1276 - University of North Carolina at Chapel Hill Policy on Office, Lounge, and Institutional Furniture

Introduction

Purpose

This policy is to ensure compliance with State of North Carolina contracts for all furniture purchases.

Scope of Applicability

All University of North Carolina at Chapel Hill ("UNC-Chapel Hill" or "University") faculty and staff.

Policy

Policy Statement

The University strives to maintain a healthy and safe environment for its employees. Furniture purchased should be ergonomically designed to fit the worker and thereby prevent and/or alleviate possible physical discomfort.

The University adheres to the State contracts for all types of furniture required for office and lounge areas. In general, contracts include all freight and installation in the quoted price. For modular systems furniture, contact Facilities Management in the UNC-Chapel Hill Facilities Services department.

Furniture exceeding $5,000 or more and not on State contract or purchased under purchasing flexibility requires the submission of a completed requisition to the UNC-Chapel Hill Department of Purchasing Services.

Exceptions

None.

Special Situations

None.

Additional Information

Frequently Asked Questions

Q: Is there a specific State term contract that addresses office, lounge and institutional furniture?
A: Yes, North Carolina State Term Contract 420A covers comprehensive product lines from multiple manufacturers, including new, unused, and in-current-production commercial and institutional quality furniture of all types, covering the state’s normal requirements in various categories.

Q: Are these mandatory contracts?
A: Yes, this is a mandatory Statewide Term Contract for state agencies, departments, institutions, universities and community colleges, unless exempted by North Carolina General Statute. Additionally, non-mandatory entities, including schools and local government, that are allowed by North Carolina General Statute may use this contract. Furniture products not within the scope of this or other Statewide Term Contracts may be purchased from other vendors in accordance with North Carolina Administrative Code (NCAC) 01 NCAC 05B.0301 (Contracting Requirements) and 01 NCAC 05B.1105 (Special Items).

Q: My department wishes to purchase additional furniture to match existing furniture, however, this purchase is not covered on State term contract. Will this purchase be allowed?
A: It is allowable provided that the department can submit a brand specific justification indicating the need to match the existing furniture. The procurement must follow the competitive bid process if the budget estimate or quote exceeds the Small Purchase Benchmark, as defined in Finance Policy 1251: Small Order Policy.

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures

Contact Information

Policy Contacts
Subject Contact Telephone Fax E-Mail
Office, Lounge, and Institutional Furniture Purchasing Services - Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu
Office, Lounge, and Institutional Furniture Facilities Planning 919-966-1571 919-962-9103  

History

Revised:

  • May 10, 2022
  • March 16, 2020
  • February 28, 2018
  • October 6, 2014
  • October 1, 2014: Revised naming of requisition.
  • July 20, 2010
  • November 19, 2003
Print Article

Details

Article ID: 131456
Created
Thu 4/8/21 9:09 PM
Modified
Sun 8/28/22 2:45 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director of Purchasing Services
Next Review
Date on which the next document review is due.
07/01/2025 12:00 AM
Last Review
Date on which the most recent document review was completed.
05/10/2022 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
05/10/2022 12:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
07/01/2022 12:00 AM
Origination
Date on which the original version of this document was first made official.
03/01/1998 12:00 AM

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The University of North Carolina at Chapel Hill is committeed to providing a safe and healthful environment for its employees by developing an ergonomic program (for details see the ergonomics web pages).