What you Should Know About Delivery and Installation of Office Furniture

Delivery of Office Furniture

It's difficult to be specific about the process of office furniture delivery. Circumstances, such as where you live, union requirements, etc., make a difference. However, there are several generic topics you may want to discuss with your furniture representative.

Overtime versus straight time: Overtime deliveries are more costly than those during normal business hours. This is a decision that you, the client, must make. If it involves a few pieces, and won't disrupt your staff, then straight time should work for you. If the product is for a project that requires installation, then you should discuss the options with your furniture representative.

Elevator/loading docks: If your workplace is in a shared, rented, or leased building, you will need to coordinate the office furniture delivery time and any other arrangements with building management.

Trash removal: Unless otherwise agreed upon, the trucking company should uncarton and/or unwrap all furniture and remove the packing materials from your facility.

Direct deliveries: Direct means that the furniture will be delivered from the factory direct to your site and not to a warehouse. Manufacturers have quantity requirements, such as full trailer loads, for direct deliveries. All arrangements for a major project, should be discussed with your furniture representative at the time the order is placed.

Damages: Most furniture is delivered to your facility in the original cartons or packaging. This method lessens the chance of damage occurring.

Sign off: A representative of your company will be asked to sign for the product after it has been delivered. If you are receiving only a few pieces, you should inspect them before signing the office furniture delivery ticket, and note any damages on the ticket.

Assembly: Some delivery personnel will assembly bookcases, level lateral files, install bases on small tables, etc., at the same time as the delivery is made. This can save you some money, so be sure to discuss this possibility when you review your price quote.

Cancellation charges: Inquire about the policy for delivery cancellations or delays with your furniture representative as cancellation fees may apply in certain situations.
Budget: Remember that if your office furniture delivery was quoted at straight time and you switch to overtime, additional charges may occur.

Multiple deliveries: This is another issue to discuss with your furniture representative: if the furniture delivery was quoted as a one-time charge, and your needs have changed, will there be additional charges?

Installation of Office Furniture

For excellent office furniture installations completed on time, you must hire a reputable, experienced installation company. Wherever you live, you should take precautions to make sure your furniture is installed properly and on time.

Small projects of uncomplicated freestanding furniture are easy to install and, therefore, most companies should have no trouble with these office furniture installations. If you are involved with what I consider a project (at least $50,000), I suggest that you discuss the following issues with your sales representative before you sign off on the order:

Job Foreman/Supervisor: This person is key to the success of office furniture installations. Insist that the same person act as the foreman or supervisor from inception through the punch list of your project. Also, request that this foreman/supervisor visit the site prior to the first delivery. At this time, you should meet him and discuss the project with him. Relay any building requirements to the foreman/supervisor (such as elevator requirements, location of loading dock, building hours, etc.).

Installation Drawings/Typicals: Find out who is responsible for preparing the final drawings for the office furniture installations and ask for a copy for your files. When a architect or design firm is involved with your project, they may be preparing floor plans that include generic furniture layouts. Usually the office furniture dealership takes these drawings and turns them into final drawings once the furniture has been selected.

Systems Installation: At the very least, the installation foreman/supervisor should have experience installing the particular system you are purchasing. Ask about his past experience with the furniture systems you have selected.

Overtime/Straight Time: Confirm what hours are considered straight time, particularly where unions are involved. Think about your particular project and inquire about extra charges for overtime, additional deliveries, etc.

Staging Areas: Prior to the first delivery, inquire about how much space will be needed for staging the furniture.

Now that you have discussed the above delivery and installation issues with your furniture dealer, request that the agreed upon information be presented to you in writing; preferably before your furniture order is placed.