Loading...
CCP123 office furnitureCITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number OFFICE FURNITURE PROCUREMENT POLICY 1 of 2 04/16/02 123 It is the policy of the City Council that standards regarding the procurement of office furniture be maintained to assure the city of quality and services while ensuring functionality and efficient use of City funds. I PURPOSE The purpose of this policy is to assure that City staff follows consistent procedures when procuring office furniture for staff work spaces and offices. Additionally, a reasonable effort will be made to meet the defined requirements through the use of available excess City office Furniture or pre-owned office furniture, if available II GENERAL GUIDELINES The following are the City’s general standards and expenditure limits for office furniture and furnishings. a. Executive Offices – Office furniture consisting of, or comparable, to mid-range traditional office and modern wood office furniture and related items. These can include a desk, bridge, credenza, hutch, book case, file cabinet, pedestal drawers, meeting table and chairs, staff chairs and guest chairs. The maximum expenditure limit is $5,000. b. Managerial/Professional/Staff Offices – Office furniture consisting of or comparable to mid-range traditional office and modern wood office furniture and related items. These can include a desk, bridge, credenza, hutch, book case, file cabinet, pedestal drawers, meeting table and chairs, staff chairs and guest chairs. The maximum expenditure limit is $3,500. c. Open Floor-Plan Work Spaces – Mid range office systems furniture or modular furniture consisting of panels, desk, bridge, return, pedestal drawers, overhead storage and staff chair. The maximum expenditure per work space is $2,500. d. Any furniture or equipment necessary to accommodate specialized and/or unique requirements will be approved base upon operational requirements. Request for any specialized items must be approved, in writing, by the City Manager or his designee prior to acquisition. e. The maximum expenditure limits will be evaluated and updated annually in January by the City Manager to reflect current market prices. CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number OFFICE FURNITURE PROCUREMENT POLICY 2 of 2 04/16/02 123 III PROCUREMENT RESPONSIBILITY a. During the City’s annual budget process, each department will submit its request and appropriate justification for office furniture, including any office modifications or rehabilitation deemed necessary, for the coming fiscal year. A copy of the request is to be copied to the Public Works departments. b. Individual departments will be responsible for procurement of office furniture including coordination with the Public Works department for removal and installation of such furniture and necessary office modifications to accommodate the new acquisition. IV PROCUREMENT METHOD a. The department acquiring the office furniture will be responsible for contacting vendors and working with the vendors to determine their requirements. In an effort to assist City staff with the acquisition of office furniture the department of Administrative Services will keep a list of vendors providing new, pre-owned and rehabilitated office furniture. Vendors will be added to this list as requested. City staff is also able to provide alternate vendors. b. Prior to initiating any purchase action for new office furniture of furnishings, at least two used furniture dealers shall be contacted to determine whether or not the City’s requirements can be met more cost effectively through the acquisition of used or rehabilitated furniture. c. Certain vendors are authorized under the California Multiple Award Schedule (CMAS) and/or the federal General Services Administration (GSA). Furniture acquisitions made under a CMAS or GSA contract do not require formal bidding procedures. All other acquisitions will comply with Section 3-4.305 of the Municipal Code and Administrative Policy #507. d. All acquisitions of $10,000 or more must be awarded by City Council regardless of the method under which the bids are obtained. e. To the extent possible, all acquisitions for a fiscal year within one department will be made simultaneously to take advantage of any cost savings that may be gained from consolidation of acquisition, delivery, installation, and City staff time. Departmental acquisitions shall not be segregated into smaller, individual acquisitions to avoid the City’s bidding and/or approval process.