information is important for UWF departments to read BEFORE
purchasing (by requisition, PCard, Direct Pay Request, or using personal credit card and then requesting reimbursement) ANY furniture items. PRIOR APPROVAL MUST BE OBTAINED FROM PROCUREMENT AND CONTRACTS WHEN PURCHASING ANY FURNITURE. Failure to obtain PRIOR approval may result in an audit criticism.
Furniture Contracts: Most furniture must be purchased utilizing Florida State or E&I (Educational and Institutional Cooperative) Contracts. Florida State Contract offers a wide variety of manufacturers at substantial discounts. If non-contract (Florida State or E&I) furniture is purchased it must be justified as to why a contract was not used. Furniture that is less than what is available on Florida State or E&I contracts must be shown to be of equal quality, durability, warranty, etc. BEFORE an order can be placed for it. See also Online PCard Reference Guide in reference to purchasing furniture with a PCard.
Furniture Delivery: Since contract furniture is made at the factory when the order is received, delivery time can be anywhere from 4-6 weeks. Some lines may be available on a "quick-ship" program. The local contractor/provider can provide that information. Many "quick-ship" programs ship in 10 days. Always verify with the local contractor/provider what the delivery time is for the manufacturer you are ordering.
Furniture Installation/Assembly: Facilities Management no longer accepts work orders for installation/assembly of new furniture; tear-downs and reinstallation of office furniture as a result of department/office relocations; or, tear-downs and reinstallation of office furniture as a result of office redesigns.
When Procurement has given prior approval to a department to order non-contract furniture, the department will either:
IMPORTANT NOTE: When furniture installation/assembly requires remodeling or physiclaly altering the space beyond the original condition, departments must submit a "Construction Project and Space Request Form" to Architectural and Engineering Services, Bldg. 90 Contact: Robin Anderson Ext. 3427
Cancellation of Furniture Orders: Contract furniture is ordered directly from the factory thru a local contractor (see list of local certified furniture contractors). The furniture is made at the factory when the order is received; therefore, if you have to cancel an order after production has begun, you may have to pay a restocking fee. The amount of the restocking fee ranges from approximately 10% to 25% of the total order amount depending on the manufacturer.
ADA and Fire Code Compliance: Furniture that is not easily moved by two or more people is defined as "immovable" furniture (i.e., L-shaped or U-shaped workstations) and the placement of such furniture in a room must be reviewed and approved by the office of Environmental Health and Safety in order to comply with ADA (Americans With Disabilities Act) and Fire Codes BEFORE it is ordered.
Candace Perez in the office of Procurement and Contracts will coordinate all required reviews and approvals for furniture requests. Please contact Candace Perez BEFORE meeting with local furniture contractors OR contacting mail order catalogs and placing any furniture orders.
FURNITURE PURCHASES (PRICE LIMITS) PER COMPTROLLER'S MEMO NO. 12 (1994-95)/Florida Dept of Financial Services Reference Guide for State Expenditures (Page 49):
While UWF may purchase office and public area furniture in accordance with the State term contract in effect at the time of purchase, price limits have been established for purchasing the following furniture (see page 33 of Reference Guide for State Expenditures):
1. Chairs (Ergonomic) --
2. Sofas (3-seat) -- $1400
3. Love Seats (2-seat) -- $1100
4. Wing Back (or similar chair) -- $800
5. End Tables -- $400
6. Coffee or 48" Conference Tables -- $600
7. Task Lighting -- $175 (each)
2, 3, 4, 5, and 6 listed above may only be purchased for reception or other
EXPENDITURE OF STATE FUNDS PER COMPTROLLER'S MEMO NO. 21 (1995-96):
". . . State
funds cannot be expended to satisfy the personal preference of employees
(for example: an agency may not purchase more expensive office furniture
or equipment than is necessary to perform its official duties because the
employee prefers a more expensive item)."