Government Office Furniture Advisory Committee (GOFAC)

Meeting

Tuesday April 29, 200810:00 – 2:00

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GOFAC Agenda April 29, 2008Welcome and IntroductionsReview the Terms of Reference for GOFACAcceptance of the minutes of the last meetingKey findings of the filing cabinet procurementFreestanding furniture− Purchase Description − Revised Basket of Goods− Environmental Attributes− Procurement Strategy

Cabinet NMSO Lessons LearnedFuture Meeting Schedules

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Review of GOFACGOFAC (Government Office Furniture Advisory Committee)The Conference Board of Canada was engaged by PWGSC to host and facilitate four consultation sessions with the supplier community in the fall of 2006. As a result of a commitment made at those consultations, PWGSC established GOFAC First meeting was held February 2007GOFAC terms of reference were defined as: To assist PWGSC in developing a procurement strategy for office furniture by providing advice and or recommendations relating to the strategy.

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Review of GOFAC (Continued)List of Government members:

Mr. P. Tremblay (CCPD),Mr. R. Paquette (CCPD) , Ms. R. Ridler (Procurement Renewal Office), Ms. R. Rivard (OSME), Ms. C. Blotniuk(RPS),Ms. J. Despres(CCPD),Ms. J. Sellers (CCPD)Mr. H. Dudley (Industry Canada), Mr. C. Pilon (Canadian Heritage)Technical advisor: Ms. J. Biesenthal (Consultant),

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Review of GOFAC (Continued)List of Industry members:

Mr. B. Parratt (The Global Group), Mr. J. Barbeau (Artopex Inc.),Mr. G. Rapier (Knoll Inc.),Mr. G. Fawcett (Fawcett Files & Storage Systems),Mr. D. Swire (Teknion Furniture Systems),Mr. A. Clement (Asokan), Mr. S. Macey (Basic Office Supplies),Mr. E. Gilbert (Canadian Atlas Furniture)

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Key Findings of Filing Cabinet Procurement

GOFAC’s review of purchase descriptions did not eliminate specification issues

The median is adversely affected when numerous series are offered

The basket of goods must represent items commonly used by the Government

It would be prudent not to release detailed information in advance of the release of the RFSO

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Technical Issues - Freestanding furniture

Purchase Description

Basket of Goods

Environmental Attributes

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Purchase Description Revisions

Compliance Issues

CAN-CGSB.44-227

Basket of Goods

Omissions

Unclear Wording

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Purchase Description Revisions –Compliance Issues

MODESTY PANELS (current)− Work surfaces shall be equipped with a modesty panel. Modesty

panel shall be flush with the edge of the work surface and available in full, and partial with the exception of height adjustable components. Partial modesty panels must have a minimum height allowance of 406mm (16 in.) to allow for electrical outlets to be accessed.

– Modesty Panels - all fixed height horizontal surfaces shall be equipped with a modesty panel, when specified.

MODESTY PANELS (proposed)– Work surfaces shall be equipped with a modesty panel, when

specified. The modesty panel shall be “nominally” flush with the edge of the work surface and available in full and partial . Partial modesty panels must have a minimum height allowance of 406mm (16 in.) to allow for electrical outlets to be accessed

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Purchase Description Revisions – CGSB StandardPD-1 Current

Incremental work surfaces shall be adjustable in increments of no more than 25 mm . . . .when measured from the floor

PD-1 RevisedClause deleted as it forms part of the CGSB Standard

PD-1 CurrentArticulating Keyboard Support Surface – A vertically and horizontally continuously user adjustable . . . To which it is attached

PD-1 RevisedClause deleted as it forms part of the CGSB Standard

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Purchase Description Revisions –Basket of Goods

HUTCHES (current)− Hutches shall be available with doors.

HUTCHES (proposed)− Hutches shall be available with and without doors, as

specified.

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Purchase Description Revisions –Omissions

Finish of Horizontal Work Surfaces (current)− horizontal work surfaces shall be laminated.

Finish of Horizontal Work Surfaces (proposed) − horizontal work surfaces shall meet the performance

requirements for high pressure laminate. Tolerances (proposed) − Unless otherwise specified, the tolerance for all

dimensions shall be –12.7mm/+25.4mm (-1/2”/+1.0”)

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INTERCHANGEABILITY (current)− all fixed height horizontal work surfaces shall be

interchangeable, right-to-left and left-to-right with the exception of rectangular and corner surfaces and personal storage towers and combination pedestals.

INTERCHANGEABILITY (proposed)– all fixed height horizontal work surfaces shall be

interchangeable, right-to-left and left-to-right with the exception of rectangular surfaces with one recessed panel and work surfaces with different depths (24” and 30”)

Purchase Description Revisions –Unclear Wording

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Sit-Only Working Postures (current)− The installed input-device support surface designed for sitting

working postures only shall comply with the clearance requirements of a surface height adjustment that includes at least the range of 56 cm to 72 cm (22 to 28.3 in.) as measured from the floor to the top of the surface.

Sit-Only Working Postures (proposed)

Purchase Description Revisions –Unclear Wording

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Freestanding Furniture - Basket of Goods

GOFAC Recommendations

Potential for a negative impact on Small and Medium enterprises (SME’s)Not fully representative of government user requirements

PWGSC Actions

Reviewed technical requirements and basket of goods to ensure SME’s have opportunity to bidReviewed client purchases to ensure the basket of goods represents 80% of user requirements

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GOFAC recommended tables with a diameter of 36” and 42”

32% of the tables called-up were 48”dia.

Recommendation: Add 48” dia. table to the basket of goods

Executive Basket of GoodsMeeting Table

Example of Revision to the basket of goods

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GOFAC recommended D-top tables with a depth of 36” in widths of 60”, 66” and 72”

Less than 4% of the D-top work surfaces called-up were 36” deep

Recommendation: Delete 36” depth D-tops from the basket of goods

General Office Basket of GoodsD-top work surface with no modesty panel

Example of Revision to the basket of goods

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Environmental Requirements

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NMSOs for Freestanding FurnitureBusiness Volumes 2006/07

2,307$14.2mTotal2$ 0.3mCall ups (RVDs) above $150,000

55$ 3.5mCall ups $25,000 to $150,0002,250$10.4m Call ups under $25,000

NumberValue

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Freestanding Furniture StrategyOverview

2 years + 1 option yearFirm prices with one price increase, represented by a decrease in discounts from list price, allowed for option year. Change in discounts will be based on the industrial price index maintained by Statistics CanadaLimit the number of series to a maximum of 2 commercially available series per category There will be 4 categories (executive, full panel, metal leg fixed height, height adjustable)Aboriginal RMSOs/NMSOs items must match the non-Aboriginal

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Strategy for requirements less than $25K

Evaluation will be based on median +10% including hardware, installation Evaluated median price will be based on the basket of goods per category Additional items from the same series meeting the technical requirements will be considered but not included in the median calculation

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Strategy for requirements from $25K -$150K

Volume discounts will be utilized with e-purchasing and can be increased only on a monthly basis. Discounts offered will never be less than the original quote.

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Strategy for requirements above $150KAbove$150k RVD’s will be utilized

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Filing Cabinets- lessons learnedAbsence of tolerances caused products to be non compliantNo questions were asked by bidders as to the absence of tolerancesNot limiting the number of series has affected the median price calculation as some firms submitted multiple seriesNot all items in the basket of goods are commonly used by the Government, yet they played a role in the outcome in that they were part of the assessmentReleasing detailed information may be a perceived by some to have provided GOFAC members an advantage

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Proposed Future Meeting SchedulesMay 13

Freestanding Furniture : Discuss and finalize any outstanding issuesDesking: Discuss and finalize (basket of goods, purchase description, environmental attributes and procurement strategy)

June 3 or 17Panel Systems : Discuss procurement strategy, purchase description and environmental attributes

July 8Panel Systems : Discuss and finalize any outstanding issuesOffice seating to commence –fall 2008