UNO Furniture Purchasing Policy

Policy

The Facilities Management and Planning Office will coordinate and execute all departmental requests for furniture purchases. The purpose of this policy is to streamline and improve the process for purchasing furniture, furnishings, and accessories at all University departments and locations while meeting fire and safety codes.

Procedures

The department that is requesting furniture will submit a Construction Request Form. All Construction Request Forms must be filled out completely to be considered. The Construction Request form will be used for scheduling, estimates associated with the purchase, and final departmental approval.

Planning, Design, and Construction

All furniture purchases, regardless of the funding source, must be processed through and approved by the Assistant Director, Facilities Management and Planning - Planning, Design & Construction. All requests will be processed in the order of receipt. All furniture that is purchased using university funds is considered university property.

The Facilities Management and Planning Office will assign a project manager. The project manager is responsible for setting up and coordinating all furniture with an approved sales vendor to work with the department to develop a design/layout, recommend a style/model of furniture/furnishing, and provide a price quote. Quotes must be signed by the department before being submitted for review.

Design goals and overall concept shall be in accordance with the following UNO design philosophy:

1. Timeless appeal in style and color.
2. Appropriate selections for facility/user type.
3. Incorporate furnishings that meet ADA.
4. Durability, high-performance finishes:
   1. Horizontal Surfaces: High-Pressure Laminate, 3mm Edge Banding, Eased Edges, Solid Surface. Any variance needs to be approved by UNO Project Contact.
   2. Vertical Surfaces: Low/ High-Pressure Laminate
   3. Filing, Storage Units: Painted Metal Preferred, High-Pressure Laminate Option.
   4. Fabrics: Commercial Grade, Minimum 50,000 double rubs, High-Performance Finishes, Vinyl, Polyurethane. High-use areas may need higher double rubs and/or use of vinyl or polyurethane on seats and arms.
5. Use well-established furniture manufacturers with good local representation.
6. Serviceability for products specified.
7. Selections shall coordinate with Interior Finishes and Architectural design intent of the building.

The project manager will then process a purchase request (P.O.). The vendor will obtain the items. Note that furniture delivery may take up to twelve weeks after the vendor has received the purchase request. Deliveries will be coordinated by the project manager, the vendor, and the department. Upon delivery and installation, the project manager will process the vendor’s invoice and ensure payment.

Once furniture is installed the department should inspect and note any issues to the project manager within one week. The project manager will follow up on any issues, including warranty claims to the manufacturers if needed. Please note that furniture is NOT returnable and furniture cancelled after receipt of the P.O. by the vendor can be subject to cancellation fees.

All projects will be run by project managers from the Facilities Management and Planning Office that will guide the department through the selection process and will typically order the furniture as part of the project.

---

Current issues

This policy hopes to overcome:

• Current communication gaps
• Increased cost
• Disruptive service
• Misuse of resources
• Failure to consider building codes
• Safety codes
• Infrastructure changes
• Size of space
• Power and network requirements
• Storage, removal, and surplus of furniture
• Provide for vendor diversity