47QMCA23R0011 Attachment AA - Pre-Proposal Conference Slides.pdf

U.S. General Services Administration

2024 Outside the Continental United States (OCONUS) Vehicle Program

Pre-Proposal Conference GSA Vehicle Purchasing

Solicitation

47QMCA23R0011

August 8, 2023

Federal Acquisition Service

AGENDA

Welcome

– Leonard Fedoruk, GSA Vehicle Purchasing Director RFP Overview and Proposal Submission

– James Purdy, Contracting Officer

– Michael Davidson, Contracting Officer

– Brent Evans, Contract Specialist

Law Enforcement Upfit (LU) Options

– Russell Miller, GSA Engineering

– AutoBid Instructions

– Caroline Kassar & Mike Chipman, GSA Operations and

Maintenance Branch

– Questions?

RFP OVERVIEW

AND PROPOSAL SUBMISSION

Acquisition Lifecycle Update Solicitation Package Review Proposal Submission Evaluation Award Contract Administration

ACQUISITION LIFECYCLE UPDATE

AutoStandards AutoBid AutoChoice

Requirements Development

Solicitation Proposal Submission**

Evaluation Award/Order Placement

**In addition to other proposal submission requirements of the RFP (Administrative Requirements/Technical Proposal)

SOLICITATION PACKAGE REVIEW

All announcements/synopses are posted to SAM.gov Each solicitation contains its own unique:

– General Information

– Schedule of Items

– Due date/time

– Period of Performance

– Requests for Explanation/Information

– Additional Requirements

– Clauses/Provisions

– Instructions to Offerors

– Evaluation Methods

Contracting Officer is only POC after solicitation issuance

Each RFP is unique!

Always refer to the terms/conditions of each individual RFP

SOLICITATION PACKAGE REVIEW

Schedule of Items

Outlines Government’s minimum requirements Includes applicable Federal Standards and Purchase

Description(s) Estimated Quantities Other regulatory information

– Statutory Price Limitations

– Substantial Transformation Determinations

SOLICITATION PACKAGE REVIEW

Due Date/Time

Questions are Due NLT 3:00 pm ET August 21, 2023 AutoBid Submissions are Due NLT 3:00pm ET

September 07, 2023 Proposals are Due NLT 3:00pm ET September 07, 888E Proposal Submissions will be accepted after the initial proposal submission

SOLICITATION PACKAGE REVIEW

Period of Performance

Base – One 60 month (5 year) period of performance No optional periods of performance Two (2) open season periods per year Incumbents New Offerors

SOLICITATION PACKAGE REVIEW

Additional Requirements

Includes administrative deliverables in section C.1 Points of contact/authorities Status reporting requirements Up-fit reporting requirements Invoicing instructions Other additional requirements (AREQs) Notification of Vehicle Defects/Recall reporting requirements

Recalls Technical Service Bulletins (TSBs) Warranty Extensions

SOLICITATION PACKAGE REVIEW

Clauses and Provisions

Mandated by FAR/GSAM (supplemented as necessary) Clauses

– Terms or conditions applying after contract award, or both before and after award

– Become part of any awarded contract

– CAN BE APPLICABLE TO PRIME’S SUBCONTRACTORS

Provisions

– Terms or conditions used only in solicitations and apply only before contract award

– Do not become part of awarded contract

Full-text or Incorporated by Reference (IBR)

SOLICITATION PACKAGE REVIEW

Instructions to Offerors

Provide instructions for proposal preparation

– Submission Content / Format of Proposals

Generally two separate submission requirements

– Electronic submission via FedConnect

– Volume 1 – Administrative Requirements

Volume 2 – Technical Proposal Volume 3 – Price Proposal / Electronic Printout of AutoBid Volume 4 – Law Enforcement (LU) Option Submission

– AutoBid submission via AutoVendor portal Volume 3 – Price Proposal / Electronic Printout of AutoBid

Each RFP is unique!

Always refer to the instruction

(See Section F) of each individual RFP

FEDCONNECT

Vendors must register in FedConnect to submit proposals www.fedconnect.net FedConnect resources attached to RFP (attachments Y1, Y2 and Y3) https://www.fedconnect.net/FedConnect/Default.htm

SOLICITATION PACKAGE REVIEW

Evaluation Methods

Evaluation Criteria Rating Structure Method of Award for Master Contract

– Lowest Price/Technically Acceptable (LPTA) No consideration of tradeoffs

Method of Award for Delivery Orders

– AutoChoice/Automotive Management Program (AMP)

– Best Value

Tradeoffs considered May not be lowest price

Each RFP is unique!

Always refer to the evaluation methods of each individual RFP

SOLICITATION PACKAGE REVIEW

Significant Changes from FY19

Alternative Models will be considered during Open Season(s) and for standard item 888E for the life of the contract

More than one model may be submitted and awarded per offeror per standard item number

Defect/recall notification process has been revised Next Model Year submissions shall be updated during the Open

Season(s) (without restrictions on engine/transmission changes, model redesigns, etc.)

EPA no longer applicable Clauses and Provisions for 889a –telecommunications 14

SOLICITATION PACKAGE REVIEW

Significant Changes (cont’d)

Contractors will be required to provide access to all PDI instructions for all makes/models awarded, w/out restrictions

Contractors will no longer submit DIT procedures

– Government will submit info to contractors

– Contractors will follow their own required internal procedures/forms for processing claims First Production Vehicle inspection requirements will be listed in Fed.

Standards or applicable purchase descriptions Regional Specific Documentation must be mailed per section C.1 of the supplemental requirement document(s) Invoices must be submitted through the IPP system and mailed according to the supplemental requirement document(s) 15

PROPOSAL SUBMISSION

DO’S

– USE THE PROPOSAL CHECKLIST

– Read the entire RFP

– Follow ALL Instructions to Offerors

Format/content/submission Follow prescribed File Naming

– Ensure your proposal addresses all requirements

– Ensure your AutoBid submission is accurate/complete

– Submit all Volumes as prescribed in the RFP

– Make sure the entered vehicle data is correct

PROPOSAL SUBMISSION

DON’TS

– Don’t submit late

Late offers will not be considered

– Don’t submit one aspect (AutoBid) without all other requirements (Administrative/Technical)

– Don’t submit Administrative/Technical requirements as one document Instructions to Offerors outline file naming protocols

PROPOSAL SUBMISSION

DO NOT WAIT

UNTIL LAST

MINUTE

EVALUATION

After receipt of proposals Review of Administrative Requirements

– Letters of Supply, Reps/Certs, EEO Clearances, etc.

Past Performance Evaluation

– CPARS, offeror-supplied past performance information Responsibility Determination

– Financials, Delivery Schedule, Performance, Facilities, etc.

This list is not exhaustive;

each RFP has its own requirements

EVALUATION

Technical Proposal Evaluation

– Technical Evaluation Board

– Evaluation procedures in the RFP

Contracting Officer may ask for proposal Clarifications Price Analysis

This list is not exhaustive;

each RFP has its own requirements

EVALUATION

Competitive Range established Discussions (negotiations) conducted as necessary Final Proposal Revisions requested, if applicable Offeror will submit any Final Proposal Revisions, if applicable

– AutoBid will only reopen if Contracting Officer conducts discussions

Final Evaluation and Price Analysis Recommendation for Award

AWARD

Source Selection authority makes award recommendation(s)

– Multiple Award Solicitation Clauses, Technical Proposal, Pricing Proposal, other Terms/Conditions become part of final award Award notices posted to SAM.gov AutoBid information is merged into AMP and AutoChoice AMP is opened for GSA Fleet ordering AutoChoice is opened for all other Executive Agency ordering

CONTRACT ADMINISTRATION

Ship vehicles in accordance with contract terms/conditions Weekly Status Reports Monthly and Weekly Status Reports, as applicable Notification of Vehicle Delays Notification of Vehicle Defects Notification of Recalls Vehicle Availability Listing (VAL) updates Other contract administration actions as necessary 95% on-time shipment performance benchmark

GSA Office of Motor Vehicle Management Center for Automotive Acquisition

FY 2024

Engineering

John Hampson and Russell Miller, Engineering Branch

LAW ENFORCEMENT UPFIT (LU) OPTIONS

Russ Miller

– GSA Engineering

1. Attachments E1,E2,E3 – GSA Purchase Description

2. Attachment M – LU Option Individual Worksheet

3. Attachment N – LU Option Technical Exception Worksheet

4. Attachment O – LU Option Brand Name or Equal Worksheet

5. Attachment P – LU Option Status Reporting

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 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 September 07, 2023, at 3:00 PM ET

How to fill out a TEW

How NOT to fill out a TEW

GSA Office of Motor Vehicle Management Center for Automotive Acquisition

FY 2024

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

Caroline Kassar and Mike Chipman, Operations and Maintenance Branch

• 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

How do I access AutoBid?

To access AutoBid, log into AutoVendor:

https://AutoVendor.fas.gsa.gov

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

1.Company Name 2.UEI Number 3.Address 4.Business Size (small or large) 5.User’s Name(s) 6.Telephone 7.Fax (unless an EDI vendor, this is the number orders will be faxed to) 8.Email https://autovendor.fas.gsa.gov/ mailto:automotiveedi.partnerships@gsa.gov

Selecting a Vehicle Type

• 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

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.

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.”

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

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.

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

Checklist Report

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

Checklist Report - Status

● A successfully submitted bid will have a status of “Submitted” and a

Submitted to GSA Date populated.

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

CARS Line: +1 703-605-CARS (2277)

Vehicle Buying: vehicle.buying@gsa.gov

Still have Questions or Need More Information?

mailto:automotiveedi.partnerships@gsa.gov mailto:vehicle.buying@gsa.gov

DO NOT WAIT

UNTIL LAST

MINUTE

QUESTIONS?

HELPFUL RESOURCES

www.gsa.gov – GSA website www.gsa.gov/automotive – Vehicle Buying website www.vehiclestd.fas.gsa.gov/CommentCollector/Home - Federal

Vehicle Standards https://www.fedconnect.net/FedConnect/Default.htm - FedConnect www.sam.gov – SAM website www.acquisition.gov – FAR/GSAM website www.maritime.dot.gov – Maritime Administration (MARAD) website https://www.gsa.gov/ https://www.gsa.gov/buy-through-us/products-services/transportation-logistics-services/fleet-management/vehicle-purchasing https://vehiclestd.fas.gsa.gov/CommentCollector/Home https://www.fedconnect.net/FedConnect/Default.htm https://sam.gov/content/home https://www.acquisition.gov/far/52.204-24?&searchTerms=889 https://www.maritime.dot.gov/