47QMCA21R0008_FY25_Fall_OS_Industry_Day_notes_2025-05-07.pdf

May 7, 2025

Light Vehicles program FY25 Open Season Industry Day Invited Greg Benedict - QMAAA James Purdy - QMAAA Gordon Scott - QMAAA

ZACHARY SHEPHERD - QMAAA Justin Cook - QMAAA Jeff Park - QMAAA Brandon Posey - QMAAA Michael Davidson - QMAAA Lalitha Moses - QMA

Lauren Woods - QMACA Mark Brown - QMA Josip Dugandzic - CDBD Fisher Hallett - CDBD Heiser, Blake brian@usfleetsource.com Caleb Clauss

Carl Shoup Dalton Lopez Hairston, Debra (D.L.) fred.bouman@rrds.com Jack Leonard Johnsons Of Kingfisher Hee, Kristopher Kyle Stipe Lisa Kolka

Matthew Mashuda Nick Corley Fakih, Nader (N.) Nicole Daugard (C) Peter Pasgaard GAWDC RACHEL MALEC USFS Email Sara Lauritzen

Otterberg, Sean Shannon Ford Presher, Sandra (S.) Woolum, Tina (T.)

Runcie, Xavier Yuri Tello Anil Nair - QMDAA Dan Buckingham - QMDDB

Doruk Akyuz - QMDAA Erica Rollins - QMDA John McDonald - QMDAA John Hampson - QMDAA Leonard Fedoruk - QMDA Mike Chipman - QMDEA

Russell Miller - QMDAA Stephanie Gresalfi - QMDDA Jon Dipasquale - QMDDB

Attachments Light Vehicles program FY25 Open Season Industry Day

Meeting records Transcript Recording

Summary

The GSA light vehicles program open season industry day, led by Gordon Scott - QMAAA, covered FY25 and FY26 program updates, open season processes (explained by Justin Cook - QMAAA), and the new GSA fleet.gov system (detailed by Gordon Scott - QMAAA and Erica Rollins - QMDA). Key updates included expanding the managed vehicle count to 426,000 (Leonard Fedoruk - QMDA), clarifying tariff justification requirements (Leonard Fedoruk - QMDA), and outlining important deadlines, including the May 12th, 2025, GSA fleet.gov account request deadline and a July 8th, mailto:gregory.benedict@gsa.gov mailto:james.purdy@gsa.gov mailto:gordon.scott@gsa.gov mailto:zachary.shepherd@gsa.gov mailto:justin.cook@gsa.gov mailto:jeff.park@gsa.gov mailto:brandon.posey@gsa.gov mailto:michael.davidson@gsa.gov mailto:lalitha.moses@gsa.gov mailto:lauren.woods@gsa.gov mailto:mark.f.brown@gsa.gov mailto:josip.dugandzic@gsa.gov mailto:fisher.hallett@gsa.gov mailto:blake.heiser@holman.com mailto:brian@usfleetsource.com mailto:caleb@usfleetsource.com mailto:carl@gawdc.com mailto:dalton.lopez@rrds.com mailto:dhairsto@ford.com mailto:fred.bouman@rrds.com mailto:jleonard@americansprinter.com mailto:johnsonskgfr@gmail.com mailto:kristopher.hee@holman.com mailto:kyle.stipe@rrds.com mailto:lisa.kolka@gm.com mailto:mmashuda@model1.com mailto:ncorley@model1.com mailto:nfakih@ford.com mailto:nicole.daugard@gm.com mailto:peter@gawdc.com mailto:rachel.malec@stellantis.com mailto:roy@usfleetsource.com mailto:sara@gawdc.com mailto:sean.otterberg@holman.com mailto:shannon.ford@gm.com mailto:spreshe1@ford.com mailto:twoolum@ford.com mailto:xavier.runcie@holman.com mailto:yuri.tello@gm.com mailto:anil.nair@gsa.gov mailto:daniel.buckingham@gsa.gov mailto:doruk.akyuz@gsa.gov mailto:erica.rollins@gsa.gov mailto:jmcdonald@gsa.gov mailto:john.hampson@gsa.gov mailto:leonard.fedoruk@gsa.gov mailto:michael.chipman@gsa.gov mailto:russell.miller@gsa.gov mailto:stephanie.gresalfi@gsa.gov mailto:jonathan.dipasquale@gsa.gov https://www.google.com/calendar/event?eid=NTFlY2p1NXZidWVqOGpwMm91aWljOWM5cXUgZ29yZG9uLnNjb3R0QGdzYS5nb3Y ?tab=t.cdvxq97t8jvp https://drive.google.com/file/d/1bQRXd3T5Z6G1KMlWpXlaFkwdrDrz3Xng/view?usp=drive_web

2025 bid closing date (Justin Cook - QMAAA). The next steps involve utilizing the GSA fleet.gov system for bid submission and attending upcoming "ask the expert" sessions.

Details

● Meeting Overview: Gordon Scott - QMAAA opened the GSA light vehicles program open season industry day, covering FY25 and FY26. The meeting included presentations on program updates, open seasons, technical reviews, and the new GSA fleet.gov system. Attendees had ample time for questions (00:00:00).

● Program Updates and Expansion: Leonard Fedoruk - QMDA, purchasing director, discussed GSA Fleet's expansion, with the number of managed vehicles potentially increasing to 426,000. They noted increased demand for trucks and SUVs, while sedan demand is expected to remain flat (00:02:00) (00:09:52). They also highlighted significant cost creep and emphasized that contracts have no economic price adjustments, with price increases only allowed for substantive changes to the product (00:02:56).

● Tariff Clarification: Leonard Fedoruk - QMDA addressed tariffs, requiring suppliers to justify any price increases due to tariffs by specifying the tariff, dollar value, and the affected item. They stressed the importance of providing specific details to avoid multiple offer revisions (00:05:06) (00:08:02).

● Open Season Process: Justin Cook - QMAAA explained the open season process, referencing section C17 of the contract (00:11:40). They noted that FY26's fall open season will be replaced by the 2027 recompete. Existing contractors need to update award line items with new model year pricing and specifications (00:12:35). New models can be submitted during the bid period (00:13:49).

● Important Dates and Deadlines: Justin Cook - QMAAA provided key dates: GSA fleet.gov account requests due May 12th, 2025; bid period opening May 19th and closing July 8th, 2025; supplemental documents due July 8th, 2025 (00:14:53);

and award target date in September 2025 (00:16:05).

● Supplemental Submissions: Brandon Posey - QMAAA detailed supplemental submission requirements, including pricing entry in GSA fleet.gov. Technical exception worksheets are no longer required, with the information submitted via bid management. They also clarified requirements for law enforcement upfit quote worksheets and additional systems and equipment (AS&E) (00:17:12).

● Technical Reviews and Federal Standards: John Hampson - QMDFA discussed the technical review process, emphasizing that the open season is governed by the 2026 federal vehicle standards (00:21:01). They highlighted changes in the makes and models driven by the Nitsa system and the importance of addressing collisions and conflicts upfront (00:22:14) (00:24:27). They clarified that the system drives users into specific ranges, requesting technical exceptions if needed (00:25:27).

● GSA fleet.gov Bid Process: Gordon Scott - QMAAA explained the bid process in GSA fleet.gov, noting it replaces legacy auto vendor modules (00:27:30) (00:30:26). They described features such as self-service company profiles and streamlined bid management (00:28:21) (00:30:26). They emphasized the importance of early data entry to avoid last-minute issues (00:31:30).

● GSA fleet.gov Features and Tips: Gordon Scott - QMAAA highlighted several helpful features: downloading contract pricing reports from GSA.gov for a starting point (00:32:32); line item data copying and duplication; specific clarifications at different levels (00:34:25); automatic technical exception flagging (00:35:28); and line-by-line award capabilities (00:36:31). They also clarified the terminology change from "collisions" to "conflicts" for option conflicts (00:37:27).

● Questions and Answers: Several questions were addressed, including clarification on LU worksheets, handling emissions information for the 2026 model year, and accessing the meeting recording (00:42:37). Erica Rollins - QMDA provided additional guidance on using the GSA fleet.gov system (00:45:08), including the copy functionality and upcoming "ask the expert" sessions (00:46:54). The meeting concluded with the recording information being shared and additional resources cited (00:48:47).

Suggested next steps

Existing contractors will update all existing award line items in GSA fleet.gov by July 8th, 2025, including pricing, specifications, optional equipment, and any new models.

New offerers will submit proposals for new or existing model years in GSA fleet.gov between May 19th and July 8th, 2025.

New offerers will submit GSA fleet.gov account requests by May 12th, 2025, downloadable from sam.gov.

All contractors will submit bids and supplemental documents (LU quote worksheet and AS&E cost breakdowns) in GSA fleet.gov by July 8th, 2025 at noon Eastern time.

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