Procurement

Procure to Pay

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Buying Goods & Services

Furniture Products

UCR's Commodity Expert: Kathy Ensign

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  • General Guidelines
    • Chairs and furniture from Amazon, Home Depot, and Ikea will not be approved for purchase.
    • Office furniture quote(s) must be from an approved supplier/dealer.
    • For orders involving more than a couple of chairs and a desk, request a dimensioned room drawing from the furniture dealer. This drawing should indicate the clearance behind the chairs to the wall and the measurements of the aisle space.
    • Furniture other than an ergonomic chair and one desk must go through the building permit process.
    • Procurement Services cannot process a requisition if the quote and approved Building Permit are uploaded under the category ‘Internal to Requisition,' you must upload attachments under the category 'Miscellaneous.' 
      The example below shows documents incorrectly uploaded to ‘Internal to Requisition’.

  • Approved Furniture Suppliers
     
    Supplier
    Dealer
    Details
    BKM Steelcase and other brands
    • UC Agreement #: 2019.001899
    • Sales Contact: Thomas Gallagher
    • Email: tgallagher@bkmsd.com | Phone: 858-220-4108
    • Email Purchase Orders: Anthony Reese
    • Restocking Fee: 35%
    G/M Business Interiors
    (Certified woman and minority-owned business)    		 Herman Miller-Knoll and other brands
    Bluespace Interiors Kimball Brand and other brands
    Quality Office Furnishings Kimball Brand and other brands
    Office Relief  
  • Furniture Requirements and Building Permits
    • Ergonomic Task Chairs
      • Contact our campus ergonomist, Jansen Cunanan (Jansen.cunanan@ucr.edu), for an ergonomic assessment for individual task chairs. He may provide $200–$250 toward an approved task chair. 
      • The University of California has ergonomic task chair agreements with Steelcase, AMQ, Herman Miller, Ergonomic Comfort Design (ECD), Sitmatic, SitOnIt, and Office Master, offering 10–12 year warranties on components, parts, and labor.
      • Task chairs must have arms that are 4-way adjustable (up and down & in and out). Fixed-height, non-adjustable armrests will not be approved.
    • Patio Furniture
      • Patio furniture must be reviewed by the Exterior Space Committee (ESC) and must include ADA-compliant pieces. The ESC oversees the use and modification of exterior campus spaces to ensure compliance with standards and aesthetic considerations. The campus architect chairs the committee and includes representatives from Facilities Services, Space Management, Campus Planning, and Building & Safety.
      • To request approval for patio furniture, submit the Exterior Space Request Form with detailed information about the proposed use, timeframe, and any specific requirements - Exterior Space Request Process | R'Projects 
      • Approved Patio Furniture Brands for UCR:
        • Maglin: Ordered directly from Maglin.
        • Source Furniture (Vienna Brand): Based in Florida and purchased through our office furniture dealers.
        • Via Seating: Based in Nevada (viaseating.com/outdoor), including the Urbantime Tahoe.h24 collection, purchased through our office furniture dealers.
    • Laboratory Stools and Work Tables
    • Used Furniture
      • Campus Business Service’s ScotSurplus sells used (but still useable) furniture t. Visit ScotSurplus 
    • Fire Safety Standards and ADA Compliance:
      • All fabrics (chairs, fabric panels between desks) must meet fire rating TB-117.
      • Height–adjustable desks must be between 22 " and 48” and have a minimum width of 48”.
    • Building Permit Requirements
      • Building permits are required for:
        • New cubicles and modular workstations with panels
        • Installing/anchoring glass writing boards on walls is especially important because they can fall, causing injury.    
        • Markerboards/tack boards exceeding 4” depth
        • Panel systems, including partitions, partitions with doors, and privacy walls
        • Bookshelves or cabinets taller than 60” (which must be anchored to a wall)
      • Steps to Submit a Building Permit:
        The building permit process takes 2–3 weeks.
        • Submit the dimensioned drawing for review through Citizenserve
        • Log in or register to create a username and password.
        • Click Apply for Review or Permit, select Campus Building Permit, and choose the subtype Furniture.
        • Complete the application and upload the required documents, including the furniture dealer's dimensioned drawing with measurements between furniture and walls. The drawing will be reviewed for fire code and ADA compliance, and a Building Permit will be issued. 
        • For questions related to the building permit, contact:
  • Furniture Requisition> PO> Receiving
    Creating a Furniture Requisition
    • When you receive the approved Building Permit, upload it under the category ‘Miscellaneous,’ not ‘Internal to Requisition.’
    • Ensure the total dollar amount on the quote matches the requisition total. All taxable lines must be marked accordingly, except for design hours.
    • Taxable and Non-Taxable Items:
      • Design hours are non-taxable.
      • Labor from BKM and Bluespace is generally taxable.
      • BKM’s Administrative/Inflation surcharge is also taxable.
    • For BKM, add a line for the 'Administrative/Inflation surcharge.' Omitting this line will result in a requisition total lower than the quote total.
    • When creating a requisition:
      • Copy the part number from the quote into the Supplier Item Box.
      • Copy the furniture description from the quote into the Description Box.


    Furniture Orders Under $10K should be created and sent to the dealer by the Transactor.
    • A campus building permit is typically required for orders over $1,500- $2,000, so ensure the building permit has been uploaded under Attachments. 
    • The transactor submits the requisition for approval.
    • Procurement Services reviews the requisition to confirm:
      • The building permit is attached.
      • The total quote value matches the total requisition value.
    • Once approved, the requisition is returned to the transactor to add the furniture dealer's email contacts and send the order to the furniture dealer.

       

    Receiving

    Once the furniture arrives, please “receive in” the lines on the purchase order. The supplier’s invoice will be paid after the purchase order is “received in.”