Attachment_K_-_AutoChoice_Online_Ordering_Procedures.docx

ATTACHMENT – AUTOCHOICE ONLINE ORDERING PROCEDURES

AutoChoice Online Ordering Procedures

What Is AutoChoice?

AutoChoice is GSA’s secure on-line ordering application for light vehicles, ambulances, medium/heavy vehicles, buses, wreckers and car carriers. In support of the President’s Management Agenda, GSA made a commitment to eliminate the use of paper requisitions. As a result, GSA implemented mandatory use of AutoChoice in October 2004. AutoChoice can be accessed via www.autochoice.gsa.gov and then by clicking “View this website now.” Customers can use their existing logon or register as a new user from this page.

With AutoChoice Customers Can:

· Configure vehicles and choose vehicle equipment options

· View side by side comparisons of vehicle models from vehicle manufactures

· Calculate actual vehicle prices for your configured vehicle including the GSA 1% surcharge

· View the GSA contract discounts to the manufacturer’s suggested retail price (MSRP) and dealer’s invoice

· View available AFVs

· Administer user profile

· View miles per gallon fuel ratings

· View GSA’s Federal Vehicle Standards

· View vendor past performance

· Select the vehicle that provides the best value for the customer agency’s mission

· Customers can submit vehicle orders to GSA

· Check vehicle order status

· Print a Motor Vehicle Delivery Order

· View Orders in the Pending Order Module

· Visit NHTSA’s crash safety site

· Get help

Once the customer has logged into AutoChoice, they can start viewing vehicles:

Click on the vehicle category they wish to view

Choose a Standard Item Number

Choose vehicle options and quantity

A price comparison will result from all available offerors with Line Items awarded under their contracts:

Wherever possible, AutoChoice will automatically configure a “buildable” vehicle based on your initial option selection by:

1. Automatically adding “required” options on your order.

2. Automatically adding “included” or packaged options on your order

3. Automatically removing “N/A” (not available) options from your order.

AutoChoice cannot automatically configure a “buildable” vehicle under the following conditions:

1. A selected option requires the customer to choose between two or more options. i.e., “or” conditions.

2. Customer initially chose two or more options that excluded each other. i.e., “Mutually Exclusive” conditions where the customer must choose one.

Customers can now update “not-buildable” vehicles directly on price comparison page:

1. Click on buttons to make updates

2. Click to see why vehicle isn’t buildable

3. Click <Re-Configure> button

As with the price comparison tab, customers need to make their best value decisions by viewing additional information in AutoChoice:

1. Price Discounts

2. Minimum Requirements

3. Other Features

4. OEM Clarifications

After Review of all tabs by the ordering agency and best value determination has been made, the customer will select the required vehicle and select colors from the available colors and quantity screen:

Each customer will then be directed to the Billing and Ordering Information screen where they will enter the appropriate customer agency information.

Under the mailing address field, the ordering customer will enter the mailing address for the vehicle being ordered, this is where the COVs (Certificate of Origin of Vehicle) will be mailed to. GSA requests that no customer put a person’s name in the Mailing Address as this information is how the vehicle will be titled.

The next screen will take the ordering agency to the “Pending Orders Module.” It is here that the customer will see all orders pending that have been submitted in AutoChoice and from here the customer can:

1. Edit Orders

2. Delete Orders

3. View Orders

4. Copy Orders

5. Add remarks to orders

6. Submit Orders to GSA

Each ordering Agency has pre-determined the Authority Levels for individuals in their agencies and the Automotive Systems Branch has allowed access based on this information:

· Level 1 – View pricing only. No access to the Pending Order Module. Cannot submit orders to GSA.

· Level 2– Default level– Place orders in the Pending Order Module. View and Edit orders that were placed in Pending Order Module. Cannot submit orders to GSA.

· Level 3– Place orders in the Pending Order Module. View and Edit orders for your Agency’s entire Region or Bureau. Cannot submit orders to GSA

· Supervisor—Place orders in the Pending Order Module. View and Edit orders for Agency’s entire Region or Bureau. Submit orders to GSA.

When an ordering agency is placing an order from the Pending Order Module, they will hit the button to “Finalize Selected Pending Orders.” A message block will pop up prompting the customer to verify that, “A fair opportunity to compete, in accordance with FAR 48 C.F.R. 16.505(b) was provided to all contractors, for this requirement.”

An email acknowledgement that the order was received from GSA will be generated to the email address on file. This will be followed within 24 hours normally by a Motor Vehicle Delivery Order (MVDO) indicating the finalized order has been sent to the contractor.

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