BPA Deliverables Schedule.pdf

Deliverables Schedule

Statement of Work (SOW) Paragraph

Number

Deliverable Number

Deliverable Description Schedule

3.1.1.1. 1 Accept delivery of new vehicles 8:00 a.m. through 4:30 p.m. local time, Monday through Friday, excluding Federal holidays.

3.1.1.1. 2 Perform a visual inspection of the vehicle’s interior and exterior to verify the vehicle has no physical defects

When the vehicle arrives at the marshalling contractor’s facility

3.1.1.1. 3 Annotate on the carrier’s shipment document (paper or electronic format) any vehicle discrepancies and obtain signatures of the contractor and carrier.

During vehicle acceptance process

3.1.1.1. 4 If damage is evident or required items missing the marshalling contractor’s representative must contact the COR.

Immediately via both email and telephone.

3.1.1.1. 5 Report damage or missing items to the manufacturer In accordance with manufacturers time guidelines

3.1.1.1. 6 Document any damage and contact the COR via email and telephone if a vehicle is delivered during non-business hours As soon as possible upon occurrence

3.1.1.2. 7 The contractor must perform a Receiving Inspection on each vehicle Prior to accepting a vehicle

3.1.1.2. 8 Electric vehicles will have a minimum of 75% charge One (1) business day prior to customer pickup

3.1.1.3. 9 Upload data files in the FMS2GO application to the GSA server using the

Internet After new vehicle data is loaded into the FMS2GO application

3.1.1.3.1. 10 Perform the PDI and service (vehicles consignee delivered to the marshaller) Prior to loading the vehicle into FMS2GO and contacting the customer agency for vehicle exchange

3.1.1.3.1. 11 Notify the COR by telephone and in writing if any discrepancies involving vehicle specifications, options, low/no fuel, or equipment or transportation damage are found

Immediately upon occurrence

3.1.1.3.1. 12 Repairs/replacement Prior to assignment of vehicle to the Customer Agency

3.1.1.3.1. 13 Complete all work - PDI, any necessary service, installation of license plates, and successfully upload new vehicle to the GSA system (*PDI only applicable for vehicles consignee delivered to marshallers location

One (1) business day prior to assignment of the vehicle

3.1.1.4. 14 Install the appropriate Government license plates (tags) Once a vehicle has been accepted and inspected

3.1.1.4. 15 Complete the vehicle inspection, electronic load of new vehicle data and pre-assignment preparation Within three (3) business days of vehicle delivery to the marshalling contractor facility.

3.1.1.5. 16 Contact the customer agency to schedule an exchange and to arrange pick-up/delivery of new vehicle (if instructed by the COR)

Within one (1) business day after completion of pre-assignment preparation

3.1.1.5. 17 Wash new vehicle Within one (1) business day of the scheduled appointment with the customer agency

3.1.1.5. 18 Complete assignment of the vehicle to the customer agency Within eight (8) business days after customer contact.

3.1.1.5. 19 Inspect the vehicle with the customer agency for any damages or missing equipment Prior to transfer of a new vehicle to a GSA Customer Agency

3.1.1.5. 20 Sign and obtain customer agency signature on the GSA Accountability form that specifies any damage or missing equipment

At the time of transfer

3.1.1.5. 21 Electronically forward Accountability Form to GSA Within one (1) business day

3.1.1.5. 22 The marshalling contractor must complete vehicle assignments and terminations electronically using a GSA provided system and obtain any required signatures. This function may be retained by Government as directed by the COR.

Prior to issuing a new vehicle to a GSA Customer Agency

3.1.1.5. 23 Complete all work - PDI, any necessary service, installation of license plates, and successfully upload new vehicle to the GSA system (*PDI only applicable for new vehicles consignee delivered to marshallers location

One (1) business day prior to assignment of the vehicle

3.1.2.; 3.1.3.1. 24 Both contractor and the Customer Agency inspect the vehicle for any damages for missing equipment

Prior to vehicle transfer

3.1.2.; 3.1.3.1. 25 Both contractor and customer agency signs a Vehicle Accountability Form that specifies any damage or missing equipment

At time of vehicle transfer

3.1.2.; 3.1.3.1. 26 Vehicle Accountability Form - One copy must be given to the Customer Agency’s representative and the original will be forwarded to GSA electronically

Within one (1) business day after vehicle is returned to the contractor.

3.1.2.; 3.1.3.1. 27 The contractor must complete terminatation of assignment for the exchange vehicle using Government furnished devices and/or applications and upload to the GSA Server.

Same day the transaction occurs.

3.1.2.; 3.1.3.1. 28 Retain one (1) copy of Vehicle Accountability Form For a period of one year unless a shorter retention time is authorized in writing by the COR

3.1.2.; 3.1.3.1. 29 Contact the COR via email and telephone to report missing plates if a vehicle is returned with less than two (2) license plates

Immediately upon occurrence

3.1.2.; 3.1.3.1. 30 Document where Fleet Services cards do not match the license plates or are missing and contact the COR

Immediately upon occurrence

3.1.3. 31 The marshalling contractor assumes possession of the vehicle A) when the vehicle is delivered to the marshalling location, or b) at the time the marshaller picks up the vehicle as requested

3.1.3.2. 32 Contact GSA regarding any potential repairs, refueling, and reconditioning services required prior to vehicle reassignment.

Once a reassignment vehicle has been received and inspected and prior to vehicle reassignment.

3.1.3.2. 33 Complete all reconditioning Within one (1) business day of the scheduled delivery to the Customer agency

3.1.3.2. 34 Contact the COR via email and telephone should loss of Government license plates or loss of the Fleet Services Card occur

Immediately upon occurrence

3.1.3.2. 35 Complete vehicle inspection and pre-assignment preparation Within three (3) business days of vehicle delivery to the marshalling contractor’s facility.

3.1.4. 36 Install telematics device and ensure it is operational Prior to releasing the vehicle to the customer

3.1.4. 37 Negotiate with the CO for any return shipping of surplus equipment Prior to shipping

Marshalling SOW

Time Sensitive Deliverables

(SOW) Paragraph

Number

Deliverable Number

Deliverable Description Schedule

Time Sensitive Deliverables

3.2.1. 38 The contractor must utilize the vehicle accountability form to document the condition of the vehicle

Prior to movement of the vehicle

3.2.1. 39 Delivery of new vehicle(s), exchange of new vehicle(s), or delivery of reassigned vehicle(s)

At the request of the COR

3.2.1.1. 40 Contact the COR via telephone and in writing should breakdown or accident occur during shuttle services

Immediately upon occurrence

3.2.1.1. 41 In the event the COR cannot be contacted, the contractor must transport the vehicle to the destination by the most economic means, and contact the COR

At the contractor's earliest opportunity

3.2.1.2.1. 42 Provide transportation services Within five (5) business days of request

3.2.1.2.1. 43 The contractor’s vehicle operators must check and ensure that all tires and all fluids and lubricants are within safe operating levels before departure from the pick-up point

3.2.1.2.1. 44 Contact the COR via telephone and writing should breakdown or accident occur

Immediately upon occurrence

3.2.1.2.1. 45 In the event the COR cannot be contacted, the contractor must transport the vehicle to the contractor’s facility by the most economic means, and contact the COR

At the contractor's earliest opportunity

3.2.1.2.3. 46 Provide roll on – roll off (RO/RO) or container ocean freight transport via ship or barge

At the request of the COR

3.2.1.4. 47 Safeguard License Plates, and/or Fleet Services Cards From the time the vehicles are picked up to the point of release or return to the Government

3.2.1.8. 48 Contact the COR to see if there is another vehicle that may be substituted or other arrangements can be made in the event the contractor attempts to pick up a vehicle as requested and the vehicle is inoperable (with no prior notification), mechanically unsafe to drive (under driveaway method), is not available at the specified pick-up location, or a customer agency is unable to accept a vehicle

Immediately upon occurrence

3.2.1.9. 49 The contractor must verify the VIN on the dash Prior to transport

3.2.1.9. 50 Contact the COR via telephone and in writing if the dash VIN is unreadable or missing Immediately upon discovery

3.2.1.9. 51 Accomplish and complete vehicle pick-ups unless otherwise authorized in writing by the COR on a case-by-case basis.

After 8:00 a.m. and prior to 3:00 p.m. local time, Monday through Friday, excluding Federal holidays

3.2.2. 52 Any vehicles having less than two matching license plates must be documented and reported to the COR via email and telephone

Within one (1) business day of discovery

3.2.2.1. 53 For license plates being shipped to UNICOR - All license plates for each sale must be shipped to UNICOR

Not prior to the sale of the vehicles, but no later than one week after the sale has occurred

3.2.2.2 54 For license plates being returned to the COR - All license plates and register must be returned to the COR

No later than one week after removal

3.2.2.2 55 If license plates are being returned to the COR, the contractor must document all license plates on a license plate register.

Prior to returning license plates to the COR

3.2.2.3 56 The contractor must prepare a register to document all Fleet Services Credit Cards being returned to the COR. The Fleet Services Credit Cards and register must be returned to the COR

Within one (1) week of removal

3.2.3. 57 Complete all reconditioning work Within two (2) business days after request by COR

3.2.3. 58 Notify the COR of completed work When work is completed

3.2.3. 59 Correct deficiencies and permit re-inspection At least one (1) business day prior to vehicle reassignment

3.3.1. 60 Notify the COR of any scheduled maintenance to the eIMS that will result in the inability to access the system In advance of schedule maintenance

3.3.1. 61 Utilize the eIMS to document the basic vehicle information, vehicle options, condition, damages, images, and status of each Government-owned vehicle in the contractor’s custody

At all times

3.3.1.1. 62 Provide eIMS access to COR and other authorized GSA personnel 24 hours a day and seven days a week

3.3.1.1. 63 The eIMS provided by the contractor must retain a history of vehicle data, pick-up location data, vehicle notes, ECR damage line items, suggested repairs, approved repairs, invoice charges data, vehicle tracking history, and what has been sold or moved to redeemed inventory status (removed from contractor custody but not sold)

For a period of 75 months after sale or redemption of the vehicle

3.3.1.1. 64 Retain images in the eIMS For a minimum of six (6) months after the vehicle has been sold or redeemed from the inventory.

3.3.1.1. 65 Provide eIMS that has the capability to archive records (lock records for editing)

After a period of 90 calendar days of inactivity (vehicle sold, moved to redeemed inventory, and no additional notes or edits made for 90 calendar days).

3.3.1.4. 66 Accept eIMS Electronic Assignments Within one (1) business day of their posting

3.3.1.4. 67 Any issues arising regarding the inability to pick up a vehicle for reasons beyond the contractor’s control must be communicated to the servicing COR via email

Within one (1) business day.

3.3.1.4. 68 All vehicles must be logged into the eIMS Within one (1) business day of arrival at the contractor’s facility.

3.3.1.5. 69 Produce an ECR via the eIMS Within two (2) business days of receipt of the vehicle.

3.3.1.5. 70 The contractor must update the eIMS ECR to reflect the additional damages Within one (1) business day after the COR acknowledges receipt of notification of additional damages.

3.3.1.7. 71 Post vehicle charges Within one (1) business day of completion of the authorized repair or service

(SOW) Paragraph

Number

Deliverable Number

Deliverable Description Schedule

Time Sensitive Deliverables

3.3.1.7. 72 Post marshaling charges The day the vehicle is released to the customer agency, released for transport to the contractor, or returned to the Government

3.3.1.7. 73 Post auction and Internet sale charges On the day the vehicle is sold

3.3.1.7. 74 Any issues that arise regarding the inability to close the sale on a particular vehicle within the specified time frame for any reason must be communicated to the servicing COR via email, phone (with email backup), or other reasonable means

As soon as possible

3.3.1.8. 75 An updated picture is required of the vehicle After reconditioning

3.3.10. 76 Maintain all facilities and accommodations in a clean, orderly, and safe condition At all times

3.3.2. 77 If the contractor is not offering eIMS services, the contractor must provide electronic inventory listings

On a daily basis (Monday thru Friday excluding Federal holidays) unless there has been no activity since the most recent submission.

3.3.5. 78 General Security Requirements - If new or unanticipated threats or hazards are discovered by either the Government or the Contractor, or if existing safeguards have ceased to function, the discoverer shall bring the situation to the attention of the other party.

Immediately upon occurrence

3.3.6. 79 Security of Data Including Personally Identifiable Information (PII) - In the event of an actual or suspected breach, the contractor must report the breach to the GSA CO, the COR and the GSA Incident Response Team. If the breach occurs outside of regular business hours and/or neither the CO nor the COR can be reached, Contractor shall contact the POCs as specified by the CO or the COR for emergency contacts outside of business hours.

Within 1 hour from time of discovery

3.3.7. 80 As directed by the contracting officer and at no cost to GSA, take timely action to correct or mitigate the violation, which may include providing notification and/or other identity protection services to affected individuals for a period not to exceed 24 months from discovery of the breach.

Upon occurrence for a period not to exceed 24 months from discovery of the breach

3.3.8. 81 Notify the COR by phone and in writing of sensitive items are discovered in vehicles.

Immediately upon occurrence

3.3.9.1 82 Provide Security and Storage of vehicles From the time of acceptance until the vehicle is removed by the successful purchaser, released to a State Agency for Surplus Property, or returned back to the Government.

3.3.9.1. 83 A GSA Vehicle Accountability form must be used to document the vehicle’s condition at the time of pick-up and return delivery. Upon return of the vehicle, should any damage to the vehicle be noted that was not listed on the accountability form at the time of release, the contractor must notify the COR of the damage in writing.

No later than one (1) business day after the vehicle is returned to the contractor

3.3.9.2. 84 The contractor is responsible for maintaining a current inventory log of all new and used license plates and Fleet Services Cards in their possession. All license plates and Fleet Services Cards in custody of the contractor must be kept in a secured locked area and will only be accessible to authorized personnel. Any lost or stolen license plates or Fleet Services Cards must be reported to the COR. Contact the COR should the loss or misuse occur with Government vehicles, license plates, Fleet Services cards, government furnished property, or telematics devices.

Immediately upon occurrence

3.3.11. 85 In the event a contractor becomes the owner of a GSA vehicle, notify the Contracting Officer’s Representative (COR) as well as the Contracting Officer (CO) in writing of the circumstances and sell, or dispose of the vehicle.

Within 30 calendar days of the ownership of the vehicle.

2.1 86 Prepare vehicles for sale Within 30 calendar days of sales assignment.

2.1.1. 87 Provide digital pictures, condition reports, fueling, license plate /fleet service card removal, decommissioning, maintenance/repairs/ancillary vehicle services, basic security and storage, additional security and storage, post sale item placards, provide personnel to serve as customer service representatives, provide technicians to start vehicles during inspection, provide representatives to control traffic and oversee parking, distribute sale documents, release vehicle to the registered purchaser or their agent.

At the request of the COR

2.1.3. 88 The COR may add vehicle(s) to a scheduled sale in writing at any time prior to the beginning of the inspection period. The contractor must add such vehicles to the sale

As requested by the COR

2.1.3. 89 Contact the COR via email and follow up with a telephone call to report any additional deficiencies discovered by the contractor after the check-in/CR process

Immediately upon occurrence

2.1.4. 90 Install/attach spare tire and tools in correct position Prior to public inspection period

2.1.4. 91 Inflate tires (including the spare tire when applicable) to manufacturer’s recommended pressure Prior to public inspection period

2.1.4. 92 Fill lubricants and coolants to manufacturer’s recommended levels (excluding refrigerants)

Prior to public inspection period

2.1.4. 93 Perform an exterior wash of each vehicle scheduled for sale. Prior to public inspection period

Custodial Sales Preperation Supplemental SOW

(SOW) Paragraph

Number

Deliverable Number

Deliverable Description Schedule

Time Sensitive Deliverables

2.1.4. 94 Allow for public inspection A minimum of eight (8) hours (during normal operating hours) prior to the sale , unless the COR agrees to more or less time

2.1.4. 95 Display the General Sales Terms and Conditions (SF114C) in plain view of the general public at the contractor's facility

During the public inspection period

2.1.4. 96 Make vehicle keys available and serve as the key custodian During the public inspection period

2.1.4. 97 Stage vehicles in item number sequence During the public inspection period

2.1.4. 98 Provide customer service representatives to provide assistance to interested parties, control traffic, and oversee parking if necessary During the public inspection period

2.1.4. 99 Provide technicians to start vehicles During the public inspection period

2.1.4. 100 The contractor must provide security services During the public inspection period

2.1.7. 101 Release vehicles to purchasers Upon receipt of Government photo identification confirming the purchaser and proof of payment

2.1.7. 102 Contact the COR if a successful bidder fails to remove purchased vehicles within the time frame specified within the applicable Special Terms and Conditions of the sale

Immediately upon occurrence

2.1.7. 103 Notify the COR in writing of the vehicles which are being stored on behalf of the purchaser(s)

When the contractor agrees, verbally or in writing, to store the vehicle on behalf of the purchaser at the purchaser’s request after the conclusion of the sale

2.1.7. 104 Provide all documentation relating to the release of the vehicle(s) to the COR The same business day the vehicle(s) is released from custody to the successful purchaser or their authorized representative.

2.1.7. 105 Maintain source documents A minimum of 60 calendar days unless the COR requests in writing the documents be destroyed earlier

2.1.10. 106 Electronically submit the data used to complete the itemized invoice via a spreadsheet in COR prescribed format or designated web-based application.

Within two (2) business days after the sale

2.2.1. 107 Provide Vehicle Decommissioning Services Upon written authorization from the COR

2.2.1. 108 Inform the COR If damages are anticipated in the decommissioning process In advance of decommissioning the vehicle

2.2.1. 109 All removed items must be inventoried, labeled, and logged by vehicle. Once the removal service is performed

2.2.3 110 Destroy all removed equipment if directed by the COR Within two (2) business days after directed by the COR

2.2.3 111 Submit destruction documentation to the COR No later than five (5) business days after destruction.

2.2.4. 112 Complete repair requests At least two (2) business days prior to the public inspection

2.2.4. 113 Notify the COR of completed repair requests When work is completed

2.2.4. 114 Correct deficiencies at no additional cost of permit re-inspection At least one (1) business day prior to the beginning of public inspection.

2.2.5. 115 Complete all the work in Reconditioning Services At least two (2) business days prior to the public inspection of the vehicle

2.2.5. 116 Report completed work to the COR At time of completion

2.2.5. 117 Correct deficiencies and permit re-inspection At least one (1) business day prior to the beginning of public inspection 2.2.5.3.; 2.2.5.4. 118 Notify the COR if damages are anticipated during decal or wrap removal In advance of removal

BPA Paragraph 7(a) Frequency

Invoice for Marshalling Support Services and associated General Support Services

On a monthly basis

BPA Paragraph 7(a) Frequency 120

Submit invoicing for services provided under Custodial Marshaller Sales Preparation along with any associated services rendered in conjunction of each sale

Within 2 business days after the each individual sale

BPA Paragraph 7(b) Method of Submission

Electronically submit the invoice to GSA's Finance Payment Office through the Vendor and Customer Self Service (VCSS) at https://vcss.ocfo.gsa.gov/.

Unless otherwise directed by the COR in writing.

After review/approval of the COR

BPA Paragraph 8(d) Method of Payment

For invoices submitted via WEX e-Submit After the COR or their designee approves the invoice(s)

INVOICING