47QMCA22R0014 Bid Management Quick Reference Guide for Suppliers.pdf

Bid Management Overview and Enhancements Bid management is a feature in GSAFleet.gov that allows Vehicle Suppliers to offer products in response to a GSA Fleet issued solicitation. Bid Management allows Vehicle Suppliers to identify how their products will adhere to, or satisfy, GSA Fleet Federal Vehicle Standards.

Notable process changes include:

● Auto Standards will no longer exist. With GSAFleet.gov, Vehicle Suppliers will enter pricing and technical data, including technical exceptions, as a part of the bid.

● GSA will no longer provide Vehicle Suppliers a bid template. Instead, Vehicle Suppliers will now create bid templates within GSAFleet.gov.

○ Automated line item creation based on Vehicle Supplier Pre-Bid intentions (requested makes/models for a SIN) expressed during the Federal Vehicles Standards commenting period.

○ Additional line items can be created from the bid dashboard.

GSAFleet.gov Bid Management Enhancements:

● Ability to copy data from one line item response to another.

● Ability to access and use two years worth of prior gsafleet.gov bid data as a starting point for a new bid submission, with additional flexibility to make changes needed.

● Contract lines awarded in GSAFleet.gov can be imported into your bid template

● Ability to provide clarifications at the line item, equipment code and engine and fuel level

● Elimination of Technical Evaluation Worksheet; enter technical exceptions within the system

● Ability to propose standard and optional colors for a line item

Make and Model

Federal Vehicle Standards Pre-bid Intentions (applies to renewal only)***

For vehicle suppliers, if you are interested in bidding on a standard item, you should express interest by adding make and model combinations during the Federal Vehicle Standards commenting period. The advantage to this is that GSA engineering can download the make and model list and review (approve, edit, reject) what you plan to submit ahead of the bid opening. This will also add your line items automatically for any Standard Items on any bids you start.

Note: Pre-bid intentions for vehicle suppliers, replaces the request for the make and model list from suppliers.

To learn more about adding makes and models during an open commenting period, see the Federal Vehicle Standards Commenting user guide, page 18.

Adding make and model to your bid When you are adding make and model into your Bid, if it is approved by NHTSA, you'll need to make sure you select the make and model from the type ahead drop-down for the respective fields.

To learn about adding makes and models to your bid, see the Bid Management for Vehicle Suppliers user guide, pages 9 to 12.

https://gsafleet.gov/GSAFleet_gov-Federal_Vehicle_Standards_Commenting.pdf https://gsafleet.gov/GSAFleet_gov-Federal_Vehicle_Standards_Commenting.pdf https://gsafleet.gov/GSAFleet_gov-Bid%20Management-User-Guide-v3.pdf

Make and Model Rejection

You will notice on the Standard Item and Line Item expanded rows that you can see the review status of the make and model you proposed. If it is in Rejected status, you should have received an email from the system with an explanation of why it was rejected. Follow the instructions under Editing Make and Model to learn how to update a rejected make and model.

Editing Make and Model without losing data If you have already entered bid data on a line item, and you need to make an update to your make and model please go to the line item tab to make the update.

Note: If you update the make and model on the Standard Item tab, you will lose all values that you input when you were updating the line item details.

Importing Line Items Line items can be imported at the standard item level. To import a line item(s), go to the standard item tab on the bid dashboard, select the 3 dots under actions next to the standard item, and select import data. The modal will display contract and bid lines available to import for the standard item selected.

Reminder: Only Bid lines created and contract lines awarded in gsafleet.gov can be imported.

Bid Line Item Assembly and Inspection points When you are on Bid Line Details, you may notice that your assembly point and inspection points dropdowns are empty. This is because you need to add them to your Vehicle Supplier Profile.

To learn more about adding associated locations, see the Vendor Management User Guide, pages 22 to 25.

Clarifications and Technical Exceptions

Clarifications Clarifications can be provided at three levels: Bid line item, equipment (including minimum requirements and optional equipment), and engine and fuel. Clarifications should be used to provide further information.

Technical Exception Technical exceptions can be added at two levels: Bid line item and equipment (including minimum requirements and optional equipment). On the minimums tab, you will automatically be required to enter a technical exception in the ‘technical exception’ text box if the vehicle supplier data entered does not meet the criteria for the requirement.

Optional Equipment Conflicts

Conflicts are defined as situations in which the selection of one equipment code excludes, includes, or requires other equipment codes.

● Includes: should be used to indicate optional equipment codes that are included with the selected equipment code.

https://gsafleet.gov/GSAFleet_gov-Vendor-Management-User-Guide.pdf

● Excludes: should be used to indicate optional equipment codes that are excluded from being ordered with the selected equipment code.

● Requires: should be used to indicate optional equipment codes that must be ordered with the selected equipment code.

To learn more about adding Conflicts, refer to pages 22 to 25 Bid Management for Vehicle Suppliers user guide

Colors Vehicle suppliers can propose standard and optional colors for a line item. All colors should be mapped to a generic GSA color. Standard colors do not have an additional cost associated. Optional colors have an additional cost associated. Equipment code CPT can be leveraged for actual custom paint.

Training Materials Federal Vehicle Standards

● Federal Vehicle Standards Commenting User Guide

● Recorded demo of Federal Vehicle Standards Commenting for Vehicle Suppliers

Vendor Management

● Watch video on how to Complete Your Vehicle Supplier Profile

● Watch video on how to Manage Your Company’s users

● Vendor Management User Guide

Bid Management

● Recorded demo of Bid Management training

● Bid Management for Vehicle Suppliers User Guide

Contract Management

● Learn how to view and make updates to your contracts in GSAFleet.gov

● Contract Management for Vehicle Suppliers User Guide

Find all GSAFleet.gov user guides and training videos here https://gsafleet.gov/GSAFleet_gov-Federal_Vehicle_Standards_Commenting.pdf https://vimeo.com/gsavisualcommunications/review/1076382627/a7ac69a0df https://vimeo.com/gsavisualcommunications/review/912701616/81f8798fe3 https://vimeo.com/gsavisualcommunications/review/917182581/ee0ed376fd https://gsafleet.gov/GSAFleet_gov-Vendor-Management-User-Guide.pdf https://vimeo.com/gsavisualcommunications/review/973134277/4ff6404fda https://gsafleet.gov/GSAFleet_gov-Bid%20Management-User-Guide-v3.pdf https://vimeo.com/gsavisualcommunications/review/1047908180/8b4a70e749 https://gsafleet.gov/GSAFleet_gov-Contract-Management-for-Vehicle-Suppliers-User-Guide.pdf https://gsafleet.gov/gsa-fleet-how-to