Attachment N - Purchasing a Vehicle GSAFleet User Guide.pdf

Purchasing a Vehicle

Table of Contents Introduction 3

About Our Purchasing Division 3 Purchasing Overview 3 Types of Vehicles Offered 4

Before You Begin 5 Purchasing a Standard Vehicle/Building a Standard Requisition 6

Selecting Additional Requirements 21 Approving a Draft Requisition 25 Cloning a Draft Requisition 27 Managing Requisitions and Orders 28 Order Modifications 29 Orders Subject to G-invoicing Approvals 30

Purchasing Non-Standard Vehicle 34 Introduction 34 Urgent Vehicle Ordering 36 Multiple Award Schedule (MAS) Requisitions 50 Non-Standard Vehicle Ordering 53

Vehicle Acknowledgement 61 Appendices 63

Appendix A - Requisition Statuses 63 Appendix B - Order Statuses 63 Appendix C - Guidance for Entering Agency Financial Information 64

Introduction

About Our Purchasing Division We leverage the government's buying power to purchase more than $1 billion in vehicles and automotive products annually at significant savings for customer agencies.

Contracts are awarded using full and open competition directly with the Original Equipment Manufacturers (OEMs) and their representative suppliers/dealers.

According to 41 CFR 101-26.501-1, GSA is the mandatory source of supply for the purchase of all new non-tactical vehicles for all federal executive agencies and the Department of Defense.

GSA Order OGP 4800.2I authorizes other eligible users that may procure vehicles using GSA contracts.

Purchasing Overview Below are the features that can be found in GSAFleet.gov related to purchasing vehicles, both Standard (SOP) and non-standard.

● Configure vehicles and choose optional equipment.

● View side by side comparisons of vehicle models from vendors.

● Calculate total price.

● View miles per gallon fuel ratings and greenhouse gas ratings.

● Submit your vehicle orders online.

● Check vehicle order status online.

● Professional contracting teams.

● Professional engineering services including technical assistance and vehicle design services.

● Dedicated Customer Support team.

Types of Vehicles Offered Standard Vehicles (SOP Ordering)

● Ambulances

● Buses

● Incomplete light-duty cab and chassis

● Light trucks (Includes Pickup trucks, SUV’s and Vans)

● Light trucks with vocational bodies

● Medium and heavy trucks

● Sedans

● Station wagons

● Wheelchair vehicles

● Wreckers and carriers

Multiple Award Schedule Vehicles

● Aerial devices and digger derricks

● Construction and road maintenance equipment

● Fire Trucks

● Low speed vehicles

● Remanufactured engines

● Tankers

● Tires

● Trailers

● Trash collectors and recycling equipment

● Vehicle accessories and equipment

● Vehicle leasing

Urgent Vehicles

● Formerly Express Desk

● For Urgent and Compelling Vehicle Requirements

● Justification required

Non-Standard Vehicles

● Customized or unique non-tactical vehicle requirements

Before You Begin

• Vehicle orders are placed using FEDSTRIP/MILSTRIP data for payment purposes

• Agencies will be billed based on the AAC or DODAAC provided on each order

• Requests for DoDAACs or Activity Address Codes (AAC) are firmly controlled, and can only be forwarded by the designated ordering official from your Agency.

• For more information, visit GSA Global Supply FAQs then select “How do I request an Activity Address Code (AAC or DoDAAC)” or email ordermgmt@gsa.gov

• We cannot accept credit cards as payment.

• GSA Fleet does not purchase used vehicles. All orders are for the current model year.

• With the exception of our Urgent vehicle ordering program, GSA Fleet does not purchase pre-built vehicles sitting on dealer lots.

• Your vehicle order will be sent to the appropriate vehicle supplier for production and built to your specifications.

New to GSAFleet.gov:

● Vehicle orders will now be a single vehicle per order/Motor Vehicle Delivery Order (MVDO)

● You may still enter multiple quantities when creating your requisition, but Vehicle Suppliers will receive individual orders once the requisition has been submitted to GSA.

● Our cloning feature will allow you to duplicate your requisition and make changes as you see fit for a separate requisition. Please see the “Cloning a Draft Requisition” section for instructions on cloning a requisition.

● You will only be able to select a single color option for a given requisition.

● Groups are now managed under Office Management by Customer Administrators, and not under any Purchasing features.

● In order to access our Fleet Offerings Purchasing features, you will need to be assigned one of three roles. These roles can be assigned by your Customer Administrator. The two roles are:

● Customer Administrator (Inherits Customer Purchase Submitter role)

● Customer Purchase Submitter

● Customer Purchase Approver (Must be assigned by a GSAFleet.gov Administrator)

Purchasing a Standard Vehicle

Building a Standard Requisition

Step 1. After logging in, if you have one of the purchase roles assigned, you must select Offerings on the header menu and then select Purchase Vehicles in the dropdown menu.

Step 2. When purchasing a vehicle from GSA, you have a few options to choose from:

● Standard Order Process

● Non Standard Order Process (Multiple Award Schedule, Urgent, and Non-Standard)

● Just Browsing/Browse Vehicles

To continue with the Standard Order Process (SOP), select the “Start here” button.

Step 3. Here you will begin the SOP vehicle purchasing process by choosing:

● If you’re ordering for your agency or on behalf of another one

● Your agency and bureau

● Where you would like the vehicle shipped

Then, select the “View available vehicles and options” button.

Step 4. Select the general type of vehicle you’d like to choose. You can also search for a type of vehicle by Standard Item Number using the search bar at the top. For SOP vehicles, this includes but is not limited to:

● Ambulances

● Buses

● Incomplete light-duty cab and chassis

● Light trucks (Includes Pickup trucks, SUV’s and Vans)

● Light trucks with vocational bodies

● Medium and heavy trucks

● Sedans

● Station wagons

● Wheelchair vehicles

● Wreckers and carriers

● OCONUS vehicles

Step 5. You will see a list of available SINs based on the vehicle type you chose in the previous step. Select the SIN you would like to continue with by using the “Select” button on the right hand side of that vehicle type. If a SIN is currently unavailable but contains awarded vehicles to be opened in the near future, those will be displayed with the date of availability. After selecting your desired SIN, you will progress to the vehicle comparison page.

Step 6. The vehicle comparison page will allow you to compare the vehicle models currently available under your selected standard item number. The top section of the vehicle comparison page provides the following information and capabilities:

● Informational banner displaying your organization and delivery location. A link is provided to restart the process should you choose to change either variable.

● The Save draft button will allow you to save your draft requisition with a preformatted name that you can optionally edit. See image below. Please note, you can save the draft at any step during the creation of your requisition.

● Clear all selections will allow you to clear any entered or selected options on the vehicle comparison page

● Enter quantity of vehicles is where you would enter a value of 1-999 for your vehicle requisition

● Vehicle model images can be opened by clicking on any of the available photo thumbnails

● Vehicle model closeout dates show when the respective vehicle model will not longer be available for selection

● Vendor clarifications provide additional manufacturer’s information for the respective vehicle models

● Vehicle models are sorted lowest to highest price, left to right

Save Draft Modal:

Step 7a. By default the Minimum requirements section is expanded and allows you to compare the vehicle model specifications against the Federal vehicle standards. By default the Vehicle information section is collapsed, but once expanded, will allow you to view additional information for each vehicle model listed.

Step 7b. By default the Delivery Options, Add Options and Cost Breakdown sections are collapsed and have the following characteristics:

● The Delivery options section will allow you to choose any optional delivery options if available.

Depending on the type of delivery option, either by default or selected, will dictate the type of delivery address presented later in the requisition address requirements.

● The Add Options section is where you’ll select options needed for your vehicle build. If a selected option has any option “collisions” that include, exclude or require other options, a modal will open and allow you to review and resolve any option conflicts.

● The Cost Breakdown section details the costs associated for each vehicle model including the base vehicle, options selected, unit price with options, any options per order and total price. This section also includes the base vehicle delivery days and options that add additional days for delivery.

More on Selecting Options:

When adding options, select the “Calculate Price” button to update the total selling price at the bottom of the page.

Note: The total price with options won’t update if you do not select the “Calculate Price” button.

If any additional equipment is chosen that includes, excludes or requires other options, an informational modal will pop up to describe the conflict for each applicable vehicle model and anything that needs to be changed. Select either “No, cancel my selection” or “Yes, apply changes” to close the modal.

Once you are ready to choose your vehicle model and click the “Select This Model” button, you might receive one or more informational modal popups depending on the Standard Item, Option or Vehicle Model you have selected.

Non Low Price Selection - If you selected a vehicle model that was not the low price offering you will need to provide justification and receive this modal popup.

Fleet Contracting or Engineering Review - If you select a complex vehicle or option that requires Fleet Engineering review or a vehicle model that requires Fleet Contracting review you will receive this modal popup.

Step 8. Once you’ve selected a vehicle based on your options and price comparison by using the “Select This Model” button, you’ll be able to select a color for your vehicle. Use the dropdown menu to select a standard color, then select the “Next” button.

NOTE: Color selection will be limited to a single color selection per requisition.

Step 9. Now you will have the chance to review your vehicle build details. Selecting the “Requisition actions” button will allow you to either print a summary or clone your requisition. Selecting “Edit” on any section will take you back to that step in the process to make any changes. Select the “Next” button once all of your selections are accurate.

Step 10. You will need to enter your agency financial information and an agency point of contact. Each of the required financial fields include tool tips (the “I” next to the name of the field) that you can hover over to see more information. Refer to Appendix C for more information. Once you’ve completed the required fields, select the “Next” button to continue.

Step 11. Now you will be able to enter the required addresses to support your vehicle order. This page is split into three sections where you will need to identify the requisitioning address, the mailing address, and the delivery address. Each section also includes fields for a point of contact for each. If the address and point of contact are the same as the requisitioning address, select the checkboxes that read “Same as requisitioning address.” Once complete, select “Next.”

Step 12. The final step in the process allows you to do a final review of all requisition details, including address information (screenshot on the next page for addresses). Each section has an “Edit” button to make any final changes on that step. If you are an Agency Submitter creating the requisition, select the “Send to Approver” button once your review is complete. If you are an Agency Approver creating the requisitions, Select the “Place order” button once your review is complete.

Step 13. If you have not previously saved your draft requisition, a modal will pop up and ask you to name your requisition prior to placing your vehicle order. After editing the name to your liking, select the “Place order” button.

Step 14. Success! You have submitted your requisition and will be taken to the “Manage Orders and Requisitions” page. Your requisition will show as received within the Requisitions tab table. On this page, you will also be able to view your orders and their status, and a historical record of your ordered vehicles.

Note: You can also access this page from the tiles on the Storefront page, under “Manage requisitions and orders,” or in the header menu under “Offerings.”

Selecting Additional Requirements

The additional requirements, also known as AREQ’s, option code allows customers to request specific open market equipment not listed in GSAFleet.gov’s Vehicle Comparison page. You will be required to include detailed additional information for GSA to review your request.

Step 1. During the process of building your requisition, you will be able to add any additional requirements, or AREQs, that you’d like to request. On the Vehicle Comparison page, under the “Add Options” expandable section, there will be a checkbox to add the AREQ option code at the bottom of the section. This will create an additional step in the requisition building process. If you are requesting an AREQ, select the check box and then the “Continue with AREQ'' button. Once you select the AREQ option, the ability to select a vehicle model, at this time, will disappear. Only vehicle models containing the vehicle options previously selected will move forward for consideration in the AREQ process.

Step 2. A modal will pop up with details on writing a description and adding supporting documents. Select the “Close” button after reading.

Step 3. On the left hand side of the screen, you’ll see a box that explains what an AREQ means with a link on the bottom for more details. Selecting the link will open a modal that explains how AREQ requisitions should be used.

Step 4. The AREQ page will require you to fill out a detailed description, attach supporting documents, and provide a price estimate for each additional requirement After providing this information, if you want to add additional AREQs to the requisition, click on the “Add AREQ” button after each one is completed.

Step 5. Continue the requisition process in the same way you would for a non-AREQ requisition, as described in the previous section’s steps 10-16. Differences in the steps are noted below:

● In the first and later final review step, the requisition summary will show all submitted AREQ details.

● In the Agency Information section, there will be additional fields for AREQ funding.

● Once the requisition with an AREQ has been to submitted to GSA, the Fleet Engineering Team will work with Contracting Officers to solicit bids from qualifying vehicle suppliers

● After Fleet Engineers and CO’s have deemed one or more vehicle suppliers, who are able to meet the AREQ specifications, as acceptable the requisition will be sent back to the purchasing customer to select the preferred vehicle model.

Approving a Draft Requisition

For agencies that choose to designate separate users who will create and approve requisitions for their organization(s), the below process will show how an agency approver would review a requisition and place the order.

Step 1. Navigate to Offerings in the menu. Select “Manage requisitions and orders”

Step 2. You will be taken to the “Requisitions and Orders” page. Select the “Requisitions” tab. To review the details of a specific requisition, select the hyperlinked requisition name. In order to narrow down the list of requisitions shown in the table, you can use the filter options on the left hand side of the page. Agency Approvers will have 2 statuses they will need to take action on depending on the type of requisition that was created by the Agency Submitter.

● Draft Approval (An initial approval for requisitions, e.g. AREQs, that require Engineering or Contracting Review)

● Final Approval (The last approval required in order to submit the requisition for GSA to place the order

*Note - The Approver will have the ability to return the requisition back to the Submitter with comments should the requisition need to be edited

Step 3. After selecting the desired requisition to review, the Approver will be brought to the Review Summary of the requisition. There are 3 tabs to access the summary of the requisition, the activity of requisition’s workflow up to this final review and any attachments that were provided during the creation of the requisition. The Requisitions Actions button will print out the summary of the requisition and/or add any comments that you want to capture at this point. After reviewing the requisition, there are two actions available to the Approver.

● Return to Submitter - Allows the Approver to return the requisition back to the Submitter to edit and provide any comments to explain why it was returned.

● Place order - Allows the Approver to submit the requisition to GSA where it will be queued for order placement and show a status of “Received by GSA”

Cloning a Requisition

Step 1. On the “Requisitions and Orders” table, you can make a copy of a requisition. This will create an exact copy with all of the same standard and selected options (AREQs and documents will not be copied over), colors, and addresses selected. A cloned requisition will require you to update your vehicle quantities and your Agency’s financial information. To clone a requisition, go to the requisition on the table and select the Actions ellipses on the right hand side of the table. Then select “Clone requisition.”

Step 2. Selecting “Clone requisition” will begin the requisition process. You will be asked to name your draft first. Then select the “Continue editing cloned requisition” button.

Step 3. You will then be brought back to the vehicle compare page and must enter in the quantity of vehicles to be ordered to start your newly copied requisition. From here, you can quickly navigate through all of the requisition steps and edit whatever sections of the requisition you desire. Again, you must provide your Agency financial information and create a new requisition number to distinguish the new requisition.

Managing Your Requisitions & Orders

The GSAFleet.gov Requisitions and Orders user interface is where you’ll want to manage, view and download your Agency’s vehicle requisition and order related information. To access Requisitions and Orders, you can access the link under the Offerings menu item on the GSAFleet.gov home page or from the Fleet Offerings landing page. There are three tabs to choose from, each with it’s own unique data set and filtering capabilities to access the following:

● Requisitions

● Orders

● Vehicles

Requisitions - Requisitions are considered pre-award draft orders that Agency Customers can create and edit for SOP and Non-SOP vehicle ordering. This data set can be useful to search for requisitions in various vehicle purchasing workflow statuses, e.g. a requisition waiting Agency approval or Engineering review. As previously mentioned, this is the user interface where you can clone requisitions. A requisition transforms into an order when the requisition has been submitted to GSA Fleet to place the order.

Orders - Orders are considered post-award once a requisition has been submitted to GSA to place the vehicle order. This data set can be useful to search for the order status of active orders, as well as historical information from completed orders. An order cannot be edited by Agency Customers and a modification request must be submitted to GSA Fleet to perform a modification to the order.

Vehicles - The Vehicles data set can be very useful for determining the status of a vehicle, e.g. if the vehicle has been shipped or delivered. It is also where Agency Customers can acknowledge receipt of a vehicle that has been delivered.

Order Modifications

Sometimes orders must be edited (modified) after they have been placed with the supplier. This could be for many reasons, including:

● Address change

● Adding or removing of options

● Color change

● Ship date extension

● Price changes due to market forces

● Order cancellation

This is a process initiated either by the supplier or customer, depending on the nature of the modification:

1. Customers requesting any order modifications can reach out to Vehicle Buying at vehicle.buying@gsa.gov and request to initiate. The reason and details will need to be included in the request.

2. As applicable, GSA contracting officers will refine the conversations and will come to an agreement among all parties involved (GSA, agency customer, and supplier)

3. Once all are in agreement, the contracting officer will issue a formal order modification. Once processed in GSAFleet.gov, a new MVDO will be available with the relevant updates.

Where can I find my order modification details?

When viewing an order, if a modification has been issued, it will be listed in the “Order details” page on the right side underneath where the MVDO is listed. Due to certain permission restrictions, some users will not be able to view specific details inside of GSAFleet.gov. If this is the case, please refer to your contracting officer and any prior email traffic.

Orders Subject to G-Invoicing Approvals

What is G-Invoicing?

G-Invoicing is a U.S. Department of the Treasury web-based application designed to standardize and modernize how federal agencies manage intra-governmental (IGT) buy/sell transactions. All federal agencies were required to implement G-Invoicing for new orders by October 1, 2022. More detailed information regarding G-Invoicing can be accessed at https://fiscal.treasury.gov/accounting/intragov.

How does G-Invoicing affect my vehicle purchasing in GSAFleet.gov?

Once Agency Customers finalize their vehicle requisitions and place the order, an order authorization is created and sent to G-Invoicing for review and approval. Once the order authorization is approved, the approval is sent back to GSAFleet.gov and the vehicle order is sent to the Vehicle Supplier to process the order.

What are the key considerations for vehicle orders subject to G-Invoicing approvals?

Agencies need to consider the additional steps in the ordering workflow that will affect the timing between the Customer placing the order, the required G-Invoicing approvals and submission of the vehicle order to the Supplier. This could include but may not be limited to the following considerations:

● Closeouts: Because agencies must approve/reject orders, contracts or line items may close out before they obtain approval

● End of FY Ordering: Because agencies must approve/reject orders, agencies may miss out on an ordering window while awaiting approval

For these reasons, it is imperative that GSAFleet.gov purchasing Customers identify their Agency’s G-Invoicing approvers, monitor the status of their vehicle orders and be prepared to engage with G-Invoicing approvers when the need to expedite the G-Invoicing approvals is required.

How will I know what vehicle orders are subject to G-Invoicing approvals?

When Agency purchasing Customers enter in their Agency’s financial information during the requisition process, they are required to enter in the Billing Office Address Code (BOAC) that makes up the first 6 characters of the requisition number. The entered BOAC is validated against the BOAC record in the GSAFleet.gov Wallet and if the BOAC in the Wallet is configured as “G-Invoicing ready”, the order will follow the G-Invoicing approval workflow previously illustrated. For more information regarding the management of your Agency’s accounting information and more specifically, the establishment and configuration of BOACs in the Wallet, visit our GSAFleet.gov How To Guides.

After the purchasing Customer has entered all of their Agency’s financial information, an informational message will be presented informing the user that the order will be subject to G-Invoicing approval. The Customer proceeds by clicking OK. If for any reason, the Customer needs to revise the BOAC during the requisition process, they can always return to the Agency Financial page and update the BOAC.

Once the vehicle order is submitted to GSA, how can I track the status of my orders that require G-Invoicing approval?

Once the Agency purchasing Customer has completed the requisition and placed the vehicle order, the requisition will show a status of “Received by GSA”.

Within 15 minutes, a corresponding order will be created and display a status of “G-Invoicing pending.” The order will be transmitted to G-Invoicing in ~30 minutes.

If you go into the details of the Order, you will see a new data field labeled G-Invoicing number. Initially this will display a value of “Pending” until the G-Invoicing system receives the vehicle order, creates a corresponding G-Invoicing number and sends the number back to the order in GSAFleet.gov. This G-Invoicing number can be referenced to assist G-Invoicing Approvers when identifying the orders that need to be approved.

Once the order has been approved in G-Invoicing, the order will show a status of “Pending” until the order is processed in the evening batch ordering process and will move to a status of “Awarded.”

If the order is rejected in G-Invoicing, the order will show a status of “Cancelled” and the creator of the requisition will get notified via email that the order was not approved.

Where can I see the history of my order’s actions so that I can easily know what actions occurred, when those actions occurred and who performed those actions?

Within the Activity tab of your GSAFleet.gov order, you will see the following actions:

- When the requisition was received and who submitted it

- When the order was submitted to G-Invoicing for approval

- When the G-Invoicing order number was returned and updated in GSAFleet.gov

- When the G-Invoicing order was approved or rejected in G-Invoicing

Purchasing Non-Standard Vehicles

Introduction

If you're unable to find the right vehicle for your agency using our Standard Ordering Program, consult with one of our Offering Support Professionals. Working with a team of Fleet Engineers, they can assist with meeting your vehicle requirements using the following methods:

● Multiple Award Schedules

● Urgent Vehicle Order

● Non-Standard Vehicle Ordering

Note: GSA Fleet requires that you speak with one of our Offering Support Professionals before beginning your non-standard requisition to ensure the correct source to meet your Agency’s mission.

Step 1. Navigate to Offerings in the menu. Select Purchase vehicles. Then select the “Start here” button underneath “Can’t find what you’re looking for?” in order to access our non-standard vehicle options.

Step 2. A modal will appear requiring you to acknowledge that you have consulted with GSA’s Integrated Project Team on your non-standard requisition. If you have already spoken with an IPT member, please select the “Confirm acknowledgement” checkbox and then the “Continue Non-SOP Ordering” button. If you have not consulted with an IPT member, send an email to fleetspecialordering@gsa.gov and provide your non-standard vehicle requirements. Once the GSA IPT member has provided the best possible non-standard source for your vehicle needs you can reinitiate the process from the Purchasing landing page once more.

Step 3. You will then be directed to our “Non-Standard Vehicle Ordering Options” page. Users can choose between three order types: Urgent Requirement, Multiple Award Schedules (MAS) or Non-Standard Vehicles. Based on the type of service you need, select the “Start here” button for the respective order type.

Urgent Requirement

Step 1. For Urgent Vehicle Ordering, select the “Start here” button under Urgent Requirement on the Non-Standard Ordering Options page.

Step 2. A modal will popup explaining the guidelines of the Urgent Requirement, which processes urgent vehicle orders. Select the “Continue Urgent Requirement Requisition” button once you’ve finished reading the guidelines.

Step 3. Select your agency/bureau/office from the dropdown, and where you would like the vehicle shipped.

Select the “Start your urgent requirement” button to begin your requisition.

Step 4. A modal will popup asking you to name your draft requisition. Once you’ve written in a name, select the “Save requisition draft” button.

Step 5. Another modal will popup with guidelines for adding supporting documents and descriptions. Select the “Close” button once you’ve reviewed the guidelines.

Step 6. Begin your requisition by completing your vehicle specifications, including vehicle type, drive train, quantity, color, fuel type, payload and towing capacity, towing type, and any additional requirements. Select the “Next” button once all fields are completed.

Step 7. In the second step of the requisition, you will need to provide all required details and documents to justify your urgent requisition. Provide a detailed justification for your urgent requisition. Then select the “Upload file” button under documentation to attach all required documents.

Step 8. When you select the “Upload file” button, a modal will popup. Here you will need to either drag the file you are trying to attach or select the “choose from folder” hyperlink to attach a document. You will then need to choose which type of document the file is from the dropdown menu under “Document Category.”

You’re also able to provide a description. Once you’ve completed the information, select “Save” to return to your requisition.

Step 9. The next step of the requisition process requires you to enter in your agency information, including a point of contact, and any financial information. For more information, refer to Appendix C. Select “Next” when you’ve completed your information.

Step 10. The next step asks you to provide the required addresses to support your vehicle order. This page is split into three sections where you will need to identify the requisitioning address, the mailing address, and the delivery address. Each section also includes fields for a point of contact for each. If the address and point of contact are the same as the requisitioning address, select the checkboxes that read “Same as requisitioning address. Once completed, enter the required delivery date for the urgent requirement.

Step 11. You will now be asked to review all of your requisition information. Each section has an “Edit” button that will take you to that section to make any changes necessary.

Step 12. At the bottom of the page, there will be three buttons:

● “Previous,” where you can go back to the last step and edit your requisition

● “Cancel requisition” to cancel the order and delete its data

● “Submit to approver” or “Submit requisition” to submit your order

○ Note: This button will be different depending on your role. For a submitter, a requisition will go into a Final Approval status to be reviewed by your Agency Approver. An approver will be able to fully submit a requisition.

Select the “Submit” button to submit your order.

Step 13. A modal will popup asking you to confirm your submission, and includes a comment box if you would like to send a comment to any participating parties. Select the “Submit requisition” button to confirm submission of your order.

Step 14. Success! You’ll receive a banner notification letting you know that you have successfully submitted your requisition. Your requisition’s status and the last date it was edited will be shown in the table. Once your Agency has submitted the Urgent Requirement to GSA Fleet, a Fleet Contracting Officer will review your request, required documentation and ultimately place the vehicle order with the vehicle supplier who will be able to fulfill the requirement.

Multiple Award Schedule (MAS) Requisitions

For Multiple Award Schedule requisitions, GSA Fleet offers:

● Aerial devices and digger derricks

● Construction and road maintenance equipment

● Firetrucks

● Low speed vehicles

● Remanufactured engines

● Tankers

● Tires

● Trailers

● Trash collectors and recycling equipment

● Vehicle accessories and equipment

● Vehicle leasing

Step 1. From the Non-Standard Ordering Options page, select the “Start here” button under Multiple Award Schedules (MAS).

Step 2. A modal will popup asking if you will need GSA Fleet Assisted Acquisition. Select either the “Yes, create MAS requisition” or the “No, create requisition in GSA Advantage” button. If you select yes, continue to the next step. Otherwise, proceed with GSA Advantage outside of the GSAFleet.gov system.

Step 3. A modal will popup explaining our MAS program. Please read the information and then select the “Continue MAS Requisition” button.

Step 4. Select your agency/bureau/office that should be associated with your requisition and where you would like the vehicle to be shipped. Then, select the “Start your MAS requirement” button.

Step 5. To complete the first step in your MAS requisition, you will need to provide supporting documents listed in the “Requirements Checklist” section. You will need to upload each document listed as required in order to proceed to the next step.

Step 6. In order to upload your supporting documents, select the “Upload file” button. A modal will popup allowing you to drag a file or choose from your computer. Select the file category from the dropdown. Listing the file category is how the required documents will be recorded as complete. Once you’ve finished, select the “Save” button to return to the documents table.

Step 7. Once the Fleet Contracting Officer reviews and approves the MAS Request, they will place the order on the purchasing customer’s behalf.

Non-Standard Vehicle Ordering

Step 1. From the Non-Standard Ordering Options page, select the “Start here” button under Multiple Award Schedules (MAS).

Step 2. Select your agency/bureau/office that should be associated with the requisition and where you would like the vehicle to be shipped. Then, select the “Start your Non-Standard” button.

Step 3. To complete the next step in your Non-Standard requisition, you will need to enter in the Requested quantity, color selection and provide supporting documents listed in the “Requirements Checklist” section.

You will need to upload each document listed as required in order to proceed to the next step.

Step 4. In order to upload your supporting documents, select the “Upload file” button. A modal will popup allowing you to drag a file or choose from your computer. Select the document category from the dropdown.

Listing the document category is how the required documents will be recorded as complete. Once you’ve finished, select the “Save” button to return to the documents table.

Step 5. The next step of the requisition process requires you to enter in your agency information, including a point of contact, and any financial information. For more information, refer to Appendix C. Select “Next” when you’ve completed your information.

Step 6. The next step asks you to provide the required addresses to support your vehicle order. This page is split into three sections where you will need to identify the requisitioning address, the mailing address, and the delivery address. Each section also includes fields for a point of contact for each. If the address and point of contact are the same as the requisitioning address, select the checkboxes that read “Same as requisitioning address. Once completed, enter the required delivery date for the Non-Standard requirement.

Step 7. You will now be asked to review all of your requisition information. Each section has an “Edit” button that will take you to that section to make any changes necessary.

Step 8. At the bottom of the Review and Submit page, there will be three buttons:

● “Previous,” where you can go back to the last step and edit your requisition

● “Cancel requisition” to cancel the order and delete its data

● “Submit to approver” or “Submit to Contracting Officer” to submit your order

○ Note: This button will be different depending on your role. For a submitter, a requisition will go into a Final Approval status to be reviewed by your Agency Approver. An approver will be able to fully submit a requisition to the Contracting Officer.

Select the “Submit” button to submit your order.

Step 9. A modal will popup asking you to confirm your submission, and includes a comment box if you would like to send a comment to any participating parties. Select the “Submit requisition” button to confirm submission of your order.

Step 10. Once the Fleet Contracting Officer reviews and approves the Non-Standard vehicle request, they will place the order on the purchasing customer’s behalf.

Vehicle Acknowledgement Agency customers must acknowledge receipt of a vehicle within 15 calendar days of the vehicle being reported as “Delivered” by the Vehicle Supplier.

Step 1: By acknowledging vehicle receipt, the invoice payment process is initiated. To acknowledge receipt of a vehicle, navigate to “Manage Requisitions and Orders” and then the “Vehicles” tab.

Step 2: From there, pull up your order using the filters on the left side of the screen. Vehicles must have a status of “Shipped” or “Delivered” in order to acknowledge receipt. When you have found your order, it should display a blue box that says “Enter date.” By clicking on this box, a modal will pop up with a calendar.

Note: If you physically have possession of your vehicle, but the vehicle status shows something other than “Shipped” or “Delivered,” please contact GSA Vehicle Buying (vehicle.buying@gsa.gov) and request they contact the supplier to update the vehicle status.

Step 3: You can either manually enter the date manually in a DD/MM/YYYY format or click on the calendar image on the right and you can select the receipt date.

Note: Once entered, this date cannot be changed. Selecting the agency received date will trigger the billing process in GSAFleet.gov.

Step 4: When you acknowledge receipt, the listed vehicles will drop out of the “Vehicles” tab.

Simultaneously, the vehicle status will change (located on the "vehicles" tab inside the order itself) and will show "Agency Received."

Appendix A: Requisition Status Definitions

● Draft: This means a requisition has not been submitted for approval. It can still be edited and revisited

● Draft Approval: This is an optional status when a requisition needs an initial Agency approval, e.g.

for an AREQ or Non-SOP requisition

● Final Approval: This status is for requisitions submitted to an approver that are ready for formal submission to GSA.

● Returned: This is for a requisition that has been returned, whether that means returned from the Agency Approver to the Agency Submitter, or returned from GSA to the Agency Approver/Submitter.

● Engineering Approval: This status means that your AREQ or non-standard requisition is currently pending the approval of GSA Fleet’s engineering team

● Contracting Review: The initial contracting review when an AREQ is submitted from the Engineering Team

● Contracting Approval: The final approval after the Fleet Engineering Team has deemed the AREQ bids and proposals as acceptable or unacceptable

● Contracting Final Review: The final contracting review performed for a Non-SOP vehicle requisition

● Customer Review: The initial review required by the customer exclusive to a Non-Standard vehicle build

● Pending Customer Response: The final customer review and selection of a supplier who can fulfill an AREQ or Non-SOP vehicle requisition

● Received by GSA: The status that is displayed after a requisition has been submitted to GSA Fleet to place the vehicle order

● Canceled: Your requisition is canceled and voided.

Appendix B: Order Status Definitions

● Awarded: Your order has been successfully submitted and acknowledged from the vehicle supplier.

● In process: Your order is in process and is actively being fulfilled by the vehicle supplier.

● Completed: An order has been fulfilled from the delivery of all vehicles on the order.

● Canceled: Your vehicle order has been canceled and you will no longer be receiving your vehicle.

● Pending: Your order has been submitted to GSA but is waiting to be processed in the nightly batch process that sends the order to the Vehicle Supplier

● G-Invoicing pending: Your order has been submitted to GSA but has been routed to G-Invoicing for approval. The order will not be sent to the Vehicle Supplier until the order has been approved.

Appendix C: Guidance for Entering Agency Financial Information

General Business Rules for Agency Financial Information

1. Agency Order Number: Customer defined, internal to Agency. Limit 15 characters.

2. Requisition number

2a. Activity Address Code (AAC) or DODAAC assigned to your office.

2b. Four digit Julian Date. This will be calculated for you but you can change it.

2c. Serial Number – Any four character sequence number. No special characters.

3. Signal Code – See Signal Code table below. Directs billing to AAC/DODAAC in either the Requisition Number, Supplementary Address or Fund Code.

a. Signal Code A & J validations

i. Checks for the existence of the Requisition Number AAC in GSA’s accounting system and the GSAFleet.gov Wallet for billing purposes.

b. Signal Code B & K validations

i. An empty Supplementary Address AAC is presented and is required to be entered

ii. Checks for the existence of the Supplementary Address AAC in GSA’s accounting system and GSAFleet.gov Wallet for billing purposes.

c. Signal Code C & L validations for Non-DoD Agencies

i. A prepopulated Supplementary Address is derived from the Agency Code and entered Fund Code and is not editable

ii. Checks for the existence of the Supplementary Address AAC in GSA’s accounting system for billing purposes and GSAFleet.gov Wallet.

d. Signal Code C & L validations for DoD Agencies

i. A prepopulated Supplementary Address is derived from the entered Service Code and Fund Code and is not editable

ii. Checks for the existence of the Supplementary Address AAC in GSA’s accounting system and GSAFleet.gov Wallet for billing purposes.

4. Supplementary Address – A supplementary AAC can be used to re-direct billing documents.

Required with Signal Code “B”, “K”, ”C”, or “L”.

5. Fund Code – If an agency uses Fund Codes, the Fund Code must be on file with GSA. Required with Signal Code “C” or “L”. If you do not have a Fund Code, type “00” in this field and make sure you use Signal Code “A”, “B”, “J” or “K”.

6. Treasury Account Symbol (TAS):

a. The TAS is derived and pre populated from the BOAC validation in the GSAFleet.gov Wallet

b. See link under the Customer Service tab.

https://www.fiscal.treasury.gov/fsreports/ref/fastBook/fastbook_home.htm

c. If your BOAC does not have a line of accounting loaded in Wallet, you will need to add it to

Wallet

i. Go to “Manage My Fleet” → “Wallet”

ii. Select the blue “+ Line of Accounting” button, and follow the prompts to create your

LOA.

iii. It is the customer’s responsibility to ensure that all BOACs are populated with a current and correct TAS for billing accuracy.