FY2023 Vocational Pre-Solicitation Confererence Slides 02_24_2022.pptx

Light Duty Vocational Trucks

FY2023-2028 Pre-solicitation Conference February 24, 2022

This meeting will be recorded

Federal Acquisition Service

U.S. General Services Administration

ACQUISITION PROCESS SUMMARY

AutoStandards AutoBid AutoChoice

Requirements Development Solicitation Proposal Submission** Evaluation Award Order Placement Contract Administration **See full proposal submission requirements of the RFP (Administrative Requirements/Technical Proposal)

IMPORTANT DATES

February 24, 2022 – Pre-solicitation Conference March 8, 2022 – AutoStandards opens after Conference March 14, 2022 Requests for AutoStandards accounts due to Systems Additional Models due to Engineering March 31, 2022 – AutoStandards closes at 3:00 PM Eastern April 4 – May 4, 2022 – Federal Standards public comment period May 27, 2022 – Federal Standards finalized June 8, 2022 – solicitation posted to SAM

AGENDA

Program/Project Management Vehicle Engineering & Supplier Management - Responsibilities IT Systems Support for Contracting GSA Procurement/Contracting Process Questions & Answer Session at the end of the presentation via web chat only.

Program Management Office

Procurement/Acquisition Process

Review vehicle minimum standards Select items and options Evaluate price Make best value decision Verify Motor Vehicle Delivery Order (MVDO) immediately Check ship status in AutoChoice Inspect vehicle before delivery acceptance Ensure Certificate of Origin (COV) arrives

Automotive & Vehicle Product Availability

Vehicles available year round Orders can be placed 24/7 via AutoChoice Closeout dates can be checked via Vehicle Availability List (VAL) “Rules of the Road” provides important updates Vehicle Buying email: vehicle.buying@gsa.gov

Vocational Trucks Vocational – light duty truck based, Federal Standard 307 John McDonald (engineer – jmcdonald@gsa.gov ) Vehicle Buying email: vehicle.buying@gsa.gov

AGENDA

Development of Vehicle Standards & Requirements Technical Subject Matter Experts

Vehicle Engineering - John Hampson

Development of Vehicle Standards

Draft standards are released each year and are commented on through public comment collector - industry and customers Standards finalized based on industry, customers, and GSA specification, NHTSA, DOT, & other Federal Regulations Commercially available vehicles only

Engineering Support Services

Market Research and Analysis of Alternatives Emerging Technologies Systems Engineering and Integration Statements of Work Up-fitting of Government Owned Vehicles (GOVs) Inspection/Acceptance

Engineering Support Services, continued

Project Planning and Management Industry Expertise Warranty/Post Delivery Support Certified Contracting Officer’s Representatives (COR)

Delivery Methods to GSA Drive away service/factory delivery service/your driver Flatbed Truck Railcar Export/Maritime carrier Sea or Air Transport GSA Fleet Sites Agency Customers Retail Dealers Sea Ports

GSA Engineering Resources are Available to Our Agency Customers & To Our Contractors

Vehicle Inspections – Supplier Quality Services, Bill Wesolowski

GSA (IOA) Industrial Operations Analyst will test everything on the vehicle. First Article versus 100% Production inspection Road Test & 100% equipment function test Verify the vehicle meets the order requirements Verify a Contractor’s Production Facility, Quality & Manufacturing Systems & Process Controls (PAR)

Acceptance of Inspected Vehicles

After your vehicle is inspected and approved:

Industrial Operations Analyst (IOA) will complete:

GSA Form 308 (Notice of Inspection) or DD250 (Material Inspection and Receiving Report)

Performance Metrics – How GSA Evaluates Supplier Performance

Performance Standard for On-Time Shipment is 95% of your Period of Performance Total Current vendors Failure to meet benchmark for two successive periods could affect past performance evaluations New vendors Evaluated on prior commercial contracts

Helpful Resources to Assist Your Organization www.gsa.gov – General Services Administration www.gsa.gov/automotive – Vehicle Buying www.gsa.gov/autochoice – AutoChoice www.aptac-us.org/- PTAC www.sam.gov – SAM www.acquisition.gov – FAR/GSAM

GSA Points of Contact

Kevin Gibson Contract & Supply Management

(703) 605-2930 kevin.gibson@gsa.gov

John Hampson Vehicle Engineering

(202) 619-8928 john.hampson@gsa.gov

Katherine Cartoski Vehicle Acquisition

(202) 746-3197 katherine.cartoski@gsa.gov

Len Fedoruk Purchase Division

(703) 605-3413 leonard.fedoruk@gsa.gov

Program Management Office Federal standards/minimums – Designed to specify a product that will perform the customer’s desired missions No experimental vehicles – We need vehicles with proven history and operation Inspections – Performed to ensure the vehicle received is the vehicle specified and purchased Dates – New model not permitted after AutoStandards closing Thank you! - Without your products the Federal Government would stop in its tracks

Vendor and Customer Support

(844) 472-1200 vehicle.buying@gsa.gov

LIGHT VEHICLES ACQUISITION SUPPORT

Contracting Team:

Greg Benedict - Branch Chief (gregory.benedict@gsa.gov) Katherine Cartoski - Contracting Officer (katherine.cartoski@gsa.gov) Justin Cook - Contract Specialist (justin.cook@gsa.gov) Jeff Park - Contract Specialist (jeff.park@gsa.gov)

Contracting Responsibilities throughout the Acquisition Lifecycle

Requirements Definition Acquisition Planning Solicitation Source Selection/Evaluation Award Contract Administration

CONTRACT PROCESS SUMMARY

AutoStandards AutoBid AutoChoice

Requirements Definition

Acquisition Planning

Source Selection

Requirements Definition Starting point for acquisition process Develop customer requirements by collecting product and component information to meet a specific customer need Sources Sought Notice posted to SAM Potential offerors must request an AutoVendor account to participate in acquisition process – Due March 14, 2022 AutoStandards process completed to establish 2023 Federal Vehicle Standards

Acquisition Planning

Market Research performed Requirements are further defined Risks are addressed and mitigated Make/Models identified Clauses/Provisions Identified Contract type and period of performance determined Small business participation addressed

Synopsis posted to SAM one month prior to solicitation Request for Proposals (RFP) posted to SAM with open/closing dates/times Offeror requests for explanation/information due to contracting team approximately 1 week after solicitation opens Any amendments to the solicitation will be posted to SAM Full-and-open competition after exclusion of sources; FAR Part 12 and FAR Part 15 Multiple award Indefinite Delivery/Indefinite Quantity (IDIQ) contracts anticipated Period of Performance: 60 months (with no option periods)

Source Selection/Evaluation Responsibility Determination Financials, Delivery Schedule, Performance, Facilities, etc.

Past Performance Evaluation CPARS, offeror-supplied past performance information Technical Proposal Evaluation Separate Technical Evaluation Board Evaluation procedures defined in the RFP Price Analysis Contracting Officer may ask for proposal Clarifications

Each RFP is unique!

Always refer to the terms/conditions of each individual RFP

Source Selection authority makes award recommendation(s) Multiple Award IDIQ contacts Basis of award: lowest price technically acceptable (LPTA) per model per SIN Offerors can be awarded multiple models within each SIN Solicitation Clauses, Technical Proposal, Pricing Proposal, other Terms/Conditions become part of final award Award notices posted to SAM Fuel economy & emissions data will be collected/confirmed by AFV team after contract awards

Contract administration responsibilities retained by PCO Customers make vehicle selections in AutoChoice Vendors ship vehicles in accordance with contract terms/conditions Weekly Status Reports Monthly Status Reports, as applicable Notification of Vehicle Delays Notification of Vehicle Defects/Recalls Other contract administration actions as necessary 95% on-time shipment performance benchmark

HELPFUL RESOURCES

www.gsa.gov – GSA website www.gsa.gov/automotive – Vehicle Purchasing website www.sam.gov – SAM website www.acquisition.gov – FAR/GSAM website

GSA Office of Motor Vehicle Management Center for Automotive Acquisition

FY 2019

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

AutoStandards: A web-based application used by vendors to provide vehicle technical data as it relates to the Federal Vehicle Standards. It displays GSA's minimum vehicle requirements and compiles vehicle specifications from manufacturers/vendors.

AutoBid: A web-based application used by vendors to submit offers in response to solicitations and program renewals.

Other Information: AutoVendor also provides modules to update vehicle status, update model colors/pictures and download reports.

What programs are available from AutoVendor?

How do I get an AutoVendor Account?

To request an AutoVendor account, email automotiveedi.partnerships@gsa.gov with the following information.

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 Forgot Password?

No need to obtain a new user id, however, you will be required to obtain a new password because of security requirements.

Using our new menu bar Drop-down menus are displayed on demand by mouse click or hover.

FY 2018

AutoStandards

AutoStandards is GSA Automotive’s web based application for vehicle standards and specifications. It is a sub-module of GSA’s AutoVendor web site.

Displays GSA’s minimum vehicle requirements.

Collects vehicle specifications from manufacturers/vendors.

What is AutoStandards

Selecting a Vehicle Type Select AutoStandards drop down and click on “Vehicle Type.”

A list of vehicle types will appear to the right.

Select the standard item number from list.

Minimum Requirements Tab Enter the Minimum Requirements here.

Optional Equipment Tab Enter Optional Equipment information here.

Checklist Report Select AutoStandards drop down and click on “Checklist Report.”

A list by vehicle type will appear showing what is pending and submitted.

This is a link to the model data for review.

FY 2019

AutoBid

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

A list of vehicle types will appear to the right.

Selecting a Schedule Line A list of schedule lines will appear for the vehicle type, select one to view details

Bid Detail Enter the required data.

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

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.

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

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.”

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

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 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. The file name should not include any special charaters.

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.

FY 2019

Vendor Updates and Reports

Main Menu, select “Vendor Updates”;

From the drop down list box, select type;

Select schedule line;

Select type of update: Colors or Pictures

Updating Model Color and Pictures

Select the “Colors” tab and begin updating, adding or deleting colors for your available models.

* Disclaimer:

Orders placed by customers prior to the date and time of color changes will not reflect the new updates made to the color table.

Colors

Pictures/Documentation Maintenance

To maintain your pictures/documentation, select the “Pictures” tab under Vendor Updates to add or delete photos for your available models.

Mouse over the thumbnails to see larger size image. Or double click to see all.

Re-Arrange 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 Choice screen.

Delete unwanted images.

Run Your Own Report:

Main Menu:

Select Report Builder Enter the date range, etc. Select the specific data.

To Process:

Select the file type.

Save your query.

Example Report:

Report Builder

CARS Line: 844-472-1200

Vehicle Buying: vehicle.buying@gsa.gov

Still have Questions or Need More Information?

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