USAF Carpet Program Ordering Guide FEB 21.pdf

CARPET ORDERING GUIDE

Table of Contents

1.0 Introduction

1.1 Background

1.2 Purpose ........................................................................................................................................... 2-3

2.0 Scope

2.1 Mandatory Use............................................................................................................................... 3-4

2.2 Authorized Customers

2.3 Ordering Periods

2.4 Contracting Officer (CO) and Program Manager (PM) ............................................................ 4-5

2.5 Existing Manufacturers’ Warranties

2.6 Existing BPAs or IDIQs

2.7 Waiver Process

2.8 Shipping Information

3.0 AF Carpet Ordering Process Steps ............................................................................................ 6-7

4.0 Ordering Process (Guidance for Local Contracting Office)

4.1 Procurement Desktop (PD2) Instructions

4.2 Fair Opportunity

4.3 Match Existing Carpet

4.4 Contract Performance Assessment Report (CPAR)

4.5 Administration of Orders (Order Closeout)

4.6 AF FCC Carpet Sharepoint

5.0 Warranty Procedures

Version

FEBRUARY 2021

1.0 Introduction

1.1 Background

Historically, the Air Force (AF) used a variety of methods to tactically purchase carpet. This approach resulted in multiple decentralized processes and sourcing strategies that increased the overall cost of carpet acquisition and did not leverage the agency’s buying power.

On 22 March 2009, the Deputy Assistant Secretary for Contracting established the Air Force Furnishings Commodity Council (AF FCC) to help improve cost efficiencies and ultimately reduce the total cost of ownership of furnishing procurements. Market analysis reflected that carpet was purchased using various contract vehicles and agencies. These included GSA schedules, one-time purchase orders, IDIQ contracts, and firm-fixed price contracts. The AF FCC partnered with AF Interior Design Personnel, Strategic Sourcing Personnel, and Contracting Specialists to standardize carpet requirements and to award competitively four C-Type contracts with one small business (SB) reserved for the contiguous United States (CONUS). Mandatory use of these contracts will minimize duplication of effort, standardize procurement policy, and leverage purchasing power, resulting in a cost-effective procurement strategy that focuses on total life-cycle costs.

1.2 Purpose

The purpose of this ordering guide is to provide customers with guidance on ordering carpet using the following four C-Type (Tier I) Contracts. *Note: Only use Air Force Catalog for quotes/orders.

Shaw Industries, Inc.

Contract #: FA8057-17-C-0002

Website: www.shawfloors.com (Only use AF Catalog below.)

POC: Eric Taylor; and Farah Finley

Phone: (706) 532-7567; and (770) 276-7505 Email: airforce.customer@shawinc.com

Online Contact Form: https://airforce.shawinc.com/contact *Air Force

Catalog:

https://airforce.shawinc.com/ Password: Airforce1

Engineered Floors, LLC Contract #: FA8057-17-C-0003

Website: www.jjflooringgroup.com (Only use AF Catalog below.)

POC: Kay Henderson

Phone: (800) 241-4586 x8389 Email: usaf@jjflooringgroup.com

*Air Force Catalog:

https://www.jjflooringgroup.com/usaf/ http://www.shawfloors.com/ mailto:airforce.customer@shawinc.com https://airforce.shawinc.com/contact https://airforce.shawinc.com/ http://www.jjflooringgroup.com/ mailto:usaf@jjflooringgroup.com https://www.jjflooringgroup.com/usaf/

Commercial Marketing Associates, Inc. (CMA)

Contract #: FA8057-17-C-0005 Website: www.cma-purchasing.com (Only use AF Catalog below).

POC: Paul Snyder; Betty King Phone: (888) 669-9772 Email: AirForceCarpetBPA@cma-purchasing.com https://www.cma-purchasing.com/wp-content/uploads/pdf/AFProductPortfolio.pdf

2.0 Scope

The AF FCC was chartered with strategically sourcing office furnishings across seventy-one AF CONUS installations. The Air Force Civil Engineering Center (AFCEC) has an approved set of carpet requirements that positions the AF to strategically source carpet. The AF FCC determined there is an opportunity to reduce cost, standardize requirements, and reduce acquisition lead time, ultimately delivering products at a lower cost through negotiated discounts. Four Tier I Contracts were awarded with one contract reserved for a SB. The selected vendors offer a variety of carpet tiles, roll goods, and walk off carpet in Organic, Geometric, Solid, and Heathered patterns.

The Carpet Program is covered under North American Industry Classification System (NAICS) code 314110 - Carpet and Rug Mills. The business size standard is 1,500 employees. The Product Service Code (PSC) for the Carpet Program is 7220 – Floor Coverings.

2.1 Mandatory Use

The AF FCC awarded Tier I Contracts are estimated to deliver 10 percent savings. These contracts leverage $35M spend and will provide a flexible solution for carpet acquisition across the Air Force.

The two-tier acquisition strategy utilized for carpet will deliver cost savings and take full advantage of

Mohawk Carpet Distribution, Inc.

Contract #: FA8057-17-C-0004

Website: www.mohawkgroup.com (Only use AF Catalog below).

POC: AnnaLeigh Warmack Koné; and Scott Lang

Phone: (706) 879-6554; and (617) 992-8164 Email: Contract_compliance@mohawkind.com

Alternate Email:

Scott_d_lang@mohawkind.com https://airforce.mohawkgroup.com/ http://www.cma-purchasing.com/ mailto:AirForceCarpetBPA@cma-purchasing.com https://www.cma-purchasing.com/wp-content/uploads/pdf/AFProductPortfolio.pdf https://www.cma-purchasing.com/wp-content/uploads/pdf/AFProductPortfolio.pdf http://www.mohawkgroup.com/ mailto:Contract_compliance@mohawkind.com mailto:Scott_d_lang@mohawkind.com https://airforce.mohawkgroup.com/ small business participation at the local dealer level. Furthermore, this unique acquisition strategy reduces the total cost of ownership, limits the number of suppliers, and improves process efficiencies Air Force-wide.

Tier I Contracts

At the first tier, AF FCC issued the Tier I Contracts through full and open competition with one SB reserve to four (4) vendors that meet the established technical requirements and evaluation criteria.

These contracts lock in not-to-exceed (NTE) pricing for carpet, terms and conditions, and reporting requirements.

Tier II Contracts

The second tier requires local base contracting offices to compete the requirement among small business installers, dealers, and contractors who shall purchase and install carpet from one of the awarded Tier I vendors. All terms and conditions, including the NTE pricing established in the Tier I Contracts, shall be incorporated into all subsequent Tier II contracts.

Based upon the recommendation of the AF FCC and the Furnishing co-Commodity Sourcing Officials, it has been determined a mandatory-use policy is warranted for the procurement of carpet for AF installations located within CONUS. Deviation from this policy is only authorized by receiving an approved waiver from the AF FCC.

2.2 Authorized Customers

Contracting Officers (CO) or Government Purchase Card (GPC) holders buying AF carpet are authorized to use the Tier I Contracts. In addition, general contractors fulfilling USAF flooring requirements are authorized to use the Tier I Contracts in accordance with FAR 52.251-1 entitled “Government Supply Sources.” Tier I Contracts are Mandatory Use for all AF CONUS installations effective 1 Oct 2017.

Although it is not mandatory for MILCON, OCONUS, AF Reserves, and Air National Guard to use these contracts, it is highly encouraged.

2.3 Ordering Periods

Tier I Contracts will expire at the end of the Period of Performance, as follows:

Base Year 19 JUL 2017 – 18 JUL 2018 Option Year 1 19 JUL 2018 – 18 JUL 2019 Option Year 2 19 JUL 2019 – 18 JUL 2020 Option Year 3 19 JUL 2020 – 18 JUL 2021 Option Year 4 19 JUL 2021 – 18 JUL 2022

2.4 Contracting Officer (CO) and Program Manager (PM)

All program correspondence and deliverables should be sent to the following AF FCC E-Mail address:

fcc.flooring@us.af.mil mailto:fcc.flooring@us.af.mil

The CO is the only person authorized to make or approve changes to these contracts. This authority remains solely with the following AF FCC CO:

Ms. Angela M. Hampton Contracting Officer

771 ESS/EGC

(937) 257-3868

DSN 787-3868

While Ms. Hampton is the Primary CO, please utilize the following team for questions:

Carpet Team

771 ESS/EGC

The AF FCC Program Manager (PM) is responsible for inspection and acceptance of the AF Carpet Spend Reporting Requirement as specified in the contracts. However, all program correspondence and deliverables should be sent to the general AF FCC E-Mail address:

fcc.flooring@us.af.mil.

The AF FCC PM assigned to the Tier I Contracts is:

Mr. Daniel Mahrer

771 ESS/EGC

1940 Allbrook Drive

WPAFB, OH 45433

(937) 257-6541

DSN 787-6541

2.5 Existing Manufacturers’ Warranties

Prior to replacing existing carpet, the customer is required to review all existing warranties associated with the proposed requirement to verify whether those warranties will fund/partially fund any existing needs or repairs prior to the commitment of funds. If there are warranties for the existing carpet, the customer is required to contact the existing carpet provider for repair/replacement of the materials covered by the existing warranties in accordance with (IAW) established protocols. If the existing carpet is not under any warranty, continue with the next step in the ordering process.

2.6 Existing BPAs or IDIQs

If there is a prior contract vehicle, such as a BPA or IDIQ, in effect at the local contracting office, those offices will be permitted to use those vehicles until the current Period of Performance ends. At the end of the Period of Performance, contracting offices must use the Tier I contracts or modify the existing contract vehicle to be in compliance with the Tier I contracts. For example, if a local office has an IDIQ mailto:fcc.flooring@us.af.mil mailto:fcc.flooring@us.af.mil established with local carpet installers, at the end of the ordering period, the option may be renewed to continue the IDIQ. However, the IDIQ must be modified to use only vendors and materials from the Tier I contracts.

2.7 Waiver Process

If there is a required item that is not part of the pre-priced list a waiver shall be submitted. For example, if there is a need to match a tile or two to existing carpet and none of the vendors on the program are the manufacturer, a waiver would most likely be approved.

In addition, do not list carpet selections from our four manufacturers, or others, in your flooring installation services vehicles (i.e. BPA, IDIQ, etc.) that are not listed in the AF Carpet catalogs. These base specific items will require an approved waiver before you insert them, and they may also require separate waiver requests and approvals at the order level, or you will need to remove them altogether.

The buyer will have to re-submit and modify if there are any manufacturer product changes in the future.

All waivers should be sent to: fcc.flooring@us.af.mil

When submitting a waiver, provide a detailed explanation that includes any supporting documentation (such as room scenes, existing carpet type/manufacturer, specific needs (water resistant or some other requirement, etc). Waivers will be scrutinized to determine why existing, pre-priced items do not fulfill the need. Waiver data is critical to the success of follow-on programs, and will determine what items should be included or excluded in the next iteration of the carpet project. “Match existing” waiver requests will be reviewed on a case-by-case basis.

If a waiver is approved, it shall be included with the documentation for that contract action.

2.8 Shipping Information

Shipping does not apply at the Tier I level for this contract. The carpet shall be purchased by the local installers and shall be included in the overall pricing at the Tier II level.

3.0 AF Carpet Ordering Process Steps

Table 1 provides an overview of the ordering process and identifies responsibilities.

Table 1: AF Carpet Ordering Process Steps

AF Carpet Ordering Process Step Completed

By Description

1 Customer/CE

Shall go through local Civil Engineering (CE) to get permission and approval. If approved*, CE will work with the customer to choose one acceptable carpet selection from each Tier I vendor, for a total of four selections. CE will then provide a signed memorandum to the customer to submit to the local Contracting Office (CONS).

2 Customer Submit all applicable documents in the acquisition package (i.e. PWS, J&A, IGCE, and PR) to the local CONS.

3 CONS

Use waivers for SB credit.

IAW FAR 19.502-2 all acquisitions between $3.5K and $150K shall be set aside for SB. SB installers will have access to this program, and the NMR waivers for Roll Goods and Tile will allow SB credit.

See program webpage (see 4.6 below for link) for these documents.

4 CONS

Required to have a signed memo from CE to proceed.

Post the solicitation on Betasam.gov or other public sites but do not attach the NTE Price Lists in your RFP/RFQ.

Important! Local CONS and GPC offices should require the Tier II Contractors (Carpet Installers or Local Dealers w/ Installers) to contact the Tier I Contractors (Shaw, Engineered Floors, Mohawk, and CMA) for material quotes and orders.

Recommend adding language in your RFP/RFQ. This is necessary for USAF Carpet Program reporting purposes. Also include Tier I points of contact information (Pgs. 2-3) in the

RFP/RFQ.

The RFP/RFQ shall list the customer’s carpet selection from each manufacturer and required installation services. Include a section where the Tier II installer can input the price for the carpet and adhesives being utilized from the Tier I vendor so that the CONS can verify that the pricing is at or below the NTE price.

If a specific manufacturer is referenced, a brand name justification (J&A) is required. Without a justification there will be no guarantee that items will be received from that specific manufacturer.

5 Installer

Choose one of the four carpet selections and negotiate with the Tier I vendors. Once the negotiation is complete, the installer shall provide a quote to CONS that includes the price for the carpet and adhesives per square foot, so that the CONS can validate that prices are at or below the NTE prices set in the Tier I Contracts.

6 CONS Receive and evaluate quotes (Note: Freight/Shipping Fees were not negotiated in the Tier I Contracts and may apply to the Tier II installer’s carpet orders); Make an award using local Contracting software (i.e. PD2, ConWrite, CON-IT, etc.) to the Lowest Priced Technically Acceptable (LPTA) or best value (if other factors are considered) quote.

CONS /

Installer

Tier II installers must provide the Tier I vendors with procurement data as requested when ordering. This is a contractual reporting requirement for the Tier I vendors and used for potential follow-on programs and requirements by the 771 Enterprise Sourcing Squadron (771 ESS).

8 Customer Accept the invoice in WAWF after delivery/install/acceptance of carpet products and services.

* CE manages the life cycles of all real property on base. Carpet is considered as CE real property, therefore it requires CE approval for any repairs or modification. A customer request could be valid for their facilities/areas, however, the facilities/areas could be on the list for renovation/demolition in the near future.

4.0 Ordering Process (Guidance for Local Contracting Office)

Use Commercial procedures (FAR Part 12) / Simplified Acquisition (FAR Part 13).

4.1 Procurement Desktop (PD2), ConWrite, CON-IT Instructions

There are no special instructions for software use. Process the Tier II contract in accordance with your local procedures.

4.2 Fair Opportunity

Tier I Contracts were competitively awarded. Because each vendor in the program shall be afforded a fair opportunity to compete at Tier II, there is a requirement to choose one selection from each Tier I vendor and include these choices in the solicitation for Tier II installation. The installer may provide a solution from any one of the Tier I vendors. This will meet the requirements of Fair Opportunity and Competition in Contracting Act (CICA).

4.3 Match Existing Carpet

If there is a need to match existing carpet, please submit a waiver. Provide details as described in section

2.7 above.

4.4 Contract Performance Assessment Report (CPAR)

The AF FCC is the assessing official and will prepare an annual CPAR. The decentralized ordering office shall monitor performance of the Tier II contract IAW FAR and local policy. Annual performance should be communicated to the AF FCC via email, fcc.flooring@us.af.mil. The AF FCC is responsible for overall assessment of the viability of the sourcing strategy as well as documenting the past performance of the associated Tier I Contract holders.

4.5 Administration of Orders (Order Closeout)

Closeout and maintenance of Tier II contracts shall remain the responsibility of the decentralized ordering office, unless other guidance is received. The Contractor shall work in partnership with the government to ensure closeout is timely.

4.6 AF FCC Carpet Sharepoint

Visit the Carpet Sharepoint website for other important program information and documents:

https://cs2.eis.af.mil/sites/10074/afcc/aficc/AFFCC/SiteCollectionDocuments/Carpet/CarpetHomePage.aspx

5.0 Warranty Procedures

Vendors shall warrant the products it manufactures against defects of material and workmanship under normal use and service from date of install. Contact vendor for specific information regarding all standard commercial warranties.

https://cs2.eis.af.mil/sites/10074/afcc/aficc/AFFCC/SiteCollectionDocuments/Carpet/CarpetHomePage.aspx

5.0 Warranty Procedures