OFFICE FURNITURE

The UW must follow the mandatory contract with the Department of Corrections Bureau of Correctional Enterprises (BCE), formerly known as the Bureau of State Enterprises or BSI) for Office Furniture.  BCE must be offered the opportunity to provide the office furniture.  Office furniture includes systems furniture and accessories, private office furniture and accessories, seating, desks and tables, filing, metal storage and wood storage goods, special ergonomic products and cafeteria tables, seating and accessories.  Note: Purchases from SWAP or the UW contract 21-5177 for refurbished/remanufactured furniture are exempt from the process and policy below and can be used without using the DOA mandatory contracts.

Process: 

There are two options for ordering from BCE.

1. Go to www.shopbce.com.  The price reflects the net price with discount already calculated.  If you do not see the product you are looking for, then you must use the second option and ask for a quote.

2. Send BCE an email to Michelle Pressentin (michelle.pressentin@wisconsin.gov) or Lindsay Bents (lindsay.bents@wisconsin.gov) to obtain a quote.

Preferred e-mail template to BCE:

1. What do we need?  If it needs to be an exact match to existing furniture, then indicate that in the email.
   1. Item description
   2. Color or material
   3. Dimensions
   4. Quantity 
2. When do we need by delivered by?
3. When do we need them to respond by?  Give them at least 3 business days, and at least a week for bigger jobs.

The Department may contact other contracted furniture vendors from the DOA mandatory contract, 505ENT-M20-OFFURNITUR-00 if;

• BCE is not able to deliver by the date we indicate but another vendor can
• BCE specifically indicates they cannot provide an exact match to existing furniture
• BCE does not respond by the deadline, and we have given them a reasonable deadline
• BCE quotes a cost higher than that of another contracted furniture vendor

If BCE is not chosen, justification as to why BCE was not chosen needs to be attached to the transaction.  The documentation could include an email correspondence with BCE, a waiver form from BCE or a screenshot from shopbce.com.  If there was no response, attach the email sent to BCE and indicate there was no response.

Policy:

UW-3043 Exceptions/Approvals/Special Handling, Section 1, #9

Furniture Items UW-Madison is required to purchase furniture items listed below from BCE, unless BCE cannot provide the item being purchased or cannot provide the item at a price equal to or lower than a price for similar product on the market. When purchasing from BCE, the customer should use the referenced contract number (listed below) on their requisition. BSI must be considered and customers must either review BCE’s offerings at shopbce.com or review with BCE sales people the items being purchased. If the department selects a different vendor other than BCE, product specifications and justification as to why BCE’s product does not meet the customer’s needs must be attached to the requisition. If necessary and as required by the Department of Administration (DOA) contract, a release number will be requested from DOA through the purchasing agent. Purchases from another vendor will not be issued without proper procedures being followed.

1. 1. 505ENT-M15-BSI OFFURN-01 BCE contract for Statewide Office Furniture. Includes systems furniture and accessories, seating, desks/tables, filing (metal storage and wood case goods), computer furniture and accessories.
   2. 505ENT-M20-OFFURNITUR-00 Department of Administration (DOA) contract for Statewide Office Furniture. Includes systems furniture and accessories, seating, desks/tables, filing (metal storage and wood case goods). CONTACT: Purchasing Services at 608-262-5321.
   3. In the rare event that products are not found through either of the two mandatory contract, they may be available from additional vendors on the optional UW Educational Related Furniture contract, 23-5665.

Additional Information:

A note about Staples: while Staples is a contracted vendor for office supplies, they are not a contracted vendor for office furniture. Campus is aware that some office furniture from Staples is unblocked in the punchout on ShopUW+, but office furniture cannot be purchased from them.  If you feel Staples is your best option, contact Purchasing Services for their review on a case-by-case basis.

Furniture needed for ergonomic or accommodation purposes:  It is not required to go through the mandatory contracts above, but it is recommended.  The Division of Facilities Planning & Management offers ergonomic assessments and assistance with disability accommodations.  They also have a showroom where an appointment can be made and they will work with the person and give a recommendation to fit their needs.  All items in the showroom are on contract.   

EDUCATIONAL RELATED FURNITURE

Furniture under this section includes lounge, cafeteria, library and other furniture not included in the mandatory Office Furniture contract.

UW-Madison Contract 23-5665 This contract is designed to offer users a variety of manufacturers and dealers from which they can purchase Education Related Furniture. The manufacturers listed have been identified as currently in use or of potential interest for University of Wisconsin furniture-related applications.  Go to Contract 23-5665 and scroll to the bottom to find the document "Suppliers and Dealers Contact Information" for current information on which dealers sell the manufacturer's products.

Instructions for Campus: Users of the contract should note that some of the items available from the identified vendors are also available under mandatory State of Wisconsin-Department of Administration (DOA) contracts. These include bookcases, file cabinets, tables, side/conference room chairs, ergonomic seating and systems furniture, all of which are available from various vendors including BCE. For those items available under DOA contracts, customers must purchase them from the DOA contract awarded vendor(s). Campus is required to first check with BCE for furniture needs, if BCE is unable to meet the criteria a justification must accompany your order every time. When submitting an order, you must include a quote which shows manufacturer name, contract number, unit price & final discount pricing.