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How to Order Furniture

How to Order Furniture

While each request and space is unique, below is the basic protocol to guide you through the furniture procurement process at The University of San Francisco.  Should you have any questions, we are here to assist.  Please email us at purchasing@usfca.edu or call us at 415-422-5898.

1.  Check out the Furniture Tool Kit which includes the following: USF Furniture Price Catalog; Line Card of Available Manufacturers; Standard Product Brochures; Tips for Measuring Your Space & Furniture Piece

**If the requested item(s) is found in the USF Furniture Price Catalog, please proceed to Step 3. Please remember that the Furniture Price Catalog is the estimated cost per item and will not include sales tax, delivery, and installation costs.  

**If the requested item(s) is not found in the USF Furniture Price Catalog, please fill out a FURNITURE INQUIRY SHEET.
Please include as much information as possible.  This form can be downloaded at www.usfca.edu/purchasing/furniture

2.  A Purchasing agent will make initial contact regarding your request within 48 business hours. 

3.  Estimated Timeline to Formal Quotation
While each request is different, below is an an approximate timeline for 3 common types of requests.

 

If you provide the SKU number, quantity, and diagram in the Furniture Request Form, please expect 5-7 business days for a formal quotation that will include product price, tax, and delivery/installation cost.  If ordering single items at bulk quantities, allow additional days for price negotiation. Note that delivery location, product placement, ease of travel to building, path of travel to the room (i.e. stair-carry) are factors that effect delivery/installation cost.

 

If assistance is needed for product specification, room measurements, space planning, and layout generation; a Purchasing agent will schedule an initial walk-through with you and provide an estimated timeline based on the need post-meeting.

  

For large-scale orders and projects, below is a guideline of average time needed for each phase of furniture purchase:

1-3 days:  A Purchasing agent will schedule an initial walk-through with you and discuss the next steps (i.e. if an electrician or data/telcom rep is needed).  At this time, department will provide who the department's decision makers are such as the supervisor and budget manager. 
 

1-2 weeks: A more in depth Needs Assessment will be scheduled.  Depending on the scope of the project, additional walk-through’s may be scheduled with a furniture designer, USF department (such as Facilities and ITS), and/or third-party contractor (such as electrician or data/telcom company).

1-3 weeks:  Partnered furniture vendor will create a 2-dimensional layout for review.  3-dimensional layout available upon request.  If there is an AutoCAD (.dwg) file, please send to the assigned Purchasing agent.

Department to sign off on chosen drawing before proceeding to the next phase.

5-7 business days: Vendor to generate formal quotation that will include product price, tax, and delivery/installation cost.  For larger projects, allow additional days for price negotiation. Note that delivery location, product placement, and path of travel to the room (i.e. stair-carry) are factors that effect delivery/installation cost.

 

4.  Order Placement 

Fill out a Purchase Requisition Form or an electronic requisition form (eReq) and send to Purchasing Services.  Using university-issued credit cards (P-Cards) for furniture purchases are not allowed.

For orders with individual items less than $1K and total order under $5K, please use Account 711810 in your FOAP. 
For orders with individual items $1K & over and total order $5K and over, please use Account 796410 in your FOAP.

Note to Budget Managers:  Please ensure the funds are available in the submitted FOAP.  If a funds need to be moved to the appropriate Account number, please complete a budget transfer.  For questions regarding the transfer, please contact Michael Harrington in the University Budget Office at 415-422-2790.

An electronic copy of the Purchase Order will be emailed to you. If a hard copy is preferred, please indicate in the Requisition form.

IMPORTANT NOTE

Purchasing Services reserves the right to source your request from an approved supplier that (1) meets University Furniture Standards and (2) provides discounted pricing.