksheets – one (1) original and one (1) copy

One (1) original and three (3) copies of the Technical/Business Proposal – Technical Capability https://orca.bpn.gov/

SOLICITATION INFORMATION

1. FIRM-FIXED PRICE 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 sales relative to this requirement 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 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 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 Act of 1965. The Labor Wage Determination for this requirement will be determined at 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 Capability, Past Performance and Price. Past performance and technical capability when combined are equal to cost and price. See FAR 52.212-2 Evaluation Factors for Award. Note: 1) Completed “Past Performance Data Worksheets” must be submitted for three (3) projects the contractor has performed which is similar or like the requirements of this solicitation.

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.

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1) INTRODUCTION

The purpose of this requirement is to provide transportation, storage and disposal services for seized and forfeited personal property for the United States Marshals Service (USMS), Asset Forfeiture Division.

Assets handled on this contract could include but is not limited to:

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

Art: drawings, etchings, paintings, prints and sculptures Clothing and accessories, including handbags, shoes, and sunglasses Collector/numismatic coins: collector coins, gold, silver or platinum bars, ingots, bolts, and bouillon (non-collector coins) Colored stones and gems Furniture (Antique/Specialty) Furs: coats, gloves, hats, muffs, and wraps Jewelry Musical instruments Precious metals Watches and time pieces

2) DEFINITIONS AND TERMS

a) APPRAISAL CONTRACTOR: A business firm that has entered into a contractual relationship with the USMS to appraise property. Must be separate than the storage/disposal contractor.

b) “AS IS, WHERE IS”: Property will be sold with no warranty or guarantee whatsoever. Property is to be purchased exactly as they appear at disposal. They will be sold based on their appearance only. “As is” is a disclaimer of warranties or representations. “Where is” denotes that the buyer takes the property as found and must remove it from the point of sale.

c) CONDITIONING SERVICES: Clean or recondition asset prior to sale to enhance the sales price of an asset (ex. Rug shampoo, polishing precious metal, etc.)

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

e) CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR): A Government employee who provides technical direction to the contractor on behalf of the Contracting Officer. The COTR is designated in writing by the CO but does not have the authority to modify a contract or obligate any funding.

f) FAIR MARKET VALUE: The price at which both buyers and sellers agree to do business.

g) INTERLOCUTORY SALE: Assets that are not forfeited but the defendant has agreed to the sale of the assets.

h) 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, thereby reducing its exposure to potential buyers.

i) PRIMARY INDOOR 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. Secondary storage facilities are not required to have all features of primary storage facility, as accepted in writing in advance of use by the CO and COTR.

j) REFINERY: The company or plant that melts metal into its ore form.

k) REPLACEMENT VALUE: The amount that an entity would have to pay to replace an asset at the present time, as set forth by the underwriting guidelines as per the asset category insurance requirements.

l) SMELTING: The process of melting metal from its ore form.

m) SUB TASK ORDER (STO) USMS Form Number USM-115: Form submitted by

USMS COTR to order services on this contract. No services can be ordered through the contractor without issuance of a signed USM-115.

3) FACILITY LOCATION, PERFORMANCE AREA, TRANSITION PERIOD &

RESPONSIBILITY

a) Contractor primary storage facility shall be located within the contiguous 48 United States.

b) Contractor may be asked to secure additional secondary storage facilities during the course of the contract life. Location of such facilities is unknown and is dependent on need as defined by the COTR and approved by the CO. Use of secondary storage facilities would be on a reimbursable basis.

c) The following performance area shall be covered by this contract:

i) All of the United States and its territories, including Guam, Northern Mariana

Islands, Puerto Rico, and the Virgin Islands.

ii) Performance may be required for areas outside the Continental United States

(OCONUS). Services would be for retrieval, transportation and return of assets as further defined. Use of these services for OCONUS would be as accepted in writing in advance of use by the CO and COTR.

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. Upon approval of the COTR, the contractor has 30 calendar days to transfer all assets and files as identified by the COTR from their current location to the newly awarded storage facility.

e) Responsibility:

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

ii) Loss, theft, or damage to any asset while in the contractor’s custody shall be reported immediately to the COTR. Loss/damage to the asset shall be replaced (with that of like or equal value) or repaired, as instructed by the COTR, within 20 days of notification. Theft and/or vandalism shall be reported to the local police department and to the COTR within 24 hours of incident, and a copy of the police report shall be provided to the COTR within 24 hours of receiving report.

iii) The contractor shall have insurance through the duration of the contract. It is the contractor’s responsibility to maintain all insurance relative to storage of jewelry, art, antiques, collectibles and any other personal property assets asked to be stored by USMS. Contractor shall be able to increase insurance coverage based on COTR quarterly inventory inspections. Quarterly inventory inspections shall consist of an on- site inspection of all storage areas, meetings with insurance providers and review of current insurance certificates and riders (including all jewelry block riders) to ensure compliance. If a discrepancy is identified, contractor has 7 business days to correct insurance deficiency and submit compliance certificates to COTR and CO for review. If insurance is insufficient or contractor fails to respond, the CO will issue a Cure Letter.

4) FACILITY REQUIREMENTS

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

a) Primary Storage Facility

i) The contractor must have signed Memorandums of Understanding (MOU) or Leasing Agreements, which will be used to secure the primary storage facility, when submitting a proposal.

ii) The Primary storage facility is strictly for use of USMS assets ONLY.

iii) All areas must have 24 hour video surveillance. Exterior and Interior of the storage facility(s) shall be video-taped. All areas and activities/services performed by the contractor shall be video-taped, utilizing a time, date stamped recording service, with full audio capability. All recordings shall be stored in digital media format throughout the life of the contract and shall be made available upon CO/COTR request within 24 hours. At commencement of contract, all saved media shall be forwarded to the CO for contract close out.

All digital media shall be sent via by means of tracking in lieu of regular mail (Federal Express, USPS Priority Mail, UPS, etc).

iv) The contractor shall provide secure indoor storage facilities, for all USMS assets.

v) Indoor facility must have fully functional security system to include motion sensor and alarm recognition systems.

vi) Indoor facility must limit both physical and visible access to assets stored and maintained to approved persons via computerized access system. Contractor shall demonstrate electronic surveillance system and monitoring capabilities during proposal.

b) Primary Storage Facility – Information required for Proposal

i) When submitting proposal, the contractor shall provide a detailed physical security plan that should include at minimum:

(1) Primary Storage Facility

(2) Facility Requirement – total amount of square footage proposed for primary storage facility, to include outside fenced perimeter usage.

(3) Physical Security Requirement – describe all area used in terms of electronic surveillance and monitoring, access points, emergency response notification system and indoor and outdoor lighting.

(4) Photograph – provide photographs of all areas.

(5) Schematic – provide a sketch of the facility and where items are located detailing all physical security elements.

ii) Upon contract award, the contractor shall resubmit finalized detailed physical security plan. The plan must be approved by the Contracting Officer and Contracting Officer’s Technical Representative.

iii) Upon each subsequent option year award (if approved), the contractor shall submit updated detailed physical security plan. The plan must be approved by the Contracting Officer.

iv) The contractor shall immediately notify the COTR of any changes to the approved Physical Security Plan for submission to the CO.

c) Physical Security Requirements for Secondary Storage Facility(s)

i) If requested by the COTR, the contractor shall be asked to obtain additional storage facilities.

ii) Indoor and outdoor facilities must have video surveillance as detailed in the

Primary Storage Facility requirements.

iii) If contractor is requested to obtain secondary storage space, contractor shall submit a proposal detailing the proposed space, applicable leases, location, security measures, access points, hours of usage, and any other relevant information necessary for secondary space usage. The proposal shall be reviewed by the CO and the COTR. The CO will notify the contractor in writing of acceptance of the proposals. Detailed security needs and full description of use of space, along with any deviations from the standard usage (i.e. security requirements, lighting, usage, personnel and staffing needs) as detailed by the primary storage facility will be in writing at commencement of use.

iv) Upon CO notification that a secondary storage space is approved, the contractor shall resubmit finalized detailed physical security plan. The plan must be approved by the Contracting Officer.

v) Upon each subsequent option year award (if approved), the contractor shall submit updated detailed physical security plan for any secondary spaces. The plan must be approved by the Contracting Officer.

vi) The contractor shall immediately notify the COTR of any changes to the approved Physical Security Plan for submission to the CO.

d) USMS Requirements

i) USMS COTR or COTR designee will perform monthly and unannounced inspections of facility(s), assets, case files, and processes. No prior notice is needed for CO or COTR to gain access to any facilities.

e) Staffing and Access Requirements

i) The contractor shall be available, at its primary 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/COTR or his/her designee, or individuals accompanied by USMS personnel that are approved by the CO/COTR. A list of all authorized contractor employees will be given to the COTR upon award of this contract. All access shall be tracked in an electronic monitoring system.

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

iv) Any requests for information regarding seized assets shall be forwarded to the

COTR.

5) TRANSPORTATION OF ASSETS

a) The contractor may be asked to provide safe and secure transportation of assets from the districts back to the storage facility within the performance area. The COTR shall notify the vendor of transportation needs via a USM-115 STO.

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

b) The contractor shall coordinate with the COTR and USMS District points of contacts regarding transportation details (space requirements, packaging needs, special equipment needed), time frame and required documentation.

Transportation destination may be area other than primary storage location, as detailed by the USM-115 STO.

c) If a district requires return of an asset, contractor may be required to transport or ship assets already housed at contractor storage facilities. Contractor shall be reimbursed for shipment costs on a cost reimbursable basis.

d) The contractor may be required to package the assets for shipment prior to transportation. Requirements will be detailed in the USM-115 STO. Packaging may include, but is not limited to providing loading equipment, such as forklifts, dollies, casters, cargo control devices, furniture pads, hand trucks and pallet jacks, and providing packaging supplies and packaging services as detailed in the forthcoming packaging section of the Statement of Work.

e) Transportation of all assets must be electronically monitored from time of receipt to time of delivery. Assets shall be tagged electronically during movement so it will be effectively monitored during the actual transportation of the asset shipment. Bulk asset movements may require further definition and approval via the COTR if a variation is required.

f) The contractor shall submit transportation documents electronically upon receipt to the COTR within 24 hours of inbound shipment to delivery location. The contractor shall inspect and verify the assets upon arrival at delivery point, as detailed in the initial intake stage.

6) INITIAL INTAKE

a) The contractor shall be notified by the COTR via USM-115 STO of inbound shipment.

b) The contractor shall utilize an electronic asset management database for use for all assets. Contractor shall demonstrate usage during proposal.

c) The contractor shall establish/maintain a separate case file for each asset as identified by the asset identification number (herein referred to as the “CATS ID” number, for the Consolidated Asset Tracking System Identification Number) Each case file shall include, at a minimum:

i) Signed USM-115 STO

ii) USM-102 Itemization List if applicable (USM-102 is an itemization list generated by the CATS ID number). Each CATS ID number can have multiple items contained therein. It is the contractor’s responsibility to receive and store according to CATS ID and itemization lists

iii) Investigative Agency (IA) Appraisal, or related valuation documentation, if available

iv) Digital photographs of assets (including during unloading stage at the facility)

d) Once the asset arrives at the primary storage facility, the contractor shall accept and intake the asset. Asset can 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.

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

f) The contractor shall inventory and acknowledge receipt of the assets by electronic delivery of weekly inbound shipment report.

g) The contractor shall open and verify the contents using the USM-102 itemization list as a reference, along with the previously received USM-115. Contractor shall photograph assets, sign, and date the USM-102. An electronic copy should be kept in the case file and a copy shall be emailed to pre-approved USMS email address.

If a discrepancy arises at initial intake, contractor shall email COTR immediately.

h) Upon verification of inventory, contractor shall secure asset in designated area (i.e.

vault, climate controlled room, warehouse area, outside storage) until appraisal process commences. If contractor is unsure of asset storage area designation, email COTR immediately.

7) STORAGE

a) The contractor shall provide evidence that it has complied with all laws and ordinances associated with personal property storage. Applicable permits shall be kept current throughout the term of the contract and shall be made accessible upon COTR request.

b) Primary storage location shall include (all areas shall be interconnected):

c) Vault area

i) Contractor shall provide security consistent with Underwriters Laboratories test specifications minimum equivalency to Class 2 rating.

ii) Vault shall be no less than 400 square feet

iii) Contractor shall provide minimum of one vault area, with expanded areas available as needed by COTR request

d) Climate control area

i) Contractor shall provide a fully climate controlled environment which shall be maintained at a standard of 70 degrees Fahrenheit, +/- 3 degrees, and 50% relative humidity, +/- 5%, to prevent humidity and deterioration. The climate controlled area should be separate from the vault. Climate controlled area shall be expandable to accommodate fluctuation in inventory levels and types of assets.

e) Designated Room. Contractor shall provide a designated room for conducting appraisals as detailed in the forthcoming appraisal section. Designated room may also service other USMS needs, such as bulk asset processing and intake area, swing space for USMS employees, or other special request as indicated by the

COTR.

f) Warehouse area. Contractor shall provide space, as needed, for bulk asset storage that does not require vault storage, or climate controlled storage.

Warehouse space provided shall be only for the exclusive use of USMS assets.

Assets shall be secured in an orderly manner to provide accessibility. Warehouse space shall be fully enclosed, clean and free of debris.

g) Outdoor area. Contractor shall provide outside storage space, as needed for storage of specific assets. Outside storage area shall be fully fenced with a secure perimeter line, with full security video monitoring, and shall be for the exclusive use of USMS assets.

h) Secondary storage locations. Contractor may be asked to obtain and provide secondary storage locations throughout the performance area. Through issuance request of STO, USM-115, contractor will be asked to obtain a secondary location for assets, with a description of space requirements and storage needs. Upon identification of possible storage location, the CO and COTR shall approve the submission, after careful review of proposed location, security requirements and usage, and the CO will approve or disapprove the proposed storage location.

Secondary storage locations may have modified requirements as detailed for the primary storage facility above, and evidence of those modified requirements shall be captured on the STO, USM-115. Multiple secondary storage locations may be requested and is dependent on inventory.

i) In all areas utilized, all assets must be maintained in all areas in an orderly, readily accessible fashion, and accessible to the CO, COTR and designees at all times.

j) In all areas utilized, the contractor shall segregate non-forfeited and forfeited assets and maintain a separate electronic report for each category in the asset management database.

k) If during the course of the contract term, the contractor proposes a different primary or secondary facility during the contract term, then the contractor assumes any costs for relocating currently stored assets to the new facility.

8) APPRAISAL

a) This contract does not include appraisal services; however, the storage contractor will provide access to an appraisal area for the appraisal contractor to perform on-site appraisal services at the storage facility. Appraisal area shall include space for storage of appraisal equipment.

b) All assets handled through this contract will be appraised after initial intake by a separate appraisal contractor.

c) All entities related to this contract cannot have any association/ties with any USMS assigned appraisal contractors. The storage and disposal contractor cannot serve as an appraisal contractor.

d) The contractor shall provide access and facilities for conduction of appraisals during all regularly scheduled business hours. If additional hours are requested, COTR will notify contractor in advance for appraisal scheduling.

e) The contractor shall provide a designated room for use by the USMS appraisers.

The room shall be large enough to accommodate at minimum four appraisers with assistants at any time, and shall also include room for the storage of appraisal equipment. Designated room shall provide a minimum of two computers with Internet access for appraisal use. Peripheral equipment shall include scanner and printer.

f) Appraisals should ONLY be conducted in this area (exception: if appraisal is ordered at off-site location or asset is stored in outside or warehouse area, as indicated on the USM-115 STO).

g) Appraisers shall NOT be granted access to any other contractor area, except restroom facilities

h) The contractor shall be notified via USM-115 of upcoming appraisal actions. USM-

115 STO will detail which assets by CATS ID number will need to be pulled in advance for the appraisal process. The STO will provide name and contact information for the scheduled appraiser and date of appraisal.

i) COTR shall provide to contractor the appraiser name(s) and copy of Government-issued identification prior to date of appraisal. Contractor shall verify all provided documentation prior to allowing access to the assets. Contractor shall require appraiser to follow all security protocol, shall maintain electronic movement access for appraiser (and appraisal staff), and shall videotape all appraisal actions.

j) The appraisal process is as follows:

i) Receipt of USM-115

ii) Contractor shall retrieve asset from applicable storage area

iii) Contractor shall present asset to the appraiser in the Appraisal Room

iv) Contractor shall open any box or packaging material upon presentation to the appraiser

v) Appraiser shall have previously received USM-102 Itemization List and any backup documentation at time of appraisal.

vi) Contractor shall have appraiser sign and date/time initial receipt of USM-115 at the bottom of the document at start of appraisal process

vii) Upon appraisal completion, or at day’s end, the appraiser shall return material to the box and provide opened box to the contractor for return to the secure applicable storage area viii)Contractor shall have appraiser sign and date/time final completion of appraisal on USM-115 at completion of appraisal

ix) Appraiser shall upload to contractor provided asset management database preliminary appraisal report. Appraisers will provide finalized report to the contractor and the USMS in standard format upon completion.

9) 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 USM-115, 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 a 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 USM-115 STO to pull asset from designated area and present to the appraiser contractor if stone must be removed from setting. Contractor shall work with COTR to set up appointment with appraiser for service. Once removal is complete, the contractor shall secure and repackage the setting for securement at the assigned area and return. The contractor shall secure package the loose stone/diamond for shipment to a qualified Gemological Institute located within the United States. If removal of stone is not required, Contractor shall arrange for shipment by securely packaging the item and ship to a qualified Gemological Institute located within the United States.

iii) Contractor shall photograph all shipments prior to packaging.

iv) The contractor shall electronically monitor the transportation and delivery of the item from contractor location to selected service provider.

v) The contractor shall immediately notify the COTR of knowledge of any missing or undelivered items, or reports.

vi) 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.

vii) Contractor shall provide weekly updates on status of all stones sent to Gemological Institutes, as reported on the Weekly Property Inventory Report.

viii)Upon receipt of the returned asset and completed report, contractor shall repackage and return item to assigned area along with original GIA report, which shall be used for advertising purposes at time of disposal and shall be sold with the stone. A copy of the GIA report shall be forwarded to the COTR upon return to the contractor location. All documentation related to the certification, to include shipping information, shall accompany the monthly invoice.

ix) Contractor shall annotate all electronic delivery records with each action and record copy of all provided reports.

c) Inventory/Packaging Services

i) Contractor may be requested to provide inventory and or packaging services.

Inventory services may include providing personnel to separate, tag, label assets, group like assets for packing and storage/and/or shipment. Inventory services can occur anywhere in the performance area. Ordering of said service will be via issuance of STO USM-115.

ii) Packaging services shall include preparing 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.).

iii) Dependent on location of assets, travel for inventory/packaging services may be required. This is a cost reimbursable line item. The contractor will complete the contractor travel form, provided at the post award meeting and send electronically to the COTR at least 24 hours prior to starting the travel assignment. Any travel shall be reimbursed in accordance with Federal Acquisition Regulations Part 31.205-46 and Government Travel Regulations, www.gsa.gov.

d) Service of Process

i) The contractor may be requested, by the COTR per STO USM-115, to physically attach court documents to specific asset of a particular CATS ID-numbered case immediately. The STO will include a copy of the documents that are to be attached to the case. The contractor will immediately notify the COTR, electronically when the service request has been completed.

10) DISPOSAL

a) The COTR shall determine the methods for disposal for all USMS assets. The contractor shall receive written instructions via STO USM-115 regarding disposition method for assets. The various disposal methods include, but are not limited to, the following:

i) Disposal via Sale

(1) Disposal via Live Auction

(2) Disposal via Online Auction

(3) Sealed Bid Sale

(4) Internet Sale by USMS Third Party Vendor

(5) Smelting

ii) Disposal via Destruction/Crushing

iii) Disposal via Official Use by an Authorized Agency

iv) Disposal via Release to Authorized 3rd Party

b) Disposal Process

i) All sales are open to the general public.

ii) Contractor will receive a STO USM-115 indicating disposal method.

iii) All STOs for disposal must include a copy of the Final Order of Forfeiture documentation, or interlocutory sale document

(1) If it is an interlocutory sale, the STO will include the following statement in the Comments section: “APPROVED NON-FORFEITED ASSETS SALE”.

iv) Contractor shall maintain active list of all forfeited assets and shall review USM-

115 disposal request with forfeited asset list. Contractor shall notify COTR with any discrepancies. This compiled list will enable COTR and contractor to properly assess sales levels to determine quantity for sale and lot the assets accordingly.

v) Contractor shall update the asset management system denoting available sale items and make list readily available upon COTR request.

vi) The COTR will determine the sales method and instruct the contractor when to proceed with combining assets for sales preparation. Contractor is open to provide suggestions to enhance sales revenue through enhanced sales methods or lotting techniques.

vii) The contractor will prepare a disposal plan for COTR review for all sales and submit for approval (30) days prior to scheduled action. Disposal plan shall detail all performance requirements, security outline, completion dates and advertising plan. Disposal plan must be all encompassing and detail entire pre-auction, auction and close of sale process.

viii)Disposal plan shall fully define all sales requirements dependent upon the disposal type. The plan shall reflect current disposal action(s) as specialty disposal plans may require changes in standard terms and conditions upon COTR issuance.

ix) Sales terms and conditions shall fully define bid process, buyer deposit, pick up and transportation process and sales proceeds close out process.

x) The contractor shall conduct all sales in accordance with all applicable Federal, State, and Local laws, regulations, and ordinances. Contractor shall ensure local compliance of all laws when sales venue is in a different State.

xi) The contractor will schedule, market, advertise, and conduct sales in a way that secures the greatest return to the Government.

xii) Contractor shall operate interactive website to facilitate advertisement of sale assets and shall provide portal access for online sales. Online sales should accompany all sales types.

xiii)The contractor’s Internet website will provide advertising of live and online auctions, sales schedules, and the auction catalog of assets available for sale.

xiv) The contractor’s Internet website will clearly post embedded color digital photographs or hyperlinks to clear color digital photographs, descriptions of the items available for sale, and estimated sales prices. The COTR reserves right to request update/revision/removal of any Internet item at any time.

xv) Contractors must acknowledge the following sales prohibitions and prohibited items that cannot be sold.

xvi) The contractor, the contractor's employees, and their immediate family members, are prohibited from bidding on or buying directly or indirectly any forfeited personal property.

xvii) Prohibited items: The USMS does not sell certain items that are considered to be prohibited. Upon the discovery of this type of asset, the contractor will immediately notify the COTR, via e-mail, and provide the location, CATS ID number, item number, and description of each prohibited item. Prohibited items include, but are not limited to, the following:

(1) 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.

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

(3) Weapons: Weapons to include guns and pistols. COTR discretion would apply for other types of weapon categories, dependent on operability and historic nature.

(4) Endangered Species: Assets made from the skins and feathers of endangered animals and birds. The Endangered Species Act of 1973 declares that various species of fish, wildlife, and plants in the U.S. have been rendered extinct as a consequence of economic growth and development.

(5) Ivory: The USMS does not sell ivory in any form.

(6) Non-Forfeited Assets: It is illegal to sell assets that have not been forfeited without an administrative declaration of forfeiture or a judicial order to dispose from the court. The USMS has no legal title to non-forfeited assets.

If the contractor sells any non-forfeited asset, the contractor will be responsible for the USMS Appraisal Contractor’s Replacement Value of the non-forfeited asset. The ONLY non-forfeited asset eligible for sale via issuance of a USM-115 STO is an asset under an Interlocutory Sale Order as described above.

xviii) Unless approved by the COTR, the USMS sales standard and reserve for the…