Presentation on theme: "U.S. General Services Administration Air Force Office Seating and Dorm Furnishings Katie Buehne Customer Service Director, Great Lakes Region GSA Federal."— Presentation transcript:
U.S. General Services Administration Air Force Office Seating and Dorm Furnishings Katie Buehne Customer Service Director, Great Lakes Region GSA Federal Acquisition Service May 17, 2012 Air Force Office Seating & Dorm Furnishings BPAs -- Ordering through AFAdvantage!/eBuy Air Force Office Seating & Dorm Furnishings BPAs -- Ordering through AFAdvantage!/eBuy
What is a Blanket Purchase Agreement (BPA) An agency contracting office evaluates different contractors on GSA Schedule for a particular category of supply or service, then establishes an ongoing agreement for repetitive orders from the selected contractors. BPAs eliminate contracting and open market costs such as the search for sources, the need to prepare solicitations, and the requirement to synopsize the acquisition. BPAs simplify the filling of recurring needs for supplies and services, while leveraging ordering activities buying power by taking advantage of quantity discounts, saving administrative time, and reducing paperwork. 3 sets mandated by Air Force Office Supplies [established by GSA, with an AF mandatory-use policy] Office Seating [established by the AF] Dorm Furniture [established by the AF] 2 Our primary focus today
AF Furnishings BPAs Established by the Air Force… for the Air Force Managed by the AF Furnishings Commodity Council (FCC) AF Furnishings BPAs Established by the Air Force… for the Air Force Managed by the AF Furnishings Commodity Council (FCC) Enterprise Sourcing Group (HQ AFMC) Wright-Patterson AFB OH 3 Furnishings.firstname.lastname@example.org
Electronic Document Access (EDA) system BPAs are available on AFs Electronic Document Access (EDA) system by clicking View (1) under the paperclip 4
Overview of Dorm Furnishings BPAs AF Furnishings Commodity Council awarded BPAs to 7 contractors Ordering Guide & Mandatory Policy Use Letter signed by Gen Masiello 22 Aug 2011 Categories (as coordinated with various dorm mgmt personnel) Bedroom (47 standard items) Dayroom (37 standard items) Ancillary (68 items -- specify when ordering) AF FCC adding items as deemed appropriate (pillows, etc.) 5
Overview of Office Seating BPAs AF Furnishings Commodity Council awarded BPAs to 8 contractors Ordering Guide & Mandatory Policy Use Letter signed by Gen Masiello 29 Sep 2011 17 Non-Wood + 14 Wood items Executive Level Seating Task Seating Conference Room Seating Guest/Side Seating 6
Overview of both sets of Furnishings BPAs Mandatory-use for all CONUS regions including Hawaii & Alaska Managed by Enterprise Sourcing Group (HQ AFMC) @ Wright-Patt AFB OH Customized ordering procedures thru www.AFAdvantage.gov Ordering Guide linked, plus attachments –Waiver Template –Independent Govt Cost Estimate (IGCE) Worksheet –Request for Quote Worksheet – to view specific line items –Inspection Acceptance Checklist –PD2 Instructions (for BPA Call entry) –Mandatory Use Policy Letter 7
Linked in AFAdvantage.gov Mandatory–Use Policy Letter
9 Ordering Guides Ordering Guides Linked in AFAdvantage.gov
Use this form, in conjunction with vendor catalogs, to develop your cost estimate. Internal/Government Use ONLY! Bedroom Dayroom Ancillary IGCE Summary Linked in AFAdvantage.gov Ordering Guide – Attachment 2 Independent Government Cost Estimate
Enter Quantity column ONLY, then submit to the 7/8 BPA vendors for their * pricing/etc. entries Line Item Numbers Linked in AFAdvantage.gov Ordering Guide – Attachment 3 Request for Quote (RFQ) Worksheet
Ordering Guide – Attachment 5 PD2 Instructions for BPA Calls Linked in AFAdvantage.gov
Ordering Process Overview Office Seating & Dorm Furnishings requirements must be posted to all 7/8 BPA holders Available contracts, product descriptions, and forms can be found on the Air Force Advantage website at www.AFAdvantage.gov -- under Air Force BPA Services Utilize Independent Government Cost Estimate (IGCE) form linked at AFAdvantage! to estimate cost 15
Ordering Process Overview If IGCE is within your GPC threshold: Post RFQ, receive/ evaluate quotes, and make an award using GSA eBuy (a component of AFAdvantage!) – GPC purchase to Lowest Price / Technically Acceptable 16
Ordering Process Overview If IGCE exceeds your GPC limit: Submit Acquisition Package (i.e., RFQ Worksheet, IGCE, SOW, & PR), through Resource Advisor, to Base Contracting Office (Form 9 process) -- plus… – Consider utilizing GSA eBuys RFQ Forward feature – Base Contracting Office posts RFQ, receives/evaluates quotes, and awards to Lowest Price / Technically Acceptable BCO should include Furnishings Commodity Council (Furnishings.CC@wpafb.af.mil) as an Additional Notification in Wide Area Work Flow (WAWF) system 17
AFAdvantage!/GSAeBuy … A userid/password is required to access AFAdvantage!/GSAeBuy … 18
AF Advantage! Member Registration Simply enter your name/phone Select organization info from the dropdown boxes An.af.mil email address is required Enter your User ID & Password info Simply enter your name/phone Select organization info from the dropdown boxes An.af.mil email address is required Enter your User ID & Password info
22 My Account – Member Information (update at any time)
My Account – Address Book (Load as many shipping addresses as you like)
My Account – Payment Methods (Required in order to place an order; Not required if simply browsing) To go back Home 24
Air Force BPAs Attention!! Do not search up here!!
Office Seating Takes you to the individual BPA vendors product descriptions/websites …use for reference in developing your IGCE (Atch 2) When youre ready to go out for quotes, Click any of the 8 get quotes links 26
Enter RFQ Information Check if only seeking sources/info Enter RFQ title Enter delivery timeframe Enter line items if appropriate Enter requirement description. Perhaps… See attached RFQ worksheet Identify size, drawings, color, install instructions, and any other pertinent info Attach RFQ Worksheet and/or as many other documents as you like (up to 5mg each) Verify/edit shipping address as appropriate Click Continue Enter RFQ Information (2)Dorm Bldg #1 Mr. Dorm ManagerIndividual Receiving Shipment Dormitory #1, Bldg 9999 GERI ADVANTAGE Room 1888-555-555 Best AFB, IL 99999GERI.ADVANTAGE@US.AF.MILGERI.ADVANTAGE@US.AF.MIL 29
GSA eBuy - Prepare RFQ - Review Submit RFQ Enter your RFQ Close Date/Time Save to Draft to perhaps later Forward to your Base Contracting Office representative …OR… 30
eBuy RFQ Summary 31 10/27/2011 06:00:00 PM CST See attached RFQ Worksheet. This RFQ will be awarded based on Lowest Price/Technically Acceptable. RFQ Worksheet for Bldg 1 Conference Room Seating (2)Dorm Bldg #1 Mr. Dorm ManagerIndividual Receiving Shipment Dormitory #1, Bldg 9999 GERI ADVANTAGE Room 1888-555-555 Best AFB, IL 99999GERI.ADVANTAGE@US.AF.MIL 10/17/2011 08:32:11 AM CST Conference Room Seating Vendors are automatically notified!
GSA eBuy – My Active RFQs 32 To view/Cancel/Modify/Forward/Send Q&As Simply go to My RFQs Click on the particular RFQ ID My RFQs 32
GSA eBuy – RFQ Detail 33 At any time, while the RFQ is Open, you may MODIFY the contents of the RFQ. At any time, while the RFQ is Open, if you need to answer questions that should be shared with all vendors, you can SEND Q&As (by attaching files). RFQ76253 You can conveniently FORWARD the RFQ to other.mils or.govs (such as your Base Contracting Office representative)
GSA eBuy – Prepare RFQ – Review Save to Draft to perhaps later Forward to your Base Contracting Office representative If you… 34
GSA eBuy – Forward RFQ Assign a password and designate the email address(es)… i.e., your Base Contracting Office rep Can forward to any.gov or.mil email An email will be sent to their inbox notifying them of the RFQ They can edit and Submit RFQ Forward RFQ 36
GSA eBuy – My Active Quotes 43 If a buyer posts any Q&As, the vendor can see it here. After the RFQ has closed and an award has been made via eBuy by the buyer, an Award Info link will appear. It will only display the name of the seller who received the award and the award amount.
GSA eBuy 44 Back to the buyers perspective… Quotes should start rolling in soon after you Submit RFQ After your specified RFQ Close Date, a friendly message will be sent to your email inbox reminding you that your RFQ has closed and to review the vendors quotes Simply log into eBuy and go to My RFQs
GSA eBuy – RFQ Detail 45 You can view quotes at any time. However, you cant choose Award until after your established RFQ Close Date, and after each quote has been opened/reviewed.
GSA eBuy – Vendor Quote 47 To award a vendor, click on the Award-Notify Vendor button, which generates an email message to the seller, alerting them of the award decision. NOTE: Selecting this button does not obligate funds. You may generate a purchase order using eBuy or use your agencys order and payment system, such as SPS. If you choose not to award this vendor, click the Do Not Award-Notify Vendor button.
GSA eBuy – RFQ Detail 50 Create PO eBuy will electronically store all info for 7 years! More detailed training @ www.youtube.com – search by eBuy Reviewing Quoteswww.youtube.com http://www.youtube.com/watch?v=cX_WYTS3sb4&feature=plcp&context=C3eda43eUDOEgsToPDskJvrv_NoBabJcsuE76yW1Qp
Inspection/Acceptance The vendor receiving the BPA Call is to perform in accordance with terms and conditions of the BPA & BPA Call For orders within GPC limit: After delivery/acceptance of item(s), the customer/ordering office sends the completed & signed Inspection/Acceptance Checklist (Ordering Guide, Atch 4 – linked at www.AFadvantage.gov) to the vendor - Vendor is to submit all Inspection/Acceptance Checklists to the AF FCC along with their Quarterly Spend Report 51
Inspection/Acceptance The vendor receiving the BPA Call is to perform in accordance with terms and conditions of the BPA & BPA Call For orders exceeding GPC limit (processed by Base CONS): After delivery/acceptance of item(s), the customer/ordering office sends the completed & signed Inspection/Acceptance Checklist (Ordering Guide, Atch 4 – linked at www.AFadvantage.gov) to the vendor – Vendor then attaches the signed Inspection/Acceptance Checklist to the invoice and submits both in AFs Wide Area Work Flow (WAWF) system Customer/ordering office then goes into WAWF and… (1) confirms that the signed Inspection/Acceptance Checklist is attached to the invoice (2) verifies the invoice is correct (3) accepts the invoice 52
AF Furnishings Commodity Council Furnishings.email@example.com 53 BPA-related questions Vendor performance feedback Notification of order closeout Etc.
Reference 4 Mar 2011 SAF/AQC Memo Per AFAdvantage homepage announcement… Effective 1 Oct 2011: all Air Force GPC cardholders must purchase office supplies only from FSSI Office Supply BPAs or AbilityOne stores Toner cartridges are exempted from this mandate; however, cardholders should check competitive prices on FSSI and AF BPAs on AFWay before making any purchases 15 BPAs awarded by GSA (13 are Small Business entities) Many have participating dealer agreements with over 120 small businesses. 54 FSSI Office Supply BPAs
FSSI Office Supply BPAs Continued Divided into 3 pools: Pool 1 - 9 companies that provide full office supply catalogs (all SB) Pool 2 - 3 companies that provide full office supply catalogs, next day delivery, secure desktop delivery, fill/kill, and international shipping (1 SB, 2 Large) Pool 3 - 3 companies that provide toner catalogs (all SB) Copies of the Memos and links to AFI 64-117 may be found on the eGPC Initiative Community of Practice website BPA items accessible through www.GSAadvantage.gov & www.AFadvantage.gov 55
AFAdvantage! / eBuy Contacts Hotline: 877.472.3777 Option 2 e-mail: firstname.lastname@example.org eTools website: www.gsa.gov/ebuy Contact your local GSA Customer Service Director www.gsa.gov/csds Regional Directors 58 Any questions?
Regional Directors Regional Directors are the primary points of entry for all GSA Federal Acquisition Service program channels. They can provide the name of a local Customer Service Director who can provide prompt, direct, personalized access to GSA for meeting agency requirements. Region 1 – Boston MA Paul Bowen : (617) 565-6507 Email: email@example.com@gsa.gov Region 2 – New York NY Frank Mayer (212) 264-1179 Email: firstname.lastname@example.org@gsa.gov Region 3 – Philadelphia PA Stacy Buechele (215) 446-5002 Email: email@example.com@gsa.gov Region 4 – Atlanta GA Kitty Tucker (404) 331-1777 Email: firstname.lastname@example.org@gsa.gov Region 5 – Chicago IL Kurt Regep (312) 886-8870 Email: email@example.com@gsa.gov Region 6 – Kansas City MO Tom Brown (816) 823-2009 Email: firstname.lastname@example.org@gsa.gov Region 7 – Fort Worth TX Cindy Yandell (817) 850-8480 Email: email@example.com@gsa.gov Region 8 – Lakewood CO John A. Grant (303) 236-7546 Email: firstname.lastname@example.org@gsa.gov Region 9 – San Francisco CA Bill Villarroel (415) 522-2803 Email: email@example.com@gsa.gov Region 10 – Auburn WA James Hamilton (253) 931-7496 Email: firstname.lastname@example.org@gsa.gov Region 11 – Washington DC Vivieca Lee (202) 260-6379 Email: email@example.com@gsa.gov 59
Katie Buehne GSA Federal Acquisition Service Customer Service Director, Southern IL/IN 618.526.0074 Katie.Buehne@gsa.gov Thank you for your attention! 60
Sample Sources Sought 61 Sample Sources Sought Description: "This is a Sources Sought announcement for market research purposes only. The information gained will be used for preliminary planning. The information received will be used within the agency to facilitate the decision making process and will not be disclosed outside the agency. [Agency] is comprised of over [#] buildings on [#]-acre main campus, near to [location]. [Agency] is seeking capability statements from all interested parties, including Small, Small Disadvantaged (SDB), 8(a), Woman-owned (WOSB), Economically Disadvantaged Woman Owned Small Business (ED-WOSB), Veteran Owned (VOSB), Service Disabled Veteran Owned (SD-VOSB), Historically Underutilized Business Zone (HUBZone) businesses for the purposes of determining the appropriate level of competition or small business subcontracting goals for Recycling and Solid Waste Removal at GRC. The Government reserves the right to consider a Small, 8(a), Woman-owned (WOSB), or Economically Disadvantaged Woman Owned Small Business (ED-WOSB), Service Disabled Veteran (SD-VOSB), or HUBZone business set- aside based on responses hereto." The [Agency] requirements are as follows: "The Contractor shall accomplish [describe task]. The Contractor shall furnish all necessary labor, materials, supplies, equipment, and transportation for [Requirement] The Contractor shall ensure that all work performed shall be in accordance with all Federal, State, City, and local regulations, [Agency] policy, and [cite any other Agency rules that apply]. The North American Industry Classification System (NAICS) code for this procurement is [NAICS code], [Description], with a size standard of [$]. The Government plans to use a firm fixed price contract, with a base period of one year with four one year options. This will be a follow on [or not] to an existing contract.