47QMCA21R0008 Pre-Proposal Conference slides (posting) 08_25_2021.pptx

2022 Light Vehicles Pre-Proposal Conference GSA Vehicle Purchasing Solicitation

47QMCA21R0008

August 25, 2021

THIS MEETING WILL BE RECORDED

U.S. General Services Administration

AGENDA

Welcome Leonard Fedoruk, GSA Vehicle Purchasing Director Section 889 Part B Prohibited Telecommunications Equipment Gordon Scott, Light Vehicles Acquisition Branch RFP Overview and Proposal Submission Light Vehicles Acquisition Branch Contracting Team: Gordon Scott, Arielle Alman, Terri Elliott, & Zachary Shepherd AutoBid Instructions Joan Summers, GSA Operational Systems Branch

Federal Acquisition Service

Section 889 at GSA: Removing Prohibited Telecom from Government and Contract Supply Chains Ban unrolls in stages – Part A:

Effective August 13, 2019, the Government cannot obtain (through a contractor or other instrument) certain telecommunications equipment or services produced by the following companies and their subsidiaries and affiliates:

Huawei

ZTE

Hytera Hikvision Dahua

THE GOVERNMENT CANNOT OBTAIN BANNED TELECOM

Section 889 at GSA: Removing Prohibited Telecom from Government and Contract Supply Chains Ban unrolls in stages – Part B:

Effective August 13, 2020, the Government cannot contract with an entity that uses covered telecommunications equipment or services Applies to every sector: automotive, banking, building services, construction, general supplies and services, health care, higher education, information technology, leasing, nuclear power, OCONUS operations, professional services, travel and transportation, etc.

No matter what your company makes or sells, any technology your company uses must be checked to ensure that it does not include banned components

CONTRACTORS CANNOT USE BANNED TELECOM

RFP OVERVIEW

AND PROPOSAL SUBMISSION

Acquisition Lifecycle Update Solicitation Package Review Key Changes from FY21 Proposal Submission Evaluation Award Contract Administration

ACQUISITION LIFECYCLE UPDATE

AutoStandards AutoBid AutoChoice

Requirements Development Solicitation Proposal Submission** Evaluation Award/Order Placement **In addition to other proposal submission requirements of the RFP (Administrative Requirements/Technical Proposal)

SOLICITATION PACKAGE REVIEW

Significant Changes from FY21 Period of Performance: 60-month base period w/ no options All proposal documents MUST be submitted through FedConnect AutoBid is still used for pricing submission Open seasons will replace Next Model Year process New Weekly Status Reporting requirements New DIT procedures Added procedures for dealers to contact customers for vehicle pick-up LU options are included in the solicitation

OPEN SEASONS

New process taking the place of Next Model Year 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 Federal Standards process will be used AutoStandards AutoBid Submission templates for cut-off dates and new proposals Timing – target is Q2 each fiscal year

SOLICITATION PACKAGE REVIEW

Other Key Points Alternative Models will NOT be considered during this AutoBid cycle New models may be proposed during open seasons More than one model may be submitted and awarded per offeror per standard item number Proposal Template MUST be used (Attachment E1) Section 889 Part B reporting requirements

SOLICITATION PACKAGE REVIEW

All announcements/amendments are posted to SAM.gov Each solicitation contains its own unique:

General Information Schedule of Items Due date/time Periods of Performance Additional Requirements Clauses/Provisions Instructions to Offerors Evaluation Methods

Contracting Office is only POC after solicitation issuance

Each RFP is unique!

Always refer to the terms/conditions of each individual RFP

SOLICITATION PACKAGE REVIEW

Schedule of Items Outlines Government’s minimum requirements Includes applicable Federal Standards Estimated Quantities Other regulatory information Statutory Price Limitations Offered price - (destination charges + AS&E figures) = SPL calculation SPL calculation must be at/below the applicable statutory price limitation Substantial Transformation Determinations

SOLICITATION PACKAGE REVIEW

Other Requirements Includes administrative deliverables Points of contact/authorities Status reporting requirements Invoicing instructions Other submission requirements Notification of Vehicle Defects reporting requirement Recalls Technical Service Bulletins (TSBs) Warranty Extensions

SOLICITATION PACKAGE REVIEW

Clauses and Provisions Mandated by FAR/GSAM (supplemented as necessary) Clauses Terms or conditions applying after contract award, or both before and after award Become part of any awarded contract

CAN BE APPLICABLE TO PRIME’S SUBCONTRACTORS

Provisions Terms or conditions used only in solicitations and applying only before contract award Do not become part of awarded contract Full-text or Incorporated by Reference (IBR)

SOLICITATION PACKAGE REVIEW

Instructions to Offerors Provide instructions for proposal preparation Submission Content / Format of Proposals Read Section F.1 carefully Generally two separate submission requirements Electronic submission via FedConnect Volume 1 – Administrative Requirements Volume 2 – Technical Proposal Volume 3 – Electronic Printout of AutoBid AutoBid submission via AutoVendor portal Volume 3 – Pricing Proposal

Always refer to the instructions of each individual RFP

AUTOBID – 1122 PROGRAM

The 1122 program is owned and managed by DOD Allows states and units of local government to purchase equipment from federal sources.

Orders placed must be in support of counter-drug activities, homeland security, or emergency response activity.

1122 Program Details Vendor selects in AutoBid whether each item should be flagged as available for 1122 program No difference in how orders are received or shipped

SOLICITATION PACKAGE REVIEW

Evaluation Methods Evaluation Criteria Rating Structure Method of Award for Master Contract Lowest Price/Technically Acceptable (LPTA) No consideration of tradeoffs Method of Award for Delivery Orders AutoChoice Best Value Tradeoffs considered May not be lowest price

Always refer to the evaluation methods of each individual RFP

PROPOSAL SUBMISSION

DOs

USE THE PROPOSAL CHECKLIST

Read the entire RFP Follow ALL Instructions to Offerors Format/content/submission Follow prescribed File Naming Ensure your proposal addresses all requirements Ensure your AutoBid submission is accurate/complete Submit all Volumes as prescribed in the RFP

PROPOSAL SUBMISSION

DON’Ts Don’t submit late Late offers will not be considered Don’t submit one aspect (AutoBid) without all other requirements (Administrative/Technical) Don’t submit Administrative/Technical requirements as one document Instructions to Offerors outline file naming protocols

PROPOSAL SUBMISSION

DO NOT WAIT UNTIL LAST MINUTE

FEDCONNECT

Vendors must register in FedConnect to submit proposals www.fedconnect.net FedConnect resources attached to RFP Ready, Set, Go! guide

EVALUATION

Proposal documents will be downloaded from FedConnect Review of Administrative Requirements (responsiveness) Subcontracting Plans, Letters of Supply, Reps/Certs, EEO Clearances, etc.

Past Performance Evaluation CPARS, offeror-supplied past performance information Responsibility Determination Financials, Delivery Schedule, Performance, Facilities, etc.

This list is not exhaustive; each RFP has its own requirements

EVALUATION

Technical Proposal Evaluation Technical Evaluation Board Evaluation procedures in the RFP Contracting Officer may ask for proposal Clarifications Price Analysis

This list is not exhaustive; each RFP has its own requirements

EVALUATION

The Government reserves the right to award without discussions Be sure initial submission is complete, technically acceptable, and represents your firm’s best offer

Discussions may be conducted at CO’s discretion Competitive Range will be established based on initial proposals Discussions (negotiations) conducted as necessary Final Proposal Revisions (FPR) requested, if applicable Offeror will submit FPR, if applicable AutoBid will only reopen if discussions are conducted Final Evaluation and Price Analysis Recommendation for Award

AWARD

Source Selection authority makes award recommendation(s) Multiple Award Single Award Solicitation Clauses, Technical Proposal, Pricing Proposal, other Terms/Conditions become part of final award Award notices posted to SAM.gov AutoBid information is merged into AutoChoice Any approved technical exceptions are updated AutoChoice is opened for ordering

CONTRACT ADMINISTRATION

Ship vehicles in accordance with contract terms/conditions Weekly Status Reports including new reporting requirements Monthly Status Meetings, as applicable Notification of Vehicle Delays Notification of Vehicle Defects Vehicle Availability Listing (VAL) updates Other contract administration actions as necessary 95% on-time shipment performance benchmark

HELPFUL RESOURCES

www.gsa.gov – GSA website www.gsa.gov/automotive – Vehicle Buying website beta.SAM.gov – Government point-of-entry website www.acquisition.gov – FAR/GSAM website www.maritime.dot.gov – Maritime Administration (MARAD) website Matthew Duggan matthew.duggan@dot.gov Laura Mahoney laura.mahoney@dot.gov

DO NOT WAIT UNTIL LAST MINUTE

GSA Office of Motor Vehicle Management Center for Automotive Acquisition

FY 2022

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

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

Vendors must have a Dun & Bradstreet (DUNS) 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

How do I access AutoBid?

To access AutoBid, log into AutoVendor: https://AutoVendor.fas.gsa.gov To request an AutoVendor Account, email automotiveedi.partnerships@gsa.gov with the following information.

Company Name DUNS 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

Selecting a Vehicle Type

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

A list of vehicle types will appear to the right.

Selecting a Schedule Line A list of schedule lines will appear for the vehicle type, select one to view details

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.

Bid Detail Enter the required data.

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

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.

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

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

An option must be listed as Standard, Package, or Stand Alone on “Optional Equipment” tab to show up in new tab

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.

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

Joan Summers joan.summers@gsa.gov

CARS Line: (844) 472-1200

Vehicle Buying: vehicle.buying@gsa.gov

Still have Questions or Need More Information?

QUESTIONS?

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