Replacing a Resource on an Agreement

If you wish to replace a resource with a different resource on your agreement, you will need to contact the CO to request a modification to the agreement. Once the CO initiates the modification, you will get an e-mail message and an alert message on the main Home page informing you that the agreement you have has a modification.

Business Rules for Replacing a Resource on an Agreement

When replacing a resource on an agreement, you should be aware of the business rules that will be applied.

• You must use a replacement resource that is equal to or better than the replaced resource; this will be the same or better attributes and the same resource category type (e.g., Fuel Tender Type 1 must be replaced with a Fuel Tender Type 1--it cannot be replaced with a Fuel Tender Type 2).
• For standard and/or change end date modifications, you must use the same Dispatch Center and Prices (Rates) that you used for the replaced resource. Also, attributes from the original resource will be used for DPL ranking.
• For rollover modifications, you can change the Dispatch Center and Prices (Rates). Any Dispatch Center and Pricing changes, as well as the attributes from the replacement resource, will be used to determine the DPL ranking.
• For inspection correction modifications, you must use the same Dispatch Center and Prices (Rates) that you used for the replaced resource; however, attributes for the replacement resource will be used to determine the DPL ranking.
• For Mechanic with Service Truck agreements, you CANNOT use the Update option in the Agreement Modification Response wizard to change the mechanic’s first and last name. Instead, you MUST use the “Replace” option in the Agreement Modification Response wizard to replace the resource with the current mechanic’s name with a different resource with the new mechanic’s name (and a new Unique ID for the new mechanic resource).
• If a resource on your agreement has different attributes that now make it a different resource type than what is currently on the agreement, you may ask the CO to issue you a Resource Type Correction modification. If the CO issues this type of modification, then you will need to follow instructions that are different than replacing a resource (see "Responding to a Resource Type Correction Modification").
• If a resource on an agreement has an incorrect VIN/Unique ID/Serial Number, you will need to use Replace Resource option in the Agreement Modification Response wizard. For more details, see "Changing the VIN, Unique ID, or Serial Number for a Used Resource".

To replace a resource in an agreement:

1. If you have not done so already, add the replacement resource to your list of resources (see "Adding Resources into the Vendor Application").

NOTE: At this point in the process, the "replacement" resource is really just a new resource that you have added to your list of resources.

2. From the Home page, in the Alert message, click on the Review Changes link OR click on the My Agreements tab to find the modification in progress. 
3. In the My Agreements table, for the modification, notice the Response Status column has a status of "Awaiting Vendor Signature."
4. In the table, in the Action column, click on the Submit a response to this modification icon () to open the Agreement Modification Response wizard.
5. In the Review Modification step, view the Modification Summary, which includes a description of the modification. For more details, click on the View Mod PDF button ().
6. Click the Continue button to proceed to the next step.
7. In the Apply Resource Changes step, in the Action column, from the drop-down list, select REPLACE.
8. Click on the Select VIN/Unique ID button.
9. In the Choose VIN/Unique dialog box, from the drop-down list, select theVIN/Unique ID of the resource that you wish to use as the replacement.

NOTE: If there are no VIN/Unique IDs listed in the drop-down list, then you have not added your replacement resource as a "new resource" to your list of resources (see "Adding Resources into the Vendor Application") OR you do not have a resource that matches the "Type" that you are replacing.

10. In the Resource Comparison table, view the changes from your existing resource to the replacement resource, and then click the OK button. (To view the Resource Comparison table, click on the magnifying glass icon ().)
11. From the Choose VIN/Unique ID dialog box, click the OK button to accept your changes.
12. Click the Continue button to proceed to the next step.
13. In the Sign Modified Agreement step, read the modification signature statement and if you agree to the statement, select the 'I Agree' check box.
14. Click the Submit button to submit your signed agreement modification submission.
15. Once you receive confirmation that your response was successfully submitted, click the Exit button to exit the wizard.
16. In the My Agreements table, notice the Status column has a status of "Awaiting Contracting Officer Signature." No further action is required by you.

Once the CO signs the modification, the following occurs:

• In the Status column of the My Agreements table, the status changes to "Active."
• You can view the signed, modified agreement by clicking on the View Agreement PDF icon (). The replaced resource now appears in the Schedule of Items in the agreement.
• You will receive an e-mail confirmation with the signed modification PDF attached, as well.
• On the main Home page, the Alert message about the modification is removed.
• The resource that was replaced is now available to be used for other quotes on solicitations.

If you have any questions or concerns regarding the modification, contact the CO. Also, you should print the agreement for your records (see "Printing an Agreement").

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