Section 1—Buying office furniture through Public Services and Procurement Canada

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Why has Public Services and Procurement Canada moved from Standing Offers to Supply Arrangements?

Supply Arrangements (SA) save time and money by prequalifying suppliers and a range of commonly purchased products, allowing users to negotiate pricing from pre-established ceiling prices under set terms, conditions and standards while meeting trade agreement obligations. A one-page simple contract can be used for requirements that fall under $25,000.00 (which captures 95% of the requirements). They also give Public Services and Procurement Canada's clients the flexibility to solicit bids competitively or to negotiate their specific requirements to obtain the best value possible. Supply Arrangements allow suppliers to qualify at any time during the on-going qualification process and enable them to quote current prices to reflect current market conditions, volume, etc. This is beneficial to both the suppliers and Canada.

Who can use the Supply Arrangement?

The identified users include any government department, agency or Crown corporation listed in Schedule I, I.1, II or III of the Financial Administration Act (FAA).

Can I use methods of supply developed by my own organization to purchase office furniture?

Treasury Board contracting policy requires federal government departments and agencies listed in Schedule I, I.1 or II of the Financial Administration Act to purchase furniture through mandatory Supply Arrangements issued by Public Services and Procurement Canada (PSPC) provided that: •the goods and services are similar in form and function to the goods you need to satisfy your operational requirements; and •other operational requirements can be satisfied (for example purchasing from Aboriginal suppliers by using the Procurement Strategy for Aboriginal Businesses program)

What office furniture can I buy through the Supply Arrangements?

Workspaces
•Category 1: Interconnecting Panels and Freestanding Systems
•Category 2: Freestanding Height Adjustable Desk/Table Products
•Category 3: Metal Filing and Storage Cabinets
•Category 4: Wood Veneer—Freestanding Products
•Category 5: Ancillary and Lighting Products
•Category 6: Support Space—Collaborative Furniture (lounge-style/soft seating, coffee/end tables, etc.)

Office seating
•Rotary (Office and Conference) Chairs
•Side Chairs

Visit the individual Supply Arrangements on the furniture division website for more details.

Can I buy goods and services using my Government of Canada credit/acquisition card?

Yes, Please ensure that you negotiate a firm price for your requirement as a Supplier's arrangements has Product pricing estimates.

The credit card can be used to pay for goods and services acquired through the Supply Arrangement if the Supplier accepts payment by credit card. Consult the Supply Arrangement holder's information about acceptance of payment by credit card.

The goods and services I need ("my requirement") are not found in the Supply Arrangements. What do I do?

If the goods/services appear to be similar to your needs, but you are unsure if they meet your requirement, communicate with the contact identified on the furniture division website.

If the Supply Arrangement goods/services cannot meet your operational needs, the requirement must be handled as a standalone procurement. Therefore, it must follow the regular procurement process, taking into accounts the Government Contract Regulations and trade agreements.

Can we proceed with the purchase of items identified on an ergonomic assessment using our own departmental authority?

The Supply Arrangement cannot be used for non-Supply Arrangement items. However, ergonomic assessments are used to identify the features and attributes of a particular product required. Therefore, identified users must first verify the Supply Arrangement to determine if the product is available. If the Supply Arrangement does not include products similar or equivalent meeting the ergonomic requirement(s), the identified user may proceed outside the Supply Arrangement after consulting the Supply Arrangement Authority.

Does the Work Spaces Supply Arrangement have a provision to allow for purchases of non-Supply Arrangement items, and if yes, up to what dollar value?

Yes, a maximum of 30% of non-Supply Arrangement products can be added to a requirement for each category. Identified users are required to provide the specifications, products and pricing, and certifications associated with the non-Supply Arrangement products forming part of the requirement.

Can I use the Supply Arrangements to buy office furniture that is to be delivered to areas covered by one or more Comprehensive Land Claim Agreements?

No. This requirement must be handled as a standalone procurement. Therefore, it must follow the regular procurement process, taking into account the Government Contract Regulations and trade agreements, as well as the relevant Comprehensive Land Claim Agreement (CLCA(s)).

Can I use the Supply Arrangement to set-aside a purchase under the Procurement Strategy for Aboriginal Businesses?

Yes. Aboriginal suppliers registered under Procurement Strategy for Aboriginal Businesses (PSAB), also known as "PSAB Stream/Suppliers", are designated with a * after their names on the Supply Arrangement pages of the Furniture Website. Further information on PSAB can be found at: Procurement Strategy for Aboriginal Business.

Who are the suppliers and where do they supply?

The suppliers pre-qualified on the Supply Arrangements (SA), also known as SA holders, are either manufacturers or authorized dealers of the products. There are also authorized dealers that provide quotes, deliver and install products on behalf of the SA holders so that they can meet their national or regional requirements of the SA. Authorized dealers that are not SA holders cannot sign solicitation and resulting contracts on behalf of the SA holder.

For most SAs, there are two pools of suppliers to choose from:
1.General Stream Suppliers: They supply on a national basis, except where Comprehensive Land Claim Agreements apply
2.Aboriginal Suppliers: They are registered under the Procurement Strategy for Aboriginal Business (PSAB) stream of the SA. They supply on a national or regional basis, except where Comprehensive Land Claim Agreements apply

Refer to the furniture division website to determine what the offering is for each SA holder.

Do the Supply Arrangement holders possess security clearances?

Supply Arrangement holders (and their service providers) that do not possess a security clearance are being sponsored by the Furniture Division. Your security aspects need to be identified and added to the solicitation for your individual requirements.

I am not sure whether the supplier needs a security clearance to access the locations where the products will be delivered/installed. What do I do?

Contact your department's security officer to determine if there is a security need and follow his/her instructions. If a security requirement exists, you need to complete a Security Requirements Check List (SRCL) (Form # TBS/SCT 350-103) and obtain some security clauses from the Commercial and Industrial Security Directorate (CISD) of Public Services and Procurement Canada.

The SRCL and the security clauses will need to be added to your solicitation and contract documents.

More information can be found on the Buyandsell website.

The website, instructions or templates are not clear. Can I offer suggested changes?

The Furniture Division welcomes feedback and suggestions on how the information can be more meaningful. Please contact the Supply Arrangement authority identified on our website. Be sure to indicate "Re: Office Seating" or "Workspaces" in the subject line. Together, we can continuously improve.