47QMCA22R0014_FY24_Spring_Open_Season_Conference_2024-02-12.pptx

2023 Light Duty Vocational Trucks 2024 Spring Open Season (Year 2 of 5 Period of Performance) GSA Vehicle Purchasing Solicitation

47QMCA22R0014

February 15, 2024

THIS MEETING WILL BE RECORDED

U.S. General Services Administration

AGENDA

Light Duty Vocational Vehicles Program Intro Karissa Dodier, Contracting Officer Welcome John Hampson – on behalf of Leonard Fedoruk, GSA Vehicle Purchasing Director FY24 Federal Standards John Hampson, GSA Engineering Open Season Process Light Duty Vocational Trucks Acquisition Branch Contracting Team: Karissa Dodier, April Stanch, and Zachary Shepherd AutoBid Instructions Mike Chipman & Caroline Kassar, GSA Operations and Maintenance Branch

Federal Acquisition Service

California 2024 Diesel Clarification Please provide a clarification for any and all diesel limitations on SINs in California in 2024.

Some examples of clarifications:

Vehicle is not available to be delivered into or operated in CA.

Vehicle is not available to be delivered into or operated in CA UNLESS ordered with an optional gasoline or other non-diesel engine.

Vehicle is not available to be delivered into or operated in CA IF ordered with an optional diesel engine.

California 2024 Diesel Clarification Examples

OPEN SEASON

Automated process (AutoBid) in place of manual Next Model Year (NMY) submissions 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 FY24 Federal Standards (published Summer of 2023) will govern submissions j

REQUEST FOR AUTOBID ACCOUNT

Any changes to AutoBid user accounts must be submitted via the posted form to automotiveedi.partnerships@gsa.gov Deadline February 26, 2024 New this year: existing contractors only need to submit a new form if there is a change to the account/user information

REQUEST FOR AUTOBID ACCOUNT

NEW MODEL REQUESTS

Deadline: February 26, 2024 Existing contractors should submit list of makes/models for any new vehicles they wish to propose All awarded models will automatically be available in AutoBid This is specific to each contractor New offerors must submit a list of all makes/models they wish to propose Submit to John Hampson, GSA Vehicle Engineering Branch Chief, at john.hampson@gsa.gov (with CC to Karissa Dodier at karissa.dodier@gsa.gov)

***Existing contractors should submit list of makes/models for any new vehicles they wish to propose

AUTOBID SCHEDULE

AutoBid will open on March 6, 2024, for all contractors/offerors who properly requested an AutoBid account.

AutoBid will close April 5, 2024, at Noon ET

AUTOBID SUBMISSION

Data should be pre-populated from contract award For NMY models, enter any changes to model year, pricing, options, collisions, clarifications, fuel economy Any updates to minimum specifications will have to be submitted on a Technical Exceptions Worksheet (TEW) Option pricing has to be re-entered, even if no change For models that are not changing, do not click submit Price increases on models already awarded for that MY in previous open seasons will NOT be considered For new requested models, no data will pre-populate Minimum specifications will have to be submitted on a separate spreadsheet provided by GSA

SUPPLEMENTAL SUBMISSION

TEW for any changes to minimum specifications or new option code requests Be sure to define any equipment or options listed on TEWs Minimums Spreadsheet for any requested new models Line Item Availability Template for cutoff and reopening dates, shipment times, and any explanations of price increases Please provide accurate, realistic shipment timing ARO Deadline will also be April 5, 2024, at Noon ET

Technical Exceptions Worksheet (TEW) TEW template uploaded to SAM Announcement here “47QMCA22R0014 FY24 Spring OS - Technical Exceptions Worksheet”

REQUIRED: All applicable Line Item #(s) Exact GSA Minimum/Option Code(s) – description alone unacceptable

How to fill out a TEW

How NOT to fill out a TEW

NEW OFFERORS

New offerors must also submit full proposal documents as outlined in the RFP See RFP Section F for Proposal Instructions, and Section G for Evaluation Criteria New proposals will go through a full evaluation for responsiveness, responsibility, and technical acceptability just as all contractors have upon initial submission New offerors MUST reach out to the contracting team to set up an intake meeting to discuss proposal submission requirements

To view recording of this presentation:

Recording may only be shared with GSA and GSA Affiliated Customer Accounts (GACA) To create a GACA email address, visit:

https://insite.gsa.gov/system/files/insite/GACA__GSAAffiliatedCustomerAccounts_FEB_2023-v3.pdf

GSA Office of Motor Vehicle Management Center for Automotive Acquisition

FY 2024

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

Systems

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

Vendors must have a Unique Entity Identifier (UEI) 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

Vendor is responsible for the accuracy of the data.

How do I access AutoBid?

To access AutoBid, log into AutoVendor: https://AutoVendor.fas.gsa.gov To request an AutoVendor Account, email the AutoVendor Account Request form to: automotiveedi.partnerships@gsa.gov.

Be sure these fields are completed:

Company Name UEI 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

Reminder: if there’s a change to account access or new vendor , please complete the autobid access form which is included in the solicitation documents

Selecting a Vehicle Type

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

A list of vehicle types will appear to the right.

To get started got to Vehicle type or Checklist report under the Autobid menu

Selecting a Schedule Line A list of schedule lines will appear for the vehicle type, select one to view details this is the vehicle type view- this example if for pick up trucks. Click on the schedule to open the bid page.

Bid Detail Enter the required data.

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

this is the bid detail. Please ensure that there’s a price information in each field. They can’t be left zero. If you don’t it won’t allow you to send to GSA.

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

Here the optional equipment is displayed. Click the OEM drop-down to update the Option Type, and enter a price for the new model year. A price must be entered for a package option; a stand alone option may be “0” if it’s a no cost option - otherwise enter a price for the option.

Selecting the Package option will later enable you to add conflicts such as includes, excludes, or requires other options).

Checklist Report - Status A successfully submitted bid will have a status of “Submitted” and a Submitted to GSA Date populated.

once all bids have been submitted, you can go to the “Checklist Report” page to verify the status of each schedule line. A successfully completed bid will have a status of “Submitted” and date/time submitted to GSA OR “No bid”. Any schedule line in pending status is considered incomplete. If a bid in pending, you must go back, enter all the required data and click on the “Send to GSA” button.

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 immediately.

Here are some general Autobid notes for you to review. Reminder to save data periodically so you don’t lose any work. As mentioned, you must click “Send to GSA” to officially submit a bid. If you have any problems with access in the Autobid application, please report immediately because it’ll take us time to investigate. Do not wait until the last minute to notify us.

Caroline Kassar or Mike Chipman automotiveedi.partnerships@gsa.gov

GSA Vehicle Purchasing: 844-472-1200

Vehicle Buying: vehicle.buying@gsa.gov

Still have Questions or Need More Information?

with system related issues. All other issue should be discussed with contracting. The following slides include additional information in case you want to refresh your knowledge

Checklist Report Select AutoBid drop down and click on “Checklist Report”

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.

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.

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

Checklist Report - Status A successfully submitted bid will have a status of “Submitted” and a Submitted to GSA Date populated.

once all bids have been submitted, you can go to the “Checklist Report” page to verify the status of each schedule line. A successfully completed bid will have a status of “Submitted” and date/time submitted to GSA OR “No bid”. Any schedule line in pending status is considered incomplete. If a bid in pending, you must go back, enter all the required data and click on the “Send to GSA” button.

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.

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.

QUESTIONS?

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