Section 2—Supply Arrangement—Specific questions

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Part 1: Office Seating

There are approximately 46 qualified suppliers to choose from on the Supply Arrangement. The list of suppliers and their available products can be viewed at the furniture division website main page for Office Seating.

Where do I find information on how to buy chairs?

Please refer to the Identified User Instructions available on the Furniture Division website main page for office seating.

What are the different categories of chairs?

1.Rotary Office chair: suitable for users who require multiple posture changes to perform long-term, dedicated and/or multiple operations and sometimes repetitive tasks such as keyboarding, reading and writing.
2.Rotary Conference chair: suitable for users who require minimal posture changes to perform short-term operations with minimal task effort such as telephoning and meetings.
3.Side Chair: a simple chair designed for use by visitors for a short period of time.

Where can I find more information about these chairs (such as the different parts and dimensions)?

The information can be found at the following link: Rotary Chair Illustrations and Dimensions.

I don't know what chair I need. How do I choose a chair?

Choose your chair by the operational features it has that support you and the tasks you need to perform while sitting, using the client search tool (CST) available on the furniture division website.

I need an ergonomic assessment. What do I do?

You should first discuss with your immediate supervisor about your need. Ergonomic assessments fall under the responsibility of the Occupational Health and Safety unit of your organization.

I have my ergonomic assessment report. How do I buy the chair identified in my ergonomic assessment?

Reports obtained from the occupational therapist should identify the ergonomic aspects needed by the employee (for example vertically adjustable arm rests). Even if the report recommends a specific chair by its model, brand or manufacturer instead of the by ergonomic aspects, another chair may meet the same specifications. Use the specifications identified in the ergonomic assessment to search available chairs listed in the Supply Arrangement. If none of the chairs in the Supply Arrangement meet the specifications you require, contact the Furniture Division at rcnameublement.ncrfurniture@tpsgc-pwgsc.gc.ca for the procedures to follow.

Do I have to buy delivery and/or installation services?

Delivery and installation services are not included in the price of the chair(s). Should you require delivery and/or installation, you will need to identify which one(s) are required at the solicitation stage.

What are installation services for chairs?

Installation entails removing the packaging from the chair at the location and assembling any parts, as required, and providing basic instructions to users on the function of the chair.

Is the cost of delivery and installation services included in the price of the chair?

No. Indicate the service(s) you need in the solicitation and resulting contract. Suppliers will add the charges separately at the bidding stage.

Does the Supply Arrangement assist my organization in achieving environmental objectives?

Yes. Please consult the Supply Arrangement at section 6.0—Environmental Requirements for information (available on our website).

Part 2: Workspaces

Does the Request for Bid need to be sent to the Supply Arrangement holder?

Yes, the transaction takes place between Canada and the Supply Arrangement holder. Authorized dealers may assist the Supply Arrangement holders to prepare a quote for a bid, but it is the Supply Arrangement holder that signs all solicitations documents and resulting contracts.

How can we verify what is available on the Supply Arrangement when there is no link between the Government of Canada unique ID numbers and the Supplier part numbers?

There are no part numbers in the Supply Arrangement. Identified users can verify product compliance by referring to the series and manufacturer name for each Government of Canada unique ID (GoCUID) with the part numbers offered. Product images and standard finishes of all major components for each category of the Supply Arrangement are also available from the website of each Supply Arrangement holder, providing an understanding of the type of product offered.

Do the tier limits of the Supply Arrangement include taxes?

Taxes are included, refer to article 6B.3 of the Supply Arrangement.

Do I still need to go out to a minimum of two suppliers under Tier 1 requirements?

No, non-competitive and competitive procurements are allowed. However, identified users are encouraged to send the Bid Solicitation document to at least two Conforming Suppliers. Conforming Suppliers are suppliers with a Supply Arrangement that meet(s) the identified users' requirements, including delivery, installation and product related services (if required)

Is there a sole source option and an associated dollar value limit?

Non-competitive procurements are an option and are defined in the Supply Arrangement. Public Services and Procurement Canada (PSPC) always recommends competition when possible. However, PSPC allows identified users to award a contract without competition when the value of their requirement is less than $25,000.00, including delivery, installation and all applicable taxes. It is also important that departments and agencies follow their internal procurement policy and processes while using the Supply Arrangement. These requirements are identified as Tier 1 procurements under the Supply Arrangement.

Awarding a contract without competition for requirements above $25,000.00, taxes included, is allowed when: 1.there is only one single conforming supplier. A single conforming supplier means a only one Supply Arrangement holder can meet the identified users' requirements, including delivery, installation and product related services (if required)
2.it is a manufacturer specific requirement due to interconnectivity and compatibility with existing furniture. Manufacturer specific requirements must be approved by the Furniture Division of PSPC before proceeding with the procurement

All competitive and non-competitive requirements above $25,000.00 must be posted on the Government Electronic Tendering Service. Tier 2 requirements (between $25,000.00 and $399,999.99) are processed by identified users. Tier 3 ($400,000.00 and above) are processed by the Acquisitions Branch/Program of PSPC.

Are non-Supply Arrangement holders qualified to send us a bid?

New suppliers must first become a Supply Arrangement holder in order to bid on a solicitation. The process to become a Supply Arrangement holder is detailed in Request for Supply Arrangement #E60PQ-140003/C and can be found on the Government Electronic Tendering Service. Therefore, only Supply Arrangement holders may bid on this opportunity.

The Request for Bid Standard form at Article 2 of Annex A indicates to choose either scenario A (does not include a floor plan and identify Government of Canada unique ID codes), or scenario B (includes floor plans with additional product information in Annex C) for each requirement. How would one choose the scenario to use for a requirement?

Scenario A is for requirements when you have a few components to purchase that are either freestanding products that suppliers do not need to understand how the product is installed or a few additional panels for future fit-ups that will not be installed. This scenario is normally used for Category 1 (freestanding items) and categories 2 to 6 requirements that require the use of Government of Canada unique ID (GoCUID).

Scenario B is for requirement where the floor plan will be used. For this scenario, the identified user does not complete the Product Table at article 3 and only provide the information identified at Annex C. This Annex provides instructions regarding the information identified users must provide to Supply Arrangement holders, allowing them to have a good understanding of the requirements and submit a bid accordingly. A product List is not part of the list of information to be provided. This scenario is normally used for Category 1 panel system requirements.

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