Standardize Furniture Procedures

The intention of developing a standard for furniture purchases is to ensure the County is
projecting an image of austerity and that quality products are purchased in the most economical
way available.

The items that have been chosen are based upon a contract that is currently being used. However,
additional manufacturers may be added upon approval by Procurement if the items are under
contract and are comparable to items previously selected.

Prior to making any new furniture purchase you must first look at the County’s surplus furniture.
All surplus furniture is available on the Surplus Exchange website at http://apps.polk-
county.net/surplus/index.html.

The preferred method of purchasing new furniture is by processing a requisition through Oracle.
All furniture purchases on P-card must go through the Procurement Division for review and
approval. Do not purchase any piece of furniture without going through the Procurement
Division first.

Guidelines have been developed on the types of furniture items that can be purchased when
furnishing an office. The standard furniture was chosen based upon the groups outlined in the
County’s Basic Space Generation Allowance. The groups are as follows:

Group Position Type Square

Footage*
Group I Secretary/Clerical 90
Group II Senior Clerk/Administrative Secretary 120
Group III Technical and Professional 150
Group IV Managers & Supervisors 162
Group V Division Directors 240
Group VI Department Directors 286
Group VII Agency Head 350

*Square footage includes an additional 30 square feet allotted for additional needs (i.e computer)

Complete office furniture purchases for a new space or existing space must have the Division
Directors approval.

Individual items (i.e. office chair) only require the Division Director’s approval.

Lobby furniture in excess of $1,000 must have the Division Directors approval

The following items are prohibited from being purchased:

Couches
Veneer Furniture
Leather Chairs
Furniture shall constitute the following items; desks, chairs, bookcases, cabinets (laminate or
metal) and tables.

Furniture purchases for any room not covered within these procedures must be coordinated
through the Procurement Division.

Contact the Procurement Division with any additional questions.