Attachment L - DIT Process for BUS Solicitation FY2021.pptx

Damage in Transit May 2020, REV

GSA FLEET LIVE

Good afternoon. My name is Lynn Henderson and I work in the Vehicle Purchasing Division My colleague, Jacob Bressman, and I have developed a new Damage in Transit process and we are excited to share the process with you.

Customer agencies (Purchasing Customers) and GSA Fleet Service Representatives (Leasing Customers) have indicated dissatisfaction with current DIT adjudication processes.

Lack of timely resolution of claims.

Unclear processes.

Different requirements across vehicle suppliers.

Purpose of this project:

Create a standard process for fully adjudicating all DIT claims for both Leasing & Purchasing customers under a single clearing house.

Issues & Purpose

GSA Fleet Live ‹#›

So a vehicle was just delivered to me and it was damaged...now what?

You must make sure that the damage is notated on the Delivery Bill of Lading and that the Bill of Lading is signed by the Delivery Driver.

If the vehicle in question is Agency Owned and Purchased from GSA Fleet:

The Agency Fleet Manager must then e-mail Vehicle.Buying@gsa.gov and include a scanned copy of the Signed Delivery Bill of Lading and any applicable photos of the damages. GSA Fleet’s DIT Claims Resolution Team will then respond to your e-mail to supply you with guidance on how to access the GSA Fleet DIT Claims Reporting Form.

The subject line of the e-mail should be: “DIT – RPN Number - Date Vehicle Received (YYYYMMDD).”

Overview of New DIT Process -- Purchasing

GSA Fleet Live ‹#›

Please note that all e-mail correspondence regarding DIT Claims should follow the naming convention displayed here.

So a vehicle was just delivered to me and it was damaged...now what?

You must make sure that the damage is notated on the Delivery Bill of Lading and that the Bill of Lading is signed by the Delivery Driver.

If the vehicle in question is Leased from GSA Fleet:

You must e-mail your Zonal Acquisition Coordinator and supply them with a scanned copy of the Signed Delivery Bill of Lading and any applicable photos of the damages.

Your respective Zonal Acquisition Coordinator will be responsible for completing the GSA Fleet DIT Claims Reporting Form via Google Forms, and will also be responsible for serving as the POC while working with the Central Office DIT Claims Resolution Team.

The Zonal Acquisition Coordinator must then e-mail Vehicle.Buying@gsa.gov to submit the aforementioned required documents and to receive guidance on how to access the Google Form.

The subject line of the e-mail should be: “DIT – RPN Number - Date Vehicle Received (YYYYMMDD).”

Overview of New DIT Process -- Leasing

GSA Fleet Live ‹#›

Leasing & Purchasing:

Vehicle is delivered.

FSRs are instructed to follow their office’s standard procedures when entering the vehicle into FMS.

Customer Agency/Zone must supply all documentation via the Google Form to the GSA Fleet DIT Team prior to the 5 business day deadline.

GSA Fleet DIT Team will then notify the supplier and submit the completed claims package.

Incomplete packages shall be rejected, thus subjecting GSA Fleet and the Zone, or the Customer Agency, to charges for repair damages.

PMO logs DIT Claim in Google Spreadsheet & assigns and supplies tracking number to customer.

21 Calendar Day Clock for completed adjudication begins once claims package is submitted to the vehicle supplier.

Process Narrative

GSA Fleet Live ‹#›

GSA Fleet DIT Team adjudicates the claim, same process for purchasing & leasing The GSA Fleet DIT Team will work directly with the respective Vehicle Supplier to fully adjudicate and resolve the claim and will follow up with the Vehicle Supplier at 7 Calendar Day intervals during the adjudication process.

Status Reports will be provided to the Leasing Acquisition Branch for Leased Vehicles ( Director of Leasing Acquisition & Remarketing Division, QMDD, and Leasing Acquistion Branch Chief, QMDDA).

Individual Status Updates may be requested by Agency Fleet Managers and will be provided by request directly.

Process Narrative -- Continued

GSA Fleet Live ‹#›

If Approved:

There are two options under approval: Repair or Replace. No Concessions Applicable.

Vehicle Supplier will provide authorization to GSA Fleet DIT Team once approved.

GSA Fleet DIT Team notifies customer/zone and works with Vehicle Supplier and the Consignee to ensure resolution terms are fulfilled within a reasonable time frame.

If Denied:

GSA Fleet DIT Team notifies customer agency/Zonal Acquisition Coordinator.

Options for Further Remedies (Leasing Only):

If Damage Caused by Marshallers: Options for further adjudication per Marshalling Contract.

Process Narrative -- Continued

GSA Fleet Live ‹#›

Process Map -- GSA Leasing

GSA Fleet Live ‹#›

Process Map -- GSA Purchasing Customers

GSA Fleet Live ‹#›

GSA Fleet’s DIT Team will provide each claimant with access to completing the DIT Claims form.

In order to receive access, you must first e-mail GSA Fleet’s DIT Team to provide initial notification of your DIT Claim.

GSA Fleet’s DIT Team will then respond to acknowledge receipt of your claim, and will send you a separate e-mail with instructions on completing the Google Claim Form.

Please do not save, share, or re-use the link to the Google Form as you will be provided with a new e-mail link for each individual claim.

GSA Fleet DIT Claims Reporting Form

GSA Fleet Live ‹#›

You will receive a separate e-mail to complete the Google Claim Form following the submission of your initial claim notification to vehicle.buying@gsa.gov

GSA Fleet DIT Claims Reporting Form - Continued

GSA Fleet Live ‹#›

This is a picture of what the DIT checksheet will look like.

On the form, you will be required to input the following information:

GSA Fleet DIT Claims Reporting Form - Continued Your email address, name, phone number Consignee POC Name, email address, & phone number Name of Person who Received the Vehicle Agency/Bureau Name Receipt Location Address, and POC Name, email address & phone number Name of Vehicle Supplier RPN & Full VIN Agency Owned or Leased?

Zone Number (if applicable) Name of GSA Zonal or Customer Agency Fleet Manager, email address and phone number Date received Delivered during normal business hours (Y/N)?

Date Damage Noticed Vehicle Accepted or Rejected at Delivery?

Current Location Address of Vehicle Name of Transportation Company & Driver Description of Damage Select Damage Codes Attachments: Pictures, Signed Bill of Lading, and Additional Documentation (if applicable) Additional Information (if applicable)

GSA Fleet Live ‹#›

Status updates for all in-progress DIT Claims concerning Leased Vehicles will be provided on a weekly basis to GSA Fleet’s Leasing Acquisition Branch for further distribution through proper channels.

Status updates for DIT Claims concerning Agency Owned Vehicles will be provided by request to the respective agency.

Requesting Status Updates

GSA Fleet Live ‹#›

General DIT Team E-mail Inbox for Reporting Claims: Vehicle.Buying@gsa.gov Team Members:

Jacob Bressman - Jacob.Bressman@gsa.gov Lynn Henderson - Lynnette.Henderson@gsa.gov

Important Contact Information

GSA Fleet Live ‹#› image1.jpg image2.jpg image3.png image4.png image5.png