Tips for Selecting Quality Home or Contract Office, Public Areas, Healthcare and Educational Furniture

Tips for Selecting Quality Home or Contract Office, Public Areas, Healthcare and Educational Furniture.15 years of experience in sales and procurement. 

?By Mordechi Marc Ort of Tri Furniture & Design.
1.844.874.3876   www.trifurniture.com    [email protected] 
 
I am sharing with you professional tips from my 15 years’ experience of both purchasing and selling contract office, healthcare and educational furniture. I have been on both sides of the table being in procurement and selling. The provided information will hopefully educate and prepare you for what specification to request as well as logistical issues to look for. With this knowledge your furniture project will run smoothly and good chances without unexpected surprises.  This information can be helpful for both the salesperson and client.

From the selling end I have had the opportunity to meet so many special people and develop a close relationship furnishing their facilities from small business, entire public and charter schools to major corporations. If you sell quality well priced items that truly meets your clients needs, and service them on the level you yourself would expect, you will have many satisfied return clients and many referrals.

 This information is vital if you are purchasing furniture for your home office, corporate office, healthcare or educational facility.  
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1.       Bring in your furniture dealer at time of design & prior to construction. You want a furniture dealer to help work with your architect, electrician and especially technology in order to locate the proper placement of data ports and electric outlets that will work with the furnishings location prior to construction.

2.     Provide your furniture dealer with a .DWG or other CAD files of the buildings layouts especially detailing any new additional walls, doors and other renovations.  If no file is available and it’s not a very large project, let the furniture dealer floor measure and provide the layouts for you.

3.     Let the furniture dealer in conjunction with an Interior Designer (if you have one) create the space plan with the exact furniture you will be placing in your establishment. A 2D or 3D space plan should be provided prior to placement of order so you can actually visualize final layout and sign off on. Color renderings are available but with an added cost.

4.     Always field measure, especially if you are doing any construction or renovations. Never rely ONLY on the architectural drawings. Once the walls are up, double measure.

5.     Never finalize colors by selecting a color that you can only see online or in a printed catalog. Ask for an actual swatch sample, especially if you are trying to match to existent furniture. Actual Swatches will get you 99% the final color product. There are many cherry and mahogany colors so don’t rely on a name alone.  

6.     Colors will appear different under various lighting. Check the colors of the sample swatches under the same lighting that will be used. Indirect sunlight is the true color but that may not be the shade or color you see when you place the furniture under different lighting. This is especially true for fabrics and paints.

7.     Fabrics: Although you may want the designers selected fabric, check the amount of rubs it has been tested for. In very public areas you should consider fabrics with only over 100,000 rubs or more. Today there are several grades of vinyl. Don't go with the cheapest vinyl as you will be replacing the furniture much earlier than anticipated as they can peel. It is vital to get fabrics that at minimum are treated with stain guard.  There is a fabric line called Cyprton that acts like a vinyl but feels like a fabric which is great for public areas especially school. If you are purchasing for healthcare there are additional requirements for Anti-Bacterial and Anti-Fungal. 

8.    Don’t try to place residential quality furniture into a commercial or healthcare facility. We see this often and it’s not a wise long term business decision. The furniture may not be up to required codes as well as not able to keep up with the amount of usage. As a salesperson it’s best to provide information if you recognize that the product the client requested will not keep up to the application they are seeking.

9.     Set up of an office: Keep the area in front of the doorway as an aisle to enter and exit your office. Don't place the desk directly in front of the doorway.  Don't make the mistake of placing the electric and data on the wall
which the door swings into. It lacks privacy, security and does not allow for immediate exit in case of emergency. Additionally, you will be running around your desk every time you want to greet someone or leave your office.
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10. Make sure you are ordering your desks in the correct direction that will make you most comfortable. Take into account - are you a left handed or a right handed? Visualize sitting behind a desk which will help you determine the  correct direction of the desk you should be ordering.  If you like your "return" to be on the left of you (usually left handed person), order a left return desk which means the return will be on your left and file pedestal will be on the left of the return with a left side panel. This means that the "desk" may have a pedestal of drawers on the right. Usually a left handed person should order a left return desk and Right return person should order a right return desk. But first you must take into consideration TIP #9. You cannot add a return to a desk on the side of the desk that has pedestal, unless you rip out the entire pedestal on the desk.

11.  Pedestals/ Drawers: The pedestals are the portion of the desk that holds the drawers. Some pedestals are mobile and some are fixed.  Mobile is useful as they are movable allowing for more room for your legs and yet they can easily roll away for good.  Then there are several configurations of fixed pedestal. One type is the fixed hanging 3/4 pedestals which usually has a small drawer and a file drawer. The full pedestal drawers have mainly 2 configuration options and extend from under the desk to the floor.  One configuration is a drawer, drawer, file drawer (usually placed on the desk) and the other configuration is file drawer, file drawer(usually placed on the return if you have a L shape desk or as additional pedestal on a straight desk).

Please note most manufacturers only warranty file drawers for file hanging usage. A file drawer on your desk is not made as a storage cabinet for supplies or your handbag. Good chances are you will damage the file drawer with the bottom popping out if it’s not made of metal.

Another issue is to check the depth of the drawers and the construction of the glide system. You would like to request a full extension ball bearing glides. The deeper the drawer, the more storage you have and usage of space. And yes it will cost more. Many times manufacturers will cut cost to be competitive by shortening the depth of the drawers, shorter glides, cheaper less quality glides not made with ball bearing tracks and using less quality wood products in the construction of the draws to meet competitive price points.

Don't forget to ask for locks. Not always do the locks lock all the drawers. Sometimes the top small drawer does not lock. With our custom manufacturers, I ask for all drawers to lock.
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12.  Work Surfaces: There are several types of work surface products. Here are some of them:

?A) Veneer finished work surfaces are beautiful but you will need to place a protective barrier such as glass to avoid scratching.

B) Thermal Fused Laminates are used heavily on many office furniture products today but are not as great as high pressure laminates which are stronger, better scratch resistant as well as water resistant. If you think the surface will get wet or be used with any tools, then upgrade to stronger surface product.

C) High Pressure Laminates come in several finishes and  are stronger , better scratch resistant as well as water resistant compared to Thermal Fused Laminates. 

 
13.  Edge Treatment: Several options. Here are some of them:

A) Straight Edge: A thin veneer tape like finish almost ironed on the edges and one that I avoid always to sell,  since it damages easily.

B) T Mold Edge:  It’s inserted into the wood on the edge of the work surface tops. For schools and healthcare facilities it’s not a great option as food as well as liquid is highly likely to get stuck into the crevices between the edge and the laminate top, causing swelling in the wood-core as well breeding bacteria. People also love pulling the T Mold out if they have the opportunity. Once that happens the top is ruined forever.

C) Baked on Enamel Edge: Perfect for tables in schools and healthcare to avoid bacterial buildup and seal the table from allowing liquid to seep in and damage the core of the tables.

D) 1 MM, 2MM, 3MM thick plastic edge comes in various sizes and many colors that match the laminates.  2MM and 3MM are the edge types I highly suggest. Ask for all edges on the furniture to have the MM edges as many times manufacturers will only offer it on the surface top  and side panels. Some will include it on the draws but not on the inner gables. If they are not using the MM edges, they are then using the straight edges to cut costs.

E) High Pressure laminates edges which are a separate piece from the work surface. Although Hard Pressure laminates are great for the work surface and do look striking for modern straight edges – I personally advice not to use it as they chip. 
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 I was speaking with a friend of mine a CEO  of a large real estate company discussing the various edge options for a project and explaining the desk he had was beautiful but the edges were going to chip and then, at that precise moment, he turned his chair striking the edge of the desk with the arm of the chair and chipping it. “I told you so”?
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14. Grommets/ Wire management: Grommets are the holes to allow wire pass through and to keep the wires hidden. Use the grommets on the top of your desk. Don’t just throw the wires over the side.  If you are ordering custom furniture make sure the grommets are being placed in the required area. We sometimes special order grommets to go right through the pedestal.  The grommets themselves can be ordered with a flipable outlet that houses USB, data ports and electric outlets.
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15. Electric: Especially with systems furniture that have built in snap electric and data lines it is vital to get a total amount of outlets needed and the total amps use of all items per work station. This will determine the required sized circuits that will need to be provided. Today one can have many electric items per cubicle such as phone, cell phone charger, CPU, 2 or 3 Screens, local scanner, printer and the occasional fan or heater.

16. Seating:  Seating is based on individual opinions. You do pay for what you get. You want to check on the mechanism, if any, and the various options for adjusting - not just up and down. A person sitting most of the day should get an ergonomic chair with all the “bells and whistles” with better quality cushion/lumbar support. The cushions (if any) should be firm and thick – yet with give- if not sooner or later you will feel the base of the chair and the screws coming up. Personally I sit on a more expensive all mesh ergonomic chair - not a Herman miller or Steelcase – with the back of the seat has 3 separate sections.  I feel like I am sitting on air and extremely comfortable. 

17.  Metal Gauge: The lower the gauge the stronger the steel. Ask for specifications.  For metal cabinets and metal bookcases that you are going to use heavy storage you should seek 18-20 gauge steel. And with metal file cabinets make sure they are strong.

18. Welded: If you are purchasing any metal cabinets, bookcases, desks or banquet chairs make sure you only purchase welded framed products.

19.  File Cabinets:  Make sure there is a safety anti-tipping locking feature which allows you to only open only one cabinet draw at a time. This would usually be found on file cabinets that have 3 or more draws.

20. Bookcases: I suggest 1” material on entire frame and all shelving. A 3MM Edge if not using natural wood shelving. Pay the extra money for matching laminate solid back vs a cheap charcoal Masonite back which can be flimsy and fall off. Metal go with very heavy duty gauge steel and only welded bodies.

21. If there is a major difference in price there is a reason which is usually quality construction. The metal of the furniture should be certified as ANSI, BIFMA or similar.

22. Banquet Chair frames should be welded and the internal part of the seat made with plywood and not particle board.

23. Folding tables should preferably be made from plywood core vs particleboard or cardboard. The screws holding the legs in the plywood are less likely to rip out and last much longer than plywood. You will pay more for quality but you will not have to replace it every year.

24.Try to avoid purchasing knock down office furniture (desks, storage cabinets, bookcases) known as RTA(ready to assemble), unless you are in a severe budget crises, willing to put it together yourself, or need immediately. Sometimes the labor alone is costly it’s better to find a manufacturer that product ships assembled and usually the quality is much better than RTA. Our company offers both. 

25. Quick ship- if you need something quickly, you can usually have furniture within days (or the next day) as long as you willing to select from the colors of fabrics/finishes that are available. There are at times limits of quantities allowed per order.

TFD just furnished 3 offices within 2 days of ordering. We also installed another entire business with 12 private offices, group rooms, cafeteria, conference, lounge and main reception in less than 2 weeks from placement of order. We also furnished a science lab in less than 2 weeks with quick ship during the summer season.

26. Allow sufficient time for design, layout, select and place the order. And then there is the lead time for the furniture to be manufactured and ship to you or the dealer.   The summer is the worst season for the educational furniture market.  July -September are the longest lead times, especially in the educational furniture market.


 27. Delivery: Make sure you are clear as to the delivery services you are being quoted.
Several options: 

A)  Tailgate:  you unload via loading dock or hand unloads from the top floor of the truck -for a small order that's not too heavy. Items will not be lowered to ground.

B) Liftgate: the truck comes pre-ordered with a liftgate to lower the merchandise down to the ground level.

C) Inside delivery:  The driver bring the items into the main ground level doorway assuming the items can be rolled in simply with no steps.
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D) Installation:  Deliver, assemble all items and discard as well as removal of all package materials by installer.  If it’s a government institution, prevailing wage may be required.

It’s important to mention at time of quoting if there is an elevator or only stairs and which floor is the location of installation. Also important is if installation is during regular business hours or not.

Have a dedicated project manager assigned to your install and have a pre installation walk through.

 Labeling each room with the required furniture being placed, as well as a space plan of that specific room, will be beneficial

28. Make sure your dealer and installer have insurance.

29. Sign off and note on the bill of lading of any damages to packaging of item before accepting. If you think there may be damages note it and state "subject to inspection".  Notify the dealer immediately and provide clear pictures of the items that are damaged. 

30. Anchor to wall: Be sure to anchor to wall all cabinets and bookcases 72” and above to play it safe. For sure cabinets above 78” must be anchored to the wall to avoid toppling over.
 
31. Nothing is for FREE. Check over all the options and construction of the product and then check the price of the total order. Sometimes you may think you are getting FREE FREIGHT or that one item is less expensive than another vendor. Check the bottom line of the order combined with the product’s construction well as the service of delivery you are being quoted for. Sometimes even paying freight and totaling all the services you are getting comes out less expensive than the FREE FREIGHT.
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In conclusion, with all furniture, you pay for what you get, but there is a happy mid-range area that you can purchase superior exquisite furniture that will last a very long time without breaking the bank. You would be amazed at the midrange quality manufacturers can produce products equal to the major expensive lines. Hopefully you can find an honest furniture salesperson and develop a long term relationship that you can rely on to provide quality furniture for all your furniture needs.
 
Credit: Mordechi Marc Ort - Tri Furniture Design 1.844.874.3876 www.trifurniture.com [email protected] 
The information has been compiled and is the property of Mordechi Marc Ort and Tri Furniture Design LLC. These are suggestions and we take no responsibility for any of the provided information.
 
Mordechi Marc Ort has over 15 years’ experience in Contract Furniture and is currently the VP of Sales/Procurement for Tri Furniture Design. TFD offers furniture (offices, public areas, education, healthcare and more), healthcare equip. and copier solutions (purchase or lease). TFD services nationwide and is HQ in NJ. Select your furniture from over 150 manufacturers. 
 
TFD offers on site design consultation, space planning, interior design, project management and a dedicated Client Resource Manager.
 
 TFD and its manufacturers are on contracts such as GSA, NJ STATE, Ed-data and MRESC Coop Contracts for Government entities and Public Schools. WE SERVICE NATIONWIDE.
 
Sincerely,
Mordechi Marc Ort 
VP Sales /Procurement
Tri Furniture & Design 
844.874.3876 
[email protected]
www.trifurniture.com