888E SOP For New Offeror.pdf

MEMORANDUM

TO: TEMPLATES & RESOURCES GOOGLE DRIVE FOLDER

FROM: KATHERINE CARTOSKI

SUBJECT: 888E PROPOSAL EVALUATION STANDARD OPERATING PROCEDURES FOR NEW

OFFERORS

EFFECTIVE DATE:4/16/2021

Introduction QMAAA solicitations that include the 888E provision for emerging technology remain open beyond the initial closing deadlines only for Standard Item 888E. Item 888E is an open line item which will allow a new offeror to propose any commercially-made motor vehicle incorporating emerging technology, for which there is an existing Federal Standard vehicle category, and which conforms to all GSA standards and regulations that pertain to the Government’s motor vehicle requirements. Because AutoBid will not open for pricing submission after initial awards have been made, pricing information should be submitted via the 888E Proposal Template along with the other electronic proposal documents required by the Solicitation. Please note, for new offerors1 submitting under the 888E provision, all documents required for the electronic proposal (other than the AutoBid printout) are required and should be evaluated the same way initial offers were evaluated. Additionally, all Procurement Integrity Act requirements remain in place for the duration of the offer evaluation.

Proposal Receipt Upon receipt of the 888E proposal from the vendor, QMAAA will review the proposal to ensure that all requested information is included, both in the electronic proposal as well as the 888E Proposal Template. If any required information is not provided, QMAAA will request the vendor provide this information. Upon receipt, QMAAA will do an initial review of the pricing offered (comparison to MSRP and Invoice) and informally brief the Program Management Office. The PMO will be asked to confirm whether to proceed with evaluation, prior to sending relevant parts of the proposal to other branches for review, to ensure there’s a need for the new, emerging technology. If approved, the CO/CS will break down the proposal as they normally do when receiving a proposal under the solicitation. QMAAA will conduct a responsibility determination to decide whether the offeror is capable of performing under the contract.

Breaking Down Proposals and Submitting for Review by other Parties Engineering: QMAAA will forward all technical specifications (base vehicle minimum requirements, optional equipment, collisions, and clarifications) to GSA Engineering for technical review. Pricing and vendor information will be redacted prior to sending.

Engineering will be asked to review the specifications and advise what SIN the 888E submission should be classified as (typical 888E submissions under the light vehicles program are awarded as 8E, 9E, etc.). Additionally, Engineering will be asked to review the specifications and advise if they are technically acceptable, or if there are additional specifications required.

1 New offerors are vendors who do not currently hold a contract under the applicable program. For instructions regarding 888E proposals from current contract holders looking to add a line item to their current contract, please refer to “QMAA 888E Current Vendor SOP Internal” in the Google Drive Templates & Resources folder

AFV Team: QMAAA will forward fuel economy and emissions information to the AFV team for review. The AFV team will be asked to review the information and confirm that it is accurate.

PMO: QMAAA will forward the proposed additional shipment days to the PMO for approval. Quantity restrictions and any noteworthy clarifications should be included as well (however, these are not subject to approval).

Technical Evaluation Board (TEB): QMAAA will forward the Technical Proposals (with the pricing and offeror’s name redacted), along with the evaluation criteria included in the solicitation, to the TEB. The TEB will be asked to review the proposals for conformity to the solicitation and provide a consensus report determining whether the Technical Proposal is Acceptable or Unacceptable.

Price Analysis Base Vehicle Pricing: Price Analysis will be done to determine if the proposed base vehicle price is fair and reasonable. At a minimum, the base vehicle price will be compared to MSRP and Invoice pricing. If other pricing information is available (e.g. historical pricing, competitor pricing for the same SIN), this should be analyzed as well. Price analysis should be conducted using the same methods as were used during the initial award of contracts under the program. Once the pricing has been determined fair and reasonable, QMAAA will formally brief PMO of pricing determination, and PMO should confirm it is in the Government’s best interest to award.

Optional Equipment Pricing: Price Analysis will be done to determine if the proposed optional equipment pricing is fair and reasonable. At a minimum, optional equipment pricing will be compared to pricing of the same optional equipment offered on this and other vendors’ line items. Additionally, pricing should be compared to pricing found on the manufacturer’s website using the build a vehicle tool. If QMAAA is unable to find this information on OEM websites, the vendor should be asked to provide it. If other pricing information is available (e.g. historical pricing), this should be analyzed as well. If pricing for optional equipment is $0, QMAAA should at a minimum confirm that a discount shouldn’t be offered via the same analysis described above.

Preparation of Modification Documents and Award Upon receipt of all above-referenced approvals and reviews, QMAAA should award the contract in FSSOnline, prepare the award documents, and have the CO sign the award package.

After executing the award, QMAAA can add the line item to the contract in ROADS and input base vehicle and optional equipment pricing, model year, closeout date, technical data, shipment days, clarifications, and collisions (this will not automatically bridge from AutoBid as it does when initial contracts are awarded). QMAAA should request that the AFV team input the correct fuel economy and emissions information in their respective tabs. Once all information is input, QMAAA can open the line item for ordering and send a Vehicle Availability Listing (VAL) notice to Vehicle Buying notifying them of the new vehicle availability.

Attachments:

1. 888E Proposal Template