Procedure 4-1 - Furnishing Standards

Date effective: 1971-11-10

Authorized by: Comptroller, Financial Resources

FURNISHING STANDARDS

INTRODUCTION

1. The standards set out herein apply to the purchase,replacement and repair of furniture in all University buildings. (See Policies 38 and 54).

APPLICATION OF STANDARDS

2. The standards come especially into play:

  • a) when there is a need to purchase, according tot he standards established by the Materials Management Services (M.M.S.), furniture for which contracts have already been negotiated.
  • b) when there is a need to replace all or part of the furnishings in one of the buildings or in new premises; this work is carried out by the Supervisor, Refurbishing, of Physical Plant Services. In such instances, it must be kept in mind that the value of the existing furnishings is taken at the present value of equivalent furnishings. The cost of existing and new furnishings must not exceed the total amount specified for each group (see paragraph 13).

    An outside consultant, who is recommended by Physical Plant Services, may also be called upon when necessary.

  • c) when furniture requires repair; this work is also arranged through the Physical Plant Services.
  • d) when the architects and the staff involved are called upon to choose the furnishings for a new building.

PLANTS

3. Natural plants are not purchased for interior use because of their high maintenance costs.

CARPETS AND DRAPES

4. The purchase or replacement of carpeting and drapes is done by the Physical Plant Services.

FABRIC

5. a) Chairs and sofas in the following locations may be upholstered with fabric:

  • employee offices
  • employee lounges
  • auditoria, conference rooms and libraries
  • residence rooms (chair seats only).

5. b) Elsewhere, such as in classrooms, seminar rooms,laboratories, and student lounges, fabrics made of 100%nylon or hard-surface coverings, including fiberglass, are recommended for chair seats.

STEPS FOR ORDERING FURNITURE

6. If the furniture to be ordered is identical to that already in the location, a purchase order is to be sent to M.M.S., specifying all known details. When necessary, the buyer in charge of furniture will provide assistance in this task, and can help with the selection of the colour of steel furniture or of the chair fabric needed to complete existing furnishings.

When the colours for the complete furnishings of a new room are to be chosen, Physical Plant Services must be consulted.

7. In the cases mentioned in article 6, Physical Plant Services is to be consulted whether the purchase is charged to the operating budget or to a special grant.

8. In compliance with the standards in effect, the purchase orders received by M.M.S. must bear the name and position of the person for whom the furniture is to be bought.

DELIVERIES

9. On the average, one can expect a ten-to-thirteen week delivery period.

INSTALLATION

10. It is preferable to obtain prices that include transportation and installation because in case of damage or deterioration, responsibility falls on the supplier.

In cases when it is F.O.B. Plant, it is the University's responsibility to make claims when it is damaged, a sometimes difficult and time-consuming task.

Should the supplier refuse responsibility for transportation and installation, the goods should be forwarded to an installation company that will verify and install them according to the purchaser's specifications. Should the merchandise not be in satisfactory condition the installation company will emit the spare provisions policy and eventually return the damaged goods for repair or replacement. In this case the requisitioner must pay for installation charges.

In order to avoid disputes when determining responsibility for transportation damages, it is advised that users not unpack, inspect and install the furniture themselves because the supplier cannot be held responsible for defects that are not declared immediately upon reception, with the resulting repair charges becoming the full responsibility of the user.

SURPLUS OR OBSOLETE FURNITURE

11. The M.M.S. will arrange for the disposal of surplus or obsolete furniture, in accordance with the provisions of Policy No. 65 and of Procedure 4-5.

REQUIREMENTS

12. The quantity and type of furniture and equipment set aside for the different employee groups in the list below represent the minimum requirements that are generally accepted in an office. The standards may be changed, however, to meet particular needs.

STAFF GROUPING

13. Furniture shall be purchased strictly according to the categories listed below:

GROUP 1: Assistant vice-rectors, deans, vice-deans,associate deans, directors of services and directors of departments in the academic section.

The furniture purchased for one of the above officers appointed for a specific term, must remain in place and be utilized by his or her successor.

GUIDELINES FOR CHOICE OF FURNITURE FOR GROUP 1:

The total amount for the furniture of this group must not exceed $12,000 including taxes, transportation, and installation.

All wooden furniture

Suggestion No. 1

  • 1 double pedestal desk (36" x 72" x 29")
  • 1 credenza
  • 1 arm tilter swivel high-back chair
  • 4 visitors' armchairs
  • 2 bookcases
  • 1 lateral filing cabinet
  • 1 work table
  • 1 three-seater sofa
  • 1 club chair
  • 1 coffee table
  • 1 corner table
  • 1 lamp

Suggestion No. 2

  • 1 workstation for microcomputer
  • 1 lateral filing cabinet
  • 2 bookcases
  • 1 tilt swivel high-back armchair
  • 4 visitors' armchairs
  • 1 work table
  • 1 three-seater sofa
  • 1 club chair
  • 1 coffee table
  • 1 corner table
  • 1 lamp

GROUP 2: Teaching staff, division heads or the equivalent,administrative officers or similar positions having 380points or more.

GUIDELINES FOR SELECTION OF FURNITUREFOR GROUP 2:

The amount for the furniture of this group must not exceed$5,000, including taxes, transportation and installation.

Steel or wooden frame furniture with plastic laminated top

Suggestion No. 1

  • 1 workstation for microcomputer
  • 1 tilt swivel armchair
  • 2 (or more) visitors' chairs
  • 1 filing cabinet (or more)
  • 1 work table
  • 1 steel shelving unit (or more)

Suggestion No. 2

  • 1 double-pedestal desk (36" x 72")
  • 1 credenza
  • 1 tilt swivel armchair
  • 2 (or more) visitors' chairs
  • 1 filing cabinet (or more)
  • 1 work table
  • 1 steel shelving unit (or more)

GROUP 3: All other support staff up to 379 points.

GUIDELINES FOR SELECTION OF FURNITUREFOR GROUP 3:

The amount for furniture of this group must not exceed$3,000 including taxes, transportation and installation.

Steel or wooden frame furniture with plastic laminated top

Suggestion No. 1

(Secretary and Clerk)

  • 1 workstation for microcomputer or typewriter
  • 1 ergonomic armchair
  • 1 visitor's chair
  • 1 steel shelving unit (or more)

Suggestion No. 2

(Secretary and Clerk)

  • 1 secretarial desk
  • 1 arm ergonomic or secretarial armchair
  • 1 visitor's chair
  • 1 steel shelving unit (or more)

DESCRIPTION OF FURNISHINGS ACCORDING TOSTANDARDS: GROUPS 2 and 3

Workstation or desk

Size: has to suit requirements and space available

Top: steel or wooden top covered with plastic laminate

Side panels: steel baked enamel finish or wood covered with plastic laminate

Pedestals: choice of box drawers, file drawers, and pencil drawer

Locks: included

Colours: light grey, light beige or putty

Options: recessed pull handles or full-pull handles

Lateral filing cabinets

Size: 18" depth x 36" width

2 drawers (28" height)

3 drawers (40" height)

4 drawers (53" height)

5 drawers (65" height)

Construction: steel

Drawers: all receding doors with roll-out shelves except bottom drawer is a roll-out drawer with fixed front

Accessories: frame for hanging folders included

Locks: included

Colours: light grey, light beige or putty

Options: recessed pull handles or full-pull handles

Stationery cabinet: including 4 adjustable shelves

Size: 18" depth x 36" width x 77" height

Construction: steel

Locks: included

Colours: light grey, light beige or putty

Vertical filing cabinet: 4 drawers only

Size: 18" width x 28" depth x 51" height (legal size)

15" width x 28" depth x 51" height(letter size)

Construction: steel

Locks: included

Options: compressor or frames for hanging folders

Colours: light grey, light beige or putty

Steel shelving unit fastened to wall

Construction: lacquered steel shelves with polished-chrome gables

(Available through Physical Plant Services)

Wall-mounted coat hanger

Construction: plastic laminate face board with plastic hooks(one or more); selection of colours. (Available through Physical Plant Services.)

Armchair: For Groups 2 and 3

Specifications: swivel and tilter adjustable height

Base: 5-prong base, polished-chrome finish

Fabric: 100% nylon or polyester

Castors: nylon for carpet or rubber for hard surfaces

Ergonomic chair (full-function chair)

(Standards set forth by Info Pro, a division of Bell Canada.)

Backrest: lumbar support (adjustable in various positions front to back)

Seat: - pneumatic height control

- special cushioning that minimizes local pressure points; some are equipped with front tilt

Base: 5-prong base, polished chrome finish, castors for carpet or hard surfaces

Armrest: optional, short: provides comfortable support for the elbow

Visitor's chair: For Groups 2 and 3

Base: polished-chrome finish, sled base

Arm rests: polished chrome upholstered with fabric or wood cap

Options: with or without arms

Fabric: 100% nylon or polyester

Secretarial chair

Base: 5-prong base, polished-chrome finish,adjustable height

Fabric: 100% nylon or polyester

Castors: nylon for carpets or rubber for hard surfaces

14. No exception may be made to this procedure without the written consent of the Comptroller, Financial Resources.

Revised January 31, 1990

(Materials Management Services)

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