1 Welcome to the WSTF Pre-Proposal Conference Pre-Proposal Conference for the GSA Vehicle Maintenance Contract for the GSA Vehicle Maintenance Contract.

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Welcome to theWelcome to theWSTFWSTF

Pre-Proposal Pre-Proposal ConferenceConference for the GSA for the GSA

Vehicle Vehicle Maintenance Maintenance

ContractContract

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Welcome

John Bernal - COTRJohn Bernal - COTR

Valerie Marburger - COValerie Marburger - CO

Mike Malik - CSMike Malik - CS

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These slides are not to be interpreted These slides are not to be interpreted as a comprehensive description of all as a comprehensive description of all

requirements of the solicitationrequirements of the solicitation

To the extent there are any To the extent there are any inconsistencies between this briefing inconsistencies between this briefing and the solicitation, the solicitation and the solicitation, the solicitation

governsgoverns

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OrientationOrientation SafetySafety Labor RelationsLabor Relations Solicitation HighlightsSolicitation Highlights Statement of Work Statement of Work Site Tour Site Tour

Pre-Proposal Conference Agenda

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Orientation

Purpose: Purpose: Help industry understand the Government’s Help industry understand the Government’s

requirementsrequirements Questions:Questions:

Any response to verbal questions during the Any response to verbal questions during the conference or site tours shall not be conference or site tours shall not be construed as an official answerconstrued as an official answer

Questions must be submitted in writing and Questions must be submitted in writing and answered by NASA to be considered answered by NASA to be considered OFFICIALOFFICIAL. .

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Points of Contact:Points of Contact: Contract Specialist: Michal Malik, Contract Specialist: Michal Malik,

[email protected], 505-524-5220, 505-524-5220 Ombudsman Ombudsman (NFS 1852.215-84)(NFS 1852.215-84):: “…before “…before

consulting with an ombudsman, interested consulting with an ombudsman, interested parties must first address their concerns, issues, parties must first address their concerns, issues, disagreements, and/or recommendations to the disagreements, and/or recommendations to the contracting officer for resolution … If resolution contracting officer for resolution … If resolution cannot be made by the contracting officer, cannot be made by the contracting officer, interested parties may contact the installation interested parties may contact the installation ombudsman …”ombudsman …”

Orientation (cont’d)

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Orientation (cont’d)

Installation Ombudsman:Installation Ombudsman:Randy GishRandy Gish

Associate Director, ManagementAssociate Director, Management

Mail Code: ACMail Code: AC

2101 NASA Road 12101 NASA Road 1

Houston, TX 77058Houston, TX 77058

phone: 281-483-0490phone: 281-483-0490

fax: 281-483-2200fax: 281-483-2200

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Safety and HealthJohn BernalSafety Representative

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Safety and Health

Overview:Overview: Safety firstSafety first JSC WSTF is an OSHA VPP “Star” SiteJSC WSTF is an OSHA VPP “Star” Site Contractor will be required to satisfy safety training Contractor will be required to satisfy safety training

provided by the NASA contractor for employees.provided by the NASA contractor for employees.

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Safety and HealthSafety First

Contractor shall perform tasks to:Contractor shall perform tasks to: Ensure protection of personnel, property, equipment, Ensure protection of personnel, property, equipment,

and environmentand environment Ensure compliance with NASA policies and Ensure compliance with NASA policies and

requirementsrequirements Ensure compliance with all Federal, State, and local Ensure compliance with all Federal, State, and local

regulations for safety and healthregulations for safety and health

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Safety and HealthRequirements

Safety and Health requirements will be Safety and Health requirements will be performed in accordance with the performed in accordance with the followingfollowing:: JPG 1700.1 Safety and Health HandbookJPG 1700.1 Safety and Health Handbook NFS 1852.223-72NFS 1852.223-72

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Safety and HealthUnique Areas

What is the “Voluntary Protection What is the “Voluntary Protection Program (VPP)”Program (VPP)” VPP is an OSHA program designed to be partners with VPP is an OSHA program designed to be partners with

management and labor for a safer, healthier work management and labor for a safer, healthier work environmentenvironment

Effective safety and health programs comprised of 32 Effective safety and health programs comprised of 32 elementselements

VPP has injury or illness rates lower than industry VPP has injury or illness rates lower than industry averageaverage

VPP demonstrates a commitment of management and VPP demonstrates a commitment of management and employeesemployees

VPP currently has over 500 sites approved by OSHA in VPP currently has over 500 sites approved by OSHA in United StatesUnited States

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Safety and HealthUnique Areas

More information on VPP is available via:More information on VPP is available via: Department of Labor-OSHA Department of Labor-OSHA

(www.osha.gov/oshprogs/vpp/)(www.osha.gov/oshprogs/vpp/) VPP Participants Association (www.vpppa.org/)VPP Participants Association (www.vpppa.org/)

Department of LaborDepartment of Labor OSHA VPP will perform an onsite evaluation of the OSHA VPP will perform an onsite evaluation of the

Contractor’s safety and health program for VPP Contractor’s safety and health program for VPP certificationcertification

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Stop Work OrdersStop Work Orders If any work is performed in an unsafe manner or If any work is performed in an unsafe manner or

unsafe conditions are discovered and not corrected; unsafe conditions are discovered and not corrected; the “Stop-Work Order”(FAR 52.242-15) is invokedthe “Stop-Work Order”(FAR 52.242-15) is invoked

Safety and HealthRestrictions

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VPP is a commitment by management, VPP is a commitment by management, employees, unions, NASA, and OSHAemployees, unions, NASA, and OSHA

Safety and HealthImportant Relationships

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Contract Labor Relations

Mike MalikMike MalikConnie Pritchard (JSC)Connie Pritchard (JSC)Contract Labor Relations OfficerContract Labor Relations Officer

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Wage and Hour IssuesWage and Hour Issues:: Service Contract Act - ServicesService Contract Act - Services Wage DeterminationsWage Determinations Current Organized Labor RepresentationCurrent Organized Labor Representation Data SubmittalsData Submittals

Contract Labor Relations

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Wage and Hour Regulations

Federal Acquisition Regulations (FAR):Federal Acquisition Regulations (FAR): Service Contract Act - FAR 52.222-41Service Contract Act - FAR 52.222-41 Service Contract Act Minimum Wage & Fringe Service Contract Act Minimum Wage & Fringe

Benefits Applicable to Successor Contractor - FAR Benefits Applicable to Successor Contractor - FAR

52.222-4752.222-47

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Service Contract Act - Services

Requires a Department of Labor Wage Determination Requires a Department of Labor Wage Determination for employees performing services (FAR 22.1001)for employees performing services (FAR 22.1001)

Section 4c of the Service Contract Act applies to Section 4c of the Service Contract Act applies to employees represented by Organized Laboremployees represented by Organized Labor

In accordance with 4c, a Contractor shall pay any In accordance with 4c, a Contractor shall pay any “service” employee (regardless of whether or not “service” employee (regardless of whether or not such employee was employed under a predecessor such employee was employed under a predecessor contract) wages and fringe benefits provided for contract) wages and fringe benefits provided for under a Collective Bargaining Agreementunder a Collective Bargaining Agreement

A new Wage Determination will be incorporated A new Wage Determination will be incorporated annually on the anniversary date of the contractannually on the anniversary date of the contract

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Solicitation contains Wage Determinations Solicitation contains Wage Determinations (WD’s):(WD’s): WD 94-2511 – Dona Ana CountyWD 94-2511 – Dona Ana County

Wage Determinations

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Solicitation Highlights

Mike MalikMike MalikContract SpecialistContract Specialist

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Statement of Need:Statement of Need: NASA WSTF is seeking maintenance for their NASA WSTF is seeking maintenance for their

GSA Vehicles Fleet.GSA Vehicles Fleet.

Solicitation Highlights

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Have a question? Have a question? Offerors may submit written questions to the Offerors may submit written questions to the

Contract Specialist Contract Specialist Responses to written questions will be posted on Responses to written questions will be posted on

the web sitethe web site Offerors are solely responsible for ensuring the Offerors are solely responsible for ensuring the

Contracting Officer acknowledges receipt of all Contracting Officer acknowledges receipt of all written questions (e.g., reply via e-mail)written questions (e.g., reply via e-mail)

No verbal questions will receive an official No verbal questions will receive an official response from the Governmentresponse from the Government

Solicitation Highlights

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Procurement Schedule Procurement Schedule (subject to change)(subject to change) 11/29/04 – Solicitation Issued11/29/04 – Solicitation Issued 12/08/04 – Pre-Proposal Conference12/08/04 – Pre-Proposal Conference 12/13/04 – Solicitation Questions Due12/13/04 – Solicitation Questions Due 01/13/05 – Offers Due01/13/05 – Offers Due 02/01/05 – Award Date (Approximation)02/01/05 – Award Date (Approximation)

Solicitation Highlights

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Read solicitation very carefullyRead solicitation very carefully Important agreements are contained in the Important agreements are contained in the

numerous clauses and provisions that have been numerous clauses and provisions that have been incorporated, via full text or referenced text, incorporated, via full text or referenced text, throughout the documentthroughout the document

Clauses incorporated by reference have the same Clauses incorporated by reference have the same force and effect as if they were included in their full force and effect as if they were included in their full texttext

Solicitation Highlights

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Important documents, exhibits, and other Important documents, exhibits, and other attachments attachments

Standard Form 1449Standard Form 1449 Wage Determination Data – J-1Wage Determination Data – J-1 Various Templates & Exhibits – Section JVarious Templates & Exhibits – Section J Certification Regarding Debarment – Section KCertification Regarding Debarment – Section K Reps. and Certs. – Section KReps. and Certs. – Section K

Reps. and Certs. must be properly completed and Reps. and Certs. must be properly completed and returned with offerreturned with offer

Solicitation Highlights

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Proposal Schedule Description – Section B.3Proposal Schedule Description – Section B.3 Section B.3 contains line items for a base Section B.3 contains line items for a base

period and two option periods of one (1) year period and two option periods of one (1) year each.each.

Line items in Section B.3 correspond to tables Line items in Section B.3 correspond to tables in B-9, B-10, and B-11.in B-9, B-10, and B-11.

Note: The contractor shall account for all Note: The contractor shall account for all aspects of the contractual requirements in aspects of the contractual requirements in their proposed pricing.their proposed pricing.

Solicitation Highlights

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Proposal Schedule – Section B.2Proposal Schedule – Section B.2 Statement of Work – Section C.1Statement of Work – Section C.1 Evaluation Factors For Award – Section M.2Evaluation Factors For Award – Section M.2

Solicitation Highlights

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Technical Capability Evaluation FactorsTechnical Capability Evaluation Factors On-Site Manager’s Resume/Commitment LetterOn-Site Manager’s Resume/Commitment Letter Motor Vehicle Mechanic’s Resume/Commitment LetterMotor Vehicle Mechanic’s Resume/Commitment Letter Tools/Equipment/ManualsTools/Equipment/Manuals

Past Performance Evaluation FactorsPast Performance Evaluation Factors Offeror’s/On-site Manager’s Qualifications and Monthly Offeror’s/On-site Manager’s Qualifications and Monthly

Vehicle RateVehicle Rate Parts Suppliers/Commitment LetterParts Suppliers/Commitment Letter

Note: Note: Refer to Evaluation Factors for Award Refer to Evaluation Factors for Award for for detailed information on requirementsdetailed information on requirements

Evaluation

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Prices will be evaluated in the aggregate for Prices will be evaluated in the aggregate for the base year period and the option year the base year period and the option year period (s). period (s).

Evaluation

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Acquisition StrategyAcquisition Strategy The services required under the contemplated The services required under the contemplated

contract will be a Time and Material contract contract will be a Time and Material contract Small Business Set-AsideSmall Business Set-Aside Performance Period is 3 years (Section F.2)Performance Period is 3 years (Section F.2)

twelve-month based with two, 1-year optionstwelve-month based with two, 1-year options Contract period (with options) is from February 01, 2005 Contract period (with options) is from February 01, 2005

through January 31, 2008through January 31, 2008

Solicitation Highlights

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Statement of Work

John BernalJohn Bernal

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The contractor shall provide all resources The contractor shall provide all resources necessary to meet the requirements in the SOW necessary to meet the requirements in the SOW . Highlights will be covered. Highlights will be covered

Overview SOW

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Contractor shall maintain depending on Contractor shall maintain depending on workload a schedule of 4 hours per day.workload a schedule of 4 hours per day.

Site Work Hours

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Government publications and forms shall be Government publications and forms shall be provided by the COTR, specifically those provided by the COTR, specifically those defined in 7.0 of the SOW.defined in 7.0 of the SOW.

Publications and Forms

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Contractor shall have suitable, up-to-date Contractor shall have suitable, up-to-date diagnostic and repair equipment necessary to diagnostic and repair equipment necessary to perform this contract.perform this contract.

Equipment and Tools

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Contractor shall provide all necessary vehicles Contractor shall provide all necessary vehicles to fulfill the requirements under this contract.to fulfill the requirements under this contract.

Contractor Vehicles & Registration

3838

If required, all Commercial Drivers Licenses If required, all Commercial Drivers Licenses shall be obtained at no expense to the shall be obtained at no expense to the Government.Government.

Commercial Drivers License

3939

The contractor shall not move or drive GSA The contractor shall not move or drive GSA vehicles in excess of 10 road miles of repair vehicles in excess of 10 road miles of repair shop unless approved by the COTR.shop unless approved by the COTR.

Moving or Driving GSA Vehicles

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Contractor shall provide all training needed to Contractor shall provide all training needed to maintain licenses, permits, and certifications maintain licenses, permits, and certifications required to satisfy contract requirements.required to satisfy contract requirements.

Training, Permits, Licenses, and Certifications

4141

Contractor guarantees and warrants that all Contractor guarantees and warrants that all materials furnished and services performed materials furnished and services performed under this contract shall be free from defects under this contract shall be free from defects and material and workmanship. and material and workmanship.

Guarantee

4242

The project manager, alternate, and other The project manager, alternate, and other personnel shall, read, write, and speak English.personnel shall, read, write, and speak English.

Contractor shall only employ qualified Contractor shall only employ qualified personnel.personnel.

Personnel

4343

The contractor is required to maintain detailed, The contractor is required to maintain detailed, complete, and accurate records for each repair complete, and accurate records for each repair order to include, all original invoices for parts order to include, all original invoices for parts and any work performed by an approved and any work performed by an approved subcontractor.subcontractor.

Records shall be available for review by Records shall be available for review by authorized government official.authorized government official.

Repair Orders & Authorization

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Parts and Materials shall conform to the original Parts and Materials shall conform to the original equipment manufacturer specifications unless equipment manufacturer specifications unless otherwise approved by the COTR.otherwise approved by the COTR.

Parts and Materials

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Facilities furnished to the contractor by the Facilities furnished to the contractor by the government shall be maintained in a high state government shall be maintained in a high state of cleanliness and repair at all times.of cleanliness and repair at all times.

Note: Note: Housekeeping will be monitored by Housekeeping will be monitored by the COTRthe COTR

Facility Housekeeping

4646

Contractor recognized that they may be Contractor recognized that they may be replaced by a successor contractor in the replaced by a successor contractor in the performance in the kind and type of work performance in the kind and type of work provided herein.provided herein.

Change Over

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All hazardous waste as defined in 40 code All hazardous waste as defined in 40 code Federal Regulations shall be handled in Federal Regulations shall be handled in accordance with WSTF instructions.accordance with WSTF instructions.

Environmental

4848

At WSTF a special clearance and badge will be At WSTF a special clearance and badge will be required to access parts of the installation.required to access parts of the installation.

Any training required by WSTF shall be Any training required by WSTF shall be successfully completed by the contractor prior successfully completed by the contractor prior to being granted clearance.to being granted clearance.

Security

4949

The contractor is responsible for implementing The contractor is responsible for implementing a safety program to ensure that all operations a safety program to ensure that all operations and activities comply with OSHA standards and and activities comply with OSHA standards and any other safety and health documents listed in any other safety and health documents listed in the SOW.the SOW.

Safety

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The contractor shall maintain a quality control The contractor shall maintain a quality control system for all work performed under this system for all work performed under this contract.contract.

The project manager shall certify that all The project manager shall certify that all automotive work performed at WSTF complies automotive work performed at WSTF complies with all federal, state, local laws, regulations, with all federal, state, local laws, regulations, and codesand codes

Quality Control

5151

The COTR or his representative will inspect The COTR or his representative will inspect work orders. Inspection shall consist of work orders. Inspection shall consist of verification of the work performed.verification of the work performed.

Quality Assurance

5252

Due to mission requirements the COTR may at Due to mission requirements the COTR may at any time establish in writing an ordering priority any time establish in writing an ordering priority of vehicle repairs required.of vehicle repairs required.

Priority Repairs

5353

Emergency Repairs are vehicle repairs required Emergency Repairs are vehicle repairs required after normal workday hours.after normal workday hours.

If the contractor is unable or willing to provide If the contractor is unable or willing to provide emergency repair service, the government emergency repair service, the government reserves the right to obtain those services on reserves the right to obtain those services on the open market.the open market.

Emergency Repairs

5454

Repair and Maintenance of GSA Vehicles will be Repair and Maintenance of GSA Vehicles will be performed at WSTF in Building 151, GSA Vehicle performed at WSTF in Building 151, GSA Vehicle Maintenance Building.Maintenance Building.

WSTF current GSA Vehicle Fleet is WSTF current GSA Vehicle Fleet is approximately 137 vehicles.approximately 137 vehicles.

The current number and type of vehicles is not The current number and type of vehicles is not a static listing and is subject to change.a static listing and is subject to change.

WSTF currently has 18 dual fuel vehicles that WSTF currently has 18 dual fuel vehicles that can be filled with ethanol and plans to can be filled with ethanol and plans to incorporate an alternative fuel program.incorporate an alternative fuel program.

GSA Vehicle Maintenance Support Service

5555

All fluids, lubricants, and greases used in the All fluids, lubricants, and greases used in the performance of the contract shall meet or performance of the contract shall meet or exceed original manufacturer requirements.exceed original manufacturer requirements.

Fluids, Lubricants, and Greases

5656

The use of refined oil is strongly recommended.The use of refined oil is strongly recommended. This oil may be obtained by defense supply This oil may be obtained by defense supply

center or other source available.center or other source available. For more information and ordering check the For more information and ordering check the

internet siteinternet site HTTP://www.dscr.dla.mil/products/pol/cl-pr.htmlHTTP://www.dscr.dla.mil/products/pol/cl-pr.html Or call 804.279.4908Or call 804.279.4908

Refined Oil Usage

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Additives may only be used to meet the Additives may only be used to meet the vehicles equipment manufacturer requirements vehicles equipment manufacturer requirements or at the request of the COTR.or at the request of the COTR.

Cooling System, Braking System, and Drive-Train Additives

5858

All greasing and lubrication activities shall be All greasing and lubrication activities shall be performed with either a pneumatic air pressure performed with either a pneumatic air pressure lubrication gun or a hydraulic pressure lubrication gun or a hydraulic pressure lubrication gun.lubrication gun.

Greasing and Lubrication

5959

All antifreeze utilized in GSA Vehicles shall be All antifreeze utilized in GSA Vehicles shall be ethylene glycol-based or manufacturers ethylene glycol-based or manufacturers recommendation only, and shall be in strict recommendation only, and shall be in strict compliance and recognized as environmentally compliance and recognized as environmentally safe.safe.

Recycled Antifreeze shall not be used in Recycled Antifreeze shall not be used in vehicles under manufacturers warranty.vehicles under manufacturers warranty.

Engine Coolant/Antifreeze

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The product generated by recovery/recycling The product generated by recovery/recycling operations such as, but not limited to air operations such as, but not limited to air conditioning system, refrigerant shall be reused conditioning system, refrigerant shall be reused in the appropriate GSA systems.in the appropriate GSA systems.

There shall be no charges submitted for the There shall be no charges submitted for the reused product.reused product.

Recycled-Recovered Refrigerant

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The contractor shall notify the COTR or his The contractor shall notify the COTR or his representative for all new or replacement tires.representative for all new or replacement tires.

The COTR of his rep. will approve/disapprove The COTR of his rep. will approve/disapprove replacements.replacements.

Contractor will be required to purchase, Contractor will be required to purchase, maintain, and control a complete inventory or maintain, and control a complete inventory or tires required for the WSTF Fleet.tires required for the WSTF Fleet.

Prices for these tires shall be as low or lower as Prices for these tires shall be as low or lower as the Federal State Open Market Price Listing or the Federal State Open Market Price Listing or under any Federal Contract Issue.under any Federal Contract Issue.

New or Replacement Tires

6262

Invoicing will be broken out as follows:Invoicing will be broken out as follows:

Work under $100 contact Work under $100 contact Voyager 800.621.3588Voyager 800.621.3588

Work over $100/Tires/Batteries contactWork over $100/Tires/Batteries contactMCC 888.622.6344MCC 888.622.6344

Note: Contractor must have Credit Card Reader in Note: Contractor must have Credit Card Reader in order to receive reimbursement for workorder to receive reimbursement for work

Invoicing

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Site Tour

John BernalJohn Bernal