QMAA-FK-160003-D_Solicitation.pdf

GSA Federal Acquisition Service

July 11, 2016

Dear Prospective Offeror:

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

QMAA-FK-160003-D for Light Duty Vocational Trucks for a base period of one year, with one

(1) twelve-month option period and four (4) one-month option periods.

This solicitation is set-aside for small businesses only. This solicitation is targeted to OEM manufacturers, their certified representatives, and aftermarket upfitters that meet all trade, regulatory and other conditions required to sell light duty vocational 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.6 – 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 2005-87 effective

March 7, 2016. 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 me at (703) 605-9283 or bryan.keith@gsa.gov. I look forward to receiving your proposal!

Regards, Bryan Davis Keith

Contracting Officer

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

SOLICITATION QMAA-FK-160003-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 FEDERAL STANDARDS AND SCHEDULE OF ITEMS

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

B.3 PRICING

B.4 GSA AUTOMOTIVE PROGRAM

B.5 DEFINITIONS

B.6 SUBSTANTIAL TRANSFORMATION DETERMINATION

SECTION C – ADDITIONAL REQUIREMENTS

C.1 DELIVERABLES

C.2 POINTS OF CONTACTS AND RESPONSIBILITIES

C.3 WEEKLY STATUS REPORTS

C.4 IDENTIFICATION OF VEHICLES

C.5 SOURCE INSPECTION BY GOVERNMENT OF UPFITTED

VEHICLES

C.6 DEALER DELIVERY REQUIREMENT

C.7 CONSIGNEE DELIVERY TO DEPARTMENT OF DEFENSE

FACILITIES

C.8 SHIPMENT DELAYS AND APPLICATION OF CONCESSIONS

C.9 NOTIFICATION OF VEHICLE DEFECTS

C.10 FUEL ECONOMY REQUIREMENTS

C.11 AVAILABILITY OF FUNDS

C.12 GUARANTEED MINIMUM QUANTITY

C.13 MAXIMUM QUANTITY OF SUPPLIES

C.14 GSA FORM 1611

C.15 CONTRACT ADMINISTRATION INFORMATION

C.16 VEHICLE AVAILABILITY LISTING (VAL)

C.17 AUTOCHOICE AVAILABILITY OF AWARDED LINE ITEMS

C.18 MONTHLY STATUS REPORT

C.19 REQUISITIONS WITH ADDITIONAL REQUIREMENTS

(AREQ’s)

C.20 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 (JUN 2016)

D.2 52.215-21 REQUIREMENTS FOR CERTIFIED COST OR

PRICING DATA AND DATA OTHER THAN CERTIFIED COST

OR PRICING DATA (ALTERNATE IV) (OCT 2010)

D.3 52.216-18 ORDERING (OCT 1995)

D.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

D.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

D.6 52.223-11 OZONE-DEPLETING SUBSTANCES (MAY 2001)

D.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB

1998)

D.8 252.227-7015 TECHNICAL DATA – COMMERCIAL ITEMS

(FEB 2014)

D.9 552.211-81 TIME OF SHIPMENT (FEB 1996) (ALTERNATE

I—FEB 1996)

D.10 552.211-88 VEHICLE EXPORT PREPARATION (JAN 2010)

D.11 552.211-91 VEHICLE DECALS, STICKERS, AND DATA

PLATES (JAN 2010)

D.12 552.211-92 RADIO FREQUENCY IDENTIFICATION (RFID)

USING PASSIVE TAGS (JAN 2010)

D.13 552.212-71 CONTRACT TERMS AND CONDITIONS

APPLICABLE TO GSA ACQUISITION OF COMMERCIAL ITEMS

(OCT 2014)

D.14 552.216-71 ECONOMIC PRICE ADJUSTMENT—STOCK AND

SPECIAL ORDER PROGRAM CONTRACTS (AUG 2010)

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

D.15 552.216-72 PLACEMENT OF ORDERS, ALTERNATE I (AUG

2010)

D.16 552.216-74 TASK-ORDER AND DELIVERY-ORDER

OMBUDSMAN (JAN 2016)

D.17 552.217-71 NOTICE REGARDING OPTION(S) (NOV 1992)

D.18 552.232-77 PAYMENT BY GOVERNMENT CHARGE CARD (NOV

2009)

D.19 552.246-71 SOURCE INSPECTION BY GOVERNMENT (JUNE

2009)

D.20 CI-FSS-002 SUBMISSION OF OFFERS—ADDITIONAL

INSTRUCTIONS (MAR 1996)

D.21 D-FSS-479 GSA FORM 1398 (AUG 1993)

D.22 E-FSS-514 PRODUCTION AND INSPECTION POINT(S) (JUN

1990)

D.23 E-FSS-522 INSPECTION AT DESTINATION (MAR 1996)

D.24 F-FSS-200-B DELIVERY--F.O.B. DESTINATION (MAY

1991)

D.25 F-FSS-285 WAIVER OF DELIVERY SCHEDULE (APR 1984)

D.26 F-FSS-290 DELIVERY HOURS (APR 1984)

D.27 F-FSS-736-B EXPORT TRAFFIC RELEASE (SEP 1995)

D.28 G-FSS-900-A CONTACT FOR CONTRACT ADMINISTRATION

(JAN 1994)

D.29 G-FSS-914-B CONTRACTOR'S REMITTANCE (PAYMENT)

ADDRESS (SEP 1996)

D.30 I-FSS-100-A SCOPE OF CONTRACT (OCT 1997)

D.31 I-FSS-168 OPTION TO EXTEND THE TERM OF THE

CONTRACT (JUN 1996)

D.32 I-FSS-644 DEALERS AND SUPPLIERS (OCT 1988)

D.33 I-FSS-965 INTERPRETATION OF CONTRACT REQUIREMENTS

(APR 1984)

D.34 K-FSS-1 AUTHORIZED NEGOTIATORS (MAR 1998)

D.35 QMAA-525 FIRST PRODUCTION VEHICLE (AUG 2011)

SECTION E – SOLICITATION PROVISIONS

E.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY

MATTERS (JUL 2013)

E.2 52.209-12 CERTIFICATION REGARDING TAX MATTERS

(FEB 2016)

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 (MAR 2015)

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.9 552.217-70 EVALUATION OF OPTIONS (AUG 1990)

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 PRE-PROPOSAL CONFERENCE

F.4 L-FSS-490 UNSOLICITED SAMPLES, DESCRIPTIVE

LITERATURE, OR BRAND NAME REFERENCES (APR 1984)

F.5 L-FSS-59 AWARD (APR 1984)

SECTION G – EVALUATION

G.1 EVALUATION – TECHNICAL

G.2 ADJECTIVAL RATINGS

G.3 METHOD OF AWARD FOR THE MASTER CONTRACT

G.4 METHOD OF AWARD FOR DELIVERY ORDERS PLACED

AGAINST THE MASTER CONTRACT

G.5 CHANGES TO REQUISITIONS

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 bryan.keith@gsa.gov

Electronic copies of proposals are due Friday, September 16, 2016, at 3:00pm Eastern.

AutoBid will close Thursday, September 15, 2016, at 3:00pm Eastern. Please review 52.212-

1 – Instructions to Offerors – Commercial Items (Oct 2015) as referenced in Attachment A –

Clauses Incorporated by Reference (IBR), 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 personne16.

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

This solicitation will remain open beyond September 16, 2016, only for Standard Item 888E, representing motor vehicles which operate on emerging technology. The Government will mailto:ontheroad@gsa.gov mailto:bryan.keith@gsa.gov accept electronic proposals at any time after September 16, 2016, 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, 2016

ND

ADDITIONAL DEADLINE FOR STANDARD ITEM 888E – FEBRUARY 1, 2017

RD

ADDITIONAL DEADLINE FOR STANDARD ITEM 888E – MAY 1, 2017

Electronic proposals for Standard Item 888E received after the initial September 16, 2016, solicitation closing should also be sent to the following email address:

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: 2320

PRODUCT: TRUCKS & TRUCK TRACTORS, WHEELED

NAICS: 336112

PERIOD: Base – Date of Award through October 30, 2017

Option 1 – November 1, 2017, through November 30, 2018

Option 2 – December 1, 2018, through December 31, 2018

Option 3 – January 1, 2019, through January 31, 2019

Option 4 – February 1, 2019, through February 28, 2019

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)

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 FEDERAL STANDARDS AND SCHEDULE OF ITEMS

The Schedule of Items can be found in Attachments G1 through G5 as follows:

Attachment No. Description

G1 Schedule of Items - Chrysler

G2 Schedule of Items - Daimler Vans North America

G3 Schedule of Items - Ford

G4 Schedule of Items - GM

G5 Schedule of Items - 888E

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

FedBizOpps posting.

Please note, the full solicitation number for Attachments G1-G5 should read “QMAA-FK-

160003-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 Standard 307AV

(see Attachment F).

File icon is used for illustrative purposes only. The complete attachment can be found in the

FedBizOpps posting.

The non-tactical models identified in attachments G1-G5 are not all-inclusive of those that meet

Federal Vehicle Standard 307AV (see Attachment F). 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 3pm Eastern August 22, 2016, 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 G1-G5 will be accepted for review. Proposed alternative makes/models will be reviewed by GSA’s

Automotive Engineering Division for inclusion in AutoBid for this solicitation. Offerors and 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 3pm Eastern August 22, 2016.

If the comparable model differs from the Government’s minimum requirements, as it relates both to Federal Standard 307AV and all data points reflected on the Federal Vehicle Standards mailto:automotiveedi.partnerships@gsa.gov website at http://vehiclestd.fas.gsa.gov/CommentCollector/Home, 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.

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 for the anticipated contract awards are included below, as are historical quantities in units and total prices paid in dollars to date during the 2016 acquisition cycle (see Attachments H1-H2).

Attachments I1 (Optional Equipment Analysis) and I2 (Optional Equipment Combination

Analysis) demonstrate the optional equipment purchased to date during the 2016 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 I1-I2 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.

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 http://vehiclestd.fas.gsa.gov/CommentCollector/Home described in Federal Standard 307AV. 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. With AutoChoice, agencies can:

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 miles per gallon (MPG) fuel ratings, where applicable

View Carbon Dioxide Grams per Mile (GPM) data, where applicable

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

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:

Invoice Price: The amount the offeror 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.

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

B.6 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 http://www.gsa.gov/vehiclebuying.

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 Bryan Davis Keith at bryan.keith@gsa.gov or (703) 605-9283 prior to proposal submission.

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

J for requirements;

Attachment K for example)

Each Friday After Contract

Award automotiveedi.partnerships@gsa.gov

Monthly Status Report

(see Attachment L for requirements)

10 Days After the First of the

Month Administrative Contracting Officer

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.7

1611 for Each Export

Destination

30 Days in Advance of

Anticipated Date of

Availability for Shipment gsa.export@gsa.gov

Vehicle Availability

Listing

Within 1 business day of

OEM announcement

Request for Vehicle

Inspections (to include

RPN and VIN of units to be inspected)

10 Calendar Days in

Advance of Requested

Inspection

Assigned Vehicle Inspector and/or

Contracting Officer’s Representative

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.

mailto:automotiveedi.partnerships@gsa.gov mailto:gsa.export@gsa.gov

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. CORs will be designated after award.

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 Bryan Davis Keith for Master Contract: GSA/FAS/QMAAA

1800 F St NW

Washington, DC 20405

(703) 605-9283 or bryan.keith@gsa.gov

Contract Specialist James Santini for Delivery Orders: GSA/FAS/QMAAA

1800 F St NW

(202) 969-7094 or james.santini@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. Should a vehicle require upfit work after leaving the OEM facility, the ship date is defined as the date the completed vehicle has cleared source inspection and has entered transit to the purchase customer.**

WEEKLY VENDOR STATUS SUBMISSION REQUIREMENTS

ATTACHMENT J

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 mailto:james.santini@gsa.gov 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.

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”.

Please note that in the sample Weekly Status Layout provided (Attachment K), the VIN is provided in Column A - Description. This field is clarified as a free-form field and vendors can insert whatever description they desire, provided it is within the character allowance provided.

C.4 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 F.O.B. 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.

For purposes of source inspection, the contractor must indicate the applicable RPN and VIN number of vehicles to be inspected when visited by a Government inspector. Any additions or alterations to the vehicle list provided in advance must be approved at the discretion of the

Contracting Officer’s Representative conducting the inspection.

C.5 SOURCE INSPECTION BY GOVERNMENT OF UPFITTED VEHICLES

All requests for inspections sent to GSA Automotive’s Industrial Operations Analysts (IOAs) must include a firm list of vehicles to be inspected. The applicable RPN number and VIN number for each vehicle to be inspected must be included. Vehicles may not be added to an inspection request once the IOA has scheduled a visit unless approved by the IOA. The IOA reserves the right to formally reject and assess re-inspection charges to any vehicle listed on the formal inspection list that was removed without approval or not presented for inspection on the confirmed visit date.

For vehicles to be shipped to military customers and requiring a DD250 form, the Contractor shall prepare and furnish a GSA 308 inspection form should a military-ordered vehicle fail source inspection by the Government. The 308 form shall be furnished immediately following a failed inspection to the IOA to allow for documentation of the inspection failure.

C.6 DEALER DELIVERY REQUIREMENT

**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.**

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.

(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.

(Example – Kennedy Space Flight Center FMC)

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 CONSIGNEE DELIVERY TO DEPARTMENT OF DEFENSE FACILITIES

For orders placed with option code CNS and designated for delivery to a Department of Defense

(DoD) facility, offerors are advised that many installations have adopted RAPIDGate as a credentialing system for entry to facilities. For many military installations, transporters are now recommended to have a RAPIDGate credential to enter a facility to make deliveries (to include motor vehicle transporters). DoD and other Government agencies will continue to implement these credentialing requirements to ensure controlled access to Government facilities.

For more information on RAPIDGate, including cost and application procedures, please visit http://www.rapidgate.com/products/government/rapidgate. Offerors are encouraged to consult with transport carriers used in the performance of this contract to recommend compliance with RAPIDGate access to applicable facilities. Without RAPIDGate, vendor representatives will still be allowed access to applicable facilities; however, they will be required to undergo standard security checks.

A current list of facilities utilizing RAPIDGate can be found at http://eidpassport.com/support/faqs/company-faqs under the FAQ entitled “Which installations are available with the RAPIDGate-Enterprise option?”

C.8 SHIPMENT DELAYS AND APPLICATION OF CONCESSIONS

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 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.

This concession mechanism shall also apply in instances where vehicles purchased under contracts resulting from this solicitation suffer extended downtime awaiting repairs covered by warranty. Concessions in accordance with the terms listed above may be assessed at the discretion of the Contracting Officer in instances of extended vehicle downtime.

Depending on agency requirements, the Government may place simultaneous orders for quantities of vehicles that exceed the capacity of the contractor’s approved inspection point network. Should a situation such as this arise, the contractor may, within 10 business days of http://www.rapidgate.com/products/government/rapidgate http://eidpassport.com/support/faqs/company-faqs http://www.gsa.gov/gsafleet receiving these orders, request a no-cost adjustment to the ARO terms on these vehicles to allow for completion of upfit work by their approved inspection points. Any such requests must be submitted in writing to the Contracting Officer, with documentation provided as to the inspection points to be utilized and the specific order numbers affected. No-cost adjustments to the shipping schedule are to be granted at the sole discretion of the Contracting Officer.

C.9 NOTIFICATION OF VEHICLE DEFECTS

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

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

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.

Attachments M and N to this solicitation include templates for GSA submission of data to vendors and vendor submission of recall data to GSA per this requirement.

C.10 FUEL ECONOMY REQUIREMENTS

Offerors are advised to provide the most fuel-efficient vehicle(s) available. Customer agencies must consider the fuel economy requirements in 49 U.S.C. 32917 when making their vehicle selections in AutoChoice.

C.11 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.12 GUARANTEED MINIMUM QUANTITY

In accordance with FAR 16.504(a), the quantity limits may be expressed as number of units or as dollar values. The minimum quantity of supplies that the Government guarantees to order during the period of this contract is $10,000. 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.13 MAXIMUM QUANTITY OF SUPPLIES

The Government anticipates making multiple awards under this acquisition. In accordance with

FAR 16.504(a)(4)(ii), the maximum quantity of supplies the Government will acquire under this contract will be established for each resultant contract based on the items awarded. Each resultant contract will have its own contract ceiling established, and the ceiling price for each awarded contract may differ. For each successful offeror, the estimated dollar value of all awarded line items specific to that contract from Attachment I – 2017 Model Year Estimated

Quantities will be added together to determine the maximum quantity of supplies in dollars for the base period. The total dollar value for the sum of the awarded line items will be divided by

12 to obtain a figure for each one-month option, as the Estimated Quantities are calculated on a full-year ordering cycle. The base contract value and all option values will be added together for a total contract ceiling and maximum quantity of supplies in dollars.

Attachment I – 2017 Model Year Estimated Quantities also includes the maximum sum of dollars to be spent by the Government on individual orders placed under contracts awarded under this solicitation. No individual contract awarded under this solicitation will be valued in excess of this maximum sum. Though the sum of the estimated values of contracts awarded under this solicitation may exceed the maximum sum included in Attachment I, the Government will not place a sum of orders under contracts awarded in excess of this maximum sum.

C.14 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 and to gsa.export@gsa.gov. 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.15 CONTRACT ADMINISTRATION INFORMATION

A. POINTS OF CONTACT:

Contracting Officer Bryan Davis Keith for Master Contract: GSA/FAS/QMAAA

1800 F St NW

(703) 605-9283 or bryan.keith@gsa.gov

Contract Specialist James Santini for Delivery Orders: GSA/FAS/QMAAA

1800 F St NW

Washington, DC 20405 mailto:gsa.export@gsa.gov

(202) 969-7094 or james.santini@gsa.gov

Administrative Contracting Officer: Jacqueline Roberts

GSA Contract Administration Branch

230 S. Dearborn Street, Room 3486

Chicago, IL 60604-1696

(312) 886-8907 or jacque.roberts@gsa.gov

Contracting Officer's Representative John McDonald

(COR): GSA/FAS/QMAD

1800 F St NW

(703) 254-8338 or john.mcdonald@gsa.gov

William Wesolowski

GSA/FAS/QMAD

1800 F St NW

(812) 637-1505 or william.wesolowski@gsa.gov

**All items relating to technical proposals submitted under this solicitation are to be directed to the Contracting Officer and the Contract Specialist only.**

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.

mailto:james.santini@gsa.gov mailto:jacque.roberts@gsa.gov mailto:john.mcdonald@gsa.gov mailto:william.wesolowski@gsa.gov

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:

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.

Invoices may only be submitted when a completed vehicle meeting all technical requirements ships from the manufacturer’s production location or inspection point. In the case of vehicles requiring aftermarket upfits, invoices may be submitted when the completed vehicle has shipped from the upfitter. A vendor may not invoice GSA when the chassis or base vehicle has shipped from the manufacturer to an upfitter.

C.16 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, to the maximum extent practicable, a 2-week notice prior to its closing of any line items. The Contractor is required to provide GSA notice of revisions to closeout dates within one working day of such revisions being announced by their OEM suppliers.

C.17 AUTOCHOICE AVAILABILITY OF AWARDED LINE ITEMS

Offerors are advised that no awarded line items will be open for ordering in AutoChoice until

GSA confirms validity of provided fuel economy information, if applicable, against confirmed data from the Environmental Protection Agency (EPA) at www.fueleconomy.gov or through internal agency contacts. In addition, no awarded line items will be opened for ordering unless a representative photograph of the vehicle is uploaded by the vendor.

http://fedpay.gsa.gov/ http://www.fueleconomy.gov/

C.18 MONTHLY STATUS REPORT

The Contractor shall furnish to the Administrative Contracting Officer (ACO) a report covering orders received and shipments made during each calendar month of contract performance. The information required by the Government shall be reported on an Excel spreadsheet, Status Report of Orders and Shipments, in accordance with instructions provided by the ACO (see Attachment

L for the Excel format). Alternatively, the required information may be reported by electronic data interchange using ANSI standards. For further information, contact GSA, Contract

Administration Branch. Reports shall be forwarded, no later than the 10 th day of each month, to the individuals below:

Jacqueline Roberts

Administrative Contracting Officer jacque.roberts@gsa.gov and bryan.keith@gsa.gov

C.19 REQUISITIONS WITH ADDITIONAL REQUIREMENTS (AREQ’s)

For orders of awarded items that need alteration to meet mission needs (called ADDITIONAL

REQUIREMENTS (AREQ’S):

Optional equipment that has been previously determined unacceptable or that was solicited for in the schedule of items and not bid on by a contract holder will not be eligible for consideration under the AREQ process.

Should a customer agency request additional options (AREQ) that are not currently awarded under the contract, the order is forwarded to Engineering for review. Engineering will determine the suitability of the request and either approve or deny the AREQ. Should Engineering approve an AREQ, the requirement will be forwarded to the Contracting Officer for final approval to ensure requirements are within the scope of the awarded base contract and eligible for consideration.

Approved AREQs are submitted to each representative vendor for a price quotation, regardless of the original vendor selected in AutoChoice. This is to ensure Fair

Opportunity procedures are followed through completion of the requirement. Quotation(s) is/are referred back to the agency for approval and confirmation of available funding. If funding is available, the contracting personnel will place the order through the GSA online ordering system ROADS, (Requisitions, Ordering, and Documentation Systems). If funding is not available, the order cannot be finalized until the funding becomes available. Option AREQ for all line items is closed two weeks prior to a vehicle’s scheduled close-out date.

For light duty vocational trucks, any AREQ quotations provided for vocational bodies must be accompanied by an NTEA Ultramod calculations worksheet.

C.20 ADDENDUM TO THE SOLICITATION

The following…