Before You Buy: Furniture

For any specialty or high dollar projects, please note the following:

UC policy requires competitive bidding for purchase contracts exceeding $100,000. Bids are required for custom furniture requests. For federally-funded purchases, the following thresholds apply:

• Federally Funded Contracts: ≥$10,000 (including tax and shipping)
• Federally Funded Grants: ≥$50,000 (including tax and shipping)
• Non-Federally Funded Purchases: ≥$100,000 (excluding tax, but including shipping)

In cases where a specific supplier or product is required, and you wish to request an exemption from the competitive bid process, the department must submit a written Sole Source Justification form (SSPR form) to Procurement for review via a requisition.

Competition may be waived for the purchase of goods or services if they qualify under any of the following criteria:

• Personal or professional services
• Unique or proprietary items that are available only from a single source, or those designated to be compatible with existing installations, facilities, or locations

Start with the approved furniture sources listed on the UC San Diego procurement pages. These are the primary sources for office and conference furniture under UC mandatory contract terms. Click on each supplier to view their capabilities.

Department funds are valuable. Why use existing contracts?

• Pre-negotiated pricing means better deals than ad hoc buys.
• No surprise, competitive bidding if you stay on contract terms.
• Performance and warranties already vetted by UC-wide sourcing teams.
• Less risk of surprise charges or interdepartmental disputes over pricing and terms.

UC San Diego uses Oracle Procurement for ordering and contract administration. Departments should use Oracle to obtain quotes, place orders, and obtain routing approvals. Strategic Sourcing combines UC’s buying power to stretch dollars further. It also embeds sustainability criteria (because UC is actually trying to reduce its environmental footprint).

When purchasing through approved furniture providers in Oracle, direct delivery is required (example Deliver-to Location: TataHall-Direct). These suppliers are contracted to deliver furniture directly to the designated campus location to ensure proper handling, accurate tracking, and compliance with UC San Diego Procurement & Contract requirements. Using direct delivery helps prevent delays, reduces the risk of damage or loss, and supports clear accountability throughout the ordering and installation process.

UC has Sustainable Procurement Guidelines:

• Prioritize products meeting Green Spend criteria.
• Look for recycled content, low-emissions materials, and documentation that helps UC meet spend targets.
• Sustainability is part of how UC tracks compliance and environmental impact.

If you want sustainable choices, ask providers for options that meet these criteria.

• Do I have to use the contracts listed on Blink? 
  Yes, if the contract covers your needs, you are expected to use it.
• Can I order furniture from non-contract vendors? 
  Only if there is a documented business need and Procurement approves it. You may need a competitive process.
• What if I need sustainable furniture options? 
  Ask your provider for products that meet UC Sustainable Procurement Guidelines. It’s part of compliance.
• Does this protect my budget? 
  Yes. Using negotiated contracts protects you from overpaying and reduces audit risk.
• What if furniture is <$100k? 
  You can still use contracts and Oracle ordering. Above certain thresholds, competitive rules apply. Procurement will guide you if you have any questions.