Physical Facilities Procurement Services Last Updated: March 29, 2013 (P. Burns/S. Reece)

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1 Physical Facilities Procurement Services Last Updated: March 29, 2013 (P. Burns/S. Reece) Purpose of Physical Facilities Procurement Services To provide assistance in procuring product for capital & IHD projects and also assist all campus departments, faculty & staff with their procurement needs, including acquiring pricing via price lists, quotes or the bidding process. We also provide timely and accurate information about University resources by giving clear direction, offering thoughtful guidance and delivering quality service in the area of office furniture, floor coverings and window treatments. Staff and brief description of job responsibilities: Pam Burns Purchasing Agent Serves as a commodity expert and Purchasing Agent for the capital project managers on all new building/renovation projects that require furniture Processes all bid packages for furniture and floor coverings for new building projects Provides general information to faculty, staff regarding office furniture, carpet and window coverings Deb Walker Assistant. Buyer - dswalker@purdue.edu Serves as a commodity expert and Asst Purchasing agent for IHD and the Resident hall staff. Evaluates faculty & staff for ergonomic chair fittings Provides general information to faculty & staff regarding office furniture, carpet & window coverings Judy Clare Procurement Clerk jclare@purdue.edu Enters all orders for Capital & IHD into SAP and manages all the reports affiliated with the accounting system. (past due invoices, out of tolerance issues)

2 FURNITURE, FLOOR & WINDOW COVERING PURCHASING Furnishings Introduction Procuring & Receiving Office Furniture Standards How to Buy Seating How to Buy Window Treatments How to Buy Carpet Contact Information Design Services: Assistance is available for consultation on design programs and proposals, space plans, estimates, drawings, and remodeling and renovation projects. Staff works with Physical Plant on most remodeling and renovation projects. In those situations their services are acquired through submission of the Form RPS, Request for Professional Services. Design services, not involving Physical Plant, can be obtained by direct request to Furniture buyer, within Physical Facilities Fiscal Affairs. Any arrangements for commercial interior design services should be coordinated through the Furniture buyer or assistant buyer. Exclusion of Specific Items: Unapproved items, wall accessories, special desk accessories, plants (real or artificial), and desk lamps will not be purchased with University funds for academic or administrative offices, conference rooms, or related areas Office furnishing policies and standards are an essential element in managing the University's resources. In addition to promoting efficient use of both space resources and operating funds, consistent application of these policies is intended to: Keep furnishing cost within a reasonable and prudent percentage of total budget costs; Ensure a degree of uniformity and versatility in movable furniture; Ensure the selection of furniture which is properly scaled to general office sizes, as outlined by the Office of Space Management and Academic or visit this site: tion.html Minimize costs by making quantity purchases if possible; Standardize furniture manufacturers within buildings; Promote consistent treatment of staff throughout the University

3 It is the goal of the University, whenever possible, to fully equip new and extensively renovated buildings with new furnishings as part of the total project costs. In situations where organizational units are subsequently relocated from other facilities, the furnishings in those facilities will, in general, are relinquished and remain in place for use by subsequent occupants or be disposed. This will help to avoid overcrowding of the new space, minimize moving costs, promote good housekeeping, and encourage a consistent level of quality and appearance between furnishings and facilities. Furnishing standards apply to all offices, conference rooms, and libraries, learning resource centers, classrooms and related areas in academic and administrative facilities on the several campuses of the University. They apply to all purchases made from funds administered by the University. Application: Although specific furnishings are prescribed for many areas, unusual needs may require the selection and purchase of nonstandard items. In such instances, the quality, cost, appearance, and style of these furnishings will be consistent with standard items. Similarly, unique areas not specifically referenced in these standards will be furnished in the same manner. Approval and Administration: These policies and standards have been reviewed by the president, executive vice president for academic affairs, and executive vice president and treasurer. The director of purchases and services enterprises is responsible to the vice president for business services and assistant treasurer for the consistent implementation of these policies and standards, and has the authority to rule on requests for nonstandard items, determine the proper office level for all staff, and revise dollar allowances and change the types of prescribed furnishings as may be required Procuring and Receiving It is always best to start early on a furniture project. The acquisition of furniture can be a lengthy process. Departments that are considering an open office or landscaped office concept using furniture systems, acoustical coverings, and special lighting systems, should contact Physical Facilities or Furniture buyer at least nine months before the desired move-in date. Open office areas are very complex and require extensive planning. The work involves an analysis of activities in the area, the planning of necessary changes to the facility, the determination of furniture layout and work station relationships, the determination of utility locations, and an evaluation of lighting and acoustical requirements. Physical Facilities Procurement has developed standards and recommendations to assist you with the procurement of office furniture. These standards have been developed in order to assure the University of Exceptional Quality, functionality and service. They

4 comply with the Governor s sustainability directives while promoting the efficient use of University funds. Our preferred furniture suppliers have been selected based on their commitment to the University to furnish furniture from the University s standards program. They have agreed to support the following: Utilize GSA pricing, or pricing from buying consortiums such as U.S. Communities, E & I Cooperative, and National IPA & National JPA. Deliver/install, clean, inspects the furniture for damage and remove all cardboard and trash. (it does not include removal of existing furnishings or furniture). Provide design service and space planning. Some will charge an additional fee for numerous revisions so it is helpful if there is some pre-planning done prior to their visit. Products may be viewed at their show rooms or at various campus locations. Brochures may be acquired by calling the Furniture Buyer or Assistant Buyer.(see contact information below) Other Things to Remember when Purchasing Furniture On the SRM order: Please enter the order as Per the Quote and 1 lot. There is no need to place each item individually into the system. Please indicate in the Vendor Text field a contact person and telephone number to schedule the delivery and installation. Please indicate in the Description field the Manufacturer name (i.e. Kimball) and item description (i.e. office furniture). Please indicate in the Vendor Text field the finishes and fabric choices if not listed on a quote. Please provide a desired delivery date in the Need by Date field. Typically lead-time for furniture orders is 6 to 8 weeks. After receipt of the items, check immediately for correctness and damages. Report any discrepancies to the dealer immediately. If everything is acceptable with the order, receive the item in SAP. Furniture is made to order and is not returnable. Once a purchase order is placed with the manufacturer, it cannot be cancelled.

5 Dealerships that sell quality products do not carry an inventory of furniture to be purchased. The furniture is not manufactured until it is ordered. Purchasing does not carry an inventory of new or used furniture. Office Furniture Standards Listed below are the Manufacturers that are used as part of Purdue s Furniture Standards Program. Each WEB address will take you directly to the line that is used within that company. After viewing the web sites please call the Furniture Buyer or Assistant Buyer and they will contact a representative from the corresponding dealership. A representative will meet with the customer to determine their furniture needs. A drawing and a quote from the vendor will be reviewed by Physical Facilities for code compliance prior to the vendor forwarding it on to the end-user. Once the end-user reviews the drawing/quote and it is acceptable, the order can be placed in SAP. Wood/Laminate Office Furniture Jasper Seating: Kimball Office: Metal Office Furniture Allsteel: Knoll: Herman Miller: Computer/Training & Conference Room Tables Versteel: HOW TO BUY SEATING Office Task Chairs Purdue employees are very fortunate to have an administration that is committed to an ergonomic program that is provided by REM (Radiological and Environmental Management), located in CIVL. Money is allocated each year to meet the ergonomic needs of faculty & staff. The form needed to request their services can be found at

6 The employee may also contact the Assistant Buyer in Freehafer Hall (see contact information below) to request a chair evaluation. The Assistant Buyer will assist the employee in determining the correct chair and provide the ordering information. The department is responsible for ordering the chair and paying 100% of the purchase. Office Guest/Side Chairs Office side/guest chairs are chairs that have legs or a sled base and are not used at a desk. They may be purchased through the Guy Brown catalog, available in your departmental Business Office. The fabric selections on these chairs tend to be limited. If the chairs shown are not acceptable and other options are needed, please call the Furniture Buyer or Asst. Buyer for alternatives. Student/Computer Lab Chairs Purdue has standardized on two chairs for students, Bodybilt GPX, Biofit and United Zing. Current pricing and fabric choices may be obtained by contacting the Furniture Asst. Buyer. HOW TO BUY WINDOW TREATMENTS Mini blinds may be ordered by sending an RFS (18A) to Purdue s blind shop. Description should read: Furnish & install mini blinds in (building) Room #. Someone from the blind shop will measure the window and provide samples from which to choose a color. If vertical blinds or draperies are needed, please contact the Furniture Buyer. The buyer will send a representative to meet with the end-user, measure the window(s) and provide a quote. The order will then be placed in SAP by the department. If the end-user has received a specification form from an outside Interior Design firm (i.e. Resident Halls & Rowland Design), the specification sheet must be sent to the Buyer/Assistant Buyer. The Buyer will then send a RFQ (request for quote) to a drapery vendor. The quote will be returned to the buyer and then faxed to the department contact person. The order will be placed in SAP by the department. HOW TO BUY CARPET Carpeting may be purchased for spaces on campus. However you must follow the guidelines described in the University Carpet Policy. Carpet Policy for University Offices

7 If the space meets all the qualifications then the next step is to contact the Buyer/Asst. Buyer to set up an appointment at FREH to choose a carpet. It will be helpful to know the answers to the following questions prior to your visit. Does the department want the carpet vendor to remove existing carpet? Does the department want the carpet to be glued down or stretched over pad? Please note the color of the walls and existing cove base. A new cove base color will need to be selected. Are there any particular time-lines involved? If the space does not meet the qualifications, please fill out the Carpet Exception form Carpet Exception Form and send to: Carpet Buyer/PFFA/FREH or fax it to (765) Please include the contact name and number for the Carpet Buyer to call to set up an appointment. Contact Information Pam Burns - Furniture Buyer psburns@purdue.edu Deb Walker - Furniture Assistant Buyer dswalker@purdue.edu Judy Clare Clerk jclare@purdue.edu