Furniture, Fixtures and Equipment

What is FF&E?

FF&E is an acronym that stands for furniture, fixtures and equipment. It's a design subset that focuses on only the interior, removable features of a space. Though fixtures, equipment and furniture appear in the acronym, this type of design can refer to any elements not permanently attached to the actual structure. Think of things you could carry out or remove if you moved to a new space.

Unlike construction and remodeling, FF&E doesn't focus on the structural aspects of the building, like walls, HVAC, plumbing, electrical. FF&E can also include finishes as well. Examples of elements in each category include:

• Furniture: This category can include anything you sit on or use to hold other objects, such as chairs, tables, desks, cupboards and bookshelves.
• Fixtures: This category includes items that serve a practical or functional purpose, such as lighting, wall mounts, whiteboards and doors.
• Equipment: This category refers to technology or systems throughout the structure, such as computers and phones.
• Finishes: These elements include fabrics and textures used for aesthetic appearances and durability, like paint, tile, wallpaper, carpet, hardwood, vinyl.

Moreover, office supplies are not a part of FF&E. This includes pens, paper products, and similar items. If it’s something that’s used in day-to-day business operations but is not of significant value, it’s not included in FF&E.

It is also important to track and manage FF&E because it is Bond funded and represents a significant portion of FHDA's assets. Additionally, FF&E can depreciate for tax purposes.

The college uses pre-approved FF&E standards to allow for flexibility of space and adheres to legal codes and requirements. Standards take into account the functionality and visual needs of the moveable elements in line with the Mission of the College.
Planning for FF&E  starts early in the  process. It includes  consultations with the end users, facilities and IT departments. After receiving information and feedback the FF&E coordinator  creates a floor plan, furniture layout or design board. These mockups for the space reflect the expected end result.
The FF&E coordinator also creates a preliminary budget. Once approved, the project is scheduled, procurement process commences.

What Can Be Purchased With Bond FF&E Dollars?

• Only approved items can be purchased. Items ineligible for Bond funding, according to the rules of the bond issue, cannot be purchased regardless of the prioritization process.
• Funds will be monitored as expenses are incurred. Deans will be notified when the dollars are exhausted as requests can no longer be processed once all funds are expensed.
• Bond requisitions cannot be combined with any Non Bond items.
• Expenses cannot be transferred to Bond funds if items are purchased with funds from other sources, such as ProCards, General Funds, grants or categoricals.

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What Can't Be Purchased With Bond FF&E Dollars?

• Extended warranties and maintenance contracts (service and support contracts) cannot be purchased using Bond funds, as these types of charges are considered operating costs.
• You may not skirt this policy by bundling an extended warranty or maintenance contract with the equipment. If you purchase a warranty or maintenance extension, you must use another funding source and a separate requisition.

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Furniture & Equipment Purchase Procedures

1. The department dean or director identifies a need for furniture or equipment. The need should be reflected in the department’s program review.
2. The Department completes a Furniture Equipment Request Form and submits original form to the Furniture, Fixtures and Equipment (FF&E) Coordinator, Tina Lockwood, at 408.864.8371 or lockwoodtina@deanza.edu. 
3. The FF&E Coordinator meets with the dean or director and the department's point of contact to determine the project scope, based on available space and the following guidelines
   • Current furniture or equipment is broken or inoperable
   • Current furniture or equipment is not functional for teaching or program needs
   • New furniture or equipment would improve department functions and student experience
   • Current furniture is not ADA compliant
4. The FF&E Coordinator submits Furniture Equipment Request Form and Project Scope to College Operations for review.
5. For projects using Bond funds, the requester will bring the project to the applicable group for review and approval. For projects not using Bond funds, the College Operations office will submit the project to the area vice president for review and approval.
6. The College Operations office schedules the project around the academic calendar and expected workload.
7. At the beginning of the project, a College Operations representative will meet with the dean, director or designated point of contact to begin formal planning.
8. Based on college standards, furniture plans will be created and presented to the dean or director for review and approval.
9. Once the dean or director approves the final furniture plan, the College Operations office will process the purchase requisition to order the furniture and manage the furniture delivery and installation.