47QMCA22R0013_Attachment_9_-_Weekly_Vendor_Status_Submission_Requirements_Report.pdf
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- Solicitation number
- 47QMCA22R0013
- Issued by
-
GSA Federal Acquisition Service
About this file
This document outlines reporting requirements for vendors under GSA's Office of Motor Vehicle Management contracts. Vendors must submit weekly electronic status reports in either XLS or EDI format indicating production status of all ordered vehicles. Reports will be viewable online and used to calculate on-time shipment performance. Status information includes vehicle order number, VIN, address, status, status date, contact information, vehicle specifications, color, and trim. Valid status codes are: scheduled for production, in process, available now with no shipping schedule, shipped, cancelled, and actual delivery date. The file layout defines mandatory and optional fields with character limits and formatting requirements.
This draft solicitation from GSA's Federal Acquisition Service is seeking proposals for medium and heavy duty trucks and wreckers/carriers due by September 2, 2022. The draft includes the solicitation document and 20 attachments outlining requirements. Final solicitation will be released in a few weeks with proposal due date of September 2, 2022 and AutoBid remaining open until then.
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WEEKLY VENDOR STATUS SUBMISSION REQUIREMENTS REPORT
ATTACHMENT 9
GSA Office of Motor Vehicle Management’s contracts requires vendors to submit electronic status reports on a weekly cycle which indicate the production status of all vehicles ordered.
Status information sent electronically to GSA by your firm is displayed in our on-line ordering program, AutoChoice. Customers can view the production, shipment and actual delivery status of orders placed against your contract.
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 vendor in AutoChoice. It is an avenue for customer agencies to evaluate the vendor’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.Partnerships@gsa.gov
2. EDI: Data collection is in X12 format (870 transactions set version 3010). Please forward an email to edistat@gsa.gov for further information regarding this electronic data interchange.
AUTOCHOICE STATUS Record Layout (870)
Name of Field EXCEL File Col
Text File Position
Field Length
Alpha/ Numeric Option
*Reference
Description A 1-38 38 AN O N1 Vehicle Order Number (VON ) B 39-46 8 N M N2 Vehicle Identification Number
(VIN)
C 47-63 17 AN O N2
Filler D 64-68 5 Do NOT fill!
Contract E 69-73 5 AN M Filler F 74-84 11 Do NOT fill!
Case Number G 85-89 5 AN M Filler H 90-115 26 Do NOT fill!
Name I 116-150 35 AN O N3 Address J 151-185 35 AN O N3 City K 186-215 30 AN O N3 State L 216-217 2 A O N3, N4 Zip M 218-227 10 AN O N3, N5 Status N 228-229 2 AN M N6 mailto:AutomotiveEDI.Partnerships@gsa.gov mailto:edistat@gsa.gov
Status Date O 230-239 10 AN O N7 Filler P 240-241 2 Do NOT fill!
Contact Person Q 242-276 35 AN O N8 Filler R 277-278 2 Do NOT fill!
Contact Telephone Number S 279-299 21 AN O N9 Filler T 300-303 4 Do NOT fill!
Gross Vehicle Weight Rating
(GVWR)
U 304-309 6 AN O N10
Fuel Type V 310-315 6 AN O N11 Gram Per Mile (GPM) W 316-319 4 AN O N12 Miles Per Gallon (MPG) City X 320-322 3 AN O N13 MPG Highway Y 323-325 3 AN O N14 MPG Combined Z 326-328 3 AN O N15 Flex Gram Per Mile (GPM) AA 329-332 4 AN O N16 Flex Fuel MPG City AB 333-335 3 AN O N17 Flex Fuel MPG Highway AC 336-338 3 AN O N18 Flex Fuel MPG Combined AD 339-341 3 AN O N19 Color AE 342-391 50 AN O N20 Trim AF 392-441 50 AN O N21
Requisition Interface Record Layout Relationship Edits (Legend)
N1: Vehicle Description
N2: Vehicle Order Number is the internal number assigned by the vendor. If no number is entered, an integer representing each vehicle will be automatically assigned. Vehicle Identification Number is mandatory when the vehicle has been shipped.
N3: For Dealer Delivery, enter Dealership name, location, and point-of-contact.
For CNS Delivery, put Customer delivery location and point-of-contact.
N4: Must be a valid US State, Territory, Armed Forces abbreviation, or “XX” for Foreign Countries.
See the USPS official list of State Abbreviations (including territories and Armed Forces addresses) at http://www.usps.com/ncsc/lookups/abbreviations.html#states N5: Zip Codes are validated against the state field. Required unless “XX” is in the state field (foreign country).
http://www.usps.com/ncsc/lookups/abbreviations.html#states
N6: Valid status codes:
SP – Scheduled for Production IN – In Process AN – Available Now, No Shipping Schedule CC – Shipped DD – Actual Delivery Date DE – Order Cancelled
N7: Date format is DD/MM/YYYY. This is the date of the vehicle status. For example, if the status of the vehicle is “CC,” enter the shipment date. Do not use dashes.
N8: Contact Person is the person to call who is receiving the vehicle. If it is a dealership, enter the POC for the dealership.
N9: Contact Telephone Number is phone number of the contact person.
N10: Gross Vehicle Weight Rating (GVWR) is the maximum weight value of a vehicle as specified by the manufacturer.
N11: Valid fuel types are:
N12: Gram Per Mile (GPM) is 3 characters in length and has replaced Green House Gas (GHG).
N13 through N15: MPG date for city, highway and combined.
N16: If the vehicle is offered as flex fuel, GSA requires Flex Gram Per Mile (GPM). It is 3 characters in length and has replaced Green House Gas (GHG).
N17 through N19: If the vehicle is offered as a flex fuel, GSA requires the MPG associated for all types of fuel. For ex, if the vehicle has gas and E85: gas data is entered in N13-N15; E85 data is entered in N16-N18.
N20: Color can be up to 50 characters in length.
N21: Trim can be up to 50 characters in length.
General Comments:
1. The ROADS Status Batch File transmitted to the Automotive Center will be an ASCII file (flat file) with a fixed Length of 303 bytes (records).
2. Column Option: O = Optional Field, Required as Applicable and M = Mandatory Field.
3. Initialize all Bytes in Filler Field with “blank spaces”.
File details come from the government source that posted it. Updated .