Tips for Ordering Furniture 12.7.20.pptx

Tips for Ordering Furniture Information covering contracts:

505ENT-M15-BSIOFFURN-01 Office Furniture (BCE) 505ENT-M20-OFFURNITUR-00 Office Furniture Revised: December 7, 2021

Introduction The procurement of furniture can be a confusing and complex process.

There are two mandatory contracts:

The following slides will provide you with a systematic approach to follow to ensure that you are compliant with State procurement polices and that you obtain the best value for the State.

Definition of Office Furniture What do the contracts cover?

CATEGORY B: Private Office Furniture and Accessories: Private office furniture category includes furniture which can be laminate and thermofoil, metal or wooden. Task lighting and other accessories are included in this category. May include some ergonomic options that compliment the private office furniture product lines.

CATEGORY C: Seating: The seating category includes both ergonomic and non-ergonomic chairs, executive, task, guest/side, reception/lounge, conference room, stackable/foldable, stools and dollies.

CATEGORY D: Desks and Tables: A desk/table is a freestanding unit having a work surface that is supported by legs or pedestals. In some instances, the unit will have drawers, doors or other storage elements. Free standing desks, adjustable tables, conference room tables, collaborative tables, flip-top tables, small office tables, side tables and dining tables are included in this category. This category also includes table dollies. May include some ergonomic options that compliment the desk and table product lines. CATEGORY E: Filing, Metal Storage, and Wood Case Goods: The filing, metal storage and wood case goods category includes but is not limited to bookcases, wardrobes, cabinets, free standing and mobile pedestals and wall mounted shelving. This category does not include shelving units that are attached to system furniture cubicle walls. This category also includes fireproof files, blueprint storage, lockers and storage cubbies.

CATEGORY F: Special Ergonomic Products: This category includes furniture which is designed to provide efficiency, adjustability and proper body alignment. For example, sit to stand furniture, electronic and pneumatic legs/bases and other adaptive products which may or may not be part of the product offerings in the other categories outlined in the RFB. Additional ergonomic workstation accessories, such as anti-fatigue mats, keyboard trays, monitor arms, etc. are included.

CATEGORY G: Cafeteria Tables, Seating and Accessories: Cafeteria tables and seating which are durable and stain resistant. Seating may be attached, wall mounted, freestanding, barstool, booths and fixed seating.

Design Services: Design Services include but are not limited to; space planning, installation drawings , furniture migration strategies, reconfiguration of existing systems, assistance with furniture selection, and interior office design.

Installation Services: Installation Services include all labor required to disassemble, deliver, install, and otherwise finish an office installation or remodel project.

Definition of Office Furniture What do the contracts cover?

Computer Furniture and Accessories: Specialty computer workstations. Interface Study Carrel (IFSC), Mobile Study Workstation (MWS), Mobile Computer Stand (MCW), workstation storage units, box/file drawer, hang-on pedestal file, pencil drawer. Computer accessories, such as, articulating keyboard holders, Swing-Arm Monitor Lifts for CRT and flat screens, portable laptop station, document holders, turntable, wrist wrests, mouse pads, pop-up electrical outlets, lights for hutches, grommets for wire management, paper management features and accessories and casters.

Custom Made Desks, Credenzas, and Matching Bookshelves (Metal and Wood): Custom made office suite furniture, including executive desks, secretarial desks, credenzas and bookshelves

Contracts DO NOT include:

Educational Furniture other than cafeteria tables and accessories.

Used or refurbished furniture of any kind.

Laboratory furniture

What the contracts DO NOT cover

Furniture Purchasing Process These steps are further defined in the following slides.

Use Mandatory Contract #505ENT-M15-BSIOFFURN-01

If BCE can not provide the products needed, you Must obtain a waiver from them. Use DOC-2719 Waiver request form.

Proceed to Step 2

WI State statute mandates that agencies and UW campuses buy from BCE

Step 2

Review the RFB Terms and Conditions

Use the Vendor List to find awarded vendors, manufactures websites and dealer contact lists.

If none of the awarded manufacturers can provide what is needed, a Business Case Exception Must be requested

Step 1

See VendorNet to:

Use Mandatory Contract #505ENT-M20-OFFURN-0

Proceed to Step 3.

Step 3

Use Other Method

Steps 1 and 2 Must be completed and Business Case Exceptions granted before procuring from non-contracted vendors.

Procurement policy and procedures must always be followed.

Wisconsin Statute 16.75(3t)(c) defines state agency/campus requirements to purchase materials, supplies, equipment, or contractual services from prison industries when the Bureau of Correctional Enterprises (BCE) is able to provide comparable products at comparable prices. When using mandatory contract 505ENT-M15-BSIOFFURN-01 for the purchase of office furniture, each agency/campus must first offer BCE the opportunity to meet their needs by requesting a standard quote, or formal project bid. If BCE determines it cannot meet the agency/campus furniture specifications at comparable prices, then BCE will issue the requesting agency/campus a waiver to purchase some or all of the project from another vendor.

BCE Mandatory Furniture Contract Contract 505ENT-M15-BSIOFFURN-01

If it is determined that BCE cannot meet contract defined specifications, provide comparable price, or for any other reason as accepted by BCE, the Agency/Campus must complete DOC-2719 MANDATORY WAIVER REQUEST FOR OFFICE FURNITURE and e-mail it to BCEFurnitureWaiver@wisconsin.gov.

BCE will send the updated request form back to the Agency/Campus within 5 business days from the time of receipt.

After waiver is received Agency/Campus must utilize the Mandatory Statewide furniture contract.

All Agencies and Campus’s must involve BCE up front in their planning process.

STAR information – Use 0000018858 (Supplier Name Corrections, Dept of aka Short Name CORRECTION-004) and the Supplier Location SUFFIX-AZ when placing orders.

NOTE: Failure to provide adequate lead-time to BCE does NOT justify a waiver request.

BCE Mandatory Furniture Contract Waiver Process

Mandatory State Contract Contract Number: 505ENT-M20-OFFURNITUR-00 General Information The contract is awarded to multiple manufacturers and each manufacture has their own contract number. The last two digits of the contract designates the vendor.

The award was made by categories and manufacturers can only sell products in the categories which were awarded to them.

Each manufacturer has been allowed to assign up to 10 dealers.

A waiver is required when an Agency/Campus is unable to obtain furniture from BCE and any of the awarded vendors on Contract 505ENT-M20-OFFURNITUR-00. The agency shall not purchase the product until a waiver release number is given by the DOA Contract Manager.

Expect a 3 business day turnaround for waiver requests unless notified otherwise.

Agency/Campus must keep documentation on file that justifies all waivers.

Agency/Campus must request a waiver from DOA before purchasing furniture from a non-contracted vendor.

Mandatory State Contract Contract 505ENT-M20-OFFURNITUR-00 Waiver Process

Find a Manufacturer and Dealer From the Contract screen on VendorNet scroll down to the Attachments section and open the 02 Vendor List document.

The Manufacturers tab lists the awarded vendors and their awarded categories.

Use the filter buttons to show only the vendors awarded your category of interest.

Find a Manufacturer and Dealer Use the Website links to research the manufacturers products

Use the dealers link to go to the tab containing the dealers specific to that manufacturer.

Find a Manufacturer and Discount Use the discount link to access discount information specific to that manufacturer.

Tab includes the product lines and associated discounts

In all instances, contact BCE first.

Choose the contract with the products that best meet your needs.

Since some products are similar between contracts, compare products and discounts being offered and utilize the contract which offers the best value to the State.

Follow the waiver process if products are not offered on any of the contracts.

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