RFQ_Attachment_1_Transport_SOW_-_12-20-17_(Final).pdf

STATEMENT OF WORK

December 20, 2017

General

Throughout the year, the GSA Fleet Management Centers have a need to have vehicles transported to various locations throughout California, Arizona, Nevada Idaho, Oregon and Washington for specific services. These vehicles requiring transportation are a result of new vehicle deliveries, as well as vehicle turn-ins and exchanges.

GSA will be transporting vehicles in accordance with three different classes, as well as a drive away option. These classes are strictly based on the Gross Vehicle Weight Rating (GVWR) of the vehicle(s) to be transported. The following chart explains these classes:

Class Weight (GVWR) Class 1 1-5,999 GVWR Class 2 6,000-11,999 GVWR Class 3 12,000 and Above GVWR

Drive Away All Weights

Vehicle deliveries may occur on a one-at-a-time basis or involve multiple vehicles.

Vehicles are processed for transport and delivery by the GSA Fleet Management Office Point of Contact (POC). Classes 1, 2 and 3 involve single vehicle or multiple vehicle transportation conveyance, whereas the drive away service involves a driver picking up the vehicle and driving it to the delivery location. Services will only be paid for each vehicle movement and delivery. Empty runs to pick up locations and/or empty runs from drop off locations are not chargeable.

Customer deliveries will be coordinated by the Fleet Management Office POC. The Fleet Management Office POC will provide the pickup and delivery location addresses and point of contact (POC) details for the transport to the contractor. The contractor will be responsible for contacting the customer; establishing a delivery date, time, and location preferred by the customer. In some cases, customer deliveries will require the return of an exchange vehicle. When the new vehicle is delivered to the customer, the customer may provide a vehicle in return that needs to be delivered back to the location where the original transport was initiated.

When vehicles are being transported, the receiving location that is expecting delivery of new vehicles typically has the parking for a transporter and is open during normal working hours. Pickup and delivery locations are open dependent on each location’s preference. They are usually available between the hours of 8 a.m. and 4:30 p.m.

Monday through Friday, excluding Federal holidays. Customer locations are open dependent on each customer’s preference.

Background Information

The following figures represent prior year vehicles that were transported under a similar BPA. These numbers are provided as information only and are not to be construed as guaranteed quantities under the contract.

Class 1 – 1 - 5,999 GVWR 130

Class 2 – 6,000 – 11,999 GVWR 191

Class 3 – 12,000 and Above GVWR 76

Total approx. 397

The average drive away miles is about 363.2.

Delivery Schedule of Services

Contractor shall provide vehicle delivery service to specified location within seven (7) business days of notification from the Fleet Management Office POC that the vehicle is ready for transport. Contractor shall provide a notice after 24-hours to both the pickup and delivery points of contact with the transport specifics.

Status updates shall be sent to the Fleet Zone 4 mailbox at:

Z4InvoiceProcessing@gsa.gov.

Upon completed transportation (within 24 hours), the transporter will provide a delivery confirmation email to the Fleet Zone 4 mailbox at:

Z4InvoiceProcessing@gsa.gov.

Operational Specifics

A. Notification: All vehicle transport requests will be processed to a successful vendor within seven (7) business days. The request will contain the following information, pick up address, pick up location POC, destination address, destination POC, and vehicle GVWR. A 24-hour notice to both the pickup and delivery points of contact with the transport specifics is required.

B. Inspection: Each vehicle being transported includes two Government license plates and a credit card. The transporter should inspect the vehicle and mailto:Z4InvoiceProcessing@gsa.gov verify that these are included in the vehicle. If not, the transporter will notify the consignee or Fleet Management Office POC immediately. All transport vehicles and controlled items (credit cards, Government license plates) require a thorough inspection before and after delivery, as well as a signature of receipt. These will be accomplished through written entry on the GSA Vehicle Accountability Form or transporter’s other form of documentation. Credit card will be entered in one of the “Other” blocks, while Government license plate(s) will be entered on the “Number of GOV License Plates” line provided. The purpose of a thorough inspection is to provide an accurate assessment of the vehicle condition: Interior (use “Other” line), Exterior, Glass and operability. Damage identified at the receiving end that is not noted on the GSA Vehicle Accountability Form or transporter’s other form of documentation, prior to delivery, will be determined to be the fault of the transporter. The GSA Vehicle Accountability Form or transporter’s other form of documentation MUST be signed by the releasing official, transporter, and receiving official. Damage found on the vehicle by the consignee or Fleet Service Representative (FSR) that is not indicated on the GSA Vehicle Accountability Form or transporter’s other form of documentation after signing and releasing the vehicle will be considered the fault of the transporter, and reported to GSA Fleet Management Office POC immediately.

C. Drive-Away Transports: For those vehicles being transported by a drive away service, the transporter will charge a per mile fee to include both transportation of the vehicle and fuel for the distance the vehicle is being transported. All vehicles shall be driven by the most direct route to the destination and shall not be used for any other purpose. Payment shall be calculated on a per mile rate from origin to destination using Google Map and the most direct route. The fuel credit card for the vehicle shall not be used by the contractor for transporting. The fuel credit card, along with the two plates, will remain with the vehicle to the destination. Should breakdown or accident occur, the transporter shall contact the GSA Fleet Management Office POC immediately both via phone and email.

D. Return Vehicles: When a return vehicle exists, it is a requirement that they be inspected before the return trip. This inspection is to be performed on the GSA Vehicle Accountability Form that will be provided by the GSA Fleet Management Office POC or transporter’s other form of documentation.

Additionally, the return vehicle should include a credit card and two Government license plates. In the event the credit card and or Government license plate(s) are missing, the transporter is required to report the missing credit card and or plate(s) to the GSA Fleet Management Office POC.

E. Invoices for completed transports shall be sent to the Fleet Zone 4 mailbox at Z4InvoiceProcessing@gsa.gov and to GSA Finance at https://vcss.ocfo.gsa.gov within seven (7) business days of the billing month.

Instruction and training will be provided by the GSA Fleet Management Office point of contact (POC).

Each invoice must include the following:

• Name of Contractor

• Invoice Number

• Invoice Date

• Billing Period

• BPA Number

• Name of the person placing the order (Contracting Officer)

• Itemized list of transports for the billing period (see below for requirements and documentation)

• Total Price

For each transport, the invoice must include the following information:

• Transportation Request ID

• Pickup Location

• Delivery Location

• VIN #

• Tag #

• Date of Pick up:

• Date of Delivery:

• Mileage

• Rate of Transport

• Documentation providing proof of delivery and completion of transport

(see below for requirements)

The GSA Accountability Form, Bill of Lading, or transporter’s other form of documentation are acceptable forms of documentation providing proof of delivery and completion of transports. All vendors must provide documentation providing proof of delivery and completion of transport for each individual transportation request and notate the applicable Transportation Request ID the documentation is for.

Failure to provide required information or documentation will result in payment delays.

GSA will not process invoices for payment until all documentation is in order.

https://vcss.ocfo.gsa.gov/