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NHTSA ID Number: 10199192

Manufacturer Communication Number: BPL-01-1326

TSB/Document Date: 2021-07-14


Summary

Body Repair Operating Standards


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TSB/Document ID: BPL-01-1326

Replacement Service Bulletin Number:

MFR Communication Date: 2021-06-29

MFR Internal Campaign ID/Software Version:

Communication Type: Service Bulletin/Repair Instructions

NHTSA Components: EQUIPMENT

MFR Component System:

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BODY REPAIR OPERATING STANDARDS

Mission Statement
To make sure that every Aston MartineBay logo Lagonda (AML) vehicle repaired through the AML
Dealer Network is completed to AML’s quality standards and specifications. Ensuring that
the integrity of the repair, customer service and overall customer experience meet and
exceed AML customer expectations.

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CONTENTS
1.0 Introduction ........................................................................................................... 4
2.0 AMD/AMBRC Working Relationship Service Requirements ................................. 4
2.1

The AMBRC Approval Process ............................................................................... 5

2.2

AMD/AMBRC Working Relationship Conditions ................................................... 5

3.0 AMBRC Audit Process ............................................................................................ 7
4.0 Quality Procedures and Systems ........................................................................... 7
4.1

Vehicle Repair Process – Best Practice Guidelines ................................................ 7

4.2

Vehicle Quality Control Form ................................................................................ 9

5.0 AMBRC/AML Warranty requirements.................................................................. 10
5.1

Warranty Labour Rate .......................................................................................... 10

5.2

Warranty Claiming (DCS classic) ......................................................................... 10

5.3

Warranty Repair Estimates................................................................................... 10

Appendix I - Supply of Body Repair Services Documentation (AMD & BRC) ............. 11
Appendix II - Trademark and Compliance Agreement (AML & BRC).......................... 25
Appendix III - Vehicle Quality Control Form ............................................................... 36
Appendix IV - Body Repair Centre Nomination Form ................................................. 40
Appendix V – AMBRC Equipment................................................................................. 41
Appendix VI – AMBRC Standards Audit Form – Part 1 ................................................ 42
Appendix VII – AMBRC Standards Audit Form – Part 2 ............................................... 44
Appendix VII – AMBRC Certificate ............................................................................... 53

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GLOSSARY
AMBRC

Aston MartineBay logo Body Repair Centre

AMD

Aston MartineBay logo Dealership

AML

Aston MartineBay logo Lagonda

BRC

Body Repair Centre

BROS

Body Repair Operating Standards

BRP

Body Repair Programme

BSM

Body Shop Management

ECD

Estimated Completion Date

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1.0

Introduction

The objective of the Body Repair Programme (BRP) is to make sure that every AML vehicle repaired
through the AML Dealer Network is completed to AML’s quality standards and specifications. The
programme aims to ensure that the integrity of the repair, customer service and overall customer
experience, meet, or exceed, the standards expected by AML customers.
The Body Repair Operating Standards (BROS), laid out in this document, form the main part of the BRP.
They set the requirements for Aston MartineBay logo Body Repair Centres (AMBRC), and include the contracts made
between the Aston MartineBay logo Dealership (AMD) and AML.
AML reserves the right to update BROS at any time. If BROS is updated, the nominated AMBRC will be
granted a reasonable time to meet the new requirements. The timescales for compliance will be agreed
between AML and the AMBRC.
To become an AMBRC, a BRC must:

Be nominated by an AMD

Complete all mandatory training & equipment standards

Comply with BROS and pass an AMBRC CAT A audit

Have the necessary agreements signed (See Appendix I and II)

AMBRCs must have the capability for Category A repairs. These include damage that requires structural
exterior body panel(s) or internal body structure component replacement with any panel, or combination
of panels, secured permanently with adhesives and or fixings.
AML will provide technical support in particularly complex cases. The AMBRC must provide warranty
repairs and BROS is applicable in all cases, unless otherwise stated. The required equipment for an AMBRC
is listed in Appendix VI – AMBRC Standards Audit Form.

2.0

AMD/AMBRC Working Relationship Service
Requirements

Any BRC that wishes to become an AMBRC will be required to have a working relationship with a
franchised Aston MartineBay logo Dealership (AMD) that will in turn agree to nominate the BRC. AMBRC’s may have
a relationship with more than one AMD, but AMD’s may only have one AMBRC.
The working relationship will be one where the AMBRC will buy AML parts from their nominated AMD
and use the nominated AMD for the mechanical repair work. If an AMBRC is affiliated with more than one
dealer, the AMD that has referred the vehicle is the applicable dealer for that specific repair.
The AMD must use an AMBRC for all body and paint related warranty work. This can be either done with
an internal or external independent BRC. Both internal and external BRCs will be required to meet and
adhere to BROS. The AML, AMD and BRC working relationships are defined by:

Appendix I - Supply of Body Repair Services Documentation contract documentation between the
AMD and the BRC.

Appendix II - Trademark and Compliance Agreement contract documentation between the BRC
and AML directly.

The version in this document is for the UK only.

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Any regional deviations or deviations agreed between AMBRC and AMD, must be agreed in advance with
AML.
2.1

The AMBRC Approval Process

2.2

i.

The AMD submits the Nomination Form available on Technical Hub. Appendix IV - Body
Repair Centre Nomination Form.

ii.

The nomination is considered by AML Head Office and the regional Aftersales Manager (or
their representative). The BRC is initially reviewed / interviewed by the regional Aftersales
Manager to assess its suitability in accordance with Appendix VI – AMBRC Standards Audit
Form – Part 1 and Appendix VII – AMBRC Standards Audit Form – Part 2.

iii.

The nominated BRC is sent the BROS in preparation for a facilities audit.

iv.

The nominated BRC agrees to meet the BROS and conducts a preliminary self-audit with the
Audit Form: Appendix VI – AMBRC Standards Audit Form – Part 1. An AML representative will
then review and conduct a full audit to ensure compliance.

v.

If there is any non-compliance with BROS, the BRC will have 90 days to achieve the standards
necessary for the application to be approved. Failure to comply in this time may result in
failure of the application.

vi.

Once BROS is met and the Audit Form has been successfully completed, the BRC will be
approved and certification issued. Approval is granted at the sole discretion of AML. The AML
approval plaque (part number 706716) will be provided.

AMD/AMBRC Working Relationship Conditions

This section outlines the proposed day to day working agreement, between the AMD and their AMBRC.
The terms listed below are mandatory unless otherwise stated and are to be adopted in each individual
contractual relationship between a AMD and AMBRC.
2.2.1

The AMBRC will deal with insurance companies if AMD requests so.

2.2.2

There should be agreed levels of discount for the AMBRC on parts ordered from stock, or on stock
orders.

2.2.3

There are to be agreed levels of discount for the AMBRC, on VOR parts and exchange bodyshell
part prices.

2.2.4

There are to be agreed levels of commission for retail work introduced by the AMD to the AMBRC.

2.2.5

There is to be an agreed level of commission for mechanical work introduced by AMBRC to the
AMD.

2.2.6

Settlement of accounts to be on a determined date each month for both the AMD and AMBRC.
Or in accordance with AML Parts Operations, Terms and Conditions.

2.2.7

An agreement between the AMD and AMBRC regarding the settlement of accounts.

2.2.8

The AMD to be represented at all AMBRC events (optional).

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2.2.9

AMBRC promotional material to be on display at the AMD, likewise AMD information to be on
display at the AMBRC (optional).

2.2.10 The AMBRC to inform AMD Aftersales Department and AML of vehicles which have been writtenoff for sales purposes. Images must be provided in evidence.
2.2.11 The AMBRC to inform the AMD of any AML vehicles requiring mechanical repairs, servicing, etc.
2.2.12 Regular, minuted meetings between AMD and the AMBRC are recommended. The recommended
meeting schedule is operational level once a month, senior management level every quarter.
2.2.13 All work from AMD, or AMBRC must have a works order number before commencement of work
and a signature from the customer that authorises the repair according to the quote, its
specification and its timing.
2.2.15 All AML parts to be purchased by the AMBRC from the AMD providing the vehicle for repair.
2.2.16

The AMD will co-ordinate collection and delivery of AML vehicles.

2.2.17 The AMD is responsible for collection of all payments of excess, VAT, customer contribution, when
vehicles are collected from the AMD.
2.2.18 Sales refurbishment work to be completed at an agreed labour discount rate with commission.
Note: Sales refurbishment must be completed by an AMBRC.
2.2.19 Workshop damage will be completed to working times with agreed level of discount and no
commission; parts may carry a handling charge.
2.2.20 AMD to complete body repair mechanical work at an agreed labour reimbursement rate with
agreed level of discount.
2.2.21 It is the responsibility of the AMD to make sure that all customers are fully aware of paint and body
warranty implications, as listed in the Warranty Policy and Procedure Manual, and the Owners
Guide.
2.2.22 All insurance work to be handed back to the customer by the AMD where possible.
2.2.23 The AMD must only use their approved AMBRCs for all retail body/paint work, with no exceptions
unless specifically requested by the customer where the work is non-structural. If a customer
requests the use of a non-approved AMBRC you must contact your regional manager.
2.2.24 The AMD to support and, where possible, supply all AML parts information.
2.2.25 The AMBRC to provide an on-site estimating service for AMD customers as required by their AMD.
2.2.26 The AMD to handle customer liaison and transport the vehicle to the AMBRC as necessary.
2.2.27 The AMD to inform the AMBRC of potential repairs on vehicles whilst servicing is being
completed.
2.2.29 The AMBRC must be added to the AML Network Directory which will give them access to
SpotLight and Technical Hub.

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2.2.30 The AMBRC must use SpotLight for all technical communication and assistance from AML.
2.2.31 The AMBRC must pay a quarterly subscription fee for both SpotLight and Technical Hub.
Required System

Quarterly Fee

Technical Hub
SpotLight – Small License (0-3 users)
SpotLight – Medium License (4-6 users)
SpotLight – Large License (7+ users)

£300
£350
£500
£650

Note* If you are a dealer-owned body shop, the above subscriptions will be paid by the Dealer.
2.2.36 In the event that the AMBRC provides a Service Loan Car (SLC) or Courtesy Car, the vehicle
specification must align with the Dealer Operating Standards.

3.0

AMBRC Audit Process

AML reviews the approval status of an AMBRC on an annual basis, by a physical or virtual review of the
AMBRC. This is done by the regional aftersales manager or their appointed representative. Any costs
incurred by out-sourced auditing, including that which is directed by AML, are to be paid by the AMBRC.
The AMBRC can prepare for the audit process by conducting a self-audit using the Audit Form:

Appendix VI – AMBRC Standards Audit Form – Part 1.

4.0
4.1

Quality Procedures and Systems

Vehicle Repair Process – Best Practice Guidelines

The following Best Practice Guidelines should be followed for the repair process of a customer’s vehicle.
They cover the entire process from the first notification of the repair to the handover of the repaired vehicle
to the customer.
4.1.1

First Notification of Repair
a)

A job will be created within the Body Shop Management (BSM) system and all telephone and
email contact details captured.
b) The customer will be contacted by phone and, if unavailable, a message sent indicating
willingness to assist. The communications log will be amended and a recall scheduled for
later/next day, using body-shop management system tools.
c) At this point it is important to know if the vehicle is both legal and roadworthy and recorded in
the communications log.
d) An estimate appointment should be made at the earliest possible time and allocated a time
slot, wherever possible, to allow for a detailed preview. Images should be obtained, an
electronic estimate produced and there should be clear communication with customer.

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4.1.2

Estimate Appointment
a) Whenever possible this should be confirmed within 1 hour of notification.
b) Estimate no-shows should be recalled using BSM system prompts, and a templated e-mail or
letter requesting a reappointment.
c) Details must be provided relating to available courtesy/replacement vehicles, with all legal and
administrative requirements explained.

4.1.3

Repair Plan
a) Interior and exterior images captured prior to estimation.
b) Electronic estimate completed using AML’s prescribed estimating system.
c) Customer Information pack handed over, or agreed to be e-mailed, covering all aspects of the
repair.
d) Preferred communication methods to be agreed during the Repair Plan.

4.1.4

Authorisation
a)
b)
c)
d)

4.1.5

Costings / Parts Ordering
a)
b)
c)
d)
e)
f)
g)
h)

4.1.6

Make sure the due date is entered on the system when parts are ordered.
Review any outstanding back orders on the system daily and chase.
Make sure all part numbers and trade/retail costs are amended on book in.
Complete returns note and notify supplier of all returns and anticipated pick up date.
Purchase order raised or all costs: e.g. transport, fixed, mobile estimate etc.
Purchase order raised for inherited charges and internal/fixed costs, transport, etc.
Check returns have been collected within 72 hours of pick up date.
Check credits received on returned items within 7 days of pickup.

Work in Progress
a)
b)
c)
d)
e)
f)

4.1.7

Parts ordered within 2 hours of authorisation.
Customer notified of potential delays with 24 hours.
Customer advised of expected completion date.
Customer advised of any revised completion date within 24 hours.

Start first operation within 24 hours of planned start date.
Estimated completion date may not be changed without management authorisation.
Operatives must notify management of any supplementary damage, immediately.
Digital images to be captured at all stages of repair.
Method of repair and operational instructions must be accessible.
On-hold jobs to be added to the system, only at the manager’s discretion. The customer needs
to be notified if ECD (Estimated completion date) has changed.

Supplementary
a)

Non-estimated damage, identified by the operative, must be notified immediately to
management.
b) Check against estimate and pass to estimators to complete re-estimate and seek authorisation
within 4 hours.
c) Management decides whether to continue to work or place on hold and update
system/change ECD.
d) If unable to gain authorisation notify senior management within 1 hour.
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e)
f)
4.1.8

Trigger mail on system to extend courtesy car and notify customer if car is placed on hold.
If authorised estimator notifies stores to order parts.

Final Quality Control
a)

Management must check that all paperwork has been completed and sign off the Vehicle
Quality Control Form (VQC): Appendix III - Vehicle Quality Control Form.
b) A check must be made that the repair met AML quality standards.
c) Job efficiency should be reviewed.
d) A visual inspection must be conducted.
e) The job must be completed and signed off on the system.
4.1.9

Hand Over
a) AMD to arrange handover, payment and all other liaison with the customer.
b) Excess and VAT liability must be checked before handover.

4.2

Vehicle Quality Control Form
Appendix III - Vehicle Quality Control Form (VQC) is part of the BRP. The forms are available for
VH and AM platform vehicles. The Vehicle Quality Control Form contains the information that
follows:
1.

Vehicle Condition Check:
A check list including the bodywork, exterior trim, interior trim, glass, wheels etc. for
damage and condition on arrival. This is to ensure that there are no future claims for
damage caused by the AMD/AMBRC. It can also be used to identify potential areas for
refurbishment upsell.

2.

Strip:
Vehicle system functionality is checked, and parts are ordered to meet estimate
requirements.

3.

Panel:
Check list for the varying levels of panel work that may be required and a check to see if
any subsequent damage to the vehicle has occurred.

4.

Paint:
Check list for the various steps required in the paint refinish process with appropriate
quality checks.

5.

Refit & Valet Checks:
Once the vehicle has been rebuilt and cleaned all the systems are to be checked for
functionality.

The VQC can identify any damage found when the vehicle is in the possession of the AMBRC. The VQC
form must also be signed and dated before the vehicle is returned to the customer. The form is auditable
and confirms the AMD’s role as the primary customer contact.
4.3

Notification to AML
The AMBRC informs the AMD and the AML regional aftersales manager of any total loss, and of
any CAT A repairs. The VIN, mileage and description of repairs/damage are to be included.
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5.0

AMBRC/AML Warranty Requirements

Refer to the Warranty Policy and Procedure Manual for the full requirements surrounding warranty.
5.1

Warranty Labour Rate
Warranty and goodwill labour rates are to be defined the start of the Body Repairers activity as an
AMBRC and can be reviewed annually henceforth. The AMBRC’s labour rate shall not be greater
than the AMD’s labour rate.

5.2

Warranty Claiming (DCS Classic)
The AMD is required to claim for warranty repairs and reimburse the AMBRC. WW code
authorisation must be provided by AML prior to commencement of work.
The process is as follows:
1) AMBRC creates electronic estimate and emails to AMD
2) AMD verifies and sends estimate to AML
3) AML approve estimate and provide approval code by return email
4) AMD inform body repairer to commence works
5) AMD pays AMBRC when work is completed
6) AMD claims reimbursement through DCS classic.

5.3

Warranty Repair Estimates
Quotations for warranty repairs must be calculated using Audatex. Where Audatex is not provided,
quotations must include a breakdown of all costs, including parts and use AML’s labour operation
codes. Submission of Warranty Repair quotations is via Spotlight.

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Appendix I - Supply of Body Repair Services
Documentation (AMD & BRC)
BACKGROUND
(A)
(B)

(C)

AMD is an Aston MartineBay logo Lagonda Limited franchised dealer / authorised repairer.
AMD is authorised by Aston MartineBay logo Lagonda Limited to provide body repair services for AML
vehicles either itself or via a nominated sub-contractor, subject always to compliance with agreed
standards and terms. Accordingly, the AMD may, if it wishes, nominate an appropriate BRC for the
repair of AML vehicles and to enter into an agreement with such BRC on the terms of this
agreement.
BRC is a body repair centre which wishes to be nominated by the AMD to carry out body repairs
to Aston MartineBay logo vehicles and has entered into a trademark and compliance agreement in the form
required by Aston MartineBay logo Lagonda Limited (Appendix II - Trademark and Compliance Agreement)
in the form set out in the schedule to this agreement.

AGREED TERMS
1.

Interpretation

1.1

The definitions and rules of interpretation in this clause apply in this agreement.

AML: Aston MartineBay logo Lagonda Limited a company incorporated in England with company number 1199255.

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