SOURCES SOUGHT
W -- Vehicle Leasing
- Notice Date
- 2/28/2007
- Notice Type
- Sources Sought
- NAICS
- 532112
— Passenger Car Leasing
- Contracting Office
- Department of Justice, Bureau of Alcohol, Tobacco and Firearms (ATF), Acquisition and Property Management Division, 650 Massachusetts Avenue, N.W., Room 3290, Washington, DC, 20226, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- Reference-Number-BATF02282007BW
- Response Due
- 3/18/2007
- Archive Date
- 4/2/2007
- Small Business Set-Aside
- Total Small Business
- Description
- Request for Information February 28, 2007 1.0 Introduction The ATF is exploring the viability of a single-source supplier for leasing cars in support of various law enforcement task forces across the country. This Request for Information (RFI) will enable the ATF to assess the interest, experiences, capabilities, and strategies of various companies available to support this national program. Interested parties are asked to provide information as outlined in the sections below. We request a response to each section so that we can fully assess the viability of both our strategy and your potential participation. In addition to the items listed below, you are encouraged to identify any questions or areas of concern you believe could influence the success of our strategy and/or your interest and ability to participate. Responses should be submitted no later than the close of business Wednesday March 18th, 2007. Please send them via email to the attention of Brian Wilkins at Brian.wilkins@atf.gov. 2.0 Fleet Size and Location 2.1 Size. The fleet we wish to include in the program contains approximately 1,500 vehicles, with anywhere from 1 to 150 vehicles in a particular location. Growth projections suggest that a fleet size of 1,500 vehicles is possible within the next two to three years. Please comment on your organization?s ability to support a fleet of this size. 2.2 Locations. Our task forces are geographically located throughout the continental United States, Alaska, Hawaii, and Puerto Rico. There are over 200 different locations involved, but the main cities are those in which one of the ATF's 23 field Divisions is located. Please comment on your organization?s ability to serve a national fleet. Are there specific locations (cities, states, regions) that may be an issue for your company to serve? 3.0 Vehicle Specifications and Operational Requirements 3.1 Vehicle Types. The ATF is interested in leasing GSA Class III mid-size sedans (e.g. Ford Taurus, Chevrolet Impala) and GSA Class 105A 4x4 sport utility vehicles (e.g. Chevrolet Trailblazer, Ford Explorer). Please comment on your organization's ability to provide vehicles meeting these classifications. 3.2 Vehicle Characteristics. Due to the potentially sensitive nature of the use of these vehicles, there are specific vehicle options that should be either included or omitted. For example, factory-installed window tinting is desired. Certain flashy or fad colors should be avoided (white, fire-engine red, purple, etc). Any on-board telematics options, such as On-Star, should be either disabled or removed. Please comment on your organization's ability to provide vehicles that meet these characteristics. 3.3 Mileage Trade-ins. While the ATF sees a wide range of usage levels for its task force vehicles, we have estimated that the average annual mileage will be 15,000 miles per year. Given the ATF's desire to operate newer, low-mileage vehicles for both operational purposes and reduced maintenance requirements, please discuss your organization's strategies for handling trade-ins. Does your organization have any desired practices or limitations on the timing or mileage necessary for trading in vehicles? 3.4 Trade-ins Due to Compromised Identity. While not a common occurrence, there will be times when particular vehicles will no longer be usable due to compromised identity (we estimate less than 2% of the fleet annually). Please discuss your organization's ability to support these types of trade-ins, including the notice required and the estimated turnaround time for a replacement. 3.5 Service and Maintenance. The ATF is willing to consider including service and maintenance of its leased vehicles in this contract. Please comment on your organization's ability to provide service and maintenance. What are your options for providing oil changes, tire repair/replacement, windshield repairs, etc? 3.6 Wear and Tear. The ATF considers minor dings and scratches part of the normal wear and tear on a vehicle. Please comment on your organization's policies regarding wear and tear. What do you consider excessive and how do you propose that it is handled? 3.7 Accidents. The ATF understands it is responsible for the cost of repairing damages due to accidents. As a government agency, the ATF is self-insured and will not be carrying an independent insurance policy. Please comment on your organizations policies and procedures for handling accidents with its leased vehicles. 4.0 Business Process / Contract Details 4.1 Organizational Structure. The ATF's goal is to institute a nationally managed contract, with a single point-of-contact to check availability, schedule deliveries, and manage a consolidated billing arrangement. Please comment on your organization's ability to provide this service, along with any suggestions or alternatives you would recommend. 4.2 Contract Term. It is the ATF's intent to agree to a 12-month contract with four 12-month options, for a total contract length of 60 months. Please comment on your organization?s interest in, and ability to support, a contract term of this length. 4.3 Rate Structure. The ATF's goal is to agree on a flat rate for each car or SUV (two prices in all), independent of the vehicle's location. Please comment on your organization's ability to provide this type of flat rate structure. Understanding the usage patterns estimated in section 3.3 above, discuss your organization?s options for handling mileage (unlimited versus per-mile charges). 4.4 Payment Terms and Discounts. The ATF normally pays in arrears 30 days after receipt of an invoice. However, we will consider the financial attractiveness of other terms, including lump-sum up-front payment for a 12-month period. Please comment on various payment term options your organization would suggest for this type of contract. 4.5 Confidentiality. Because some of these vehicles may be used in an undercover or law enforcement sensitive nature, leasing companies must keep the ATF's involvement as confidential as possible. Any outside inquiry must lead to a covert company and address. Ideally, the ATF's involvement would not be known at the vehicle's point of delivery. Please comment on your organization's ability to address the ATF's concerns with confidentiality. Are there specific actions that you would suggest? 4.6 Implementation Timeline. The ATF would like to select a vendor and begin leasing vehicles within a relatively short period of time. A gradual staging over several months will be necessary to phase out existing leases and implement a nation-wide roll-out. However, our expectation is to begin delivering vehicles to the field no later than June 1st, 2007. Please comment on the amount of notice your company would require to begin providing vehicles, as well as any limits you would have on the timing to phase in all 1,500+ vehicles. Be sure to include an estimate for administrative effort to get the program started.
- Record
- SN01240649-W 20070302/070228220538 (fbodaily.com)
- Source
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