Furniture and Shelving:
Specification and Bidding



















Furniture and Shelving: Specification and Bidding. This material has been created by Linda Demmers,
Carole Graham, and Earl Siems and provided through the Libris Design Project
[http://www.librisdesign.org/], supported in full by the U.S. Institute of Museum and Library Services
under the provisions of the Library Services and Technology Act, administered in California by the State
Librarian. Any use of this material should credit the authors and funding source.




Contents
1. INTRODUCTION ...................................................................................................................................2
2. THE FURNITURE PROGRAM.............................................................................................................2
2.1
What is a furniture program?............................................................................................................2
2.2
When is it needed? ...........................................................................................................................3
2.3
Who prepares it? ...............................................................................................................................3
3. PROCUREMENT METHODS ..............................................................................................................3
3.1
Competitive Bid Method....................................................................................................................4
3.2
Sole Source Method .........................................................................................................................5
3.3
Proprietary Specifications.................................................................................................................5
3.4
Government Contracts......................................................................................................................6
3.5
Which to use when?..........................................................................................................................6
4. SPECIFICATIONS AND BID DOCUMENTS ......................................................................................6
4.1
Introduction ........................................................................................................................................6
4.2
Bid Documents ..................................................................................................................................7
4.2.1
Instructions to Bidders ..................................................................................................................8
4.2.2
Bidders Responsibility..................................................................................................................8
4.2.3
Strategies for eliminating unqualified bidders .............................................................................9
4.2.4
Scope of Work...............................................................................................................................9
4.2.5
Workmanship ..............................................................................................................................10
4.2.6
Detailed Product Specification ...................................................................................................10
4.3
Alternate Bids ..................................................................................................................................13
4.4
Change Orders................................................................................................................................13
4.5
Itemized Bids ...................................................................................................................................14
5. GLOSSARY OF PROCUREMENT AND BIDDING TERMINOLOGY .............................................14
6. APPENDIX I: SAMPLE SHELVING BID PACKAGE .......................................................................16





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1.
INTRODUCTION

The timely arrival of furniture, equipment and shelving, which serves its function, meets
quality requirements, and is within the project budget can put the finishing touches on a
building project or be a disastrous ending to an otherwise successful project. The primary
goals of furniture and shelving procurement are to insure the on-time arrival in a facility
that is ready to receive furniture and equipment. The products must be of satisfactory
quality and finish, meet performance standards, be priced within the project budget and fit
in the desired location.

The tasks involved include preparation of furniture and shelving program and product
specifications; evaluation of purchase options; implementation of selected bidding
method; and delivery, installation and punch list.

2.
THE FURNITURE PROGRAM

Planning for furniture and shelving cannot occur too early in a project. The amount of
furniture and shelving required to support a librarys program will drive the amount of
space and funding required to complete the project. Many planners begin to identify
furniture and equipment needs during the programming phase. Planning for the furniture
and equipment for a library project requires careful scheduling and budgeting and the
assistance of a design professional with experience in the selection, evaluation, and
procurement of specific items. Furniture that is an after thought is frequently unavailable,
mismatched to the architecture, or ill suited for the intended location or purpose.
2.1
What is a furniture program?

A furniture or shelving program establishes the standards and requirements for all
furniture, equipment, shelving, and sometimes millwork for the library project. It should
list all of the furniture and equipment items to be placed in each area of the library, along
with preferred dimensions, quantity, equipment to be housed, and any electrical and data
requirements. It should also incorporate any staff workstation standards that are to be
used. The program may be adjusted as the furniture and shelving plan and building
design develops, since it provides the basis for the final furniture list and specification.
Existing furniture to be reused should be noted indicating any refurbishment required.




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Item #
Item Name
#
Location
Ex./New Description
Finish
Note
T4
Reader Table for 4
12
Ref. Room New
36 x 72
Wood

T4A
Reader Table for 4
12
Ref. Room Ex.
54 Round
Wood
Refinish
C1
Reader Chair
48
Ref. Room New
Armless
Wood
(Match existing)
C2
Reader Chair
48
Ref. Room New
With Arms
Wood

C3
Task Chairs
6
Ref. Room New


OPAC
A1
Atlas Stand
1
Ref. Room Ex.

Wood
Refinish
Figure I: Sample Spreadsheet format for Preliminary Furniture Program

A simple furniture or shelving program can be prepared using a spreadsheet, which can be
sorted by any number of fields; e.g., Location, Item Name, Finish, or Note. Each unique
furniture item can be given an alphanumeric code (example: T4 for a table for four) or a
sequential numbering system can be used (example: A1 for Accessory 1). The
spreadsheet can contain an unlimited number of fields, but would most likely include
some of those suggested above as well as a notation regarding power or data
requirements, specific equipment dimensional requirements, and an estimated cost.
2.2
When is it needed?

The furniture and equipment program should be developed in the programming phase of a
project. The building program often contains the essential elements of a furniture
program. This early input assists the space planner in providing adequate square footage
to accommodate the required furniture. It also assures that realistic budget figures can be
developed. More detailed building programs will include all of the information about
furniture, including dimensions, materials, and cost.
2.3
Who prepares it?

The library director and/or the library consultant might initiate the furniture or shelving
program, listing quantities, dimensions and location by individual item. Other elements,
such as design, finish materials, and electrical and data requirements, can be included or
developed with the interior designer in the design development phase of the project when
architectural and millwork design are being formalized. The interior designers scope of
services may include specification of furniture and shelving, coordination with other
design consultants, and installation observation, supervision and punchlist.
3.
PROCUREMENT METHODS

There are a variety of methods available to procure furniture and shelving. These include
competitive bidding, sole source, proprietary specifications, government contracts, or a
combination of the above.





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Frequently, the governing agency will determine which method is required, and
frequently, this is determined by the dollar value of the purchases. The procurement
method can also be determined by the owners expertise, available assistance, or the time
available to order and receive the furniture. All options should be explored to assure the
best pricing and highest quality of service. The interior designer and the purchasing
agent, if there is one, can pool their knowledge to produce the best buying situation for
the client.
3.1
Competitive Bid Met