An RFQ checklist for commercial furniture

Furniture sourcing involves dimensions, load, finishes, assembly and site logistics. A catalogue image may hide variations in frame, upholstery or packaging. Buyers should describe the installed result and the journey to the receiving point before seeking a final price.

Define the requirement

State item dimensions, materials, finish, upholstery or surface specification, assembly state, carton size limits and quantities by model. If products must fit a floor plan or access route, provide those dimensions. Distinguish delivery to a loading dock from placement inside a room.

Questions to send with the RFQ

Ask for sample materials, assembly instructions and evidence supporting any performance claim you rely on. Request spare-part information for replaceable pieces. If installation is needed, ask who performs it and whether disposal of packaging is included.

Review the answer

Compare each quote by the delivered and assembled scope. A supplier who prices flat-packed units at a warehouse has not necessarily quoted the same service as one delivering installed furniture. Record any accessibility or booking assumptions.

An example to adapt

For a hypothetical meeting room, the table dimensions may fit the room while the packaged top cannot pass the lift. Include lift or doorway constraints early, then ask suppliers to propose modular packing if necessary.

Decision before sending

Visit the receiving route on paper before ordering. A large item may fit the floor plan but fail at the lift, doorway or unloading bay. Ask the supplier for packed dimensions, weights, assembly requirements and an installation plan if it is supplying that service. Compare warranty and spare-part support in the same scope table as the product price. The cheapest furniture offer can become expensive when access, assembly and repairs are left to the buyer.

Source context

BIFMA's standards descriptions identify different performance and durability test methods for desks, tables, storage and seating. Ask which standard and edition actually applies to the proposed furniture; do not infer that a chair test covers a desk.