47QMCA21R0008_FY23_Fall_Open_Season_Conference_2023-07-11 (FINAL).pptx

2022 Light Vehicles 2023 Fall Open Season GSA Vehicle Purchasing (Year 3 of 5-year period of performance) Solicitation

47QMCA21R0008

July 11, 2023

THIS MEETING WILL BE RECORDED

U.S. General Services Administration

Gordon

AGENDA

Welcome Leonard Fedoruk, GSA Vehicle Purchasing Director Light Vehicles Program Introductions Nicole Quigley, Contract Specialist Open Season Process Light Vehicles Acquisition Branch Contracting Team:

Gordon Scott, Justin Cook, Brandon Posey, Nicole Quigley, & Zachary Shepherd FY24 Federal Standards – John Hampson, GSA Engineering AutoBid Instructions Mike Chipman & Caroline Kassar, GSA Operations and Maintenance Branch

Federal Acquisition Service

Gordon

OPEN SEASON

Automated process (AutoBid) in place of manual Next Model Year submissions Existing contractors can:

Update model year and pricing on awarded models (NMY) Propose entirely new models New offerors can:

Propose entirely new models Propose the next model year for models on contract FY24 Federal Stds (now published) will govern submissions

Zach

Statutory Price Limitation (SPL) SPL is $26,733 for sedans SPL is $27,873 for passenger vans and station wagons Offerors will have to submit “additional systems and equipment” itemized price calculation for applicable SINs AS&E = anything above what is necessary for the “ordinary operation” of the vehicle Evaluated price (offered price - AS&E - destination charge) must be below SPL

Zach

REQUEST FOR AUTOBID ACCOUNT

ALL contractors and new offerors must submit the posted form to automotiveedi.partnerships@gsa.gov Deadline July 18, 2023 Even existing contractors must submit a new form to ensure all account information is up to date

Brandon

NEW MODEL REQUESTS

Deadline: July 18, 2023 Existing contractors should submit list of makes/models for any new vehicles they wish to propose All awarded models will automatically be available in AutoBid This is specific to each contractor New offerors should submit a list of all makes/models they wish to propose Submit to John Hampson, GSA Vehicle Engineering Branch Chief, at john.hampson@gsa.gov (with CC to Gordon Scott at gordon.scott@gsa.gov)

Brandon

AUTOBID SCHEDULE

AutoBid will open on August 1, 2023, for all contractors/offerors who properly requested an AutoBid account AutoBid will close August 22, 2023, at Noon EDT

Justin

AUTOBID SUBMISSION

Data should be pre-populated from contract award For NMY models, enter any changes to model year, pricing, options, collisions, clarifications, fuel economy Any updates to minimum specifications will have to be submitted on a TEW Option pricing has to be re-entered, even if no change For models that are not changing, do not need to submit For new requested models, no data will pre-populate Minimum specifications will have to be submitted on a separate spreadsheet provided by GSA

Justin

SUPPLEMENTAL SUBMISSION

TEW for any changes to minimum specifications or new option code requests Be sure to define any equipment or options listed on TEWs Minimums spreadsheet for any requested new models Line Item Availability template for cutoff and reopening dates, shipment times, and any explanations of price increases Please provide accurate, realistic shipment timing ARO Revised LU Quote Worksheets for ALL LU options proposed Deadline will also be August 22, 2023, at Noon EDT

Gordon

How to fill out a TEW

Gordon

How NOT to fill out a TEW

Gordon

NEW OFFERORS

New offerors must also submit full proposal documents as outlined in the RFP See RFP Section F for proposal instructions, and Section G for Evaluation criteria New proposals will go through a full evaluation for responsiveness, responsibility, and technical acceptability just as all contractors have upon initial submission New offerors MUST reach out to the contracting team to set up a meeting to discuss proposal submission requirements

Nicole

To view recording of this presentation:

Recording may only be shared with GSA and GSA Affiliated Customer Accounts (GACA) To create a GACA email address, visit:

https://insite.gsa.gov/system/files/insite/GACA__GSAAffiliatedCustomerAccounts_FEB_2023-v3.pdf

Nicole

GSA Office of Motor Vehicle Management Center for Automotive Acquisition

FY 2023

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

Systems

AutoBid is a secure online application for submitting offers to GSA Automotive.

Vendors must have a Unique Entity Identifier (UEI) Number and should be registered in the System for Award Management (SAM).

AutoBid Opening and Closing dates are determined by GSA’s Office of Acquisition Operations.

Vendors are responsible for the accuracy of data submitted.

After Final Closing, vendors cannot make changes to their offers in AutoBid.

About AutoBid

Vendor is responsible for the accuracy of the data.

How do I access AutoBid?

To access AutoBid, log into AutoVendor: https://AutoVendor.fas.gsa.gov To request an AutoVendor Account, email the AutoVendor Account Request form to: automotiveedi.partnerships@gsa.gov.

Be sure these fields are completed:

Company Name UEI Number Address Business Size (small or large) User’s Name(s) Telephone Fax (unless an EDI vendor, this is the number orders will be faxed to) Email

Reminder: if there’s a change to account access or new vendor , please complete the autobid access form which is included in the solicitation documents

Selecting a Vehicle Type

Select AutoBid drop down and click on “Vehicle Type.”

A list of vehicle types will appear to the right.

To get started got to Vehicle type or Checklist report under the Autobid menu

Selecting a Schedule Line A list of schedule lines will appear for the vehicle type, select one to view details this is the vehicle type view- this example if for pick up trucks. Click on the schedule to open the bid page.

Bid Detail Enter the required data.

The “Current Price” (this price should include the Destination Charge), and the Destination Charge (list separately for analysis).

this is the bid detail. Please ensure that there’s a price information in each field. They can’t be left zero. If you don’t it won’t allow you to send to GSA.

Optional Equipment Click the OEM drop-down to update the Option Type, and enter a price for the new model year. (The package option allows for including, excluding, or requiring other options).

Here the optional equipment is displayed. Click the OEM drop-down to update the Option Type, and enter a price for the new model year. A price must be entered for a package option; a stand alone option may be “0” if it’s a no cost option - otherwise enter a price for the option.

Selecting the Package option will later enable you to add conflicts such as includes, excludes, or requires other options).

Checklist Report - Status A successfully submitted bid will have a status of “Submitted” and a Submitted to GSA Date populated.

once all bids have been submitted, you can go to the “Checklist Report” page to verify the status of each schedule line. A successfully completed bid will have a status of “Submitted” and date/time submitted to GSA OR “No bid”. Any schedule line in pending status is considered incomplete. If a bid in pending, you must go back, enter all the required data and click on the “Send to GSA” button.

General AutoBid Notes The bottom of each page contains the following buttons:

“Print Friendly” – Use to print a copy of the current page.

“Save“ – Use to save the current page.

“Send to GSA” – Use to submit the entire item to GSA. It’s not necessary to click “Send to GSA” for each Standard Item.

The bottom of the Bid Detail tab contains a “No Bid” button. Click this button if you wish to enter a “No Bid” for an item.

The left column on each page contains quick links to each Vehicle Type.

The left column on each page also contains links to the following reports:

The “Checklist Report” indicates which items have been submitted to GSA and which items are still pending.

“Print Current Schedule Line” prints all of the tabs for the current standard item.

Print All (Proof Copy)” provides a report of all items. Use this report to proof your items before submitting to GSA.

“Print All (Final Copy)” provides the hard copy submission of all items that you are required to submit to GSA. Print this report after submitting your items to GSA.

Problems take time to investigate. Please report immediately.

Here are some general Autobid notes for you to review. Reminder to save data periodically so you don’t lose any work. As mentioned, you must click “Send to GSA” to officially submit a bid. If you have any problems with access in the Autobid application, please report immediately because it’ll take us time to investigate. Do not wait until the last minute to notify us.

Caroline Kassar or Mike Chipman automotiveedi.partnerships@gsa.gov

GSA Vehicle Purchasing: 844-472-1200

Vehicle Buying: vehicle.buying@gsa.gov

Still have Questions or Need More Information?

with system related issues. All other issue should be discussed with contracting. The following slides include additional information in case you want to refresh your knowledge

Checklist Report Select AutoBid drop down and click on “Checklist Report”

Minimum Vehicle Requirements Displays the GSA minimum standards and OEM provided data for each item. This information cannot be modified in AutoBid. Contact the appropriate GSA engineer if you have any concerns about this data.

Other Features Where applicable, this tab contains additional information commonly required by our customers. This data is not part of the GSA Federal Vehicle Standards. Enter data as requested. All fields must be updated.

Conflicts For Package options, indicate the options that are included in, excluded from, or required with the package. Only options that are flagged as part of a package under the “Optional Equipment” tab are included in the “Select Option” drop down box. To add an option, go to the “Optional Equipment” tab and change the “Option Type.”

Conflicts, Excludes

1. Select the first option from the drop down box to which you would like to add exclusions. For example 1611, OEM Export Documentation Fee.

2. Click on the Excludes button

3. From the second set of drop down boxes, select the options that cannot be ordered with the package option. For example (1611 excludes CNSH and CNS). The second set of drop down boxes will only contain available GSA options for the selected standard item.

4. Hit the <Save> button to display input.

5. You can click the Edit link next to the display to add additional excluded options or to delete a set of exclusion.

Conflicts, Includes

1. Select the option from the drop down box that you would like to add inclusions to. For example AP, Adjustable Pedals.

2. Click on the Includes button

3. From the second set of drop down boxes, select the options that are included with the package option. These are options that the customer will automatically receive with the package option. For example (AP includes CRTS, PWL, RAD, RKE, RS, SRG). The second set of drop down boxes will only contain available GSA options for the selected standard item.

4. Hit the <Save> button to display input.

5. You can click the Edit link next to the display to add additional included options or to delete a set of inclusions.

6. GSA will not assume that one inclusion implies another. You must enter inclusions in both directions if applicable. For example, if D3 includes D7. GSA will not automatically assume that D7 includes D3.

Conflicts, Requires

1. Select the option from the drop down box that you would like to add requirements to. For example PT, Power Take Off Opening.

2. Click on the Requires button

3. From the second set of drop down boxes, select the options that must be ordered to obtain the package option. For example (PT requires E5 and D3).

4. Hit the <Save> button to display input.

5. After you hit the <Save> button, you will notice a new button appear on the screen. <Add New ‘OR’Set>. Use this feature if an option requires one set of options or another set. For example. T6 requires E5 or YD. PT requires (E5 and D3) or (YD and D3).

6. You can click the Edit link next to the display to update or delete your requirements list. You will also notice the new buttons <Previous Or Set> and <Next OR Set> for you to toggle through your OR conditions for a selected option.

The “Engine and Fuel” tab is where all engine spec ( cyl./liters), fuel type, MPG, and emissions data gets updated.

If the first 4 columns are not complete, you won’t be able to submit to GSA if you have additional emission information you feel you need to provide, use “Clarifications” tab

Checklist Report - Status A successfully submitted bid will have a status of “Submitted” and a Submitted to GSA Date populated.

once all bids have been submitted, you can go to the “Checklist Report” page to verify the status of each schedule line. A successfully completed bid will have a status of “Submitted” and date/time submitted to GSA OR “No bid”. Any schedule line in pending status is considered incomplete. If a bid in pending, you must go back, enter all the required data and click on the “Send to GSA” button.

Clarifications You may type out additional clarifications under this tab. Only use this tab for clarifications that do not involve Conflicts (inclusion, exclusion, requirements of other options). Examples include but are not limited to: delayed build dates, special instructions for delivery outside of the continental US, or limitation on options going to specific states. Do not use this tab to list your exceptions.

Colors Enter colors offered to the customer at no cost. If a cost is associated with a color, an option code must be created for the color in the “Optional Equipment” tab.

Pictures and Documentation

1. You can enter up to 10 pictures or load documentation.

2. The pictures must be in JPEG format. If you upload a picture in GIF format, it will upload as a document and will not be converted to a thumbnail.

3. The first picture, sequence number 1, will be the picture you will see as a thumbnail in the AutoChoice screen.

4. You can rearrange the sequence of the pictures and upload/delete pictures.

Pictures and Documentation Maintenance Mouse-over thumbnails to see a larger image.

To see slideshow of all the uploaded pictures, double-click on one of the photos.

Rearrange 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 screen.

Delete Button: User can delete unwanted pictures by selecting one or more pictures and then selecting the “Delete” button.

Refresh Screen: After loading the pictures, you will need to press the Refresh Screen button to see the latest uploaded pictures and documents.

Upload Image/Doc: Selecting this button will upload the jUpload program in another window. This program gives you the ability to load pictures and supporting documentation. This feature is described in detail in Paragraph 1 and Paragraph 2 above.

Clarifications You may type out additional clarifications under this tab. Only use this tab for clarifications that do not involve Conflicts (inclusion, exclusion, requirements of other options). Examples include but are not limited to: delayed build dates, special instructions for delivery outside of the continental US, or limitation on options going to specific states. Do not use this tab to list your exceptions.

Colors Enter colors offered to the customer at no cost. If a cost is associated with a color, an option code must be created for the color in the “Optional Equipment” tab.

Pictures and Documentation

1. You can enter up to 10 pictures or load documentation.

2. The pictures must be in JPEG format. If you upload a picture in GIF format, it will upload as a document and will not be converted to a thumbnail.

3. The first picture, sequence number 1, will be the picture you will see as a thumbnail in the AutoChoice screen.

4. You can rearrange the sequence of the pictures and upload/delete pictures.

Pictures and Documentation Maintenance Mouse-over thumbnails to see a larger image.

To see slideshow of all the uploaded pictures, double-click on one of the photos.

Rearrange 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 screen.

Delete Button: User can delete unwanted pictures by selecting one or more pictures and then selecting the “Delete” button.

Refresh Screen: After loading the pictures, you will need to press the Refresh Screen button to see the latest uploaded pictures and documents.

Upload Image/Doc: Selecting this button will upload the jUpload program in another window. This program gives you the ability to load pictures and supporting documentation. This feature is described in detail in Paragraph 1 and Paragraph 2 above.

QUESTIONS?

Gordon image1.jpg image2.jpg image6.png image7.png image8.png image9.png image10.png image11.png image12.png image13.jpg image14.png image15.png image16.png image17.png image18.png image19.png image20.png image21.png image22.png image23.png image24.png image25.png image26.png image27.png image28.jpg image3.png