Attachment 2 - Air Force Seating II Ordering Guide (Feb 2020).pdf

AIR FORCE OFFICE SEATING II PROGRAM

BLANKET PURCHASE AGREEMENTS

(BPAs)

Updated February 2020

Air Force Office Seating II Program BPAs Mandatory Use Ordering Guide

Table of Contents

1.0 Program Information

1.1 Mandatory Use Program

1.2 Ordering Guide

1.3 Program Details

1.4 Program Scope

1.5 Authorized Users

1.6 Period of Performance

1.7 Seating Contractors and BPAs

1.8 Contact Information

2.0 Ordering Process

2.1 Terms and Conditions

2.2 Lowest Price Award

2.3 Shipping Information

2.4 Training Assistance

3.0 Administration and Closeout

3.1 Manufacturer Warranties

3.2 Waiver Process

3.3 Annual Reviews and Data Calls

3.4 Contractor Performance Assessment Report (CPAR)

3.5 Call/Order Level Administration and Closeout

3.6 AFICC Launch Pad – Office Seating Program Website

4.0 Regulations

4.1 Compliance with Regulations

4.2 Purchase Limitation

5.0 Decentralized Ordering and RFQ Process for Buyers

Attachment A - RFQ Pointers

1.0 Program Information

1.1 Mandatory Use Program

The Air Force Office Seating Program is a follow-on effort. It is a mandatory use program for purchasing office chairs at CONUS USAF installations, and is recommended for Air Force Reserve Command (AFRC), Air National Guard (ANG), and United States Army Corp of Engineers (USACE). Use is optional for Alaska and Hawaii locations based on cost. U.S.

Space Force is authorized to utilize the Seating II program. Mandatory use program is enforced per the mandatory use policy letter dated 6 February 2020.

1.2 Ordering Guide

This Seating ordering guide will provide end users with a brief description of the standardized requirements and options available in the program. It will also provide buyers with guidance on submitting a Request for Quote (RFQ) using the ordering form in AF Advantage!

1.3 Program Details

The Office Seating Program consists of 10 Blanket Purchase Agreements (BPAs) established under active GSA Schedule 71 – Furniture, specifically SIN 711 17 – Multiple Seating, SIN 711

– 18 Multipurpose Seating, and SIN 711 19 – Stacking Chairs and Dollies. The seating contractors are a mix of small business dealers and small business manufacturers selling various chair types to the Air Force at, or lower than, the Not-to-Exceed (NTE) prices in their BPA.

1.4 Program Scope

The scope of the Office Seating Program consists of non-wood chairs. There are four seating categories listed in the table below. Fabric selections for the Executive category for chair backs and seats include upholstery-upholstery and leather-leather. Fabric selections for chair backs and seats include mesh-upholstery and upholstery-upholstery for Task, Conference and Guest/Side seating categories.

Seating Category Description Executive Intended for executive office seating that offers a high level of comfort Task High-level of ergonomic options and comfort used to primary work spaces Conference Mid-level options and comfort used for secondary seating to furnish conference rooms and secondary work locations Guest/Side Low-level secondary seating used to furnish guest seats for the office

The North American Industry Classification Systems (NAICS) and Product Supply Code (PSC) / Federal Supply Code (FSC) codes are listed below.

337214 NAICS for Office Furniture (except wood) Manufacturing (Specifically: Non-wood chairs) 7110 PSC/FSC for Office Furniture / Seating

1.5 Authorized Users

The only individuals authorized to place calls/orders against these BPAs are warranted Contracting Officers (COs) and authorized Government Purchase Card (GPC) holders up to the purchase limitations. In addition, general contractors authorized by the local Contracting

1253230963A Highlight

Officer in accordance with FAR 52.251-1 entitled “Government Supply Sources” may use the BPAs on behalf of the USAF. Calls/orders may be placed by the following organizations:

a. Air Force Installations – CONUS; optional for Hawaii and Alaska

b. Air Force Reserve Command/Air National Guard – CONUS; optional for Hawaii and

Alaska

c. United States Army Corps of Engineers (USACE) – when supporting Air Force customers

d. U.S. Space Force Contracting/GPC holders

e. General contractors when authorized as part of their contract

f. Other DoD Offices, when supporting USAF Units

1.6 Period of Performance

The anticipated period of performance for the Office Seating BPAs is one base year with four consecutive option years. The option years will be exercised at the discretion of the CO administering this program.

Ordering Period Year 1 12 DEC 2019 – 11 DEC 2020 Ordering Period Year 2 12 DEC 2020 – 11 DEC 2021 Ordering Period Year 3 12 DEC 2021 – 11 DEC 2022 Ordering Period Year 4 12 DEC 2022 – 11 DEC 2023 Ordering Period Year 5 12 DEC 2023 – 11 DEC 2024

1.7 Seating Contractors and BPAs

A complete listing of the seating contractors and BPA numbers are given below.

BPA NUMBER CONTRACTOR NAME

FA800320A0001 NIGHTINGALE CORPORATION

FA800320A0002 GREAT JOURNEY WEST

FA800320A0003 SCS INTIGRATED SUPPORT SOLUTIONS

FA800320A0004 FEIGUS OFFICE FURNITURE

FA800320A0005 GOVSOLUTIONS INC.

FA800320A0006 SLM CONTRACT FURNITURE

FA800320A0007 WORKPLACE SOLUTIONS INC.

FA800320A0008 NXVET, LLC

FA800320A0009 SEATING INC.

FA800320A0010 TRADE PRODUCTS CORPORATION

1.8 Contact Information

The primary point of contact is always your decentralized GPC office or Contracting office issuing the BPA call/order. The warranted CO or authorized GPC holder can best address your concerns at the local level, once given the office seating requirements. The Seating team should only be contacted by the Contract Specialist/GPC holder for assistance with AF Advantage! or to

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1253230963A Highlight request a waiver (Refer to Section 3.2). The Office Seating Program team’s contact information is below:

771 Enterprise Sourcing Squadron ATTN: Office Seating Program – Contracting Officer Mark Voorhis 1940 Allbrook Drive, Building 1, Suite 300 Wright-Patterson AFB, OH 45433 Email: AFICA.Office.Seating@us.af.mil

2.0 Ordering Process

2.1 Terms and Conditions

All calls/orders are subject to the terms and conditions of the BPA and the underlying GSA Schedule. In the event of conflict between the BPA and a call/order, the BPA will take precedence.

2.2 Lowest Price Award

Since technical acceptance has already been established for all items on the BPA; a call/order will be made to the seating contractor whose quote is determined to be the lowest total price.

Buyers are encouraged to check the contractor’s BPA (posted in AF Advantage!) to ensure compliance with the agreed upon NTE prices. The contractor is forbidden from quoting chairs and/or options that are not in the Pricing Matrix attached to its BPA.

2.3 Shipping Information

Shipping/Delivery costs will be priced at the call/order level (FOB Destination). All manufacturers use over-the-road semi-trailers to ship the chairs. When issuing a RFQ be sure to request delivery and installation charges if needed. Include any special circumstances or requirements as applicable, such as no elevator, long carry, gate access, personnel ID requirements, equipment restrictions, delivery hours, dates loading dock not available, secure area access restrictions, etc. The expected delivery schedule at the Call/order level is 45 days after placement of order, unless otherwise stated. Contractor shall unload truck or delivery vehicles; remove office seating from packaging or boxes; perform all required assembly in accordance with the manufacturer’s instructions; place office seating in building(s); and remove and dispose of all refuse, waste, and debris.

2.4 Training Assistance

Go to https://www.gsa.gov/node/2039 to find your GSA Federal Acquisition Service (FAS) Representative for training and/or general assistance on AF Advantage! / GSA eBuy.

mailto:AFICA.Office.Seating@us.af.mil https://www.gsa.gov/node/2039

3.0 Administration and Closeout

3.1 Manufacturer Warranties

All manufacturer warranties should be fully exhausted on existing inventory prior to repairing/replacing. Refer to the original purchase for details, and contact the contractor to resolve issues. If issues are not resolved, please contact the Contracting Officer.

For new chairs under Seating II, Contractor shall provide all manufacturer warranties. Please note that the Contractor shall ultimately be responsible for ensuring that warranty work is successfully completed for any furniture items purchased under the BPA. If the contractor offers a manufacturer warranty that exceeds the 10 year minimum warranty required in the BPA, then the warranty offering the longest time of coverage will be honored and enforced by the contractor.

3.2 Waiver Process

The Office Seating Program is a mandatory use program. Every effort must be taken to purchase office chairs through this program (Refer to Section 1.4 Program Scope). Only under extraordinary circumstances will a waiver be granted. To request a waiver, complete the Waiver Request Form for the Office Seating Program on the AFICC Launch Pad – Office Seating website (Refer to Section 3.5 AFICC Launch Pad – Office Seating Program Website). A waiver request must be electronically signed by a warranted CO or GPC holder to be considered valid.

Complete and submit the waiver request for consideration via email to:

AFICA.Office.Seating@us.af.mil. If your waiver request is approved, please attach the properly approved request to your contract file with its supporting documentation. Further, be advised that waiver requests are closely scrutinized and therefore require clearly stated rationale, together with complete and thorough supporting documentation. Generally, waiver requests solely based upon individual “spot-buy” price comparisons or products of non-comparable quality are unlikely to be approved.

3.3 Annual Reviews and Data Calls

In accordance with FAR 8.405-3(e) Blanket Purchase Agreements (BPAs) – Review of BPAs, the Contracting Officer will review the Office Seating BPAs and determine that (i) the GSA schedule contract, upon which the BPAs were established, is still in effect; (ii) the BPAs still represent the best value; and (iii) estimated quantities/amounts have been exceeded and additional price reductions can be obtained. Contracting officers and GPC holders are expected to maintain their files, as there will be data calls providing end users and buyers with the opportunity to provide feedback on the program.

3.4 Contractor Performance Assessment Report (CPAR)

The 771 ESS is the AF’s assessing official for the USAF Seating II program and will prepare input for an annual CPAR. The decentralized AF ordering offices shall monitor vendor performance of all orders awarded under the program IAW FAR and local policy. Any performance feedback (positive or negative) should be timely communicated to the 771 ESS via email, AFICA.Office.Seating@us.af.mil. Should any office issue a call for over $5M, they will input a separate CPARS report for that calls performance. USAF Seating II program team will work with local users and the AF Category Manager (CM) to document past performance on the associated USAF Seating II BPA vendors used in the USAF Seating II program. The 771 ESS USAF Seating II program team will coordinate and support the ongoing administration of the USAF Seating II BPAs for the AF and must be kept well advised by AF customer and COs of vendor performance.

3.5 Call/Order Level Administration and Closeout

The administration and closeout of calls/orders shall remain the responsibility of the decentralized ordering office.

3.6 AFICC Launch Pad – Office Seating Program Website

Visit the AFICC Launch Pad – Office Seating website for more information:

https://cs2.eis.af.mil/sites/10074/afcc/AFICC/AFFCC/SiteCollectionDocuments/Seating%20 II/Seating%20II.aspx

The contractor catalogs are available to browse at the above website.

4.0 Regulations

4.1 Compliance with Regulations

Contracting Officers and GPC holders must adhere to all applicable regulations (i.e. FAR, DFARS, AFFARS, etc.) in regards to competition and synopsis requirements. To promote fair opportunity, a Request for Quote (RFQ) must be posted electronically in AF Advantage! to provide fair notice to all seating contractors.

4.2 Purchase Limitation

Purchases made with an estimated value greater than the simplified acquisition threshold shall be made pursuant to FAR 8. Local rules and processes shall be utilized (i.e. Clearance).

https://cs2.eis.af.mil/sites/10074/afcc/AFICC/AFFCC/SiteCollectionDocuments/Seating%20II/Seating%20II.aspx https://cs2.eis.af.mil/sites/10074/afcc/AFICC/AFFCC/SiteCollectionDocuments/Seating%20II/Seating%20II.aspx

5.0 Decentralized Ordering and RFQ Process for Buyers

5.1 Steps

Office Seating Program

Decentralized Ordering and RFQ Process for Buyers

1. Go to the AF Advantage! website at: www.afadvantage.gov

2a. If you DO NOT HAVE an AFAdvantage! Account yet: Click on “Register Here” below the User ID and Password fields. Fill out the membership registration webpage by entering your information. Once completed, click the “Register” button at the bottom of the screen.

Important Registration Instructions for new accounts: In AF Advantage! you must register as a Department of the Air Force user with an @us.af.mil email address, otherwise you will not be able to view the strategic sourcing programs (i.e. Office Seating). Enter the Agency as Department of the Air Force, followed by your Bureau Code (if it is not listed, select Department of the Air Force), then your Organization, and your Base. These fields are used for data collection purposes.

2b. If you DO have an AF Advantage! Account:

Log in with your User ID and Password, then go to My Account at the top of the home page, and click the down arrow for a drop down menu and select “My Account” to view your account settings. You will need to click “Update” to save any changes. Sometimes you may also have to refresh (by clicking on the Air Force icon and returning to the home page) or by logging out and logging back in for the system to completely update.

Important Account Settings for existing accounts: In AF Advantage! you must be registered as a Department of the Air Force user with an @us.af.mil email address, otherwise you will not be able to view the strategic sourcing programs (i.e. Office Seating). Enter the Agency as Department of the Air Force, followed by your Bureau Code (if it is not listed, select Department of the Air Force), then your Organization, and your Base. These fields are used for data collection purposes.

3. On the AF Advantage! home page scroll down to the Strategic Sourcing box (lower Right) and click on "View All Strategic Sourcing Offerings" located in red font at the bottom right corner of the webpage.

4. On the AF Advantage! – Federal Strategic Sourcing Initiative (FSSI) webpage, scroll down to AF Seating II and click on the plus "+" sign for a drop down listing of the Office Seating Contractors and relevant documents.

• Under Agreement Information, click “Information” to see the Catalog for each contractor, along with the Not-To-Exceed (NTE) price list for the various chair types.

5. Once in GSA eBuy, find “AF Office Seating II” (in red font) then click the “select” button.

6. On the next webpage, check the ”Continue” button

7. Fill in all the required RFQ info (ie. Description, Close Date, Delivery, Attachments, Line items and quantity). Please refer to attachment A for RFQ items to include then when ready click on “Submit”.

In accordance with the terms and conditions, each quote received should include the quoted price of the chair(s) being offered.

8. After RFQ closes, review quotes thoroughly, review catalog to select your fabrics desired and notify the seating contractor with the Lowest Price of your fabric selection and award in the system. The authorized GPC holder or warranted CO will finalize the GPC purchase or BPA Call/order as usual for such acquisitions.

http://www.afadvantage.gov/

Attachment A - RFQ Pointers

RFQ should specify quantity desired by style (i.e. EX.UU, EX.LL, T.MU, T.UU, CR.UU, CR.MU, GS.MU, or GS.UU)

The codes above are:

EX = Executive UU = Upholstered Back/Upholstered Seat T = Task LL = Leather Back/Leather Seat CR = Conference Room MU = Mesh Back/ Upholstered Seat GS = Guest/Side

The following are generic chair descriptions. The highlights below are options within each chair description. Please specifically state the option of choice in RFQ. Remember not all vendors offer all options.

EX.UU Upholstered Executive Chair: Metal or glass reinforced nylon 5-star 360 swivel base with dual-wheel carpet casters, black finish on base and structural components or brushed or polished aluminum finish, pneumatic height adjustment, high-back height of at least 23", lumbar support, waterfall seat edge, seat width minimum of 18 inches, weight capacity 300 lbs., Synchronized tilt mechanism or multi-tilt mechanism, Fixed, full panel or padded upholstered cap arms, approved fabric to be selected from catalog at time of ordering.

EX.LL Leather Executive Chair: Metal or glass reinforced nylon 5-star 360 swivel base with dual-wheel carpet casters, black finish on base and structural components or brushed or polished aluminum finish, pneumatic height adjustment, high-back height of at least 23", lumbar support, waterfall seat edge, seat width minimum of 18 inches, weight capacity 300 lbs., Synchronized tilt mechanism or multi-tilt mechanism, Fixed, full panel or padded upholstered cap arms, approved leather fabric to be selected from catalog at time of ordering.

T.MU Mesh Back Task Chair: Metal or glass reinforced nylon 5-star 360 swivel base with dual-wheel carpet casters, black finish on base and structural components, pneumatic height adjustment, synchronized tilt mechanism or multi-tilt mechanism, height-adjustable lumbar support, adjustable tension control, adjustable forward tilt and back lock, adjustable seat pan with “waterfall” seat edge, separate seat and back, seat width minimum of 18 inches, fully adjustable armrests (up/down, in/out, front/back, pivot left/right), weight capacity of 300 lbs., approved mesh and fabric to be selected from catalog at time of ordering

T.UU Upholstered Task Chair: Metal or glass reinforced nylon 5-star 360 swivel base with dual-wheel carpet casters, black finish on base and structural components, pneumatic height adjustment, synchronized tilt mechanism or multi-tilt mechanism, height-adjustable lumbar support, adjustable tension control, adjustable forward tilt and back lock, adjustable seat pan with “waterfall” seat edge, separate seat and back, seat width minimum of 18 inches, fully adjustable armrests (up/down, in/out, front/back, pivot left/right), weight capacity of 300 lbs., approved fabric to be selected from catalog at time of ordering.

CR.MU Mesh Back Conference Chair: Metal or glass reinforced nylon 5-star 360 swivel base with dual-wheel carpet casters, black finish on base and structural components or brushed or polished aluminum finish , pneumatic height adjustment, synchronized tilt mechanism or multi-tilt mechanism, waterfall seat edge, separate seat and back, seat width minimum of 18 inches, fixed or height-adjustable armrests, weight capacity of 300 lbs., approved mesh and fabric to be selected from catalog at time of ordering.

CR.UU Upholstered Conference Chair: Metal or glass reinforced nylon 5-star 360 swivel base with dual-wheel carpet casters, black finish on base and structural components or brushed or polished aluminum finish, pneumatic height adjustment, synchronized tilt mechanism or multi-tilt mechanism, waterfall seat edge, seat width minimum of 18 inches, fixed or height-adjustable armrests, weight capacity of 300 lbs., approved fabric to be selected from catalog at time of ordering.

GS.MU Guest/Side Mesh Back Chair: Metal frame construction, frame and arms available in black or graphite finish, open arms, sled base or four legs, glides or casters, stackable or nesting, minimum weight capacity of 250 lbs., approved mesh and fabric to be selected from catalog at time of ordering.

GS.UU Guest/Side Upholstered Chair: Metal frame construction, frame and arms available in black or graphite finish, open arms, sled base or four legs, glides or casters, stackable or nesting, minimum weight capacity of 250 lbs., approved fabric to be selected from catalog at time of ordering.

Delivery Charge: This charge shall be based upon the referenced GSA award and shall allow for freight charges only if GSA award allowed FOB Origin for the shipment destination. May include extra delivery services charges such as no dock, no elevator, or delivery after traditional work hours but not procedures included in section H of BPA terms and conditions. While delivery charges may apply, liability for the product remains with seller until delivery and acceptance at destination.