AutoBid Vendor Instructions.pptx

GSA Office of Motor Vehicle Management Center for Automotive Acquisition AutoBid

AutoBid is a secure online application for submitting offers to GSA Automotive. It is a sub-module of GSA’s AutoVendor web site.

Vendors must have a DUNS number and should be registered in CCR.

Vehicles based on GSA’s Federal Vehicles Standards AutoBid Opening and Closing dates are determined by GSA’s Office of Acquisition Operations Vendor is responsible for the accuracy of data submitted After Final Closing, vendor cannot make changes to offer in AutoBid.

AutoBid

To request an AutoVendor account for access to AutoBid, send email to automotiveedi.partnerships@gsa.gov Company Name DUNS Number Address Business Size (small or large) User’s Name(s) Telephone Fax (unless an EDI vendor, this is the number orders will be faxed to) Email Standard Items and Make/Models you wish to offer Allow up to 10 business days for account creation. Don’t wait until AutoBid opening day!

Log In https://apps.fas.gsa.gov/cops/vehicles/autovendor/Login.cfm

Log In Click on the link for AutoBid

Click on a <Vehicle Type> in the left hand column Then click on a <Standard Item Number>

MINIMUM REQUIREMENTS: This tab displays the GSA Minimum Standards and OEM provided data for each item. You cannot modify this information in AutoBid. Contact the appropriate GSA Engineer if you have any concerns about this data.

BID DETAIL: Enter Unadjusted MPG (if applicable), Current Price (this price should include the destination charge), and Destination Charge (list separately for analysis).

OTHER FEATURES: Where applicable, this tab contains additional information commonly requested by our customers. This data is not part of the GSA Federal Vehicle Standards. Enter data as requested.

OPTIONAL EQUIPMENT

Click on the drop down box to update the Option Type:

Stand Alone (option does not require, include or exclude other options)

Standard (manufacturer’s standard equipment)

Not Available (option is not available from mfg)

Package (option requires, includes or excludes other options) Enter Price for new model year.

COLLISIONS: For “package” options, indicate the options that are excluded, included, or required for the purchase of the selected option.

Only options that are flagged as “Package” under the Optional Equipment tab are included in the drop down box. To add an option to the drop down box, go back to the Optional Equipment tab and change the option type to “Package”.

Package Type: Excludes

1. Select the first option from the drop down box that you would like to add exclusions to. For example AP, Adjustable Pedals.

2. Click on the Excludes button

3. From the second set of drop down boxes, select the options that cannot be ordered with the package option. For example (AP excludes YD and T6). The second set of drop down boxes will only contain available GSA options for the selected standard item.

4. Hit the <Save> button to display input.

5. You can click the Edit link next to the display to add additional excluded options or to delete a set of exclusion.

Package Type: Includes

1. Select the option from the drop down box that you would like to add inclusions to. For example AP, Adjustable Pedals.

Click on the Includes button

From the second set of drop down boxes, select the options that are included with the package option. These are options that the customer will automatically receive with the package option. For example (AP includes CRTS, PWL, RAD, RKE, RS, SRG). The second set of drop down boxes will only contain available GSA options for the selected standard item.

Hit the <Save> button to display input.

You can click the Edit link next to the display to add additional included options or to delete a set of inclusions.

6. GSA will not assume that one inclusion implies another. You must enter inclusions in both directions if applicable. For example, if D3 includes D7. GSA will not automatically assume that D7 includes D3.

Package Type: Requires Select the option from the drop down box that you would like to add requirements to. For example PT, Power Take Off Opening.

2. Click on the Requires button

3. From the second set of drop down boxes, select the options that must be ordered to obtain the package option. For example (PT requires E5 and D3).

4. Hit the <Save> button to display input.

5. After you hit the <Save> button, you will notice a new button appear on the screen. <Add New ‘OR’ Set>. Use this feature if an option requires one set of options “or” another set. For example. T6 requires E5 or YD. PT requires(E5 and D3) or (YD and D3).

6. You can click the Edit link next to the display to update or delete your requirements list. You will also notice the new buttons <Previous Or Set> and <Next OR Set> for you to toggle through your “OR” conditions for a selected option.

CLARIFICATIONS: You may type out additional clarifications under this tab. Only use this tab for clarifications that do not involve the collision (inclusion, exclusion, requirements) of options. Examples include (but are not limited to) delayed build dates, special instructions for delivery outside the continental US, or limitation on options going to specific states. Do not use this tab to list your Exceptions.

COLORS: Enter colors that are offered to the customers at no cost. If a cost is associated with a color (such as 595F), an option code must be created for the color.

General Information about Loading Pictures/ Documentation:

Select the tab “Pictures”.

1. You can enter up to 10 pictures and/or you can also load documentation.

2. The pictures need to be in JPEG format. If you upload a picture in GIF format, it will upload as a document instead. It will not be converted to a thumbnail.

The first picture, sequence number 1, will be the picture you will see as a thumbnail in the AutoChoice screen.

4. You have the ability to re-arrange the sequence of the pictures.

5. You can upload/delete one or more pictures.

Loading Pictures/ Documentation The Upload Image/Doc button will upload a program, “jUpload”, in another window. This program gives you the ability to load pictures/documentation. You also need to know that this program, jUpload, takes several minutes to upload to your computer. However, once the program has loaded, you can keep the program open for continued use. This may save you time, since it takes so long to load. Once the ‘jUpload” program has been uploaded to your PC, select the “RUN” button. If you are having trouble loading this program, please review the trouble-shooting instructions (Section 4).

Uploading Pictures:

1. Select the “Upload Image/Doc” button.

2. Pictures are organized and uploaded by contract and schedule line number.

3. The Schedule Line Drop Down list box gives you the ability to load picture and/or documents from different schedule lines under the same the same contract.

4. You can upload up to 10 pictures. Pictures will be resized as thumbnails and as a larger size. This will allow the AutoChoice customers to select a thumbnail and as a result, they will able to view any additional pictures as well as any uploaded documentation.

5. After you select the button “Select Files”, you will be prompted to select the directory and pictures you want to upload.

6. You can remove one or more of the pictures you have just added from your computer.

7. To finalize your picture selections, select the button “Upload”. You will know when you pictures have been uploaded, because the status will change to “Uploaded Success”.

8. To maintain your pictures/documentation, go back to AutoBid. Leave the “jUpload” program running, if you plan to add to more pictures/documents for this contract. You can minimize the “jUpload” program and you should see the AutoBid screen. Maintenance instructions are listed below (Section 3).

9. From AutoBid Picture tab, select the “Refresh Screen” button to see the latest uploaded pictures/documentation.

10. If you double-click a picture, you will be able to page through all of the photos you have uploaded. This is similar to how it will work when the customer sees the thumbnails in AutoChoice. After the customer double-clicks on the thumbnail, they will be able to page through the pictures uploaded in AutoBid.

Uploading Documentation:

1. If you minimized the “jUpload” program, maximize the program to upload your documentation. Otherwise, select the “Upload Image/Doc” button and wait for the program to load to your PC.

2. Pictures/documentation are organized and uploaded by contract and schedule line number.

3. You will be able to upload just about any type of documents. For example, word, excel, pdf, GIF pictures.

After you select the button “Select Files”, you will be prompted to select the directory and files you want to upload.

4. You can remove one or more of the files you have just added from your computer.

5. To finalize your picture/documentation selections, select the button “Upload”. You will know when your pictures/documentation has been uploaded, because the status will change to “Uploaded Success”.

6. To maintain your pictures/documentation, go back to AutoBid. Leave the “jUpload” program running, if you plan to add more pictures/documentation for this contract. You can minimize the “jUpload” program and you should see the AutoBid screen. Maintenance instructions are listed below (Section 3).

7. From AutoBid Picture tab, select the “Refresh Screen” button to see the latest uploaded pictures/documentation.

Pictures/Documentation Maintenance To maintain your pictures/documentation, go back AutoBid (Picture tab). When you mouse over the thumbnails displayed, you will be able to see the larger size. Every picture is uploaded as a thumbnail and as a larger picture. To page through all the pictures you have uploaded, double-click on one of the photos.

Re-Arrange Button: User can modify the sequence order of the pictures to be displayed in AutoChoice by editing the sequence number. The thumbnail in the first position is what will be displayed in the AutoChoice Choice screen.

Delete Button: User can delete unwanted pictures by selecting one or more pictures and then selecting the “Delete” button.

Refresh Screen: After loading the pictures, you will need to press the Refresh Screen button to see the latest uploaded pictures and documents.

Upload Image/Doc: Selecting this button will upload the jUpload program in another window. This program gives you the ability to load pictures and supporting documentation. This feature is described in detail in Paragraph1 and Paragraph 2 above.

Uploaded Documents: To see the documents you have uploaded, select the “Uploaded Documents” link. This link will display the list of all files uploaded for this schedule Line.

1. To delete, select one or more documents, then select the “Delete” button.

2. To view a document, double click on the document name.

jUpload Trouble-Shooting:

If the application fails after downloading the “jUpload” program, you may not have a compatible version of JAVA. To download a new version of JAVA:

1. Go to the webpage http://www.java.com/en/download/index.jsp

2. Download by selecting the button “FREE JAVA DOWNLOAD”.

General AutoBid Notes:

The bottom of each page contains the following buttons:

“Print Friendly”—Use to print a copy of the current page.

“Save”—Use to save the current page.

“Send to GSA”—Use to submit the entire item to GSA. You do not have to hit the “Send to GSA” button on every page for a Standard Item. However, you do need to hit “Send to GSA” for each Standard Item.

The bottom of the Bid Detail tab contains a “No Bid” button. Click this button if you wish to enter a “No Bid” for an item.

The left column on each page contains quick links to each Vehicle Type

The left column on each page also contains links to the following reports:

The “Checklist Report” indicates which items have been submitted to GSA and which items are still pending.

“Print Current Schedule Line” prints all of the tabs for the current standard item.

“Print All (Proof Copy)” provides a report of all items. Use this report to proof your items before submitting to GSA.

“Print All (Final Copy)” provides the hard copy submission of all items that you are required to submit to GSA. Print this report after submitting your items to GSA.

Problems take time to investigate. Please report any problems early so that we can fix the issue before the AutoBid closing date.

Please call the CARS Line, or email us at Vehicle Buying, if you have contractual, engineering, or technical questions:

CARS Line: 703-605-CARS (2277) Vehicle Buying: vehicle.buying@gsa.gov

Still have Questions or Need More Information?

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