quality partnership council (qpc) furniture industry...

GSA Integrated Workplace Acquisition Center

Quality Partnership Council (QPC)Furniture Industry Event

November 16, 20178:30am -2:00pmPhiladelphia, PA

Agenda9:00 Welcome and Opening Remarks

9:15 Integrated Workplace Acquisition Center (IWAC)Updates:

- QPC Events and Communication- Schedule 71 Working Groups- Furniture Solicitation Working Group

9:50 Navy Spiral III Presentation from NAVSUP

10:20 U.S. Army Engineering and Support Center, Huntsville

10:50 Break for 11am Keynote: David Insinga, GSA Chief Architect (Show Floor)

12:00 Lunch Break

1:00 Discussion with GSA and USACE on Contract Performance Expectations

Quality Partnership Council


Opening RemarksDena McLaughlinRegional CommissionerGSA Federal Acquisition Service


Updates from the Integrated Workplace Acquisition Center (IWAC)Ivana Henry, Business Development DirectorJeffery Calhoun, MAS Branch ChiefJohn Breen, Projects Branch Chief

Quality Partnership Council (QPC)

• IWAC’s Industry Engagement Forum

• The QPC fosters a common understanding between customer, contractor, and GSA through communication, education and collaborative effortsfocused on continuous improvement of processes, policies and service to customers and each other.

• Multiple perspectives = better solutions

• Opportunities for contractors to network with others in the industry

QPC Industry Representatives

Schedule 71- Marian Morley, Allsteel, [email protected] Michelle Warren, ESI Ergonomic Solutions,

[email protected] 71 II K- Rusty Smith, Office Design Group, [email protected] 72- Ben Saylor, Tandus Centiva, [email protected] Frank deSerio, Avio Galleries, Inc., [email protected] GSA QPC Representative:- Kristine Stein, IWAC, [email protected]

Complete board member listing: www.gsa.gov/qpc

Quality Partnership Council (QPC)

FY17 Successes:● Charter and Expansion

to non-furniture schedules● Positive feedback on

educational webinars and Nov 2016 QPC Meeting

● Increased participation● Neocon (33 showroom tours)● Results from Working Groups

FY18 Focus Areas:● Continue to increase engagement● Increase communication/collaboration in between meetings● More Voice of Customer at QPC meetings/working groups

183 registered for today

QPC Communication Channels

• www.gsa.gov/qpc

• Email: [email protected]

• Communicate with your industry board

representatives in between meetings/events

• Interact Discussion Group (interact.gsa.gov)

• IWAC LinkedIn Group

– https://www.linkedin.com/groups/3294942

FY18 Planned Furniture Events• Furniture Acquisition for Federal Agencies Webinar (Feb)

– Will be designed to share tips/best practices/lessons learned from experience furniture buyers in response to common challenges and/or misperceptions.

• Virtual QPC Meeting (Feb/Mar)• Federal Acquisition Training Symposium (Apr/May)• Neocon, Chicago (Jun)• Ordering Furniture through Global Supply Webinar (TBD)• Furniture Webinar for International Buyers (TBD)• Educational Webinars for Contractors (TBD)• Working Group Meetings/Webinars (TBD)

Packaged Office Working Group:• August, 2016 - Kick-Off Meeting• April, 2017 - Changes Implemented

• Reorganized Packaged Furniture Program:– 71 1 Packaged Office Furniture– 71 98 International Packaged Furniture– 71 100 Packaged Healthcare Furniture– 71 200 Packaged Dormitory & Quarters Furniture

• Clarified scope to include all types of furniture and ancillary items that make up a tenant outfitting project.

• Eliminated the prescriptive definition of a “package”, allowing vendors to define the appropriate mix of items on their contract

Schedule 71 Working Groups

Maximum Order Threshold (MOT) Working Group:• August, 2016 - Kick-Off Meeting• Changes Pending

• Standardized / clarified implementation of the Price Reduction Clause (PRC) and developed an order- level Maximum Order Threshold (MOT) to be implemented under Schedule 71

• Based on collaboration of working group members and the MAS PMO, we have drafted a proposed plan to implement, currently awaiting approval from FAS Office of Policy & Compliance


Schedule 71 Structure/Scope Working Group:• August, 2016 - Kick-Off Meeting• October, 2017 - Changes Implemented (limited)• Organized SIN Groups:

– Group A Packaged Furniture Program– Group B Office Furniture– Group C Household & Quarters Furniture– Group D Special Use Furniture– Group E Safes, Vault Systems and Security Products

• Corrected SIN titles to correctly distinguish between set-aside and non-set-aside SINs

• Further consolidation of SINs on hold


Looking Forward:• Continue structure/scope working group

– Main focus of consolidating current SIN structure

• Consider additional working group initiatives– Revising technical requirements, standards and testing – International Product SINs


Furniture Solicitation Working Group

• IWAC wants to continue to improve the RFQ Process for Furniture Projects– All manufacturers differentiate their products.

• How can we allow for minor product differences that do not affect fit and function?

• Are their variations that lend themselves to trade-offs?

– The number of part numbers contained in a quote virtually guarantee mistakes in quotes. • How do we get the quotes corrected to ensure

the Government’s are met without inviting protest?

– Contact Marian Morley to share input ([email protected])

DepartmentoftheNavyStrategicSourcingProgramOffice

(DONSSPMO)

NavyFurnitureBackground,FY16Summary&More

16

Objectives

• BPA Background• What’s new Spiral III• Fact or Fiction• Navy Furniture Spend • Questions

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NavyFurnitureProgramBackground

March2005,theNavyestablishedtheOfficeFurnitureCommodityCouncil(referredtohereafterastheCommodityCouncil)tocapturepossiblecostsavingsthroughstrategicsourcing 74BlanketPurchaseAgreements(BPAs)awardedin

September2007• 29– PackagedFurniture(71I)• 23– Household&QuartersFurniture(71IH)• 22– OfficeFurniture(71II)

InJune2011,theFleetandIndustrialSupplyCenter‐Norfolk,issued122BPAstoGSAMultipleAwardsSchedule(MAS)holders,includingUNICOR 122BPAswereawardedbySpecialItemNumber(SIN). Dividedbyregion(EastCONUS,WestCONUS,andOCONUS) AllBPAholderswererequiredtoprovideadditionalvolume

discountsfromtheirGSAprices. Vendor’sarerequiredtoprovidemonthlyspendreports

InFebruary2014,theFleetLogisticsCenter– NorfolkteambeginplanningprocessforSpiralIIIoftheNavyFurnitureBPAProgram 105BPAsawardedtoMASandUNICOROctober2017

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SpiralIIIFeatures

NEW for BPA Holders• On & Off Ramp Provision• Technical Requirements /

Standards (environmental, quality)• Socio-Economics Set-asides (SIN

71 200, 71 204)• Ordering Guide• Revised monthly reporting• GSA Gateway is hosting Navy

Furniture BPA• No longer include SIN 71-301

(Daycare / Classroom furniture) and SIN 71-301 (Industrial and Institutional Furniture).

NEW for Ordering officers• Ordering Guide• New set of vendors• Technical Requirements /

Standards • Aggregate Monthly reporting data • GSA Gateway hosting Navy

Furniture BPA (improved accessibility)

• No longer include SIN 71-301 (Daycare / Classroom furniture) and SIN 71-301 (Industrial and Institutional Furniture).

What’s NEW?

The Navy SSPMO is receiving more broad

based DOD Interest (4th estate)

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FurnitureBPAFacts:

1. Currentlycomprisedof117BPAHolders,underSchedule71

2. TheNavyFurnitureBPAProgramismandatedbypolicy

3. TheNavyFurnitureBPAsareopenforALLDoDuse

4. SinceJune2011over$710MhasgonethroughtheNavyFurnitureBPAProgram,andsavedourcustomersover$30M

5. ALLTypesoffurniturearecoveredontheNavyFurnitureBPA’s

6. ThereisNOTawaiveravailablefortheNavyFurnitureBPA’s

7. TheNavyFurnitureBPAsincludeShipboardFurniture

NavyFurnitureSpiralIIBPAsGAME:FactorFiction

Thanksforplayingalong!

20

Spend/Savings

*Thesenumbersrepresentthetotalspend/orders/savingsthroughtheBPAs,notasumofthecolumnsincethevendorreporteddataisinclusiveofsomeoftheFPDS‐NGdata

Datafortheperiodof01October2015through30September2016

ExceedingProjection

WorkingTowardsProjection

Legend

SpiralIISpendAnalysis

Spend/SavingsSource Spend Orders Savings

VendorReported $78,133,755 4901 $3,406,024FPDS‐NG $32,017,413 670 $1,355,314TOTAL $110,149,743 5571 $4,761,338SavingsRate 4.32%Projected $24,500,000 $857,500

ProjectedSavingsRate 3.50%

Difference $85,649,743 $3,903,838

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Small Business/Socio-Economic Participation

Datafortheperiodof01October2015through30September2016

SpiralIISpendAnalysisYeartoDate

SocioEconomicParticipation

SocioEconomicCategory Spend #ofCalls %ofTotalSpend %ofTotalCalls

Large $44,837,611 3,465 41% 62%Small $62,623,086 2,049 57% 37%UNICOR $2,689,046 57 2% 1%

8(a) $5,291,153 199 5% 4%

SDVOB $7,387,185 187 7% 3%

WomenOwed $15,748,423 543 14% 10%8(a)WomenOwnedSmallBusiness $13,884,423 434 13% 8%

SmallDisadvantagedBusiness $5,291,153 199 5% 4%

HubZone $1,114,586 373 1% 7%

EconomicallyDisadvantagedWomenOwnedSmallBusiness $67,871 2 0% 0%

TOTAL $110,149,743 5,571 100% 100%

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Questions

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FurnitureProgramPointsofContact

SSPMO Presenter: Matthew LaneProcurement AnalystLocated: NAVSUP HQMechanicsburg, PA

Program Manger: Mark AscioneLocated: NAVSUP HQMechanicsburg, PA

Contracting OfficeDiane Krueger, KODirector, Strategic Sourcing DivisionLocated: Fleet Logistics Center Norfolk, VA

Judy Biboum, KOLocated: FLC Norfolk, VA

One team, one fight!

EmailInbox:[email protected]

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“The views, opinions and findings contained in this report are those of the authors(s) and should not be construed as an official Department of the Army position, policy or decision, unless so designated by other official documentation.”

Leslie Yarbrough, PMP

16 November 2017

U.S. Army Engineering and Support Center, Huntsville

FY17 ACTUALS VS FY18 PROJECTED

0

10

20

30

40

50

60

70

80

90

Admin Barracks Lodging

FY17 FY18Millions

HISTORICAL COST SAVINGS

$96.2 MILLION

FY 2016

26%26%

$259 MILLION

File Name

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STATEMENT OF WORK

• Understand the requirements

• Disposal of trash

• Protecting the facility

• Etc.

STATEMENT OF WORK

• Order Confirmation – Order confirmation for all products identified on the contract Attachment 1’s are required within two (2) weeks of the post award kick-off meeting. The confirmation document(s) shall be submitted to the HNC Project Manager and TR via email.

File Name

29

• Manufacturing Schedule – Manufacturing schedule shall be provided bi-weekly once the order confirmation is submitted. The manufacturing schedule shall be submitted to the HNC Project Manager and TR via email.

STATEMENT OF WORK

File Name

30

• Shipping Schedule – The initial shipping schedule shall be provided three (3) weeks prior to trucks departing the manufacturing facilities. Subsequent shipping schedules shall be provided bi-weekly until all product has arrived in country for install. The shipping schedules shall outline the total number of containers to be shipped, what is included in those containers along with a shipping schedule for those containers. This information must also detail the size of the containers and the shipping company used. The shipping schedule(s) shall be submitted to the HNC Project Manager and TR via email.

STATEMENT OF WORK

File Name

31

• Installation Schedule – Installation schedule shall be provided in accordance with the Phased Install Plan and Schedule provided during RFQ. The installation schedule shall be provided bi-weekly throughout the install period and at a minimum should document percentage complete, any issues or delays, and a detailed update on replacement punch list items. The installation schedule(s) shall be submitted to the HNC Project Manager and TR via email.

STATEMENT OF WORK

File Name

32

TECHNICAL EVALUATIONS

• Ensure documentation is accurate during RFQ submittal

• Reduce the number of clarification rounds

File Name

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PERFORMANCE EVALUATIONS

• FY16 > = $500K

• FY17 >= $500K

• FY18 >= $150K

*Exceptional or Poor Performance

File Name

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VENDOR INTERACTION

• Feedback from industry• Conference Calls• Vendor Meetings

• Informational Sheet

POINTS OF CONTACT

Leslie A. Yarbrough PMP, Program Manager(256) [email protected]

Jason Carter, Contracting Section Chief(256) [email protected]

Brandon Lee, Contracting Section Chief(256) [email protected]

Furnishings Branch

Up next:

11am Keynote, David InsingaGSA Chief ArchitectShow Floor

1pm Performance Expectations for Schedule 71 Contract HoldersQPC Meeting Room 125

GSA Integrated Workplace Acquisition Center

Performance Expectations for GSA Schedule 71 Contract Holders

Jeff Calhoun, GSAJeffery Calhoun, GSA IWAC

Leslie Yarbrough, USACE

November 16, 20171:00 PM

Philadelphia, PA

Agenda• Schedule 71 Expectations

– Responsibility Determination– Satisfactory Performance – Product Compliance– Contract Cancellation, Expiration & Termination

• Contract/Order Level Expectations – Contract Performance– The Impact of Poor Performance– When Something Goes Wrong– Communication is Important


Schedule 71 Expectations

Responsibility Determination – New MAS Contract Proposal:PCO must determine the following:

• Vendor has adequate financial resources to perform the contract or the ability to obtain them.

–Financial statements and PPIRS / FAPIIS records considered• Be able to comply with the required or proposed performance

schedule taking into consideration all existing commercial and government business commitments.

–Company's personnel, facilities, quality control plan, past performance information considered

• Have a satisfactory performance record.–past performance results obtained from FAPIIS (specifically PPIRS), Dun & Bradstreet Past Performance Report, other past performance surveys/questionnaires, performance on other FSS contracts, CAV reports, etc.


Responsibility Determination – New MAS Contract Proposal (continued):• Have a satisfactory record of integrity and business ethics.

–IAW FAR 9.404 and clause 52.203-13, Company has a written code of business ethics and is not presently debarred, suspended, proposed for debarment or declared ineligible for the award of contracts by any Federal agency.

• Have the necessary organization, experience, accounting and operational controls, and technical skills or the ability to obtain them.–organizational structure, key personnel, accounting controls, marketing strategy, etc.]

• Be otherwise qualified and eligible to receive an award under applicable laws and regulations.–Inverted domestic corporation, completed SAM, FAPIIS EPLS check, etc

Satisfactory Performance:• Contractor perform in accordance with awarded terms and conditions,

PCO will actively monitor information related to:

• Meeting schedule/delivery requirements

• Compliance with standard, quantity/volume and prompt pay discounts

• Providing compliant products:

–TAA Compliance

–Meeting Schedule 71 technical requirements

–Testing / Re-testing requirements

• Responsive to inquiries/issues from MAS PCO and ordering activities

• Acceptance of all required Mass Modifications

• Sales reporting and IFF remittance

• Contract Assistance Visit (CAV) info from IOA


Providing compliant products: • Contractors are responsible for maintaining a single, vetted and approved source of supply

• Contractors cannot provide products from any source of supply other than the single, vetted source that has been approved by the MAS PCO

• Manufacturing process must ensure compliance with Sch 71 technical requirements

NOTE: Army Unaccompanied Personnel Housing (UPH) includes additional technical specifications for furniture products.


Providing compliant products (continued): • Testing / Re-testing requirements: Contractors must submit initial testing results as required by the solicitation and must submit new test results when standards/products change or otherwise required.

–Consult your assigned PCS for questions about whether or not re-testing is required

• TAA Compliance:–PCO determines whether or not products are acceptable by examining source of supply and specific manufacturer information.

–Any questions related to substantial transformation and accurately identifying the country of origin for a product must be handled by U.S. Customs and Border Patrol (CBP)


Schedule 71 ExpectationsFailure to comply with awarded terms and conditions of an MAS contract could result in cancellation, expiration or termination of the subject contract

• Cancellation: Either party may cancel this contract in whole or in part by providing written notice.

• Expiration: At the time of option, PCO must determine that the exercise of the Option fulfills an existing need, and is the most advantageous method of fulfilling the Government’s need, price and other factors considered

• Termination for cause: The PCO may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Ordering activity, upon request, with adequate assurances of future performance.

Areas of Concern• Lack of quality assurance during

manufacturing• Honoring warranties• Meeting schedules (i.e. FISD/FICD)• Customer Service

• Installers represent the contract holder• Lack of follow up on issues

• Notifications regarding issues

Contract/Order Level Expectations

Contractor Nonconformance Impacts

• Customer Impacts– Occupancy– Training Mission– Deployment/Returning from Deployment– Financial impact– Troop Movement


Contractor Nonconformance Impacts

• Contractor Impacts– CPARS Past Performance Evaluation(s)

– Future Work all Government Agencies– Creditability– Reputation with the Customer– Financial impact

– Consideration/Product Replacement


Communication is Important• Why Communication is key. • Who you should communicate with. • Steps to take to minimize impact to the

customer


Questions

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