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Policies and Procedures

Policy 1276 – Office, Lounge, and Institutional Furniture

Effective
March 1, 1998
Last Updated
October 6, 2014
Last Reviewed
October 6, 2014
Responsible University Officer
Director of Purchasing Services
Responsible Unit
Purchasing Services

Policy Statement

The University adheres to the State contracts for all types of furniture required for office and lounge areas. In general, contracts include all freight and installation in the quoted price. For modular systems furniture, contact Facilities Management in the Facilities Services department. Furniture exceeding $5,000 or more and not on State contract or purchased under purchasing flexibility requires the submission of a completed requisition to Purchasing Services. The University strives to maintain a healthy and safe environment for its employees. Furniture purchased should be ergonomically designed to fit the worker and thereby prevent and/or alleviate possible physical discomfort.

Reason for Policy

This policy is to ensure compliance with State contracts for all furniture purchases.

Exclusions

None

Special Situations

None

Procedures

1226.1 - Creating a Requisition

Additional Information

Frequently Asked Questions

Q: Is there a specific State term contract that addresses office, lounge and institutional furniture?
A: Yes, actually there are several. State term contract 425B covers typical office furniture such as: desks, credenzas, conference tables, wood lateral file cabinets, bookcases and overhead hutches. State term contract 425A covers modular computer workstations. State term contract 425F covers metal lateral file cabinets, and 425G covers metal vertical file cabinets. Finally, State term contract 420G covers all lounge and institutional furniture such as: wood and metal upholstered guest seating, ganged seating for waiting rooms, matching sofas, chairs, and love seats, and occasional tables.

Q: Are these mandatory contracts?
A: Yes, they are mandatory contracts. However, each contract specifies the minimum order amount in terms of dollars or weight. For example, State term contract 420C states that if the weight of the product is less than 250 pounds for any single order, users are not required to use the contract. 250 pounds is the minimum order amount in terms of weight.

Q: Is there a quality acceptance inspection that needs to be performed after the installation process has taken place?
A: Only if the total purchase amount exceeds $10,000. At that point it is required to have a quality acceptance inspection by the NC Division of Purchase and Contract; it should be completed before any invoices are paid by the using department.

Q: My department wishes to purchase additional furniture to match existing furniture, however, this purchase is not covered on State term contract. Will this purchase be allowed?
A: It is allowable provided that the department can submit a brand specific justification indicating the need to match the existing furniture. If the budget estimate or quote exceeds $5000.00 the procurement will be required to follow the competitive bid process.

Related Data

North Carolina General Statute G.S. 143-57.1, Furniture requirements contracts

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Office, Lounge, and Institutional Furniture Purchasing Services - Goods 919-962-3774 919-962-0636 Purchasing_team@unc.edu
Office, Lounge, and Institutional Furniture Facilities Planning 919-966-1571 919-962-9103

History

Revised:
October 1, 2014: Revised naming of requisition.
July 20, 2010
November 19, 2003