QMAA-F6-140018-D_Solicitation_Document.pdf

1800 F St NW Washington, DC 20405 www.gsa.gov

GSA Federal Acquisition Service

July 14, 2014

Dear Prospective Offeror:

The General Services Administration (GSA) appreciates your interest in Solicitation Number

QMAA-F6-140018-D for model year 2015 Light Vehicles to include Sedans, Light Trucks, and

SUVs, for a base period of one year, with four (4) one-month option periods.

This solicitation is targeted to OEM manufacturers, and their certified representatives, that meet all trade, regulatory and other conditions required to sell light duty passenger cars and trucks to the United States Government in the United States. Please pay particular attention to Section

A.1 as hard copy proposals are not required and will not be accepted. Section B.7 –

Substantial Transformation also contains important information for offerors to consider prior to submitting a proposal.

This solicitation is being released via the Government-wide Point of Entry located via the

FedBizOpps site at www.fbo.gov. In order to conduct this acquisition most effectively, all notices and postings will be made at this location. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-75 effective

June 24, 2014. Please be aware that the solicitation, questions and answers, comments or any other information will not be disseminated in any other format. Be sure you check the web site regularly for any amendments. We suggest that you also bookmark GSA’s Automotive’s web site as it contains information of interest associated with automotive programs at www.gsa.gov/automotive.

Offerors are encouraged to submit a complete offer. Offerors should propose their best price with their initial offer, as it is GSA’s goal to award without discussions. Note that substantially incomplete offers will be rejected.

Should you have any questions, please contact Dallas Brewer at (703) 605-2685. I look forward to receiving your proposal!

Sincerely, Heidi McFall

Heidi McFall

Contracting Officer

Light Vehicles Branch (QMAAA) http://www.fbo.gov/ http://www.gsa.gov/automotive

SOLICITATION QMAA-F6-140018-D

TABLE OF CONTENTS

SECTION A – GENERAL

A.1 ADDITIONAL INFORMATION FOR STANDARD FORM 1449

A.2 A-FSS-2-B (OCT 1988)

A.3 CP-FSS-3 NOTICE: REQUESTS FOR EXPLANATION OR

INFORMATION (MAR 1996)

A.4 CP-FSS-4-A SOLICITATION COPIES (MAR 1996)

SECTION B – SCHEDULE OF ITEMS AND VEHICLE REQUIREMENTS

B.1 SCHEDULE OF ITEMS AND FEDERAL STANDARDS

B.2 B-FSS-96 ESTIMATED SALES (NOV 1997)

B.3 PRICING

B.4 GSA AUTOMOTIVE PROGRAM

B.5 DEFINITIONS

B.6 STATUTORY PRICE LIMITATION

B.7 SUBSTANTIAL TRANSFORMATION DETERMINATION

SECTION C – ADDITIONAL REQUIREMENTS

C.1 DELIVERABLES

C.2 POINTS OF CONTACTS AND RESPONSIBILITIES

C.3 WEEKLY STATUS REPORTS

C.4 WHEELS-OFF-GROUND DELIVERY

C.5 IDENTIFICATION OF VEHICLES

C.6 DEALER DELIVERY REQUIREMENT

C.7 SHIPMENT DELAYS

C.8 NOTIFICATION OF VEHICLE DEFECTS/RECALLS

C.9 PUBLIC LAW 94-163 (TITLE V, SECTION 510)

C.10 AVAILABILITY OF FUNDS

C.11 GUARANTEED MINIMUM QUANTITY

C.12 ADMINISTRATIVE FEE

C.13 GSA FORM 1611

C.14 CONTRACT ADMINISTRATION INFORMATION

C.15 VEHICLE AVAILABILITY LISTING (VAL)

C.16 NEXT MODEL YEAR

C.17 ADDENDUM TO THE SOLICITATION

SECTION D – SOLICITATION CLAUSES

D.1 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED

TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS –

COMMERCIAL ITEMS (JUNE 2014)

D.2 52.216-18 ORDERING (OCT 1995)

D.3 52.216-19 DELIVERY ORDER LIMITATIONS (OCT 1995)

(DEVIATION II - FEB 2007)

D.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

D.5 52.223-11 OZONE-DEPLETING SUBSTANCES (MAY 2001)

D.6 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB

1998)

D.7 252.227-7015 TECHNICAL DATA – COMMERCIAL ITEMS

(FEB 2014)

D.8 552.211-81 TIME OF SHIPMENT (FEB 1996) (ALTERNATE

I—FEB 1996)

D.9 552.211-91 VEHICLE DECALS, STICKERS, AND DATA

PLATES (JAN 2010)

D.10 552.211-92 RADIO FREQUENCY IDENTIFICATION (RFID)

USING PASSIVE TAGS (JAN 2010)

D.11 552.212-71 CONTRACT TERMS AND CONDITIONS

APPLICABLE TO GSA ACQUISITION OF COMMERCIAL ITEMS

(JUL 2003)

D.12 552.216-71 ECONOMIC PRICE ADJUSTMENT—STOCK AND

SPECIAL ORDER PROGRAM CONTRACTS (AUG 2010)

(ALTERNATE I—AUG 2010) (ALTERNATE II—AUG 2010)

D.13 552.216-72 PLACEMENT OF ORDERS, ALTERNATE I (AUG

2010)

D.14 552.216-74 TASK-ORDER AND DELIVERY-ORDER

OMBUDSMAN (AUG 2010)

D.15 CI-FSS-002 SUBMISSION OF OFFERS—ADDITIONAL

INSTRUCTIONS (MAR 1996)

D.16 E-FSS-522 INSPECTION AT DESTINATION (MAR 1996)

D.17 F-FSS-200-B DELIVERY--F.O.B. DESTINATION (MAY

1991)

D.18 F-FSS-285 WAIVER OF DELIVERY SCHEDULE (APR 1984)

D.19 F-FSS-290 DELIVERY HOURS (APR 1984)

D.20 F-FSS-736-B EXPORT TRAFFIC RELEASE (SEP 1995)

D.21 G-FSS-900-A CONTACT FOR CONTRACT ADMINISTRATION

(JAN 1994)

D.22 G-FSS-914-B CONTRACTOR'S REMITTANCE (PAYMENT)

ADDRESS (SEP 1996)

D.23 I-FSS-100-A SCOPE OF CONTRACT (OCT 1997)

D.24 I-FSS-168 OPTION TO EXTEND THE TERM OF THE

CONTRACT (JUN 1996)

D.25 I-FSS-644 DEALERS AND SUPPLIERS (OCT 1988)

D.26 I-FSS-965 INTERPRETATION OF CONTRACT REQUIREMENTS

(APR 1984)

D.27 K-FSS-1 AUTHORIZED NEGOTIATORS (MAR 1998)

D.28 QMAA-525 FIRST PRODUCTION VEHICLE (AUG 2011)

SECTION E – SOLICITATION PROVISIONS

E.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY

MATTERS (JUL 2013)

E.2 52.212-3 ONLINE REPRESENTATIONS AND

CERTIFICATIONS – COMMERCIAL ITEMS (MAY 2014)

E.3 52.215-20 REQUIREMENTS FOR CERTIFIED COST OR

PRICING DATA AND DATA OTHER THAN CERTIFIED COST

OR PRICING DATA (ALTERNATE IV) (OCT 2010)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.225-18 PLACE OF MANUFACTURE (SEP 2006)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE (FEB 1998)

E.8 552.216-73 ORDERING INFORMATION (AUG 2010)

(ALTERNATE I—SEP 1999)

E.9 552.217-71 NOTICE REGARDING OPTION(S) (NOV 1992)

SECTION F – INSTRUCTIONS TO OFFERORS

F.1 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS –

COMMERCIAL ITEMS

F.2 A-FSS-12-A PERIOD FOR ACCEPTANCE OF OFFERS (MAR

1996)

F.3 L-FSS-490 UNSOLICITED SAMPLES, DESCRIPTIVE

LITERATURE, OR BRAND NAME REFERENCES (APR 1984)

F.4 L-FSS-59 AWARD (APR 1984)

F.5 PRE-PROPOSAL CONFERENCE

SECTION G – EVALUATION

G.1 EVALUATION – TECHNICAL

G.2 ADJECTIVAL RATINGS

G.3 NEXT MODEL YEAR (NMY) PROPOSAL EVALUATION METHOD

G.4 552.217-70 EVALUATION OF OPTIONS (AUG 1990)

G.5 METHOD OF AWARD FOR THE MASTER CONTRACT

G.6 METHOD OF AWARD FOR DELIVERY ORDERS PLACED

AGAINST THE MASTER CONTRACT

G.7 CHANGES TO ORDERS

SECTION A – GENERAL

A.1 ADDITIONAL INFORMATION FOR STANDARD FORM 1449

Hard copy proposals will not be accepted. Offerors shall submit electronic versions of proposals to the following address:

ontheroad@gsa.gov with a carbon copy to dallas.brewer@gsa.gov

Electronic copies of proposals are due Wednesday, August 6, 2014, at 2:30pm Eastern.

AutoBid will close Tuesday, August 5, 2014, at 3:00pm Eastern. Please review 52.212-1 –

Instructions to Offerors – Commercial Items (Apr 2014) for information regarding timely electronic proposal submission information:

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the

Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the

Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and—

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

Complete electronic file formatting instructions are located in Section F.1.

This solicitation will remain open beyond August 6, 2014, only for Standard Item 888E, representing motor vehicles which operate on emerging technology. The Government will mailto:ontheroad@gsa.gov mailto:dallas.brewer@gsa.gov accept electronic proposals at any time after August 6, 2014, for Standard Item 888E, but will evaluate proposals received after that date in accordance with the following schedule:

ST

ADDITIONAL DEADLINE FOR STANDARD ITEM 888E – NOVEMBER 1, 2014

ND

ADDITIONAL DEADLINE FOR STANDARD ITEM 888E – FEBRUARY 1, 2015

RD

ADDITIONAL DEADLINE FOR STANDARD ITEM 888E – MAY 1, 2015

Electronic proposals for Standard Item 888E received after the initial August 6, 2014, solicitation closing should also be sent to the following email address:

ontheroad@gsa.gov with a carbon copy to dallas.brewer@gsa.gov.

AutoBid WILL NOT open for pricing submission during the supplemental evaluation periods for

Standard Item 888E. Pricing information should be submitted with the other electronic proposal documents.

Any approved models submitted under Standard Item 888E are considered within the scope and intent of the solicitation and, based on the discretion of the Government, may be executed either by modification to the vendor's contract or new contract award.

A.2 A-FSS-2-B (OCT 1988)

FSC GROUP: 2310 and 2320

PRODUCT: PASSENGER MOTOR VEHICLES AND TRUCKS & TRUCK TRACTORS

WHEELED

NAICS: 336111

PERIOD: Base – Date of Award through September 30, 2015

Option 1 – October 1, 2015 through October 31, 2015

Option 2 – November 1, 2015 through November 30, 2015

Option 3 – December 1, 2015 through December 31, 2015

Option 4 – January 1, 2016 through January 31, 2016

A.3 CP-FSS-3 NOTICE: REQUESTS FOR EXPLANATION OR INFORMATION

(MAR 1996)

Oral or written requests for explanation or information regarding this solicitation should be directed to:

U.S. GENERAL SERVICES ADMINISTRATION

Light Vehicles Branch (QMAAA) ontheroad@gsa.gov with a carbon copy to dallas.brewer@gsa.gov mailto:ontheroad@gsa.gov mailto:dallas.brewer@gsa.gov mailto:ontheroad@gsa.gov

A.4 CP-FSS-4-A SOLICITATION COPIES (MAR 1996)

In order to conduct this procurement most effectively and at the lowest costs, all information – including the solicitation, solicitation amendments, and any comments – will be posted only via the Internet at: http://www.fbo.gov.

http://www.fbo.gov/

SECTION B – SCHEDULE OF ITEMS AND VEHICLE REQUIREMENTS

B.1 SCHEDULE OF ITEMS AND FEDERAL STANDARDS

The Schedule of Items can be found in Attachments H1 through H11 as follows:

File icons are used for illustrative purposes only. The complete attachments can be found in the

FedBizOpps posting.

Attachment No. Description

H1 Schedule of Items – Chrysler

H2 Schedule of Items – Daimler Trucks

H3 Schedule of Items – Ford

H4 Schedule of Items – General Motors

H5 Schedule of Items – Honda

H6 Schedule of Items – Hyundai

H7 Schedule of Items – Mazda

H8 Schedule of Items – Mitsubishi

H9 Schedule of Items – Smart

H10 Schedule of Items – Toyota

H11 Schedule of Items – Item 888E

Please note, the full solicitation number for Attachments H1-H10 should read “QMAA-F6-

140018-D”. A truncated version is included in the header of the attachments provided. In addition, the word “advised” is truncated below each line item designation. The statement should read “OFFERORS SHALL FURNISH A PRICE FOR ALL AVAILABLE OPTIONAL

EQUIPMENT LISTED BELOW. YOU ARE ADVISED PRICING FOR BELOW THE LINE

OPTIONS WILL BE EVALUATED FOR PRICE REASONABLENESS ONLY”.

Vehicles to be provided under this acquisition must adhere to Federal Vehicle Standards 122BG and 307AT (see Attachments F1-F2). In addition, Attachment G outlines a supplement to the

Federal Standards for optional equipment on law enforcement vehicles (Items 17F, 17R, and

100L).

The non-tactical models identified are not all-inclusive of those that meet Federal Vehicle

Standards 122BG and 307AT (see Attachments F1-F2). Equivalent non-tactical models that meet the minimum requirements may also be offered. If an interested offeror has a representative make and model comparable to the models identified herein, offerors will need to contact GSA’s Systems Branch (QMDBE) at automotiveedi.partnerships@gsa.gov by 5pm

Eastern July 21, 2014, and provide those representative makes and models per the Schedule of

Items. Only non-tactical alternative makes/models under the Standard Items identified in

Attachments H1-H10 will be accepted for review. Proposed technical specifications for alternative makes/models will be reviewed by GSA’s Automotive Engineering Division for inclusion in AutoBid for this solicitation. Prospective offerors will be notified of the determination of GSA’s Automotive Engineering Division, and offerors with approved alternative models will then be provided AutoBid account and password information. No alternative models will be accepted after 5pm Eastern July 21, 2014.

If the comparable model differs from the Government’s minimum requirements, the Offeror must identify those differences for each respective make and model on Attachment E – Technical

Exceptions Spreadsheet – as part of its electronic proposal submission. Please note that submission of representative makes and models does not ensure that they will be accepted.

With the exception of Standard Item 112R, all vehicles proposed must be left-hand drive vehicles. Standard Item 112R is the only vehicle acceptable as a right-hand drive vehicle and is only available within CONUS, Hawaii, Alaska, Puerto Rico, Guam, and related U.S. territories.

Standard Item 112R will not be available for export as Option 1611 will not be available for this

Item.

Instructions to Offerors relating to AutoBid are included in Section F.1.

B.2 B-FSS-96 ESTIMATED SALES (NOV 1997)

The estimated quantities and estimated sales figures below show historical quantities in units and total prices paid in dollars for the last full-year ordering cycle (FY13). The estimated quantities and estimated sales figures are broken out for all customers and GSA Fleet. GSA Fleet quantities and sales figures are a subset of the total quantity and are not additional figures (see Attachment

I).

mailto:automotiveedi.partnerships@gsa.gov

Attachments J1 (Optional Equipment Analysis) and J2 (Optional Equipment Combination

Analysis) demonstrate the optional equipment purchased to date during the 2014 acquisition cycle.

File icons are used for illustrative purposes only. The complete attachments can be found in the

FedBizOpps posting. Due to Systems constraints, Attachments J1-J2 may include items not solicited as part of this acquisition.

B.3 PRICING

Commercial pricing structures are desired to the maximum extent practicable. Offerors may propose on one or more item numbers solicited herein. Offerors must meet the standards specified for each item number offered and follow the proposal submission instructions noted in

Section F.

B.4 GSA AUTOMOTIVE PROGRAM

GSA awards and administers the Automotive program. The program in its entirety purchases over $1.5 billion annually in high-quality vehicles and automotive services at significant savings for customer agencies. Under this program, GSA enters into Government-wide contracts with commercial firms to provide commercial products at stated prices for given periods of time.

GSA Automotive offers a large selection of vehicles and related products and services. GSA is also the mandatory source for all new, non-tactical light vehicles for Executive branch agencies.

As a procurement agent of the United States Government, GSA has the responsibility of issuing solicitations and awarding contracts to meet this obligation. GSA accepts orders from eligible parties in accordance with GSA Order ADM 4800.2E and the 1122 Program of the National

Defense Authorization Act (www.gsa.gov/1122program).

GSA Automotive simplifies the procurement process for Federal agencies and industry partners.

GSA ensures that potential vendors meet the responsibility determinations required by Federal

Acquisition Regulation (FAR) Part 9 and offers products that meet Federal Vehicle Standards as described in Federal Standards 122 and 307. GSA also examines the base vehicle and optional equipment prices received as a result of this competitive procurement to determine price reasonableness as it leverages the Government’s purchasing power. Following the GSA

Automotive program ordering procedures, agencies will make a best value determination and place their order directly through AutoChoice.

AutoChoice is GSA’s secure on-line ordering application for light vehicles, ambulances, medium/heavy vehicles, buses, wreckers and car carriers (see Attachment N). With AutoChoice, agencies can:

http://www.gsa.gov/1122program

Configure vehicles and choose vehicle equipment options

Utilize side by side comparisons of each competitor’s vehicle model

Calculate actual vehicle prices for the configured vehicle

View the discounts from the manufacturer’s suggested retail price (MSRP) and dealers’ invoice

View miles per gallon (MPG) fuel ratings

View Carbon Dioxide Grams per Mile (GPM) data

View Federal Vehicle Standards

View vendor’s past performance

Select the vehicle that provides the best value considering price, GPM, delivery availability, mission requirements, and time of shipment

Select a requested dealership

Submit vehicle orders to GSA online

Check vehicle order status

Link to the NHTSA’s website to view crash test ratings and recall information

Further information about the GSA Automotive program can be found at www.gsa.gov/vehiclebuying.

B.5 DEFINITIONS

The following terms are defined:

Dealer Net Invoice Price: The initial charge to the dealer from the manufacturer which reflects the base vehicle invoice price and the invoice price for options, including freight and delivery charges.

Dealer Invoice Price: The amount the dealer pays for a car or truck. Included in this price may be a dealer holdback, which is a percentage of the vehicle's wholesale price and local charges assessed for brand advertising.

Net MSRP: Manufacturer’s Suggested Retail Price is the recommended selling price for a vehicle as set by the manufacturers.

NHTSA: National Highway Traffic Safety Administration

B.6 STATUTORY PRICE LIMITATION

This acquisition is subject to statutory price limitations pursuant to 31 U.S.C. 1343. The current statutory price limitations were established in the Consolidated Appropriations Act, 2014, Public Law 113-76, Division E, Title VII, Section 702 (January 17, 2014).

http://www.gsa.gov/vehiclebuying.

This Law fixes the maximum amount allowable for the purchase of any passenger motor vehicle

(exclusive of buses, ambulances, law enforcement, and undercover surveillance vehicles). For

Fiscal Year 2014, this statutory limitation is:

• $13,197.00 for sedans

• $13,631.00 for station wagons

These limits may be exceeded by not to exceed $3,700 ($16,897) for police-type vehicles, and by not to exceed $4,000 ($17,197) for special heavy-duty vehicles: Provided further, that the limits set forth in this section may not be exceeded by more than 5 percent for electric or hybrid vehicles purchased for demonstration under the provisions of the Electric and Hybrid Vehicle

Research, Development, and Demonstration Act of 1976: Provided further, That the limits set forth in this section may be exceeded by the incremental cost of clean alternative fuels vehicles acquired pursuant to Public Law 101–549 over the cost of comparable conventionally fueled vehicles: Provided further, That the limits set forth in this section shall not apply to any vehicle that is a commercial item and which operates on emerging motor vehicle technology, including but not limited to electric, plug-in hybrid electric, and hydrogen fuel cell vehicles.

Offerors are instructed to separately identify the destination charge and additional systems and equipment (AS&E) as specified in Federal Standard 122BG in the appropriate fields in AutoBid

(see Section F.1). Failure to state both the destination charge and AS&E may render its submission unacceptable.

Offerors are further cautioned that submissions whose defective price structure constitutes a circumvention of the statutory limitation for the basic vehicles shall be rejected. For purposes of this contract, a submission with a defective price structure is one which is based on prices for the

AS&E or destination charges significantly in excess of the prices available in the commercial marketplace.

A full list of items subject to statutory price limitations is set forth in Section 1.6 of Federal

Standard 122BG (see below as found in Attachment F1 – Section 1.6 Vehicles Subject to

Statutory Price Limitations). The offeror must provide the additional systems & equipment

(AS&E) pricing in AutoBid for items subject to the statutory price limitations.

Item No. 6E 7 8C/12 9C 10B/17F&R 11B

Class None

Microcompact

2 Passenger

Coupe

Class None

Minicompact

2/4 Passenger

Coupe/Sedan

Class I

Subcompact

4 Passenger

Sedan / SW

Class II Compact

5 Passenger

Sedan

Class III

Midsize 5

Passenger

Sedan

Class IV

Large 5

Passenger

Sedan

Style Trunk Trunk/

Hatchback Trunk/SW/

Hatchback Trunk Trunk Trunk

Volume Index,

cu. ft., min.

45 75 90 100 102 106

Wheelbase, in., min. 73 90 104 107 110 120

Base

Curb

Weight, lbs., min.

1800 2400 2600 3160 3550 4000

Engine, Cyl., Displacement min.

Battery 4/1.4L 4/1.4 4/1.8L 6/3.5 6/3.6

Transmission Type Automatic Automatic Automatic Automatic Automatic Automatic

Brake Type Power Assist Power Assist Power Assist

Power Assist

Power Assist

Power Assist

Steering Power Assist Power Assist Power Assist

Power Assist

Power Assist

Power Assist

Front Seats Bucket Bucket Bucket/Split

Bench Bucket

Bucket/Split

Bench Bucket

Front Impact Air Bags

Required Required Required Required Required Required

Occupant

Restraint Sys Required Required Required Required Required Required

Tires, Radial, Wheel/Tire

Size, min.

15/P155 14/P185 15/P195 16/P205 16/P215 17/P215

B.7 SUBSTANTIAL TRANSFORMATION DETERMINATION

Offerors certify, by submission of a proposal, that all products are compliant with the Trade

Agreements Act (TAA) as specified in FAR 52.225-5 and FAR 52.225-6. If significant proposed vehicle(s) component(s) are from a non-TAA compliant country, the offeror is required to supply a binding ruling of Substantial Transformation from the Office of Regulation and

Rulings, Office of International Trade, Customs and Border Protection with proposal submission. Offerors are advised the process for obtaining a binding ruling can take up to 120 days. Failure to provide a binding ruling for these products with proposal submission will result in any applicable awarded items remaining closed for order placement in AutoChoice until such time the determination has been provided. These components include, but are not limited to, vehicle gliders/chassis, engines, and powertrains. It is the offeror’s responsibility to request a determination, and such requests should be made in writing to the following:

Customs and Border Protection

Office of International Trade

Office of Regulation and Rulings

799 9 th

Street NW; 7 th

Floor

Washington, D.C. 20229-1177

202-325-0040

Any questions related to this requirement should be directed to Carolyn Van Pelt at carolyn.vanpelt@gsa.gov or (703) 402-6294 prior to proposal submission.

mailto:carolyn.vanpelt@gsa.gov

SECTION C – ADDITIONAL REQUIREMENTS

C.1 DELIVERABLES

In addition to the vehicles purchased, the following deliverables are required:

Description Due NLT To

Weekly Status Report

(see Attachment L for requirements;

Attachment M for example)

Each Friday After Contract

Award automotiveedi.partnerships@gsa.gov

Shipment Delays 30 Days Prior to Shipping

Notification of Vehicle

Defects/Recalls

Within 1 week of public announcement

Consignee, with a copy to the

Contracting Officer in accordance with Section C.8

1611 for Each Export

Destination

30 Days in Advance of

Anticipated Date of

Availability for Shipment

Transportation Office on Delivery

Order

Delivery Orders for

Destinations Not on the Dealer’s Layout

Every 2 weeks

Vehicle Availability

Listing As required

The Contractor shall deliver via email one (1) electronic copy of each deliverable to the designated persons listed below (see C.2) on the date it is due in Microsoft Office, Word 2007, PowerPoint 2007, or Project 2007 format (or compatible version), as appropriate, for the deliverables specified herein, whether verbally requested or not. Changes to delivery points of contact shall be issued to the Contractor by email notification. All deliverables shall be delivered no later than the date specified herein.

Offerors may download the solicitation and make electronic copies of necessary items for submission. For their own records, offerors are responsible for downloading and making complete copies of the solicitation, the terms of which are incorporated in the contracts.

C.2 POINTS OF CONTACTS AND RESPONSIBILITIES

Contracting Officer’s Representative (COR): The COR will oversee the Contractor’s technical efforts to assure that its performance is in accordance with the terms and conditions of the contract. The COR will be designated after award.

mailto:automotiveedi.partnerships@gsa.gov

Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The CO is the only individual authorized to make changes to the terms and conditions of the contract. The CO for this contract is as follows:

Contracting Officer Heidi McFall for Master Contract: GSA/FAS/QMAAA

1800 F St NW

(703) 603-8458 or heidi.mcfall@gsa.gov

Contracting Officer Dallas Brewer for Delivery Orders: GSA/FAS/QMAAA

1800 F St NW

(703) 605-2685 or dallas.brewer@gsa.gov

Contract Specialist: Carolyn Van Pelt

GSA/FAS/QMAAA

1800 F St NW

(703) 402-6294 or Carolyn.vanpelt@gsa.gov

C.3 WEEKLY STATUS REPORTS

**For purposes of this deliverable, for North American production the ship date is defined as the moment a vehicle leaves the manufacturer’s production facility. For vehicles which require oceanic transport, the ship date is defined as the moment a vehicle leaves the port of debarkation.

WEEKLY VENDOR STATUS SUBMISSION REQUIREMENTS

ATTACHMENT L

GSA Office of Motor Vehicle 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, AutoChoice. 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 AutoChoice. It is an avenue for customer agencies to evaluate the vendor’s performance when making a best value decision when selecting a vehicle.

mailto:heidi.mcfall@gsa.gov mailto:Carolyn.vanpelt@gsa.gov

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.

AUTOCHOICE 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 http://www.usps.com/ncsc/lookups/abbreviations.html#states

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.

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.

http://www.usps.com/ncsc/lookups/abbreviations.html#states

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”.

C.4 WHEELS-OFF-GROUND DELIVERY

The vehicle shall be processed for shipment from the manufacturer’s plant to the initial receiving activity, in accordance with the manufacturer’s standard commercial practice. Where individual items are referenced to this paragraph, the delivery method used shall assure that all wheels of subject vehicles are off the ground at all times while in transit from the point of final assembly

(vehicle complete as specified) to the destination indicated on each individual delivery order.

The warranty begins when the Government accepts the vehicle from the contractor FOB point of delivery destination.

C.5 IDENTIFICATION OF VEHICLES

The contractor must show the applicable GSA Purchase Order number on the carrier’s freight bill or other document used in the delivery of vehicles awarded FOB destination under this solicitation. This information is essential to the consignee for identification purposes. Vehicles will not be accepted by the Government without this identifying number.

Contractor’s Monroney label is also acceptable, if it provides all of the required data.

C.6 DEALER DELIVERY REQUIREMENT

A. DEALER DELIVERY

Unless direct (consignee) delivery (Indicated by Option Code “CNS”) is noted on a motor vehicle delivery order, delivery shall be made to an available product dealer within the geographical radius (specified below) to the destination for the item specified in the schedule of items or as designated on the delivery order. Delivery locations may be anywhere in the continental United States (CONUS), Alaska, Hawaii, Guam, Puerto Rico, and export locations via option 1611 (see Section C.13).

For the purpose of complying with delivery mileage restrictions in this solicitation where so specified under the item, the road mileage between geographical points shall be as stated in

“Household Goods Carriers’ Bureau Mileage Guide”, or “Rand McNally Road Atlas”, latest issue in effect.

(1) For populated areas of 100,000 or more, the product dealer shall be no farther than 25 miles from the destination specified. In the event more than one product dealer is indicated to serve one destination, the additional dealer(s) utilized by the Contractor shall not be in excess of

25 miles from the specified location.

(2) For populated areas of fewer than 100,000, the product dealer shall be no farther than

150 miles from the specified location.

(3) If a destination is found to be in excess of 100 miles from a product dealer the

Contractor shall notify the Government within 30 days after receipt of delivery order so that the

Government, at its option, may amend the delivery order to require consignee delivery.

(4) At the Government’s option, vehicles may be delivered directly to a Government-specified location which is certified by the contractor as a warranty repair location. The

Government will receive and prep the vehicles in the same manner as a dealership. When

”Consignee delivery” is notated on the delivery order, the unit price of the vehicle will be reduced by a negotiated amount to cover charges for new vehicle preparation normally paid to a dealership. There will be no additional charge to the Government for such items as “Consignee delivery” in these cases.

(Example – Kennedy Space Flight Center FMC)

(5) The Government, upon contract award, will approve the contractor’s Dealer’s Layout and will make the participating courtesy dealerships available in AutoChoice. The Contractor shall notify the Government when there are changes to the Dealer’s Layout within two weeks of such change.

(6) When the contractor receives a delivery order and the destination is not on the

“Dealer’s Layout”, the contractor shall choose a dealer location within the geographic radius specified above. Every 2 weeks, the Contractor shall furnish the Contracting Officer a list of dealer locations where the destination is not on the Dealer’s Layout and the corresponding delivery order of the vehicles being delivered.

NOTE: ALL ORDERS PLACED PURSUANT TO THE ABOVE WILL BE RESTRICTED TO

DESTINATIONS WITHIN THE CONTINENTAL UNITED STATES (CONUS); DELIVERY

TO ALASKA, HAWAII, GUAM, AND PUERTO RICO MAY BE FURTHER RESTRICTED

TO CERTAIN CITIES WITHIN THESE LOCATIONS.

B. THE FOLLOWING SERVICES SHALL BE REQUIRED FROM THE PRODUCT

DEALER:

(1) RECEIPT AND INSPECTION OF NEW VEHICLE. Product dealer shall receive new vehicle from carrier and inspect the vehicle for carrier damage.

(2) CARRIER CLAIMS. When necessary, product dealer shall prepare and process claims against the carrier.

(3) REPAIR/REPLACEMENT. Product dealer shall make any repairs necessitated by carrier damage and shall replace any equipment lost in transit.

(4) PREDELIVERY SERVICING. Product dealer shall perform predelivery servicing in accordance with the manufacturer’s recommended predelivery service procedures.

(5) NOTIFICATION TO GOVERNMENT. Product dealer shall notify the designated

Government official upon receipt of new vehicle(s).

(6) TRANSFER TO GOVERNMENT. All new motor vehicles received shall be picked up at the Product Dealer’s location by Government personnel within five (5) days after notification.

All vehicles shall remain the responsibility of the Contractor until inspected, accepted, and transferred to the Government.

C. None of the above shall be construed as creating contractual privity between the General

Services Administration and the Product Dealer.

C.7 SHIPMENT DELAYS

If vehicles are not produced, inspected and shipped in accordance with the contract time of shipment, they are deemed late. The contractor is required to advise the Government of the delay a minimum of 30 days prior to the shipment date and establish a new shipment date and offer concession to the Government to remove the vehicle(s) from default status. The concession is 200% of the monthly lease rate established by GSA Fleet for the current model year for the item delayed, or the closest comparable item. The lease rate may be found via www.gsa.gov/gsafleet. In accordance with FAR 52.212-4(f), concessions will not be required for delays that are beyond the reasonable control and without the fault or negligence of the contractor or subcontractor. None of the aforementioned shall be regarded as an extension, waiver, or abandonment of the delivery schedule or a waiver of the Government's right to terminate for cause.

C.8 NOTIFICATION OF VEHICLE DEFECTS/RECALLS

For vehicles delivered under this contract, any notification of defects shall be addressed to the consignee unless otherwise instructed by the Government.

In addition, GSA requires that a vendor be able to inform GSA electronically when a purchased vehicle is affected by an announced recall, technical service bulletin (TSB), or warranty extension.

Data will be provided to GSA in response to the provision by GSA of an active inventory listing of vehicles. This may be on a regularly scheduled basis or on a demand basis.

Data may be provided to GSA in one of two methods:

a) GSA will send a file in electronic format (.XLS, .CSV, or .TXT) to the vendor containing vehicle inventory and updated vehicle contact information and the vendor will return to GSA an electronic file (.XLS, .CSV, or .TXT) with the relevant results;

OR,

b) Should the vendor have the capability, GSA will create a systemic connection between GSA and the vendor by which data will be passed back and forth. Inventory and updated vehicle contact information will be sent by GSA to vendor, and vendor will return resultant data file back to GSA.

The fields required (as defined below and structured in the Excel file template) are:

VIN 17-character vehicle identifier http://www.gsa.gov/gsafleet

RECALL CODE OEM specific identifier for the recall, TSB, or warranty extension

DESC [Optional] Description of the recall, TSB, or warranty extension

Data the GSA will provide to the vendor includes the following:

FLEET CODE An identified given to GSA by the vendor (if required by vendor) to identify the vehicles within the vendor system.

VIN 17-character vehicle identifier

POC NAME Name of Agency POC for notification purposes

POC PHONE Phone number of Agency POC

POC ADDRESS1 Address line 1 of Agency POC

POC ADDRESS2 Address line 2 of Agency POC [If needed]

POC ADDRESS3 Address line 3 of Agency POC [If needed]

POC CITY City of Agency POC

POC STATE State of Agency POC

POC ZIP Zip code of Agency POC

POC IDENTIFIER [Optional] Unique Agency identifier for Agency POC

Additional fields may be included in the GSA provided file as formulated and/or required by the specific vendor to enable the proper identification of GSA purchased vehicles and the dissemination of recall information to the appropriate vehicle owner.

Attachment O includes a template for vendor submission of related information to GSA;

Attachment P includes a template for GSA submission of data to vendors per this requirement.

C.9 PUBLIC LAW 94-163 (TITLE V, SECTION 510)

For purposes of Government conformance to the provisions of Public Law 94-163 (Title V, Section 510) and for no other purposes, offerors are requested to furnish the following information for each vehicle type on which proposals are submitted: Make, Model, Engine cubic inch displacement, Carburetor type (Number of Barrels or Fuel Injection), and Transmission

(Automatic or Manual).

This information must be identified to the applicable solicitation item number(s).

C.10 AVAILABILITY OF FUNDS

The Government anticipates making an award on all items specified in the Schedule of Items.

Quantities provided are an estimate only and are not a guarantee of orders to be placed under any resultant contract. Customer agencies verify availability of funds at order placement.

C.11 GUARANTEED MINIMUM QUANTITY

In accordance with FAR 16.504(a), the quantity limits may be expressed as number of units or as dollar values. For purposes of this acquisition, the Government is expressing this guarantee as a dollar value. The minimum quantity of supplies that the Government guarantees to order during the period of this contract is 10% of the lowest single unit price awarded from among all unit prices awarded for a particular contract, or $10,000, whichever is lowest. If at the end of the contract period (base period and any options exercised by the Government) the vendor has not received an order, upon request the Government will pay the contractor the guaranteed minimum dollar value. The minimum quantity dollar value is for the entire contract inclusive of options, and not for each line item awarded. No minimum quantity of units is guaranteed.

(a) Request for payment of any amount due under this clause shall be submitted, in writing, to the Contracting Officer within 30 days after the end of the contract period.

(b) The guaranteed minimum does not apply if the contract is terminated for cause or if the

Contractor has not performed in accordance with the terms and conditions of the contract.

C.12 ADMINISTRATIVE FEE

The Government reserves the right to assess a $150 administrative fee for each Contractor-initiated modification (e.g., request an extension from the original shipment times).

C.13 GSA FORM 1611

GSA Form 1611 is required to be completed for any orders destined outside of the United States for which an established delivery code is not available. Instructions for form completion and delivery instructions are contained on the form.

Thirty (30) days in advance of the anticipated date of availability for shipment, the Contractor is to submit a completed GSA Form 1611, including vehicle identification (VIN) number(s) for each pertinent destination, to the Transportation Office designated on the delivery order.

Shipment is not to be made until instructions are received from the above transportation office.

Failure to adhere to this requirement shall result in refusal of shipment until proper release is obtained. Distribution instructions are provided with the form.

C.14 CONTRACT ADMINISTRATION INFORMATION

A. POINTS OF CONTACT:

Contracting Officer Heidi McFall for Master Contract: GSA/FAS/QMAAA

1800 F St NW

Washington, DC 20405

(703) 603-8458 or Heidi.mcfall@gsa.gov mailto:Heidi.mcfall@gsa.gov

Contracting Officer Dallas Brewer for Delivery Orders: GSA/FAS/QMAAA

1800 F St NW

(703) 605-2685 or dallas.brewer@gsa.gov

Contract Specialist: Carolyn Van Pelt

GSA/FAS/QMAAA

1800 F St NW

(703) 402-6294 or Carolyn.vanpelt@gsa.gov

Administrative Contracting Officer: TBD at contract award, if applicable

Contracting Officer's Representative (COR): TBD at contract award

The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery or any other terms and conditions of the contract. The COR, however, will be permitted to make changes to color, consignee, mailing addresses, email addresses, telephone/fax number and points of contacts as delegated and upon consultation with the vendor. On award, the Contractor will be provided a delegation letter from the Contracting Officer for its signature and files.

B. INVOICE SUBMISSION

Invoices shall include the following information:

• Name of vendor;

• Invoice date;

• Government contract number, case number, or motor vehicle delivery order number, or other authorization for delivery of goods or services;

• Vendor invoice number, account number, and/or any other identifying number agreed to by contract;

• Description (including, for example, contract line/subline number), price, and quantity of goods and services rendered;

• Shipping and payment terms;

• Taxpayer Identifying Number (TIN);

• Banking information;

• Contact name (where practicable), title and telephone number.

Electronic Invoices are encouraged and may be submitted to the following address:

http://fedpay.gsa.gov/

IF SUBMITTING AN ELECTRONIC INVOICE, FOLLOW THE INSTRUCTIONS

PROVIDED AT THE WEBSITE.

Invoices may also be submitted in lieu of electronic submission to:

mailto:Carolyn.vanpelt@gsa.gov http://fedpay.gsa.gov/

General Services Administration OR General Services Administration

Accounts Payable Branch (BCEB) Accounts Payable Branch (BCEB)

1500 E. Bannister Rd. P.O. Box 419018

Kansas City, MO 64141 Kansas City, MO 64141

Physical copies of invoices are NOT required to be submitted to the Contracting Officer.

C.15 VEHICLE AVAILABILITY LISTING (VAL)

Customer agencies are able to order vehicles up until the time Contractors notify GSA that vehicles are no longer available, The Contractor is advised, however, that AutoChoice remains open year round for orders to be placed, subject to availability. The Contractor shall notify GSA of the time that vehicles are no longer available via a Vehicle Availability Listing (VAL). GSA will communicate the VAL to customer agencies.

The Contractor shall provide, at a minimum, a 2-week notice prior to its closing of any line items.

C.16 NEXT MODEL YEAR

The GSA desires the flexibility to order vehicles defined in this contract without interruption during the period of contact performance. Recognizing there are periods in which our ability to order vehicles is delayed or prevented due to contractor’s business plans, model changeover, production delays or even cancellations, the GSA has created a new option code to mitigate the adverse impact on its customers. The code (NMY) Next Model Year is intended to bridge these performance gaps to facilitate an uninterrupted supply of vehicles to GSA.

The NMY option will allow contractors to provide price, availability and delivery information to the GSA for all vehicle models listed in the current schedule that may be subject to a new model year carry over from the previous model year. GSA and the contractors recognize the conflicts between production cycle calendars, budget, or fiscal calendars and the actual calendar of days. This NMY offers a means by which GSA and contractors can manage their expectations of performance, market orders, and purchase price during the production model change cycle.

Contractors shall submit its NMY option price schedule to GSA no later than 6:00 PM Eastern on March 31st of the current model year, and to disclose their planned date to close acceptance of orders for vehicle production in the current model year for all vehicle lines on contract to GSA. This process will afford GSA sufficient time to publish notice to its customers facilitating order submission prior to the current model year production end date.

For any orders received after the announced closing date of the current model year production, the following NMY Option shall be utilized.

The information to be submitted to the Contracting Officer shall include the following:

1. The contract number.

2. Line item, noun name of the subject.

3. The date current model production will cease.

4. The final date orders must be received for production scheduling in the current model year.

5. The effective date of the start of NMY Next Model Year production.

6. Next Model Year price offer in USD (United States Dollars) by vehicle offering, class or name.

7. Next Model Year price specific cost detail (increase or decrease) for line item by vehicle offering, class or name.

8. Any change in option type, and their potential conflicts (collision) due to incorporation of previously optional equipment that is now standard equipment in the NMY offer.

9. The cost basis detail for the increase or decrease in price.

10. The price for the NMY option shall extend through the end of the existing period of performance of the contract inclusive of option periods.

11. Contractors shall certify that NMY vehicle(s) comply with all current

Federal Standards governing the sale and use of motor vehicles.

12. For any deviations from Item #11, the Contracting Officer will seek approval from the appropriate GSA Program and Product Engineering personnel prior to the acceptance of the NMY substitution or replacement. Acceptance of any changes must be in advance and in writing from the GSA Contracting

Officer.

13. Any changes in vehicle configurations (additions or deletions to content), including but not limited to body style, trim level, color, drive and power train, emission/fuel requirements and standards,…