GPC V PWS Appendix F (Transition of Services).pdf

HTC711-23-R-R001

Appendix F (Transition of Services)

Transition of Services

In accordance with the Continuity of Services clause, FAR 52.237-3, the contractor shall provide phase-in and phase-out services for up to 90 days after expiration of the contract.

The contractor shall provide to the Contracting Officer a transition plan to ensure the efficient and thorough transfer of data and POVs from the predecessor contractor and any other designated VPCs and storage facilities. The plan shall be provided to the Contracting Officer in conjunction with proposal submission and shall identify the nature and extent of the transition activities required and the timeframe for accomplishing the activity. The transition plan must contain, at a minimum, the items outlined in this appendix.

The contractor(s) shall take all actions necessary to ensure a smooth transition of POV operations at the beginning and end of the contract. Problems encountered in the transition of operations shall be reported to the Contracting Officer for resolution.

PERSONNEL

1. The successor contractor and its subcontractors shall offer those service employees employed under the predecessor contract whose employment will be terminated as a result of the award of the contract or the expiration of the contract under which the service employees were hired, where applicable, a right of first refusal of employment under this contract in positions for which the service employees are qualified.

2. The outgoing contractor shall, not less than 30 days before completion of the Contractor’s performance of services on the contract, furnish the Contracting Officer with a certified list of the names of all service employees working under this contract and its subcontracts at the time the list is submitted.

3. The outgoing contractor shall, in accordance with FAR 52.237-3, Continuity of Services, shall allow as many personnel as practicable to remain on the job to help maintain the continuity and consistency of the services required by the contract.

4. The outgoing contractor shall, at a date coordinated and agreed with the two parties and the Contracting Officer, disclose necessary personnel records and allow the successor to conduct on-site interviews with those employees.

5. The outgoing contractor shall release employees at a mutually agreeable date, executing a gradual transition of personnel.

6. Ensure Hawaii Stevedore/Union personnel are incorporated within training plans/schedule

JOINT TEST PLAN

1. 1. Successor contractor shall provide a capability plan to fully implement and operationally test/validate IT interoperability and integration to include a description of the successor contractor’s operational testing procedures and approaches to successfully accomplish system deployment and establishment of new system interfaces.

2. 2. The joint test plan shall provide a timeline demonstrating establishment of successful information systems connections to the required Government-directed IT systems no later than 30 days prior to go-live.

TRAINING

1. Successor contractor shall conduct on-site, hands-on, system training to each Area of Operation (AOR) CORs (Europe, Pacific, and CONUS) prior to contract commencement as outlined in the transition plan.

2. Successor contractor shall provide screen by screen Standard Operating Procedure/How-To guides detailing all aspects of their system, to include the contractor’s TMS and other internal operating systems required to properly manage and monitor contract performance.

CUSTOMER SERVICE

1. Successor contractor shall ensure they are adequately staffed to support all customer calls (to include providing ITV of transitioning POVs), schedule appointments, and respond to inquiries.

2. Successor contractor shall ensure their customer call line is operational to support the various global time zones.

3. Successor contractor shall have a toll-free customer call in line for all domestic and international calls.

COMMUNICATIONS

1. Daily Transition calls shall be conducted with both outgoing and successor contractors and USTRANSCOM for the duration of the scheduled transition period or until the Contracting Officer provides alternate direction.

2. Outgoing and successor contractors shall provide a primary and secondary point of contact to address transition questions and issues with the Contracting Officer.

3. The outgoing or successor contractor shall immediately notify the Contracting Officer in the event of any issues or impacts to the transition schedule/plan.

4. Successor contractor shall ensure a fully operational website and call support center NLT 60 days after start of contract transition.

5. Successor contractor shall implement a communication plan NLT 45 days after start of contract transition, as approved by the Contracting Officer. Communication plan shall contain at a minimum:

A. VPC managers shall contact the Installation Personal Property/Transportation Office in their

AOR with customer contact information, VPC location and directions, hours of operation, and information necessary to facilitate member’s awareness of the successor contractor.

Information and confirmation shall also be provided to the Contracting Officer.

B. Successor contractor shall provide input and contractor details (i.e., VPC addresses, phone numbers, etc.) to develop POV Transition Advisories for dissemination to the various Service HQs and global Personal Property Shipping Offices. The contractor shall provide information for Advisory release no later than 30 calendar days prior to the start of contract performance, or as agreed upon with the Contracting Officer.

C. Successor contractor shall implement media/news releases via multiple Service and Armed Forces outlets, to provide transition and implementation details for member awareness.

D. Outgoing and successor contractors shall update their websites to facilitate and reflect appropriate VPC, shipping, and storage status. The outgoing contractor website shall reflect information pertinent to the successor contractor.

E. Successor and outgoing contractor shall post signs at prominent locations directing members to the correct/new VPC location.

COMPUTER/SYSTEM ACCESS

1. Successor contractor shall ensure CORs have access to multiple-site information.

2. Outgoing contractor system and computers shall be available and operational to the CORs through the last POV delivery to the member, facility and data transfer to the successor, and final certification of invoices.

TRANSITION OF FILES

1. The current contractor shall transfer all files (electronic and/or paper) to the successor contractor as mutually agreed upon between both parties and the Contracting Officer.

2. The successor contractor shall accept electronic data files from the outgoing contractor. Data files shall be incorporated into the successor system.

3. The outgoing contractor shall provide to the successor contractor paper and electronic data files, in a format acceptable to the successor and coordinated through the Contracting Officer. Paper files shall include, at a minimum: copy of original inspection sheet, all orders and amendments, vehicle registration/title, lien or lien holder release, repair/recall authorization forms, shipment and storage information and customer record data (to include Claims and inspections), and customs documents as applicable. Electronic data files shall include a copy of all information collected while in the possession of the outgoing contractor.

4. Active data files (shipment and storage) must be incorporated into the successor contractor system in conjunction with receipt and acceptance of the POV.

5. Paper and electronic files for the past 4 years will be transferred and (electronic) files shall be incorporated into the successor database no later than contract commencement.

6. All files shall be kept for the duration of the contract or until the Government takes possession of such files.

TRANSITION OF POVS

1. The successor contractor shall move POVs from the current location to the successor VPCs, Storage Facility or other location(s) as directed by the Contracting Officer.

2. POVs shall be transitioned as agreed in the Transition Plan.

3. Successor contractor shall provide a staging schedule, by site, including dates, hours of operation, number of personnel to support POV movement, number of trucks to be utilized, loads per day, POV type and POVs per load, to the outgoing contractor and the Contracting Officer as part of the transition plan, as identified with proposal submission.

4. The outgoing contractor shall deliver the POV fully operational (to include free of mold, free of flat tires, with functional batteries) and in the same condition as received from the member and in accordance with current contract requirements (to include safe operating condition).

5. The outgoing and successor contractor shall conduct a joint inspection for all POVs transitioned.

6. At a minimum, a hard copy of the vehicle inspection form and any other documents indicating damage shall be included with the POV for the joint inspection and transfer of the POV.

7. A joint inspection shall be conducted at the time of pick up and/or delivery to document vehicle condition using the DD Form 788 or commercial equivalent form for the transfer of responsibility and liability.

8. Control and liability shall remain with outgoing contractor until transfer of control and liability is complete with the successor contractor.

9. The successor contractor shall obtain and utilize a third-party surveyor, as agreed with the outgoing contractor and the Contracting Officer, to issue a final determination as to the condition of the POV regarding the inspection. In the event of disputes, the outgoing and successor contractors agree that the decision of the third-party surveyor is final and forfeit their right to challenge the decision.

10. Successor contractor shall notify all members of the transfer and location of their POVs, along with providing appropriate contact and website information.

11. Outgoing and successor contractor shall daily provide to the Contracting Officer confirmation of numbers of POVs on-site at their respective locations and numbers of transitioned POVs (daily and total, by site).

IMPLEMENTATION OF VPC AND STORAGE OPERATIONS

1. The contractor shall implement VPC and VSF facility/operations as designated in Appendix A.

2. The contractor shall ensure all VPCs and VSFs are operational on the same date for contract commencement as coordinated with the Contracting Officer. The Contractor shall submit their VPC and VSF transition plan for government evaluation during proposal submission. A list of government prioritized locations is provided in the RFP but the offeror may propose their own unique order/schedule of implementation for the Government to consider for benefits to the

Government, i.e., reduced costs, quicker implementations, etc., so long as all sites are implemented (fully operational, to include establishment of successful information systems connections to the required systems) NLT 45 days prior to contract commencement.

3. Offerors shall submit proof of anticipated VPC CO/CO lease agreements in the form of titles, promissory notices, business correspondence memorandums, email, or other written proof of promise to lease.

4. Prior to commencement of services the contractor(s) shall participate in a joint inspection of all facilities (i.e., GO/CO VPCs) for which the successor contractor assumes responsibility. This includes, but is not limited to, office facilities, inspection facilities, POV staging areas, and storage facilities.

IN TRANSIT

1. The outgoing contractor shall accept POVs for shipment and storage up to an agreed upon date with the Contracting Officer.

2. POVs turned in for shipment prior to the new contract commencement date shall be moved to final destinations and/or successor contractor VPCs, or at the discretion of the Contracting Officer, may be transferred to the successor VPC for onward movement.

3. A joint inspection shall be conducted at the time of delivery to document vehicle condition using the DD Form 788 or commercial equivalent form for the transfer of responsibility and liability.

4. The outgoing contractor shall complete receipt and delivery of all Hardlift POVs already in transit or as agreed upon with the Contracting Officer.

GO/CO (Government Owned/Contractor Operated) SITES

1. The contractor shall support cohabitation of the GO/CO (by both outgoing and successor contractors) to facilitate fulfillment of each of the contractor’s respective obligations. To accomplish an orderly transition, inclusive of office and connectivity/telephone lines, these facilities may be closed for turn-in and/or pick up as agreed upon with the Contracting Officer. In the event the GO/CO is closed for transition, for a period as agreed upon with the Contracting Officer, the successor contractor shall implement full operations at contract commencement.

2. The successor contractor shall ensure phone, computer (internet, system, etc.) lines are operational at contract commencement.

3. The outgoing contractor shall include in their transition plan the schedule for removing all their equipment from all GO/CO sites as agreed upon with the Contracting Officer. The outgoing contractor shall ensure all facilities are left in clean condition.

4. The successor shall include in their transition plan the schedule for delivery and installation of all their equipment to all GO/CO sites.

5. The outgoing contractor shall provide all facility keys, security passes, lock combinations and access cards are turned in at the date agree upon with the Contracting Officer. The outgoing contractor shall ensure disposition of these items is coordinated/provided to the appropriate COR, as documented in the outgoing contractor transition plan.

6. Continuity of services and joint cohabitation shall be supported by both outgoing and successor contractors as agreed upon with the Contracting Officer.

CLAIMS

1. Claims for damaged transitioned POVs shall be negotiated and settled between outgoing and successor contractors.

2. Settled claims shall be paid directly from the outgoing contractor to the successor contractor.

3. In the event a settlement amount cannot be agreed, both outgoing and successor contractors shall submit information documenting the claim to USTRANSCOM for review and final determination.

TRANSITIONED SERVICES COST

1. Except as otherwise specified, the contractor shall include the cost of the transition services identified above in their contract pricing. Performance of and reimbursement for unforeseen, but Contracting Officer approved, transition requirements will be subject to negotiation.