47QMCA24R0006_Attachment_9_Weekly_Vendor_Status_Reports_Requirements.pdf

WEEKLY VENDOR STATUS SUBMISSION REQUIREMENTS

GSA Office of Fleet Management’s contracts requires vendors to submit electronic status reports on a weekly cycle which indicate the production status of all vehicles ordered.

Status information sent electronically to GSA by your firm is displayed in our on-line ordering program, GSAFleet.gov. Customers 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 vendor in GSAFleet.gov. It is an avenue for customer agencies to evaluate the vendor’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.Partnerships@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.

STATUS Record Layout (870)

Name of Field EXCEL File Col

Text File Position

Field Length

Alpha/ Numeric Option

*Reference

Description A 1-38 38 AN O N1 Vehicle Order Number (VON ) B 39-46 8 N M N2 Vehicle Identification Number

(VIN)

C 47-63 17 AN O N2

Filler D 64-68 5 Do NOT fill!

Contract E 69-73 5 AN M Filler F 74-84 11 Do NOT fill!

Case Number G 85-89 5 AN M Filler H 90-115 26 Do NOT fill!

Name I 116-150 35 AN O N3 Address J 151-185 35 AN O N3 City K 186-215 30 AN O N3 State L 216-217 2 A O N3, N4 Zip M 218-227 10 AN O N3, N5 Status N 228-229 2 AN M N6 Status Date O 230-239 10 AN O N7

Filler P 240-241 2 Do NOT fill!

Contact Person Q 242-276 35 AN O N8 Filler R 277-278 2 Do NOT fill!

Contact Telephone Number S 279-299 21 AN O N9 Filler T 300-303 4 Do NOT fill!

Gross Vehicle Weight Rating

(GVWR)

U 304-309 6 AN O N10

Fuel Type V 310-315 6 AN O N11 Gram Per Mile (GPM) W 316-319 4 AN O N12 Miles Per Gallon (MPG) City X 320-322 3 AN O N13 MPG Highway Y 323-325 3 AN O N14 MPG Combined Z 326-328 3 AN O N15 Flex Gram Per Mile (GPM) AA 329-332 4 AN O N16 Flex Fuel MPG City AB 333-335 3 AN O N17 Flex Fuel MPG Highway AC 336-338 3 AN O N18 Flex Fuel MPG Combined AD 339-341 3 AN O N19 Color AE 342-391 50 AN O N20 Trim AF 392-441 50 AN O N21

Requisition Interface Record Layout Relationship Edits (Legend)

N1: Vehicle Description

N2: Vehicle Order Number is the internal number assigned by the vendor. If no number is entered, an integer representing each vehicle will be automatically assigned. Vehicle Identification Number is mandatory when the vehicle has been shipped.

N3: For Dealer Delivery, enter Dealership name, location, and point-of-contact.

For CNS Delivery, put Customer delivery location and point-of-contact.

N4: Must be a valid US State, Territory, Armed Forces abbreviation, or “XX” for Foreign Countries.

See the USPS official list of State Abbreviations (including territories and Armed Forces addresses) at https://about.usps.com/who-we-are/postal-history/state-abbreviations.pdf N5: Zip Codes are validated against the state field. Required unless “XX” is in the state field (foreign country).

N6: Valid status codes:

SP – Scheduled for Production IN – In Process AN – Available Now, No Shipping Schedule CC – Shipped DD – Actual Delivery Date DE – Order Cancelled

N7: Date format is DD/MM/YYYY. This is the date of the vehicle status. For example, if the status of the vehicle is “CC,” enter the shipment date. Do not use dashes.

https://about.usps.com/who-we-are/postal-history/state-abbreviations.pdf

N8: Contact Person is the person to call who is receiving the vehicle. If it is a dealership, enter the POC for the dealership.

N9: Contact Telephone Number is phone number of the contact person.

N10: Gross Vehicle Weight Rating (GVWR) is the maximum weight value of a vehicle as specified by the manufacturer.

N11: Valid fuel types are:

CNG BI CNG Bi-Fuel GAS HY Gasoline Hybrid

CNG

DE CNG Dedicated GAS PH Gasoline PHEV

DSL AF Diesel Dedicated AFV LNG BI LNG Bi-Fuel DSL DE Diesel Dedicated LNG DE LNG Dedicated

DSL

HY Diesel Hybrid LPG BI LPG Bi-Fuel

E85 FF E85 Flex-Fuel LPG DE LPG Dedicated ELE DE Electric Dedicated NON FL Non Fueled GAS AF Gasoline Dedicated AFV OTHER Other

GAS

DE Gasoline Dedicated

N12: Gram Per Mile (GPM) is 3 characters in length and has replaced Green House Gas (GHG).

N13 through N15: MPG date for city, highway and combined.

N16: If the vehicle is offered as flex fuel, GSA requires Flex Gram Per Mile (GPM). It is 3 characters in length and has replaced Green House Gas (GHG).

N17 through N19: If the vehicle is offered as a flex fuel, GSA requires the MPG associated for all types of fuel. For ex, if the vehicle has gas and E85: gas data is entered in N13-N15; E85 data is entered in N16-N18.

N20: Color can be up to 50 characters in length.

N21: Trim can be up to 50 characters in length.

General Comments:

1. The ROADS Status Batch File transmitted to the Automotive Center will be an ASCII file (flat file) with a fixed Length of 303 bytes (records).

2. Column Option: O = Optional Field, Required as Applicable and M = Mandatory Field.

3. Initialize all Bytes in Filler Field with “blank spaces”.