1. PENNDOT DGS CONTRACT VEHICLE PROCUREMENT WEBINAR
Robert Zolyak, EIT
PENNDOT

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 OVERVIEW
DGS 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 Sprinters
Accessible 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 WEBINAR
Familiarize 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”: (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 Purchases
Purchase Order Form
Purchase Order Form Instructions
Change Order Form
Change Order Form Instructions
DGS 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:
____ ) PROCURING AGENCY REGISTERS IN CO-STARS (IF NOT ALREADY
REGISTERED).
____ ) 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).
____ ) PROCURING AGENCY DETERMINES DESIRED OPTIONAL
EQUIPMENT TO BE ADDED ON TO EACH VEHICLE.
____ ) 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)
____ ) PROCURING AGENCY AND THE CONTRACTOR SIGN EACH PURCHASE ORDER, CHANGE
ORDER, AND SEATING CAPACITY CONFIGURATION DIAGRAM WITH THEORETICAL WEIGHT
ANALYSIS.
____ ) THE CONTRACTOR MUST 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).
____ ) ONCE BPT SIGNS EACH PURCHASE ORDER, CHANGE ORDER, AND SEATING CAPACITY
CONFIGURATION DIAGRAM WITH THEORETICAL WEIGHT ANALYSIS, BPT WILL 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 )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)
____ )THE CONTRACTOR SHALL CONTACT THE PROCURING AGENCY AND BPT FOR A DELIVERY
SCHEDULE AT LEAST 48 HOURS IN ADVANCE OF ACTUAL DELIVERY.
____ )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.
____ ) 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) FOR FURTHER DETAILS ON HOW TO SUBMIT YOUR PAYMENT REQUESTS FOR
SECTION 5310 FUNDS ONLY THROUGH DOTGRANTS. CONTACT MR. JOHN LEVITSKY AT (717)-
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)
____ ) 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!!!
 ____ ) 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.
____ ) 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) 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 Address: P. O. Box 3151 Telephone: (717) Harrisburg, Pennsylvania FAX: (717)

21. PURCHASE ORDER AND CHANGE ORDER INFORMATION
COMPLETE 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, 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, 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 CHECKLIST
Select, 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 TWO COMPLETING 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 . 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 CORRECTED
Once 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 EMAIL Address: rzolyak@state.pa.us
If you would like to receive a copy of this power point presentation after this webinar, please contact Robert Zolyak:
Address:
Telephone: (717)