UCB Furniture Program – Office or Administrative Solutions

 “Core” furniture items that can be purchased by departments are:

• Seating (includes task and side/guest chairs)
• Tables and  worksurfaces (includes conference room, meeting room and office tables)
• Casegoods
• Filing
• Storage
• Bookcases
• Panel systems
• Workstations

Applicable settings:  Office, administrative, conference or meeting room, and any non-office setting (i.e. classroom, lab, lobby, lounge, etc.) that includes the use or installation of any of the above “core” furniture items.

These UC systemwide furniture agreements also cover the purchase of “approved” items applicable for settings such as classroom, lounge, lobby, cafeteria, etc.  Refer to the guidelines for UCB FURNITURE PROGRAM – NON-OFFICE SOLUTIONS.

*If you need directions on how to retrieve your One WorkPlace quote, please see our job aid for assistance. 

Guidelines

UCB Project Managing Unit (Capital Strategies on behalf of the Client or the Department directly)

• As per above instructions, work with your assigned Buyer prior to engaging designer and/or start of project to ensure compliance with UCB policy and procedures.
• Engaging external designers to assist with furniture selection and layout is at the discretion of the Department and/or Capital Strategies.
• It is the responsibility of the UCB Project Managing Unit to ensure that all external designers engaged to work on UCB projects adhere to UCB policy and procedures. 
• The UCB Project Managing Unit will be responsible for submitting to Supply Chain Management any required documentation and/or justification if Steelcase, Herman Miller, or Kimball products are not purchased. 
• The UCB Project Managing Unit will be held accountable for any delays to furniture order due to incomplete or invalid documentation submitted to Supply Chain Management.
• All communications with, and all documents from, external designers must flow through the UCB Project Managing Unit and not directly to Supply Chain Management, unless otherwise directed by Supply Chain Management.
• For those orders that follow the RFP/RFQ process, the UCB Project Managing Unit is responsible for ensuring the recommended supplier complies with specifications.
• Supply Chain Management is committed to working with Construction & Design to meet its objectives for completion of projects on schedule and under budget. Typically, completely documented orders less than $50,000 are processed in 5 days or less. For orders of $50,000 or more, buyer will establish mutually agreeable completion date with requestor for orders over $50,000 or competitively bid.
  
  

Designer (internal or external)

• Designers are required to comply with UCB policy and procedures. 
• Any contract between UCB and external designers must instruct the external designers to include the use of Steelcase, Herman Miller, or Kimball furniture in design specifications.
• Any contract between UCB and external designers must instruct the external designers to disclose any relationships and conflicts of interest with potential furniture suppliers.
• Steelcase products must be presented and considered in the furniture design and selection process.  If Steelcase products are not specified for the final design layout in its entirety, documentation regarding selection process/criteria and source justification will be required. 

¹Reference BUS-43 Part 3 Section III Common Goods, Materials, and Services over $100,000 in Value

-          The Public Contract Code of the State of California (Public Contract Code Section 10507, et seq.) requires that all purchases involving an expenditure of $100,000 or more MUST be competitively bid by an officially authorized University buyer via a Request for Quote (RFQ) using the Lowest Responsible Quote or via a Request for Proposal (RFP) using a Cost per Quality Point Analysis or Best Value methodology.

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