47QMCA24R0006_2025_Main_Bus_Pre-Proposal_Conference_Slides_2024-6-10.pdf

GSA 2025 Main Bus Program Pre-Proposal Conference

Solicitation 47QMCA-24-R-0006 June 10, 2024 Craig Yokum, Contracting Officer

*This meeting is being recorded*

GSA Office of Fleet Management Center for Vehicle Acquisition

Agenda ❏ Welcome: Leonard Fedoruk, GSA Vehicle

Purchasing Director ❏ Solicitation Overview: Craig Yokum, Contracting

Officer ❏ Proposal Preparation / Submission: James Purdy, Non-Light Vehicle Team Lead ❏ Engineering: John Hampson, Engineering Branch

Chief & Anil Nair and Brandon Lukert, Engineers ❏ Quality Assurance: Bill Wesolowski, QA Branch

Chief ❏ GSAFleet.gov Instructions: Erica Rollins, GSA

Operations and Maintenance Branch

Welcome

Leonard Fedoruk, Director, GSA Vehicle Purchasing

Solicitation Overview

Craig Yokum GSA Contracting Officer and Source Selection

Official

Acquisition Process

Center for Vehicle Acquisition

Post Award

Order placement Contract administration

Requirements Generation

Technical requirements generation Federal Standard generation Estimated unit quantities generation

Solicitation and Award

Draft Solicitation Final Solicitation Proposal submission Pricing submission Evaluation Negotiation (competitive range) Contract awards, anticipating multiple awards

Important Dates ❏ January 18, 2024 – Pre-Solicitation Conference ❏ January 26, 2024 – Draft Federal Standard 833T

Release ❏ February 12, 2024 – New Models Due to Engineering ❏ March-May 2024 – Federal Standards Comment

Collector (Public & Vehicle Suppliers Comment Period) ❏ May 10, 2024 – Draft Solicitation posted in SAM ❏ June 6, 2024 – Final Federal Standard 833T ❏ June 17, 2024 - ❏ Final Solicitation posted (SAM) ❏ Bid Management opened (GSAFleet.gov) ❏ Proposal Submissions opened (FedConnect)

❏ July 30, 2024 - Solicitation Closed

Solicitation ❏ Defined solicitation posted to SAM.gov ❏ Indefinite delivery/Indefinite quantity (IDIQ) ❏ Period of Performance – 60 months with bi-annual

Open Seasons, no minimum sales requirements ❏ Full-and-open competition ❏ FAR Part 12 (Commercial Items) and FAR Part 15

(Contracting by Negotiation) ❏ Mandated use of GSAFleet.gov for ordering ❏ Contract administration responsibilities retained by

PCO

GSA Office of Fleet Management http://gsafleet.gov

Source Selection / Evaluation ❏ Volume 1: Administrative Requirements

❏ Vendor Response Document ❏ Financials ❏ Letter(s) of Supply ❏ Inspection Points / Place of Performance ❏ Facilities ❏ Past Performance (CPARS / PP Examples)

❏ VETS-4212

❏ Volume 2: Technical Proposal Evaluation ❏ Evaluation procedures in the solicitation ❏ Technical and Management Approaches

❏ Volume 3: Price Analysis ❏ CO may ask for Proposal Clarifications ❏ CO may establish a competitive range and hold discussions

Award ❏ Source Selection Authority (CO) makes award decision ❏ Multiple Contract Awards anticipated ❏ Solicitation Clauses, Technical Proposal, Pricing

Proposal, other Terms/Conditions become part of each final contract award

❏ Award notices posted to SAM.gov

Contract Administration ❏ Customers make bus selections in GSAFleet.gov ❏ Vendors ship buses in accordance with contract terms/conditions (FOB Destination) ❏ Weekly Status Reports ❏ Monthly Status Reports ❏ Notification of Vehicle Delays ❏ Notification of Vehicle Defects ❏ Other contract administration actions as necessary –

Contract and Order Modifications ❏ 95% on-time shipment performance benchmark

GSA Office of Fleet Management

888E Process ❏ Intended to accelerate the adoption of EVs ❏ Ability to offer full-electric vehicles at any point throughout the yearly contract cycle ❏ On-Board new offerors at any time ❏ We can create new SINs to accommodate offerings if we think they will be in demand

Open Season Process ❏ Refer to paragraph C.14 of the solicitation ❏ Bi-annual (usually Spring & Fall) ❏ Existing contractors under this program may:

❏ Update new model year, pricing, base vehicle minimum data, optional equipment availability/pricing/collisions, clarifications, and engine and fuel tab data for existing awarded line items

❏ Propose new models not previously awarded ❏ New offerors not currently under contract may:

❏ Submit proposals for new models not then on contract with any contractor, ❏ Submit proposals for the next model year for existing models

Vehicle Availability ❏ Vehicles available year-round ❏ Orders may be placed via GSAFleet.gov 24/7 ❏ Vendors may close items or provide closeout dates via Vehicle Available List (VAL) ❏ “Rules of the Road” provides important updates ❏ Vehicle buying: vehicle.buying@gsa.gov

GSA Office of Fleet Management mailto:vehicle.buying@gsa.gov

Proposal Preparation and Submission

James Purdy Non-Light Vehicle Team Lead

Instructions to Offerors ❏ Final Solicitation phase:

❏ June 17 through July 30 (6 weeks) ❏ Reference paragraph F.1 in solicitation ❏ Accepting questions through June 21 ❏ Solicitation closes July 30 ❏ No LATE proposals will be accepted ❏ No INCOMPLETE proposals will be accepted ❏ Read the entire solicitation and all attachments

Proposal Preparation ❏ Reference paragraph F.1 (3) in solicitation ❏ Pricing shall be submitted via GSAFleet.gov ❏ Technical Exceptions shall be submitted via

GSAFleet.gov along with pricing ❏ Written Proposals shall be submitted via 3 volumes:

❏ Vol. 1 - Administrative Requirements ❏ Vol. 2 - Technical Proposal ❏ Vol. 3 - Price Proposal (print out of bid) ❏ All volumes submitted via FedConnect

❏ Use 3 separate “.zip” files via FedConnect ❏ Naming conventions page 84, para. F.1 (3)

GSA Office of Fleet Management Center for Vehicle Acquisition

Submission Content ❏ Reference paragraph F.1 (4) in solicitation ❏ Tabs are listed in detail with required content ❏ Pay attention to page limitations ❏ Pay attention to file types ❏ Reference Section G - Evaluation, paragraph G.1

❏ FACTOR 1: Technical Capability ❏ FACTOR 2: Management Capability ❏ FACTOR 3: Price

❏ Reference paragraph G.2: Adjectival Rating ❏ Chart on page 92

GSA Engineering

John Hampson Chief, Vehicle Engineering Branch

Vehicle Purchasing Division

Buses Engineering & Customer Support ❏ Federal Standard 833T ❏ Anil Nair (Shuttle/Coach Bus Engineer), anil.nair@gsa.gov ❏ Brandon Lukert (School/Adult Bus Engineer), brandon.lukert@gsa.gov ❏ John Hampson (Branch Chief), john.hampson@gsa.gov ❏ Vehicle buying: vehicle.buying@gsa.gov

GSA Office of Fleet Management Center for Vehicle Acquisition mailto:anil.nair@gsa.gov mailto:brandon.lukert@gsa.gov mailto:john.hampson@gsa.gov

Engineering & Supplier Quality Services ❏ Development of Vehicle Standards & Requirements ❏ Technical Subject Matter Experts ❏ Product Inspections ❏ Product Acceptance from the Contractor

Federal Standard Development ❏ 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

❏ Separate standard for each type (school/adult, shuttle, coach)

❏ Appendix for all buses ❏ Commercially available vehicles only ❏ Floor plan must be provided within 30 days of the order for any order where any option changes the capacity of the bus for any reason.

Engineering Support Services ❏ Market Research and Analysis of Alternatives ❏ Emerging Technologies ❏ Systems Engineering and Integration ❏ Assistance with the GSA process ❏ Option “Collision” analysis and support ❏ Project Planning and Management ❏ Industry Expertise ❏ Technical evaluation boards ❏ Warranty/Post Delivery Support ❏ Certified Contracting Officer’s Representatives (COR)

School / Adult Work Buses

Shuttle Buses ❏ Light and Medium Duty ❏ Built on van/truck chassis ❏ 10 passenger to 36 passenger ❏ Similar to airport shuttle bus

Coach Buses ❏ 49 to 56 passengers ❏ Double decker 75 passengers (height limitations to be considered) ❏ Long distance comfort, lavatory options

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 ❏ New models will be permitted:

❏ Open Season periods and ❏ 888E offers

❏ Thank you! - Without your products the Federal Government would stop in its tracks

GSA Quality Assurance

William Wesolowski, Chief, Quality Assurance Branch

Vehicle Purchasing Division

Quality Assurance ❏ PAR is performed to validate Contractor’s Production

Facility, Quality & Manufacturing Systems & Process Controls

❏ Vehicle Inspections performed by GSA (IOA) Industrial Operations Analyst ❏ First Production Vehicle Inspection ❏ 100% End Item Vehicle Inspection

❏ Test Drive & 100% equipment function test ❏ Verify the vehicle meets all contract and order requirements

Two-Stage Acceptance ❏ Stage 1: Vehicle is inspected at the approved inspection point listed in your contract:

❏ Industrial Operations Analyst (IOA) signs the applicable release form authorizing the vehicle for shipment:

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

❏ Stage 2: Vehicle is shipped to closest PDI center to delivery location, Vehicle receives PDI and shipped to delivery address listed on Motor Vehicle Purchase Order (MVDO) ❏ Customer signs completed PDI form and final release document sent to IOA for signature ❏ GSA Form 308/DD250 (as applicable) remarked

“approved by final delivery destination”

Performance Metrics ❏ How does GSA evaluate performance?

❏ GSA (IOA) Industrial Operations Analyst will continually monitor contract compliance through direct vehicle inspection.

❏ 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

GSA Systems

Erica Rollins, Catalog Product Manager

Purchasing Division

GSAFleet.gov Access ❏ To request a GSAFleet.gov account, email the Account

Request Form to: AutomotiveEDI.Partnerships@gsa.gov ❏ Be sure these fields are completed:

❏ Company Name ❏ UEI Number ❏ Address ❏ Business Size (small or large) ❏ Vendor Manager(s) for account management ❏ User’s Name and email address(es) ❏ Telephone ❏ Email address(s) for order receipt

GSA Office of Fleet Management mailto:AutomotiveEDI.Partnerships@gsa.gov

Federal Vehicle Standards ❏ Comment Collector (now closed) ❏ Posted for comments from interested parties for approximately 30 days during certain parts of the year as part of the annual development, coordination, and maintenance of the standards.

❏ We want to hear your feedback ❏ Allows vehicle suppliers to:

❏ Indicate standard items interested in bidding on ❏ Identify makes / models they intend to offer ❏ Information is used to populate the vehicle suppliers bid template

Bid Management ❏ Combines legacy AutoStandards and AutoBid into one ❏ Pre-bid selections will be used to generate bid line items;

suppliers can add and remove line items as needed ❏ Suppliers will enter bid details to include technical specifications and pricing; technical exceptions will be entered in the system

❏ Allows vehicle supplier to copy bid input data between line items

Upcoming Training ❏ Bid Management released in GSAFleet.gov TODAY!

❏ Our training sessions will be held via Zoom on the following dates:

❏ June 11, 2024 at 11 a.m. ET - Register here ❏ June 13, 2024 at 3 p.m. ET - Register here

❏ If you’re new to the system and don’t have an account, please register using the instructions found on our help page, under the Vendor Management tile.

GSA Office of Fleet Management Center for Vehicle Acquisition https://gsa.zoomgov.com/meeting/register/vJIsfuCtqzgjH9cfsbo30YkkJHR2CO0EcwY https://gsa.zoomgov.com/meeting/register/vJItdeCvrTIsGzAm8r9FDxdDKyZCUllb1vw https://gsafleet.gov/gsa-fleet-how-to https://gsafleet.gov/gsa-fleet-how-to

GSA Systems Points of Contact ❏ GSAFleet.gov Account Submission Forms and all other

GSAFleet system related inquiries ❏ Fleet Modernization:

FleetSystemsModernization@gsa.gov ❏ GSA Automotive Customer Care:

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

GSA Office of Fleet Management Center for Vehicle Acquisition mailto:FleetSystemsModernization@gsa.gov

Questions / Feedback CO’s Thoughts

Just Remember:

BUSINESS (n.) derives from activities that keep one BUSY (adj.).

Since bossy comes from boss, BUSY comes from BUS.

Therefore, without Buses, there can be no business!

Helpful Resources ❏ GSA.gov – GSA ❏ GSA.gov/Automotive – Vehicle Buying ❏ FedConnect.net - FedConnect for Proposal Submission ❏ SAM.gov – Contracting Opportunities ❏ Acquisition.gov – FAR / GSAM ❏ GSAFleet.gov - Federal Standards, Order and Bid

Management ❏ IPP.gov - Invoicing

GSA Office of Fleet Management Center for Vehicle Acquisition http://gsa.gov http://gsa.gov/Automotive http://fedconnect.net http://sam.gov http://acquisition.gov http://ipp.gov

GSA Points of Contact ❏ Len Fedoruk - Director, GSA Vehicle Purchasing

(703) 605 - 3413 leonard.fedoruk@gsa.gov ❏ Matt Gormley - Director, Center for Vehicle Acquisition

(202) 733 - 7196 matthew.gormley@gsa.gov ❏ Greg Benedict - Chief, GSA Light Vehicle Acq. Branch

(202) 227- 6450 gregory.benedict@gsa.gov ❏ John Hampson - Chief, GSA Vehicle Engineering Branch

(202) 619 - 8928 john.hampson@gsa.gov ❏ Craig Yokum - GSA Contracting Officer

(571) 748 - 8753 craig.yokum@gsa.gov ❏ William Wesolowski - Chief, Quality Assurance Branch

(312) 718 - 3868 - william.wesolowski@gsa.gov ❏ Erica Rollins - Catalog Product Manager

(210) 426-7719 - erica.rollins@gsa.gov ❏ James Purdy - Contracting Officer

(215) 446 - 5843 - james.purdy@gsa.gov

GSA Office of Fleet Management Center for Vehicle Acquisition mailto:leonard.fedoruk@gsa.gov mailto:matthew.gormley@gsa.gov mailto:gregory.benedict@gsa.gov mailto:john.hampson@gsa.gov mailto:craig.yokum@gsa.gov mailto:william.wesolowski@gsa.gov mailto:erica.rollins@gsa.gov mailto:james.purdy@gsa.gov