1 - 47QMCA23R0011 2024 OCONUS Solicitation Document 2023-08-18.pdf

Federal Acquisition Service

August 18, 2023

Dear Prospective Offeror:

The General Services Administration (GSA) appreciates your interest in Solicitation Number 47QMCA23R0011 for the Outside the Continental United States (OCONUS) vehicle program The subsequent contract will have a base period of performance (PoP) of sixty (60) months, with no option periods.

This solicitation is targeted to original equipment manufacturers (OEMs) and certified representatives that meet all trade, regulatory and other conditions required to sell passenger vehicles, trucks, and buses to the United States Government. Please pay particular attention to Section A.1 as hard copy proposals are not required and will not be accepted. Section B.6 – Substantial Transformation also contains important information for Offerors to consider prior to submitting a proposal. Pay close attention to the evaluation criteria in Sections G.1 and G.2 to ensure your proposal meets the requirements.

This solicitation is being released via the Government-wide Point of Entry (GPE) located via the System for Award Management (SAM) at www.sam.gov. In order to conduct this acquisition most effectively, all notices and postings will be made at this location. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-04 effective June 02, 2023. Please be aware that the solicitation, questions and answers, comments or any other information will not be disseminated in any other format. Be sure you check the web site regularly for any amendments. We suggest that you also bookmark GSA’s Automotive’s web site as it contains information of interest associated with automotive programs at www.gsa.gov/automotive.

Your company should propose its best price with its initial offer as GSA intends to award without discussions. Note that incomplete offers will be rejected.

Should you have any questions, please contact Michael Davidson at (703) 603-8338, or Brent Evans at (610) 545-7612.

Sincerely, James Purdy James Purdy Contracting Officer Light Vehicles Branch (QMAAA)

U.S. General Services Administration 1800 F Street NW Washington, DC 20405 www.gsa.gov https://sam.gov/content/home http://www.gsa.gov/automotive

SOLICITATION 47QMCA23R0011

TABLE OF CONTENTS

SECTION A – GENERAL

A.1 ADDITIONAL INFORMATION FOR STANDARD FORM 1449

A.2 ACQUISITION DETAILS

A.3 REQUESTS FOR EXPLANATION OR INFORMATION (MAR 1996)

A.4 SOLICITATION COPIES (MAR 1996)

SECTION B – SCHEDULE OF ITEMS AND VEHICLE REQUIREMENTS

B.1 SCHEDULE OF ITEMS AND PURCHASE DESCRIPTIONS

B.2 ESTIMATED SALES (NOV 1997)

B.3 PRICING

B.4 DEFINITIONS

B.5 STATUTORY PRICE LIMITATION

B.6 SUBSTANTIAL TRANSFORMATION DETERMINATION

SECTION C – ADDITIONAL REQUIREMENTS

C.1 DELIVERABLES

C.2 WEEKLY STATUS REPORTS

C.3 WHEELS-OFF-GROUND DELIVERY

C.4 IDENTIFICATION OF VEHICLES

C.5 CONSIGNEE (CNS) DELIVERY REQUIREMENT

C.6 SHIPMENT DELAYS

C.7 NOTIFICATION OF VEHICLE DEFECTS/MANUFACTURER RECALLS

C.8 FUEL ECONOMY REQUIREMENTS

C.9 AVAILABILITY OF FUNDS

C.10 GUARANTEED MINIMUM QUANTITY

C.11 MAXIMUM QUANTITY OF SUPPLIES

C.12 CONTRACT ADMINISTRATION INFORMATION

C.13 VEHICLE AVAILABILITY LISTING (VAL)

C.14 OPEN SEASON

C.15 PRICE REDUCTIONS

C.16 NEW OPTIONAL EQUIPMENT CODES

C.17 U.S. FLAG VESSEL REQUIREMENTS

C.18 PRE-DELIVERY INSPECTION (PDI) INSTRUCTIONS

C.19 DAMAGE-IN-TRANSIT PROCEDURES

C.20 VEHICLE DOCUMENTATION

C.21 ADDENDUM TO THE SOLICITATION

C.22 REQUISITIONS WITH ADDITIONAL REQUIREMENTS (AREQs)

SECTION D – SOLICITATION CLAUSES

D.1 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS – COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (JUN 2023)

D.2 52.216-18 ORDERING (Aug 2020)

D.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

D.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

D.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

D.6 552.211-81 TIME OF SHIPMENT (FEB 1996) (ALTERNATE I—FEB

1996)

D.7 552.211-88 VEHICLE EXPORT PREPARATION (JAN 2010)

D.8 552.211-91 VEHICLE DECALS, STICKERS, AND DATA PLATES (JAN

2010)

D.9 552.212-71 CONTRACT TERMS AND CONDITIONS APPLICABLE TO

GSA ACQUISITION OF COMMERCIAL ITEMS (JAN 2022)

D.10 552.216-72 PLACEMENT OF ORDERS (JAN 2016) (ALTERNATE I –

AUG 2010)

D.11 RESERVED

D.12 552.246-71 SOURCE INSPECTION BY GOVERNMENT (JUN 2009)

D.13 SUBMISSION OF OFFERS—ADDITIONAL INSTRUCTIONS

D.14 INSPECTION AT DESTINATION

D.15 DELIVERY--F.O.B. DESTINATION/ORIGIN

D.16 WAIVER OF DELIVERY SCHEDULE

D.17 DELIVERY HOURS

D.18 CONTACT FOR CONTRACT ADMINISTRATION

D.20 SCOPE OF CONTRACT

D.21 RESERVED

D.22 DEALERS AND SUPPLIERS

D.23 INTERPRETATION OF CONTRACT REQUIREMENTS

D.24 AUTHORIZED NEGOTIATORS

D.25 FIRST PRODUCTION VEHICLE

SECTION E – SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR

EQUIPMENT (NOV 2021)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT

2018)

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS –

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

E.4 52.214-34 SUBMISSION OF OFFERS IN THE ENGLISH LANGUAGE

(APR 1991)

E.5 52.214-35 SUBMISSION OF OFFERS IN U.S. CURRENCY (APR 1991)

E.6 52.215-6 PLACE OF PERFORMANCE (OCT 1997)

E.7 52.215-20 REQUIREMENTS FOR CERTIFIED COST OR PRICING DATA

AND DATA OTHER THAN CERTIFIED COST OR PRICING DATA (NOV 2021)

(ALTERNATE III - OCT 1997 AND ALTERNATE IV - OCT 2010)

E.8 52.216-1 TYPE OF CONTRACT (APR 1984)

E.9 52.225-18 PLACE OF MANUFACTURE (AUG 2018)

E.10 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.11 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE (FEB 1998)

E.12 552.216-73 ORDERING INFORMATION (AUG 2010) (ALTERNATE

I—SEP 1999)

SECTION F – INSTRUCTIONS TO OFFERORS

F.1 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL

ITEMS

F.2 PERIOD FOR ACCEPTANCE OF OFFERS

F.3 UNSOLICITED SAMPLES, DESCRIPTIVE LITERATURE, OR BRAND NAME

REFERENCES

F.4 AWARD

F.5 PRE-PROPOSAL CONFERENCE

SECTION G – EVALUATION

G.1 EVALUATION

G.2 ADJECTIVAL RATING

G.3 OPEN SEASON PROPOSAL EVALUATION METHOD

G.4 METHOD OF AWARD FOR THE MASTER CONTRACT

G.5 METHOD OF AWARD FOR DELIVERY ORDERS PLACED AGAINST THE

MASTER CONTRACT

G.6 CHANGES TO DELIVERY ORDERS

SECTION A – GENERAL

A.1 ADDITIONAL INFORMATION FOR STANDARD FORM 1449

Hard copy proposals will not be accepted. Offerors must submit electronic versions of proposals as instructed below:

Electronic copies of proposals must be submitted through FedConnect by September 7, 2023. NEW THIS YEAR: Offerors must register for a FedConnect account at www.fedconnect.net; all proposals must be submitted through FedConnect, not by email (pricing submissions will still be through the AutoBid system). Please see attachments Y1-Y3 for more information regarding FedConnect. AutoBid will close September 7, 2023. Please review FAR 52.212-1 – Instructions to Offerors – Commercial Items (MAR 2023) for information regarding timely electronic proposal submission information:

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2) (i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and-

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

Complete electronic file formatting instructions and FedConnect submission requirements are located in Section F.1.

This solicitation will remain open beyond the close date of this solicitation, only for Standard Item 888E, representing motor vehicles which operate on emerging technology. The Government will accept electronic proposals at any time after “Insert Here”, for Standard Item 888E, but will evaluate proposals received after that date in the order in which they are received.

New offerors may also submit proposals under this solicitation during the “open season” period of each year during the sixty-month period of performance – please see Section C.14 for further details on open seasons.

Standard Item 888E proposals from existing contractors received after the close date of the solicitation, solicitation closing should be submitted electronically via FedConnect. Due to system constraints within FedConnect, Standard Item 888E proposals as well as open season proposals from new offerors should be sent to the following email addresses: james.purdy@gsa.gov with a carbon copy to ontheroad@gsa.gov.

Should FedConnect functionality be added for new offerors during the contract period of performance, GSA will issue submission instructions via special notice under this solicitation.

AutoBid WILL NOT open for pricing submission during the supplemental evaluation periods for Standard Item 888E. Pricing information should be included on the mandatory 888E submission template along with all other required technical data (see Attachment U).

Any models submitted under Standard Item 888E or during open season periods and approved by GSA are considered within the scope and intent of the solicitation and, based on the discretion of the Government, may be executed either by modification to the contractor’s contract or new contract award.

SMALL BUSINESS SIZE STANDARD (SF1449 BLOCK 10): This acquisition is classified under NAICS code 336110 – Automobile and Light Duty Motor Vehicle Manufacturing. Per the SBA size standards located at https://www.sba.gov/document/support--table-size-standards, effective March 17, 2023, the small business size standard for NAICS 336110 is 1,500 employees. However, per FAR 52.212-1(a):

(a) North American Industry Classification System (NAICS) code and small business size standard.

The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition—

(1)Is set aside for small business and has a value above the simplified acquisition threshold;

(2)Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or mailto:james.purdy@gsa.gov https://www.sba.gov/document/support--table-size-standards

(3)Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

Non-OEM offerors will be measured against the 500-employee small business size standard prescribed in FAR 52.212-1(a).

A.2 ACQUISITION DETAILS

FSC CLASS: 2310,2320, 2330, and 4210 COMMODITY: Passenger Motor Vehicles and Trucks & Truck Tractors Wheeled

NAICS: 336110

PERIOD: The period of performance shall be a base period of 60 months from the date award.

A.3 REQUESTS FOR EXPLANATION OR INFORMATION (MAR 1996)

Oral or written requests for explanation or information regarding this solicitation should be directed to:

U.S. GENERAL SERVICES ADMINISTRATION

Light Vehicles Branch (QMAAA) ontheroad@gsa.gov with a carbon copy to james.purdy@gsa.gov, brent.evans@gsa.gov, and michael.davidson@gsa.gov.

A.4 SOLICITATION COPIES (MAR 1996)

In order to conduct this procurement most effectively and at the lowest costs, all information – including the solicitation, solicitation amendments, and any comments – will be posted at:

http://www.sam.gov.

mailto:ontheroad@gsa.gov mailto:james.purdy@gsa.gov mailto:brent.evans@gsa.gov mailto:michael.davidson@gsa.gov https://sam.gov/content/home

SECTION B – SCHEDULE OF ITEMS AND VEHICLE REQUIREMENTS

B.1 SCHEDULE OF ITEMS AND PURCHASE DESCRIPTIONS

The Schedule of Items can be found in Attachment F1-F2 as follows:

Attachment No. Description F1 Schedule of Items – OCONUS F2 Schedule of Items – Item 888E

Please note, the full solicitation number for Attachments F1-F2 should read the uniform Procurement Instrument Identification (uPIID) format“47QMCA23R0011”, however the Schedule of Items currently shows a truncated version of the previous format “GB-230011-D” due to systems constraints. In addition, the word “advised” is truncated below each line item designation. The statement should read “OFFERORS MUST FURNISH A PRICE FOR ALL

AVAILABLE OPTIONAL EQUIPMENT LISTED BELOW. YOU ARE ADVISED PRICING

FOR BELOW THE LINE OPTIONS WILL BE EVALUATED FOR PRICE

REASONABLENESS ONLY”.

Vehicles to be provided under this acquisition must adhere to the applicable Federal Vehicle Standards and the applicable Purchase Descriptions (see Attachments E1-E3).

Only those models submitted during the AutoStandards process and included in the Federal Vehicle Standards and/or the applicable Purchase Descriptions (see Attachments E1-E3) will be considered for award. Only those non-tactical makes/models included in the Standard Items identified in Attachment F1 will be accepted for review.

Instructions to Offerors relating to AutoBid are included in Section F.1.

B.2 ESTIMATED QUANTITIES

The estimated quantities and estimated sales figures are provided in Attachment G – 2023 Model Year Estimated Quantities. These estimated quantities apply only to FY23, not the entire sixty-month period of performance. The estimated quantities and estimated sales figures are broken out i) for all customers, and ii) for GSA Fleet; GSA Fleet quantities and sales figures are a subset of the total quantity and are not additional figures. Please note: due to systems constraints, as well as the sixty-month period of performance for this contract spanning multiple vehicle model years, the Estimated Quantities list may include SINs not included in the Schedules of Items; these may be SINs anticipated in future model years, but not currently available to bid. Only those models requested during AutoStandards are included in the Schedules of Items and available to bid during the current AutoBid period.

Attachment L1 – Optional Equipment Analysis, and Attachment L2 – Optional Equipment Combination Analysis demonstrate the optional equipment purchased during FY20, the last ordering cycle for which full-year data is available. Due to Systems constraints and data availability, Attachments L1-L2 may include line items from FY20 which are not solicited as part of this acquisition. Again, only those line items which are included in the Schedules of Items are solicited at present.

B.3 PRICING

Commercial pricing structures are required. Offerors may propose one or more standard item numbers solicited herein, and may offer and be awarded more than one model per standard item number. Offerors must meet the standards specified for each item number offered and follow the proposal submission instructions noted in Section F.

B.4 GSA VEHICLE BUYING PROGRAM

GSA awards and administers the Vehicle Buying program. The program in its entirety purchases over $1.5 billion annually in high-quality vehicles and automotive services at significant savings for customer agencies. Under this program, GSA enters into contracts with commercial firms to provide commercial products at stated prices for given periods of time. GSA’s Vehicle Buying program offers a large selection of vehicles and related products and services. GSA is the mandatory source for all new, non-tactical light vehicles purchased in the United States for Executive branch agencies. As a procurement agent of the United States Government, GSA is responsible for issuing solicitations and awarding contracts to meet this obligation. GSA accepts requisitions from eligible parties in accordance with GSA Order OGP 4800.2I (www.gsa.gov/system/files/OGP%20Order%2048002I%20Eligibility%20Determination.pdf).

GSA’s Vehicle Buying program simplifies the procurement process for Federal agencies and industry partners. GSA determines that prospective contractors are responsible as ensures that potential contractors meet the responsibility determinations required by Federal Acquisition Regulation (FAR) Part 9 and offers products that meet the applicable Federal Vehicle Standards and Purchase Descriptions. GSA also examines the base vehicle and optional equipment prices received as a result of this competitive procurement to determine price reasonableness as it leverages the Government’s purchasing power. Following the GSA Vehicle Buying program ordering procedures, agencies will make a best value determination and place their requisition directly through AutoChoice, GSA’s online vehicle requisitioning portal.

AutoChoice is GSA’s secure on-line ordering application for light vehicles, ambulances, medium/heavy vehicles, buses, wreckers, and car carriers. With AutoChoice, agencies can:

● Configure vehicles and choose vehicle equipment options

● Utilize side-by-side comparisons of each competitor’s vehicle model

● Calculate actual vehicle prices for the configured vehicle https://www.gsa.gov/system/files/OGP%20Order%2048002I%20Eligibility%20Determination.pdf

● View miles per gallon (MPG) fuel ratings

● View carbon dioxide grams per mile (GPM) data

● View Federal Vehicle Standards

● View contractors’ past performance

● Select the vehicle that provides the best value considering price, business size, MPG/GPM, delivery availability, mission requirements, vehicle country of origin and/or percentage of American-made content, and time of shipment

● Select a requested dealership

● Check vehicle requisition status

● Link to the National Highway Traffic Safety Administration (NHTSA) website to view crash test ratings and recall information

Further information about the GSA Vehicle Buying program can be found at www.gsa.gov/buy-through-us/products-services/transportation-logistics-services/fleet-mana gement/vehicle-purchasing.

B.5 DEFINITIONS

The following terms are defined:

Invoice Price: The amount a dealer pays to the manufacturer for a vehicle. Included in this price may be a dealer holdback, which is a percentage of the vehicle’s wholesale price and local charges assessed for brand advertising.

MSRP: Manufacturer’s Suggested Retail Price is the recommended selling price for a vehicle as set by the manufacturer.

Ship Date: Ship date is defined as the moment a vehicle leaves the manufacturer’s production facility (unless the following conditions apply).

Open Market: Any location Outside the Continental United States of America (OCONUS), Europe and Japan.

For vehicles which require oceanic transport, the ship date is defined as the moment a vehicle leaves the port of debarkation.

For vehicles which require subcontractor upfitting, the ship date is defined as the moment the completed vehicle with all equipment leaves the upfit facility and reenters the vendor’s logistics network.

B.5 STATUTORY PRICE LIMITATION

https://www.gsa.gov/buy-through-us/products-services/transportation-logistics-services/fleet-management/vehicle-purchasing https://www.gsa.gov/buy-through-us/products-services/transportation-logistics-services/fleet-management/vehicle-purchasing

This acquisition is subject to statutory price limitations pursuant to 31 U.S.C. 1343. The current statutory price limitations were established in the Consolidated Appropriations Act, 2023, Public Law 117-73, Division D, Title VII, Section 702 (December 29, 2022).

This Law fixes the maximum amount allowable for the purchase of any passenger motor vehicle (exclusive of buses, ambulances, law enforcement, and undercover surveillance vehicles).

Currently the statutory limitation is:

• $26,733.00 for passenger motor vehicles sedans

• $27,873.00 for station wagons

These limits may be exceeded by not-to-exceed $7,775.00 ($34,508.00) for police-type vehicles.

Provided further, that the limits set forth in this section may not be exceeded by more than 5 percent for electric or hybrid vehicles purchased for demonstration under the provisions of the Electric and Hybrid Vehicle Research, Development, and Demonstration Act of 1976. Provided further, that the limits set forth in this section may be exceeded by the incremental cost of clean alternative fuels vehicles acquired pursuant to Public Law 101-549 over the cost of comparable conventionally fueled vehicles. Provided further, that the limits set forth in this section must not apply to any vehicle that is a commercial item and which operates on alternative fuel, including but not limited to electric, plug-in hybrid electric, and hydrogen fuel cell vehicles.

Offerors are instructed to separately identify the destination charge and Additional Systems and Equipment (AS&E) in accordance with 31 U.S.C. 1343, in the appropriate fields in AutoBid (see Section F.1). Failure to state both the destination charge and AS&E may render its submission unacceptable.

Offerors are further cautioned that submissions whose defective price structure constitutes a circumvention of the statutory limitation for the basic vehicle(s) shall be rejected. For purposes of this contract, a submission with a defective price structure is one which is based on prices for the AS&E or destination charges significantly in excess of the prices available in the commercial marketplace.

A full list of items subject to statutory price limitations is set forth in Attachments E1-E3 - GSA Purchase Descriptions. The Offeror must provide the additional systems & equipment (AS&E) AS&E pricing in AutoBid for items subject to the statutory price limitations.

For vehicle makes/models subject to the SPL, reference the Europe, Japan, and Open Market Supplemental Requirements Documents (Attachments W1, W2, and W3).

B.6 SUBSTANTIAL TRANSFORMATION DETERMINATION

Offerors certify, by submission of a proposal, that all products are compliant with the Trade Agreements Act (TAA) as specified in FAR 52.225-5. If significant proposed vehicle(s) component(s) are from a non-TAA compliant country, the Offeror is required to supply a binding ruling of Substantial Transformation from the Office of Regulation and Rulings, Office of

International Trade, Customs and Border Protection with proposal submission. Offerors are advised the process for obtaining a binding ruling can take up to 120 calendar days or longer.

Failure to provide a binding ruling for these products with proposal submission will result in any applicable awarded items remaining closed for ordering until such time the determination has been provided. These components include, but are not limited to, vehicle gliders/chassis, engines, and powertrains. It is the Offeror’s responsibility to request a determination, and such requests should be made in writing to the following:

Customs and Border Protection Office of International Trade Office of Regulation and Rulings 799 9th Street NW; 7th Floor Washington, D.C. 20229-1177 202-325-0100

Any questions related to this requirement should be directed to the GSA points of contact prior to proposal submission.

SECTION C – ADDITIONAL REQUIREMENTS

C.1 DELIVERABLES

For region specific requirements, refer to the Europe, Japan, and Open Market Supplemental Requirement Documents (Attachments W1, W2, and W3).

In addition to the vehicles purchased, the following deliverables are required:

Description Due No Later Than Recipient(s) Weekly Status Report (see Attachment H for requirements;

Attachment I for example)

Each Friday After Contract Award automotiveedi.partnerships@gsa.gov Contracting Officer, Contract Specialist, and CORs (reference C.12)

Law Enforcement Option Weekly Status Report (only required for vendors awarded Law Enforcement options; see Attachment P for example)

Each Friday After Contract Award gsafleet.lawenforcement@gsa.gov Contracting Officer, Contract Specialist, and CORs (reference C.12)

Shipment Delays 30 Calendar Days Prior to Shipping (see section C.6)

Contracting Officer, Contract Specialist, and CORs (reference C.12)

Other Upfit Options Status Reporting Template - Attachment R

Each Friday After Contract Award

Contracting Officer, Contract Specialist, and CORs (reference C.12)

Notification of Vehicle Defects/Manufacture Recalls; AND Recall Status Report (required to be sent weekly for all recalls;

see attachment S for example)

Mailed to the following address within 1 week of public announcement.

**Documents should follow the same path as vehicles..

***Weekly Recall Status Reports shall be sent each Friday After Contract Award, as

Paperwork shall follow the address listed on the MVDO, unless otherwise instructed in C.7.

Weekly Status Report Emails:

CORs (reference C.12) mailto:automotiveedi.partnerships@gsa.gov mailto:gsafleet.lawenforcement@gsa.gov applicable (Send via email)

Damage in Transit (DIT) Status Update

Each Friday After Contract Award

Contracting Officer, Contract Specialist, and CORs (reference C.12)

Vehicle Availability Listing As required Contracting Officer, Contract Specialist, and CORs (reference C.12) Request for Vehicle Inspections (to include RPN and VIN of units to be inspected)

10 Calendar Days in Advance of Requested Inspection

Assigned Vehicle Inspector and/or Contracting Officer’s Representative (only for Source Inspections or First Article Inspections per sections D.12 and D.25)

Vehicle Data Sheet (see Attachment K for requirements)

Must be placed in each vehicle prior to shipment

Must be placed in each vehicle

Invoice Upon vehicle delivery

The Contractor must submit the invoice to the GSA Finance Office through the Department of Treasury’s, Invoice Processing Platform (IPP) web portal, https://ipp.for.fiscal.treasury.gov/ and then click on “Collector (Supplier)” for processing in accordance with section C.12;

AND in addition for all GSA Fleet Vehicle Leasing orders, refer to the Europe, Japan, and Open Market Supplemental Requirement Documents (attachments W1-W3).

Paper or Electronic Delivery Receipt Upon vehicle delivery Consignee

Certificate of Conformity (COC)

Must be placed in each vehicle prior to shipment

Must be placed in each vehicle prior to shipment

Abwicklungsschein

A copy must be provided by certified mail upon completion.

See Europe Supplement Requirement Document (attachment W1)

Zulassung Part I and

II

A copy must be provided by certified mail upon completion.

See Europe Supplement Requirement Document (attachment W1)

T2L or T2LF Must be placed in each vehicle prior to

See Europe Supplement Requirement Document (attachment W1) https://ipp.for.fiscal.treasury.gov/ https://ipp.for.fiscal.treasury.gov/ shipment as applicable*

EX-A Document

Must be placed in each vehicle prior to shipment as applicable*

See Europe Supplement Requirement Document (attachment W1)

Joto Shomei (see attachment X1)

A copy must be provided by certified mail upon completion.

See Japan Supplement Requirement Document (attachment W2)

Kansei Kensa (see attachment X2)

A copy must be provided by certified mail upon completion.

See Japan Supplement Requirement Document (attachment W2)

Problem Notification Report (PNR)

Immediately upon discovery of problem (see section C.6)

Contracting Officer, Contract Specialist, and CORs (reference C.12)

The Contractor must deliver via email one (1) electronic copy of each deliverable to the designated persons listed below (see C.2) on the date it is due in Microsoft Office, Word 2010, PowerPoint 2010, Project 2010, or Excel 2010 format (or compatible version), as appropriate, for the deliverables specified herein, whether verbally requested or not. Changes to delivery points of contact must be issued to the Contractor by email notification. All deliverables must be delivered no later than the date specified herein.

Offerors may download the solicitation and make electronic copies of necessary items for submission. For its own records, Offerors are responsible for downloading and making complete copies of the solicitation, the terms of which are incorporated in the contracts.

C.2 WEEKLY STATUS REPORTS

GSA’s Office of Motor Vehicle Management’s contracts require vendors to submit electronic status reports on a weekly cycle which indicate the production status of all vehicles ordered utilizing Attachment H.

Status information sent electronically to GSA by your firm is displayed in our online ordering program, AMP and AutoChoice as appropriate. GSA Fleet Vehicle Leasing and authorized customer agencies 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 contractor in AutoChoice. It is an avenue for customer agencies to evaluate the contractor’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.Partnershps@gsa.gov.

2. EDI: Data collection is in X12 format (870 transactions set version 3010). Please contact Terry Koniarski at 703-605-9505 for further information in this electronic data interchange.

Please see Attachment I for AutoChoice Status Report layout and instructions. Please note: the Government is currently finalizing new contractor weekly status reporting requirements; the current procedures as listed herein will remain in place until new procedures are finalized, which will be incorporated into any contracts resulting from this solicitation by bilateral modification per FAR Part 52.212-4 – Changes.

In addition to the above, the Government will seek vehicle-level data from contractors for all orders placed, to include RPN, VIN, optional equipment, production/shipment status, and other fields to be determined. The Government will work with contractors after award to finalize this requirement and submission procedures. Final requirements will be incorporated into any contracts resulting from this solicitation by bilateral modification per FAR Part 52.212-4 – Changes.

C.3 WHEELS-OFF-GROUND DELIVERY

The vehicle must be processed for shipment from the manufacturer’s plant to the initial receiving activity, in accordance with the manufacturer’s standard commercial practice. The delivery method used must assure that all wheels of subject vehicles are off the ground at all times while in transit from the point of final assembly (vehicle complete as specified) to the destination indicated on each individual requisition.

Wheels-off-ground delivery is a requirement for light vehicles, but contractors may use standard commercial practice for medium/heavy vehicles and buses.

The warranty begins when the Government accepts the vehicle from the contractor at Freight On Board (FOB) point of delivery destination.

C.4 IDENTIFICATION OF VEHICLES

The contractor must show the applicable GSA Requisition Purchase Number (RPN) on the carrier’s freight bill or other document used in the delivery of vehicles to the specified FOB destination under this solicitation. This information is essential to the consignee for identification purposes. Vehicles will not be accepted by the Government without this identifying number.

Contractors must submit a ‘Vehicle Data Sheet’ with all required data listed (see attachment K for requirements).

C.5 CONSIGNEE (CNS) DELIVERY REQUIREMENT

When the CNS delivery option is selected, the contractor must deliver the vehicle to the requested address. For requisitions placed with option code CNS and designated for delivery to a Department of Defense (DoD) facility, offerors are advised that many installations have adopted RAPIDGate as a credentialing system for entry to facilities. For many military installations, transporters are now recommended to have a RAPIDGate credential to enter a facility to make deliveries (to include motor vehicle transporters). DoD and other Government agencies will continue to implement these credentialing requirements to ensure controlled access to Government facilities. For more information on RAPIDGate, including cost and application procedures, please visit fortiorsolutions.com/rapidgate-for-vendors/. Offerors are encouraged to consult with transport carriers used in the performance of this contract to recommend compliance with RAPIDGate access to applicable facilities. Without RAPIDGate, contractor representatives will still be allowed access to applicable facilities; however, they will be required to undergo standard security checks.

A current list of facilities utilizing RAPIDGate can be found at https://www.fortiorsolutions.com/products/rapidgate/.

The delivery address will be identified on the GSA MVDO.

For Delivery Locations see the Europe, Japan and Open Market Supplemental Requirement Documents (attachments W1-W3).

The vehicle must be processed for shipment from the OEM’s plant to the initial receiving activity, in accordance with the OEM’s standard commercial practice.

The method of delivery must be as follows:

Vehicles must be delivered wheels-off-ground (as specified in paragraph C.3) to the destination location identified on the GSA order.

The contractor is responsible to remove the vehicle from the transporter upon delivery at the destination location. The warranty begins when the Government accepts the vehicle at the contractor F.O.B. destination or F.O.B. origin identified on the order.

The contractor is responsible for:

1. Complete the pre-delivery inspection and servicing customarily provided by the dealer.

2. Filling the fuel tank(s) to at least the quarter full mark on the fuel gauge.

3. Notifying GSA of any delayed delivery dates and the in-transit distance accumulation if applicable.

4. Assuring all personnel delivering vehicles obtain access to the applicable US military bases. A valid Identification Document (ID) or passport is required.

https://fortiorsolutions.com/rapidgate-for-vendors/ https://www.fortiorsolutions.com/products/rapidgate/

5. Accurately completing all Government Regulations and OEM Emissions and Safety testing and certification requirements.

The receiving agency is responsible for:

1. In the presence of the delivering driver, immediately inspect the vehicle for damage, abuse, loss, or theft that may have occurred during transit. Any such findings should be accurately described on the delivery receipt the driver presents for signature. If the vehicle(s) are covered with snow, ice, or dirt so as to prevent a complete inspection at the time of delivery, this shall be noted on the delivery receipt. The driver is required to acknowledge any notification on the delivery receipt by signature.

2. Notifying the contractor appropriate GSA personnel of any damages or shortages found within a reasonable amount of time.

3. Furnishing license plates/tags for the vehicle.

4. Securing vehicle title/registration.

IDENTIFICATION OF VEHICLES, DATA DELIVERABLES, PRE DELIVERY

NOTIFICATIONS

The Contractor must show the applicable RPN on the carrier's freight bill or other document used in the delivery of vehicles ordered with CNS destination delivery. This information is essential to the consignee for identification purposes. Vehicles will not be accepted by the Government without this identifying number.

No later than 45 calendar days prior to delivery location identified on the delivery order, the following data must be provided to the CORs:

● GSA RPN

● Vehicle Identification Number (VIN)

C.6 SHIPMENT DELAYS

If vehicles are not produced, inspected, and shipped in accordance with the contract time of shipment, they are deemed late. The contractor is required to advise the Government of the delay a minimum of 30 calendar days prior to the shipment date and establish a new shipment date to remove the vehicle(s) from default status. The concession for late shipment is 200% of the monthly lease rate established by GSA Fleet for the current model year for the item delayed, or the closest comparable item. The lease rate may be found via www.gsa.gov/gsafleet. In accordance with FAR 52.212-4(f), concessions will not be required for delays that are beyond the reasonable control and without the fault or negligence of the contractor. None of the aforementioned must be regarded as an extension, waiver, or abandonment of the delivery schedule or a waiver of the Government's right to terminate for cause.

It is the responsibility of the Contractor to pick up all misdelivered vehicle(s) within fourteen

(14) calendar days and deliver to the location indicated on the MVDO. If the vehicle(s) is not http://www.gsa.gov/gsafleet delivered to the correct location by the order shipment date a concession will be applied.

Additionally, for orders shipped prior to inspection, if the Contractor is able to have the vehicle returned to the production facility, inspected and shipped prior to the order shipment date, concessions will be waived. The concession for misdelivered and uninspected vehicles that have missed the order shipment date is 200% of the monthly lease rate established by GSA Fleet for the current model year.

The Contractor shall notify the COR and CO via a Problem Notification Report (PNR) utilizing the template found via Attachment T – Problem Notification Report as soon as it becomes apparent to the Contractor that a scheduled delivery will be late. The Contractor shall include in the PNR, the rationale for late delivery, the expected date for the delivery, and the project impact of the late delivery. Additionally, the Contractor shall submit along with the PNR, any supplemental information such as official OEM letters justifying delays and shortages. The COR will review the new schedule and provide guidance to the Contractor. Such notification in no way limits any Government contractual rights or remedies including, but not limited to, termination.

C.7 NOTIFICATION OF VEHICLE DEFECTS/MANUFACTURER RECALLS

For vehicles delivered under this contract, any notification of defects pursuant to 49 CFR 577.7 must be addressed to the consignee mailing address unless otherwise instructed by the Government.

In addition, in order to increase recall closure rates and provide enhanced oversight, GSA is capable of receiving electronic notifications of announced recalls, field service actions/customer service bulletins, technical service bulletins (TSB), and/or warranty extensions. Contractors must inform GSA as to their ability to transmit this data electronically.

For non-GSA Fleet Leasing vehicles, notifications of defects or manufacturer recalls shall be sent via certified mail to the address on the MVDO.

For GSA Fleet Leasing vehicles under this contract, any notification of defects or manufacturer recalls shall be sent via certified mail to the mailing address listed on the MVDO, unless otherwise instructed by the Government.

Paperwork shall follow the address listed on the MVDO, unless otherwise instructed in the Europe, Japan, and Open Market Supplemental Requirement Documents.

C.8 FUEL ECONOMY REQUIREMENTS

Offerors are advised to provide the most fuel-efficient vehicle(s) available that meet the most current Emission Standards for all vehicles and vehicle up-fits ordered under any subsequently awarded contracts. Ordering customers must consider current fuel economy requirements within their appropriate location when making its vehicle and vehicle up-fit selections.

C.9 AVAILABILITY OF FUNDS

The Government anticipates making an award on all items specified in the Schedule of Items.

Quantities provided are an estimate only and are not a guarantee of orders to be placed under any resultant contract. Ordering customers will verify the availability of funds when submitting requisitions.

C.10 GUARANTEED MINIMUM QUANTITY

In accordance with FAR 16.504(a), the minimum quantity in dollars that the Government guarantees to order during the period of performance of this contract is $10,000.00. If at the end of the contract period the vendor has not received an order, upon request, the Government will pay the contractor the guaranteed minimum dollar value. The minimum quantity dollar value is for the entire contract inclusive of options, and not for each line item awarded. No minimum quantity of units is guaranteed.

● Request for payment of any amount due under this paragraph must be submitted, in writing, to the Contracting Officer within 30 calendar days after the end of the contract period.

● The guaranteed minimum does not apply if the contract is terminated for cause or if the Contractor has not performed in accordance with the terms and conditions of the contract.

C.11 MAXIMUM QUANTITY OF SUPPLIES

The Government anticipates making multiple awards under this acquisition. In accordance with FAR 16.504(a)(4)(ii), the maximum quantity of supplies the Government will acquire under this contract will be established for each resultant contract based on the items awarded. Each resultant contract will have its own contract ceiling established, and the ceiling price for each awarded contract may differ. For each successful Offeror, the estimated dollar value of all awarded line items specific to that contract from (Attachment G) will be added together to determine the maximum quantity of supplies in dollars for the base period. The unit amount from the total 5-year quantity column in Attachment G – Estimated Quantities will be multiplied by the offered price to determine a dollar value for each awarded line item. The sum of all awarded line items will be added together to determine the total maximum quantity of supplies, provided in whole U.S. dollars.

Attachment G – Estimated Quantities also includes the maximum sum of dollars to be spent by the Government on individual orders placed under contracts awarded under this solicitation. No individual contract awarded under this solicitation will be valued in excess of this maximum sum. Though the sum of the estimated values of contracts awarded under this solicitation may exceed the maximum sum included in Attachment G, the Government will not place a sum of orders under contracts awarded in excess of this maximum sum for all periods of performance.

C.12 CONTRACT ADMINISTRATION INFORMATION

A. POINTS OF CONTACT:

Contracting Officer’s Representative (COR): The COR will oversee the Contractor’s technical efforts to assure that its performance is in accordance with the terms and conditions of the contract. The COR will be designated after award.

Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The CO is the only individual authorized to make changes to the terms and conditions of the contract. The GSA points of contact for this contract are as follows:

Contracting Officer James Purdy for Master Contract: GSA/FAS/QMAAA

1800 F Street NW Washington, DC 20405

(443) 799-3234 or james.purdy@gsa.gov

Contracting Officer James Purdy for Delivery Orders: GSA/FAS/QMAAA

1800 F Street NW Washington, DC 20405

(443) 799-3234 or james.purdy@gsa.gov

Contract Specialists: Michael Davidson

GSA/FAS/QMAAA

1800 F St NW Washington, DC 20405

(703) 603-8338 or michael.davidson@gsa.gov

Brent Evans

GSA/FAS/QMAAA

1800 F St NW Washington, DC 20405

(610) 545-7612 or brent.evans@gsa.gov

CORs: GSA Fleet Vehicle Leasing - Europe CORs:

Jeremy Cates GSA EURO-IFMS Fleet Europe

DSN: 634-8662

Office: 0039-0444-718662 or jeremy.cates@gsa.gov

Holger Fisher GSA EURO-IFMS Fleet Europe

DSN: 546-7416

mailto:james.purdy@gsa.gov mailto:james.purdy@gsa.gov mailto:michael.davidson@gsa.gov mailto:brent.evans@gsa.gov mailto:jeremy.cates@gsa.gov

Office: 0611-143-546-7416 or holger.fischer@gsa.gov

Russell Miller

GSA/FAS/QMDAA

1800 F St NW Washington, DC 20405

(703) 258-4733 or russell.miller@gsa.gov

GSA Fleet Vehicle Leasing - Japan CORs:

Emilda Prado 300 Ala Moana Blvd, Room 1-336 Honolulu, HI 96850

(808) 265-1936 or emilda.gomawed@gsa.gov

Drew Wonacott 333 W. Broadway, Ste 950 San Diego, CA 92101

(619) 696-2871 or drew.wonacott@gsa.gov

GSA Fleet Vehicle Leasing - Open Market CORs:

Emilda Prado 300 Ala Moana Blvd, Room 1-336 Honolulu, HI 96850

(808) 265-1936 or emilda.gomawed@gsa.gov

Drew Wonacott 333 W. Broadway, Ste 950 San Diego, CA 92101

(619) 696-2871 or drew.wonacott@gsa.gov

All other non-GSA Fleet Vehicle Leasing orders:

GSA Vehicle Buying vehicle.buying@gsa.gov

The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery or any other terms and conditions of the contract. The COR however, will be permitted to make changes to color, consignee, mailing addresses, email addresses, telephone/fax number and points of contact as delegated and upon consultation with the vendor. On award, the mailto:holger.fischer@gsa.gov mailto:russell.miller@gsa.gov mailto:emilda.gomawed@gsa.gov mailto:drew.wonacott@gsa.gov mailto:emilda.gomawed@gsa.gov mailto:drew.wonacott@gsa.gov mailto:vehicle.buying@gsa.gov

Contractor will be provided a delegation letter from the Contracting Officer for its signature and files.

B. INVOICE SUBMISSION

INVOICE AND PAYMENT INFORMATION

The Contractor must submit the invoice to the GSA Finance Office through the Department of Treasury’s, Invoice Processing Platform (IPP) web portal, https://ipp.for.fiscal.treasury.gov/ and then click on “Collector (Supplier).”

The funding reference to use when submitting invoices in IPP is the RPN number located in Block 2 of the Motor Vehicle Delivery Order (MVDO). IPP will display an IPP PO number which will have the RPN number embedded, e.g., IPP PO will be VHRPNN12345-01-0.

Once an invoice is submitted by the Contractor, the Government will make payment after verification that the vehicle(s) listed on the invoice have been received and accepted. Payment terms are Net 30.

If you have problems submitting your invoice in IPP, please contact one of the following, as applicable.

IPP General System, Login ID, password issues:

IPP Customer Support Helpdesk

Phone: (866) 973-3131

Email: IPPCustomerSupport@fiscal.treasury.gov

IPP Inquiries with payment issues:

Email: kc-fedpay.finance@gsa.gov

Payment will be made in accordance with FAR 52.212-4(i).

C.13 VEHICLE AVAILABILITY LISTING (VAL)

Customers are able to order vehicles up until the time Contractors notify GSA that vehicles are no longer available. The Contractor is advised, however, that GSA ordering systems remain open year-round for orders to be placed, subject to availability. The Contractor shall notify GSA of the time that vehicles are no longer available via email to the Contracting Officer and Contract Specialists.

The Contractor shall provide, at a minimum, a 2-week notice prior to its closing of any line items.

https://ipp.for.fiscal.treasury.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov mailto:kc-fedpay.finance@gsa.gov

C.14 OPEN SEASON

The Government desires the flexibility to order vehicles defined in this contract without interruption during the period of contract performance. Recognizing that the sixty-month period of performance will span several model year changeovers, as well as vehicle line discontinuations and new introductions, and other changes in the commercial automotive market, in order to mitigate the adverse impact on customer agencies GSA will establish two (2) “open season” period each fiscal year for existing contractors to update their line item offerings and to on-board new offerors. The open season period is intended to bridge contractor performance gaps to facilitate an uninterrupted supply of vehicles to GSA. Allowing existing contractors to update their line item offerings, and providing for the on-boarding of new offerors during the contract period, offers GSA the flexibility to keep pace with changes in the commercial marketplace and continue to provide the widest possible array of models to meet customer agencies’ evolving fleet needs.

Throughout the life of the contract, GSA will establish two (2) open season period per fiscal year. The open season will be announced by GSA via special notice under this solicitation in SAM.gov as well as by notification to successful offerors. The AutoStandards system will open to allow suppliers to update vehicle specifications and to aid in establishing the Federal Vehicle Standards for the upcoming fiscal year. Following completion of the AutoStandards process, and publication of the new Federal Standards, GSA will open AutoBid for open season submissions, according to the following procedures:

A. EXISTING CONTRACTORS:

During the open season period, existing contractors with awarded contracts under this program may:

● Update the model year**, pricing, base vehicle minimum data, optional equipment availability/pricing/collisions, clarifications, and engine and fuel tab data for existing awarded line items; and/or

● Propose new models not previously awarded under the contract, for which there is an existing…