Presentation is loading. Please wait.

Presentation is loading. Please wait.

How to Prepare a Quality Office Furniture Offer

Similar presentations


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 2006 Maintains over 2,300 contracts All types of furniture, furnishings, office equipment, and related services Federal customers can receive discounts up to 75% off commercial retail pricing The 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 Furniture 71-II-H Packaged Furniture 71-II-K Comprehensive Furniture Mgmt Services 71-III Specialty Furniture 71-III-E Security Furniture 72-I-A Floor Coverings 72-II Furnishings 58-I Professional Communications and Security Solutions Sports, 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 Accessories Filing and Storage Cabinets, Shelves, Mobile Carts, Dollies, Racks & Accessories 711-4* Blue Print Filing Cabinets 711-5* Card Files 711-6* Form Files Each 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 Clusters 711-2 is Worksurfaces, workstations, Computer Furniture and accessories 711-3 Filing and Storage Cabinets, Shelves, Mobile Carts, Dollies, Racks & Accessories 711-4* - 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 SINs SIN High Density, Movable Filing Systems and Accessories SIN Executive Office Furniture SIN Executive Conference Room Furniture, Coordinated Tables, Case pieces and Accessories SIN Executive Furniture Single Item Accent and Specialty Pieces SIN Tables and Accessories SIN * System Type Tables and Accessories SIN * Partitions, Demountable Walls, and Accessories SIN * Vertical Surface Attachment Panels and Accessories SIN High Density, Movable Filing Systems and Accessories SIN Executive Office Furniture SIN Executive Conference Room Furniture, Coordinated Tables, Case pieces and Accessories SIN Executive Furniture Single Item Accent and Specialty Pieces SIN Tables and Accessories SIN * System Type Tables and Accessories SIN * Partitions, Demountable Walls, and Accessories SIN * Vertical Surface Attachment Panels and Accessories

6 Office Furniture SINs SIN 711-15 Acoustical Wall Treatments
SIN Upholstered Seating SIN Multiple Seating SIN Multipurpose Seating SIN Stacking Chairs, Folding Chairs, and Dollies or Trucks Designed to Support Stacking and Folding Chairs SIN * Display and Communication Boards, Wall Stations Lecterns and Accessories SIN Acoustical Wall Treatments SIN Upholstered Seating SIN Multiple Seating SIN Multipurpose Seating SIN Stacking Chairs, Folding Chairs, and Dollies or Trucks Designed to Support Stacking and Folding Chairs SIN * 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 Furniture SIN Design/Layout Services SIN Installation Services SIN Leased Furniture SIN Rental Furniture SIN International Furniture

8 Benefits of a GSA Contract
Widely recognized and used throughout the federal government as a great source of supply Easy for agencies to use All Terms and Conditions are negotiated up to the Point of Maximum Order Access to Web sites designed to facilitate business between GSA contractors and government employees Further business opportunities for doing business with the Government Also 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?

10 Locating the Solicitation

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 typing If 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 After 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 SIN To 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 typing If 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 After 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 typing If 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 Solicitation EPA – (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 requirements Complete and submit all required performance testing documentations Submit original and requested number of copies CSP-1 Commercial Sales Practices – Tell us about your best customers and the pricing/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 Rico Contact 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 Terms Block 17a: Company Name and Address Block 30a: Signature of Offeror/Contractor Block 30b: Name and Title of Signer Block 30c: Date Signed Most 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 provides Fill 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 information Products must meet applicable industry standards and testing Some 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 facilities Indicate where facilities are located The 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 Solicitation Maximum Order Limitation, Clause : (Pages 47-49) Orders over Maximum Order Limitation the Government will request a deeper discount On 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 Solicitation Commercial Delivery Schedule, Clause : (page 60) Indicate the delivery time In 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? Fax Electronic POC for Ordering In 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 Solicitation Contractor’s Remittance (Payment) Address, Clause : (Page 66) Payment Address to which Government Checks are Mailed Payment 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 overseas This 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
Hawaii Puerto Rico The contractor will indicate here whether delivery prices cover Alaska, Hawaii and Puerto Rico.

26 The Solicitation Contact for Contract Administration, Clause G-FSS-900-C: (Pages 79-80) Paragraph A: Domestic Delivery Paragraph B: Overseas Delivery Offerors 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 Solicitation Section 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 Solicitation Offeror Representations and Certifications – Commercial Items, Clause :(Pages ) Service-Disabled Veteran-Owned Small Business Concerns Women Owned Business Taxpayer 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 designated Service-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 solicitation Women 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 solicitation The 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 Solicitation Commercial Sales Practices Format, Clause CSP-1: (Page 113) Name of Offeror______________ SIN(s) ___________________ FOB(s) Offered _______________ Under SIN(s), include: Value of Sales Total Projected Annual Sales Best Value Prices Please 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 initialed If 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 pricelist Offer your BEST (Most Favored Customer) pricing For 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 manufacturer Offer 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 pricelist Offer 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 employees Large 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 Agreements Test 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 Program Designed to simplify, streamline, and ultimately accelerate the process for vendors to obtain MAS contracts (30 Days) Qualifications Been in business 2 years At least $100,000 in commercial sales Acceptable current ratio Positive/neutral ratings on Open Ratings report Offered approved SINs Offered 500 or fewer products ORCA/CCR

38 MAS Express Program SINS under Office Furniture Solicitation
Blue Print Filing Cabinets Card Files Form Files Stacking chairs, folding chairs, and dollies or trucks designed to support stacking and folding chairs Display and Communication Boards, Wall Stations, Lecterns and Accessories For more information –

39 After Submitting an Offer
Assigned a Contracting Specialist/Point of Contact Asked for missing information or clarifications. Provide information showing financial responsibility Initiate negotiations

40 After Submitting an Offer
Submit Final Proposal Revision After 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 orders You’ll be required to enter contract information/pricing, etc. onto GSA Advantage! Access: Online shopping site for customers to browse and/or place orders It 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-Buy Electronic Request for Quote (RFQ) System Customers post RFQ’s here and you can submit quotes You must be on GSA Advantage! to participate GSA'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 customers Submit to GSA Advantage! Market to Customers Distribution of Pricelist Report 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 customers Contractor submits contract data electronically via GSA Advantage! within 6 months of award Market to Customers Contractor distributes Schedule Pricelist to Federal customers Report 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 Guide GSA Marketing Partnership

46 Mailing Address: GSA National Furniture Center
More Information Mailing Address: GSA National Furniture Center 2200 Crystal Drive, Suite 400 Arlington, VA 22202 Glenda Lambert PH: Diana Leonardo PH:

47 Thank You

48 Questions?


Download ppt "How to Prepare a Quality Office Furniture Offer"

Similar presentations


Ads by Google