Pre-Solicitation Conference PPT 04_29_2021.pptx

U.S. General Services Administration Federal Acquisition Service

Light Vehicles to include Sedans, Light Trucks, and SUVs

FY 2022-2027 Pre-Solicitation Conference April 29, 2021

This meeting will be recorded.

ACQUISITION PROCESS SUMMARY

AutoStandards AutoBid AutoChoice

Requirements Development Solicitation Proposal Submission** Evaluation Award Order Placement Contract Administration **See full proposal submission requirements of the RFP (Administrative Requirements/Technical Proposal/Pricing)

IMPORTANT DATES

April 29, 2021 – Pre-Solicitation Conference April 29, 2021 – AutoStandards opens after Conference May 3, 2021:

Requests for AutoStandards accounts due to Systems Additional Models due to Engineering May 17, 2021 – AutoStandards closes 3:00 PM Eastern May 20 – June 8, 2021 – Federal Standards public comment period July 6, 2021 – Federal Standards finalized July 13, 2021 – Solicitation posted to beta.SAM

AGENDA

Program/Project Management Vehicle Engineering & Supplier Management - Responsibilities IT Systems Support for Contracting GSA Procurement/Contracting Process Questions & Answer Session at the end of the presentation via web chat only.

Program Management Office

Len speaking to this? Yes.

Procurement/Acquisition Process

Review vehicle minimum standards Select items and options Evaluate price Make best value decision Verify Motor Vehicle Delivery Order (MVDO) immediately Check ship status in AutoChoice Inspect vehicle before delivery acceptance Ensure Certificate of Origin (COV) arrives

This slide shows customers role in the process.

Automotive & Vehicle Product availability…

Vehicles available year round Orders can be placed 24/7 via AutoChoice Closeout dates can be checked via Vehicle Availability List (VAL) “Rules of the Road” provides important updates Vehicle Buying email: vehicle.buying@gsa.gov

What does last bullet refer to?

Light Duty Light Duty – sedans/light trucks/vans/SUVs, Federal Standards 122/307:

Gary Hunt (engineer - garyson.hunt@gsa.gov) Anil Nair (engineer - anil.nair@gsa.gov) Vehicle Buying email: vehicle.buying@gsa.gov

What does last bullet refer to?

AGENDA

Development of Vehicle Standards & Requirements Technical Subject Matter Experts Product Inspections Product Acceptance from the Contractor

Vehicle Engineering & Supplier Quality Services - John Hampson, Bill Wesolowski

How much do we want to talk about this?

Development of Vehicle Standards

Draft standards are released each year and are commented on through public comment collector - industry and customers Standards finalized based on industry, customers, and GSA specification, NHTSA, DOT, & other Federal Regulations Commercially available vehicles only

Engineering Support Services

Market Research and Analysis of Alternatives Emerging Technologies Systems Engineering and Integration Statements of Work Up-fitting of Government Owned Vehicles (GOVs) Inspection/Acceptance

Engineering Support Services, continued

Project Planning and Management Industry Expertise Warranty/Post Delivery Support Certified Contracting Officer’s Representatives (COR)

Delivery Methods to GSA Drive away service/factory delivery service/your driver Flatbed Truck Railcar Export/Maritime carrier Sea or Air Transport GSA Fleet Sites Agency Customers Retail Dealers Sea Ports

How are vocations delivered? (JRH to check out)

GSA Engineering Resources are Available to Our Agency Customers & To Our Contractors

Performance Metrics – How GSA Evaluates Supplier Performance

Performance Standard for On-Time Shipment is 95% of your Period of Performance Total Current vendors Failure to meet benchmark for two successive periods could affect past performance evaluations New vendors Evaluated on prior commercial contracts

Helpful Resources to Assist Your Organization www.gsa.gov – General Services Administration www.gsa.gov/automotive – Vehicle Buying www.gsa.gov/autochoice – AutoChoice www.ptac.org - PTAC www.beta.sam.gov – beta.SAM www.acquisition.gov – FAR/GSAM

All links verified.

GSA Points of Contact

Kevin Gibson Contract & Supply Management

(703) 605-2930 kevin.gibson@gsa.gov

John Hampson Vehicle Engineering

(202) 619-8928 john.hampson@gsa.gov

Gordon Scott Vehicle Acquisition

(202) 251-7397 gordon.scott@gsa.gov

Len Fedoruk Purchase Division

(703) 605-3413 leonard.fedoruk@gsa.gov

Program Management Office Federal standards/minimums – Designed to specify a product that will perform the customer’s desired missions No experimental vehicles – We need vehicles with proven history and operation Inspections – are required upon delivery by end user to ensure the vehicle received is the vehicle specified and purchased Dates – New model not permitted after first AutoStandards closing Thank you! - Without your products the Federal Government would stop in its tracks

Vendor and Customer Support

(844) 472-1200 vehicle.buying@gsa.gov

LIGHT VEHICLES ACQUISITION SUPPORT

Contracting Team:

Greg Benedict - Branch Chief (gregory.benedict@gsa.gov) Gordon Scott - Contracting Officer (gordon.scott@gsa.gov) Arielle Alman - Contract Specialist (arielle.alman@gsa.gov) Terri Elliott - Contract Specialist (terri.elliott@gsa.gov) Zachary Shepherd - Contract Specialist (zachary.shepherd@gsa.gov)

Arielle

Contracting Responsibilities throughout the Acquisition Lifecycle Requirements Definition Acquisition Planning Solicitation Source Selection/Evaluation Award Contract Administration

Arielle

Acquisition Lifecycle & Systems

Requirements Definition

Acquisition Planning

Solicitation

Source Selection

Award

Contract Administration AutoStandards AutoBid AutoChoice

Arielle

Requirements Definition Starting point for acquisition process Develop customer requirements by collecting product and component information to meet a specific customer need Sources Sought Notice posted to beta.SAM Potential offerors must request an AutoVendor account to participate in acquisition process - Due May 3, 2021 AutoStandards process completed to establish 2022 Federal Vehicle Standards

Arielle

Acquisition Planning

Market Research performed Requirements are further defined Risks are addressed and mitigated Make/Models identified Clauses/Provisions Identified Contract type and period of performance determined Small business participation addressed

Zack

Solicitation Synopsis posted to beta.SAM one month prior to solicitation Request for Proposals (RFP) posted to beta.SAM with open/closing dates/times Offeror requests for explanation/information due to contracting team approximately 1 week after solicitation opens Any amendments to the solicitation will be posted to beta.SAM Full-and-open competition; FAR Part 12 and FAR Part 13 Multiple award Indefinite Delivery/Indefinite Quantity (IDIQ) contracts anticipated Period of Performance: 60 months (with no option periods)

Zack

Source Selection/Evaluation Responsibility Determination Financials, Delivery Schedule, Performance, Facilities, etc.

Past Performance Evaluation CPARS, offeror-supplied past performance information Technical Proposal Evaluation Separate Technical Evaluation Board Evaluation procedures defined in the RFP Price Analysis Contracting Officer may ask for proposal Clarifications

Each RFP is unique!

Always refer to the terms/conditions of each individual RFP

Zack

Award

Source Selection authority makes award recommendation(s) Multiple award IDIQ contracts Basis of award: lowest price technically acceptable (LPTA) per model per SIN Offerors can be awarded multiple models within each SIN Solicitation Clauses, Technical Proposal, Pricing Proposal, other Terms/Conditions become part of final award Award notices posted to beta.SAM Fuel economy & emissions data will be collected/confirmed by AFV team after contract awards

Zack

Contract Administration

Contract administration responsibilities retained by PCO Customers make vehicle selections in AutoChoice Vendors ship vehicles in accordance with contract terms/conditions Weekly Status Reports required Supplemental LU Status Report Notification of Vehicle Delays Notification of Vehicle Defects/Recalls Other contract administration actions as necessary 95% on-time shipment performance benchmark No minimum sales requirements

Terri

1-on-1 sessions available Any interested party that so desires can schedule a 1-on-1 session with GSA personnel to answer any questions related to the Solicitation or Light Vehicles program Please contact Terri Elliott at terri.elliott@gsa.gov to schedule a time

Terri

HELPFUL RESOURCES

www.gsa.gov – GSA website www.gsa.gov/automotive – Vehicle Purchasing website www.beta.sam.gov – beta.SAM website www.acquisition.gov – FAR/GSAM website

Terri

AutoVendor https://AutoVendor.fas.gsa.gov

AutoStandards: A web-based application used by vendors to provide vehicle technical data as it relates to the Federal Vehicle Standards. It displays GSA's minimum vehicle requirements and compiles vehicle specifications from manufacturers/vendors.

AutoBid: A web-based application used by vendors to submit offers in response to solicitations and program renewals.

Other Information: AutoVendor also provides modules to update vehicle status, update model colors/pictures and download reports.

What programs are available from AutoVendor?

How do I get an AutoVendor Account?

1. To request an AutoVendor account, email automotiveedi.partnerships@gsa.gov

2. After an account is set up, you will receive two emails:

One from vehicle.buying @gsa.gov with instructions One from automotiveedi.partnerships@gsa.gov with a temporary password

3. After entering your email and temporary password you will be sent a One-time verification code from MFA-No-Reply+noreply@gsa.gov

4. Lastly, you will be required to change your password

Multi-Factor Verification

Changing Password:

Enter the temporary password in the “Old password” field.

Then enter a “New Password.”

AutoStandards https://AutoVendor.fas.gsa.gov

AutoStandards is GSA Automotive’s web based application for vehicle standards and specifications. It is a sub-module of GSA’s AutoVendor web site.

Displays GSA’s minimum vehicle requirements.

Collects vehicle specifications from manufacturers/vendors.

What is AutoStandards

Selecting a Vehicle Type Select AutoStandards drop down and click on “Vehicle Type.”

A list of vehicle types will appear to the right.

Selecting a Vehicle Type Select the standard item number from list.

Minimum Requirements Tab Enter the Minimum Requirements here.

Optional Equipment Tab Enter Optional Equipment information here.

Checklist Report Select AutoStandards drop down and click on “Checklist Report.”

A list by vehicle type will appear showing what is pending and submitted.

This is a link to the model data for review.

Solicitation:

AutoStandards AutoBid

After Contract Awards:

Vendor Update's Status, Color and Pictures Monthly/Weekly Reports Documentation Main Menu Options - Acquisition Life Cycle:

Main Menu, select “Vendor Updates”;

From the drop down list box, select type;

Select schedule line;

Select type of update: Colors or Pictures

Updating Model Color and Pictures

Select the “Colors” tab and begin updating, adding or deleting colors for your available models.

* Disclaimer:

Orders placed by customers prior to the date and time of color changes will not reflect the new updates made to the color table.

Colors

Pictures/Documentation Maintenance

To maintain your pictures/documentation, select the “Pictures” tab under Vendor Updates to add or delete photos for your available models.

Mouse over the thumbnails to see larger size image. Or double click to see all.

Re-Arrange Button:

User can modify the sequence order of the pictures to be displayed in AutoChoice by editing the sequence number. The thumbnail in the first position is what will be displayed in the AutoChoice Choice screen.

Delete unwanted images.

Run Your Own Report:

Main Menu:

Select Report Builder Enter the date range, etc. Select the specific data.

To Process:

Select the file type.

Save your query.

Example Report:

Report Builder

General Notes about NEW AutoVendor Program:

Userid/Password:

Existing userid’s are still valid but will require a new password because of updated security requirements.

New users must send a written request to: AutomotiveEDI.Partnerships@gsa.gov

Vendor direct updates to AutoChoice:

Colors, photos, and status can be updated and maintained by the vendor.

Building reports:

Ability to customize your own report and save the query for future use.

CARS Line: 844-472-1200

Vehicle Buying: vehicle.buying@gsa.gov

Still have Questions or Need More Information?

image3.png image4.jpg image5.jpg image6.jpg image7.jpg image8.jpg image9.png image10.jpg image11.png image12.png image13.png image14.png image15.png image16.png image17.png image18.png image19.png image20.png image21.png image22.png image1.png image2.png