Road Map 1072-1/16 Furniture (Office & Non-Office)

ROAD MAP – Contract No. 1072-1/16 –

FURNITURE (OFFICE & NON-OFFICE)

This roadmap for competition applies to the procurement of furniture by county departments having an allocation on

Contract #1072-1/16 - Furniture (Office and Non-office) “Furniture Contract”.

The County awarded Contract No. 1072-1/16, Furniture (Office and Non-office),

The Furniture Contract to establish a is a county-wide pool of vendors tocontract which provide s all County departments with the ability to buy furniture, from a wide variety of manufacturers. Following a competitive bid process, vVendors whoofferingoffered the greatest “discount off of the manufacturers’ most recent published catalog or price listings, or the lowest mark-up for catalogued goods or services, were included in the awarded to form a pool. This roadmap is a guide to using the contract

The guidelines and standards stated below will assist each Department in the selection of furniture, and creates a consistent standardized furniture procurement policy and a standardized program for all County Departments.

The standards are to be used for a specific manufacturer’s product or for a generic class of products; such as, systems furniture versus desks, credenzas or fixed legged chairs versus caster- based chairs, and for each job classification, and/or special-use area(s).

These standards may also take into account the intended use of furniture for public areas, staff areas or for executive or ceremonial areas, and identify such items as heavy-duty 24/7 chairs versus light-duty side chairs.

GuidelinesContract Access:

For Departments with In-house Building Standards or Replacing/aAdding to Existing Furniture

Departments having an in-house design staff charged with setting building standards such as GSA and the Aviation Department shall have complete direct access to the contract. In addition, GSA offers complete specification and other services to any department requesting such service.

Departments may replace or add to existing furniture within buildings with established specifications to include loose furniture, such as desks, files, tables and chairs. Professional assistance is required by the department when procuring electrified systems furniture or other new layouts effecting the general floor plan, fire exit plans or life-safety systems. Furniture purchases are also subject to the policies of the building management of the specific facility. In addition, GSA offers complete specification and other services to any department requesting such service.

For Departments with Outside Design Consultants or New Building Standards

Departments employing an outside design consultantsmay shouldmust have their consultants provide furniture specifications to be reviewed by GSA using the criteria listed GSA Design and Construction Services Division prior to acceptance of specifications developed by the consultant.

below before being able to effect purchases.

1.Departments may replace or add to existing furniture within buildings with established specifications using the Furniture Contract. This includes loose furniture, such as desks, files, tables and chairs. Professional assistance is required by the department when procuring electrified systems furniture or other new layouts affecting the general floor plan, fire exit plans or life-safety systems. Purchases are also subject to the policies of the building management of the specific facility.

New large- scale interior projects such as a new building or a significant renovation to an existing building are often the start of a new “building standard” of furniture and interior finishes. Therefore, GSA review is also required for such specifications prior to contract access authorization.A review is required by GSA Design and Construction Services Division prior to acceptance of specifications developed by outside consultants.

Vendor SelectionProcess:

Purchases up to $250,000

For each furniture purchase for the replacement or addition to existing furniture with a value up to $250,000, the department will use the awarded vendor for the particular manufacturer product line being purchased . following these guidelines:

2.For each purchase for new furniture standards or replacement or additions to existing furniture over $100,000, the department is to establish a furniture selection committee as outlined herein and should insure. A qualified professional designer with industry wide specification options is employed to assist in the product selections, when appropriate.

The department shall request a quotation only from the a awarded vendor(s) on the vendor’s letterhead indicating the current list price, the discount and the NET price. The percentage discount shall not be lower than that offered with the original solicitation. The mark-up shall not be higher than that offered with the original solicitation.

of specific manufacturer(s) under consideration.

a.If the quote is accepted and within the above guidelinesThe vendor is to provide the quotation on letterhead indicating the current list price, the discount and the NET price. The percentage discount shall not be lower than that offered with the original solicitation. The mark-up shall not be higher than that offered with the original solicitation.

the department will issue a purchase order to the selected vendor.

The department is responsible for receiving and inspecting goods, invoice processing the assignment of capital asset identification tags, and all other project management related requirements.

Purchases over $250,000

2.For each furniture purchase with a value over $250,000, the Department of Procurement Management (DPM) will determine the appropriate procurement process which may include quality and/or price evaluations through a competitive process. Department must contact DPM at Scope development to determine timeline and process for competition.

For each purchase for new furniture standards, replacements or additions to existing furniture over $250,000, the department shall submit a work order request to the Department of Procurement Management (DPM). A solicitation will be issued to all qualified firms. A Review Committee, evaluates the quotations and makes a final selection using the following criteria:

a.Initial cost

b.Functionality

c.Ergonomics

d.Ease of maintenance

e.Compatibility with other furnishings

f.Availability

g.Long term cost (life-cycle)

h.Appearance retention

i.Fit and finish

j.Vendor capabilities

k.User acceptance

l.Appropriateness for the use

m.Local preference

1.Environmental sustainability (Green Design)

6.A departmental furniture committee will be convened by the designated Project Manager on a project-by-project basis, and shall consist of voting members selected by the department director or their designee of the beneficiary department. Where multiple departments are involved in a project, each department is to have no more that two (2) voting members. The Committee may be made up of members from DPM, ETSD, OSBM, GSA or other departments having a needed expertise.

7.The department issues a purchase order release to the selected vendor.

8.The department is responsible for the receiving and inspecting of goods, invoice processing and the assignment of capital asset identification tags.

9.Chart:

Standards Justification:

The standardization of interior furnishings of County buildings is an important component of any space planning and facilities management effort the County performs. The ability of the County to manage and control the implementation of a successful countywide furniture policy will result in the benefits listed below:

Accurate space planning projections.

Reduce disparity between departments.

Ease of relocation of personnel.

Reducing personnel conflicts over the size of the office space allocated to an employee and the quality and price of furniture.

Projecting and controlling costs.

Improved “life-cycle-cost” evaluations.

Reducing “inactive inventory” for systems furniture projects.

Standardize on size, quality and features of furnishings, not the manufacturer.

Improve the workplace safety.

Establish minimum “professional workplace” standards.

Ease of merging or splitting departments between buildings.

Reduce physical stress on employees by use of ergonomic furnishings.

Reduced errors and increase overall value by having knowledgeable interior design professionals writing specifications.

Equitable treatment of County vendors.

The county’s objective is to meet the department’s needs, obtain the best prices and maintain a standard of quality which is appropriate for the location and use.

Procurement

The Department of Procurement Management (DPM) will manage the solicitation process for each purchase for new furniture standards, replacements or additions to existing furniture over $250,000, using a competitive workload order process.

The Work Order Proposal Request (WOPR - pronounced "whopper") is the formal solicitation document for pool work orders.

Pre-Solicitation - Scope and Specification Development

2.The user department submits a draft scope of services to the GSA Project Manager, who then reviews and recommends the composition of the review/design committee based upon the chart in section 9 below, with user department input.

3.The GSA Project Manager then forwards the draft scope and recommendation to the DPM agent/officer who will then incorporate the scope into a WOPR approved shell and then work with the user department to finalize the scope/specifications.

4.Once the scope/specifications have been finalized, DPM will then begin the process of contracting for the services.

Solicitation

5.DPM will complete the WOPR in-house, seek user department and GSA concurrence and release the WOPR to eligible pool members.

6.DPM schedules a WOPR pre-proposal conference with eligible pool members, the user department and GSA/Project Manager/Designer.

7.DPM receives quotations/proposals from eligible pool members.

Evaluation

8.A Review Committee (Committee) will be convened by DPM on a project-by-project basis, and shall consist of voting members selected by the user department director or their designee, using the chart below as a guideline. Where multiple departments are involved in a project, each department is to have no more that two (2) voting members. The Committee may be made up of members from DPM, ETSD, OSBM, GSA or other departments having a needed expertise.

10.The Committee reviews, evaluates and ranks the quotations/proposals. The Committee recommends to proceed to negotiations with the highest ranked vendor or multiple qualified vendors.

Negotiation

11.DPM establishes a negotiations committee of no more than 3 members, comprised of persons relevant to the negotiations process based upon expertise, as determined by DPM, GSA and the user department.

12.DPM begins negotiations with the highest ranked vendor. The County may hold simultaneous negotiations with multiple qualified vendors. DPM issues Notice-to-Proceed through a Work Order document.