Presentation on theme: "How to Prepare a Quality Office Furniture Offer"— Presentation transcript:
1 How to Prepare a Quality Office Furniture Offer Hi! My name is Diana Leonardo. I am a Contract Specialist at the National Furniture Acquisition Center. I am going to explain to you today how to prepare a quality Office Furniture Offer through the National Furniture Center to take advantage of the cost savings that GSA Schedules offer our Federal Customers. Please feel free to ask any questions along the way.Diana Leonardo Contract Specialist National Furniture Acquisition Center GSA/FAS October 17, 2007
2 National Furniture Acquisition Center More than $2.78 billion in annual sales to Federal customers worldwide in FY 2006Maintains over 2,300 contractsAll types of furniture, furnishings, office equipment, and related servicesFederal customers can receive discounts up to 75% off commercial retail pricingThe National Furniture Center is located in Arlington, VA (a.k.a. Crystal City), and is comprised of experts in many specialties such as engineering, customer service, contracting and marketing. Together, we would share a common goal: to help every customer accomplish its mission by partnering with industry to generate business opportunities in the Federal marketplace. At the National Furniture Center, we attain our goal through expertise and through the many outstanding programs and services we provide!
3 NFC Schedules 36 Office Equipment 71-I Office Furniture 71-II Household Furniture71-II-H Packaged Furniture71-II-K Comprehensive Furniture Mgmt Services71-III Specialty Furniture71-III-E Security Furniture72-I-A Floor Coverings72-II Furnishings58-I ProfessionalCommunications and SecuritySolutionsSports, Promotional, Outdoor,Recreation, Trophies, and Signs (SPORTS)These are the National Furniture Center Schedules that we have. As you can see, the NFC offers every type of furniture that you can conceive in addition to products such as copiers, mail management systems, and other equipment to furnish one’s offices; surveillance equipment, and services to manage the daunting task of moving to a new location or reconfigurating space.
4 Office Furniture SINs 711-1 Furniture Systems and Workstation Clusters Worksurfaces, Workstations, Computer Furniture and AccessoriesFiling and Storage Cabinets, Shelves, Mobile Carts, Dollies, Racks & Accessories711-4* Blue Print Filing Cabinets711-5* Card Files711-6* Form FilesEach schedule has its own list of Special Item Numbers, which we call (SINS). Each SIN number describes the type of products that are offered under that number.711-1 are Furniture System and Workstation Clusters711-2 is Worksurfaces, workstations, Computer Furniture and accessories711-3 Filing and Storage Cabinets, Shelves, Mobile Carts, Dollies, Racks & Accessories711-4* - Blue Print Filing Cabinets (which is a Small Business Set Aside Item – meaning that only business who are considered Small may offer products under this SIN number. The Set Asides Items are indicated by an astorick.Under Office Furniture you can find the following items.
5 Office Furniture SINsSIN High Density, Movable Filing Systems and AccessoriesSIN Executive Office FurnitureSIN Executive Conference Room Furniture, Coordinated Tables, Case pieces and AccessoriesSIN Executive Furniture Single Item Accent and Specialty PiecesSIN Tables and AccessoriesSIN * System Type Tables and AccessoriesSIN * Partitions, Demountable Walls, and AccessoriesSIN * Vertical Surface Attachment Panels and AccessoriesSIN High Density, Movable Filing Systems and AccessoriesSIN Executive Office FurnitureSIN Executive Conference Room Furniture, Coordinated Tables, Case pieces and AccessoriesSIN Executive Furniture Single Item Accent and Specialty PiecesSIN Tables and AccessoriesSIN * System Type Tables and AccessoriesSIN * Partitions, Demountable Walls, and AccessoriesSIN * Vertical Surface Attachment Panels and Accessories
6 Office Furniture SINs SIN 711-15 Acoustical Wall Treatments SIN Upholstered SeatingSIN Multiple SeatingSIN Multipurpose SeatingSIN Stacking Chairs, Folding Chairs, and Dollies or Trucks Designed to Support Stacking and Folding ChairsSIN * Display and Communication Boards, Wall Stations Lecterns and AccessoriesSIN Acoustical Wall TreatmentsSIN Upholstered SeatingSIN Multiple SeatingSIN Multipurpose SeatingSIN Stacking Chairs, Folding Chairs, and Dollies or Trucks Designed to Support Stacking and Folding ChairsSIN * Display and Communication Boards, wall Stations Lecterns and Accessories
7 Office Furniture SINs SIN 711-92* Remanufactured Furniture SIN Reconfiguration and Relocation Services for Systems FurnitureSIN Design/Layout ServicesSIN Installation ServicesSIN Leased FurnitureSIN Rental FurnitureSIN International Furniture
8 Benefits of a GSA Contract Widely recognized and used throughout the federal government as a great source of supplyEasy for agencies to useAll Terms and Conditions are negotiated up to the Point of Maximum OrderAccess to Web sites designed to facilitate business between GSA contractors and government employeesFurther business opportunities for doing business with the GovernmentAlso enables Federal Agencies procure your products and or services which saves time, contains already negotiated and established discount structures and is in compliance with the FAR.
9 The National Furniture Center How Do I Get a GSA Contract?
11 Locating the Solicitation This template is set up with type sizes and locations already specified.Just click on the text box of a new slide and start typingIf you are modifying an existing slide just highlight the text and replace it with new text.Don’t move stuff around and you’ll be fineAfter you select the 71 schedule and click go it will take you to a page with a list of the SIN (Special Item Numbers) which you can offer your products under for office furniture. On the left side under category that will show the SIN and then next to the SIN there is a description of the products that fall under the specific SINTo download the solicitation for office Furniture you will click on the box that says vendors.
12 Locating the Solicitation This template is set up with type sizes and locations already specified.Just click on the text box of a new slide and start typingIf you are modifying an existing slide just highlight the text and replace it with new text.Don’t move stuff around and you’ll be fineAfter you click on the Vendors box…it will take you to the Fed Biz Ops (Federal Business Opportunities). To get the solicitation click on the first link (Solicitation No. 1) which will show you the newest date that the solicitation has been refreshed with current changes.
13 Locating the Solicitation This template is set up with type sizes and locations already specified.Just click on the text box of a new slide and start typingIf you are modifying an existing slide just highlight the text and replace it with new text.Don’t move stuff around and you’ll be fine
14 Read the Solicitation! Solicitation will be your CONTRACT with GSA Contact the POC(s) for questions (Page iv)Specific Clauses in the SolicitationEPA – (Page 62-63)IFF – – ( Pages 69-70)Modifications – (Pages 74-75)Contract Price List – I-FSS-600 (Pages 85-88)Contract Sales Criteria - I-FSS-639 (Page 89)Once you have printed the solicitation it is imperative that you read the solicitation, this is because the solicitation becomes your contract once you are awarded a GSA Contract. A few thing iv (Roman numeral 4 there is a list of contacts that you may call to ask any additional questions that you may have.All the clauses in the contract you should be familiar with but there are an important few that I will go over:The First is the Economic Price Adjustment of EPA Clause found on pages 62 and 63. Basically this clause shows the contractor they may request a price increase or decrease. One thing to remember is that before a contractor can request a price increase they must have held the contract for 12 months. In addition the price increase should not exceed 10% in a 12 month period.The IFF clause on page 69 and 70 state that the contract must report all quarterly sales to the Government and in addition report the total IFF that is due to the Government. Right now the current IFF is .75% This fee is what GSA charges for maintaining the contract which the customer ultimately pays.The modification clause on pages 74 through 75 shows the contractor the types of modifications that they may request to their contract. Some common modifications are item additions and deletions, new delivery times, contract administrator change and EPAs.The Contract Price List Clause informs the contractor of what they need to do in order to maintain their electronic and published pricelists in addition the clause show the contract what needs to be printed in the pricelists.Contract Sales Criteria explains that after your contract is awarded in the first 24 months your sales have to exceed $25,000. In every 12 months period after that sales are expected to exceed $25,000.
15 Complete the Solicitation Complete all requirementsComplete and submit all requiredperformance testing documentationsSubmit original and requested number ofcopiesCSP-1 Commercial Sales Practices – Tell usabout your best customers and thepricing/terms/deals they receive. SF 1449 Fill out Name, address, phone of Company, Box 12 Discount terms -Actually prompt payment terms – Signature of person who can contractually bind the company.-Identify SINs offering products under indicate the delivery time for products and the brand/product line-Place of Performance – indicate where products are being made-Maximum Order Limitations – does not mean that is the maximum order but if order is over the threshold indicate the Government will request deeper discounts.-Commercial Delivery Schedule – Tell us what delivery and lead times is and then what the delivery to the Government will be.-Ordering Information – How company wants to receive orders and who is the POC and contact information-Remittance Address – Indicate payment address-Scope of Contract – Company indicates where they will do business whether it is domestic or overseas or both-Delivery Prices – Indicate if delivery prices cover Alaska, Hawaii and Puerto RicoContact for Contract Administration – Indicate who is allowed to handle contract administrations (Modifications)
16 The Solicitation – SF 1449 Standard Form 1449 (Page 1) Block 12: Discount TermsBlock 17a: Company Name and AddressBlock 30a: Signature of Offeror/ContractorBlock 30b: Name and Title of SignerBlock 30c: Date SignedMost of our solicitations are standing solicitations with continuous open season, which means you can apply at any time.The first page of a solicitation is the cover page. Information, general notices, and notices of significant changes made to the solicitation since its last issuance will appear here. The Cover Page Notices are informational, yet OPTIONAL, and if you choose to include one, it should be removed prior to submission of the solicitation package.After the cover page notice, the next page is Standard Form 1449. This form requires your special attention. It conveys important information and is the first place you will have to fill-in certain information.The following Blocks please make sure to fill out on the SF 1449.-Block 12 The Discount Terms - is actually the prompt payment terms that you will be offering the Government. For example Net 30, or 1% 20 Days, Net 30.-Block 17a – Your Company’s Name, Address and Phone number.-Block 30a Signature of the Contractor. Please ensure that whoever signs this document and any other document that this person can contractually bind the contract.-Block 30b is the name and title of the signer-Block 30c is the Date the SF 1449 is signed.
17 The Solicitation – Identifying SINs Schedule of Items: (Pages 18-31)Locate the product(s) that your company providesFill in the applicable SIN(s)List of the SINs are found on pages which is what I had described previously. Under each SIN number there will be a description of which products would fall under this SIN number. Identify which SINs you will be offering your products under by indicating the brand name or product line along with the delivery time for the products being offered under that SIN.
18 The Solicitation Technical Requirements: (Pages 33-38) Offers will be evaluated based upon the quality of informationProducts must meet applicable industry standards and testingSome SINs require testing of the products such as flammability testing and ANSI BIFMA testing. Under each SIN after the description of the SIN is a paragraph stating the testing that is required for the items under that particular SIN. Also on pages there is detailed description of all the testing that may be required for certain items.
19 The Solicitation Place of Performance, Clause 52.215-6: (Pages 45-46) Check whether or not you intend to use one or more facilitiesIndicate where facilities are locatedThe offeror in the performance of any contract resulting from this solicitation must indicate whether or not he intends to use one or more facility located at a different address from the address of the offeror as indicated in the proposal or response to request for information.
20 The SolicitationMaximum Order Limitation, Clause : (Pages 47-49)Orders over Maximum Order Limitation the Government will request a deeper discountOn page listed is the Maximum Order Limitation Clause. Each SIN number is listed with the maximum order threshold. For example The MO for SIN is $500,000. This does not mean that the Government can not place orders over $500,000 or that the contractor can no accept orders over this dollar value but that when Order exceed this amount the Government will request a deeper discount. In addition the Contractor is not obligated to honor any order for a single item over the maximum order for each SIN.
21 The SolicitationCommercial Delivery Schedule, Clause : (page 60)Indicate the delivery timeIn this section the contractor needs to indicate the delivery time that will be offered to the Government. In addition if the contractor wants to offer expedited delivery to the Government this is where that is indicated and on what SINs the expedited delivery will be offered on.
22 The Solicitation Ordering Information, Clause 552.216-73: (Page 63) How would you like to receive your orders?FaxElectronicPOC for OrderingIn accordance with the Placement of Orders clause of this solicitation, the offeror elects to receive orders placed by GSA’s Federal Supply Service (FSS) by either fax or computer-to-computer, the Electronic Data Interchange (EDI) system.
23 The SolicitationContractor’s Remittance (Payment) Address, Clause : (Page 66)Payment Address to which Government Checks are MailedPayment by electronic funds is the preferred method of payment. However, under certain circumstances, the Government may elect to make payment by check. The offeror shall indicate the payment address to which Government checks should be mailed for payment of invoices submitted under a resultant contract.
24 The Solicitation Scope of Contract - 552.238-78: (Pages 71-72) Indicate delivery location-Domestic and/or overseasThis solicitation is issued to establish contracts, which may be used as sources of supplies or services described herein for domestic and/or overseas delivery.
25 The Solicitation Delivery Prices F-FSS-202G (Pages 78- 79) Alaska HawaiiPuerto RicoThe contractor will indicate here whether delivery prices cover Alaska, Hawaii and Puerto Rico.
26 The SolicitationContact for Contract Administration, Clause G-FSS-900-C: (Pages 79-80)Paragraph A: Domestic DeliveryParagraph B: Overseas DeliveryOfferors should complete paragraphs A and B if providing both domestic and overseas delivery. Complete paragraph A if providing domestic delivery only, or paragraph B if providing overseas delivery only.
27 Yes ____ No ____ (check one) The SolicitationSection 8(a) Representation for the Multiple Award Schedule Program, Clause K-FSS-9: (Page 90)Are you an 8(a) Business Development Program Participant?Yes ____ No ____ (check one)The offeror represents that it is or is not a current 8(a) Business Development Program participant, and that it wishes to be designated as such on the FSS Schedules e-Library and GSA Advantage! as well as the Federal Procurement Data System (FPDS).
28 The SolicitationOfferor Representations and Certifications – Commercial Items, Clause :(Pages )Service-Disabled Veteran-Owned Small Business ConcernsWomen Owned BusinessTaxpayer Identification Number (TIN)Emerging small business: A small business concern whose size is no greater than 50% of the numerical size standard for the NAICS code designatedService-Disabled Veteran-Owned Small Business Concern: A small business concern; a concern that is independently owned and operated and qualified as a small business under certain criteria and size standards as mentioned in that solicitationWomen Owned Business Concern: Offerer should indicate whether they are a small women owned business.Taxpayer Identification Number (TIN): All offerors must submit information to comply with debt collection requirements, reporting requirements and implementing regulations issued by the Internal Revenue Service (IRS).
29 The Solicitation Authorized Negotiators, Clause K-FSS-1: (Page 109) A list of all persons authorized to negotiate with the Government under this solicitationThe offeror shall fill in the names of all persons authorized to negotiate with the Government in connection with requests for proposals or quotations under this contract. List the names, titles, phone numbers and addresses of all authorized negotiators.
30 The SolicitationCommercial Sales Practices Format, Clause CSP-1: (Page 113)Name of Offeror______________SIN(s) ___________________FOB(s) Offered _______________Under SIN(s), include:Value of SalesTotal Projected Annual SalesBest Value PricesPlease provide the following information for each SIN (or group of SINs or SubSIN for which information is the same).
31 Remember to Include … Catalogs/Pricelists Submit copies of manufacturer’s COMMERCIAL price list(s)Write the appropriate SIN next to each offered item in price list.Products not offered should be crossed out and initialedIf you don’t have a standard commercial pricelist, or some kind of existing pricelist, you’ll need to provide pricing information and invoices to show prices charged, along with a letter stating you have no standard pricelist.
32 Remember to Include … Pricing Proposal Offer a discount from your pricelistOffer your BEST (Most Favored Customer) pricingFor non-manufacturers offering products of a manufacturer:Provide documentation of the value-added services you perform in order to earn the mark-up over the manufacturer’s price to you and your net costs from the manufacturerOffer us a discount from your pricelist, inclusive of the Industrial Funding Fee (currently 0.75%)If offering hourly rates for services, the pricing must be fully burdened (include all costs).Offer us your BEST (Most Favored Customer) pricing, or submit justification why we are not being offered your best pricing.If you are a non-manufacturer offering products of a manufacturer, provide documentation of the value-added services you’ll be performing in order to earn the mark-up over the manufacturer’s price to you.Offer a discount from your pricelistOffer your BEST (Most Favored Customer) pricing, or submit justification why we are not being offered your best pricing.
33 Remember to Include … Testing Some items under some Schedules require submission of testing reports or testing certifications – flammability, performance testing, etc.Testing requirements are detailed in the solicitation. Contact Engineering for questions.Don’t submit your offer until all testing is complete.
34 Remember to Include… Subcontracting Plan Business size for furniture: Large Business > 500 employeesLarge U.S. business -- need to submit a subcontracting plan to offer opportunities to small businesses.Ask the solicitation POC for a sample plan if you need one. Some solicitations include samples.If you are a large U.S. business*, you’ll need to submit a subcontracting plan to show how you’ll offer opportunities to small businesses.Ask the solicitation POC for a sample plan if you need one. Some solicitations include samples.*Business size depends on the product/service you are offering, and is outlined in the solicitation by the NAICS code. Business size differs for each NAICS code. For furniture, it is generally 500 employees. See and FAR Part 19 at
35 Remember to Include… Dun and Bradstreet – Open Ratings Report Centralized Contractor Registry (CCR)Online Representations and Certifications Application (ORCA)https://orca.bpn.gov/
36 Trade Agreements/Set-Asides All products must be from the U.S. or one of the countries participating in the Trade AgreementsTest to determine country of origin for an end product is "substantial transformation"Trade Agreements don’t apply to set-asides.If the item is set-aside for small business, both the contractor and manufacturer must be small U.S. businesses.All products/services offered must be from the U.S. or one of the countries participating in the Trade Agreements (see FAR Part 25). Under Trade Agreements, the test to determine country of origin for an end product is "substantial transformation" (i.e., transforming an article into a new and different article of commerce, with a name, character, or use distinct from the original article). Therefore, parts from another country are OK, as long as the end product is “substantially transformed” in a designated country.If the item is set-aside for small business, both the contractor and manufacturer must be small U.S. businesses. Trade Agreements don’t apply to set-asides.
37 MAS Express ProgramDesigned to simplify, streamline, and ultimately accelerate the process for vendors to obtain MAS contracts (30 Days)QualificationsBeen in business 2 yearsAt least $100,000 in commercial salesAcceptable current ratioPositive/neutral ratings on Open Ratings reportOffered approved SINsOffered 500 or fewer productsORCA/CCR
38 MAS Express Program SINS under Office Furniture Solicitation Blue Print Filing CabinetsCard FilesForm FilesStacking chairs, folding chairs, and dollies or trucks designed to support stacking and folding chairsDisplay and Communication Boards, Wall Stations, Lecterns and AccessoriesFor more information –
39 After Submitting an Offer Assigned a Contracting Specialist/Point of ContactAsked for missing information or clarifications.Provide information showing financial responsibilityInitiate negotiations
40 After Submitting an Offer Submit Final Proposal RevisionAfter all requirements, terms and conditions deemed acceptable, you’ll receive contract award package and further instructions.Award of Contract depends largely on the quality/completeness of your offer, testing, pricing, technical proposal, etc., as well as the swiftness of your responses.Submit a Final Proposal Revision outlining the final terms of your offer.If all terms and conditions you’ve offered are acceptable, and all other requirements are met, you’ll receive a contract award package and further instructions.How long does this process take? It depends on the quality/completeness of your offer, testing, pricing, technical proposal, etc., as well as the swiftness of your responses. We try to make awards within 90 days, but it may vary. Services offers typically take longer.
41 GSA Advantage!®You’ll be required to enter contract information/pricing, etc. onto GSA Advantage!Access:Online shopping site for customers to browse and/or place ordersYou’ll be required to enter contract information/pricing, etc. onto GSA Advantage!Access:Online shopping site for customers to browse and/or place ordersIt is very easy to access GSAAdvantage. Just type and you are in. You will need to have a password and know your activity address code, DoDaac, Suran, UIC.After input of your user name, password and AAC or credit card number, just click on “Fedstrip ordering” and your order form will be displayed. Enter pertinent data, hit “Add to/change cart”. Then input the next serial number, NSN, and quantity. After input of all orders, click on “Check Out” and a complete listing of your orders will be displayed. Print this screen and file for future reference.Once you’ve input your requisition, you may access GSA Advantage in a day or two and obtain current status on the orders you just entered.
42 Electronic Request for Quote (RFQ) System GSA e-BuyElectronic Request for Quote (RFQ) SystemCustomers post RFQ’s here and you can submit quotesYou must be on GSA Advantage! to participateGSA's latest e-Business innovation, e-Buy, has simplified the acquisition process! e-Buy, which is a component of GSA Advantage!, is an electronic Request for Quote (RFQ) system designed to allow Federal buyers to prepare RFQs, directly on-line, for a wide-range of services and products offered through GSA's Multiple Award Schedule (MAS) program. e-Buy allows RFQs and quotes to be exchanged electronically between Federal buyers and Schedule contractors. e-Buy delivers the power of the Internet by allowing Federal buyers to interact with the commercial marketplace to obtain best value solutions for their operations!
43 Marketing to the Government Print/Distribute FSS Schedule to Federal customersSubmit to GSA Advantage!Market to CustomersDistribution of PricelistReport Sales – Vendor Support Center online:After you receive a contract, you are ready to market to the government. These are some ways to advertise that you have been awarded a GSA contract and are open to Government business.NFC prints/distributes FSS Schedule to Federal customersContractor submits contract data electronically via GSA Advantage! within 6 months of awardMarket to CustomersContractor distributes Schedule Pricelist to Federal customersReport Sales: Vendor Support Center online
44 e-Commerce Info Schedules e-Library: http//www.gsaelibrary.gsa.gov GSA Advantage:FedBizOpps:e-Buy:Schedules e-Library: an online source for GSA Schedule contract award information. You can find out which suppliers have a contract, and what's available by using various search options; e.g., Schedule contractor's name, contract number, Special Item Number (SIN), Schedule Number, or keyword.GSA Advantage!: an electronic online shopping and ordering system that provides online access to several thousand contractors and millions of services and products.FedBizOpps: FedBizOpps is the single government point-of-entry for federal government procurement opportunities over $25,000. Government buyers are able to publicize their business opportunities by posting information directly to FedBizOpps. Commercial vendors seeking federal markets for their products and services can search, monitor, and retrieve opportunities solicited by the federal contracting community.e-Buy: a component of GSA Advantage!, is an online Request for Quote (RFQ) tool designed to facilitate the request for submission of quotes for a wide range of commercial services and products that are offered by GSA Federal Supply Schedule contractors who are on GSA Advantage!.
45 Additional Web Sites GSA Home Page www.gsa.gov GSA EXPO MAS Owner’s GuideGSA Marketing Partnership
46 Mailing Address: GSA National Furniture Center More InformationMailing Address: GSA National Furniture Center2200 Crystal Drive, Suite 400Arlington, VA 22202Glenda LambertPH:Diana LeonardoPH: