47QMCA24R0034_2025_WCV_Virtual_Conference_Slides_2024-12-09.pdf

GSA 2025 Wheelchair Accessible Van Program Pre-Solicitation Conference

Solicitation 47QMCA-24-R-0034 December 9, 2024 April Stanch, 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: April Stanch, Contracting Officer ❏ Engineering: John Hampson, Engineering Branch Chief

& Gary Hunt, Program Engineer ❏ Quality Assurance: Michael Wesley, Acting QA Branch

Chief ❏ GSAFleet.gov Instructions: Erica Rollins, Product

Manager, Purchasing Division

Welcome

Leonard Fedoruk, Director, GSA Vehicle Purchasing

Solicitation Overview

April Stanch 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 ❏ November 20, 2024 - DRAFT Solicitation posted on

SAM.gov ❏ December 9, 2024 - Pre-Solicitation Conference ❏ December 13, 2024 - ❏ Final Solicitation posted (SAM) ❏ Bid Management opened (GSAFleet.gov) ❏ Proposal Submissions opened (FedConnect)

❏ December 20, 2024 - Solicitation Questions deadline ❏ December 27, 2024 - Q&A posted to SAM.gov ❏ January 16, 2025 - Solicitation Closed ❏ March 2025 - Anticipated Award

Solicitation ❏ Defined solicitation posted to SAM.gov ❏ 100% Small Business Set-aside ❏ Indefinite delivery/Indefinite quantity (IDIQ) ❏ Period of Performance – 60 months with an annual

Open Season, no minimum sales requirements ❏ 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 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

GSA Office of Fleet Management http://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 (upload to GSAFleet.gov) ❏ Notification of Vehicle Delays ❏ Notification of Vehicle Defects

❏ Other contract administration actions as necessary – Contract and Order Modifications

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 Section C of the solicitation ❏ Annually (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

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 Center for Vehicle Acquisition https://public.govdelivery.com/accounts/USGSAFLEET/subscriber/new?preferences=true#tab1 mailto:vehicle.buying@gsa.gov

Proposal Preparation and Submission

Instructions to Offerors ❏ Final Solicitation phase:

❏ Reference paragraph F in solicitation ❏ 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

GSA Office of Fleet Management Center for Vehicle Acquisition

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

GSA Office of Fleet Management Center for Vehicle Acquisition mailto:Garyson.Hunt@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

❏ Commercially available vehicles only

Engineering Support Services ❏ Market Research and Analysis of Alternatives ❏ Emerging Technologies/Industry Expertise ❏ Systems Engineering and Integration ❏ Assistance with the GSA process ❏ Option “Collision” analysis and support ❏ Project Planning and Management ❏ 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

Michael Wesley Acting Branch 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 ❏ New Account: 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!

mailto:fleetcatalog@gsa.gov

Bid Management GSAFleet.gov Bid management enables Vehicle Suppliers to offer products in response to a GSA Fleet issued solicitation. Bid Management allows Vehicle Suppliers to identify how their products will adhere to, or satisfy, GSA Fleet Federal Vehicle Standards.

Wheelchair program participants must use GSAFleet.gov to create and place a bid in response to a solicitation.

Bid Management Key Changes ❏ Vehicle Suppliers will enter pricing and vehicle specification data as a part of the bid.

❏ GSA will no longer provide Vehicle Suppliers a bid template. Instead, Vehicle Suppliers will now create bid templates within GSAFleet.gov.

❏ Automated line item creation based on Vehicle

Supplier Pre-Bid intentions expressed during the Federal Vehicles Standards

❏ Additional line items can be created from the bid dashboard

Bid Management Improvements ❏ Increased Data Integrity ❏ Ability to provide clarifications and technical exceptions at many levels ❏ GSA Fleet engineers can dictate the type of responses acceptable for any minimum requirement Vehicle Supplier responses.

❏ Ability to ensure Vehicle Suppliers are registered in SAM.gov and registration is not expired.

Bid Management Improvements ❏ Reduced administrative burden for Vehicle Suppliers when responding to a solicitation in Bid Management.

Functionality to support this effort includes:

❏ Ability to copy data from one line item response to another ❏ Ability to access and use two years worth of prior bid data as a starting point for a new bid submission, with additional flexibility to make changes needed

❏ Contract lines awarded in GSAFleet.gov can be imported into your bid template

Navigating to Bid Management

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

Finding a solicitation to place bids

❏ Find the solicitation under the Available Solicitations section

❏ Select ‘Start Bid’ under the actions column

Bid Dashboard

❏ Overview of line items and their submission status

❏ On the line items tab, select any hyperlink under the bid details section to navigate to the bid line item.

Bid Line Template

❏ Data is autosaved ❏ Tab status indicators ❏ Allocation captured on the bid details tab ❏ Edit line item

Bid Line Minimum Requirements

❏ Bid input type set by GSA Engineering ❏ Auto-comply/ not comply ❏ Technical exceptions ❏ Clarification at equipment code level ❏ Ready indicators at both the category and equipment level

Bid Line Optional Equipment

❏ Option types (Not Available, Standard, Standalone) ❏ Conflicts and additional shipping days can be entered for standard or standalone ❏ Model year unit price is optional for option type standalone

Bid Line Optional Equipment Conflicts

Center for Vehicle Acquisition

❏ To enter a conflict, select the carrot next to the equipment code and select the ‘Add conflict’ link

❏ Conflict types ❏ Excludes ❏ Includes ❏ Requires

❏ GSA will not assume that one inclusion implies another.

Vendors must enter inclusions in both directions if applicable. For example, if D3 includes D7. GSA will not automatically assume that D7 includes D3

❏ Requires conflicts can be and/ or.

Center for Vehicle Acquisition

❏ Select equipment codes from the multi-select dropdown

❏ Select the ‘x’ next to an equipment code to remove the conflict

❏ Be sure to click the ‘Save’ button to add each conflict type

Center for Vehicle Acquisition

❏ Reminder: Be sure to click the ‘Save’ button to add each conflict type

Bid Line Engine and Fuel

❏ Conus Delivery ❏ Data collected is based on fuel type ❏ Engine and fuel clarifications

Bid Line Colors

❏ Standard and optional colors ❏ All colors must be mapped to a GSA generic color ❏ Enter the color information and select the ‘+Add’ button ❏ Select the three dots under the actions column to delete a color

Bid Line Documentation

❏ Select the ‘+Add’ buttons to upload documents or photos

❏ Use arrows in the order column to rearrange photos

❏ Choose actions menu to delete a photo or mark an image as the ‘Representative image in Store’

Bid Line Review and Submit

❏ Required fields on each tab must be complete

❏ Make and model in approved status

❏ Fleet vendor status must be active

Bid Line Submission

❏ Select the checkbox next to one or more line items and click the ‘Submit line items selected’ button

❏ Only line items in submitted status will be sent to GSA for consideration

❏ If edits are made to a bid line after it is submitted you will need to re-submit the line item

Contract Management Contract management in GSAFleet.gov introduces shared visibility of contracts for contracting officers and vehicle suppliers resulting in:

❏ Enhanced transparency ❏ Better communication between suppliers and contracting officers ❏ Improved customer service ❏ Timely resolutions of issues and fostering stronger relationships ❏ More informed decision-making

Contract Management GSAFleet.gov contract management will replace AutoVendor Vendor Updates functionality.

❏ Vehicle suppliers will be able to view their awarded contracts and contract lines

❏ Make updates to contract line colors, documentation (photos and documents), and allocation

❏ View contract history

Navigating to Contract Management

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

Searching for and viewing contract information

❏ Select a ‘Search by’ from the dropdown menu

❏ Enter search criteria ❏ Select ‘Search’

GSA Office of Fleet Management Center for Vehicle Acquisition

❏ Select the three dots under the action column

❏ Select ‘View contract line listing’ to view a list of contract lines under the selected contract.

Navigating to a contract line

❏ Select any of the hyperlinks under the contract line details to update contract line information

Updating Contract line Allocation

❏ Select the Contract line tab to update the contract line ‘Allocation’

GSA Office of Fleet Management Center for Vehicle Acquisition

Note: You can navigate between tabs, but you must select the "Save all changes" tab in order for any of your changes to take effect.

Updating Contract line Colors

❏ Select the Colors tab to manage contract line colors

❏ Add standard colors ❏ Delete any color

Updating Contract line Documentation

❏ Select the Documentation tab to update the contract line photos and documents

❏ Use arrows in the order column to rearrange photos

❏ Choose actions menu to delete a photo or mark an image as the ‘Representative image in Store’

Upcoming Training ❏ Contract Management will be released in GSAFleet.gov

Thursday, December 12, 2024.

❏ A training sessions for vehicle suppliers will be held via

Zoom will be held today at 1:00 PM ET - Register here

GSA Office of Fleet Management Center for Vehicle Acquisition

Previously Recorded Trainings ❏ Bid Management in GSAFleet.gov ❏ Vendor Registration in GSAFleet.gov ❏ Vehicle Supplier Profile in GSAFleet.gov https://gsa.zoomgov.com/meeting/register/vJItf-6opz8sEirLKDyGZV6QBUPhE9RK9OI https://vimeo.com/gsavisualcommunications/review/973134277/4ff6404fda https://vimeo.com/gsavisualcommunications/review/917182581/ee0ed376fd https://vimeo.com/gsavisualcommunications/review/912701616/81f8798fe3

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

GSA Office of Fleet Management Center for Vehicle Acquisition mailto:fleetcatalog@gsa.gov mailto:fleetsystemsmodernization@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, Bid Management, Contract Management, and Order 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 Wheelchair Van Contracting Team ❏ April Stanch - Contracting Officer april.stanch@gsa.gov - 240-688-0697 ❏ Tess McCain- Contract Specialist tess.mccain@gsa.gov ❏ Ryan Hinsz - Contract Specialist ryan.hinsz@gsa.gov ❏ Mary Kate Szyman - Contract Specialist marykate.szyman@gsa.gov

GSA Office of Fleet Management Center for Vehicle Acquisition mailto:april.stanch@gsa.gov mailto:tess.mccain@gsa.gov mailto:ryan.hinsz@gsa.gov mailto:marykate.szyman@gsa.gov

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 ❏ Mike Wesley - Acting Branch Chief, Quality Assurance Branch

(734) 664 - 5000 - michael.wesley@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

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:michael.wesley@gsa.gov mailto:erica.rollins@gsa.gov mailto:james.purdy@gsa.gov