Building Project Procedures Manual

Real Estate & Facilities

Appendix 6J: Requirements for Loose Equipment Selection and Specifications

  1. In connection with the development of a new facility at an institution of the University System of Georgia the cost of the purchase of essential furniture required to place the facility in operation shall be included in the total project budget of the facility. Such furniture shall be that required in addition to existing furniture which is suitable for moving into the new facility.
  2. The purchase of instructional, administrative, operational or maintenance equipment for use in a new facility shall be the responsibility of the institution. The institution is responsible for selecting and specifying the loose equipment to be included in the project budget of a new building project. The Chancellor and his staff will cooperate with and assist the institution in securing whatever assistance in the purchase of equipment that may be available through special or restricted funds included in the total funds of the project other than bond funds.
  3. Prior to preliminary plan and budget estimate approval, persons involved in planning loose equipment should discuss with the BOR Facilities Office, the furniture and equipment requirements to determine the loose equipment budget.
  4. Development of equipment list, specifications and plans should then proceed. The college shall produce, or have produced, an equipment layout plan for the project. This may be drawn on a sepia print of the architectural floor plans, as soon as they became available. The architect may produce such a plan showing the furniture in place as part of the plan development. Some companies may provide this service.
  5. The equipment items shown on the floor plans need to coincide with the placement and quantities as enumerated on the Georgia State Financing and Investment Commission (GSFIC) equipment requisition sheet (see Form 494 at the end of this Appendix) and should be numbered according to the page number of the form.
  6. A Form 494 must be prepared for each item. This form may be reproduced by the Design Professional in the exact format as shown at the end of this Appendix. It is not necessary to use the exact form as attached hereto, but all of the information contained on Form No. 494 MUST be included on the replicated form.
  7. The list must be in compliance with the purchasing procedures as stated in the Board of Regents' Building Project Procedures Manual.
  8. Rely only on information contained in the manufacturers' latest catalog or from information obtained from the manufacturer. Do not rely on previously written specifications for information to be inserted on Form No. 494. This information is quickly rendered obsolete by manufacturers' changes. The estimated price of the item should be the estimated bid price and not the catalog list price. Include the list price on forms sent to the BOR's Facilities Office for review and on final copy.
  9. Forward a draft copy of each Form 494, in alphabetic sequence by manufacturer, to the BOR's Facilities Office for review as soon as possible. Information must be typed and pages numbered. The draft will be returned with comments noted. Each final Form 494 may then be prepared.
  10. All purchases from bond funds are financed with interest for more than twenty years and should be appropriate in light of this fact; that is, the item should have a relatively long life expectancy.
  11. Capital Outlay Bond Monies may not (repeat NOT) be utilized for items which meet the following criteria:
    1. Expendable items (items which may be easily removed from the facility, depleted, or supply-type items)
    2. Items with a life span of less than five years,
    3. Intangibles, such as service and maintenance, storage, cleaning and/or repairs,
    4. Leased equipment,
    5. Coin-operated machines.
    6. Accessory decorating items such as mirrors, rugs, etc.
    7. Carpets and draperies. (These are included in the general contract)
    8. Computers and software, typewriters, calculators, cash registers, business machines, etc. (These items, when used for teaching, are probably best leased so the latest equipment is available for student use.)

    Items requiring plumbing connection (quick connect), direct-wired electrical connection, and direct connection to vent or exhaust, gas supply etc. MAY be specified, BUT it is the responsibility of the using agency to insure that the appropriate utilities are in place in the facility AND that the required connection is plainly and clearly indicated on the Form No. 494 so that there will be no conflict upon installation of the equipment.
  12. In preparing Form 494, complete one form for each different item of equipment in accordance with the following:
    1. Manufacturer's Name and Address: Give full name and mailing address, including zip code, of the MANUFACTURER of the equipment and not the vendor or supplier. In making a selection from a catalog, please be sure to use the MANUFACTURER's name and not the catalog name.
    2. Manufacturer's Model Number: Give the manufacturer's exact current number designation of the item desired. Model numbers of many manufacturers are comprised of letter and number designations, many of which each indicate a specific component, finish, fabric, configuration, etc. An inaccurate model number may conflict with the description of the item given or may cause the wrong product to be purchased. Do not give catalog numbers taken from catalogs but specific model numbers. If the item is comprised of several different components requiring more than one model number, please indicate the model number of each i.e. "102-T top, 632-B base".
    3. Description of Item: Describe the basic materials of the item and give exact dimensions. Also describe here any performance standards or special requirement concerning this item. Continuing the example above, the correct description might be "Conference table, 72" wide x 36" deep x 32" high; plastic laminate top with vinyl bullnose edge on cast aluminum base with nylon glides". If electric power is required indicate the electrical characteristics required, e.g., voltage, phase, etc. and carefully check the plans to insure that the proper power requirements have been provided to the exact area needed. This would be the appropriate place to indicate any utility information.
    4. Finish: For each exposed surface requiring a finish treatment, indicate the material, finish number (if applicable), color and/or color name; and if any finish component is outsourced (produced by another manufacturer) that manufacturer's name and number, such as:

    Finish No. Material No. Color Color Name
    1 Plastic laminate top Wilsonart No. 836 black/gray Cloud Nebula
    2 Vinyl bullnose edge black
    3 Base P2 chrome

    1. Upholstery Material: A full description of each fabric/upholstery on an item including content, pattern, number designation, grade, color, color description, fabric treatments including any flame-retardancy requirements requested by the using agency, must be given. Also, any outsourced fabric, other than manufacturer's standard, must include the name of the fabric manufacturer, i.e.

    Uph No. Fabric Name No. Color Name Grade Fabric Content
    1 Maharam 09 Trianon pattern, Stained Glass Color 32 62% cotton, 38% polyester
    teflon treated

    C.O.M. (Customer's Own Material) fabrics may be specified to be applied on any item as long as the list price of the item, including the C.O.M. fabric price, does not exceed the guidelines. The GSFIC does not purchase fabric separately from the items specified; any C.O.M. material must be specified for application to the item desired.

    Use a separate Form 494 for each different fabric or combination of fabrics.

    If no choice is offered, then state "Manufacturer's Standard".
    1. Quantity: Give the total number of the item specified required for the entire project. This should be coordinated with the architect's final plans.
    2. Unit Budget Price: Give the best estimate of the bid selling price including delivery and installation:
      1. If the equipment bid date is approximately one year hence, then a 40% discount from the list price should be used to determine the Unit Budget Price.
      2. If the equipment bid date is approximately two years hence, then a 30% discount from the list price should be used to determine the Unit Budget Price.
      3. If the equipment bid date is approximately three years hence, then a 20% discount from the list price should be used to determine the Unit Budget Price.

      The budget prices used should be verified with a local vendor or manufacturer's representative, especially specialized equipment that usually has a much lower discount schedule.
    3. Total Budget Price: Give the product of the Quantity and the Unit Budget Price.
    4. Distribution: Under the heading "Room Number Taken from Final Plans", list the rooms, using the number and name of the space as shown on the architect's final plans, in which the specified item is to be installed. Under the heading "quantity", give the quantity of the item placed in the various rooms listed.

    Where the space provided on the Form 494 is insufficient, attach additional pages (including any manufacturer's specification sheets or drawings) as necessary. Number these pages as follows: "Attachment (#) of (# of attached pages) to Page (#).
  13. Check the equipment list against the following before submission:
    1. (Check manufacturer's name, address, zip code, model number, finish, upholstery, distribution, quantity, extension of unit budget prices, totals.
    2. Check type of equipment for compliance with Paragraph 11 herein.
    3. Check to verify that all equipment requisitioned is loose, or not attached to the building.
    4. Check requisition against construction documents for the following -
      1. Duplications,
      2. Electrical, plumbing, gas vent and exhaust connections,
      3. Location of equipment – i.e. not obstructing windows, doorways, etc.,
      4. Dimensions of equipment including portability of moving equipment to final location (through doorways, stairs, elevators, etc.).

    5. Check for inclusion of all pages.

  14. Forward to the Program Manager, Board of Regents, the original and one copy of the requisition.
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