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Facilities Services

Furnishings

Standard Furniture Process and Protocol

Campus Planning manages and procures all University furniture requirements, with the exception to the Furniture Initiative outlined below.

To better serve the York Community, all faculty, staff and administration are required to purchase furniture from York University approved suppliers, through Campus Planning/Furnishings. This is the University process and protocol for the acquisition of furniture regardless of location (Keele, Glendon, off-site), scale, complexity or costs.

University furnishing standards are acquired through a formal procurement process with consideration given, but not limited to, university requirements, applications, ergonomic compliance, sustainable initiatives, cost, warranty and service.

SUBMIT A SERVICE REQUEST
Work station with computer on table, chair, and storage unit
  • Furniture for Existing Space
    • Furnishings will contact the client to confirm requirements, set up meetings as necessary, and determine next steps.
  • Furniture for New Construction or Major Capital Projects
    • In conjunction with the end user (or user committee), Campus Planning/Furnishings will assist in determining furniture selections, requirements and planning. Furnishings will liaison with selected vendors as necessary and will follow appropriate acquisition method in conjunction with the University Policy on Procurement of Goods and Services.

In addition to working on University endorsed capital projects and renovations, we receive a large number of incoming Service Request submissions. We will make our best effort to complete the requests in a timely manner, although we are unable to guarantee any delivery deadlines. Project completion is also dependent on scope and size of the request/project. 

Only Service Requests submitted and received before the end of February (depending on size and scope), will be considered for completion during the current fiscal year (by end of April).

** Due to COVID-19, we are working remotely and we continue to process Furniture SR submissions. Please know that we may experience unforeseen delays (access to campus, manufacturing, delivery, etc.) **

Standard Chair/Cabinet, etc. Order   

  • 1 – 3 weeks – Respond to SR request and set up meeting to view samples 
  • 1 – 3 weeks – Meet with client and obtain quote 
  • 1 week – Send quote to client for signed approval 
  • 1 week – Submit order 
  • 4 – 6 weeks – Manufacturing 
  • 1 – 2 weeks – coordinate delivery and deliver chair
  • 9 – 16 weeks TOTAL TYPICAL duration

Typical Small Scale Order (typical office or small standard space) 

  • 2 – 4 weeks – Respond to SR request 
  • 1 week – Meet with client and do site checks 
  • 1 – 2 weeks – Prepare drawings (as/if required) 
  • 2 weeks – Send drawings to Vendor for Estimate/Quote 
  • 1 week – Client approval 
  • 1 week – Estimate/Quote review with Client for approval 
  • 1 – 2 weeks – Submit order to vendor 
  • 1 week – Review and approve Shop Dwgs (as/if required) 
  • 4 – 6 weeks – Manufacturing 
  • 1 – 3 weeks – Coordination of Installation and trades as/if required and installation of furniture
  • 15 – 23 weeks TOTAL TYPICAL duration

Typical Large Order (Buildings, large projects) 

  • 2 – 4 weeks – Respond to SR request 
  • 20 – 30 weeks – Determine scope, client meetings,  planning & furniture/finishes selection
  • 2 – 3 weeks – Client approval and sign off 
  • 8 – 10 weeks – obtain quotes for approval 
  • 2 – 3 weeks – Review quotes/drawings, etc. 
  • 2 – 3 weeks – Client approval/sign off 
  • 1 – 3 weeks – Submit order to vendor (Maximo, internal approvals, Procurement, etc.) 
  • 8 -12 weeks – Manufacturing 
  • 4 – 6  weeks – Coordination of Installation and trades as/if required and installation of furniture. 
  • 49 – 74 weeks TOTAL TYPICAL duration
  • 2 – 6 weeks – Respond to SR request
  • 6 – 12 weeks – Meet with client, Scope Definition and site investigation *
  • 2 – 3 weeks – Architects / Engineer VOR selection **
  • 12 – 16 weeks – Prepare dwgs (as required) ***
  • 2 weeks – SME dwg review •2 weeks – Tender Prep
  • 2 weeks – Tender evaluation and recommendation
  • 1 – 2 weeks – Contractor PO
  • 12 – 20 weeks – Construction
  • 1 week – Furniture Installation
  • 44 – 68 weeks TOTAL TYPICAL duration (11 – 16 months)

*  Time dependent on client’s clarity of scope and pre-approvals
** Over a $1M procurement, 6 – 12 weeks
***  Building Permit (6 – 12 weeks)

PhaseDuration
Site Re-zoning Process (City of Toronto, Planning)10 – 12 months
RFSQ stage2 – 3 month
RFP stage2 – 3 month
Design Competition and selection (optional)1 month
Architectural Team Winner announced1/2 month
Architectural Design Process (PD, SD, DD, CD)18 months
Site Plan Application (City of Toronto, Planning)12 -14 months
Building Permit Application6 – 8 months
Construction Process Start18 – 22 months
Substantial Completion
User Move in2 months
Building Opens
TOTAL PROJECT DURATION42 – 52 months
Close out12 months

Furniture Acquisition Program

Select furniture can be directly purchased from pre-approved vendors by Facilities Managers or an assigned designate. They can procure vetted and selected items such as side chairs, task chairs, meeting chairs, storage cabinets as per the document process and guidelines.

Note: Furniture standards are established using a formal RFP process. Evaluations and selections are based on a complete product review and in accordance with industry and ergonomic standards. York University approved dealers and manufacturers are selected to ensure York’s’ furniture and service standards are maintained from production to after-sales service. Planning will manage the procurement order process (with the exception as noted above), apply industry standards, develop and apply ergonomic standards in conjunction with the Health, Safety and Employee Well-Being Office as required.