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Government Office Furniture Advisory Committee Meetings - Tuesday April 29, 2008

10:00-2:00

PowerPoint Presentation


Government Office Furniture Advisory Committee (GOFAC) Meeting
April 29, 2008
11A1, Room 101
Gatineau, Québec

GOFAC Agenda April 29, 2008

  • Welcome and Introductions
  • Review the Terms of Reference for GOFAC
  • Acceptance of the minutes of the last meeting
  • Key findings of the filing cabinet procurement
  • Freestanding furniture
    • Purchase Description
    • Revised Basket of Goods
    • Environmental Attributes
    • Procurement Strategy
  • Cabinet NMSO Lessons Learned
  • Future Meeting Schedules

Review of GOFAC

  • GOFAC (Government Office Furniture Advisory Committee)
  • The Conference Board of Canada was engaged by PWGSC to host and facilitate four consultation sessions with the supplier community in the fall of 2006. As a result of a commitment made at those consultations, PWGSC established GOFAC
  • First meeting was held February 2007
  • GOFAC terms of reference were defined as: To assist PWGSC in developing a procurement strategy for office furniture by providing advice and or recommendations relating to the strategy.

List of Government members:

  • Mr. P. Tremblay (CCPD)
  • Mr. R. Paquette (CCPD)
  • Ms. R. Ridler (Procurement Renewal Office)
  • Ms. R. Rivard (OSME)
  • Ms. C. Blotniuk(RPS)
  • Ms. J. Despres(CCPD)
  • Ms. J. Sellers (CCPD)
  • Mr. H. Dudley (Industry Canada)
  • Mr. C. Pilon (Canadian Heritage)
  • Technical advisor: Ms. J. Biesenthal (Consultant)

List of Industry members:

  • Mr. B. Parratt (The Global Group)
  • Mr. J. Barbeau (Artopex Inc.)
  • Mr. G. Rapier (Knoll Inc.)
  • Mr. G. Fawcett (Fawcett Files & Storage Systems)
  • Mr. D. Swire (Teknion Furniture Systems)
  • Mr. A. Clement (Asokan)
  • Mr. S. Macey (Basic Office Supplies)
  • Mr. E. Gilbert (Canadian Atlas Furniture)

Key Findings of Filing Cabinet Procurement

  • GOFAC's review of purchase descriptions did not eliminate specification issues
  • The median is adversely affected when numerous series are offered
  • The basket of goods must represent items commonly used by the Government
  • It would be prudent not to release detailed information in advance of the release of the RFSO

Technical Issues – Freestanding furniture

  • Purchase Description
  • Basket of Goods
  • Environmental Attributes

Purchase Description Revisions

  • Compliance Issues
  • CAN-CGSB.44-227
  • Basket of Goods
  • Omissions
  • Unclear Wording

Purchase Description Revisions – Compliance Issues

  • MODESTY PANELS (current)
    • Work surfaces shall be equipped with a modesty panel. Modesty panel shall be flush with the edge of the work surface and available in full, and partial with the exception of height adjustable components. Partial modesty panels must have a minimum height allowance of 406mm (16 in.) to allow for electrical outlets to be accessed.
    • Modesty Panels - all fixed height horizontal surfaces shall be equipped with a modesty panel, when specified.
  • MODESTY PANELS (proposed)
    • Work surfaces shall be equipped with a modesty panel, when specified. The modesty panel shall be "nominally" flush with the edge of the work surface and available in full and partial . Partial modesty panels must have a minimum height allowance of 406mm (16 in.) to allow for electrical outlets to be accessed.

Purchase Description Revisions – CGSB Standard

  • PD-1 Current
    • Incremental work surfaces shall be adjustable in increments of no more than 25 mm . . . .when measured from the floor
  • PD-1 Revised
    • Clause deleted as it forms part of the CGSB Standard
  • PD-1 Current
    • Articulating Keyboard Support Surface – A vertically and horizontally continuously user adjustable . . . To which it is attached
  • PD-1 Revised
    • Clause deleted as it forms part of the CGSB Standard

Purchase Description Revisions – Basket of Goods

  • HUTCHES (current)
    • Hutches shall be available with doors.
  • HUTCHES (proposed)
    • Hutches shall be available with and without doors, as specified

Purchase Description Revisions – Omissions

  • Finish of Horizontal Work Surfaces (current)
    • horizontal work surfaces shall be laminated.
  • Finish of Horizontal Work Surfaces (proposed)
    • horizontal work surfaces shall meet the performance requirements for high pressure laminate.
  • Tolerances (proposed)
    • Unless otherwise specified, the tolerance for all dimensions shall be –12.7mm/+25.4mm (–1/2"/+1.0")

Purchase Description Revisions – Unclear Wording

  • INTERCHANGEABILITY (current)
    • all fixed height horizontal work surfaces shall be interchangeable, right-to-left and left-to-right with the exception of rectangular and corner surfaces and personal storage towers and combination pedestals.
  • INTERCHANGEABILITY (proposed)
    • all fixed height horizontal work surfaces shall be interchangeable, right-to-left and left-to-right with the exception of rectangular surfaces with one recessed panel and work surfaces with different depths (24" and 30")
  • SIT-ONLY WORKING POSTURES (current)
    • The installed input-device support surface designed for sitting working postures only shall comply with the clearance requirements of a surface height adjustment that includes at least the range of 56 cm to 72 cm (22 to 28.3 in.) as measured from the floor to the top of the surface.
  • SIT-ONLY WORKING POSTURES (proposed)

Freestanding Furniture – Basket of Goods

GOFAC Recommendations

  • Potential for a negative impact on Small and Medium enterprises (SME's)
  • Not fully representative of government user requirements

PWGSC Actions

  • Reviewed technical requirements and basket of goods to ensure SME's have opportunity to bid
  • Reviewed client purchases to ensure the basket of goods represents 80% of user requirements

Example of Revision to the basket of goods

Meeting Table

Description of Meeting Table

Executive Basket of Goods

  • GOFAC recommended tables with a diameter of 36" and 42"
  • 32% of the tables called-up were 48" dia.
  • Recommendation: Add 48" dia. table to the basket of goods

D-top work surface with no modesty panel

Description of D-top work surface with no modesty panel

General Office Basket of Goods

  • GOFAC recommended D-top tables with a depth of 36" in widths of 60", 66" and 72"
  • Less than 4% of the D-top work surfaces called-up were 36" deep
  • Recommendation: Delete 36" depth D-tops from the basket of goods

Environmental Requirements

NMSOs for Freestanding Furniture Business Volumes 2006/07

  • Call ups under $25,000
    Value:$10.4m
    Number:2,250
  • Call ups $25,000 to $150,000
    Value:$3.5
    Number:55
  • Call ups (RVDs) above $150,000
    Value:$0.3m
    Number:2
  • Total
    Value:$14.2m
    Number:2,307

Freestanding Furniture Strategy

Overview

  • 2 years + 1 option year
  • Firm prices with one price increase, represented by a decrease in discounts from list price, allowed for option year. Change in discounts will be based on the industrial price index maintained by Statistics Canada
  • Limit the number of series to a maximum of 2 commercially available series per category
  • There will be 4 categories (executive, full panel, metal leg fixed height, height adjustable)
  • Aboriginal RMSOs/NMSOs items must match the non- Aboriginal

Strategy for requirements less than $25K

  • Evaluation will be based on median +10% including hardware, installation
  • Evaluated median price will be based on the basket of goods per category
  • Additional items from the same series meeting the technical requirements will be considered but not included in the median calculation

Strategy for requirements from $25K - $150K

  • Volume discounts will be utilized with e-purchasing and can be increased only on a monthly basis. Discounts offered will never be less than the original quote.

Strategy for requirements above $150K

  • Above$150k RVD's will be utilized

Filing Cabinets – lessons learned

  • Absence of tolerances caused products to be non compliant
  • No questions were asked by bidders as to the absence of tolerances
  • Not limiting the number of series has affected the median price calculation as some firms submitted multiple series
  • Not all items in the basket of goods are commonly used by the Government, yet they played a role in the outcome in that they were part of the assessment
  • Releasing detailed information may be a perceived by some to have provided GOFAC members an advantage

Proposed Future Meeting Schedules

May 13

Freestanding Furniture: Discuss and finalize any outstanding issues
Desking: Discuss and finalize (basket of goods, purchase description, environmental attributes and procurement strategy)

June 3 or 17

Panel Systems: Discuss procurement strategy, purchase description and environmental attributes

July 8

Panel Systems: Discuss and finalize any outstanding issues Office seating to commence fall 2008