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
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 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 Wright-Patt AFB OH Customized ordering procedures thru 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
Ordering Guide – Attachment 1 Waiver Template
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 -- 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 as an Additional Notification in Wide Area Work Flow (WAWF) system 17
AFAdvantage!/GSAeBuy … A userid/password is required to access AFAdvantage!/GSAeBuy … 18
19 Registration is easy!
AF Advantage! Member Registration Simply enter your name/phone Select organization info from the dropdown boxes An.af.mil address is required Enter your User ID & Password info Simply enter your name/phone Select organization info from the dropdown boxes An.af.mil address is required Enter your User ID & Password info
We're in!! Were in!!
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 Best AFB, IL 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/ :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 Best AFB, IL 10/17/ :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
Forwarding an RFQ… go to My RFQs
GSA eBuy – Forward RFQ Assign a password and designate the address(es)… i.e., your Base Contracting Office rep Can forward to any.gov or.mil An will be sent to their inbox notifying them of the RFQ They can edit and Submit RFQ Forward RFQ 36
GSA eBuy The sellers perspective… 37
GSA eBuy – Welcome 38
GSA eBuy – View Active RFQs in Your SINs 39 The contractor can view your RFQ.
GSA eBuy – Prepare Quote Response 40 The vendor can choose not to quote (with the opportunity to provide his reasoning for that decision) When they do choose to quote…
Quote ID 41
GSA eBuy – Prepare Quote – Review 42
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 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 46
GSA eBuy – Vendor Quote 47 To award a vendor, click on the Award-Notify Vendor button, which generates an 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 – Quote Award Confirmation 48
GSA eBuy – Additional Notifications 49
GSA eBuy – RFQ Detail 50 Create PO eBuy will electronically store all info for 7 years! More detailed – search by eBuy Reviewing Quoteswww.youtube.com
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 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 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 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 companies that provide full office supply catalogs (all SB) Pool companies that provide full office supply catalogs, next day delivery, secure desktop delivery, fill/kill, and international shipping (1 SB, 2 Large) Pool companies that provide toner catalogs (all SB) Copies of the Memos and links to AFI may be found on the eGPC Initiative Community of Practice website BPA items accessible through & 55
AF Advantage! 56
FSSI – Office Supply 57
AFAdvantage! / eBuy Contacts Hotline: Option 2 eTools website: Contact your local GSA Customer Service Director 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) Region 2 – New York NY Frank Mayer (212) Region 3 – Philadelphia PA Stacy Buechele (215) Region 4 – Atlanta GA Kitty Tucker (404) Region 5 – Chicago IL Kurt Regep (312) Region 6 – Kansas City MO Tom Brown (816) Region 7 – Fort Worth TX Cindy Yandell (817) Region 8 – Lakewood CO John A. Grant (303) Region 9 – San Francisco CA Bill Villarroel (415) Region 10 – Auburn WA James Hamilton (253) Region 11 – Washington DC Vivieca Lee (202)
Katie Buehne GSA Federal Acquisition Service Customer Service Director, Southern IL/IN 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.