1

PENNDOT DGS CONTRACT VEHICLE PROCUREMENT WEBINAR

Robert Zolyak, EITPENNDOT

2

INTRODUCTION On August 13, 2010, I was appointed by our Deputy

Secretary to oversee the whole DGS Wheelchair Vehicle Procurement Process, including conducting new vehicle inspections with DGS.

As a result, the procurement forms, procurement procedures, and new vehicle operation inspection checklist have been revised since I will have a greater role in this process.

Due to concerns about new vehicles purchased under the DGS contract meeting specifications, DGS and I are conducting independent inspections of all vehicles procured under this DGS contract.

3

DGS CONTRACT OVERVIEWDGS awarded the State Contract for

Wheelchair Vehicles to Rohrer Bus Sales, Inc. of Duncannon, PA on June 28, 2011 for all 12 PCID vehicle specifications.

The contract is currently open through April 30, 2012.

The contract provides for twelve (12) vehicle types, including side entry and rear entry grand accessible mini vans, accessible raised roof vans, accessible dual rear wheel narrow body transit buses, 20 through 25 foot accessible cutaway transit buses, and 29 through 31 foot accessible mid size transit buses.

4

CHANGES TO THE DGS CONTRACT This DGS Contract is a seating diagram based contract,

with a variety of seating diagrams to choose from, which meet manufacturer’s weight requirements.

Procuring agencies are free to change the seating diagrams to meet their needs provided it meets the manufacturer’s weight requirements.

Low Floor vehicles can be purchased under the following PCID Numbers:

A.) PCID Number 1130: 23 and 25 Foot Chevy Chassis Transit Bus B.) PCID Number 1133: 29 and 31 Foot International 3200 Chassis Transit Bus

5

CHANGES TO THE DGS CONTRACT(CONTINUED)The following vehicle PCID Numbers were

eliminated: A.) PCID Number 1111: 23 Foot Ford

Chassis Transit Bus – Procuring Agencies can use PCID Number 1113 or PCID Number 1123 to purchase this type of vehicle.

B.) PCID Number 1112: 23 Foot Chevy Chassis Transit Bus – Procuring Agencies can use PCID Number 1130 to purchase this type of vehicle.

6

CHANGES TO THE DGS CONTRACT(CONTINUED) C.) PCID Number 1121: Accessible Single Rear Wheel

Narrow Body Small Transit Bus – This PCID was removed as a result of comments received from the PPTA Maintenance Committee. They felt that the seating diagrams provided in the PCID which were within the manufacturer’s weight limits did not meet their needs. Procuring Agencies desiring to procure this type of vehicle will be required to use the Invitation for Bid (IFB) process. Each vehicle ordered must meet manufacturer’s weight requirements.

7

List of Types of Vehicles which are not on DGS State Contract Accessible SprintersAccessible Single Rear Wheel Narrow Body Small Transit Buses Standard Non-Accessible Vehicles which are not on DGS state

contract.Accessible Small Transit Vehicles which cannot be purchased off

of DGS State Contract since it requires installation of special equipment that: 1.)is not offered in the options section of the PCID specifications , and 2.) cost over the Change Order Limit of $5,000 (for example : an accessible raised roof van or accessible cutaway small transit bus with four wheel drive) .

8

PURPOSE OF WEBINARFamiliarize procuring agencies with the

updated DGS contract procurement procedures and procurement forms on the PENNDOT Website.

To provide instruction of the proper selection and completion of the of the New Vehicle Operation Inspection Checklist by PCID Number.

9

Please discard all of the old forms you have previously used to procure wheelchair vehicles off of past DGS State Contracts.

10

All updated procurement forms are now located at the following PENNDOT Website: Enter the following address on your browser and press “GO”: http://www.dot.state.pa.us/

(Note: This is not a DGS Website!)

11

Use the following Website Location Instructions: On the introductory page on the left hand side, locate and select the heading: “Public Transportation”. Under the title: “Public Transportation”, select ”Bureau of Public

Transportation” On the initial Bureau of Public Transportation page, select “Procurement” on the left hand side of the page.   From the next page, entitled “PENNDOT BUREAU OF PUBLIC TRANSPORTATION (BPT) VEHICLE AND EQUIPMENT PROCUREMENT WEB SITE”, click on the heading “PURCHASING SMALL TRANSIT VEHICLES OFF STATE CONTRACT (DGS)” to access the Department of General Services (DGS) Website, to get registered on DGS COSTARS in order to purchase small transit vehicles off of State contract, or to get the necessary PENNDOT documents to procure vehicles off of state contract.

12

The following is a Listing of Updated PENNDOT Documents appearing on the Website:Procurement Checklist for DGS State

Contract PurchasesPurchase Order FormPurchase Order Form InstructionsChange Order FormChange Order Form InstructionsDGS New Vehicle Inspection Checklist for

Each PCID Number

13

Procurement Checklist This checklist summarizes PENNDOT’s DGS contract procurement procedures. Please check each item as it is

accomplished:

  ____ 1.) PROCURING AGENCY REGISTERS IN CO-STARS (IF NOT ALREADY

REGISTERED). 

____ 2.) PROCURING AGENCY SELECTS THE PENNSYLVANIA COMMERCIAL

ITEM DESCRIPTION (PCID) NUMBER BASED ON THE APPROVED

SPEC CODE (REFER TO THE ATTACHED VEHICLE SPECIFICATION

LISTING ACCORDING TO THE PCID NUMBER-ATTACHMENT 1). 

____ 3.) PROCURING AGENCY DETERMINES DESIRED OPTIONAL

EQUIPMENT TO BE ADDED ON TO EACH VEHICLE.

____ 4.) PROCURING AGENCY, IN CONJUNCTION WITH THE CONTRACTOR, PREPARES

EACH PURCHASE ORDER, CHANGE ORDER, AND DETERMINES THE SEATING

CAPACITY CONFIGURATION DIAGRAM DESIRED. A THEORETICAL WEIGHT

ANALYSIS SHOULD BE PERFORMED FOR THE SEATING CAPACITY

CONFIGURATION DIAGRAM DESIRED BY THE CONTRACTOR. BE SURE TO

ASSIGN A UNIQUE PURCHASE ORDER NUMBER FOR EACH PURCHASE ORDER.

COMPLETE ONE PURCHASE ORDER, CHANGE ORDER, AND SEATING CAPACITY

CONFIGURATION DIAGRAM WITH THEORETICAL WEIGHT ANALYSIS FOR EACH

VEHICLE!!! 

14

Procurement Checklist (Continued) ____ 5.) PROCURING AGENCY AND THE CONTRACTOR SIGN EACH PURCHASE ORDER, CHANGE

ORDER, AND SEATING CAPACITY CONFIGURATION DIAGRAM WITH THEORETICAL WEIGHT

ANALYSIS.

  ____ 6.) THE CONTRACTOR MUST EMAIL OR FAX EACH SIGNED PURCHASE ORDER, CHANGE ORDER,

AND SEATING CAPACITY CONFIGURATION DIAGRAM WITH THEORETICAL WEIGHT ANALYSIS

TO BPT (ROBERT ZOLYAK) FOR REVIEW, APPROVAL, AND SIGNATURE. THIS INCLUDES ANY

ADDITIONAL CHANGE ORDERS ISSUED BY THE CONTRACTOR AND THE PURCHASER FOR

EACH VEHICLE. BPT WILL NOT AUTHORIZE PAYMENT FOR ANY VEHICLE IF EACH PURCHASE

ORDER, CHANGE ORDER, AND SEATING CAPACITY CONFIGURATION DIAGRAM WITH

THEORETICAL WEIGHT ANALYSIS IS NOT SIGNED BY BPT (ROBERT ZOLYAK).

  ____ 7.) ONCE BPT SIGNS EACH PURCHASE ORDER, CHANGE ORDER, AND SEATING CAPACITY

CONFIGURATION DIAGRAM WITH THEORETICAL WEIGHT ANALYSIS, BPT WILL EMAIL A SIGNED

COPY OF EACH PURCHASE ORDER, CHANGE ORDER, AND SEATING CAPACITY

CONFIGURATION DIAGRAM WITH THEORETICAL WEIGHT ANALYSIS TO THE PROCURING

AGENCY, THE CONTRACTOR, AND DGS (ALFONZO ROBINSON).

 

15

Procurement Checklist (Continued)____ 8.)THE CONTRACTOR ACKNOWLEDGES RECEIPT OF A PURCHASE ORDER TO THE PROCURING

AGENCY (LETTER OR EMAIL)WITHIN TEN (10) CALENDAR DAYS FROM THE DAY THE PURCHASE

ORDER IS ISSUED TO THE CONTRACTOR (SEE ATTACHED SAMPLE LETTER-ATTACHMENT 2). THE

CONTRACTOR IS RESPONSIBLE TO PROVIDE AN ANTICIPATED DELIVERY DATE OF EACH VEHICLE

ON THE ACKNOWLEDGEMENT. THE CONTRACTOR SENDS A COPY OF THE ACKNOWLEDGEMENT

OF RECEIPT OF A PURCHASE ORDER TO BPT (ROBERT ZOLYAK) AND DGS (ALFONZO ROBINSON).

____ 9.)THE PROCURING AGENCY FOLLOWS UP ON ORDERS IF WRITTEN ACKNOWLEDGEMENT IS NOT

RECEIVED WITHIN TEN (10) CALENDAR DAYS FROM THE CONTRACTOR (IF NECESSARY). THE

PROCURING AGENCY ALSO NOTIFIES BPT (ROBERT ZOLYAK).

 

____10.)THE CONTRACTOR MUST MAKE DELIVERY NO LATER THAN 150 CALENDAR DAYS AFTER

ACKNOWLEDGEMENT OF THE PURCHASE ORDER. FAILURE TO DELIVER WITHIN THESE TIME

PERIODS MAY RESULT IN THE CONTRACTOR’S PAYMENT OF LIQUIDATED DAMAGES (SEE

ATTACHMENT 3 DESCRIBING THE LIQUIDATED DAMAGE GUIDELINES).

 

____ 11.)THE CONTRACTOR MUST NOTIFY THE PROCURING AGENCY IF THE DELIVERY DEADLINE CANNOT

BE MET. THE PROCURING AGENCY MUST NOTIFY BPT AND DGS IF THIS DEADLINE CANNOT BE

MET BY THE CONTRACTOR.

16

Procurement Checklist (Continued)____ 12.)THE CONTRACTOR SHALL CONTACT THE PROCURING AGENCY AND BPT FOR A DELIVERY

SCHEDULE AT LEAST 48 HOURS IN ADVANCE OF ACTUAL DELIVERY.

 

____ 13.)THE VEHICLE VENDOR WILL PROVIDE THE PROCURING AGENCY A SIGNED CONTRACTOR’S

REQUEST FOR PROGRESS PAYMENT (CRPP) FORM (ATTACHED), WHICH CERTIFIES THAT THE

VEHICLE IS READY FOR DELIVERY, ALONG WITH THE VENDOR’S INVOICE.

 

____ 14.) THE PROCURING AGENCY MUST SIGN THE BOTTOM PORTION OF THE CRPP FORM. USING

DOTGRANTS, IMMEDIATELY UPLOAD THE COMPLETED CRPP AND VENDOR’S INVOICE AND

SUBMIT YOUR PAYMENT REQUEST. PENNDOT WILL PROCESS YOUR PAYMENT JUST PRIOR TO

VEHICLE DELIVERY INSTEAD OF AFTER VEHICLE ACCEPTANCE. CONTACT MR. BEN BROSIUS

AT (717)-787-1211 FOR FURTHER DETAILS ON HOW TO SUBMIT YOUR PAYMENT REQUESTS FOR

SECTION 5310 FUNDS ONLY THROUGH DOTGRANTS. CONTACT MR. JOHN LEVITSKY AT (717)-

787-1206 FOR FURTHER DETAILS ON HOW TO SUBMIT ALL OTHER PAYMENT REQUESTS

THROUGH DOTGRANTS. IMPORTANT NOTE: IF YOU RECEIVE YOUR PAYMENT FROM PENNDOT

AFTER THE VEHICLE(S) HAVE BEEN DELIVERED AND ACCEPTED, YOU ARE EXPECTED TO

IMMEDIATELY PAY THE VENDOR IN FULL. HOWEVER, IF YOU RECEIVE THE PENNDOT PAYMENT

BEFORE VEHICLE ACCEPTANCE, DO NOT RELEASE ANY FUNDS TO THE VENDOR UNTIL THE

VEHICLE(S) HAVE BEEN INSPECTED AND FULLY ACCEPTED. EACH VEHICLE MUST MEET ALL

PCID SPECIFICATIONS. ANY VEHICLE THAT DOES NOT MEET ALL PCID SPECIFICATIONS CAN

NOT BE DETERMINED “ACCEPTABLE”, CAN NOT BE PLACED INTO SERVICE, AND PAYMENT

CAN NOT BE MADE TO THE CONTRACTOR!!

 

17

Procurement Checklist (Continued)____ 15.) IF THE VEHICLE PROCUREMENT INVOLVES FEDERAL TRANSIT ADMINISTRATION (FTA) FUNDS,

THE PROCURING AGENCY MUST COMPLETE AND UPLOAD INTO DOTGRANTS THE POST-

DELIVERY REVIEW CERTIFICATIONS. THE PROCURING AGENCY MUST CONDUCT A POST-

DELIVERY REVIEW TO ENSURE THAT THE DELIVERED VEHICLE(S) MEET (1) BUY AMERICA

REGULATIONS (IF APPLICABLE), (2) THE PURCHASER’S REQUIREMENTS, AND (3) THE FEDERAL

MOTOR VEHICLE SAFETY STANDARDS (FMVSS) REGULATIONS. THE POST-DELIVERY REVIEW

MUST BE COMPLETED BEFORE FINAL ACCEPTANCE OF THE VEHICLE(S) OCCURS. PLEASE

READ THE POST-DELIVERY REVIEW CERTIFICATIONS CAREFULLY AND MAKE SURE THAT YOUR

CONTRACTOR HAS SUBMITTED ALL THE REQUIRED INFORMATION TO ENABLE YOU TO SIGN THE

CERTIFICATIONS. AFTER WE HAVE PROCESSED YOUR VEHICLE PAYMENT, WE WILL CHANGE

THE STATUS OF YOUR DOTGRANTS INVOICE FROM “PAYMENT MADE” TO “FTA POST-DELIVERY

DOCUMENTS REQUIRED”. AT THAT POINT, YOU MUST UPLOAD YOUR COMPLETED POST-

DELIVERY REVIEW CERTIFICATIONS INTO THE DOTGRANTS INVOICE AND CHANGE ITS STATUS

TO “FTA POST-DELIVERY DOCUMENTS SUBMITTED” FOR PENNDOT REVIEW AND APPROVAL.

 

____ 16.) THE PROCURING AGENCY PICKS UP ORDERED VEHICLE(S) AT THE CONTRACTORS

DESIGNATED PICK UP SITE WITHIN THE CONFINES OF THE COMMONWEALTH OF

PENNSYLVANIA, OR HAS THE VEHICLE(S) DELIVERED BY THE CONTRACTOR TO THE

PROCURING AGENCY FOR AN ADDITIONAL CHARGE PER VEHICLE OF $300.

 

18

Procurement Checklist (Continued)____ 17.) EACH VEHICLE SHALL NOT BE DRIVEN MORE THAN A TOTAL OF 800 MILES FROM THE

CONTRACTOR’S PLACE OF BUSINESS TO THE PROCURING AGENCY’S PLACE OF

BUSINESS. IF DELIVERY OF EACH VEHICLE IS MORE THAN A TOTAL OF 800 MILES, A CREDIT OF

$5.00 PER MILE WILL BE APPLIED AGAINST THE AWARDED CONTRACTOR’S PURCHASE ORDER

AS DAMAGES AND DEDUCTED AT THE TIME OF PAYMENT.

 

____ 18.)EACH VEHICLE MUST BE DELIVERED WITH THE FOLLOWING:

 

A.) STATE INSPECTION STICKER

B.) EMISSIONS STICKER

C.) CONTRACTOR MUST APPLY FOR VEHICLE TITLE (AND PROVIDE COPY OF EXECUTED

MV-1 APPLICATION FOR TITLE UPON DELIVERY).

D.) CONTRACTOR MUST DELIVER EACH VEHICLE WITH TEMPORARY OR PERMANENT

REGISTRATION DOCUMENTATION AND PLATE.

E.) ALL COSTS ASSOCIATED WITH THE VEHICLE TITLE, REGISTRATION AND PLATE ARE

BORNE BY THE CONTRACTOR.

F.) COPY OF MANUFACTURER’S WARRANTY AND SERVICE POLICY.

G.) CONTRACTOR’S INVOICE (ORIGINAL PLUS 3 COPIES).

F.) FULL FUEL TANK

19

Procurement Checklist (Continued) ____ 19.) THE PROCURING AGENCY WILL PERFORM INSPECTION OF EACH VEHICLE USING THE

CURRENT NEW DGS VEHICLE OPERATION INSPECTION CHECKLIST DEVELOPED BY BPT FOR

THE SPECIFIC VEHICLE PCID. DGS AND BPT RESERVES THE RIGHT TO INSPECT EACH

VEHICLE AS THEY ARE DELIVERED. EACH VEHICLE MUST MEET ALL PCID SPECIFICATIONS.

ANY VEHICLE THAT DOES NOT MEET ALL PCID SPECIFICATIONS CAN NOT BE DETERMINED

“ACCEPTABLE”, CAN NOT BE PLACED INTO SERVICE, AND PAYMENT CAN NOT BE MADE TO

THE CONTRACTOR!!!

 ____ 20.) IT IS THE CONTRACTOR’S RESPONSIBILITY TO REMOVE ANY VEHICLE REJECTED BY THE

PROCURING AGENCY WITHIN TWO (2) WORKING DAYS AFTER NOTIFICATION, AND RETURN

EACH VEHICLE TO THE PROCURING AGENCY UPON CORRECTION OF DEFICIENCIES. DATE

IN SERVICE WILL BE THE DATE EACH VEHICLE IS ACCEPTED BY THE PROCURING AGENCY,

NOT THE DATE OF DELIVERY.

 

____ 21.) ONCE EACH VEHICLE IS DETERMINED ACCEPTABLE, THE PROCURING AGENCY WILL

IMMEDIATELY MAIL THE COMPLETED NEW DGS VEHICLE OPERATION INSPECTION CHECKLIST

AND THIS COMPLETED DGS PROCUREMENT CHECKLIST FOR EACH VEHICLE TO BPT

(ROBERT ZOLYAK) AT THE BELOW MENTIONED ADDRESS.

20

Procurement Checklist (Continued) ONCE THE PROCURING AGENCY RECEIVES PAYMENT FROM PENNDOT, THE PROCURING AGENCY WILL

IMMEDIATELY MAKE FULL PAYMENT TO THE CONTRACTOR AFTER EACH VEHICLE IS DETERMINED ACCEPTABLE (MEETING ALL PCID SPECIFICATIONS).

 

ANY PROBLEMS WITH THE CONTRACTOR, PLEASE CONTACT ALFONZO ROBINSON AT DGS AT (717)-346-8181 AND BPT (ROBERT ZOLYAK). ALL CORRESPONDENCE BETWEEN THE PURCHASING AGENCY AND THE CONTRACTOR MUST BE COPIED TO DGS (ALFONZO ROBINSON) AND BPT (ROBERT ZOLYAK).

*******************************************************************************************************************

AGENCY NAME:_______________________________________________________________

COMPLETED BY:______________________________________________________________

PURCHASE ORDER NUMBER:___________________________________________________

DESCRIPTION OF ITEMS(S) PROCURED:___PCID NUMBER__________________________

COSTARS REGISTRATION NUMBER:______________________________________________

  

WITHIN 30 DAYS OF COMPLETION, SEND A COPY OF CHECKLIST TO:

 

Mr. Robert Zolyak, Project Engineer

Pennsylvania Department of Transportation (PENNDOT)

Bureau of Public Transportation EMAIL Address: rzolyak@state.pa.us

P. O. Box 3151 Telephone: (717)-787-1210

Harrisburg, Pennsylvania 17105-3151 FAX: (717)-525-5777

 

 

21

PURCHASE ORDER AND CHANGE ORDER INFORMATIONCOMPLETE ONE PURCHASE ORDER, CHANGE

ORDER, AND SEATING CAPACITY CONFIGURATION DIAGRAM WITH THEORETICAL WEIGHT ANALYSIS FOR EACH VEHICLE!!!

BPT WILL NOT AUTHORIZE PAYMENT FOR ANY VEHICLE IF EACH PURCHASE ORDER, CHANGE ORDER, AND SEATING CAPACITY CONFIGURATION DIAGRAM WITH THEORETICAL WEIGHT ANALYSIS IS NOT SIGNED BY BPT (ROBERT ZOLYAK).

22

PURCHASE ORDER INSTRUCTIONS INSTRUCTIONS ON HOW TO COMPLETE A DGS CONTRACT PURCHASE ORDER

To complete a DGS Contract Purchase Order, the Procuring Agency must:

A.) Enter the Purchase Order Number (Assigned by the Procuring Agency).B.) Enter their COSTARS Registration Number.C.) Enter the address for vehicle delivery if vendor is delivering each vehicle straight

to the Procuring Agency (NOTE: The Procuring Agency will pay the $300 charge per vehicle to the vendor.) If the Procuring Agency will pick up the vehicles from the vendor’s designated pick up site, leave blank.

D.) Enter vendor (supplier) name and address.E.) Enter “Bill to” address if different than the Procuring Agency’s address.F.) Enter Purchasing Agency address, contact name, email and telephone number.G.) Select/Enter the program funding source.H.) Enter the Procuring Agency Assigned Purchase Order Number, Purchasing

Agency Name, and Supplier Name on Page 2 of the Purchase Order.I.) Enter the PCID Number, Item Number, Description of Item, Quantity, Unit Price,

and Total Price of each item desired.

23

PURCHASE ORDER INSTRUCTIONS (CONTINUED)J.) Enter the Procuring Agency Assigned Purchase Order Number, Purchasing

Agency Name, and Supplier Name on Page 3 of the Purchase Order.K.) If contractor is delivering vehicle to procuring agency, enter $300.L.) Enter the total amount at the bottom of Page 3 of the Purchase Order (Add

together all of the total prices of every item desired).M.) The Purchaser and the Supplier must sign and date each Purchase Order. N.) Attach a Seating Capacity Configuration Diagram (Signed and Dated by the

Purchaser and the Supplier) with a Theoretical Weight Analysis (From the Supplier) to each Purchase Order. The Supplier must then forward each Purchase Order , Seating Capacity Configuration Diagram with a Theoretical Weight Analysis to BPT (Robert Zolyak) for signature.

  NOTE: BPT WILL NOT AUTHORIZE PAYMENT FOR ANY VEHICLE IF

EACH PURCHASE ORDER, CHANGE ORDER, AND SEATING CAPACITY CONFIGURATION DIAGRAM IS NOT SIGNED BY BPT (ROBERT ZOLYAK).

24

CHANGE ORDER INSTRUCTIONS INSTRUCTIONS ON HOW TO COMPLETE A DGS CONTRACT CHANGE ORDER  To complete a DGS Contract Change Order, the Procuring Agency must: A.) Enter the Procuring Agency Assigned Purchase Order Number being

changed and the Change Order Number.B.) Enter their COSTARS Registration Number.C.) Enter the “Bill to” address if different than the Purchasing Agency

name and address. D.) Enter Vendor (Supplier) name and address.E.) Enter the Purchasing Agency Name and Address, Contact Name, email

and Telephone Number.F.) Enter the Item Number, Description of Change, Quantity, Unit Price,

and Total Price of each required change. THE CHANGE ORDER CANNOT EXCEED $5,000 PER VEHICLE.

25

CHANGE ORDER INSTRUCTIONS (CONTINUED)G.) Enter the Procuring Agency Assigned Purchase Order Number

being changed, the Change Order Number, the Purchasing Agency Name and Supplier name on Page 2 of the Change Order.

H.) The Purchaser and Supplier must sign and date each Change Order. Then, the Supplier must forward each Change Order to BPT (Robert Zolyak) for signature.

  NOTE: BPT WILL NOT AUTHORIZE PAYMENT FOR ANY

VEHICLE IF EACH PURCHASE ORDER, CHANGE ORDER, AND SEATING CAPACITY CONFIGURATION DIAGRAM IS NOT SIGNED BY BPT (ROBERT ZOLYAK).

  

26

CHANGE ORDER INSTRUCTIONS (CONTINUED)

THE CHANGE ORDER CANNOT EXCEED $5,000 PER VEHICLE.

27

Updated New Vehicle Inspection Checklist Overview

There is a New Vehicle Inspection Checklist for each corresponding PCID Number on our Website.

Each New Vehicle Inspection Checklist is composed of a cover page and the following seven sections:

A.) Part I: Delivery Inspection

B.) Part II: Configuration Audit

a.) Section 1: General Specifications

b.) Section 2: Layout Specific Equipment

c.) Section 3: Optional Equipment

d.) Section 4: Change Order Options

28

Updated New Vehicle Inspection Checklist Overview C.) Part III: Inspection on Level Ground, Engine

Off and Cold

D.) Part IV: Inspection on Lift, Engine Cold

E.) Part V: Inspection on Level Ground, Engine

Cold and Idling

F.) Part VI: Road Test

G.) Part VII: Inspection on Level Ground, Engine

Hot and Idling

29

Five Phases of the Completion of the Updated New Vehicle Inspection Checklist PHASE ONE: Pre-Delivery Preparation of the Checklist.

PHASE TWO: Completing each part of the Checklist as you perform the physical Inspection of the Vehicle.

PHASE THREE: Vendor Notification of Deficiencies.

PHASE FOUR: Verification that all Deficiencies are Corrected.

PHASE FIVE: Vehicle Acceptance.

30

PHASE ONE PRE-DELIVERY PREPARATION OF THE CHECKLISTSelect, download, and print a copy of the New Vehicle

Inspection Checklist from our Website which corresponds to the PCID Number the delivered vehicle was purchased under.

Complete the cover page and Part II, Sections 2, 3, and 4 of the checklist with the Purchase Order and Change Order(s) used to order the vehicle. Enter the required information in the “Quantity Required” column in Sections 2, 3, and 4 of Part II of the checklist. Also, complete the “Change Order Item Description” column in Section 4 of Part II of the checklist.

31

PHASE TWOCOMPLETING EACH PART OF THE CHECKLIST AS YOU PERFORM THE PHYSICAL INSPECTION OF THE VEHICLE Confirm that each inspection item in Parts I, II (all four sections), III, IV, V,

VI, and VII has been actually provided and meets specifications, or passes inspection. Complete the “Quantity Provided” column of Sections 2, 3, and 4 of Part II of the checklist. If each inspection item passes, enter “Yes” in the “PASS” column. Any inspection item that fails, enter “No” in the “PASS” column and provide an explanation of the deficient item in the “DEFECTIVE COMMENTS” column. Add any additional comments as necessary in the comments section after Part VII of the checklist.

32

REMEMBER:

EACH VEHICLE MUST MEET ALL PCID SPECIFICATIONS. ANY VEHICLE THAT DOES NOT MEET ALL PCID SPECIFICATIONS CAN NOT BE DETERMINED “ACCEPTABLE”, CAN NOT BE PLACED INTO SERVICE, AND PAYMENT CAN NOT BE MADE TO THE CONTRACTOR!!!

33

PHASE THREE VENDOR NOTIFICATION OF DEFICIENCIES

Notify the vendor of all vehicle deficiencies. Provide the vendor a listing of the deficiencies via letter or email. Please provide a copy of the vendor notification of deficiencies to BPT (Robert Zolyak) and DGS (Alfonzo Robinson).

IT IS THE CONTRACTOR’S RESPONSIBILITY TO REMOVE ANY VEHICLE REJECTED BY THE PROCURING AGENCY WITHIN TWO (2) WORKING DAYS AFTER NOTIFICATION, AND RETURN EACH VEHICLE TO THE PROCURING AGENCY UPON CORRECTION OF DEFICIENCIES.

34

PHASE FOUR VERIFICATION THAT ALL DEFICIENCIES ARE CORRECTEDOnce the deficiencies are corrected by the vendor and the

vendor returns the vehicle to the procuring agency, the procuring agency must verify that all deficiencies identified in the checklist have been corrected. The procuring agency shall inspect each deficient item identified in the checklist to assure it has been properly corrected by the vendor. If it has, the procuring agency will note the date the defective item was corrected by the vendor in the “DATE CORRECTED” column of the checklist. Add any additional comments as necessary in the comments section after Part VII of the checklist.

35

PHASE FIVE VEHICLE ACCEPTANCE

ONCE THE VEHICLE IS DETERMINED ACCEPTABLE BY THE PROCURING AGENCY, THE INSPECTOR MUST SIGN THE CHECKLIST AND PROVIDE THE VEHICLE ACCEPTANCE DATE AND VEHICLE IDENTIFICATION NUMBER ON THE LAST PAGE AFTER PART VII OF THE CHECKLIST.

THE PROCURING AGENCY WILL IMMEDIATELY MAIL THE COMPLETED NEW DGS VEHICLE OPERATION INSPECTION CHECKLIST AND THE COMPLETED DGS PROCUREMENT CHECKLIST FOR THE VEHICLE TO ROBERT ZOLYAK. THE PROCURING AGENCY MAY MAKE PAYMENT TO THE VENDOR FOR THE VEHICLE AND PLACE THE VEHICLE INTO SERVICE.

36

REMEMBER:

THE DATE IN SERVICE WILL BE THE DATE EACH VEHICLE IS ACCEPTED BY THE PROCURING AGENCY, NOT THE DATE OF DELIVERY.

37

Questions???

38

Copy of Presentation If you would like to receive a copy of this

power point presentation after this webinar, please contact Robert Zolyak:

EMAIL Address: rzolyak@state.pa.us

Telephone: (717)-787-1210