Attachment D_USFOR-A TMP Special Requirements Reference.docx

QMAA-SB-110006 Attachment D USFOR-A TMP Special Requirements Reference

1. Reports.

In reference to Management SOW Section 1.2.7

Vehicle Accountability Report (Key Control Program) Monthly

Annual Utilization Report

Annual

2. Annual Utilization Report

Beginning the first week of every fiscal quarter, the STO will generate a utilization report for every vehicle in the Unit’s fleet using the Fleet Management System (FMS). The report should be created in a spreadsheet software program (for example, MS Excel) to allow calculations to be performed on the data. Use the format shown in the following example:

3. Average Annual Usage Calculation

Calculate the average annual usage by vehicle type for the Unit. The result should be similar to this example:

Buses:

Trucks

4. Utilization Target Point Calculation

Calculate the “Utilization Target Point” for each type of vehicle by multiplying the average usage by 50% (.50) for each type. For the example above, the Utilization Target Points would be:

Trucks

5. Utilization Target List

Identify the individual vehicles within each type whose usage fell below the Utilization Target Point during the respective time period. If the level of utilization is not consistent with what was approved based on the LOJ, label these vehicles in the report as “underutilized.” This list constitutes the “Utilization Target List.” If they are underutilized, the Unit Commander will have to justify the continued need for the vehicle to the STO, GSAFM, FOB NTV MGR, and ultimately the RC NTV MGR and VMARB. If the justification is not upheld, the vehicle will be drawn into the motor pool and signed out as needed or assigned to another unit with approved requirements.

6. Notification to User Organizations

During each quarter of the Fiscal Year, the SP will notify organizations with vehicles on the Utilization Target List through the FOP NTV MGR by letter (copy to Unit NTV MGR and Unit Commander) that their vehicles are on the list and will be evaluated for possible actions that include:

a. Removal from the fleet

b. Re-assignment within the Unit

c. Exchanged for another vehicle of a similar type with higher miles

d. Exchanged for a different type of vehicle that better suits the mission

e. Retention with proper justification

f. Turned in to TMP

7. Fleet Management System (FMS)

FMS is used to track vehicle asset records, maintenance history, mileage, and many other fleet management details are important management tools that are used extensively in the commercial fleet sector. The SP will operate a government provided FMS, or provide an alternate FMS if approved by USFOR-A and GSA.

8. Other Fleet Management Responsibilities

Vehicles will be managed, marked and maintained in accordance with FOB SOP guidance and applicable manufacturer manuals. Provide a single point of contact at each TMP site for customer requests, in-check of vehicles, mobile maintenance requests, status reporting, and pick-up of vehicles. Ensure shuttle bus drivers have appropriate professional certifications (licenses, permits, and endorsements) in compliance with host nation and federal requirements. Drivers shall wear professional apparel with distinguishing visual identification worn above the waist including the driver’s name, and they shall adhere to high standards of safety, responsibility, and courtesy at all times. If provided by the SP on a FOB, provide shuttle bus service using the most efficient vehicles to accommodate passengers. Conduct quarterly surveys to ensure the service remains valid. Do not provide this service to nonessential activities when private or commercial transportation is available. (Domicile-to-duty transportation is not authorized).

Maintain FMS as a secure internet capable vehicle inventory and repair authorization system for all appropriated vehicles at each of the TMP sites. When needed, participate in base vehicle operations management meetings and provide information on operations capabilities, project planning involving transportation functions, alternative methods for accomplishing the mission, vehicle operations, etc.

Submit weekly and monthly electronic reports to the FOB NTV MGR. Submit all reports at the times/intervals as directed/established by the GSAFM. SP must have at least two personnel trained and designated to submit reports with the required data.

Assign fleet vehicles to government users as authorized by the VMARB. Develop a TAV for all government owned and leased vehicles. This includes daily dispatching utilizing the FOB standardized form.

An inventory of government furnished property shall be provided to the contractor. The service provider shall be responsible for maintaining these assets and replacing them as necessary with equivalent contractor furnished property (CFP) if needed to meet mission requirements. Provide liaison for transportation to the command post and other agencies in support of exercises, contingency operations, and disaster response activities. Coordinate with customers and oversee daily, weekly, monthly inspection programs intended to promote high vehicle fleet quality.

Manage all dispatch decisions IAW GSAFM and local policy. Ensure that the vehicle capabilities do not exceed the customer requirements, e.g., mission type, projected driving surface, number of passengers, amount of cargo and validate requirements. Maintain validation records for the life of the vehicle. Utilize and maintain a NTV database using FMS for administrative purpose information reporting. Retain the ability to use manual procedures for tracking vehicles. Utilize the FMS to track vehicle mileage and generate usage reports; maintain historical data files on each vehicle’s usage for the life of the vehicle; maximize asset usage; assess fleet monthly and make recommendations to the COR and STO for necessary fleet requirements modification.

Utilize the FMS database to maintain accountability of all vehicle contract periods of performance (POP); maintain historical data files on each delivery order and the attached vendor for life of the vehicle; and notify the COR of lease expiration no less than 120 days from date of expiration.

9. Vehicle Temporary Dispatch and Operations:

a. Maintain a Government-owned vehicle dispatch office.

b. Manage the dispatch of the government owned vehicle fleet to any authorized users IAW cited regulations and be prepared to perform quality control for vehicles dispatched.

c. Produce leased vehicle request form; ensure its accessibility to the customer both physically in hard copy and electronically.

d. Receive and process NTV requests. Vehicles will not be dispatched for more than 7 days.

e. Allocate assets IAW applicable regulations. Obtain FOB NTV MGR and GSAFM approval for any temporary vehicle requests for more than 7 days.

f. Prior to dispatching vehicles, require operator to present a current U.S. Government Motor Vehicle Operator’s Identification Card, for verification of proper licensing.

g. Prior to dispatch, advise the operator of all accident and damage procedures IAW local Command policy and Host Nation law.

h. Advise operator of all requirements for the duration of the dispatch.

i. Have operator sign written policy letter outlining requirements and requiring the members full name, e-mail, unit, phone, Unit Commanders name, e-mail, and phone. Maintain the policy letter in the vehicle file for the duration of the dispatch.

j. Advise the operator if the vehicle is required to be returned for scheduled maintenance during the duration of the dispatch.

k. Dispatch clean, serviceable vehicles with a minimum of ¾ tank of fuel.

l. Inspect vehicles returned from dispatch for damage, cleanliness, serviceability, and ¾ tank of fuel. tank of fuel. Upon satisfactory completion of inspection return signed policy letter outlining requirements for the dispatch period.

m. Call operators with overdue dispatches daily. Notify Unit Commanders through the FOB NTV MGR and suspend fuel access for vehicles with a dispatch overdue by two or more days. Tow vehicle at the direction of the FOB NTV MGR.

n. Provide monthly update to Unit CORs and FOB NTV MGR on status of all currently leased vehicles to include current assigned location and lease expiration date.

o. Coordinate scheduled and unscheduled maintenance with the Unit NTV MGR and maintenance service provider, and dispatch vehicle for maintenance.

p. Arrange for a similar make and model loaner vehicle for the customer in the event of services lasting more than 24 hours if possible.

q. Coordinate vehicle modifications with modification provider only when directed by GSA NTV COR and GSAFM.

r. Monitor and identify vehicle usage, inbound vehicles and unit TAV and coordinate with the vendor and Unit NTV MGR for filling vehicle authorizations.

s. Re-inspect the vehicle when receiving from offsite maintenance facilities.

t. Utilize FMS system for dispatch and administrative information for NTVs and equipment assigned to the TMP. Maintain TMP dispatched vehicles in FMS for the purpose of parts requisition, service scheduling, documenting of repairs, and other administrative information. Use manual procedures for documentation of dispatch and administration when the automated system is not available. Use other automated systems in addition to FMS as required and approved by USFOR-A.

u. Maintain positive control and accountability of the Government-owned and leased TMP fleet.

v. Provide monthly update to COR on status of all Government-owned vehicles to include current assigned location.

w. Manage a key control program for military vehicles/equipment IAW AR 190-51.

x. Provide status on key control program to COR monthly. Dispatch vehicles/equipment IAW AR 58-1

10. In-Servicing

In-Servicing refers to the process of bringing a newly delivered vehicle into the fleet. For current government owned or leased vehicles, the SP will evaluate and make recommendations to the GSAFM and the FOB NTV MGR on whether owned vehicles should be included in the fleet, and track leased vehicles due for replacement by GSA vehicles to match with inbound new vehicles. Current owned vehicle users will be notified to bring the vehicle for inspection and submit copies of all required information to the SP. Upon approval to be added to the Fleet, the SP will acknowledge receipt of owned vehicles and add them to inventory records.

11. Vehicle Identification Systems

The most basic and essential identification number for any vehicle or piece of equipment is the manufacturer’s VIN. A unique “Vehicle Number” shall also be assigned to every fleet unit so that, in the event of a consolidation of fleet data, there will be no duplicates.

12. NTV Identification

All government owned or leased NTVs will have a FOB specific registration sticker or placard affixed in a designated location on the vehicle.

13. New Vehicle Quality Assurance

The SP shall ensure that all new vehicles delivered to customers are properly prepared and free of defects. When a vehicle fails to meet the specification, reports shall be prepared and forwarded to the FOR NTV MGR and GSA NTV COTR for resolution.

14. Disposing of Retired or Excess Vehicles

Government owned vehicles assessed to be beyond their service life or excess shall be returned to TMP for disposition. Government vehicles beyond their service life shall be returned to the local asset disposal unit along with all maintenance records. Excess vehicles will be evaluated for cross-leveling to other CJOA-A TMPs, or transfer to Afghan partners if still road-worthy.

15. Maintenance Overview

All government owned NTVs are to be maintained in strict accordance with GSA and manufacturer directives in addition to the guidelines set forth in this SOP. In certain circumstances maintenance may be provided to leased vehicles if maintenance is not provided as part of the lease contract.

The SP shall provide all personnel, equipment, tools, materials, supervision and other items and services necessary to manage and perform maintenance functions critical to the success of mission. Support for scheduled requests after hours, weekends and holidays shall be provided. Fleet maintenance support is provided to the host, tenant organizations, other government agencies as prescribed by support agreements, and other Department of Defense units and government agencies during contingency deployments and operations. The SP’s staff shall be fully trained, professional, and customer service oriented. The SP shall ensure quality work performance in accordance with applicable standards and guidelines. Costs associated with the accomplishment of this contract are the responsibility of the contractor unless specifically stated otherwise. Additionally, the SP is expected to be a partner with the USFOR-A community in continuously improving the quality of programs and service offered to customers

16. Vehicle Maintenance Management.

The SP shall be responsible for parts, labor, tools and equipment required to maintain vehicle fleet. The SP will be responsible for planning, organizing, facilitating, directing, controlling, and performing field maintenance checks and services, validation, and maintenance for government owned and leased NTVs. The SP will perform maintenance services and repairs of TMP equipment/vehicles IAW applicable technical manuals, commercial manuals, and local Command directives. The Contractor will complete maintenance and repair actions in a manner which is most economical to the USG and which is within expenditure limits as specified in the fleet management and maintenance services SOW. Note: the equipment/vehicles to be maintained include support equipment from non-U.S. sources. Since equipment/vehicles assigned to the TMP may or may not have USG-provided maintenance publications, special tools, spare parts, etc., the SP will be responsible for identifying and procuring any additional items as directed, funded and approved by the USG. The SP will operate the TMP IAW AR 58-1, DTR, AR 190-51, AR 750-1, DA PAM 750-738, DA PAM 190-51, Risk Analysis for Army Property, and local Command directives.

17. Maintenance Objectives

The basic maintenance objectives for USG owned vehicles are to (1) provide maximum availability of safe and serviceable vehicles and (2) provide maximum economic service life of vehicles. Ensure the Vehicle In Commission Rate (VIC) for the fleet is 90% or higher.

18. Preventive Maintenance (PM) Program

Preventive maintenance shall be the primary focus of the fleet maintenance program. The objective of the PM program is to minimize breakdowns, unscheduled repairs, and undue wear and tear. PM service will comply with the vehicle manufacturer’s severe duty service schedule. The SP shall ensure PM schedules are met for all vehicles. When necessary, the SP will coordinate with the GSAFM, Unit NTV MGR, and Unit Commander for overdue PM’s on government owned or leased vehicles.

19. Vehicle Repairs

a. Unscheduled Repairs and Breakdowns

The SP will work to ensure maximum vehicle availability for customers with minimum interruptions due to unscheduled repairs and breakdowns.

b. Body and Paint Work

The SP will ensure the most cost effective means is used for accomplishing body and paint work that is performed in an acceptable manner for NTVs operating in a combat environment. The primary concern of the maintenance facility is maintaining safe, fully functional, well maintained, vehicles.

c. Warranty Repairs

The SP and STO will ensure that contractors and Government employees engaged in the repair and maintenance of vehicles take full advantage of warranty repairs. Cost avoidance due to warranty repairs should be tracked in terms of total quarterly cost savings.

d. Vehicle Alterations and Modifications

Repairs and the installation of non-standard equipment outside the scope of existing contracts isn’t authorized. Alterations and modifications will not be performed on government owned vehicles without VMARB approval. For USG owned vehicles, alterations that affect the end use of the vehicle will require the GSA NTV COR’s approval. Minor modifications costing less than $1,000 may be done with written approval by the STO and GSA NTV COR. Extreme caution should be used when modifying any vehicle or piece of equipment due to the potential of adverse and dangerous effects on the handling, operation, and drivability of the vehicle. Also, all modifications must be made without voiding the vehicle’s warranty.

20. Manufacturer’s Recalls

Periodically, manufacturers send out recall notices for safety defects and other notices concerning their products. These recall notices are either sent directly to users or by GSA to its customers. The SP and STO will ensure these notices are reviewed and that prompt action is taken. When the action is completed, the COR, and GSAFM shall be notified.

21. Disposition of Unsafe Vehicles

The STO and SP will take disposition action on vehicles that are considered unsafe for operation and cannot be economically repaired to safe operating condition per instructions in Appendix A. Unsafe government owned or leased vehicles should be brought to the attention of the FOB NTV MGR and STO immediately.

22. Vehicles beyond Economical Repair

For some government-owned vehicles, some repairs may be deemed uneconomical in relation to the vehicle’s age and condition. Such vehicles will be referred to the GSAFM and COR for a final decision whether to repair or retire the vehicle per instructions in Appendix A. Retired vehicles will be processed for disposal within 15 days after determining the vehicle should be removed from service.

23. Field Breakdowns

The SP shall be responsible for establishing a first Point of Contact (POC) with 24 hour emergency contact information.

Provide towing and emergency roadside service on-call 24 hours a day, 7 days a week. This service includes starting or repairing vehicles and equipment that are disabled away from the shop area. Towing service shall only be provided off installation when approved by USFOR-A or a designated representative. During normal duty hours, vehicle recovery operators shall depart the transportation compound within 1 hour of notification if they are not already on a service call. After normal duty hours, on-call operator(s) shall meet a 2 hour response time to the vehicle location.

24. Vehicle Historical Records

For all fleet managed assets, historical records tracking details of work performed and all costs shall be maintained on each vehicle for the life of the vehicle. At a minimum, records for each vehicle should show the total life-to-date breakdown of each repair and costs of labor, parts, and commercial (outside) repairs.

25. Record-Keeping Requirements

The following data elements shall be collected completely and accurately for every vehicle and stored electronically in separate data fields and kept with records:

Vehicle Identification Number (VIN) License Number Year Make Model Name Model Number Vehicle Type (e.g. Passenger Van, or Pickup) Color Odometer Type (Miles/Kilometers, or Hours, or Both) Odometer Reading at Delivery Odometer Reading at Turn-in Total Acquisition Cost (For Owned Units) Acquisition Date (Date Delivered or New to USFOR-A Fleet) In Service Date (Date delivered to end user) Unit NTV MGR contact information Unit Commander contact information Service history

Accurately track all maintenance data, parts, repairs and warranty for the government vehicles in an online fleet vehicle management system. Maintain a Time Compliance Work Order (TCWO), Service Bulletin (SB) and One Time Inspection (1TI) log and accomplish all TCWOs, SBs and 1TIs as required. Coordinate any factory recalls, SBs or other vehicle maintenance issues on all USFOR-A assigned vehicles. Coordinate with USFOR-A and other base-level agencies as needed to ensure vehicle mission accomplishment

Quarterly, review the scheduled maintenance plan and make necessary adjustments. Present quarterly plan to COR and GSAFM for review.

The SP’s staff shall be fully trained, professional mechanics. The work force shall represent the COIN Strategy and Afghan First policy to the maximum extent possible when the Unit Commander, Force Protection, and local conditions, support a host nation work force. (COMISAF/CDR USFOR-A Counter Insurgency (COIN) Contracting Policy and Guidance, 08 Sep 2010)

SP will maintain a commercially produced vehicle repair manual library to include in a commercially produced parts and labor time guide at each location. The library can be an internet based product. The library must be equipped with references for entire vehicle fleet and equipment. All work centers must have access to current and up to date central publication files.

Perform Limited Technical Inspections (LTI) on vehicles that require repairs in excess of the one-time-repair (OTR) limit, shipment, depot, acceptance, disposition and as requested by the GSA NTV COR or a designated representative.

All data associated with the TMP belongs to Department of Defense (DoD) and must be exportable in Microsoft Excel 97-2003 format as desired.

Operate a tire repair/replacement shop, capable of repairing and/or replacing tires for all vehicles/equipment assigned to the TMP for maintenance.

Identify repairs beyond maintenance facility capabilities and job-order repairs to authorized service providers upon approval by the GSA TMP COR.

Remove, install, replace, and perform limited repairs on major equipment, assemblies and components such as engines, transmissions transfer, axles, and differentials.

Remove, install, replace and repair electrical, hydraulic, fuel, air, steering, clutch, and brake systems of equipment.

Perform minor machine welding, fabrication, sheet metal and glass work orders or request repair through a local vendor as appropriate.

Perform service and repairs on air conditioning, refrigeration, and heating systems.

Perform or obtain authorization from the GSAFM for all other major repairs as required.

26. TMP Prescribed Load List (PLL/Shop Stock).

Maintain a separate PLL/SHOPSTOCK to support TMP assigned vehicles/equipment maintenance operations as dictated by best business practices. Maintain 100 percent accountability for PLL/SHOPSTOCK parts on hand and requisition status. Order commercial and NTV repair parts using the most cost effective and timely manner. Safeguard PLL/SHOPSTOCK according to the policies and procedures contained in AR 190-51. Establish and maintain a supply, tire and battery inventory control program.

27. Commander's Financial Transaction Quarterly Listing.

Provide the Commander’s Financial Transaction Listing on the first day of each quarter or as required by AR 190-16, Physical Security.

28. Customer Interfaces.

The SP will interface with the FOB NTV MGR and FOB TMP COTR to ensure mission requirements and priorities of support are understood and satisfied as expeditiously as possible.

Additionally, the SP will coordinate directly, as required and authorized, with supported installation and customer military personnel and units for whom the TMP is providing various TMP services, while keeping the FOB NTV MGR and COTR informed. The SP will interface with leased vehicle vendors regarding dispatch for maintanance and vehicle turn-in. The SP may also interface/coordinate with other tenant agencies to include ARCENT, DLA, CENTCOM and TRANSCOM.

29. Maintenance of Facilities.

The SP will maintain facilities (including the office spaces). The SP will ensure that facilities are properly maintained and that they comply with all physical security requirements. The STO will coordinate with Force Protection for routine inspections of the physical security of these facilities and will submit work orders for any needed repairs or facility improvements required to ensure regulatory compliance and effective operations

30. Personnel.

All personnel working in the TMP will possess required background checks, and must be registered in the Biometric Identification system[tgf3] , and maintain the appropriate security clearance required for the position. Badges will be displayed at all times.

31. Overall Fuel Management Objectives

a. To the greatest extent possible support the single battlefield fuel solution (JP-8)

b. Minimize the consumption of petroleum based fuels;

c. Minimize the cost of fuel used by the fleet;