Procurement Services
Furnishings & Design
Furnishings & Design Policies and Procedures
Table of Contents:
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University Design Guidelines - Coming Soon!
The Furnishings & Design Department was created in September 2006 to provide University departments with design services for furnishings and finishes (i.e. carpet, paint, etc). Under the direction of the associate director, an experienced staff of designers work closely with the Purchasing Department to ensure that all products purchased are of commercial quality and in compliance with the State of Alabama Bid Law and University furnishings contract. Additionally, the Furnishings & Design Department bears the responsibility of designing spaces that adhere to all building codes and meet all guidelines for the Americans with Disabilities Act (ADA). Along with Accounts Payable, PCard Services, and Purchasing, Furnishings & Design is a department under the direction of the Office of Procurement Services in the University’s Financial Affairs division.
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To collaborate with University faculty and staff to develop unique, superior, stimulating, and functional interior spaces to support The University of Alabama in its core mission of teaching, research, and service. Crimson Is . . . Fine Design.
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To uphold the crimson tradition by creating visually engaging and inviting spaces
that are aesthetically pleasing to The University of Alabama community and its future generations.
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Furnishings & Design is here to assist you with office renovations. Those renovations could include finishes as well as furniture or simply new office furniture. Departments who need to purchase a file cabinet, storage cabinet, whiteboard, or a chair can purchase those directly through Purchasing using one of our standing contracts. There are contract spreadsheets to assist in these types of quick purchases. If purchasing whiteboards for classrooms, the department will be happy to assist you as this will involve coordination on the installation to maintain an operable classroom. Due to the volume of projects our staff is involved in, it is requested that departments notify Furnishings & Design of cancelation or rescheduling at least one hour prior to a scheduled appointment. If this courtesy is not extended, the department should be aware that their project timeline will be delayed.
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The Furnishings & Design Department sources interior furnishings and finishes from existing standing University or state contracts. Compliance with the State of Alabama Bid Law is of utmost importance to The University of Alabama as well as Furnishings & Design. As such, our staff works in conjunction with the Purchasing Department to ensure complete compliance with the stated University’s Purchasing Policies. For additional information on those policies, please see: http://purchasing.ua.edu/procedures/index.html.
Any project requiring items not currently on a standing contract will be bid through the Purchasing Department. For additional information, please see: http://purchasing.ua.edu. Designers assisting on these types of projects will be responsible for writing the technical specifications of the items needing procurement. After authoring those specs, the designers will work with the appropriate buyer to ensure a competitive bid is written and posted. As a partner in the process, the designers will assist the department in selecting the lowest bid while meeting the technical specifications. For information on the standing contracts currently available to University departments, please see: http://purchasing.ua.edu/standing.asp.
Note: Contracts renewal dates vary; be sure to check the website regularly to ensure that the bid is still active.
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When designing/space planning an area, the Furnishings & Design staff shall consult and comply with the following regulatory documents:
1. State Building Codes, including all referenced documents
2. International Building Codes, including all referenced documents
3. Americans with Disabilities Act Accessibility Guidelines
4. National Fire Protection Association (NFPA)
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Policy Statement on Furnishings
All furniture is to be commercial grade quality. No residential grade furniture should be installed in a University facility.
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Furniture shall be in compliance with the following codes:
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Cushion core on upholstered furniture shall be flame resistant polyurethane foam and shall have passed the California 117 Fire Retardancy Test.
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All fabric shall have passed the California 117 Fire Retardancy Test.
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As proof of compliance, a Flame Retardant Certification Label shall be permanently affixed to each furniture item.
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All products shall be ANSI / BIFMA certified, and shall conform to NFPA guidelines.
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All upholstered window treatments must meet or exceed NFPA 701.
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Use of wall coverings must be pre-approved by Furnishings & Design Department. Several factors will determine approval to include but not limited to: the location of the wall in proximity to exterior of the building and the type of wall covering requested.
Coming Soon!
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Project Path – Furnishings/Finishes
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Requesting department submits F&D Project Request Form (DRF)
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This form contains all the information needed by F&D to begin a project.
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Requesting departments can complete the DRF in one the following ways:
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Online DRF at the F&D Department website
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Type, print and sign OR
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print and complete by hand
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DRF sent by email from F&D to the requesting department
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Type, print and sign OR
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print and complete by hand
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DRF sent by fax or intra-campus mail from F&D to the requesting department (complete by hand)
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All DRFs must contain an estimated budget figure. Forms received by F&D without a budget figure will be returned to the requesting department.
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All DRFs must be approved and signed by the requesting department’s department head or finance officer. Forms received by the F&D Department without an approving official’s signature will be returned to the requesting department.
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Return completed DRFs by intra-campus mail or hand-deliver to the F&D Department.
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DRF is received by F&D Department.
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Designer is assigned to project.
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Project number assigned.
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Project file created.
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Designer contacts requesting department.
The designer assigned to the project contacts the requesting department either by phone or email to briefly introduce herself and schedule an initial programming meeting.
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Designer and requesting department hold initial programming meeting.
The designer and the requesting department meet to discuss the project scope and possible product solutions. The designer will take field dimensions and take photos of the project space at this time. **Note: After this initial meeting, the designer will take the programming requirements and will evaluate the programming requirements against the budget given to determine the project feasibility.
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Designer completes meeting minutes.
After each meeting with the requesting department the designer is responsible for the transcription of her meeting notes. Final copies of meeting minutes are initialed by the designer and sent to all meeting attendees. Departments are encouraged to review these notes as a tool to make sure their priorities/expectations were noted.
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Designer requests Initial Vendor Quote.
After the Initial Programming Meeting, the designer contacts one or more vendors and requests an initial quote.
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Designer and requesting department hold fabric/finishes selection meeting.
Upon receipt of the Initial Vendor Quote, the designer schedules a meeting with the requesting department to review the initial quote and discuss/finalize any fabric or finish selections and to review the layout of the furniture.
** Note: Depending on the scope and project size, the designer and requesting department could have 3-4 meetings before a final design layout is reached. Copies of meeting minutes will be sent to all attendees after each appointment.
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Designer requests Final Vendor Quote.
After the fabric/finishes selection meeting, the designer contacts the vendor to notify them of the fabric/finish selections and to request a final quote.
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Final Vendor Quote obtains requesting department approval.
Upon receipt of the final vendor quote and layout, the designer delivers it to the requesting repartment for final approval. The requesting department’s department head signs the final layout. A copy of the signed final layout is given/sent to the designer and placed in the project file.
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An order is placed in one of the following ways:
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If the quote total does not exceed the PCard single transaction limit, the requesting department can contact the vendor and place a PCard order.
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The requesting department enters a requisition in Banner.
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If a PAF has been established for this project, the F&D Department enters the requisition in Banner.
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The designer tracks the order and coordinates product installation.
As soon as possible after the order is placed, the designer obtains a product shipment date from the vendor and, working with the requesting department, schedules a date for the product installation. It is the designer’s responsibility to notify the requesting department of their need to schedule any additional services (i.e. UA movers, electrician, plumbing, etc.). It is the responsibility of the requesting department to submit any needed work requests and to ensure the removal of any existing furniture.
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Product is installed.
On the day of installation, the designer makes every effort to physically verify the installation progress and to be available by phone or email if problems arise.
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Punchlist is created and completed.
As soon as possible after the initial installation is complete, the designer inspects the product and submits a checklist (punchlist) containing any installation errors/problems to the Purchasing Department. If any installation errors exist, the designer will schedule a punchlist correction appointment for the vendor to return and complete the product installation. It is the responsibility of the designer to notify the requesting department of any appointments scheduled. Upon the completion of all punchlist corrections, the designer notifies the furnishings buyer in Purchasing that the order can be released for payment.
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The order is released for payment in one of the following ways:
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The requestingdDepartment receives the goods in Banner.
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If a PAF has been established for this project, the F&D Department receives the goods in Banner.
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The completed project file is kept onsite in the Furnishings & Design Department for ease of reference for any future work.
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Requesting department submits work request in one of the following ways:
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Entering a request through the Facility Focus website
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Contacting the Work Request clerk by phone or email
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Work Request is received by F&D Department.
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Designer is assigned to project.
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Project number assigned.
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Project file created.
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Designer contacts requesting department.
The designer assigned to the project contacts the requesting department either by phone or email to briefly introduce herself and schedule an initial planning meeting.
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Designer and requesting department hold Initial Planning Meeting.
The designer and the requesting department meet to discuss the project scope and possible product solutions. The designer will most likely take photos of the project items.
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Designer completes Meeting minutes.
After each meeting with the requesting department, the designer is responsible for the transcription of her meeting notes. Final copies of meeting minutes are initialed by the designer and sent to all meeting attendees. Departments are encouraged to review these notes as a tool to make sure their priorities/expectations were noted.
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Designer gathers fabric samples.
After the initial planning meeting, the designer compiles multiple fabric samples to present to the requesting department.
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Designer and requesting department hold Fabric Selection Meeting.
The designer schedules a meeting with the requesting department to review the fabric samples and finalize selections.
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Designer obtains yardage estimate.
The designer presents the project item photos and fabric selections to the upholsterer for an estimate of the total yardage necessary.
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Designer requests Fabric Quote.
Upon obtaining the total yardage estimate, the designer requests a quote from the fabric vendor. This quote should also include a firm freight cost.
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Upholstery Quote obtains Requesting Department approval.
Upon receipt of the fabric quote, the designer creates an official UA Upholstery Department quote and delivers it to the requesting department for final approval. The requesting department’s department head signs the quote and submits the correct FOAPAL for all fabric charges.** A copy of the signed quote with FOAPAL is given/sent to the designer and placed in the project file.
**Non-auxiliary departments are charged for upholstery supplies only (i.e. fabric, foam, pillow forms, etc). Auxiliary departments are additionally charged for labor. All Upholstery Department quotes will reflect any and all charges applicable.
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Fabric order is placed.
Having obtained a signed quote and the requesting department’s FOAPAL, the F&D Department places the fabric order with the vendor.
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Project items are moved to the Upholstery Department.
Upon receipt of the fabric, the designer notifies the requesting department that the Upholstery Department is submitting a Work Request for the removal of the project items to the Upholstery Department.
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Project items are re-upholstered.
The Upholstery Department completes the re-upholstering of project items. Completed items are photographed for the project file. Any remaining fabric is labeled with the project number and FOAPAL. Fabric is stored in the Upholstery Department but remains the property of the requesting department.
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Project items are returned to the requesting department.
Upon completion of the re-upholstery, the designer notifies the requesting department that the Upholstery Department is submitting a Work Request for the return of the project items to the requesting department.
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Project file is closed.
The completed project file is kept onsite in the Furnishings & Design Department for ease of reference for any future work.
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In an effort to protect the health of University employees who spend a majority of their work hours seated at a desk, the Furnishings & Design Department operates a chair lab that allows you to view and sample task chairs with an impressive range of ergo-nomic features and adjustments. Most chairs are also available in a wide selection of fabrics and colors. As an additional service to the University community, the Furnishings & Design Department will arrange for Logistics and Support to deliver the sample chair to your office for a one week trial period. At the conclusion of the one week trial, we will arrange for Logistics and Support to bring the chair back to our lab. Due to the limited number of sample chairs, it is not allowable for the borrowing department to use the chair until the newly purchased one arrives. Furthermore, the Furnishings & Design Department actively tracks where the chairs are located. If for any reason, the locations of the sample chair changes, please notify F&D immediately. Departments are responsible for returning the chair in a reusable condition. Loss or damage of the chair will be charged to the responsible department. Once your selection has been made, the Furnishings & Design Department will obtain a written vendor quote which will then be emailed or faxed to you. This quote should be passed on to your department’s purchaser who can contact the vendor and place an order using their PCard. If you need to purchase a new task chair, please contact Ashley Yarnell at 348-8433 to schedule an appointment for a chair lab demonstration.
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Design services are complimentary to University departments for office renovations. For large capital projects an estimated fee is developed based on the square footage of the building. This fee is charged to the F F & E portion of the project budget.
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The Furnishings & Design Department requires that each Furnishings & Design staff member “decline personal gifts or gratuities in connection with the specifying or procurement function”. In an effort to clarify the meaning of this statement and dispel any perception that a Furnishings & Design employee may be unfairly influenced, the following departmental policy has been implemented:
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A member of the Furnishings & Design staff cannot solicit or accept a gift of any kind from a vendor, whether delivered to the office or home. This includes samples of products provided by the vendor. It is permissible to accept “giveaways” of promotional items such as pens, calendars, ball caps, and similar items that are offered to all participants by vendors at trade shows or training meetings. Accepting a meal paid for by a vendor should only occur when University related work is being conducted and the meal adds to the efficiency of the meeting. Employees involved in purchasing, specifying, decision-making or contract administration are encouraged to adopt a very strict set of personal standards regarding the acceptance of anything from a vendor. Avoiding the acceptance of gratuities enables the employee to maintain freedom from influence and to exercise truly independent judgment. Exception: consumable food items given to the Furnishings & Design Department by a vendor are acceptable.
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Gifts or tokens of appreciation can be accepted from University departments when the value of the gift is deemed to be $25.00 or less. Any questionable items will be brought to the attention of the Furnishings & Design associate director for review. Items such as food, pens, calendars, ball caps, and similar items are acceptable.
Non- Project Related Meetings:
Due to volume of vendors who actively call on the Furnishings & Design Department, it has become necessary to organize those appointments in a monthly manner. As such, all non-project related appointments will be taken on a first come first serve basis in thirty minute increments on the fourth Wednesday of every month. Those appointments can be made by calling 205-348-6508. Vendors are asked to respect the allotted time slot. Once the allotted thirty minutes is up, an additional appointment at the next available time will need to be made.
Furnishings & Design does not participate in vendor “Lunch and Learns”.
Project Meetings:
At the request of a member of the Furnishings & Design Department, dealers/vendors may be asked to schedule appointments on a more frequent basis. Such meetings would be to discuss current projects. Once those projects are completed, those vendors would need to begin scheduling on the monthly basis. Unless specifically requested, it is unacceptable for a manufacturer or manufacturer’s rep to attend these project meetings. In an effort to be as efficient as possible, Furnishings & Design will notify dealer/vendor of the meeting’s agenda prior to the meeting day. It is the responsibility of the dealer/vendor to request additional information and to come prepared.
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