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To process a trailer damage claim, the COR administering the Lease Trailer Services contract must review the claim and all supporting documentation in accordance with the terms and conditions of the applicable contract and supported by their COR designation letter.
Upon receipt of a claim from a Lease Trailer Services supplier, the COR must do the following:
- Review the PS Form 5201 confirming that it has been signed and dated by both the lease trailer supplier and an authorized Postal Service representative.
- Confirm that the damage was not caused by wear and tear or incurred over multiple incidents.
- Review the supporting documentation to confirm that it sufficiently supports the Site Transportation Manager’s (or designee’s) determination in the PS From 5201 that an employee of the Postal Service or a driver of an HCR was at fault.
- Determine whether the Lease Trailer Services supplier submitted the claim within 60 days of the date that damage was repaired.
- Verify that a minimum of two repair estimates were submitted and the lower or most complete estimate was accepted for the repairs.
- Confirm that the claim includes proof that (a) repairs have been made to the trailer, and that (b) the Lease Trailer Services supplier has paid for the repairs.
- Confirm that the cost of repairs is equal to or more than the contract claim threshold.
- Return incomplete claims to the supplier for resubmission.
After reviewing a claim and supporting documentation, the COR responds to it in one of the following ways:
- When a claim is denied, notify the supplier in writing, providing the reasoning behind the denial.
- When a claim is partially approved, notify the supplier of what has been approved and denied and provide the reason(s) behind that decision.
- When a claim is approved, confirm the repair cost component is accurate, certify the invoice, and process it for payment.
The COR has 10 business days from the receipt of a claim to notify a supplier of a denial or partial denial, to provide sufficient time for the supplier to resubmit documentation. A supplier dissatisfied with the COR’s decision can request a contracting officer’s final decision in accordance with Clause B-9, Claims and Disputes.
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