Integrated Workplace Acquisition Center Solutions: Improving Effectiveness and Efficiency in Your Agency

1. Integrated Workplace Acquisition Center Solutions: Improving Effectiveness and Efficiency in Your Agency Andrea Azarcon Customer Service Representative/Contracting Officer GSA Integrated Workplace Acquisition Center May 3, 2010

2. The Integrated Workplace Acquisition Center • Formerly known as “The National Furniture Center” • Responsible for the Award and Administration of 6 Multiple Award Schedules, as well as Management of Special Projects Around the World • Products and Services include: • Furniture and Furnishings • Furniture Project Management • Copiers, Document Production Services, Mailroom Services • Professional Audio/Visual Equipment • Sports, Recreation and Playground Equipment

3. IWAC Contracts • 1,937 contracts are administered • 86% of the IWAC’s commercial partners are small businesses. • Set-asides for small business • Schedule 36: 4 • 71: 13 • 72: 12 • 78: 2

4. Small Business Procurement – GSA Can Help! • All small businesses should have the maximum practicable opportunity to participate in providing goods and services to U.S. Government (Small Business Act) • Small Business Administration’s (SBA’s) statutory government-wide procurement goals*: • 23% of an agency’s prime contracts for small businesses • 5% for small disadvantage businesses (prime & subcontracts) • 5% for women-owned small businesses (prime & subcontracts) • 3% for HUBZone businesses (prime and subcontracts) • 3% for service-disabled veteran-owned small businesses (SDVOSBs) (prime & subcontracts) • GSA’s Multiple Award Schedule (MAS) Program can help you identify and include these companies in the competition for your agency’s business! *SBA negotiates annual procurement preference goals with each federal agency and review’s each agency’s results. SBA ensures that the mutually established cumulative goals for all agencies meet or exceed the government-wide 23% small business goal.

5. Overview • The Multiple Award Schedule (MAS) Program • The National Stock Number (NSN) Program • Blanket Purchase Agreements (BPAs)

6. IWAC Multiple Award Schedules 36 The Office, Imaging & Document Solution 58 I Professional Audio/Visual, Telecommunications & Security Solutions 71 Furniture 71 II K Comprehensive Furniture Management Services (CFMS) 72 Furnishings and Floor Coverings 78 Sports, Promotional, Outdoor, Recreation, Trophies and Signs (SPORTS)

7. 36: The Office, Imaging & Document Solution Includes: • Copiers (including equipment, needs assessment services, rentals, and leases) • Mail Management Equipment and Services • Document Production, Conversion, and Destruction • Typewriters • Time and Attendance

8. 58 I: Professional Audio/Video Telemetry/Tracking, Recording/Reproducing and Signal Data Solutions Includes: • Recording and Reproducing Audio/Video Equipment • A/V Services • Televisions and DVD players • Camcorders • Professional Audio/Video Assessment, Design, and Integration

9. 71: Furniture Includes: • Office Furniture • Household and Quarters Furniture • Special Use Furniture (Educational/Training, Cafeteria, Museum, Industrial) • Miscellaneous Furniture (Security) • Packaged Furniture (Dorm and Quarters, Office, Healthcare Environments)

10. 71 II K: Comprehensive Furniture Management Services (CFMS) Includes: • Design/Layout • Asset Management • Relocation/Reconfiguration • Project Management • Ancillary Repair and Alterations

11. 72: Furnishings and Floor Coverings Includes: • Broadloom Carpet and Carpet Tiles • Hard Surface Tiles and Sheet Flooring • Mats and Matting • Recycled/Biobased Flooring • Floor Recycling Programs • Lampshades • Window Treatments • Bedding • Wall Art • Artificial Plants

12. 78: Sports, Promotional, Outdoor, Recreation, Trophies and Signs (SPORTS) Includes: • Sporting Goods and Fitness Equipment • Musical Instruments • Signs and Safety Zone Products • Outdoor and Playground Equipment • Mobile Homes • Recreational Watercraft and Utility Vehicles • Trade Show Displays • Awards • Flags • Promotional Products

13. Additional Products to Consider • Schedule 73 • Lodging and Hospitality Supplies and Services • Linens • Office Recycling Containers and Waste Receptacles • Schedule 51V Hardware Superstore • Appliances – small, household, office, residential • Services – extended warranties, installation services, removal and/or disposal

14. Certifications of IWAC Green Products • Products help customer agencies meet LEED (Leadership in Energy and Environmental Design) requirements • New GSA construction projects/ substantial renovations must be certified Projects encouraged to exceed basic LEED® green building certification and achieve the LEED® Silver level.

15. Certifications of IWAC Green Products • GREENGUARD certified furniture • Third-party testing program for low-emitting products and materials • CRI Green Label Plus • Indoor Air Quality for Carpet • MBDC Cradle-to-Cradle • Human Health and Environmental Relevance

16. Certifications of IWAC Green Products • level™ • Material use • Energy and atmosphere impacts • Human and ecosystem health • Social responsibility • Energy Star products • Electronic products (i.e. copiers, televisions) • Conserve energy • GSA’s Evergreen Award • Given to GSA MAS Contract Holders for their environmentally-preferable business practices

17. Other IWAC Green Products • Floor Coverings, Schedule 72 • Flooring Recycling Programs (when old flooring is removed) • Recycled and/or biobased content for flooring (as defined in Executive Order 13101) • Furniture, Schedule 71 • Remanufactured Systems Furniture • Promotional Products: Schedule 78 • Promotional products made out of recycled paper or plastic, biobased lip balms

18. Purchasing Options • Through the MAS Program • In-house procurement • Furniture and Furnishings Assisted Acquisition Services available through IWAC (BPAs can fall under this) • Ordering NSN Items

19. Furniture and Furnishings Assisted Acquisition Benefits • Offers customer-based purchasing strategies • Assists with technical scopes of work • Conducts Best Value negotiations • Awards procurement • Prepares, issues and tracks purchase orders

20. Furniture and Furnishings Assisted Acquisition Benefits (continued) • Establishes shipping schedules • Arranges for staging & temporary storage • Resolves punch list items • Resolves contract disputes • Complies with the FAR and all GSA Policies

21. IWAC Standard Fees • $1 million and over – 5% • $500K to $999K – 8% • $100K to $499K – 15%

22. Overview • The Multiple Award Schedule (MAS) Program • The National Stock Number (NSN) Program • Blanket Purchase Agreements (BPAs)

23. What is the National Stock Number Program? • Normally awarded as a 1-year contract with 4 additional 1-year options. • Price increases are calculated by evaluating changes in Producer Price Index (PPI). • Delivery is made on a zonal basis and prices normally vary by zone. • No competition is needed (done upfront) • No dollar amount threshold for ordering

24. NSN Program • Installation and inside delivery rates have been pre-negotiated for some items • Use AOE or AO5 document • List minimum of 2 contact points with phone numbers for delivery coordination

25. NSN Program • Order can be placed directly through GSA Advantage!®, GSA Global Supply or directly through the Integrated Workplace Acquisition Center • Vendor ships directly to customer • Minimize administrative burden, expenses and lead times

26. Benefits of NSN Program to Customer Agencies • No Further Competition or Market Researchis needed before ordering • No dollar amount threshold for ordering • No product obsolescence – products are based on Government specification • Support Small Business – majority of SOP awards are small • Many contracts have quick ship (Priority levels 1-8 gets 30 day shipping.)

27. Executive Wood Seating (Traditional, Transitional and Classic Styles) General Office Chairs Traditional Metal Chairs Casegoods Conference Room Products (Marker Boards, Machine Stands, Telephone Stands) Tables Filing and Storage Modular Workstations Offerings Under NSN Program

28. Wardrobe Units Lounge Chairs/Sofas Quarters Furniture Picture Frames Visual Boards Safes Lighting Offerings Under NSN Program

29. Recent Innovations: Task Chairs • Color options include black, grey, blue, red, and brown (depending on chair) • 8 styles • Greenguard certified

30. 7110-01-555-8491 7110-01-555-8496 7110-01-555-8510

31. 7110-01-573-6539 7110-01-573-6559 7110-01-573-6557 7110-01-573-6556 7110-01-573-6558

32. Modular Workstations • One NSN gets the customer an entire workstation in a coordinated color scheme • 10 styles of workstations • 3 colors • User-friendly instructions • Installation is available for all workstations

33. Modular Workstations 7110-01-516-0408 7110-01-516-0404

34. 7110-01-516-0391 7110-01-541-6613

35. Ways to Order Using NSNs • GSA Advantage!® • GSA Global Supply • DoD EMall • DAAS – Defense Automated Address System • Integrated Workplace Acquisition Center

36. Ordering by Fedstrip/Milstrip • Customer completes SF 344 and forwards to Integrated Workplace Acquisition Center • Order is entered in GSA’s automated system • The next day, the order is sent to the vendor • The vendor ships the order directly to the customer

37. Overview • The Multiple Award Schedule (MAS) Program • The National Stock Number (NSN) Program • Blanket Purchase Agreements (BPAs)

38. Blanket Purchase Agreements (BPA) • What is a BPA? • Advantages of Usage • How to Establish a BPA ~ Items to consider ~ When to use

39. Blanket Purchase Agreement (BPA) … simplifies the filling of recurring needs for supplies or services, while leveraging a customer's buying power by taking advantage of quantity discounts, saving administrative time, and reducing paperwork.

40. Integrated Workplace Acquisition Center • Offers customer-based purchasing strategies • Assists with product technical packages and scopes of work • Conducts Best Value negotiations • Establishes the BPA

41. BPA Fee Structure • Multiple Award Schedule Blanket Purchase Agreements (BPAs) • 5% if IWAC manages the funding and orders • If IWAC awards and manages the BPA, but the customer manages the funding and orders, IWAC builds a fee into the BPA paid by the GSA contractors that are awarded the BPAs.

42. Advantages of BPAs • No need to renegotiate contractual terms and conditions in GSA Schedule contracts • Negotiate improved discounts  • Satisfy recurring requirements • Reduce administrative efforts by eliminating repetitive individual orders and payments • Obtain volume purchasing discounts • Use streamlined ordering procedures  • Ability to incorporate Contractor Teaming Arrangements

43. Advantages of BPAs • Ability to incorporate terms and conditions not in conflict with the underlying contract • Scope: • A BPA can be set up for field offices across the nation, allowing them to participate in a customer's BPA and place orders directly with GSA Schedule contractors. In doing so, the entire agency reaps the benefits of additional discounts negotiated into the BPA.

44. Establishing a BPA? • Fulfill repetitive needs • Determining # of BPAs should consider: • Requirement scope and complexity • Periodically compare technical approaches/prices • Administrative costs • Technical qualifications

45. Initiating a BPA • Central Office of an agency that purchases for many offices • Good estimate of future requirements • Typicals and Technical Requirements finalized • Integrated Workplace Acquisition Center will complete with the customer an Interagency Agreement (IA) to outline terms

46. Initiating a BPA (continued) • Integrated Workplace Acquisition Center (IWAC) will review the requirements and comment • If IWAC creates the BPA, an Request for Quotation package will be developed

47. Creating the BPA Request for Quotation (RFQ) • Consultation / Coordination with the requiring Agency ~ Includes Market Research discussions ~ Commercial Vendors products • Review of Agency requirements for the RFQ package • Technical Review of Agency’s Furnishing Requirements • Compilation of documents required for the RFQ

48. BPA Items to Consider: • BPA’s must address the following: • Frequency of ordering • Overall BPA anticipated Volume • Invoicing requirements • Itemized Groups of Requirements (estimated quantities)

49. BPA Items to Consider: (cont.) • Special requirements (i.e., Security, Location Access) • Agency Point(s) of Contact • Changes / Modifications to the Established Agreement • Hourly Rate Services (SOW will detail) ~ Design ~ Installation ~ Project and Move Management (if applicable)

50. When Should BPA’s be Used • To standardize furniture throughout the country in locations nationwide • Reoccurring Needs in several locations within the Agency • Expediting Procurement Lead Time • Pre-planning • Tight Budget