User Guide.docx

USER GUIDE

Contract 505ENT-M24-OFFURNITUR-00 Statewide Office Furniture DOA Contract Manager:

Anna Lange Phone: (608) 266-0817 Email: Ann.lange@wisconsin.gov

WI Department of Administration State Bureau of Procurement 101 East Wilson Street, 6th Floor Madison, WI 53707-7867

USER GUIDE

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

STATE BUREAU OF PROCUREMENT

Contract 505ENT-M24-OFFURNITUR-00 Statewide Office Furniture

Last Updated: February 20, 2025

Table of Contents

CONTRACT SUMMARY AND SCOPE

The Statewide Office Furniture Contract 505ENT-M24-OFFURNITUR-00 is mandatory with a term of five (5) years January 22, 2023 to January 21, 2028 and no option to renew. This contract is used in conjunction with BCE Office Furniture Contract 505ENT-M15-BSIOFFURN-01. Participating Addendums have been signed with each vendor referencing the appropriate NASPO Master Agreements awarded to each vendor.

All State agencies and University of Wisconsin (UW) System campuses must use this Contract. In addition, the Contract may be utilized by cooperative purchasing groups (e.g. municipalities, school districts, tribal governments, etc.), other States and their respective governmental units.

The definition of furniture is generic in nature and is further defined in the subcategories provided below. The State’s definition of Office Furniture, is commercial furniture which is designed and manufactured for commercial installations, as in offices, waiting areas or lobbies, and consists of objects that are moveable, ergonomic and intended to support the various activities that occur in an office setting. Items such as systems furniture, cubicle walls, cubicle wall mounted cabinets and shelving, freestanding desks and tables, storage, filing, and case-good units, seating and the associated accessories that are used in the modern office are considered office furniture for the purpose of this.

The primary objectives of this contract include the following:

· Consolidate and leverage the purchasing power of State agencies and UW campuses to obtain competitive pricing, thereby creating significant cost savings to the State.

· Reduce the State's administrative costs of managing and using the contract.

· Establish a statewide contract that satisfies Authorized User's needs for quality furniture, excellent customer service and streamlined processes for administrative tasks such as ordering, returning products, billing and invoicing, etc.

This contract includes:

1. Office Seating and Accessories

2. Panel Systems and Accessories

3. Lounge and Public Seating and Accessories

4. Storage and Accessories

5. Desks and Tables and Accessories

6. Architectural Products and Accessories

The following categories are specifically excluded from the scope of products and services on contracts which result from this RFB:

· Used or refurbished furniture of any kind

· Residential furniture (non-commercial grade)

· Library furniture (i.e., library kiosks or carrels)

· Laboratory furniture

· Student housing furniture non-commercial grade) (i.e., bedding, student desks)

· Student classroom furniture

· Dormitory furniture (i.e., beds, desks, wardrobes, etc.)

· Computer furniture and accessories

· Lecture hall and auditorium seating and accessories

· Outdoor Furniture and Accessories

The following products and services are not included in the scope of this Master Agreement: residential, gaming, healthcare, educational, laboratory, auditorium and lecture hall furniture. Third party or partner brands are not included in the scope of this Master Agreement.

Contact the DOA Contract Manager with any Contract related questions. Authorized Users are also encouraged to contact their agency/campus purchasing office with general questions.

Bureau of Correctional Enterprises (BCE) 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.

Quotes from additional dealers may be requested simultaneously or after BCE is given an opportunity, but not before.

According to PRO-C-33 (Procurement from Badger State Industries) of the State Procurement Manual, “BSI/BCE will review agencies’ requirements to determine its ability to provide commodities or services per the specification and delivery dates within five (5) working days of receipt of agency requirements.” The five-day turnaround refers to the amount of time that BCE has to respond to the agency/campus regarding whether or not they can supply the product/service within the requested timeframe. BCE is not required to provide a quote in that timeframe.

For large projects, BCE may need to go on-site to evaluate the project in order to provide a quote. Communication between the agency/campus and BCE will determine the timeframe and the needs of the project. If an agency/campus considers BCE’s turnaround time for quotations and/or delivery to be excessive or unreasonable, contact the BCE Sales and Marketing Manager, and/or the DOA Contract Manager.

Agencies and UW campuses cannot request unreasonable turnaround times from BCE in order to obtain a waiver to purchase from another Contractor.

CONTRACTOR (MANUFACTURER LIST)

Contract awards were made by category and manufacturer. Contractors (manufacturers) and their respective dealers are ONLY eligible to offer products from the categories that they were awarded under this contract.

All State agencies and State Universities MUST check Contract #505ENT-M15-BSI with The Bureau of Correctional Enterprises (BCE) for product availability and pricing before utilizing this contract.

See VendorNet contract attachment Authorized Dealers and Pricing for a list of Awarded Manufacturers and the Categories awarded https://vendornet.wi.gov/Contract.aspx?Id=3a9b5d3e-e26a-ea11-811c-0050568c7f0f

AUTHORIZED DEALERS

Each contracted manufacturer has been allowed a maximum of ten dealers which they have assigned to servicing the State. Dealers may be added or removed from the contract periodically at the discretion of the manufacturer.

See VendorNet contract Attachment Authorized Dealers and Pricing for a list of dealers and contact information.

PRICING AND PRODUCT INFORMATION

Pricing is discounted from manufacturers’ price lists, FOB, delivered and installed.

Please see VendorNet contract attachment Authorized Dealers and Pricing.

This attachment contains various Information.

Primary product lines – This tab will show you the primary product lines, catalogs and discount. The catalog shown on this Tab is the list price which will be discounted, dealers must honor this price regardless of if a new catalog has been published.

Delivery only discount – This tab will show you the delivery only discount you will receive in addition to the primary discount if you choose delivery to your receiving dock.

Volume discounts – This tab will show you, by product line, the volume discounts available on the contract. This only applies to Ergonomic Seating, Non-ergonomic Seating, Filing, Metal Storage and Wood Case Goods and Desks/Tables.

Additional pricing incentives – If a manufacturer has offered additional pricing incentives/value add it will be shown on this tab.

HOW TO NAVIGATE THE CONTRACT

WAIVER INFORMATION

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-0. 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 time for waiver requests unless notified otherwise.

The Agency/Campus must keep documentation on file that justifies all waivers. Documentation may include, but is not limited to, the following:

· Verification of the review of BCE products (e.g. copy of website page, email from BCE, phone call documented).

· Verification of price comparison between BCE and other dealers (e.g. written price quotes, catalog pricing).

· Written verification that BCE states that the agreed upon lead time cannot be met

· Copy of the BCE Waiver Request (DOC-2719 Waiver Request).

· Copy of the DOA Waiver Request (DOA-3830).

· Any other applicable information i.e., purchase order, invoice, etc.

ORDERING AND PAYMENT INFORMATION

Ordering Authorized Users shall place orders directly with the Contractor’s authorized dealers except where the Contractor acts as their own dealer.

Catalogs and Samples Contractor and dealers should provide catalogs (full color, if possible), samples (e.g. laminate, wood and fabric samples) and price lists to Authorized Users upon request at no additional cost. Dealers are strongly encouraged, but not required, to offer product demonstrations.

Payments Authorized Users may pay using a purchase order or State purchasing card (P-Card).

SERVICE LEVEL EXPECTATIONS

Warranties The Contractor, Per Section 6.3 of the contract, shall at a minimum warrant the office furniture products and materials (excluding fabric) offered from date of installation as defined below.

· System Furniture – Minimum of 10 years

· Seating – Minimum of 10 years

· Desk/Tables – Minimum of 10 years

· Filing, Metal Storage and Wood Case Goods – Minimum of 10 years.

Notify DOA Contract Manager immediately if the Contractor does not honor the warranty as shown above.

No Extra Fees The Contractor and/or dealer will not charge service fees or additional costs to Authorized Users such as “small order”, “minimum order”, “special order” or P-card related charges.

Product Demonstrations Dealers are required to offer product demonstrations, if requested.

Customer Service Authorized Users should contact dealers first with all contract inquiries. Manufacturer's representatives should not be contacted unless an issue cannot be resolved with the dealer. Copy the DOA Contract Manager on all communications with the manufacturer.

Authorized Users should try to resolve issues with the dealer before contacting the DOA Contract Manager.

Contractors must be available to meet and discuss concerns with Authorized Users upon request.

Contractors and dealers will provide all Authorized Users a single, local point of contact for questions and to resolve problems. At least one (1) customer service staff will be available during Contractor/dealer’s operating hours. Representatives should be available by email, fax or phone (local or 800# preferred).

Delivery Dates, Times and Locations Dealer will deliver the products by the delivery date specified and agreed to by the Authorized User. Acceptance of late deliveries is at the discretion of the Authorized User.

The DOA Contract Manager must be contacted regarding delivery and installation issues that cannot be resolved between the Authorized User and the dealer and/or Contractor. All assessments of liquidated damages are the sole responsibility of the DOA Contract Manager. Authorized Users are not allowed to assess liquidated damages under this Contract for any reason without the approval of the DOA Contract Manager.

Rush or Expedited Delivery Authorized Users should confirm the manufacturer/dealer’s lead times and quick-ship programs prior to ordering to determine if rush delivery is required.

No charges will be added or discounts lost for any rush orders unless the order is placed as a rush upon the request of the Authorized User. Authorized Users are not responsible for rush delivery charges if the rush is a result of dealer’s or Contractor’s error (e.g. stock out).

Receiving, Inspection and Acceptance When receiving products, Authorized Users are encouraged to use the following procedures:

1. Inspect each product after receipt of order (ARO). Products delivered will also be inspected at time of use and are subject to refusal and return for issues of quality.

2. Note any quantity discrepancies and visible damage.

3. Refuse delivery and note reason on delivery ticket if products are delivered in unacceptable condition. Dealer’s delivery agent shall initial any such notes.

Products will not be considered accepted by the Authorized User until the installation is complete.

When receiving products, Authorized Users are encouraged to use the following procedures:

1. Inspect each product within five (5) business days after receipt of order (ARO), or at a later date agreed to by the Authorized User and dealer. Products delivered will also be inspected at time of use and are subject to refusal and return for issues of quality.

2. Note any quantity discrepancies and visible damage on the dealer's delivery ticket. Discrepancies or damages noted must be initialed by the dealer's delivery agent.

3. Adjust delivery tickets to compensate for any deviations.

4. Refuse delivery and note reason on delivery ticket if, upon inspection, products are found to be in unacceptable condition. Dealer’s delivery agent shall initial any such notes.

5. Sign the dealer's delivery ticket and retain a copy for your records when satisfied that the shipment is in proper order and/or all discrepancies have been properly noted and initialed.

Dealers must allow adequate time for these procedures at each delivery location.

Returning Products Any materials delivered in poor condition or not included on the requisition form/purchase order may, at the Authorized User’s discretion, be returned at the dealer’s expense. Once the returned goods are received, the dealer must immediately issue credit(s) or refunds (Authorized User’s choice) for returned goods.

Any materials delivered in poor condition or not included on the requisition form/purchase order may, at the Authorized User’s discretion, be returned at the dealer’s expense within thirty (30) business days. Once the returned goods are received, the dealer must immediately issue credit(s) for returned goods.

If product is returned to a dealer for failure of performance or to meet specifications, the dealer will refund all amounts paid for such product or replace the product.

Duplicate or Over-Shipment Duplicate items/over-shipments must be removed at the dealer's expense in a timely manner. If such goods are not removed within thirty (30) calendar days of written notification from an Authorized User, the State reserves the right to dispose of them as its own property and will not be held liable for the cost.

Upon notification by the Authorized User of a duplicate or over-shipment, the items must be removed at the dealer's expense in a timely manner, as determined by agreement between the dealer and/or Contractor and the Authorized User. If such goods are not removed within thirty (30) days of written notification, the State reserves the right to dispose of them as its own property and will not be held liable for the cost.