47QMCA24R0034_2025_WCV_Pre-Solicitation_Conference_Slides_2024-8-20.pdf

GSA 2025 Wheelchair Accessible Van Program Pre-Solicitation Conference

Solicitation 47QMCA-24-R-0034 August 20, 2024 Karissa Dodier, 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 / Proposal Preparation &

Submission: Karissa Dodier, Contracting Officer ❏ Engineering: John Hampson, Engineering Branch

Chief & Gary Hunt, Engineering ❏ Quality Assurance: William Wesolowski, QA Branch

Chief ❏ GSAFleet.gov Instructions: Erica Rollins, Product

Manager, Purchasing Division

Welcome

Leonard Fedoruk, Director, GSA Vehicle Purchasing

Solicitation Overview

Karissa Dodier 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 ❏ August 20, 2024 – Pre-Solicitation Conference ❏ Sep 4 - Oct 3, 2024 – Bid Intentions (makes/models) ❏ Sep 4 - Oct 3, 2024 – Federal Standards Comment

Collector (Public & Vehicle Suppliers Comment Period) ❏ November 4, 2024 – Draft Solicitation posted in SAM ❏ December 16, 2024 - Pre-Proposal Conference ❏ December 17, 2024 - ❏ Final Solicitation posted (SAM) ❏ Bid Management opened (GSAFleet.gov) ❏ Proposal Submissions opened (FedConnect)

❏ January 16, 2025 - 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

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 procedures in the solicitation (Section G) ❏ Technical and Management Approaches

❏ Volume 3: Bid Printout from GSAFleet.gov ❏ 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 vehicle selections in GSAFleet.gov ❏ Vendors ship vehicles in accordance with contract terms/conditions (FOB Destination) ❏ Deliverables (Section C)

❏ 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

Open Season Process ❏ Refer to section C 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

Proposal Preparation and Submission

Instructions to Offerors ❏ Final Solicitation phase:

❏ Reference paragraph F in solicitation ❏ Accepting questions through December 31, 2024 ❏ Solicitation closes January 16, 2025 ❏ No LATE proposals will be accepted ❏ No INCOMPLETE proposals will be accepted ❏ Read the entire solicitation and all attachments ❏ Submit all docs required and ONLY docs required ❏ Do not break up one file into many ❏ Submit as ONE zip file

Proposal Preparation ❏ Reference Section F 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 one (1) “.zip” file via FedConnect ❏ Naming conventions listed in Section F

Submission Content & Evaluation ❏ Reference Section F in solicitation:

❏ Proposal Checklist (Attachment 1) ❏ Volume Tabs are listed in detail with required content & format ❏ Pay attention to page limitations (min/max) ❏ Pay attention to file types ❏ Reference Section G - Evaluation

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

❏ Reference Section G: Adjectival Ratings

GSA Engineering

John Hampson Chief, Vehicle Engineering Branch

Vehicle Purchasing Division

WCV Engineering & Customer Support ❏ No Autostandards ❏ Federal Standard 307BD + Wheelchair specific supplemental documentation ❏ Gary Hunt (wheelchair engineer) Garyson.Hunt@gsa.gov ❏ John Hampson (Branch Chief), john.hampson@gsa.gov ❏ Vehicle buying: vehicle.buying@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

❏ Commercially available vehicles only

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)

SINS FULL-SIZE WCV

❏ 281- Wheelchair Van, Full-Size, 2 Whl Chr/Rear Lift ❏ 281E - Wheelchair Van, Full-Size, 2 Whl Chr/Rear Lift

Electric ❏ 282 - Wheelchair Van, Full-Size, 3 Whl Chr/Curbside Lift ❏ 283 - Wheelchair Van, Full-Size, 3 Whl

Chr/1Cot/Curbside Lift ❏ 283E - Wheelchair Van, Full-Size, 3 Whl

Chr/1Cot/Curbside Lift Electric ❏ 284 - Wheelchair Van, Full-Size, 2 Whl Chr/Rear Ramp

SINS COMPACT WCV

❏ 286 - Wheelchair Vehicle, Compact, Rear Ramp ❏ 286H - Wheelchair Vehicle, Compact, Rear Ramp, Hybrid ❏ 287 - Wheelchair Vehicle, Compact, Curbside Ramp ❏ 287H - Wheelchair Vehicle, Compact, Curbside Ramp, Hybrid

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

Federal Vehicle Standards ❏ Comment Collector ❏ 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

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

Acceptance ❏ Step 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)

❏ Step 2: The Contractor at their plant and at the chassis manufacturer’s authorized dealership of the same make shall perform final pre delivery inspection ❏ Fed-Std-307BD

❏ Paragraph 3.8.3 Pre Delivery Inspection and Servicing

Performance Metrics ❏ How does GSA evaluate performance?

❏ GSA (IOA) Industrial Operations Analyst will continually monitor contract compliance and the acceptability of your quality assurance system 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: fleetcatalog@gsa.gov ❏ Be sure to complete the form entirely

GSA Office of Fleet Management Center for Vehicle Acquisition

Invitation Only!

Federal Vehicle Standards ❏ Vehicle supplier commenting period ❏ September 4 – October 3, 2024

❏ Comments can be made at three levels ❏ Federal Standard Code Documentation ❏ Standard Item ❏ Equipment Code

GSA Office of Fleet Management Center for Vehicle Acquisition

To learn more about commenting during an open commenting period, see the Federal Vehicle Standards Commenting user guide, page 18.

Federal Vehicle Standards - New Feature ❏ Pre-bid intentions for vehicle suppliers:

❏ Express interest in standard items ❏ Identify makes and models they intend to offer

GSA Office of Fleet Management Center for Vehicle Acquisition

To learn more about adding makes and models during an open commenting period, see the Federal Vehicle Standards Commenting user guide, page 18.

Navigating to Federal Vehicle Standards

❏ Log into GSAFleet.gov ❏ Click ‘Offerings’ on the global navigation ❏ Select ‘Federal Vehicle

Standards’.

When you navigate to Federal Vehicle Standards, if there is an open commenting period, you will see a banner at the top of the screen with a link to view open commenting periods.

Use the filters on the left navigation to select a specific Federal Standard Code and contract year.

From here you can view associated documents for the Federal Standard Code and comment on them, or navigate to a standard item to comment on the standard item and/or its related equipment codes.

Standard Item Comments

To view a Standard Item and its related equipment, select the standard item from the standard item dropdown and select the ‘View Standard Item’ button.

Standard Item Comments

To comment on the standard item select the ‘Standard item comments’ tab. Once you've entered your comment, select the ‘Post Comment’ button to submit your comment to GSA Engineering for review.

Equipment Code Comments The equipment codes related to the standard item will be listed on the Requirements Tab.

To comment on an equipment code, select the carrot to the left of the equipment code title.

Once expanded, enter a comment in the comment box and select the ‘Post Comment’ button.

Make and Model Pre-bid Intentions For vehicle suppliers, if you are interested in bidding on a standard item, you should indicate interest by adding make and model combinations during the commenting period.

Key Advantages:

❏ GSA engineering can see what makes and models you intend to propose ahead of the bid opening, and approve or reject with feedback.

❏ Make and model combinations entered during a commenting period will auto generate bid line items for the vehicle supplier’s bid template.

Make and Model Pre-bid Intentions

Enter makes and models into the make and model tab for a Standard Item.

GSA Engineering will review make and model combinations in pending review status to determine the validity of the make/model.

GSA Systems Points of Contact ❏ GSAFleet.gov Account Submission Forms ❏ fleetcatalog@gsa.gov

❏ For all other GSAFleet system related inquiries ❏ fleetsystemsmodernization@gsa.gov

❏ GSA Automotive Customer Care:

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

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 Wheelchair Van Contracting Team ❏ Karissa Dodier - Contracting Officer karissa.dodier@gsa.gov - TBD ❏ April Stanch - Contracting Officer (backup for Karissa’s

Leave) april.stanch@gsa.gov - 240-688-0697

❏ Zachary Shepherd - Contracting Officer zachary.shepherd@gsa.gov - 571-205-8989

Other 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 ❏ 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 / Team Lead

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