U.S. General Services Administration

Air Force Office Seating and Dorm Furnishings

Katie BuehneCustomer Service Director, Great Lakes RegionGSA Federal Acquisition Service

Katie BuehneCustomer Service Director, Great Lakes RegionGSA Federal Acquisition Service

May 17, 2012May 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]

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Our primary focus today

AF Furnishings BPAsEstablished 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

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Furnishings.cc@wpafb.af.mil

BPAs are available on AF’s Electronic Document Access (EDA) systemby clicking “View (1)” under the paperclip

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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.)

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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

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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

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Ordering Guides

Linked in

AFAdvantage.gov

Linked in

AFAdvantage.gov

Ordering Guide – Attachment 1Waiver 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 2Independent 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 3Request for Quote (RFQ) Worksheet

Linked in

AFAdvantage.gov

Ordering Guide – Attachment 4Inspection/Acceptance Checklist

Ordering Guide – Attachment 5PD2 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

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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

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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 eBuy‘s 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

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A userid/password is required to access

AFAdvantage!/GSAeBuy …

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www.AFAdvantage.gov

Registration is easy!

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

We're in!!

We’re in!!

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My Account – Member Information(update at any time)

My Account – Address Book

(Load as many

shipping

addresses as

you like)

My Account – Payment Methods

My Account – Payment Methods(Required in order to place an order;

Not required if simply browsing)

To go back “Home”

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Air Force BPAs

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 you’re ready to go out for quotes,Click any of the 8 “get quotes” links

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GSA eBuy Search Criteria: Seating

Click BPA > SEATING link 27

GSA eBuy: Click “Submit”

Click “Submit” 28

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 #1Mr. Dorm Manager Individual Receiving ShipmentDormitory #1, Bldg 9999 GERI ADVANTAGERoom 1 888-555-555Best AFB, IL 99999 GERI.ADVANTAGE@US.AF.MIL

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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

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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 #1Mr. Dorm Manager Individual Receiving ShipmentDormitory #1, Bldg 9999 GERI ADVANTAGERoom 1 888-555-555Best AFB, IL 99999 GERI.ADVANTAGE@US.AF.MIL

10/17/2011 08:32:11 AM CST

Conference Room Seating

Vendors are automatically notified!

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GSA eBuy – My Active RFQs

To view/Cancel/Modify/Forward/Send Q&As

• Simply go to “My RFQs” • Click on the particular RFQ ID

“My RFQs”

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GSA eBuy – RFQ Detail

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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 .mil’s or .gov’s (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…

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Forwarding an RFQ… go to “My RFQs”

Forwarding an RFQ… go to “My RFQs”

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”

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GSA eBuyThe seller’s perspective…

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GSA eBuy – Welcome

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GSA eBuy – View Active RFQs in Your SINs

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The contractor can view your RFQ.

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GSA eBuy – Prepare Quote ResponseThe vendor can choose not to quote

(with the opportunity to provide his reasoning for that decision)

When they do choose to quote…

Quote ID

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GSA eBuy – Prepare Quote – Review

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GSA eBuy – My Active Quotes

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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

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Back to the buyer’s 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

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• You can view quotes at any time.• However, you can’t choose “Award” until after your established RFQ Close Date, and after each quote has been opened/reviewed.

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GSA eBuy – Vendor Quote

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GSA eBuy – Vendor Quote 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 agency’s 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

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GSA eBuy – Additional Notifications

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GSA eBuy – RFQ Detail

Create PO

eBuy will electronically store all info for 7 years!

More detailed training @ www.youtube.com – search by “eBuy Reviewing Quotes”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

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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 AF’s 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

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AF Furnishings Commodity Council

Furnishings.cc@wpafb.af.mil

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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.

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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 Memo’s 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

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AF Advantage!

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FSSI – Office Supply

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AFAdvantage! / eBuy Contacts Hotline: 877.472.3777 Option 2 e-mail: gsa.advantage@gsa.gov eTools website: www.gsa.gov/ebuy

Contact your local GSA Customer Service Director

www.gsa.gov/csds Regional Directors

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 MAPaul Bowen : (617) 565-6507Email: paul.bowen@gsa.gov

Region 2 – New York NYFrank Mayer (212) 264-1179Email: frank.mayer@gsa.gov

Region 3 – Philadelphia PAStacy Buechele (215) 446-5002Email: stacy.buechele@gsa.gov

Region 4 – Atlanta GAKitty Tucker (404) 331-1777Email: kitty.tucker@gsa.gov

Region 5 – Chicago ILKurt Regep (312) 886-8870Email: kurt.regep@gsa.gov Region 6 – Kansas City MOTom Brown (816) 823-2009Email: thomasf.brown@gsa.govRegion 7 – Fort Worth TX

Cindy Yandell (817) 850-8480Email: cindy.yandell@gsa.gov

Region 8 – Lakewood COJohn A. Grant (303) 236-7546Email: johna.grant@gsa.gov

Region 9 – San Francisco CABill Villarroel (415) 522-2803Email: william.villarroel@gsa.gov

Region 10 – Auburn WAJames Hamilton (253) 931-7496Email: james.hamilton@gsa.gov

Region 11 – Washington DCVivieca Lee (202) 260-6379Email: vivieca.lee@gsa.gov

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Katie BuehneGSA Federal Acquisition Service

Customer Service Director, Southern IL/IN618.526.0074

Katie.Buehne@gsa.gov

Thank you for your attention!

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Sample “Sources Sought”

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.”