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QUALITY PARTNERSHIP
COUNCIL MEETING
Tuesday, May 10, 2011Hilton San Diego Bayfront
San Diego, CA
AGENDA
Welcome Acquisition Operations FY11 GSA National Account Management USACE Presentation BIFMA Certification Round Table Discussion Closing Remarks
Pam Blumenstein
Center DirectorGSA Integrated Workplace Acquisition Center
Federal Acquisition Service
U.S. General Services Administration
Acquisitions Operations FY11
Jeffrey Koses, Director Acquisition Operations
May 2011
Federal Acquisition Service
Agenda
Fiscal Year 2010 Accomplishments Key Measures Fiscal Year 2011 Initiatives
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Federal Acquisition Service
AO Key Nationwide Measures – September 2010
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Measure FY09 (Actual)AO FY10Baseline/
TargetFY10 (Actual)
ProjectionG/Y/R *
Business Volume $21,704,826,111 $22,054,800,000 $22,184,831,477 (MAS/SOP) G
Customer Satisfaction 72.2 70.2/76.2 71.6 G
% of Options Exercised for Five Year Period 49.6%
49.6%/60.1% 62.3% (September)
52% (FY10 YTD Cum) G
Percentage of Electronic Mods (20%) 10.5% 10.5%/15.5% 44% G
Percentage of Electronic Offers (15%) 30.3% 30.3%/39.3% 61.05% G
Plan Versus Actual FAS Direct Costs -5.1% -13%/-5% -6.8% G
FAS Direct Costs as a % of FAS Gross Margin 30.61% 30.61%/21.75% 32.97% Y
AO Direct Costs as a Percentage of Gross Margin 24.8% 24.8%/
20.8%29.4% Y
Cycle Time to Process Mods 14.1 Days 14.1 Days/12 Days
12.9 Days Y
Cycle Time to Process Offers 69.1 Days 75 Days/72 Days 93.4 Days Y
GSS AO Socioeconomic Business Volume 33.8% 33.8%/36.8% 32.6% Y
% of CORS File Processed Within 5 Days 77.7% 77.7%/82.7%
.79%77.2% (FY10 YTD Cum) G
* G – Within Baseline/Target Y – Within 50% of Baseline/Target R – Greater than 50% from Baseline
Contribute to Corporate Incentivized Measures
Federal Acquisition Service
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AO Key Nationwide Measures – March 2011
Measure FY10 (Actual)AO FY11Baseline/
TargetFY11 (Actual)
ProjectionG/Y/R *
Business Volume $22,184,672,087 $22,809,270,952 $11,756,990,753 (CASH/SOP) G
Customer Satisfaction 71.6 71.6/75.6 TBD G
% of Options Exercised for Five Year Period (FAS Index Measure) 52%
52%/65% 59.7%
62.5% (FY11 YTD Cum) G
Percentage of Electronic Mods 44% 44%/85% 73.9% G
Percentage of Electronic Offers 61.1% 61.1%/98% 96.9% G
AO Direct Costs as a Percentage of Gross Margin 29.4% 33.4%/
29.4%28.4% G
Cycle Time to Process Mods 12.9 Days 12.9 Days/12 Days
13.3 Days Y
Cycle Time to Process Offers 93.4 Days 75 Days/72 Days 120 Days R
% of CORS File Processed Within 5 Days 77.3% 77.3%/77.9%
71.9%74.5% (FY11 YTD Cum) Y
* G – Within Baseline/Target Y – Within 50% of Baseline/Target R – Greater than 50% from Baseline
Actual or Contributor to Corporate Incentivized Measures
Federal Acquisition Service
2010 Acquisition Excellence Accomplishments
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Established FSSI Office Supplies BPA Proved Schedule Prices are Excellent through Study of
Office Supply Pricing Transitioned HUDs M&M program to FABS completed, a
$1 billion new program Numerous new SINS established 30 point increase in e-mod and e-offer. E-Contracting
became standard process.
Federal Acquisition Service
2010 Workforce Excellence Accomplishments
Supported Workforce through Contract Quality ON Stood up Centralized Training Program Moved work between regions to address surge
demands
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Federal Acquisition Service
2010 Environmental Sustainability Accomplishments
Established first green schedule, with Energy Star requirement for Schedule 36.
Comprehensive Professional Energy Services BPAs established and 6 orders placed
Migrated from paper based to web-based publications and information under products/services tab
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Federal Acquisition Service
2010 Customer Focused Offerings Accomplishments
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AO Opportunities project with CAR captured 38 opportunities totaling $598 million for FY 09-10
Developed consistent marketing materials Mapped Customer Support model defining different
levels of service Drafted standard product solicitation
Federal Acquisition Service
FY11 Key Initiatives Workforce Excellence Training program rollout Standard desk guide for all AO
MAS workforce Defined Customer Service
Standards
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Acquisition Excellence Digitization E-SOW MaD Mod Launch FSSI Print Management Fully deploy FSSI OSII
Customer Focused Offerings Level III Data and Point of Sale Application of Social Media Second Pricing Study Customer portal improvements Standard product solicitation
rollout
Environmental Sustainability
Greening of SchedulesImplement end-to-end electronic
contracting
Tonya ButlerKurt Regep
GSA National Account Management
US Army Corps of Engineers
BUILDING STRONG®
Army Furnishings Program
Alicia Allen
Furnishings Program Manager
US Army Engineering and Support Center, Huntsville
FY11
BUILDING STRONG®
Centralized Furnishings Overview
FY10 Summary Centralized Furnishings Process Challenges Huntsville Engineering and Support Center (HNC)
Initiatives Forecast
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CENTRALIZED FURNITURE PROCESS
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Order Preparation
Comprehensive Interior Design is typically based on one manufacturer, with a minimum of two alternates
Descriptions must be generic Huntsville Engineering and Support Center (HNC) lifts
the descriptions and inserts them into Section 3 of the Furniture Item Description (FID), removing any remaining proprietary features
Garrison / Corps of Engineers District reviews the final FID and Line Items before solicitation
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Solicitation
HNC’s goal►two weeks minimum for quote preparation►Up to four weeks for large jobs
Questions need to be submitted early in the quote period
Quote must include a tech data sheet that addresses each element of the FID for each line item in the solicitation
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Tech Review Pass / Fail analysis
► Make acceptable tech data sheets available to dealers► No guarantee of multiple rounds of clarifications
Technically acceptable quotes are forwarded to Contracting Officer (KO) for a best value analysis
Primary factors typically delivery or cost► Delivery
• Furniture Install Start Date
• Furniture Install Completion Date
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Contractor Delivery
HNC Contracting Officers hold manufacturer’s quoted after receipt of order (ARO) to be effective as of the signature of the Contracting Officer, not when the order is placed in the factory.
Mfr performance ratings will be degraded if delivery is not made in accordance with the contract dates for any unchanged items.
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Post-Award Walk Thru
Purpose►Verify final colors / finishes►Check for construction interferences►Look at unloading / movement routes►Confirm specific delivery instructions►NOT INTENDED TO CHANGE PRODUCT
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Contract Modifications
Process mirrors a solicitation►HQ approval for user changes►Mod tech prep►Customer approval►Solicitation►Tech Review►Obtain funding from customer►Award
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Delivery / Install
Visual inspection of the facility prior to install is useful
Refer to Scope of Work appendix F for installation specific instructions, such as access gates, hours of operation, safety apparel, etc
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Payment
Receiving reports► Garrisons may hold the receiving report until missing /
damaged items are replaced► HNC has a discrepancy form for partial receiving reports► Manufacturers need to prompt dealers about completion
status
Invoices► Must match the line item (quote) sheet of the contract► Pricing must match contract pricing
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CHALLENGES
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Incomplete Quotes
Mfrs have opportunities to work with HNC to understand requirements
Culture at HNC is changing to award to first technically acceptable quoter
Rounds of revised quotes / tech reviews are costly, time consuming, and benefit no one.
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Changes
Better ideas need to be submitted with quote – not brought up after award
Contract is fixed price – not level of effort. Cannot substitute items or do puts and takes.
Require user / Garrison funding, which can create delays
Only the Contracting Officer at Huntsville can authorize a change, through the modification process
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Joint Occupancy
Agreements need to be put in place prior to the beginning of a project furniture install.
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Delivery / Install – Joint Occupancy
Demand a visual inspection of the facility prior to install, especially for joint occupancy►Photos or video of prior damage, especially in
transfer corridors, may save time later
Follow all safety procedures, including safety equipment, if required
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INITIATIVES
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HNC Quality Assurance (QA) Program
Army’s Furniture Program Procedure► Garrison / District performs QA► HNC provides occasional “back check”
Policy on Non-Conforming Items► Repair in place, if feasible► Replace what cannot be repaired
HNC’s QA team: Gail Hodge, MSG Mitch Jackson, Andy Black
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Brad Miller
BIFMA
Sustainability and
level® Overview
Environmental Claim Trends
• Marketplace is moving from single attribute claims:• Certified wood
• Energy efficiency
• Indoor air quality
• To multi-attribute sustainability protocols for products.
• And ultimately, Environmental Product Declarations
(EPD) based on established Product Category Rules
(PCR) and Life Cycle Impact Assessment (LCA) data.
Environmental Claims
• Multi-attribute standards address numerous
environmental impact categories.
• Provides more of a life-cycle perspective.
• Multi-attribute environmental programs.• Prescriptive criteria
• MBDC C2C
• SMaRT
• Optional criteria (point based systems)• LEED
• level
• NSF – 140 (carpet)
Environmental Claims
• Prescriptive Criteria Programs• Advantages
• Certainty regarding what elements have been addressed
• Disadvantages• Lack of transparency
• Cost inhibits widespread adoption
• Optional Criteria Programs• Advantages
• Increased flexibility for producers, facilitates widespread adoption
• Easier/cost effective to engage in the process
• Disadvantages• Some impacts could, initially, be ignored
Benefit of e3/level• No longer need to understand and pursue
numerous independent single attribute
certifications.• VOC emissions
• Recycled content
• Certified wood
• Locally sourced
• PVC free
• Energy efficiency
• Social responsibility
• Multi-attribute, BIFMA e3 and level address all
elements of sustainability.
Scope of e3 Standard• The e3 Standard establishes a common set of metrics to
define “green” for furniture.
• It is a finished product assessment protocol, applicable
to all types of furniture.
• Also applicable to materials and components
manufactured by suppliers to furniture manufacturers.
Basics of the Standard
• Four areas of focus
• 6 prerequisites
• Numerous optional credit criteria
• Accumulate points toward a final score and
conformance tier
The Standard & level Certified• level certification requires 3rd party verification of the score.
• Six certification bodies presently approved to participate.
Certification Bodies• Multiple certification bodies
• Bureau Veritas
• Intertek
• NSF
• SCS
• LGA
• UL Environment
• ANSI accredited to ISO Guide 65
Elements addressed in the Standard
The standard is divided into four basic elements
consisting of various prerequisites and credits that are
potentially available to organizations seeking product
conformance to the standard.
Element Review
Materials
Energy & Atmosphere
Human & Ecosystem Health
Social Responsibility
Levels of level Certification
What Makes level Unique?
• Multi-attribute standard
• Product, process and organization-wide evaluation
metrics
• Optional credit structure with conformance tiers
• ANSI approved standard
• Multiple 3rd party certification bodies ANSI accredited to
ISO Guide 65.
• Competition between the certification bodies
Status of the Program
• Standard available for public use in 2008
• level launched in 2009
• As of April 2011, 25 product manufacturers
• Over 830 product lines
• 76% at level 1; 23% at level 2; <1% at level 3
• Re-certifications coming due now (required every 3
years)
level Web Resources
ROUND TABLE PANEL
Pam Blumenstein IWACenter
Linda Valdes IWACenter
Tonya ButlerGSA National
Account Management
Kurt RegepGSA National Account
Management Alicia Allen
US Army Engineering and Support Center
Lisa HexomNAVFAC
SOCIAL MEDIA
Visit us on Twitter and register to receive our tweets. www.twitter.com/GSAIWAC
Join our group on LinkedIn: GSA IWACenterReceive updates on new initiatives and upcoming events! www.linkedin.com
INDUSTRY DAYS
Specific Schedule Industry Days held throughout the calendar year
2010 Industry Days: Schedule 71 II K Schedule 58 I Schedule 72 – Carpeting Forum only
Potential 2011 Industry Days Schedule 78 Schedule 71 Schedule 36
NEXT QPC…
NeoCon EastBaltimore, MD
Tuesday, November 1st12PM – 4PM
Baltimore Convention Center
THANK YOU
QUALITY PARTNERSHIP
COUNCIL MEETING
Tuesday, May 10, 2011Hilton San Diego Bayfront
San Diego, CA
