Seating BPA Ordering Guide - National Business Furniture

Transcription

AF FCC
AIR FORCE-WIDE OFFICE SEATING
BLANKET PURCHASE AGREEMENTS
Mandatory Use Guide
Version 1.0
21 Sep 2011
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AF Office Seating BPAs
Ordering Guide
1.0 Background ............................................................................................... 1
2.0 Scope ......................................................................................................... 2
3.0 Decentralized Ordering Process Steps ................................................... 3
4.0 Decentralized Ordering Process (Contracting)....................................... 9
Version 1.0
21 Sep 2011
1.0 Background
Historically, the Air Force has used a tactical approach to purchasing office seating. This approach
resulted in multiple, decentralized processes and sourcing strategies that increased the overall cost of
office seating, and did not leverage overall agency buying power. On 22 March 2009, Deputy Assistant
Secretary (Contracting) chartered the Air Force Furnishings Commodity Council (AF FCC) to establish
an enterprise-wide furnishings acquisition strategy that satisfies AF office seating needs by minimizing
duplication of effort, standardizing procurement policy, and leveraging purchasing power, resulting in a
cost-effective procurement strategy that focuses on total life-cycle costs. The AF FCC, in partnership
with a cross-functional team comprised of AF Interior Design Personnel, AMC Strategic Sourcing and
Contracting Specialists, as well as Furniture Acquisition Specialists from the General Services
Administration (GSA), standardized AF office seating requirements and competitively awarded 8 AFWide Blanket Purchase Agreements (BPAs) for the CONUS based AF enterprise (including Alaska and
Hawaii).
1.1 Purpose
To provide customers with guidance on ordering office seating from the following Air Force-wide office
seating BPAs that were awarded against GSA Multiple Award Schedule (MAS) 71. BPA Numbers and
Vendor information is provided below:
Office Max Inc.
BPA No: FA4452-11-A-0008
Web: www.omworkspace.com
Vendor Rep: Beth Lair
Phone: 1-815-579-1149
Fax: 1-630-652-8101
Email: [email protected]
Teknion LLC
BPA No: FA4452-11-A-0009
Web: www.teknion.com
Vendor Rep: Leonard Chapman
Phone: 1-708-720-5607
Fax: 1-708-720-5608
The HON Company
BPA No: FA4452-11-A-0010
Web: www.hon.com
Vendor Rep: Tammy Miles
Phone: 1-563-272-7190
Fax: 1-563-272-7384
National Business Furniture
BPA No: FA4452-11-A-0011
Web: www.NBF.com
Vendor Rep: Jake Feeley
Phone: 1-888-252-5102 Ext 4207
Fax: 1-800-329-9349
Trade Products Corp.
BPA No: FA4452-11-A-0012
Web: www.tradeproductscorp.com
Vendor Rep: Allyn Richert
Phone: 1-703-502-9000
Fax: 1-703-502-9399
Steelcase Inc.
BPA No: FA4452-11-A-0013
Web: www.steelcase.com
Vendor Rep: Anne Gallagher
Phone: 1-314-422-5977
Fax: 1- 616-246-4910
Neutral Posture Inc.
BPA No: FA4452-11-A-0014
Web: www.neutralposture.com
Vendor Rep: Paula Overall
Phone: 1-979-778-0502 Ext 107
Fax: 1-979-778-0408
Jack Knelly’s OFS Inc.
BPA No: FA4452-11-A-0015
Web: www.jackknellysofficefurniture.com
Vendor Rep: Jack Knelly
Phone: 1-570-742-8210
Fax: 1-570-742-8212
This guide outlines responsibilities of customers,
local contracting offices, vendors, and AF FCC
personnel for BPA Calls.
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2.0 Scope
2.1 Mandatory Use
AF-Wide Office Seating BPAs are Mandatory Use for all AF CONUS installations (including Alaska
and Hawaii) per SAF/AQC Mandatory Use Policy Letter. Use of any other purchase/ contract vehicle
will require an AF FCC approved waiver (Attachment 1, template).
2.2 Authorized Customers
BPA use will be restricted to AF office seating acquisitions. Contracting Officers (COs) or
Government Purchase Card (GPC) holders buying AF office seating are authorized to use these BPAs.
Other service departments and federal agencies are not authorized to use these BPAs unless they have
a joint base agreement with the AF or base.
2.3 Ordering Periods
Office Seating BPAs cannot exceed the period of performance of the vendor’s GSA Federal Supply
Schedule (FSS) 71 contract. The BPAs will expire upon expiration of the vendor’s GSA FSS contract
against which the BPA is written or 29 June 2016, whichever occurs first. The BPA period of
performance is provided below:

Base Year
Ordering Period 1
Ordering Period 2
Ordering Period 3
Ordering Period 4
June 30, 2011 – June 29, 2012
June 30, 2012 – June 29, 2013
June 30, 2013 – June 29, 2014
June 30, 2014 – June 29, 2015
June 30, 2015 – June 29, 2016
2.4 Contracting Officer
The CO is the only person authorized to make or approve changes to these BPAs. This authority remains
solely with the following AF FCC CO’s:
Primary:
James Boys
Contracting Officer
771 ESS/EGC
(937) 257-5684
DSN 787-5684
[email protected]
Secondary:
Joshua Holbrook
Contracting Officer
771 ESS/EGC
(937) 257-0815
DSN 787-0815
[email protected]
All program correspondence and deliverables should be sent to the following AF FCC E-Mail address:
[email protected]
2.5 AF FCC Program Manager
The AF FCC Program Manager (PM) is responsible for inspection and acceptance of the AF
Office Seating Spend Reporting Requirement as specified in the BPAs.
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The AF FCC PM assigned to the Office Seating BPAs is:
Mr. Rick Bigler
Director, AF Furnishings Commodity Council (AF FCC)
771st Enterprise Sourcing Squadron
1940 Allbrook Drive
Wright-Patterson AFB OH 45433
(937) 904-1277
DSN 787-1277
[email protected]
2.6 GSA Training Assistance
Go to www.gsa.gov/csds to find your GSA Federal Acquisition Service (FAS) Representative for training
and/or general assistance.
3.0 AF-Wide Office Seating Decentralized Ordering Process Steps
NOTE: Prior to replacing existing Office Seating, the customer is required to review any/all existing
warranties associated with proposed replacement items. This will assist in verifying if warranties will
fund/repair/partially fund any existing chairs prior to the commitment of funds. If current warranties
exist, the owner/user is required to contact the office seating provider for repair/replacement of items
covered by existing warranties in accordance with established protocols. If chairs are not under an
existing warranty, continue with the next steps in the ordering process.
The AF Office Seating Decentralized Ordering Process encompasses all activities required to successfully
order office seating, and complies with mandatory requirements of FAR 8.405 (c) (2), Ordering from
Multiple-Award BPAs, and the fair opportunity requirements of DFARS 208.405-70(c)(2). Table 1
provides an overview of the ordering process and identifies responsibilities. Process steps are illustrated in
greater detail after the overview.
BPAs are available on Electronic Document Access (EDA) by clicking “View (1)” under the paperclip.
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Table 1: AF-Wide Office Seating Decentralized Ordering Process Steps
AF
AF-Wide Office Seating
Decentralized Ordering Process
1
2
3
3.1
3.2
3.3
4
5
6
7
8
9
10
11
Register on AF Advantage website: www.afadvantage.gov
AF-Wide Office Seating Mandatory Use Policy Letter on AF Advantage
Complete Independent
endent Government Cost Estimate (IGCE) & Request for Quote (RFQ)
If IGCE is within your GPC authority, Complete step 3.2 ONLY
Post RFQ on GSA eBuy; GPC purchase to lowest priced,, technically acceptable quote
If IGCE is greater than GPC authority
authority, complete steps 4 through 11
Submit RFQ, IGCE, and Purchase Request (PR) to Resource Advisor for ffunding
unding
Receive RA’s certification that funding is availabl
available
Send complete
omplete acquisition package (i.e., RFQ, IGCE, SOW & PR) to local CONS
Complete RFQ and submit to all eight vendors via GSA eBuy
Submit quote to local Contracting Office
Receive/evaluate quotes; make award to llowest priced, technically acceptable quote
WAWF Additional Notification: [email protected]
Receive award and perform in accordance with BPA/BPA Call; create invoice in
WAWF and attach signed Inspection/Acceptance Checklist
Accept invoice in WAWF; confirm Inspection/Acceptance Checklist is attached
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Local CONS
Vendor
Local CONS
Vendor
Customer
Step 1: To begin registration, go to AF Advantage: http://www.afadvantage.gov.
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Step 1 (cont.): Complete AF Advantage registration.
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Step 2: Mandatory Use Policy Letter for Air Force Office Seating BPAs.
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Step 3: Complete IGCE and RFQ worksheets (Ordering Guide, Attachments 2 and 3).Please utilize the
online BPA vendor catalogs ONLY to develop IGCE and to ensure item descriptions and line item
numbers are referenced consistently in IGCE, RFQ and subsequent award document.
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IGCE and RFQ worksheet links can be located on the screen above and as demonstrated in the graphic below. The
IGCE is for internal government use only.
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Step 3.1: If IGCE is within your GPC threshold, follow GPC purchase instructions in Step 3.2. and local
reporting procedures (as required).
Step 3.2: Post RFQ on GSA eBuy; receive quotes; review to ensure compliance with BPA
Specifications/Statement of Work (SOW); GPC purchase to lowest priced, technically acceptable.
Step 3.3: If IGCE is greater than GPC authority, complete steps 4 through 11.
Step 4: Submit IGCE and Purchase Request (PR) to Resource Advisor (RA) for funding.
Step 5: Receive RA’s certification that funding is available.
Step 6: Complete acquisition package (i.e., RFQ, IGCE, SOW and PR) and send to local Contracting
Office. NOTE: The SOW should include size, drawings, color, delivery instructions and any other
detailed instructions to ensure all vendors are quoting identical products and services.
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Step 7: Complete RFQ and submit to all eight vendors via GSA eBuy. Please ensure item descriptions
and line item numbers are referenced consistently in RFQ and subsequent award document.
Additionally, please make sure that line items are the same as listed in the vendor’s online BPA
catalogs. Finally, if you reference a specific manufacturer, include a brand name justification.
Without a justification, there will be no guarantee that you will receive items from a specific
manufacturer.
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Step 8: Vendors will submit their quote to the local Contracting Office.
Step 9: Receive/evaluate quotes; make award to lowest priced, technically acceptable quote. The
Furnishings Commodity Council must be included as an Additional Notification in WAWF. Email
address is [email protected].
Step 10: The vendor receiving the BPA Call is to perform in accordance with terms and conditions of the
BPA and BPA Call. Submit invoice in WAWF and attach signed Inspection/Acceptance Checklist
(Ordering Guide, Attachment 4).
Step 11: After delivery/acceptance of office seating, the customer accepts the invoice in WAWF. The
customer confirms Inspection/Acceptance Checklist is an attachment to the invoice.
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4.0 Decentralized Ordering Process (Guidance for Local Contracting Office)
The BPAs were awarded against GSA Federal Supply Schedule contracts; therefore, the process for
placing orders must be consistent with the procedures outlined in FAR Part 8.4 and DFARS 208.
Synopsis is not required IAW FAR 5.202(a)(11).
After quotes are received, evaluate to ensure they are IAW BPA technical requirements and minimum
BPA discount. Issue a BPA Call to the vendor who submitted the lowest priced, technically
acceptable quote.
4.1 Procurement Desktop 2 (PD2) Instructions
Screen shots are provided in Attachment 5 to assist in releasing Decentralized BPA Calls.
4.2 Fair Opportunity
All BPA requests for quotes must be posted on the GSA “eBuy” to provide fair notice to all
contractors as required by DFARS 208.405-70(c)(2).
4.3 Match Existing Furniture with AF-Wide BPA Holder
A BPA waiver submitted to “match existing” furniture may be authorized IAW FAR 8.405-6,
however, a waiver will not be approved if replacing a whole office or conference room. Match
existing furniture waiver requests will be reviewed on a case by case basis.
IAW DFARS 308.405-6 BPA Calls estimated over $25,000 shall be posted on eBuy with the required
brand name justification and approval (J&A).
4.4 FAR Compliance
FAR Part 8 takes precedence since the BPAs are issued against the GSA FSS. FAR Part 13
(Simplified Acquisition Procedures) except 13.303-(c) (3); Part 14 (Sealed Bidding); Part 15
(Contracting by Negotiation); and Part 19 (Small Business Programs) do not apply.
COs are required to maximize competition in situations where only one offer is received for
acquisitions above the Simplified Acquisition Threshold (SAT) in accordance with the most recent
27 Apr 11 DPAP Improving Competition in Defense Procurements memo.
The DFARS 237 requirements for document use of non-DoD contracting vehicles do not apply to the
AF Office Seating BPAs. The AF Furnishings Commodity Council prepared the DFARS 237
determination for placement of the BPAs using non-DoD Contracts (Federal Supply Schedules). The
resulting BPAs are AF contracting vehicles and do not require additional justification.
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4.5 Contract Performance Assessment Report (CPAR)
The AF FCC is the assessing official and will prepare an annual CPAR. The decentralized ordering
office shall monitor performance of the order IAW FAR and local policy. Annual performance should
be communicated to the AF FCC via email, [email protected]. The AF FCC is responsible
for overall assessment of the viability of the sourcing strategy as well as documenting the past
performance of the associated BPA vendors.
4.6 Administration of Orders (Order Closeout)
Closeout and maintenance of orders shall remain the responsibility of the decentralized ordering
office, unless otherwise noted. Notification that closeout of an order is complete must be provided to
the AF FCC, [email protected], once accomplished. The BPA vendor shall work in
partnership with the government to ensure closeout is timely.
Attachments:
1. AF Office Seating BPA Ordering Guide, Atch 1, Waiver Template
2. AF Office Seating BPA Ordering Guide, Atch 2, IGCE Worksheet
3. AF Office Seating BPA Ordering Guide, Atch 3, RFQ Worksheet
4. AF Office Seating BPA Ordering Guide, Atch 4, Inspection/Acceptance Checklist
5. AF Office Seating BPA Ordering Guide, Atch 5, Procurement Desktop 2 (PD2) Instructions
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