Attachment 1 - GPC V PWS Amend 1.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

FOR

GLOBAL PRIVATELY OWNED VEHICLE CONTRACT (GPC) V

Effective 01 October 2024

1. DESCRIPTION OF SERVICES

1.1. Background / General. The United States Transportation Command (USTRANSCOM) manages Department of Defense (DoD) sponsored shipments of privately owned vehicles (POVs) belonging to uniformed Service members of the United States (U.S.) Armed Forces (i.e., the U.S. Army, U.S. Navy, U.S. Marine Corps, U.S. Air Force, U.S. Space Force, and U.S. Coast Guard), as well as civilian employees of the same including those of the DoD, the Combatant Commands, and Defense Agencies.

This requirement is for complete transportation and storage services as detailed in this Performance Work Statement (PWS). Service members and employees are also described as “customers” throughout this PWS.

1.2. Scope of Work. The contractor shall provide sufficient personnel, supervision, training, and equipment necessary to perform all tasks as identified in the PWS for the shipment and storage of POVs globally in accordance with Defense Transportation Regulation (DTR) Part IV Personal Property (DTR IV) (as amended), DTR Part V Customs (DTR V) (as amended), Joint Travel Regulations (JTR) (as amended), the Federal Travel Regulation (FTR) (as amended), military branch of Service publications/instructions (as amended), and the Personal Property Consignment Instructions Guide (PPCIG) (as amended). The contractor shall assume all responsibility, liability, and costs for receiving, delivering, processing, and transporting customers’ POVs from point of acceptance/turn-in to pick-up/final disposition. The contractor’s responsibilities include but are not limited to: (1) operating multiple vehicle processing centers (VPCs) and vehicle storage facilities (VSFs), preparing POVs and/or approved recreational vehicles (RVs) for shipment, and ensuring all necessary agriculture and customs clearances are accomplished; (2) arranging for and/or providing inland and sea transportation between VPCs, GPC storage facilities, and other worldwide designated or directed locations; (3) calculating excess costs for POV shipments and making data available to the government; (4) providing in-transit visibility (ITV) of shipments; (5) arranging for the storage and basic maintenance of POVs in support of permanent change of station (PCS) orders, individual Service members and employees on deployment and/or mobilization orders, and unit moves (e.g., Navy vessel changes of homeport, unit mobilizations under orders, and other group moves as directed by the government); (6) resolving POV inconvenience, loss, and/or damage claims; and (7) providing data/statistical reports to USTRANSCOM.1 The PWS conditions for arranging for and/or providing transportation, storage, and resolving claims apply equally for POVs and RVs.

1.2.1. Mission Essential Services. The entire PWS has been categorized as contractor mission essential services in accordance with (IAW) Defense Federal Acquisition Regulation Supplement (DFARS) 252.237-7023. The contractor shall be required to continue performance in a crisis IAW the contractor’s Mission Essential Contractor Services Plan incorporated into the contract.

1.3. Contractor Duties

1.3.1. Contractor Transition

1.3.1.1. The contractor shall take all actions necessary to successfully transition POV operations for contract start and end dates. The contractor shall meet all transition requirements to include the transfer of POVs to/from VPCs and VSFs as well as active paper and electronic files in accordance with Appendix F Transition of Services. For both phase-in and phase-out transition, the contractor shall transition all VPC and storage facility operations by the contract start date unless otherwise directed by the Contracting Officer (CO). Problems encountered in the transition of operations shall be reported to the CO for resolution.

1 Contractor performance data is not considered contractor proprietary information and may be released on public facing dashboards.

1.3.1.2. The contractor shall follow the detailed transition plan submitted with its proposal and approved by the government during source selection. Unanticipated changes to the transition plan may be required and will require a revised plan unless determined by the CO. A contract modification will not be required for a change to the transition plan or schedule unless such changes would result in additional contract costs. The contractor shall submit a revised transition plan to the CO within five (5) business days of a government-directed change, or as soon as possible for a contractor-requested change. The USTRANSCOM GPC Program Manager (GPC PM) will coordinate any changes to the transition plan or schedule with the CO prior to approval. The contractor shall accomplish transition activities in a manner that will result in minimal disruption to existing operations. Note: the most recent approved transition plan remains in effect until a new transition plan is approved by the CO.

1.3.1.3. Postaward Conference. Within 14 calendar days after contract award, the contractor shall attend a contract postaward conference, hosted by the government, at Scott AFB, IL. This meeting will be held to facilitate introduction of the key members of the government and contractor staff; to review contract requirements; review the transition plan/schedule; and to address any other areas deemed necessary.

1.3.2. Contractor Liability

1.3.2.1. Contractor shall be liable for all loss and/or damage to POVs from the point of POV turn-in until POV delivery to the customer unless beyond the reasonable control of the contractor and without its fault or negligence such as acts of God or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, or unusually severe weather. Given that this is a contractor for transportation, the contractor shall not be able to avoid liability based upon delays of common carriers. For the contractor to claim any exemptions, the contractor must prove it was not negligent. This strict liability remains in place regardless of whether the contractor transports POVs via private contract or transports using a USTRANSCOM contract as an authorized user.

1.3.2.2. At the time of POV turn-in, the contractor shall use the inspection checklist to document the basic operational condition of the vehicle. Specifically, the contractor shall verify, at a minimum, that:

the “check engine” light is off; all vehicle recalls are complete when the manufacture indicates a resolution exists; the vehicle starts and stops normally and without interference or other manipulation;

there are no obvious fluid leaks or hazards; the parking brake is fully operational; integral door, window, glove compartment and trunk locks are intact, operational, and keyed per manufacturer's design when installed; and all brake lights, headlights, tail lights, and directional (turn and back-up) signal lights are operational based on visual and/or manual inspection. When the POV’s “check engine” light indicator is on, the contractor shall communicate that status to the customer to arrange for mechanical troubleshooting and/or corrections before the contactor accepts the POV for transport or storage. The contractor shall not be required to check fluid levels at turn-in (i.e., transmission, differential and/or hydraulic clutch fluids, engine oil, brake fluid, coolant, power steering, or windshield wiper/washer fluid) before accepting a POV for transport or storage when the check engine light is off and there are no obvious signs of fluid leakage during the joint inspection. The contractor shall deliver the POV in the same operational condition as tendered by the customer. The contractor will be liable for the repair or replacement of an inoperable subsystem or mechanical component of a vehicle if the claimant can prove by a preponderance of the evidence that the subsystem or component is inoperable primarily because of damage that occurred because of improper handling, negligence, or misuse while the vehicle was in the custody of the contractor or of one of its subcontractors. If the POV is damaged or lost, the contractor is liable for that loss and/or damage up to the fair market value. Fair market value is the clean retail value of the POV according to the J.D.

Power Official Used Car Guide. For POVs shipped to the United States, the J.D. Power Official Used Car Guide for the region in which the claim is filed shall be used. For POVs shipped to Outside the Continental United States (OCONUS) destinations, the J.D. Power Official Used Car Guide in the

United States from which the POV was purchased will be used. If the POV is not in the J.D. Power Official Used Car Guide, the fair market value will be the clean retail value for the most comparable POV appearing in the guide.

1.3.2.2.1. The contractor shall establish and operate a claims and payment process in accordance with the PWS requirements in paragraph 1.3.11.

1.3.2.3. In the context of litigation from third parties, the contractor agrees to hold the government harmless.

1.3.2.4. The contractor may not unilaterally take any action to restrict service by using any forms, waivers, notices, conditions, VPC display signs, tags, stickers, or similar documents or devices in its dealings with Service members and DoD civilian employees, unless the CO has given advance written approval. The contractor shall not introduce any forms, waivers, or other documents that attempt to limit the contractor's liability for loss, damage, or otherwise attempt to change any terms of the contract.

1.3.2.5. The contractor shall not detain any POV for unpaid freight, demurrage, or other money claim or assert any type of lien, including a maritime lien, on any POV shipped under this agreement, without prejudice to contractor’s rights to exercise a lien against only the unpaid payment due and owning from the shipper for general average and salvage contribution due in respect to said cargo.

Additionally, POVs transported and stored pursuant to this contract as deemed cargo possessed by the United States. Contractor shall not take any action to seize, arrest, hold, or otherwise detain such cargo through any judicial process, or any other process, in the U.S. or any foreign country.

Contractor shall insert this clause in all subcontracts and expend any resources necessary to expeditiously enforce the provisions of this clause against such subcontractors.

1.3.3. Facilities

1.3.3.1. The contractor shall operate VPCs and Quality of Life (QoL) sites in accordance with Appendix A VPC List and abide by holidays as designated in Appendix B Holidays. When applicable, the contractor shall request occasional exceptions to normal business hours via the VPC Contracting Officer’s Representative (COR)/GPC PM for the CO’s approval. Continental United States (CONUS) facilities shall be contractor-owned/contractor-operated (CO/CO). OCONUS facilities may be CO/CO or government-owned/contractor-operated (GO/CO). The contractor shall abide by base closure procedures on government installations (i.e., weather delays and installation/base closures.) The contractor shall provide a covered inspection area with adequate lighting and ventilation for all CO/CO facilities. The contractor shall be responsible for all construction, upkeep, purchase, lease or rental of any commercial structure, land or equipment for all CO/CO facilities. CO/CO facilities with the capability to wash and clean POVs shall meet host nation, state, and/or local laws for having a permitted wash area at the facility. Government operations shall be separated privately and securely if CO/CO VPC is in a shared multi-purpose/multi-occupant building.

1.3.3.1.1. Contractor's equipment and facilities shall be maintained in safe condition, meet Occupational Safety and Health Administration (OSHA) standards, and all applicable federal, state, local, and host nation laws. The contractor shall maintain current accessibility standards for all contractor-owned VPCs according to federal, state, local, or host nation laws. Government-owned VPC facilities will be provided to the contractor free of recognized hazards and in compliance with safety and environmental regulations. The contractor shall not be responsible for facility maintenance at, on, or within government-owned VPC facilities. Compliance with environmental protection, occupational health and safety, transportation and disposal of hazardous material and waste after occupancy shall be the sole responsibility of the contractor.

1.3.3.1.2. Health and Safety on Government Installations. In performing work under this contract on a government installation, the contractor shall: take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractor and government personnel performing or in any way coming into contact with the performance of this contract; follow installation standards for health and safety; and take such additional immediate precautions as the CO may reasonably require for health and safety purposes. The CO may, by written order, direct Military Service Occupational Safety and Health Standards and/or health/safety standards as may be required in the performance of this contract. Adjustments resulting from CO direction will be in accordance with the Changes clause of this contract. Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the CO, shall be grounds for termination of this contract in accordance with the Default clause of this contract.

1.3.3.1.3. At CO/CO locations, the contractor shall establish and maintain a capability to provide a mass warning and notification to all employees and customers. All CO/CO VPCs shall also have an exterior tinted film on ground-floor windows to prevent visual observation by the public.

1.3.3.1.4. The contractor shall provide designated office space, including office furniture and equipment, for each on-site COR assigned to a VPC designated in Appendix A VPC List. In addition, storage space sufficient for active files maintained by the COR shall be provided. Office furniture includes a desk with locking drawers (or a separate locking file cabinet), an office chair, and two (2) additional reception chairs. The contractor shall also provide all functional office equipment, services, and supplies to include but not limited to a computer with internet access capable of accessing POV data files in accordance with paragraph 1.3.13., printer, scanner, fax and telephone, postage, a commercial shredder and/or shredding services, office storage boxes, file folders, and overnight parcel service. The contractor shall allow customers access to a computer with Internet capabilities at all VPCs during normal business hours to process or produce additional documentation. All CO/CO and GO/CO VPCs shall have a furnished reception area to include clean and operational indoor public restrooms. Equipment maintenance shall be the contractor’s responsibility at CO/CO facilities. The government will maintain equipment and furnishings at GO/CO facilities.

1.3.3.1.5. All VPCs shall have a toll-free telephone number or foreign equivalent with an informational recording when customer representatives are not available stating, at a minimum, the operating hours, office location, and documents required for turning in and picking up a POV.

1.3.3.1.6. A series of customer satisfaction surveys will be conducted or prescribed by the government or a government-contracted third party to measure contractor performance for each shipment, in accordance with the Service Delivery Summary. Customer satisfaction surveys are the property of the government and will not be considered proprietary information of the contractor.

The government shall have sole discretion in deciding the form or method of releasing the results of customer satisfaction surveys to the public. The contractor shall provide status updates to the government for all shipments to facilitate evaluation of the following performance requirements, including, but not limited to pre-move services, physical move services, post move services, overall satisfaction with services received, and claims settlement satisfaction (if applicable). Customer satisfaction will be measured on a five-point Likert scale, with the top three responses counting toward satisfaction. Survey results will be provided to the contractor on a monthly basis by the

COR.

1.3.3.1.7. An exterior sign shall be posted at each VPC and QoL site visible to the customer that clearly identifies the VPC’s name and function. However, due to force protection concerns, signage should deemphasize DoD/military affiliation. Except for VPC exterior signs on military installations, there shall be no reference of DoD, military or governmental operations mentioned in the sign.

Signage example: “Charleston Vehicle Processing Center.” Placement of exterior signs shall be consistent with local government law and regulation. Additionally, a sign shall be in the customer waiting area stating procedures for processing claims with an emphasis on the customer’s right to file a claim directly with the contractor. The sign design(s) must be approved by the CO prior to installation. Signs must be installed by the VPC/QoL implementation date.

1.3.3.1.8. The government may add, delete, or direct relocation of CO/CO, GO/CO, and/or QoL VPCs as necessary.

1.3.3.2. The contractor shall be responsible for the purchase, lease, or rental of all indoor facilities required for the storage of POVs at CONUS locations determined by the contractor.

1.3.3.3. The contractor shall identify their VSFs in their proposal. VSFs shall be inspected to ensure facilities show no signs of weather damage, are free of leaks, the grounds and property are secure, and the facility/grounds are capable of safely storing, maintaining, and operating POVs, to include all-battery electric vehicles (EVs) and plug-in hybrid electric vehicles (PHEVs).

1.3.3.4. The contractor shall be responsible for meeting all requirements necessary to obtain access to the GO/CO VPCs. Sign-in privileges are required for key contractor personnel at GO/CO VPCs.

Any questions regarding installation access shall be directed to the COR. For locations without on-site CORs, the contractor shall direct questions to the installation’s Security Forces Department or equivalent.

1.3.4. POV and RV Documentation Requirements for Transport and Storage

1.3.4.1. The contractor shall accept POVs and RVs when authorized by the customer’s orders or by direction of the military Services, defense agency, or government representative, contingent upon the POV being in a clean, safe, and operable condition, including but not limited to: compliance with published and customer-acknowledged low fuel level requirements or minimum/maximum battery charge levels for EVs/PHEVs; completed vehicle recalls that may impact safe transportation; and compliance with the published PPCIG country or state permissions/restrictions. The contractor shall be responsible for ensuring all documentation requirements are met before accepting a POV for transport, storage, and delivery. The contractor shall be responsible for delivering an improperly consigned POV to its authorized destination when the contractor is at fault. Transportation under these circumstances shall be at the contractor’s expense.

1.3.4.2. The contractor shall accept POVs when an entitlement exists and/or when authorized by the customer’s orders contingent upon the POV being in a clean, safe, and operable condition, including but not limited to: compliance with published and customer-acknowledged low fuel level requirements or minimum/maximum battery charge levels for EVs and PHEVs; completed vehicle recalls that may impact safe transportation; and compliance with the published PPCIG country or state permissions/restrictions. Non-U.S. specification POVs that are not certified to meet conformity standards by their original manufacturer shall be handled in accordance with DTR IV, Chapter 408.

Questions regarding a customer’s vehicle transportation or storage entitlements or POV restrictions shall be directed to the COR for resolution with Service/defense agencies prior to refusing to service a customer’s POV. The contractor shall provide the customer with the required delivery date (RDD), revised RDD when an excusable delay occurs, potential for excess cost charges for oversized (i.e., out of gauge or OOG) POVs or transportation requests to/from alternate ports as each situation applies.

The contractor shall inform all customers on how to obtain their POV ITV information.

1.3.5. POV Turn-In Procedures

1.3.5.1. CONUS POVs are authorized to be turned in at the authorized VPC serving the old permanent duty station (PDS), a VPC serving the passenger port of debarkation, or any VPC between the old and new PDS, subject to any potential excess costs. OCONUS POVs must be turned into the

VPC serving the old PDS, unless an alternate port in a different country has been authorized by the military Service’s Secretarial process as designated in JTR Chapter 5 Part E, POV Transportation and Storage for Service members and JTR Chapter 5 Part F paragraph 0547, POV Transportation for civilian employees. When a POV is turned in or picked up at a VPC that was not designated by the military Service concerned to service the origin and/or destination PDS, the contractor shall secure alternate port authorization from the COR before accepting the POV for transport or storage. The contractor shall have the customer complete an approved alternate port request form designating the VPC(s) requested, obtain the customer’s signature, and include the signed document in the shipment file. The contractor shall invoice the applicable zone-to-zone contract rate for the actual transportation and services that occurred and bill in accordance with Appendix E Payment and Invoicing.

1.3.5.2. The contractor shall require the customer to present a government/state-issued picture identification, a complete and endorsed set of legible PCS orders (including all amendments if applicable), current vehicle registration, and proof of vehicle ownership to include one of the following three documents: copy of title; bill of sale if vehicle was purchased within 90 days; or written approval from the vehicle leasing or lienholder company authorizing export when a lease or recorded lien exists in the U.S. A lienholder release letter is always required when a copy of the title or bill of sale is not provided as a proof of ownership document. In addition, the contractor shall require the customer to present a power of attorney (POA) and/or letter of authorization (LOA) for designated agents not identified on the orders. A POA or LOA shall also be required from all persons listed on the title authorizing their consent to ship, excluding the entitlement holder. The contractor shall contact the COR in any case where vehicle registration, proof of ownership, lienholder release approval, and POA/LOA documentation requirements are in question.

1.3.5.3. For storage of a POV, the customer must also provide the contractor an authorization letter from the Transportation Officer (TO) authorizing storage of the POV. For customers assigned to a U.S. Embassy under Chief of Mission authority at a consulate or mission, the contractor shall contact the appropriate U.S. DoS Despatch Agent for movement instructions and include the COR in that communication. Questions concerning eligibility to turn in a POV should be directed to the COR.

Copies of all documentation presented by the customer that are relevant to POV transportation and/or storage, including entitlement and invoicing documentation, shall be maintained in an official electronic file along with all pertinent contact information including but not limited to:

origin/destination unit and home addresses, telephone numbers, email addresses, and designated agent/next of kin contacts. Orders and associated documents shall be scanned and maintained electronically. The government shall have access to all POV files on demand, as they are considered government files.

1.3.5.4. The contractor shall accomplish a thorough joint inspection with each customer using DD Form 788, Private Vehicle Shipping Document for Automobile or a commercial equivalent (subject to approval by the CO) which will be used to determine loss and/or damage between POV turn-in and pick-up. Optional use of pictures is permitted. The contractor’s failure to note exceptions due to the cleanliness of the POV does not provide relief from liability. If necessary, the contractor may wash the POV at no charge or require the customer to clean the POV prior to processing. If the contractor fails to conduct a joint inspection or provide the customer a copy of the inspection form, the contractor shall be liable for all loss and/or damage noted at pick-up. The contractor shall not be held liable for making repairs and/or securing maintenance for a POV that incurs a mechanical failure or becomes inoperable while in transit unless the contractor’s handling of the POV caused the mechanical failure or inoperability. The contractor shall notify the COR, GPC PM, CO, and customer whenever a POV becomes inoperable while in transit, describe the situation, and request assistance from the COR when problems arise.

1.3.5.5. The contractor shall inventory and secure all authorized loose accessories to be shipped with the POV on the inspection form and ensure those accessories are present at pick-

up. The contractor shall provide packing, bracing, tie-down, and other materials as necessary to protect authorized loose accessories associated with RVs while the RV is in transit.

1.3.5.6. If a dispute occurs during the joint inspection, the contractor shall immediately notify the COR for assessment. Upon completion of the inspection, the contractor shall give the customer one legible copy of the inspection form and the contractor’s claims instructions. If at any point after turn-in the contractor detects any mechanical problems, the customer and the COR shall be notified immediately.

1.3.5.7. In the event contraband or unauthorized items are discovered after the joint inspection, the contractor shall notify the COR or GPC PM for disposition instructions. All loose electronics are considered unauthorized items and shall be removed prior to acceptance. This includes, but not limited to, all removable global positioning system (GPS) trackers and/or air tag trackers. The contractor shall have the ability to secure such items until the customer or appropriate authority retrieve the items.

1.3.5.8. If the contractor deems a POV ineligible for shipment or storage, it shall immediately notify the COR and the customer. POVs not in safe operating condition or with noticeable fluid leaks, shall not be accepted, unless otherwise directed by the CO and/or GPC PM. Once the contractor accepts a POV, it is responsible for delivering the POV to the destination, at no additional charge, even if the POV becomes inoperable while in the contractor’s custody. Contractor shall have the capability to move inoperable POVs.

1.3.5.9. The contractor shall have the ability to charge all-battery EVs and PHEVs at all VPC and VSF locations. The contractor shall assist customers with locating electric/hybrid vehicle charging stations for designated QoL and non-contractor or non-government operated locations.

1.3.5.10. If a POV should fail to start, the contractor shall have the capability to start the vehicle via alternative methods, i.e., battery and battery cables. If the POV still fails to start, the contractor shall move the inoperable POV to a staging area within 24 hours and immediately notify the applicable COR. Under no circumstance will any POV be used to jump-start or tow any other customer POV. If a vehicle incurs a mechanical failure not attributable to physical damage sustained in transit and that failure prevents further movement at any time after turn-in within the transportation chain, the contractor shall coordinate the necessary repairs with the designated COR and customer. The contractor shall notify the COR when an all-battery EV or PHEV becomes inoperable while in the contractor’s custody. Repairs necessary to maintain operability of the POV due to no fault of the contractor shall be performed at the customer’s expense using the procedures for Reimbursables, Out of Pocket (see Appendix E Payment and Invoicing). The contractor may perform repairs at their expense upon coordination with the COR and customer. Prior to conducting repairs, the contractor shall obtain repair estimates from a certified auto repair facility or authorized dealership and furnish to the customer. The customer will communicate directly with the auto repair facility or dealership to coordinate towing, payments and return of the POV to the VPC for onward transportation. Before the POV can be released to a third-party for repairs or towing from the contractor’s facility, the customer will provide a signed document to the contractor identifying the party authorized to receive the POV and releasing the contractor from financial liability. When the military Service or defense agency agrees to be billed for the repairs and collect reimbursement from the customer, the COR will obtain written authorization to proceed and provide a copy to the contractor for the customer’s file.

1.3.5.11. For QoL sites, the contractor shall coordinate with the local Personal Property Processing Office (PPPO) or Personal Property Shipping Office (PPSO) to arrange appointments for turn-in/pick-

up. When the PPPO/PPSO notifies the contractor a POV is ready for turn-in, the contractor shall contact the customer within 24 hours to arrange the turn-in. When a POV is ready for delivery to a

QoL site, the contractor shall contact the PPPO/PPSO within 24 hours to coordinate the pick-up. On occasion, the COR may direct the contractor to accept/release the POV directly from/to the

PPPO/PPSO.

1.3.6. Transportation

1.3.6.1. The RDD is the date the POV is available for pick-up at the destination VPC to include notification to the customer in accordance with PWS paragraph 1.3.8. The RDD for all standard moves are calculated from the date the POV is turned in plus the applicable transit time in Attachment 4 Transit Time Table. Customer moves under the authority of Chief of Mission and non-standard moves will have RDDs established in accordance with Appendix D Non-Standard Movements. If the RDD falls on a weekend or holiday, the RDD will be the next business day. RDDs for door-to-door shipments and large volume moves will be determined on a per move basis. The contractor shall be responsible for all missed RDDs unless beyond the reasonable control of the contractor and without its fault or negligence such as acts of God, acts of public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, or unless otherwise excused by the CO. Excusable delays based upon common carriers is only available if the contractor can demonstrate that delay was without the fault of the common carriers, who are presumed to be subcontractors of the contractor regardless of subcontract tier.

1.3.6.1.1. If the contractor’s monthly RDD performance falls below the required 95%, the contractor will be liable to the government for all missed transit times for that month as follows: the contractor shall be liable to the government in the amount of $30 per day for each day beyond the RDD, including the day of delivery, for a maximum of seven (7) calendar days. Ongoing customer expenses due to missed RDDs shall be addressed in accordance with paragraph 1.3.11.4. If the contractor fails to deliver a POV by the 60th day after the RDD or the next business day if the 60th day falls on a weekend or holiday, the contractor shall be liable to the government in an amount equal to the Transportation Price paid by the government for that shipment. The contractor's liability under the terms of this paragraph begins after invoicing and upon written demand issued by the CO.

The contractor shall notify the CO of all POV shipments subject to the liability events specified in this paragraph for these shipments as part of the monthly RDD report, to include the number of days late, for offset by the government against future invoices or direct payment to the government from the contractor.

1.3.6.2. The contractor shall perform all required agriculture inspections, certifications, and customs clearances in accordance with applicable laws and regulations. The contractor shall deliver hardcopy customs documentation to U.S. Customs and Border Protection (CBP) to obtain validation stamps when required. The contractor shall provide all necessary hardcopy customs documentation to the customer upon pick-up, or as soon possible thereafter, necessary to facilitate timely customer POV registration. The contractor shall be liable for all fines and penalties resulting from improper processing. The contractor shall use an Employer Identification Number (EIN) or importer number belonging to the customs broker for importation proceedings. The customer’s social security number (SSN) shall not be visible on the CBP Form 7501.

1.3.6.2.1. Applies to Europe (including United Kingdom): POVs processed by a commercial contractor are subject to the procedures of European Command Instruction ECO 4002.01 Customs Border Clearance Agency Program (CBCAP). When POV entry conflicts arise between European countries and applicable North Atlantic Treaty Organization (NATO) Status of Forces Agreement (SOFA) requirements, the NATO SOFA conditions and/or specifications shall take precedence. The contractor is responsible to satisfy CBP, Department of Transportation (DOT), Environmental Protection Agency (EPA), and U.S. Department of Agriculture (USDA) entry requirements.

a. Inspector Qualification Requirements: POV inspectors at a minimum must complete training conducted by the Customs Border Clearance Executive Agent (CBCEA) and be certified by the USDA Advisor as ‘Agriculture Enforcement Inspector’ (AEI) or be trained as a CBCEA from a certified Senior Customs and Border Clearance Agent (SCBCA).

b. Training Requirements: A four-hour block of instruction will be conducted by the CBCEA when requested. Requests for training will be forwarded to AEOP-PDP-C, 598th Transportation Group, Personal Property Division point of contact (POC) or the contractor's operation officer.

Training will include, but is not limited to:

(1) Introduction to the United States European Command (USEUCOM) Customs Border Clearance Agency Inspection Program.

(2) Authority and References.

(3) Program Management.

(4) Applying Customs Law.

(5) Applying USDA Requirements.

(6) Hands-On-Exercise.

1.3.6.3. POVs shall be used only for official purposes. No drive-away or tow-away service shall be used except for roll-on/roll-off port operations or in instances involving inoperable vehicles.

1.3.6.4. The contractor shall execute full-service shipments. Full-service shipments are between all contractor-operated VPCs and/or designated points of pick-up or turn-in. The contractor shall provide all services from turn-in to the designated point of delivery.

1.3.6.5. The contractor shall execute door-to-door shipments (i.e., Bluebark, Wounded Warrior, medical, and other approved categories) as directed by the government via an e-mail from the GPC PM. Door-to-door shipments will be initiated by military Service Headquarters policies and approvals. On occasion, there may be a requirement to ship inoperable POVs or RVs from the point of origin to the designated destination. POV processing, other than notification, shall be in accordance with PWS paragraphs 1.3.4 and 1.3.5. Changes to the requirement, other than pick-up/delivery dates, shall be authorized by the GPC PM. Additional information on door-to-door shipments can be found in Appendix D Non-Standard Movements.

1.3.6.6. The contractor shall respond to diversions of POVs as required. Upon notification, the contractor shall divert, at the next practical shipment transition point. Diversions shall not interfere with the on-time delivery of other POVs. The contractor shall initiate a new RDD and advise the customer within three (3) business days based on the new transit route. The contractor shall ensure that its transportation management system of record includes the diversion and all supporting documentation. Any questions pertaining to diversions should be directed to the applicable COR.

1.3.6.7. The contractor shall execute large volume shipments (i.e., initial and routine homeport changes, unit moves, etc.) based on direction provided by the GPC PM, military Service Headquarters, and/or other designated points of contact. Where a unit move can be conducted as a zone-to-zone move with drop off and pick-up at a VPC(s) and the move includes 15 or more vehicles, the government will notify the contractor to ensure adequate resources will be available to support the increased volumes at the affected VPCs.

1.3.7. POV Storage

1.3.7.1. The contractor shall store POVs indoors in a secure facility where entitled, as evidenced by the customer’s orders and/or written authorization from the respective military service. When a requirement for RV storage is approved by the military Service, the RV is not required to be stored indoors. Questions regarding storage entitlement shall be directed to the applicable COR. POVs will be turned in, picked up, processed at VPCs, and transported to the storage facility by the contractor within 14 calendar days. The exterior of POVs shall be cleaned at the storage site prior to being placed into storage. POVs shall be covered with car covers when deemed appropriate by the contractor during storage. Movement of POVs from one storage facility to another is permissible at no additional cost to the government and shall be documented in the electronic POV file. Customers shall be advised by the contractor of any change in the POV storage location. The contractor shall provide notification to the GPC PM prior to using a new storage facility.

1.3.7.2. The contractor shall store POVs in accordance with the vehicle manufacturer’s recommendations and/or standard commercial practices in effect at the time of storage in order to maintain the operability of the POV while in storage. The contractor shall follow the manufacturer’s recommendations for maintaining EVs and PHEVs during periods of storage.

Stored POVs shall be driven no more than 0.5 miles per month unless approved by the COR.

POVs shall be run (including cycling the air conditioning and heat) and moved every 30 days to prevent flat spots on tires. The contractor shall be responsible for repairing or replacing wet cell and/or lead-acid automobile batteries for gasoline or petrol-powered POVs as required to maintain operability, and fuel stabilizer shall be added as required. The contractor shall not be responsible for replacing lithium-ion EV/PHEV batteries when the contractor is not at fault for the EV/PHEV battery’s failure.

1.3.7.3. The contractor shall have the ability to accept POVs with deployment, mobilization, or unit move orders at the following locations: branch of Service- or federal agency-approved locations within CONUS (including Alaska and Hawaii) that can accommodate a vehicle carrier or trailer; at established VPCs; at the customer’s address; at a mutually agreed-upon meeting location when the place can sufficiently accommodate a vehicle carrier or trailer; and at military installations and reserve units provided that the customer can secure installation access for and/or sponsor the driver as required. Vehicles shall not be released from and returned to storage during the same deployment under the same order. The contractor shall be given a minimum of three (3) working days lead time to schedule the pick-up or delivery date. Lead time shall begin on the date the government and/or customer provides all required paperwork to the contractor. The contractor shall accept cancellations requested by the customer up to 24 hours prior to the scheduled turn-in date. The contractor shall accept cancellations or rescheduling requests for vehicle pick-ups up to 48 hours prior to the scheduled pick-up date. Cancellations and/or rescheduling requests that occur more than one time without modified PCS, mobilization, deployment, or change of homeport orders will incur the applicable zone-to-zone fees for each pick-up or delivery attempted, regardless of entitlement. When these situations apply, the contractor shall invoice the applicable zone-to-zone contract rate for the actual transportation and services occurred and bill in accordance with Appendix E Payment and Invoicing.

1.3.7.4. Individual deployment/mobilization orders turned in at a CONUS VPC requiring more than eight (8) months of storage shall be stored at a VSF and shall incur applicable charges as outlined in Appendix E Payment and Invoicing. Individual deployment/mobilization entitlement orders turned in at a CONUS VPC ranging from one month not to exceed seven (7) months can be stored at either a VPC or a VSF, per the discretion of the contractor. POVs stored at a VPC shall be in a secure location if stored outside. POVs shall be started and run for 20 minutes at least once a week and moved regularly to avoid tire damage. At any point the contractor receives an entitlement extension for a POV stored at a VPC to exceed eight months, the contractor shall move the vehicle to a VSF at no additional charge to the government and return it to the same VPC the vehicle was turned in to, at no additional charge, for pick-up. POVs with mobilization/deployment entitlements requiring turn-in at various locations, e.g., customer’s address, military or reserve unit installation, or other QoL-like meeting place shall be picked up by the contractor, stored at a VSF, and returned to the customer at the end of deployment or mobilization to any location identified on the orders.

See Appendix E Payment and Invoicing for allowable billable charges. All allowable charges will be paid through the GPC contract; the contractor shall not collect any fees from any customer.

1.3.7.5. Repairs necessary to maintain operability of the POV due to no fault of the contractor shall be performed at the customer’s expense using the procedures for Reimbursables, Out of Pocket (see Appendix E Payment and Invoicing); however, the contractor may perform repairs at their expense upon coordination with the COR. Prior to conducting repairs at the customer’s expense, the contractor shall provide a repair estimate and obtain authorization from the customer and COR.

Note: Repairs authorized by the customer are the sole responsibility of the customer to reimburse the contractor unless the government provides written approval to reimburse the contractor for repairs. A second estimate shall be provided upon request from the customer or COR. The contractor shall notify the customer and COR of all repairs within one week of the repair(s) performed. Any vehicle recalls will be addressed by the contractor to the customer and COR. The contractor is not liable for any degradation due to the customer’s unwillingness to maintain the POV in storage.

1.3.7.6. The RDD for POVs removed from storage will be the date requested by the customer, provided the requested date is no earlier than three (3) business days plus transit time from the VSF to the pick-up VPC location. Questions regarding storage pick-up location entitlement shall be directed to the COR.

1.3.8. Notification

1.3.8.1. Pick-up Notifications for Shipped POVs.

1.3.8.1.1. The contractor shall notify the customer of the date the POV is available for pick-up.

Notification shall be sent via mail, text, and/or email with read receipt. In addition, the contractor shall notify the customer if there is a problem with the POV and describe the situation, e.g., the POV is inoperable or damaged

1.3.8.1.2. On the 21st day after the date a POV is available for pick-up, the contractor shall mail a certified letter to the customer, with confirmation receipt, stating abandonment procedures will begin if the POV is not picked up within 90 days from the date the POV was first available for pick-up. The 21-Day certified letter shall include language to put the customer on notice that this is the second notice, reference the prior notice and include a Release Document for Unclaimed Property.

1.3.8.1.3. On the 45th day after the date a POV is available for pick-up, the contractor shall mail a certified letter with confirmation receipt stating abandonment procedures will begin if the POV is not picked up within 90 days of the date the POV was first available for pick-up. The 45-Day certified letter shall include language to put the customer on notice that this is the third notice, reference the prior notice, and include a Release Document for Unclaimed Property.

1.3.8.1.4. On the 90th day after the date a POV is available for pick-up, the contractor shall mail a final certified letter with confirmation receipt stating abandonment procedures have been initiated. The certified letter shall include a reference as the final notification and include the Release Document for Unclaimed Property.

1.3.8.1.5. All mailed or electronic mail notification documents shall be part of the customer’s file. The contractor is required to keep records of all notifications. This includes letters, emails, copies of certified mail receipts, and Postal Form (PF) Form 3811, Domestic Return Receipt, when used.

1.3.8.1.6. On the 90th day after the date a POV is available for pick-up, the contractor shall provide the COR with a copy of the POV file. The contractor shall be liable for all costs associated with postage mailing certified letters and fees associated with lienholder verifications through the Department of Motor Vehicles.

1.3.8.1.7. The contractor shall also transmit an electronic report to both the COR and the GPC PM prior to converting. Upon receipt of disposition from the GPC PM, coordinated with the military Service Headquarters concerned, the contractor will convert to a commercial account. All payments for temporary storage beyond the receipt of disposition instructions to a commercial account will be borne by the customer.

1.3.8.1.8. Unusual circumstances, such as the Service member’s or employee’s medical condition, deployment, temporary duty, travel hazards, separation from active duty, etc., may require POVs to remain in the contractor’s possession more than 90 calendar days. The contractor shall seek disposition instructions from the COR for POVs that remain in the contractor’s possession beyond 180 days. The POVs shall remain in the contractor’s possession until disposition instructions are obtained from the government. The contractor shall be liable for any loss and damage while the POV remains in the contractor’s possession.

1.3.8.1.9. Due to unusual circumstances as identified in 1.3.8.1.8, the contractor shall revert to the timelines stated in 1.3.8 when a new pick-up date is established.

1.3.8.2. Pickup Notifications for Stored POVs.

1.3.8.2.1. The contractor shall notify the member of storage expiration by email, certified mail with confirmation receipt, telephone, and/or fax within 45 calendar days prior to the end of the member’s tour of duty as stated in the original orders at the time of turn-in. This notification attempt is meant to merely inform the member of the anticipated storage expiration and is not a notice of entitlement termination. This notification will allow the member ample opportunity to provide the contractor updated orders or documentation authorizing extended storage entitlements.

1.3.8.2.2. If the member does not respond, the contractor shall send a second verifiable notification of storage expiration within two (2) business days of the member’s end of tour as stated in the original orders at the time of turn-in. This and subsequent notifications shall instruct the member to arrange pick-up or provide proof of storage entitlement extension and/or new orders.

1.3.8.2.3. If the customer does not respond to the second notification, the contractor shall send a third notice via certified mail not later than 15 calendar days after the end of tour date as stated in the orders submitted at the time of turn-in. These notifications shall include a copy of the Release Document for Unclaimed Property and shall advise the member that the government will begin abandonment procedures if the POV is not picked up from storage within 90 days after the tour of duty ends. At this time, the contractor shall notify the government to initiate their correspondence with the customer’s unit and/or organization.

1.3.8.2.4. If POV has still not been picked up by the customer and/or contact has not been successful, the contractor shall send a fourth and final notification to the member no later than 30 calendar days after the member’s end of tour as stated in the orders at the time of turn-in. The customer shall be notified their POV may be subject to conversion to a commercial account ninety

(90) days after their tour of duty. If converted to a commercial account, continued storage of the vehicle will be at the customer’s expense until arrangements are not made for vehicle pick

up. Additionally, once converted to a commercial account and customer continues to fail to pick up vehicle, the vehicle may be disposed of by the contractor in accordance with applicable laws.