Space Planning and Management FAQ

UW Tacoma IFM is responsible for the stewardship of University resources, which includes the development and implementation of furniture standards for the campus that align with the following goals: 

• Procurement of only commercial grade furnishings suitable for a higher education environment
• Consistency and compatibility of furniture components and finishes across campus
• Selection of furniture and finishes that bring long-term value to the University
• All furniture on campus meets applicable codes and safety requirements
• Utilization of competitive state contracts and aggressive discount pricing
• Consideration of the total cost of ownership, not just the front-end cost
• Inclusion of minimum 10-year warranty and product service
• Whenever possible, reuse and repurpose existing furniture as part of sustainability efforts

As stewards of University’s resources, IFM strives to provide quality furniture that is a good long-term value, which may not always equate with the lowest purchase price. Products from online retailers rarely meet the quality and value criteria for higher education setting and so seldom hold up over time as commercial furniture, resulting in the same, or greater cost over time. While commercial grade furniture may seem costly upfront, it is helpful to think in terms of total cost of ownership. Commercial grade furniture is crafted with extremely durable materials and is made to withstand everyday use in a high-traffic institutional setting. It goes through rigorous testing to meet or exceed industry standard requirements, which helps to support a healthy, safe, and sustainable environment. It comes with robust warranties, generally 10 years (minimum) and often lifetime. For most warranty issues, our vendors are able to resolve issues at no additional cost. Our team can work with you to find budget friendly options.

Yes. IFM Space Planning team can explain space and furniture standards, evaluate your space for appropriate floor plans and recommend furniture options, colors, fabrics, etc.

IFM is responsible for approving all furniture purchases. You are welcome to browse through websites and catalogs of commercial furniture vendors that are on UW contract in Workday (Workpointe or Diversification, Inc., One Workplace or Workspace Development LLC, Catalyst Workplace Activation, to name a few). All furniture on campus needs to be selected in consultation with IFM Space Planning team. Please consult with the Space Planning team in the planning and selection process as they can explain space and furniture standards, evaluate your space for appropriate floor plans and recommend furniture options, colors, fabrics, etc. that would best complement the space.

No. All furniture on campus needs to be selected in consultation with IFM. IFM is responsible for approving all furniture purchases. While we understand budgets can be tight, office retailers do not sell furniture that is not appropriate for commercial use. Many do not comply with fire codes or OSHA standards for use in commercial spaces. In addition, these suppliers do not provide onsite assembly and warranty repairs. State approved vendors employ certified and experienced installers to assemble and install furniture on-site, which require prevailing wage rates. If you have a specific goal in mind for your space, we will work with you to provide options that will meet your needs.

The current standard office set up includes an electric height adjusting desk, procured through a commercial furniture vendor on UW contract. However, given most existing workspaces are furnished with fixed height desks and resources are limited, we can either replace existing fixed desks with an electric height adjusting desk, at department cost, or supply a desktop sit stand unit (such as a Varidesk), at no cost to department if available in our surplus. We encourage departments to consider electric height adjusting desks over desktop sit stand units as they are more end user friendly (better functionality, ease of use, maximum surface area) and as a commercial furniture piece, bring lasting value to the University. 

Typically, desk chairs are provided to occupants as part of the office furniture standard. The UWT standard chair is KI’s Impress Ultra Chair. 

• If the current desk chair is a UWT standard but has issues, most often, these can be repaired by the furniture vendor. 
• If the current desk chair is a non-standard chair or an older chair, we offer a UWT standard chair replacement at 50/50 split with the department. 
• If the standard desk chair does not meet occupant’s needs and additional accommodations are needed, we will refer the occupant to EH&S for an ergonomic evaluation and recommendations for alternative product options (EH&S Workplace Ergonomics).  Cost for a non-standard desk chair will be at department cost.

• Wall mounted and small mobile whiteboards, no. There is a campus standard for wall mounted whiteboards, procured through a commercial furniture vendor on UW contract. Please submit a Facilities Service Request describing the need and IFM Space Planning team will be able to work with the requestor to recommend a product and place the order with Worktag info. The cost of the whiteboard and installation by IFM will be at department cost. 
• Large mobile whiteboards, yes. Please submit a Facilities Service Request describing the need and IFM Space Planning team can recommend a product for the department to procure. Any assembly and installation required will be provided by IFM at department cost.

• Yes. However, please submit a Facilities Service Request describing the need and IFM Space Planning team can recommend a product for the department to procure that would best complement the space. Installation by IFM will be at department cost. 
• See Posting on Campus for information on University posting guidelines.

• With the exception of storage spaces and science/engineering labs, wall mounted shelving is not allowed in spaces. Wall mounted shelving does not provide the flexibility to reconfigure or modify spaces, causes damage to walls and poses safety hazards. Where shelving is needed for storage, freestanding bookcases are recommended in lieu of wall shelving.
• Installation of wall mounted shelving must be performed by IFM staff to comply with University requirements. If wall mounted shelving has been or is installed by occupant, the cost for removal and repair of damaged wall will be at department cost. 

All furniture located on campus must be University owned. We strive to create a campus environment that is intentional, thoughtful and coordinated. We must ensure that all furniture meets applicable codes and safety requirements.

• If you feel your current furniture is not meeting your needs, IFM will evaluate your space and discuss this with you.
• UWT cannot assume the maintenance of items not purchased by the University. It is the responsibility of the department to ensure that all personal furniture pieces are removed by the occupant upon departure/separation from the University. Disposal/surplus of personal furniture pieces upon departure of occupant will be at department cost.

Most likely yes and most often covered under warranty for repair or replacement.

University furniture is assigned to a room or space, not to the occupant, so moving furniture to a different location or rearranging the furniture within a space must be reviewed and approved by IFM in advance. We need to ensure that the new configuration is compliant with codes (such as the Americans with Disabilities Act – ADA) and life safety.

Unfortunately, we do not have room to store furniture or other items. A limited number of furniture items can be added to our surplus inventory, but these items will become available to all campus community and cannot be held for specific departments.

Most commercial grade furniture is made to order so there is typically an 6-8 week lead time upon issuance of Purchase Order (PO). For larger, more complex furniture packages, it is a minimum 12 week lead time upon PO.

Every project is different, but for general planning of furniture projects, please take note of the following guidelines, from the date of project initiation. Total furniture-only project takes an average 10-14 weeks:

1. Initial meeting is scheduled, scope and budget is developed and approved = 2-3 weeks 
2. Field measurements and verifications, development and selection of furniture and finish options, obtain quotes, and process a Purchase Order (PO) = 3-4 weeks 
3. Typical lead-time for furniture after the PO has been issued = 6‐8 weeks.
   • Note: Lead-times can be longer depending on complexity.

IFM oversees all move activities on campus. Depending on the volume and scope of work, either IFM will directly handle the move or IFM will engage a third-party moving company and coordinate scheduling and logistics with requestor.

Except for department specific equipment and AV/technology equipment, IFM oversees all surplus activities on campus. Once a Service Request is submitted by the requestor along with Worktag information, IFM works with a third-party moving company and UW Surplus to coordinate scheduling and logistics.

IFM keeps an inventory of surplus items that are available to the campus community. There may be a fee associated with surplus procurement. We strive for consistency in our spaces, so we make every effort to ensure that any item selected matches the standard for the room and building. Please note that our surplus supply is limited and that requests are filled in the order received.

Departments are responsible for ensuring all personal items such as rugs, lamps, furniture pieces, and other miscellaneous items are removed by the occupant upon vacating a space. In those rare instances where items have been left behind, it is the department’s responsibility to clear these items via a Facilities Service Request. There will be a fee associated with disposal or surplus.