Furniture
Depending on the scope of your furniture needs, a furniture wavier, building permit, or purchase order may be required. Review the Furniture Guidelines and How To Buy instructions below prior to making any furniture purchase.
Before You Buy
Before you buy – consider this; you have a responsibility to help Cal Poly meet our sustainability goals. You are asked to purchase furniture meeting one or more of the following certifications: BIFMA Level, Cradle to Cradle (C2C), SCS Indoor Advantage Gold, GREENGUARD Gold.
End of life procedures should prioritize 1) repurposing furniture with other departments on campus, 2) selling or donating to local non-profit or state organizations, and 3) sending to a recycler that directs the furniture away from landfills.
For larger furniture projects, consider Facilities to assist since they offer project management services. They can coordinate the following on your behalf: supplier relations, permits, purchase orders, movers/surplus, painting, custodial, carpentry, data ports, and electrical needs.
How To Buy
Procurement Process
Up to $5,000
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Low-value furniture purchases where no services or installation are involved, and the supplier does NOT accept a PO, may be purchased with a ProCard with an approved waiver number. To obtain a waiver number:
- Enter a requisition in CSUBUY using the Goods and Services Request Form.
- Select Supplier Not Known (vendor #1004350900).
- Identify the order as ‘furniture’ in the general information section.
- Complete all remaining fields and attach a quote from the supplier or a printout of the product webpage.
Once the requisition has been submitted, approved, and the Facilities review is complete, your Procurement Specialist will receive the requisition. The requisition will be rejected, and the requisition number will serve as your waiver number. Provide the waiver number on your ProCard Reconciliation Statement. Refer to the Business Process Guide for more details.
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If your furniture purchase does not meet the criteria for a waiver:
- Enter a requisition in CSUBUY using the Goods and Services Request Form.
- Select the supplier you would like to purchase from and identify the order as ‘furniture’ in the general information section.
- Complete all remaining fields and attach a quote from the supplier and any other quotes received.
The requisition will be routed to Facilities for a review of the requested furniture. If your furniture purchase also includes electrical installation or other space alterations, Facilities may require you to complete a Building Permit prior to approving the requisition.
Payment
Purchase OrderCompetitive Bid Requirements
Two to three vendor quotes are usually recommended.
If your furniture purchase does not meet the criteria for a waiver:
- Enter a requisition in CSUBUY using the Goods and Services Request Form.
- Select the supplier you would like to purchase from and identify the order as ‘furniture’ in the general information section.
- Complete all remaining fields and attach a quote from the supplier and any other quotes received.
The requisition will be routed to Facilities for a review of the requested furniture. If your furniture purchase includes electrical installation or other space alterations, Facilities may require you to complete a Building Permit prior to approving the requisition.
Payment
Purchase OrderContact your assigned Procurement Specialist to ensure competitive bidding requirements are met. This may include informal quoting, or competitive bidding by the Procurement Specialist may be required.
If your furniture purchase does not meet the criteria for a waiver:
- Enter a requisition in CSUBUY using the Goods and Services Request Form.
- Select the supplier you would like to purchase from and identify the order as ‘furniture’ in the general information section.
- Complete all remaining fields and attach a quote from the supplier and any other quotes received.
The requisition will route to Facilities for a review of the requested furniture. If your furniture purchase includes electrical installation or other space alterations, Facilities may require you to complete a Building Permit prior to approving the requisition.
Furniture Guidelines
Due to ADA compliance requirements and potential installation considerations, your Procurement Specialist needs to review all furniture requests PRIOR to purchase. A furniture waiver, building permit, or Purchase Order may be required.
A furniture waiver is required to purchase furniture using a ProCard or Vendor Payment Request Form, and must be obtained from your Procurement Specialist PRIOR to purchase. See procurement process instructions for purchases of up to $5,000.
A Facilities Building Permit may be required depending on impacts to ADA compliance, building codes, structural concerns, fire and life safety codes, and potential disruption to asbestos or lead paint.
A Purchase Order is required for all furniture purchases that include on-campus delivery, assembly, or installation, regardless of dollar amount. There are additional considerations involved such as risk management, insurance requirements, and labor law compliance that require review and contracting by a Procurement Specialist.
Preferred Suppliers
BKM
Brooke Voorhees
EC West
Frank Springer
Staples
Adam Coffman
Tri County Office Furniture
Tito LeFranc