47QMCA21R0013 Solicitation Document 08_31_2021.pdf

U.S. General Services Administration 1800 F Street NW Washington, DC 20405 www.gsa.gov

Federal Acquisition Service

August 31, 2021

Dear Prospective Offeror:

The General Services Administration (GSA) appreciates your interest in Solicitation Number 47QMCA21R0013 for model year 2022 Transit Buses, for a base period of sixty (60) months, with no option periods.

This solicitation is targeted to original equipment manufacturers (OEMs), and their certified representatives, that meet all trade, regulatory, and other conditions required to sell transit buses to the United States Government. GSA Fleet is currently soliciting for furnishing Heavy Duty Low Floor Transit Buses for use by all Federal agencies throughout the continental United States to be acquired in accordance with the Federal Purchase Description (PD) specifications as provided herein: 40 Ft, 34 Passenger-Diesel; 40 Ft, 34 Pass-CNG; 40 Ft, 34 Pass-Diesel Electric Hybrid; 40 Ft, 39 Pass-Battery Electric; 60 Ft, 46 Pass-Battery Electric; 40 Ft, 39 Pass H2 Fuel Cell; and 60 Ft, 46 Pass H2 Fuel Cell. Please pay particular attention to the proposal submission requirements located in Section F.1 as well as the evaluation criteria in Sections G.1 and G.2 to ensure your proposal meets the requirements. Section B.6 – Substantial Transformation also contains important information for offerors to consider prior to submitting a proposal.

This solicitation document contains incorporated provisions and clauses in effect through Federal Acquisition Circular 2021-06 effective June 10, 2021. In order to conduct this acquisition most effectively, all notices and postings will be made at SAM.gov. Please be aware that the solicitation, questions and answers, comments, or any other information will not be disseminated via any other format. Be sure you check the web site regularly for any amendments. We suggest that you also bookmark GSA Vehicle Buying’s website as it contains information of interest associated with automotive programs at www.gsa.gov/vehiclebuying.

Offerors should propose their best pricing with their initial offers, as it is GSA’s goal to award without discussions. Note that substantially incomplete offers will be rejected.

Please contact me at (703) 605-9291 or craig.yokum@gsa.gov by 3 pm on September 13, 2021 if you have questions. I look forward to receiving your proposal!

Sincerely, Craig D. Yokum Craig D. Yokum Contracting Officer Light Vehicles Branch (QMAAA)

SOLICITATION 47QMCA21R0013

TABLE OF CONTENTS

SECTION A – GENERAL 5

A.1 ADDITIONAL INFORMATION FOR STANDARD FORM 1449 5

A.2 ACQUISITION DETAILS 7

SECTION B – SCHEDULE OF ITEMS AND VEHICLE REQUIREMENTS 8

B.1 SCHEDULE OF ITEMS AND FEDERAL STANDARDS 8

B.2 CONTRACT LINE ITEMS & PRICING 8

B.3 PREVIOUS & ESTIMATED PURCHASES 10

B.4 PRICING 10

B.5 GSA VEHICLE BUYING PROGRAM 10

B.6 SUBSTANTIAL TRANSFORMATION DETERMINATION 11

SECTION C – ADDITIONAL REQUIREMENTS 13

C.1 DELIVERABLES 13

C.2 WEEKLY & MONTHLY STATUS REPORTS 14

C.3 IDENTIFICATION OF VEHICLES 15

C.4 CONSIGNEE DELIVERY REQUIRED 15

C.5 CONSIGNEE DELIVERY TO DEPARTMENT OF DEFENSE FACILITIES 15

C.6 SHIPMENT DELAYS AND APPLICATION OF CONCESSIONS 16

C.7 NOTIFICATION OF VEHICLE DEFECTS/RECALLS 16

C.8 AVAILABILITY OF FUNDS 17

C.9 GUARANTEED MINIMUM QUANTITY 17

C.10 MAXIMUM QUANTITY OF SUPPLIES 17

C.11 CONTRACT ADMINISTRATION INFORMATION 18

C.12 VEHICLE AVAILABILITY LISTING (VAL) 19

C.13 OPEN SEASON PERIODS 20

C.14 PRICE REDUCTIONS 23

C.15 REQUISITIONS WITH ADDITIONAL REQUIREMENTS (AREQs) 23

C.16 NEW OPTIONAL EQUIPMENT CODES 23

C.17 DAMAGE-IN-TRANSIT PROCEDURES 24

C.18 INTERPRETATION OF CONTRACT REQUIREMENTS 25

C.19 ADDENDA TO THE SOLICITATION 25

SECTION D – SOLICITATION CLAUSES 26

D.1 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS – COMMERCIAL ITEMS

(JUL 2021) 26

D.2 52.216-18 ORDERING (AUG 2020) 32

D.3 52.216-19 ORDER LIMITATIONS (OCT 1995) 32

D.4 52.216-22 INDEFINITE QUANTITY (OCT 1995) 33

D.5 52.217-2 CANCELLATION UNDER MULTI-YEAR CONTRACTS (OCT 1997)

D.6 52.223-11 OZONE-DEPLETING SUBSTANCES AND HIGH GLOBAL

WARMING POTENTIAL HYDROFLUOROCARBONS (JUN 2016) 35

D.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 36

D.8 252.227-7015 TECHNICAL DATA – COMMERCIAL ITEMS (FEB 2014) 37

D.9 552.211-75 PRESERVATION, PACKAGING, AND PACKING (FEB 1996) 39

D.10 552.211-77 PACKING LIST (FEB 1996) 39

D.11 552.211-81 TIME OF SHIPMENT (FEB 1996) (ALTERNATE I—FEB 1996) 40

D.12 552.211-91 VEHICLE DECALS, STICKERS, AND DATA PLATES (JAN 2010)40

D.13 552.212-71 CONTRACT TERMS AND CONDITIONS APPLICABLE TO GSA

ACQUISITION OF COMMERCIAL ITEMS (MAY 2019) 40

D.14 552.216-72 PLACEMENT OF ORDERS (JAN 2016) (ALTERNATE I – AUG

2010) 41

D.15 552.246-71 SOURCE INSPECTION BY GOVERNMENT (JUN 2009) 42

D.16 DELIVERY HOURS 44

D.17 STATEMENT OF ORIGIN (APR 1984) 44

D.18 QMAA-525 FIRST PRODUCTION VEHICLE (AUG 2019) 44

D.19 225.7004 (DOD) RESTRICTION ON ACQUISITION OF FOREIGN BUSES 44

SECTION E – SOLICITATION PROVISIONS 47

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR

EQUIPMENT (OCT 2020) 47

E.2 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR

SERVICES-REPRESENTATION (OCT 2020) 49

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT

2018) 50

E.4 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-

COMMERCIAL ITEMS (FEB 2021) 51

E.5 52.215-6 PLACE OF PERFORMANCE (OCT 1997) 65

E.6 52.215-20 REQUIREMENTS FOR CERTIFIED COST OR PRICING DATA

AND DATA OTHER THAN CERTIFIED COST OR PRICING DATA (OCT 2010)

(ALTERNATE IV – OCT 2010) 65

E.7 52.216-1 TYPE OF CONTRACT (APR 1984) 66

E.8 52.225-18 PLACE OF MANUFACTURE (AUG 2018) 66

E.9 52.233-2 SERVICE OF PROTEST (SEP 2006) 66

E.10 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998) 67

E.11 552.216-73 ORDERING INFORMATION (AUG 2010) (ALTERNATE I—SEP

1999) 68

E.12 E-FSS-514 PRODUCTION AND INSPECTION POINT(S) (JUN 1990) 68

SECTION F – INSTRUCTIONS TO OFFERORS 69

F.1 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL

ITEMS 69

F.2 PERIOD FOR ACCEPTANCE OF OFFERS 77

F.3 L-FSS-490 UNSOLICITED SAMPLES, DESCRIPTIVE LITERATURE, OR

BRAND NAME REFERENCES (APR 1984) 78

F.4 L-FSS-59 AWARD (APR 1984) 78

F.5 PRE-PROPOSAL CONFERENCE 78

SECTION G – EVALUATION 79

G.1 EVALUATION 79

G.2 ADJECTIVAL RATINGS 79

G.3 OPEN SEASON PROPOSAL EVALUATION METHOD 81

G.4 METHOD OF AWARD FOR THE MASTER CONTRACT 81

G.5 METHOD OF AWARD FOR REQUISITIONS PLACED AGAINST THE

MASTER CONTRACT 81

G.6 CHANGES TO REQUISITIONS 83

SECTION A – GENERAL

A.1 ADDITIONAL INFORMATION FOR STANDARD FORM 1449

NEW THIS YEAR: Offerors must register for a FedConnect account at www.fedconnect.net; all proposals must be submitted through FedConnect, not by email (pricing submissions will still be through the AutoBid system). Please see attachments Q1-Q3 for more information regarding FedConnect.

Electronic copies of proposals are due Wednesday, September 29, 2021, at 12:00pm noon Eastern.

AutoBid will close Monday, September 27, 2021, at 3:00pm Eastern. Please review FAR 52.212-1

– Instructions to Offerors – Commercial Items (Jun 2020) for information regarding timely electronic proposal submission information:

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2) (i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and-

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B)There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

Complete electronic file formatting instructions and FedConnect submission requirements are located in Section F.1.

This solicitation will remain open beyond the closing date, September 29, 2021, for Standard Item 888E, representing motor vehicles which operate on new emerging technology. The Government will accept electronic proposals at any time after September 29, 2021, for Standard Item 888E, but will evaluate proposals received in the order in which they are received.

New offerors may also submit proposals under this solicitation during the “open season” period of each year during the sixty-month period of performance – please see Section C.13 for further details on open seasons.

Standard Item 888E proposals from existing contractors received after the initial September 29, 2021, solicitation closing should be submitted electronically via FedConnect. Due to systems constraints within FedConnect, Standard Item 888E proposals as well as open season proposals from new offerors should be sent to the following email addresses: craig.yokum@gsa.gov with a carbon copy to brandon.posey@gsa.gov and ontheroad@gsa.gov. Should FedConnect functionality be added for new offerors during the contract period of performance, GSA will issue submission instructions via special notice under this solicitation.

Electronic proposals for Standard Item 888E as well as proposals from contractors submitted during any open season period, should be sent to the following email address:

craig.yokum@gsa.gov with carbon copies to brandon.posey@gsa.gov and ontheroad@gsa.gov

AutoBid WILL NOT open for pricing submission during the supplemental evaluation periods for Standard Item 888E. Pricing information should be included on the mandatory 888E submission template along with all other required technical data (Attachment E3).

Any models submitted under Standard Item 888E or during open season periods and approved by GSA Engineering are considered within the scope and intent of the solicitation and, based on the discretion of the Government, may be executed either by modification to the vendor’s contract or new contract award.

SMALL BUSINESS SIZE STANDARD (SF1449 BLOCK 10): This acquisition is classified under NAICS code 336211 – Motor Vehicle Body Manufacturing. Per the SBA size standards located at https://www.sba.gov/document/support--table-size-standards, effective August 19, 2019, the small business size standard for NAICS 336211 is 1,000 employees. However, per FAR 52.212-1(a):

(a) North American Industry Classification System (NAICS) code and small business size standard.

The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

Non-OEM offerors will be measured against the 500-employee small business size standard prescribed in FAR 52.212-1(a).

A.2 ACQUISITION DETAILS

FSC GROUP: 2310

PRODUCT: Passenger Motor Vehicles

NAICS: 336211

PERIOD: The period of performance is a base period of sixty (60) months from October 1, 2021

(or the date of contract award, whichever is later), through September 30, 2026, with no option periods.

Oral or written requests for explanation or information regarding this solicitation should be directed to:

U.S. GENERAL SERVICES ADMINISTRATION

Light Vehicles Branch (QMAAA) craig.yokum@gsa.gov, (703) 605-9291with carbon copies to brandon.posey@gsa.gov and ontheroad@gsa.gov

SECTION B – SCHEDULE OF ITEMS AND VEHICLE REQUIREMENTS

B.1 SCHEDULE OF ITEMS AND FEDERAL STANDARDS

The Schedule of Items can be found in Attachments H1 through H7 as follows:

Attachment No. Description H1 Schedule of Items – New Flyer H2 Schedule of Items – NOVA Bus H3 Schedule of Items – Eldorado National Co H4 Schedule of Items – Gillig LLC H5 Schedule of Items – BYD Coach and Bus LLC H6 Schedule of Items – Proterra H7 Schedule of Items – Item 888E

Please note, the full solicitation number for Attachments H1-H7 should include the uniform Procurement Instrument Identification (uPIID) format of “47QMCA21R0013”; however, the Schedule of Items currently shows a truncated version of the previous format “CY-210013-N” due to systems constraints. In addition, the word “advised” is truncated below each line item designation. The statement should read “OFFERORS SHALL FURNISH A PRICE FOR ALL

AVAILABLE OPTIONAL EQUIPMENT LISTED BELOW. OFFERORS’ ADVISED

PRICING FOR BELOW THE LINE OPTIONS WILL BE EVALUATED FOR PRICE

REASONABLENESS ONLY.”

Vehicles to be provided under this acquisition must adhere to Federal Vehicle Standards outlined in the Purchase Descriptions (PDs) (see Attachments F1-F9).

Only those models submitted during the AutoStandards process and included in the PDs (see Attachments F1-F9) will be considered for award. Per the Sources Sought notice posted on April 29, 2021 in SAM.gov, there will not be an opportunity to submit alternative models since this solicitation has been released. After-market conversions of factory vehicles are considered out of scope for this acquisition and will not be considered. Only those non-tactical makes/models included in the Standard Items identified in Attachments H1-H6 will be accepted for review.

Instructions to Offerors relating to AutoBid are included in Section F.1.

B.2 CONTRACT LINE ITEMS & PRICING

Commercial pricing structures are desired to the fullest extent practicable. Offerors may propose one or more standard item numbers (SINs) solicited herein, and may offer and be awarded more than one model per standard item number (only to the extent such models were included in the Purchase Descriptions’ AutoStandards submission). Offerors must meet the standards specified for each item number offered and follow the proposal submission instructions noted in herein.

Attachments G and H1-H7 provide the Schedule of Item and Minimums and Options, in Excel and PDF formats, respectively.

The Offeror shall submit pricing on the Standard Item Numbers for Transit Buses in accordance with the attached Purchase Description Specifications, as follows:

STANDARD ITEM NUMBER (SIN) 377A:

Bus-Transit-Heavy Duty-Low Floor-40 Ft. 39 Passenger-Diesel

STANDARD ITEM NUMBER (SIN) 377B:

Bus-Transit-Heavy Duty-Low Floor-40 Ft. 39 Passenger-CNG

STANDARD ITEM NUMBER (SIN) 377C:

Bus-Transit-Heavy Duty-Low Floor-40 Ft. 39 Passenger-Diesel Electric Hybrid

STANDARD ITEM NUMBER (SIN) 377D:

Bus-Transit-Heavy Duty-Low Floor-40 Ft, 39 Passenger-Battery Electric

STANDARD ITEM NUMBER (SIN) 377E:

Bus-Transit-Heavy Duty-Low Floor-60 Ft, 46 Passenger-Battery Electric

STANDARD ITEM NUMBER (SIN) 377F:

Bus-Transit-Heavy Duty-Low Floor- 40 Ft, 39 Passenger-Hydrogen Fuel Cell

STANDARD ITEM NUMBER (SIN) 377G:

Bus-Transit-Heavy Duty-Low Floor- 60 Ft, 46 Passenger-Hydrogen Fuel Cell

STANDARD ITEM NUMBER (SIN) 377H:

Bus-Transit-Heavy Duty-Low Floor- 40 Ft, 39 Passenger-Battery Electric - Zion NP

STANDARD ITEM NUMBER (SIN) 377I:

Bus-Transit-Heavy Duty-Low Floor- 60 Ft, 46 Passenger-Battery Electric - Zion NP

INSPECTION: ORIGIN

ACCEPTANCE: ORIGIN

FOB POINT: DESTINATION

SHIP TO: SHIPMENT INFORMATION WILL BE IDENTIFIED ON THE INDIVIDUAL

DELIVERY ORDERS ISSUED.

OFFERORS SHALL FURNISH A PRICE (AND ADDITIONAL SHIPMENT DAYS, AS

NECESSARY) FOR ALL AVAILABLE OPTIONAL EQUIPMENT LISTED IN

AUTOBID. YOU ARE ADVISED THAT PRICING FOR VEHICLE OPTIONS WILL BE

EVALUATED FOR PRICE REASONABLENESS ONLY.

B.3 PREVIOUS & ESTIMATED PURCHASES

The "Quantity” and “Value" columns below show historic quantities of transit buses purchased.

Period Customer Type Qty Value GSA Contract FY2005 Yosemite NP HEV 18 $9.6M GS-30F-P0041 FY2008 Grand Canyon NP CNG 20 $8.4M GS-30F-T0013 FY2009 Yosemite NP (ARRA) HEV 4 $2.5M GS-30F-W0034 FY2009 Grand Canyon NP (ARRA) CNG 6 $2.9M GS-30F-W0033 FY2009 GSA Fleet (ARRA) CNG 5 $2.3M GS-30F-V0032

FY2012 NAVFAC CNG 1 $450K GS-30F-Y0003

FY2014 GSA Fleet (Navy) HEV 4 $2,3M GS-30F-Y0003 FY2016 Yosemite NP HEV 2 $1.5M GS-30F-Y0003 FY2018 Grand Canyon NP CNG 3 $1.6M GS-30F-HA021 FY2018 GSA Fleet Diesel 3 $1.4M GS-30F-HA021 FY2019 Yosemite NP HEV 8 $4.9M GS-30F-HA021 FY2019 GSA Fleet Diesel 3 $1.3M GS-30F-HA021

Please note that historic information is not an indication of future sales under this program nor is a guarantee that the same volume will be achieved.

The estimated quantities are provided in Attachment I – FY2022-FY2026 Estimated Quantities.

Attachment J1 – Optional Equipment Analysis, and Attachment J2 – Optional Equipment Combination Analysis illustrate the transit bus optional equipment purchased from FY2005 and 2018, respectively.

B.4 PRICING

Commercial pricing structures are required. An offeror may propose one or more standard item numbers solicited herein, and may offer and be awarded more than one model per standard item number only to the extent such models were included in the Purchase Descriptions’ AutoStandards submission. An offeror must meet the standards specified for each item number offered and follow the proposal submission instructions noted in Section F.

B.5 GSA VEHICLE BUYING PROGRAM

GSA awards and administers the Vehicle Buying program. The program in its entirety purchases over $1.5 billion annually in high-quality vehicles and automotive services at significant savings for customer agencies. Under this program, GSA enters into contracts with commercial firms to provide commercial products at stated prices for given periods of time. GSA’s Vehicle Buying program offers a large selection of vehicles and related products and services. GSA is the mandatory source for all new, non-tactical buses purchased in the United States for Executive branch agencies. As a procurement agent of the United States Government, GSA is responsible for issuing solicitations and awarding contracts to meet this obligation. GSA accepts requisitions from eligible parties in accordance with GSA Order OGP 4800.2I (http://www.gsa.gov/portal/content/104212).

GSA’s Vehicle Buying program simplifies the procurement process for Federal agencies and industry partners. GSA ensures that potential vendors meet the responsibility determinations required by Federal Acquisition Regulation (FAR) Part 9 and offer products that meet Federal Vehicle Standards as described in the Purchase Descriptions. GSA also examines the base vehicle and optional equipment prices received as a result of this competitive procurement to determine price reasonableness as it leverages the Government’s purchasing power. Following the GSA Vehicle Buying program ordering procedures, agencies will make a best value determination and place their requisitions directly through AutoChoice, GSA’s online vehicle requisitioning portal.

AutoChoice is GSA’s secure on-line ordering application for light vehicles, ambulances, medium/heavy vehicles, buses, wreckers, and car carriers (see Attachment P). With AutoChoice, agencies can:

● Configure vehicles and choose vehicle equipment options

● Utilize side-by-side comparisons of each competitor’s vehicle model

● Calculate actual vehicle prices for the configured vehicle

● View Federal Purchase Descriptions

● View vendors’ on-time delivery past performance

● Select the vehicle that provides the best value considering price, business size, MPG/GPM, delivery availability, mission requirements, vehicle country of origin and/or percentage of American-made content, and time of shipment

● Specify the requested delivery location

● Submit vehicle requisitions to GSA online

● Check vehicle requisition status

● Link to the National Highway Traffic Safety Administration (NHTSA) website to view crash test ratings and recall information

Further information about the GSA Vehicle Buying program can be found at www.gsa.gov/vehiclebuying.

B.6 SUBSTANTIAL TRANSFORMATION DETERMINATION

Offerors certify, by submission of a proposal, that all products are compliant with the Trade Agreements Act (TAA) as specified in FAR 52.225-5 and 52.225-6. If significant proposed vehicle(s) component(s) are from a non-TAA compliant country, the offeror is required to supply a binding ruling of Substantial Transformation from the Office of Regulation and Rulings, Office of International Trade, Customs and Border Protection with proposal submission. Offerors are advised the process for obtaining a binding ruling can take up to 120 calendar days. Failure to provide a binding ruling for these products with proposal submission will result in any applicable awarded items remaining closed for ordering in AutoChoice until such time the determination has been provided. These components include, but are not limited to, vehicle gliders/chassis, engines, and powertrains. It is the offeror’s responsibility to request a determination, and such requests should be made in writing to the following:

Customs and Border Protection Office of International Trade Office of Regulation and Rulings 799 9th Street NW; 7th Floor Washington, D.C. 20229-1177 202-325-0100

Any questions related to this requirement should be directed to Contracting Officer Craig Yokum at craig.yokum@gsa.gov or (703) 605-9291 prior to proposal submission.

SECTION C – ADDITIONAL REQUIREMENTS

C.1 DELIVERABLES

In addition to the vehicles purchased, the following deliverables are required:

Description Due No Later Than To Weekly Status Report

(see Attachment N for format and Attachment O1 for example)

Each Friday Once Orders Have Been Placed automotiveedi.partnerships@gsa.gov;

craig.yokum@gsa.gov;

brandon.posey@gsa.gov;

and ontheroad@gsa.gov

Monthly Report (see Attachment O2 for example)

The 10th Calendar Day of Each Month craig.yokum@gsa.gov;

brandon.posey@gsa.gov;

and ontheroad@gsa.gov

Shipment Delays 30 Calendar Days Prior to Shipping craig.yokum@gsa.gov;

brandon.posey@gsa.gov;

and ontheroad@gsa.gov

Notification of Vehicle Defects/Recalls

Within 1 week of public announcement

Consignee, with a copy to the Contracting Officer in accordance with Section C.7

Vehicle Availability Listing

As required

Contracting Officer

Request for Vehicle Inspections (to include RPN and VIN of units to be inspected)

10 Calendar Days in Advance of Requested Inspection

Assigned Vehicle Inspector and/or Contracting Officer’s Representative (only for Source Inspections or First Production Vehicles per sections D.16 and D.18)

The Contractor must deliver via email one (1) electronic copy of each deliverable to the designated persons listed below (see Sections C.2 and C.11) on the date it is due in Microsoft Office, Word 2010, PowerPoint 2010, Project 2010, or Excel 2010 format (or compatible version), as appropriate, for the deliverables specified herein, whether verbally requested or not.

Changes to delivery points of contact must be issued to the Contractor by email notification. All deliverables must be delivered no later than the date specified herein.

Offerors may download the solicitation and make electronic copies of necessary items for submission. For their own records, offerors are responsible for downloading and making complete copies of the solicitation, the terms of which are incorporated in the contracts.

C.2 WEEKLY & MONTHLY STATUS REPORTS

**For purposes of this deliverable, for North American production/assembly the ship date is defined as the moment a vehicle leaves the manufacturer’s production facility.

The Contractor shall furnish to the Operations and Maintenance Branch (QMDEA) an electronic report covering the progress of each order placed under contract on a weekly basis. The information required by the Government shall be reported on an excel spreadsheet, in accordance with instructions provided by the CO. See Attachment N for the excel spreadsheet format. A sample Weekly Report is included as Attachment O1. Reports shall be forwarded electronically, on Friday of each week (or following Monday), to the email addresses below.

automotiveedi.partnerships@gsa.gov; craig.yokum@gsa.gov; brandon.posey@gsa.gov;

and ontheroad@gsa.gov

The Contractor shall furnish to the Contracting Officer (CO) a report covering orders received and shipments made during each calendar month of contract performance. The information required by the Government shall be reported on an excel spreadsheet, Status Report of Orders and Shipments, in accordance with instructions provided by the CO. See Attachment O2 for the excel spreadsheet format.

Reports shall be forwarded electronically, no later than the tenth day of each month, to the email addresses below.

craig.yokum@gsa.gov; brandon.posey@gsa.gov; and ontheroad@gsa.gov

Additionally, the status report will also be used to calculate your on-time shipment performance against the contract time of shipment. The customer will be able to view the percentage of vehicles shipped on time by each contractor in AutoChoice. It is an avenue for customer agencies to evaluate the contractor’s performance when making a best value decision when selecting a vehicle.

Your file can be sent in either of the following two formats which are attached:

1. XLS: Send data as an EXCEL file via an email attachment to AutomotiveEDI.Partnershps@gsa.gov.

2. EDI: Data collection is in X12 format (870 transactions set version 3010). Please contact Terry Koniarski at 703-605-9505 for further information in this electronic data interchange.

Please see Attachment N for AutoChoice Status Report layout and instructions. Please note: the Government is currently finalizing new contractor weekly status reporting requirements; the current procedures as listed herein will remain in place until new procedures are finalized, which will be incorporated into any contracts resulting from this solicitation by bilateral modification per FAR Part 52.243-4 – Changes.

In addition to the above, the Government will seek vehicle-level data from contractors for all orders placed, to include RPN, VIN, optional equipment, production/shipment status, and other fields to be determined. The Government will work with contractors after award to finalize this requirement and submission procedures. Final requirements will be incorporated into any contracts resulting from this solicitation by bilateral modification per FAR Part 52.243-4 – Changes.

C.3 IDENTIFICATION OF VEHICLES

The contractor must show the applicable GSA Requisition Purchase Number (RPN) on the carrier’s freight bill or other document used in the delivery of vehicles awarded FOB destination under this solicitation. This information is essential to the consignee for identification purposes.

Vehicles will not be accepted by the Government without this identifying number.

Contractor’s Monroney label is also acceptable if it provides all of the required data.

C.4 CONSIGNEE DELIVERY REQUIRED

Deliveries under this contract shall be made to the destination specified in the consignee address block on the delivery order.

C.5 CONSIGNEE DELIVERY TO DEPARTMENT OF DEFENSE FACILITIES

For requisitions placed and designated for delivery to a Department of Defense (DoD) facility, offerors are advised that many installations have adopted RAPIDGate as a credentialing system for entry to facilities. For many military installations, transporters are now recommended to have a RAPIDGate credential to enter a facility to make deliveries (to include motor vehicle transporters). DoD and other Government agencies will continue to implement these credentialing requirements to ensure controlled access to Government facilities.

For more information on RAPIDGate, including cost and application procedures, please visit http://www.rapidgate.com/rapidgate-program. Offerors are encouraged to consult with transport carriers used in the performance of this contract to recommend compliance with RAPIDGate access to applicable facilities. Without RAPIDGate, vendor representatives will still be allowed access to applicable facilities; however, they will be required to undergo standard security checks.

A current list of facilities utilizing RAPIDGate can be found at https://www.fortiorsolutions.com/products/rapidgate/.

C.6 SHIPMENT DELAYS AND APPLICATION OF CONCESSIONS

A vehicle not produced, inspected and shipped in accordance with the contract time of shipment is deemed late. The contractor is required to advise the Government of the delay a minimum of 30 calendar days prior the shipment date and establish a new shipment date and offer concession to the Government to remove the vehicle(s) from default status. The concession is one percent (1%) of the awarded unit price per 30 calendar day interval. Late shipments in excess of 30 calendar days will be prorated daily. In accordance with FAR 52.212-4(f), concessions will not be required for delays that are beyond the reasonable control and without the fault or negligence of the contractor or subcontractor. None of the aforementioned shall be regarded as an extension, waiver, or abandonment of the delivery schedule or a waiver of the Government's right to terminate for cause.

This concession mechanism shall also apply in instances where vehicles purchased under contracts resulting from this solicitation suffer extended downtime awaiting repairs covered by warranty.

Concessions in accordance with the terms listed above may be assessed at the discretion of the Contracting Officer in instances of extended vehicle downtime.

C.7 NOTIFICATION OF VEHICLE DEFECTS/RECALLS

For vehicles delivered under this contract, any notification of defects pursuant to 49 CFR 577.7 must be addressed to the consignee mailing address unless otherwise instructed by the Government.

In addition, in order to increase recall closure rates and provide enhanced oversight, GSA is capable of receiving electronic notifications of announced recalls, field service actions/customer service bulletins, technical service bulletins (TSB), and/or warranty extensions. Vendors must inform GSA as to their ability to transmit this data electronically.

If available, indicate preferred options for data transmittal (e.g. Secure file transfer protocol (SFTP), file type (e.g. .XLSX, .CSV, .TXT), and available data fields, e.g.

● VIN

● Recall Code

● Recall Type (e.g. Safety, Not Safety, Warranty)

● NHTSA ID, if applicable

● Description

● Remedy Status (e.g. Actionable, Not Actionable, Parts Not Available)

● Repair Status (e.g. Open, Closed)

● Date Announced

● Date Actionable

● URL for Customer Notification Letter

C.8 AVAILABILITY OF FUNDS

The Government anticipates making an award on all items specified in the Schedule of Items.

Quantities provided are an estimate only and are not a guarantee of orders to be placed under any resultant contract. Customer agencies verify availability of funds when submitting requisitions.

C.9 GUARANTEED MINIMUM QUANTITY

In accordance with FAR 16.504(a), the quantity limits may be expressed as number of units or as dollar values. The minimum quantity of supplies that the Government guarantees to order during the period of this contract is $10,000. If at the end of the contract period the vendor has not received an order, upon request the Government will pay the contractor the guaranteed minimum dollar value. The minimum quantity dollar value is for the entire sixty (60) month contract period, and not for each line item awarded. No minimum quantity of units is guaranteed.

(a) Request for payment of any amount due under this clause must be submitted, in writing, to the Contracting Officer within 30 days after the end of the contract period.

(b) The guaranteed minimum does not apply if the contract is terminated for cause or if the

Contractor has not performed in accordance with the terms and conditions of the contract.

C.10 MAXIMUM QUANTITY OF SUPPLIES

The Government anticipates making multiple awards under this acquisition. In accordance with FAR 16.504(a)(4)(ii), the maximum quantity of supplies the Government will acquire under this contract will be established for each resultant contract based on the items awarded. Each resultant contract will have its own maximum quantity established, and the maximum quantity for each awarded contract may differ. For each successful offeror, the estimated dollar value of all awarded line items specific to that contract from Attachment I – 2022 Model Year Estimated Quantities will be added together to determine the maximum quantity of supplies in dollars for the contract period. As the estimated quantities in Attachment I are based on a twelve-month ordering cycle, the total dollar value for the sum of the awarded line items will be multiplied by five to obtain a total maximum quantity of supplies in dollars for the full sixty-month period of performance.

Inflation will be taken into account during open season periods.

Attachment I – 2022 Model Year Estimated Quantities also includes the maximum sum of dollars to be spent by the Government on individual orders placed under contracts awarded under this solicitation. No individual contract awarded under this solicitation will be valued in excess of this maximum sum. Though the sum of the estimated values of contracts awarded under this solicitation may exceed the maximum sum included in Attachment I, the Government will not place a sum of orders under contracts awarded in excess of this maximum sum for all periods of performance.

C.11 CONTRACT ADMINISTRATION INFORMATION

A. POINTS OF CONTACT:

Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The CO is the only individual authorized to make changes to the terms and conditions of the contract.

Contract Specialist (CS): A person who will process modifications to the contract and orders placed against the contract as well as other administrative tasks upon direction of the CO.

The CO and CS for this contract are as follows:

Contracting Officer (CO) Craig D. Yokum for Master Contract and GSA/FAS/QMAAA Requisitions: 1800 F Street NW

Washington, DC 20405

(703) 605-9291 or craig.yokum@gsa.gov

Contract Specialist (CS): Brandon J. Posey

GSA/FAS/QMAAA

1800 F Street NW Washington, DC 20405

(202) 969-7787 or brandon.posey@gsa.gov

Contracting Officer’s Representative (COR): Russ Miller

GSA/FAS/QMDAD

1800 F Street NW Washington, DC 20405

(703) 258-4733 or russell.miller@gsa.gov

The COR will oversee the Contractor’s technical efforts to assure that its performance is in accordance with the terms and conditions of the contract. The COR will be designated after award. The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other terms and conditions of the contract. The COR, however, will be permitted to make changes to color, consignee and mailing addresses, email addresses, telephone/fax number, and points of contact as delegated and upon consultation with the vendor. On award, the Contractor will be provided a delegation letter from the Contracting Officer for signature and record filing.

B. CONTRACTOR POINTS OF CONTACT/AUTHORIZED NEGOTIATORS

Offerors are required to designate a person to be contacted for prompt contract administration (please see Attachment C – Offeror Response Document and provide response therein).

In addition, offerors are required to identify all persons authorized to negotiate with the Government in connection with this request for proposals or quotations (please see Attachment C

– Offeror Response Document and provide response therein).

C. INVOICE SUBMISSION

Payment Terms are Net 30. Invoices may not be submitted by the contractor until the Government has received and accepted the vehicle. The contractor must provide proof of delivery at the time of invoice submission in order to receive payment.

Invoices must include the following information:

• Name of contractor;

• Invoice date;

• Government contract number, case number, or motor vehicle delivery order number, or other authorization for delivery of goods or services;

• Vendor invoice number, account number, and/or any other identifying number agreed to by contract;

• Description (including, for example, contract line/subline number), price, and quantity of goods and services rendered;

• Shipping and payment terms;

• Taxpayer Identifying Number (TIN);

• Banking information;

• Contact name (where practicable), title, and telephone number.

Electronic Invoices are encouraged and may be submitted to the following address:

http://fedpay.gsa.gov/

IF SUBMITTING AN ELECTRONIC INVOICE, FOLLOW THE INSTRUCTIONS

PROVIDED AT THE WEBSITE.

Invoices may also be submitted in lieu of electronic submission to:

General Services Administration Accounts Payable Branch (BCEB) P.O. Box 419018 Kansas City, MO 64141

Physical copies of invoices are NOT required to be submitted to the CO. Payment will be made in accordance with FAR 52.212-4(i).

C.12 VEHICLE AVAILABILITY LISTING (VAL)

Customer agencies are able to order vehicles up until the time Contractors notify GSA that vehicles are no longer available. The Contractor is advised, however, that AutoChoice remains open year round for orders to be placed, subject to availability. The Contractor must notify GSA of the date when a line item will no longer be available. GSA will communicate these dates to customer agencies via a Vehicle Availability Listing (VAL).

The Contractor must provide, at a minimum, a two-week notice prior to its closing of any line items.

C.13 OPEN SEASON PERIODS

The Government desires the flexibility to order vehicles defined in this contract without interruption during the period of contract performance. Recognizing that the sixty-month period of performance will span several model year changeovers, as well as vehicle line discontinuations and new introductions, and other changes in the commercial automotive market, in order to mitigate the adverse impact on customer agencies GSA will establish one (1) “open season” period each fiscal year for existing contractors to update their line-item offerings and to on-board new offerors. The open season period is intended to bridge contractor performance gaps to facilitate an uninterrupted supply of vehicles to GSA. Allowing existing contractors to update their line item offerings, and providing for the on-boarding of new offerors during the contract period, offers GSA the flexibility to keep pace with changes in the commercial marketplace and continue to provide the widest possible array of models to meet customer agencies’ evolving fleet needs.

Throughout the life of the contract, GSA will establish one (1) open season period per fiscal year. The open season will be announced by GSA via special notice under this solicitation in SAM.gov as well as by notification to successful offerors. The AutoStandards system will open to allow suppliers to update vehicle specifications and to aid in establishing the Federal Vehicle Standards for the upcoming fiscal year. Following completion of the AutoStandards process, and publication of the new Federal Standards, GSA will open AutoBid for open season submissions, according to the following procedures:

A. EXISTING CONTRACTORS:

During the open season period, existing contractors with awarded contracts under this program may:

● Update the model year**, pricing, base vehicle minimum data, optional equipment availability/pricing/collisions, clarifications, and engine and fuel tab data for existing awarded line items; and/or

● Propose new models not previously awarded under the contract, for which there is an existing Federal Standard vehicle category and which conform to all GSA standards and regulations that pertain to the Government’s motor vehicle requirements.

**Note: the open season process will replace the previous Next Model Year (NMY) process for awarded line items.

Contractors with existing contracts will automatically be provided with AutoStandards accounts for each new fiscal year. For all awarded line items, existing contractors are required to update any revised base vehicle and optional equipment data during AutoStandards each year. For any new models not previously awarded, contractors must submit a request to GSA Engineering to add these models prior to the opening date for AutoStandards; instructions for submitting requests for new models will be disseminated when the dates for AutoStandards are announced via SAM.gov. For newly-proposed models, contractors should propose the SIN they believe is the best fit for the proposed vehicle and GSA Engineering will determine if the SIN designation is acceptable.

Once AutoStandards is complete and the Federal Vehicle Standards for the upcoming year are published, existing contractors will be provided with AutoBid accounts, and AutoBid will be opened for contractors to input all pricing information, optional equipment availability, collisions, clarifications, and fuel economy/emissions data. The closing date for AutoBid will be communicated to all contractors and interested parties. Any exceptions to the published Federal Standards must be entered on a Technical Exceptions Worksheet (see Attachment E2) and submitted to GSA via FedConnect.

All open season submissions for existing contractors, whether updates to existing line items or new model proposals, will be evaluated for technical acceptability in meeting or exceeding all requirements under the established Federal Standards for that fiscal year for the applicable standard item number (SIN), as well as for fair and reasonable pricing. Any proposed price increases to awarded line items must be fully substantiated with supporting information (see Attachment L – Open Season Template submitted to GSA via FedConnect.

For existing line items updating to the next model year, contractors may not offer the current and new model year offerings simultaneously; contractors must designate the date on which current model year ordering will close, as well as the date on which NMY ordering will open (via the Open Season Template in Attachment L). Any changes to production availability (e.g. extension of previous model year production) must be brought to the attention of the Contracting Officer prior to the NMY effective date. Once GSA has switched a vehicle line to the next model year, it will remain in the new model year; any orders placed after NMY switch-over must be filled as NMY models, regardless of change in production schedule. For any changes to production availability after the NMY effective date, GSA will consider a revision to the base vehicle shipment time to accommodate the contractor’s updated production availability for the new model year.

Contractors should update engine and fuel tab specifications for any NMY line items in their open season submissions.

Final approval of an open season submission will be communicated to the contractor in the form of a contract modification. This document is the contractor’s authorization to proceed with the agreed-upon terms and conditions and must be received by the contractor in writing as a contract modification. No other means of communication is binding and the sole authority to issue a modification is through the GSA Contracting Officer.

B. NEW OFFERORS:

In addition to the above, new offerors not currently under contract may submit proposals during the open season periods for new models not then on contract with any contractor, or for the next model year for existing models (proposals for awarded models of the same model year will not be accepted; e.g. if an MY22 Model X is already under contract under SIN 377#, a new SIN 377# MY22 Model X will not be considered, however a MY23 Model X will be considered from any offeror). When an open season period is announced via SAM.gov, potential new offerors must request an AutoBid account prior to the opening date for AutoBid (a Request for AutoBid Account form will be provided with the special notice on SAM.gov). This form must identify all models the offeror intends to bid on, including new and/or existing models. New offerors will then be required to enter all base vehicle and optional equipment data for these models during the AutoStandards period.

As with existing contractors, new offerors who requested AutoStandards accounts will be provided with AutoBid accounts once AutoStandards is complete and the Federal Vehicle Standards for the upcoming year are published. New offerors must enter all pricing information, optional equipment availability, collisions, clarifications, and fuel economy/emissions data for their proposed models during the AutoBid period. The closing date for AutoBid will be communicated to all new offerors and interested parties. Any exceptions to the published Federal Standards must be submitted to GSA via a Technical Exceptions Worksheet (see Attachment E2).

In addition to the AutoBid submission described above, new offerors will be required to submit full administrative and technical proposals following all instructions as specified in Section F of this solicitation. The due date for these administrative and technical submissions will be the closing date for AutoBid. These proposals will be evaluated exactly as all proposals under this solicitation are, in accordance with the evaluation procedures outlined in Sections G.1 and G.2 as well as the approved Source Selection Plan. If any technical proposal revisions or pricing discussions are required, the Government will open discussions with new offerors and request Final Proposal Revisions, as well as communicate the deadline for any proposal revisions to be received. Any new contract awarded during an open season will be coterminous with contracts awarded as a result of this original solicitation and will have the same end date for performance as all other contracts under this solicitation.

If one or more proposals are received for the same model and model year, from new offerors and/or existing contractors, the same lowest-price, technically acceptable (LPTA) evaluation process will be conducted at the base vehicle level per model as at the time of initial contract award (see Section G.4): the successful offeror for each model will be the lowest-price, technically acceptable, responsible offeror who meets the Government’s requirements, and whose pricing has been determined to be fair and reasonable by the Contracting Officer.

GSA continues to seek the lowest price for its customers. In order to achieve this goal, GSA will seek price reductions in accordance with its market research, benchmarking, potential customer market volume, and other economic data during the open season periods.

C.14 PRICE REDUCTIONS

A contractor may offer a price reduction on a temporary or permanent basis for purchases under this contract by contacting the Contracting Officer in writing, if, after award, the contractor grants substantially more favorable discounts for all classes and models of a vehicle line on a company-wide basis, provided however, the other contractor(s) must have the right to match such price reductions for a period of five (5) business days.

C.15 REQUISITIONS WITH ADDITIONAL REQUIREMENTS (AREQs)

For orders of awarded items that need alteration to meet mission needs – called ADDITIONAL REQUIREMENTS (AREQs):

Optional equipment that has been previously determined unacceptable or that was solicited for in the schedule of items and not bid on by a contract holder will not be eligible for consideration under the AREQ process.

Should a customer agency request additional requirements (AREQs) that are not currently awarded under the contract, the order is forwarded to Engineering for review. Engineering will determine the suitability of the request and either approve or deny the AREQ. Should Engineering approve an AREQ, the requirement will be forwarded to the Contracting Officer for final approval to ensure requirements are within the scope of the awarded base contract and eligible for consideration.

Approved AREQs are submitted to each representative vendor for a price quotation, regardless of the original vendor selected in AutoChoice. This is to ensure Fair Opportunity procedures are followed through completion of the requirement. Quotation(s) is/are referred back to the agency for approval and confirmation of available funding. If funding is available, the contracting personnel will place the order through the GSA online ordering system ROADS (Requisitions, Ordering, and Documentation Systems). If funding is not available, the order cannot be finalized until the funding becomes available. Option AREQ for all line items is closed two weeks prior to a vehicle’s scheduled close-out date.

C.16 NEW OPTIONAL EQUIPMENT CODES

The Government may, during the course of contract performance, establish new optional equipment codes for any new optional equipment requirements that may arise. Should the Government elect to establish new optional equipment codes for additional customer requirements, the newly-established optional equipment will be competed among all contract holders with the applicable awarded standard item number. Where the Government determines the price to be fair and reasonable, the Government may incorporate these new optional equipment codes into the contract as below-the-line options to allow for ease of customer ordering in AutoChoice.

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