QMAA-FK-140017-D_Pre_Solicitation_Conference_Presentation_Slides_06_26_2014.pdf

Federal Acquisition Service

U.S. General Services Administration

Pre Solicitation WEB Conference for the

FY 2015 Vehicle Procurements

GSA Automotive and Acquisition Support

June 26, 2014

AGENDA

• Program/Project Management

• Vehicle Engineering & Supplier Management -

Responsibilities

• IT Systems Support for Contracting

• GSA Procurement/Contracting Process

• Questions & Answer Session at the End of All

Presentations via Web Chat Only……….

Program Management Office

GSA Vehicle Programs are GLOBAL

Passenger Sedans – Right & Left Hand Drive

Light Duty Trucks, Sport Utility Vehicles & Vans

Vocational Body Trucks & Ambulance Vehicles

Disabilities/Special Need Passenger Vans

Medium & Heavy Duty Trucks

Wreckers & Carrier Vehicles

Transit Buses, Motor Coach & Shuttle Buses

Specialty/Purpose Built Vehicles

Procurement/Acquisition Process

• Review vehicle minimum standards

• Select items and options

• Evaluate price

• Make best value decision

• Verify Motor Vehicle Delivery Order (MVDO) immediately

• Check ship status in AutoChoice

• Inspect vehicle before delivery acceptance

• Ensure Certificate of Origin (COV) arrives

Automotive & Vehicle Products MUST be

Available……….

Vehicles available 365 days per year

Orders can be placed 24/7 via AutoChoice

Closeout dates can be checked via Vehicle Availability

List

“Rules of the Road” provides important updates

“Vehicle Buying” Web Site for Government to

Contractor Communications

AGENDA

• Development of Vehicle Standards &

Requirements

• Technical Subject Matter Experts

• Product Inspections

• Product Acceptance from the Contractor

Vehicle Engineering & Supplier Quality

Services - Daniel Buckingham

Engineering Support Services

Market Research and Analysis of Alternatives

Emerging Technologies

Systems Engineering and Integration

Statements of Work

Up-fitting of Government

Owned Vehicles (GOVs)

Inspection/Acceptance

Engineering Support Services, continued

Warranty/Post Delivery Support

Project Planning and Management

Industry Expertise

Certified Contracting Officer‟s

Representatives (COR)

Development of Vehicle Standards

Compliance with standards

Completion of vehicle configuration worksheet

Compliance with GSA Specification, NHTSA, DOT, & other Federal Regulations

Opportunity for Potential Sources of Supply to Participate in this Process

GSA Purchases ONLY Commercially Available Products - NO R&D Products.

Delivery Methods to GSA

Drive away service/factory delivery service/your driver

Flatbed Truck

Railcar

Export/Maritime carrier

Sea or Air Transport

GSA Fleet Sites

Agency Customers

Retail Dealers

Sea Ports

GSA Engineering Resources are Available to Our

Agency Customers & To Our Contractors

• Support the Agency customer & GSA Contracting

Staffs

• Engineering/Technical Reviews of Your Offer to Sell

• Contracting Officer‟s Representatives (COR)

• Inspection/Acceptance - (IOA) Analysts

• Fielding/Training/Logistics

• GSA Process for Global Shipment

Vehicle Inspections (Vocational, Medium/Heavy Trucks)

• GSA (IOA) Industrial Operations Analyst & Vehicle

Engineer will test everything on the vehicle. First Article versus 100% Production inspection

• Test Drive & 100% equipment function test

• Verify the vehicle has meet the order requirements

• Verify a Contractor‟s Production Facility, Quality &

Manufacturing Systems & Process Controls

Acceptance of Inspected Vehicles

• After your vehicle is inspected and approved:

Industrial Operations Analyst (IOA) will complete:

oGSA Form 308 (Notice of Inspection) or oDD250 (Material Inspection and Receiving

Report)

Submit to the MAS contractor - authorizes release of your vehicle for shipment

Performance Metrics – How GSA

Evaluates Supplier Performance

Performance Standard for On-Time Shipment is 95% of your Period of Performance Total

Current vendors

Failure to meet benchmark for two successive periods could affect past performance evaluations

New vendors

Evaluated on prior commercial contracts

Helpful Resources to Assist Your

Organization www.gsa.gov – General Services Administration www.gsa.gov/automotive – Vehicle Buying www.gsa.gov/autochoice – AutoChoice www.gsa.gov/elibrary – GSA eLibrary www.gsaadvantage.gov – GSA Advantage!

www.fbo.gov – FedBizOpps www.acquisition.gov – FAR/GSAM

GSA Points of Contact

Chris Davis

Customer Service

(703) 605-2876 christopher.davis@gsa.gov

Dan Buckingham

Vehicle Engineering

(703) 605-2728 daniel.buckingham@gsa.gov

Joseph Continetti

Vehicle Acquisition

(703) 605-2763 joseph.continetti@gsa.gov

Len Fedoruk

Purchase Division

(703) 605-3413 leonard.fedoruk@gsa.gov

Program Management Office

GSA Automotive Customer Care Line &

Web Site

(703) 605-CARS (2277)

vehicle.buying@gsa.gov

LIGHT VEHICLES ACQUISITION SUPPORT

Dallas Brewer

Contract Terminology

Solicitation

Proposal Submission

Evaluation

Award

Contract Administration

CONTRACT TERMINOLOGY

SOP – Special Order Program

IDIQ – Indefinite Delivery/Indefinite Quantity

FFP – Firm-Fixed Price

FP/EPA – Fixed Price/Economic Price Adjustment

PCO – Procuring Contracting Officer

ACO – Administrative Contracting Officer

FAR – Federal Acquisition Regulation

GSAM – General Services Acquisition Manual

NMY – Next Model Year

CONTRACT TERMINOLOGY

SPECIAL ORDER PROGRAM (SOP) CONTRACTS

Defined solicitation open/closing

Indefinite delivery/Indefinite quantity (IDIQ)

No minimum sales requirements

Full-and-open competition

FAR Part 12 and FAR Part 15

Mandated use of AutoChoice for ordering

Contract administration responsibilities retained by PCO

SOLICITATION

All announcements/synopses are posted to FedBizOpps (FBO)

Each solicitation contains its own unique:

– General Information

– Schedule of Items

– Additional Requirements

– Clauses/Provisions

– Instructions to Offerors

– Evaluation Methods

Contracting Officer is only POC after solicitation issuance

Each RFP is unique!

Always refer to the terms/conditions of each individual RFP

SOLICITATION

General Information

Due date/time

Periods of Performance

Requests for Explanation/Information

SOLICITATION

Schedule of Items

Outlines Government‟s minimum requirements

Includes applicable Federal Standards

Estimated Quantities

Other regulatory information

– Statutory Price Limitations

– Substantial Transformation Determinations

SOLICITATION

Additional Requirements

Includes administrative deliverables

Points of contact/authorities

Status reporting requirements

Invoicing instructions

Other additional requirements

New for 2015 model year acquisition cycle:

– Notification of Vehicle Defects reporting requirement

Recalls

Technical Service Bulletins (TSBs)

Warranty Extensions

SOLICITATION

Clauses and Provisions

Mandated by FAR/GSAM (supplemented as necessary)

Clauses

– A term or condition applying after contract award or both before and after award

– Become part of any awarded contract

Provisions

– A term or condition used only in solicitations and applying only before contract award

– Do not become part of awarded contract

Full-text or Incorporated by Reference (IBR)

SOLICITATION

Instructions to Offerors

Provide instructions for proposal preparation

– Submission Content / Format of Proposals

Generally two separate submission requirements

– Electronic submission via email

Volume 1 – Administrative Requirements

Volume 2 – Technical Proposal

Volume 3 – Electronic Printout of AutoBid

– AutoBid submission via AutoVendor portal

Volume 3 – Pricing Proposal

Each RFP is unique!

Always refer to the instructions of each individual RFP

SOLICITATION

Evaluation Methods

Evaluation Criteria

Rating Structure

Method of Award for Master Contract

– Lowest Price/Technically Acceptable (LPTA)

No consideration of tradeoffs

Method of Award for Delivery Orders

– AutoChoice

– Best Value

Tradeoffs considered

May not be lowest price

Each RFP is unique!

Always refer to the evaluation methods of each individual RFP

PROPOSAL SUBMISSION

DO‟S

– Read the entire RFP

– Follow ALL Instructions to Offerors

Format/content/submission

– Ensure your proposal addresses all requirements

– Ensure your AutoBid submission is accurate/complete

– Submit all Volumes as prescribed in the RFP

PROPOSAL SUBMISSION

DON‟TS

– Don‟t submit late

Late offers will not be considered

– Don‟t submit one aspect (AutoBid) without all other requirements (Administrative/Technical)

– Don‟t submit Administrative/Technical requirements as one document

Instructions to Offerors outline file naming protocols

EVALUATION

After receipt of proposals

Review of Administrative Requirements

– Subcontracting Plans, Letters of Supply, Reps/Certs, EEO Clearances, etc.

Technical Proposal Evaluation

– Evaluation procedures in the RFP

Price Analysis

This list is not exhaustive;

each RFP has its own requirements

EVALUATION

Past Performance Evaluation

– CPARS, offeror-supplied past performance information

Responsibility Determination

– Financials, Delivery Schedule, Performance, Facilities, etc.

Contracting Officer may ask for proposal Clarifications

This list is not exhaustive;

each RFP has its own requirements

EVALUATION

Competitive Range established

Discussions (negotiations) conducted as necessary

Final Proposal Revisions requested, if applicable

Offeror will submit any Final Proposal Revisions, if applicable

– AutoBid will only reopen if Contracting Officer conducts discussions

Final Evaluation and Price Analysis

Recommendation for Award

AWARD

Source Selection authority makes award recommendation(s)

– Multiple Award

– Single Award

Solicitation Clauses, Technical Proposal, Pricing Proposal, other Terms/Conditions become part of final award

Award notices posted to FedBizOpps (FBO)

AutoBid information is merged into AutoChoice

AutoChoice is opened for ordering

CONTRACT ADMINISTRATION

Ship vehicles in accordance with contract terms/conditions

Weekly Status Reports

Monthly Status Reports, as applicable

Notification of Vehicle Delays

Notification of Vehicle Defects

Vehicle Availability Listing (VAL) updates

Other contract administration actions as necessary

New for the 2015 model year acquisition cycle:

– 95% on-time shipment performance benchmark

ACQUISITION PROCESS SUMMARY

AutoStandards AutoBid AutoChoice

Requirements Development

Solicitation Proposal Submission**

Evaluation

Award/Order Placement

**In addition to other proposal submission requirements of the RFP (Administrative

Requirements/Technical Proposal)

HELPFUL RESOURCES

www.gsa.gov – GSA website www.gsa.gov/automotive – Vehicle Buying website www.fbo.gov – FedBizOpps website www.acquisition.gov – FAR/GSAM website

GSA Office of Motor Vehicle Management Center for Automotive Acquisition

FY 2014

AutoVendor https://AutoVendor.fas.gsa.gov

1. AutoStandards: A web-based application used by vendors to provide vehicle technical data as it relates to the Federal Vehicle Standards. It displays GSA's minimum vehicle requirements and compiles vehicle specifications from manufacturers/vendors.

2. AutoBid: A web-based application used by vendors to submit offers in response to solicitations and program renewals.

3. Other Information: AutoVendor also provides modules to update vehicle status, update model colors/pictures and download reports.

What programs are available from AutoVendor?

How do I get an AutoVendor Account?

To request an AutoVendor account, email automotiveedi.partnerships@gsa.gov with the following information.

1. Company Name

2. DUNS Number

3. Address

4. Business Size (small or large)

5. User’s Name(s)

6. Telephone

7. Fax (unless an EDI vendor, this is the number orders will be faxed to)

8. Email

Forgot Password?

No need to obtain a new user id, however, you will be required to obtain a new password because of security requirements.

mailto:automotiveedi.partnerships@gsa.gov

Obtaining AutoVendor Passwords

New user to AutoVendor?

•Send requests to AutomotiveEDI.Partnerships@gsa.gov

Already have a user id and password?

No need to obtain a new user id and password. The old user id is still valid, however, you will be required to obtain a new password. To obtain the new password, type your current user id in the User Name field then click on the "Forgot Password" link.

1. Due to increased security measures, this website requires you to update your password before being granted web access.

2. You will be required to change your password regularly.

3. Please enter a web password that meets all of the following criteria:

•Password MUST be between 8 - 16 characters •Must contain at least one upper case letter (A-Z) •Must contain at least one lower case letter (a-z) •Must contain at least one numeral (0-9) •Must contain at least one of the following : #@ $%&!*+=?_:[ ] { } mailto:AutomotiveEDI.Partnerships@gsa.gov

Using our new menu bar

Drop-down menus are displayed on demand by mouse click or hover.

1. Select “Vehicle Type” from a drop down box, or

2. Select “Checklist Report” for a side bar menu of all items.

Two Ways to Access Vehicle Type

• Main Menu, select “Vendor Updates”;

• From the drop down list box, select type;

• Select schedule line;

• Select type of update: Colors or Pictures

Updating Model Color and Pictures

Select the “Colors” tab and begin updating, adding or deleting colors for your available models.

* Disclaimer:

Orders placed by customers prior to the date and time of color changes will not reflect the new updates made to the color table.

Colors

Pictures/Documentation Maintenance To maintain your pictures/documentation, select the “Pictures” tab under Vendor Updates to add or delete photos for your available models.

Mouse over the thumbnails to see larger size image. Or double click to see all.

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 unwanted images.

Run Your Own Report:

Main Menu:

Select Report Builder Enter the date range, etc.

Select the specific data.

To Process:

Select the file type.

Save your query.

Example Report:

Report Builder

General Notes about NEW AutoVendor Program:

• Userid/Password:

Existing userid’s are still valid but will require a new password because of updated security requirements.

New users must send a written request to:

AutomotiveEDI.Partnerships@gsa.gov

• Vendor direct updates to AutoChoice:

Colors, photos, and status can be updated and maintained by the vendor.

• Building reports:

Ability to customize your own report and save the query for future use.

mailto:AutomotiveEDI.Partnerships@gsa.gov

CARS Line: 703-605-CARS (2277)

Vehicle Buying: vehicle.buying@gsa.gov

Still have Questions or Need More Information?

mailto:vehicle.buying@gsa.gov

FY 2014

AutoStandards

• AutoStandards is GSA Automotive’s web based application for vehicle standards and specifications. It is a sub-module of GSA’s AutoVendor web site.

• Displays GSA’s minimum vehicle requirements.

• Collects vehicle specifications from manufacturers/vendors.

What is AutoStandards

How do I access AutoStandards?

To access AutoStandards, log into AutoVendor: https://AutoVendor.fas.gsa.gov To request an AutoVendor Account, email automotiveedi.partnerships@gsa.gov with the following information.

1. Company Name

2. DUNS Number

3. Address

4. Business Size (small or large)

5. User’s Name(s)

6. Telephone

7. Fax (unless an EDI vendor, this is the number orders will be faxed to)

8. Email

Forgot Password?

No need to obtain a new user id, however, you will be required to obtain a new password because of security requirements.

https://autovendor.fas.gsa.gov/

Selecting a Vehicle Type

• Select AutoStandards drop down and click on “Vehicle Type.”

• A list of vehicle types will appear to the right.

• Select the standard item number from list.

Minimum Requirements Tab

• Enter the Minimum Requirements here.

Optional Equipment Tab

• Enter Optional Equipment information here.

Checklist Report

• Select AutoStandards drop down and click on “Checklist Report.”

• A list by vehicle type will appear showing what is pending and submitted.

• This is a link to the model data for review.

FY 2014

AutoBid

• AutoBid is a secure online application for submitting offers to GSA Automotive.

• Vendors must have a Dun & Bradstreet (DUNS) number and should be registered in the System for Award Management (SAM).

• 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, the vendor cannot make changes to their offers in AutoBid.

About AutoBid

How do I access AutoBid?

To access AutoBid, log into AutoVendor: https://AutoVendor.fas.gsa.gov To request an AutoVendor Account, email automotiveedi.partnerships@gsa.gov with the following information.

1. Company Name

2. DUNS Number

3. Address

4. Business Size (small or large)

5. User’s Name(s)

6. Telephone

7. Fax (unless an EDI vendor, this is the number orders will be faxed to)

8. Email

Forgot Password?

No need to obtain a new user id, however, you will be required to obtain a new password because of security requirements.

https://autovendor.fas.gsa.gov/

• Select AutoBid drop down and click on “Vehicle Type.”

• A list of vehicle types will appear to the right.

Selecting a Schedule Line

• A list of schedule lines will appear for the vehicle type, select one to view details

Minimum Vehicle Requirements

• Displays the GSA minimum standards and OEM provided data for each item.

This information cannot be modified in AutoBid. Contact the appropriate GSA engineer if you have any concerns about this data.

Bid Detail

• Enter vehicle and pricing information.

Other Features

• Where applicable, this tab contains additional information commonly required by our customers. This data is not part of the GSA Federal Vehicle Standards.

Enter data as requested. All fields must be updated.

Optional Equipment

• Click the OEM drop-down to update the Option Type, and enter a price for the new model year. (The package option includes and excludes other options).

Additional information such as MPGs are requested for applicable options.

Conflicts

• For package options, indicate the options that are included, excluded or required for the package. Only options that are flagged as part of a package under the

“Optional Equipment” tab are included in the “Select Option” drop down box. To add an option, go to the “Optional Equipment” tab and change the “Option Type.”

Conflicts, Excludes

1. Select the first option from the drop down box to which you would like to add exclusions. For example 1611, OEM Export Documentation Fee.

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 (1611 excludes CNSH and CNS). 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.

Conflicts, Includes

1. Select the option from the drop down box that you would like to add inclusions to.

For example AP, Adjustable Pedals.

2. Click on the Includes button

3. 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.

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

5. 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.

Conflicts, Package Type Requires

1. 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 collision (inclusion, exclusion, requirements) of other options. Examples include but are not limited to: delayed build dates, special instructions for delivery outside of the continental US, or limitation on options going to specific states. Do not use this tab to list exceptions to solicitation provisions.

Colors

• Enter colors offered to the customer at no cost. Do not list colors that require an additional cost. If a cost is associated with a color, an option code must be created for the color in the “Optional Equipment” tab.

Pictures and Documentation

1. You can enter up to

10 pictures or load documentation.

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

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

4. You can rearrange the sequence of the pictures and upload/delete pictures.

Pictures and Documentation Maintenance

• Mouse-over thumbnails to see a larger image.

• To see slideshow of all the uploaded pictures, double-click on one of the photos.

• Rearrange 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 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.

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. It‟s not necessary to click “Send to GSA” on each tab. You only have to

“Send” once per Model.

• 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 ot 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 as soon as you find a problem.