47QMCA24R0006_2025_Main_Bus_Pre-Solicitation_Conference_Slides_2024-1-18.pdf

Federal Acquisition Service

U.S. General Services Administration

GSA 2025 Main Bus Program Pre-Solicitation Conference

Solicitation 47QMCA24R0006 January 18, 2024

* Adult Work Buses

* School Buses

* Shuttles

* Coaches

*This meeting is being recorded*

Craig Yokum GSA Contracting Officer

2-CY

▪ Welcome: Leonard Fedoruk, GSA Vehicle Purchasing Director

▪ Overview and Proposal Submission: Craig Yokum, Contracting Officer

▪ Engineering: John Hampson, Engineering Branch Chief & Dillon Akyuz, Engineer

▪ Quality Assurance: Bill Wesolowski, QA Branch Chief

▪ GSAFleet.gov Instructions: Caroline Kassar & Erica Rollins, GSA

Operations and Maintenance Branch

• Q&A Session via web chat only.

AGENDA

GSA Office of Fleet Management Center for Vehicle Acquisition

FY 2024

GSA Vehicle Purchasing

Leonard Fedoruk, Director, GSA Vehicle Purchasing

GSAFleet.gov http://gsafleet.gov

FY 2024

GSA Contracting

GSAFleet.gov

Craig Yokum, Contracting Officer / Source Selection Authority

Light Automotive Acquisition Support

5-CY

ACQUISITION PROCESS SUMMARY

Technical Pricing Ordering

Requirements Development

Solicitation Proposal Submission*

Evaluation Award

Order Placement Contract Administration

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

PLANNED 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/April 2024 – Federal Standards Comment Collector

(Public & Vehicle Suppliers Comment Period)

• June 3, 2024 (anticipated) – Final Federal Standard 833T

• June 18, 2024 (anticipated) – Draft Solicitation posted in

SAM

7-CY

Automotive & Vehicle Product availability……….

• Vehicles available year round

• Orders can be placed 24/7 via GSAFleet.gov

• Closeout dates can be checked via Vehicle Availability

List (VAL)

• “Rules of the Road” provides important updates

• Vehicle Buying email: vehicle.buying@gsa.gov

FY 2024

GSA Engineering

GSAFleet.gov

John Hampson, Chief, Vehicle Engineering Branch

Vehicle Purchasing Division

9-JH

Buses Engineering & Customer Support

• Federal Standard 833

• Dillon Akyuz (primary engineer), doruk.akyuz@gsa.gov

• Russ Miller (secondary engineer), russell.miller@gsa.gov

• John Hampson (Branch Chief), john.hampson@gsa.gov

• Vehicle Buying: vehicle.buying@gsa.gov mailto:doruk.akyuz@gsa.gov mailto:russell.miller@gsa.gov mailto:john.hampson@gsa.gov

10-JH

● Development of Vehicle Standards & Requirements

● Technical Subject Matter Experts

● Product Inspections

● Product Acceptance from the Contractor

Vehicle Engineering & Supplier Quality Services - John Hampson, Bill Wesolowski

11-JH

Development of Federal 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

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

• Appendix for all buses

• Commercially available vehicles only

12-JH

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

13-JH

Engineering Support Services, continued

• Project Planning and Management

• Industry Expertise

• Technical evaluation boards

• Warranty/Post Delivery Support

• Certified Contracting Officer’s

Representatives (COR)

U.S. General Services Administration School/Work Buses

Shuttle Buses

Light/Medium Duty Shuttle Buses

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, bathroom 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: 1.Open Season periods and

2. 888E offers

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

FY 2024

GSA Quality Assurance

GSAFleet.gov

William Wesolowski, Chief, Quality Assurance Branch

Vehicle Purchasing Division

19-BW

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

20-BW

2 Stage Acceptance of Vehicles

● 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 signed completed PDI form and final release document sent to IOA for signature

■ GSA Form 308/DD250 (as applicable) remarked “approved by final delivery destination”

21-BW

Performance Metrics – How GSA Evaluates Supplier 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

FY 2024

GSA Contracting

GSAFleet.gov

Craig Yokum, Contracting Officer / Source Selection Authority

Light Automotive Acquisition Support

LIGHT VEHICLES ACQUISITION SUPPORT

• Requirements Definition

• Acquisition Planning

• Solicitation

• Source Selection/Evaluation

• Award

• Contract Administration

Customer Procurement/Acquisition Process

• Review vehicle minimum standards

• Select items and options

• Evaluate price

• Make a Best Value decision

• Verify Motor Vehicle Delivery Order (MVDO) immediately

• Check ship status in GSAFleet.gov

• Inspect vehicle before delivery acceptance

• Ensure Certificate of Origin (COV) arrives

CONTRACT PROCESS SUMMARY

Requirements Definition

• Starting point for acquisition process

• Develop customer requirements by collecting product and component information to meet a specific customer need

• Potential offerors must request a GSAFleet.gov account to participate in acquisition process

• Sources Sought Notice posted to SAM.gov (Contract Opportunities)

Acquisition Planning

• Market Research performed

• Requirements are further defined

• Risks are addressed and mitigated

• Make/Models identified

• Clauses/Provisions identified

Solicitation

• Defined solicitation posted to Contracting Opportunities (www.SAM.gov) with open/closing dates/times

• Indefinite delivery/Indefinite quantity (IDIQ)

• Period of Performance – 60 months with annual Open Seasons No minimum sales requirements

• Full-and-open competition

• FAR Part 12 (Commercial Items) and FAR Part 15 (Contracting by

Negotiations)

• Mandated use of GSAFleet.gov for ordering

• Requests for Explanation/Information

• Contract administration responsibilities retained by PCO

Source Selection/Evaluation

• Volume 1: Responsibility Determination

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

• Volume 2: Technical Proposal Evaluation

– Evaluation procedures in the solicitation

• Past Performance Evaluation

– CPARS, offeror-supplied past performance information

• Volume 3: Price Analysis

• Contracting Officer may ask for Proposal Clarifications

Award

• Source Selection authority makes award recommendations

– 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 AutoChoice

• 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

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

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 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

FY 2024

GSA Systems

GSAFleet.gov

Caroline Kassar, Operations and Maintenance Branch

AutoVendor is Migrating to GSAFleet.gov

AutoVendor will be migrating to GSAFleet.gov in the near future. More information and training will be provided prior to the Bid Period to enter Standards and Bid data.

How do I access GSAFleet.gov?

To access GSAFleet.gov, log into: https://GSAFleet.gov To request a GSAFleet.gov account, email the Account Request

Form to: automotiveedi.partnerships@gsa.gov.

Be sure these fields are completed:

1. Company Name

2. UEI Number

3. Address

4. Business Size (small or large)

5. Vendor Manager(s) for account management

6. User’s Name and email address(s)

7. Telephone

8. Email address(s) for order receipt (unless an EDI vendor, this is the email address orders will be sent to) *FAX orders have been eliminated.

https://gsafleet.gov/ mailto:automotiveedi.partnerships@gsa.gov

FY 2024

GSA Systems

GSAFleet.gov

Erica Rollins, Catalog Product Manager, Purchasing Division

Federal Vehicle Standards

Federal Vehicle Standards Comment Collector

The Federal Vehicle Standards are 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

Federal Vehicle Standards

Federal Vehicle Standards Pre-Bid Work

New functionality scheduled to be released in April 2024

Allows vehicle suppliers to:

• Indicate standard items they are interested in bidding on

• Identify makes and models they intend to offer for a Standard Item (if known)

• This information will be used to populate the vehicle suppliers bid template which will save time during the bid process.

GSAFleet.gov

Bid Management in GSAFleet.gov

Scheduled to be released in May/ June 2024

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

Ability for vehicle supplier to import prior year bid data into current year bid

Allows vehicle supplier to copy bid input data between line items

GSAFleet.gov Account Submission Forms:

Caroline Kassar or Mike Chipman

AutomotiveEDI.Partnerships@gsa.gov

All other GSAFleet system related inquiries Fleet Modernization:

FleetSystemsModernization@gsa.gov

GSA Automotive Customer Care:

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

Still have Questions or Need More Information?

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

GSA Points of Contact Matthew Gormley Automotive Acquisition

(202) 733-7196 matthew.gormley@gsa.gov

John Hampson Vehicle Engineering

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

Greg Benedict Light Vehicle Acquisition

(202) 227-6450 gregory.benedict@gsa.gov

Len Fedoruk Purchase Division

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

QUESTIONS?