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This agenda outlines the reasons for implementing new furniture purchasing procedures, the key stakeholders involved in the process, and the steps for ordering movable and fixed furniture. The goal is to establish a consistent and customer-friendly process that adheres to procurement and code requirements.
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New Furniture Purchasing Procedures October 11, 2011
Agenda • Trace Little, Director of Purchasing • Introduction and Agenda • Reasons for a new procedure • Who was involved in the process • Judy Smith, Director of Space Management • Information required • Sandy Rogerson, Director of Campus Enterprises Technology • Furniture Form in eMarketplace • Workflow • Q&A
Why create new furniture purchasing procedures? • We were returning furniture that did not properly fit into the space. • Furniture was being placed in areas that violated our fire code. • Furniture placement was not in ADA compliance. • We were manually sending the requisitions to Space Management, Safety and Facilities which was time consuming, inefficient and inconsistent. • We were not always receiving floor plans when required. • Facilities was not always being notified about fixed or hard wired furniture installations. • There were no written guidelines on which orders were to be sent to Space Management, Safety or Facilities.
Who was involved in this process? • Purchasing • Space Management • Safety • Facilities • Our major furniture vendors • Campus Enterprises Technology • Fixed Assets/ Accounting • Users
What was the solution? • An approval work flow has been established in eMarketplacethat includes a form for furniture purchases. • As a part of this solution, we will only allow the purchase of (1) replacement chair through the pcard. All other furniture orders will be made through eMarketplace.
What is the anticipated go live date? • Monday, October 17, 2011
Why a new process? To establish a consistent process for furniture purchases that is customer friendly and is in compliance with applicable procurement and code requirements.
How do we break this down? Two categories of furniture orders 1- Moveable furniture- furniture that is not attached to walls, ceilings or floors 2- Fixed furniture- seating, bookcases, partitions and other furniture that is attached to the wall, ceiling or floor or that must be hardwired for electricity.
How to Order Movable Furniture Order will be placed through eMarketplace. If order is over $2500 the vendor will provide you with a furniture layout. This must be attached to your requisition. OSM and EHS will review the layout for code compliance and approve the requisition.
How to Order Movable Furniture If your order contains a mixture of movable and fixed furniture, always treat the order as a fixed furniture order
How to Order Fixed Furniture Order will be placed through eMarketplace. If items are attached to the wall, ceiling or floor or if they have electricity running to them from a direct electrical connection (hardwired) rather than a plug into a receptacle, the Facilities Design and Construction project office must oversee the project.
How to Order Fixed Furniture You will be required to enter a project request into the Central Intake System. A link is provided in eMarketplace. https://provost.uncg.edu/secure/osm/ You will need a furniture layout attached to this request. Your request will be forwarded to FDC and a project manager will contact you.
How to Order Fixed Furniture Furniture orders that require a Project Manager will more than likely also require approval by the State Construction Office. This will have a significant effect on the time frame of your project. You can expect a minimum of 6 weeks of additional time for drawings to be sent to SCO and to receive an approval back. We must have that approval before the order can be released or the project can begin.
