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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

Furniture

Any piece of furniture such as; tables, chairs, filing cabinets, desks, etc. that changes the layout of an existing room. There will need to be a review by PPFM for ADA requirements.

Requisition Required?

Yes, for the following circumstances below;

  • The supplier will be coming onto campus to deliver the furniture directly to the requesting department.
  • The furniture will change the existing layout of the room.
  • The furniture requires assembly and installation.

See Additional Notes section below.

If a requisition is required, the minimum time for generating a dispatched Purchase Order (PO):

A minimum of 10 working days after Purchasing receives all completed documentation.

Administrative Guidelines Related to this Purchase?

Key Purchasing Requirements and Quote/Bid Thresholds?

Campus and Foundations - All Goods & Services purchases between $50,000 - $100,000 require a minimum of 3 competitive quotes. If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).

Anything under $50,000 is at the discretion of the Purchasing Department as to whether additional quotes are required.

Purchases over $100,000 require a Request Formal Proposal (RFP). If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).

Foundation “G” (Grants) Funds - All Goods & Services purchases between $10,000 - $49,999 require at least 2 informal quotes. Anything between $50,000 - $100,000 require 3 informal quotes. Purchases over $100,000 require a Request Formal Proposal (RFP).

PPFM Oversight and approval is required for any alteration to a building structure (for example, drilling a hole or affixing something to a wall)

Additional Forms or Requirements?

You will need to receive pre-approval from PPFM for the following circumstances:

  1. The furniture will change the existing layout of the room.
  2. The furniture requires assembly and installation.

Once you have received this pre-approval, attach it to your requisition for purchasing review.

Risk Management Review Required?

As determined by Purchasing.

Payments and Approvals

  1. Check or ACH payments are issued for POs
    Documents required for this type of payment:
    • Supplier Invoice
    • Delegated approval (DOA) using one of the following options
      • Dispatched PO & receipt of goods through Shipping & Receiving (no action required by requester)
      • Authorized stamp on invoice referencing PO# and Acknowledgement of Service
      • Approved Payment Request Form
      • Electronic approval (via email)
  2. Pcard or One Card (only if installation and assembly is not required)
    Documents required with month-end approved ProCard statement:
    • Supplier Invoice
    • Email approval of Environmental Health and Safety (EH&S)
    • Email approval from Purchasing

NOTE: Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more information.

Additional Notes

Due to ADA compliant requirements, all unassembled furniture purchases must be approved by PPFM prior to purchasing.

Additional Delivery Information on Furniture

  • Option 1) Fully assembled furniture may be delivered directly to the department via Staples. Otherwise, additional approval from PPFM will be required if assembly is required.
  • Option 2) The receiving department will only deliver chairs; a maximum of two (2) chairs each one weighing a maximum of 50lbs at no delivery charge. If your purchase exceeds these requirements, you will be required to submit a PPFM work order for delivery, no assembly required.
  • Option 3) If a department has a properly classified and trained employee to move the procured goods, they are authorized to do so. If you have any questions as to whether your employee has the correct classification, please contract Staff HR. If you have questions as to whether or not your employees have received the proper safety training and the proper equipment to use, please contact Environmental Health & Safety (E&HS).

**Should you need a demo chair, Purchasing can reach out to the supplier and request a demo chair for your department.

Common GL Account(s) to Use

  • 619801 - Classroom Furniture
  • 619802 - Office Furniture

Refer to your Division/College/Department for additional policies and procedures.