To: FF&E Stakeholders
From: Mark B. Logan, C.P.M., Contracts Manager
RE: FF&E Worksheet Overview
The intent of this memo is to provide a general overview and supplement to the FF&E kick-off meeting for
your respective project. As always, should you have any questions and/or if additional explanation is
needed for the completion of the worksheets, please feel free to contact me at extension 6703.
First tab on the attached spreadsheet: The Inventory Worksheet will be used to identify FF&E inventory
that the District will need at future sites, and what usable FF&E is currently available at existing sites, as
applicable. The Inventory Worksheet will also be used for budgetary purposes (see below).
All columns on the Inventory Worksheet are to be completed except for the “green” Purchasing columns.
The Inventory Worksheets are to be completed and an electronic copy emailed to Purchasing before or
on the assigned due date. In most cases this will be coordinated by a single point of contact (P.O.C.), in
which case, email the worksheets to the designated POC. The POC will then consolidate the worksheets
and forward to my attention.
NOTE: Please list all remaining existing FF&E not proposed to be used at the new site at the end of the
worksheet, if applicable. Existing FF&E that is not used at the new location may be used at another
location if it is a viable piece of equipment. Existing FF&E not transferred to a new location may also be
used for upcoming “swing space” needed for other projects.
The floor plans for buildings under construction or renovation may be located on the Z drive at the
following file path: Z:\3D International\Public\Building Floor Plans.
There are no plans specific to each office, nor are their sectional floor plans. The floor plans on the Z
drive is the best representation to conduct the inventory and needs analysis.
Priority Rating Matrix:
Second tab on the attached spreadsheet: The Priority Rating Matrix is to be used as a tool to assist in
rating end user FF&E requirements, and to prioritize the requested replacement, additions, and/or new
Timeline and Budget:
Third tab of the attached spreadsheet: This ties into the Inventory Worksheet (first tab). Ultimately, the
District will back into the budget by: (1) identify the requirements at the new location, (2) determine any
existing FF&E from existing locations that may by transferred to the new location, if applicable, (3) review
the variance (shortage), and (4) make budgetary revisions, as needed.
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The phone system at the new locations will be VoIP. The addition of new faculty or staff will have to be
coordinated through ITS by end-users in order to insure they are equipped appropriately. Personal printer
locations will also have to be confirmed by ITS.
This may also be viewed on the attached spreadsheet for each respective building, third tab.
Private Offices: There are five options that faculty or staff with assigned private offices will be able to
select from (please see below for VP offices). Two were specifically designed for faculty, two for
administrative staff, and one is a hybrid.
The Typicals depict a standard 10’ x 10’ private office. The dimensions of the desks and case goods are
also depicted on the Typicals. Other sized private office room layouts will be essentially the same as the
10’ x 10’s because the furniture will be sized differently or cut to fit accordingly (i.e., desk/work surface
and bridge to case goods can be shortened to a fit room).
For example, the 24” x 24” corner section in Option 1 provides 2 feet of flexibility. In Option 2, the 5’-6”
bridge can be sized to fit most rooms. The only components that are fixed and cannot be altered are the
filing cabinets and wardrobes. Therefore, another option would be a reduction of the number of filing
cabinets or wardrobes.
Workstations: Other various workstations that are not private offices will also be furnished with the
Concensys product line. There are five workstation Typicals, as follows: one 6’ x 6’, two 6’ x 8’, and two 8’
x 8’. Use the building plan as a guide, and input your requirements. Once received, the FF&E consultant
and I will work with each end-user department to best meet your needs.
Vice President Offices: Purchasing will schedule a meeting with any VPs to discuss the FF&E standard
for executive staff. Therefore, note any VP offices on the Inventory Worksheet, but leave remaining
columns blank. The exception may be that a VP has recently purchased FF&E and it may be relocated to
a new building.
The FF&E consultant will work with the end-user to ensure that any existing FF&E that is transferred to a
new building, if applicable, will fit/configure in the space correctly. This applies to mixing new with existing
FF&E as well.
Priority Rating: Although seating controls on chairs may have a warranty up to 10 years, seating
upholstery fabrics typically have a warranty of 3 to 5 years. For purposes of identifying priority ratings for
the replacement of faculty or staff task chairs (if applicable), the District shall use the 5 and 10 year
benchmarks and prioritize the need to replace chairs on a case-by-case basis according to the other
criteria on the Priority Rating Matrix.
Chair Options: The District standard for chair options is the SUM and Trooper chair. The standard for
guest chairs in private offices and waiting areas is the Tolleson Side chair.
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