Remanufactured Cubicles
Buying used office furniture isn't like buying a used car - you don't have to choose from what's on the lot. Just like buying new, you'll be able to pick a brand and model of cube and select the fabrics and colors you like. In some cases you'll actually have more choices of fabric and finishes than you would buying new.
Buying used office furniture isn't like buying a used car - you don't have to choose from what's on the lot. Just like buying new, you'll be able to pick a brand and model of cube and select the fabrics and colors you like. In some cases you'll actually have more choices of fabric and finishes than you would buying new.
To get there, used office furniture - the cubicles and accessories - is completely taken apart and inspected. Metal parts are s&d and painted or powder coated. Fabric is completely replaced and missing parts are supplied. Parts such as pedestals and shelves are often installed brand-new.
Surprisingly, remanufactured cubicles often come with the same warranty they had when they were new - even lifetime warranties, in some cases. Custom remanufacturing jobs like this can often be turned around more quickly than new orders, and cost on average 30% to 50% less than similar new systems. Unless you're buying large lots - around 1,000 cubes or more - remanufactured cubes offer the best combination of quality and price.
Reupholstered furniture The old fabric has been removed and replaced with new fabric of your choice. It has been cleaned, repaired and touched up with fresh paint.
As- Is cubicles
On the other end of the scale, more budget-minded businesses can opt for "as-is" cubes from used office furniture dealers. You give up the ability to choose exactly what fabrics you want, but the dealer will still clean the cubes, repair any significant damage, and supply missing pieces. You'll save money this way, especially if you don't particularly care what the cubes look like or even if they match - but you won't get the same type of warranties on these systems, if you get any warranty at all.
Unless you're buying hundreds of work cubicles, you won't be working directly with a manufacturer. In most cases, you'll be working with an independent office cubicle dealer who carries systems from a number of manufacturers. Some work cubicle dealers are dedicated reps for particular manufacturers, and many more specialize in a brand or two but carry several others. Remember that you'll want to stick with one brand for future purchases, so go with a brand that's been around for a while and shows stability.
Because so much of the systems furniture market is in various classes of used equipment, many of these resellers are also partially manufacturers: they have extensive factories for disassembling, cleaning, painting, and reassembling work cubicles. Others are purely resellers: once they determine your needs, they'll check with multiple vendors to find what you want, whether new or remanufactured, then come back to you with the best price.
Take a tour of the dealer's facilities, if possible. Check out the manufacturing areas, customer service department, and warehouse to get an idea of the size of the operation. Not every cubicle dealer has a show room - but you should take advantage of those that do. Seeing different types of cubes in person lets you make direct comparisons of different brands, sizes, and extras. Looking at disassembled cubes in a warehouse won't give you the same opportunity.
Reputation and longevity do matter in systems furniture. For even a small-to-mid-sized company, you'll be spending tens of thousands of dollars on important business equipment that should last ten or twenty years. It's not worth saving a few dollars to risk doing business with a company that might not be around in five years, or with one that won't be able to provide the ongoing support you need.
A good work cubicle dealer will take a consultant's approach to your business: they'll work with you to address problems, explain their proposals, and even offer you tips on how to get more for your money. Dealers who simply try to sell you as much as possible or pressure you into unnecessary upgrades should be avoided.
There are several levels of used office furniture, and remanufactured cubicles are at the top. Truly remanufactured cubes are indistinguishable from new. It's an excellent way to save money without sacrificing quality: more than half of the systems furniture market is for remanufactured cubicles. Generally speaking, the systems furniture food chain starts with very large companies buying systems directly from manufacturers. As they go through layoffs or office moves, they sell the used office furniture back to the manufacturer or to dealers. The dealers turn around and sell the remanufactured cubicles to small and mid-sized companies for as little as half their original cost. Buying used office furniture isn't like buying a used car - you don't have to choose from what's on the lot. Just like buying new, you'll be able to pick a brand and model of cube and select the fabrics and colors you like. In some cases you'll actually have more choices of fabric and finishes than you would buying new. To get there, used office furniture - the cubicles and accessories - is completely taken apart and inspected. Metal parts are s&d and painted or powder coated. Fabric is completely replaced and missing parts are supplied. Parts such as pedestals and shelves are often installed brand-new. Surprisingly, remanufactured cubicles often come with the same warranty they had when they were new - even lifetime warranties, in some cases. Custom remanufacturing jobs like this can often be turned around more quickly than new orders, and cost on average 30% to 50% less than similar new systems. Unless you're buying large lots - around 1,000 cubes or more - remanufactured cubes offer the best combination of quality and price. On the other end of the scale, more budget-minded businesses can opt for "as-is" cubes from used office furniture dealers. You give up the ability to choose exactly what fabrics you want, but the dealer will still clean the cubes, repair any significant damage, and supply missing pieces. You'll save money this way, especially if you don't particularly care what the cubes look like or even if they match - but you won't get the same type of warranties on these systems, if you get any warranty at all. Start early
Shopping for systems furniture isn't a quick process: if you're buying new or remanufactured systems, you can expect an average of three to six weeks between placing the order and delivery. If you choose office workstations a dealer has in stock, it can take a week; if you place your order at a busy time, it can take as long as 10 weeks or more.
Many people evaluating modular office furniture (yet another term for cubicles) don't understand the scope of the purchasing decision they're making. It may not seem like choosing a few cubicles will have far-reaching implications, but that may be the case.
Astute facilities planners do not fail to recognize and plan for realistic delivery times of their office systems and furniture. Lead-times for some custom made furniture can run as long as 14 weeks depending on manufacturers' production schedules and raw material availability. Improperly forecasting delivery schedules by even one day can cause great pain and expense.
Be sure the dealer or manufacturer you've chosen isn't closed for a holiday or vacation, inventory or re-tooling. Also look at union holidays - they may or may not affect the dealer or manufacturer, but they can influence trucking companies and even your building's service personnel (elevator operators, superintendents, receiving dock personnel, etc.)
Don't forget about shipping time. Most manufacturers use common carriers and furniture can take as much as two weeks to arrive from the factory to your dealer's warehouse.
If you are buying new make sure the dealer knows your move in date and request a firm delivery date commitment. Allow five business days from date order is placed to obtain this firm date. Some manufacturers only enter orders on certain days (Friday is common). This can add as much as a week to your lead time forecast.
If the manufacturer has a problem meeting your move in date, inquire as to whether choosing different styles, fabrics, or finishes will help to speed up production to meet your date.
If your purchase is large enough it is possible to avoid the turn around time at the dealer by having the furniture come directly to your location.
Production times can be reserved. Ask your dealer if this is possible. Not all manufacturers are equipped to handle such requests.
If you've chosen to use a COM (customers own material), check its availability as soon as your decision is final. You will often find that a fabric or hard surface is not in stock, which will push the lead time out even further. In the case of fabric, most manufacturers will allow you to reserve a specific quantity for an allotted amount of time, preventing anyone else from purchasing your fabric.
Budget
Doing a cost analysis before making your purchase is obvious, but have you considered the hidden costs? These extra expenses can quickly eat away the healthiest of budgets.
One such extra cost is freight. In this case freight is the cost charged by the manufacturer to make one drop off of product to a specified location (the dealer's warehouse or directly to a job site). Some manufacturers do not charge freight, yet you will often see this charge as part of your dealer's quote. These charges can be negotiable if your order is large enough, or if you are a regular or contract customer.
Trick: If freight volume and associated costs are significant, it may be worth your time to do some comparison-shopping. Find out the total weight of the product, its origin and destination zip codes, and if possible, freight class. Then call a common carrier (Red Star, Yellow Freight, etc.) and ask for a freight quote.
Delivery is another factor in your furniture budget. This is what the dealer will charge to deliver the furniture from their warehouse to the installation location. Although delivery is a legitimate cost, be cautious. Determining delivery charges to a client is sometimes not a matter of cost but rather the desire for additional profit margin. Try to negotiate. Don't forget that overtime deliveries (deliveries after 5 PM or on the weekend), cost at least 50 % more than straight 9 - 5 PM deliveries. Although many buildings only allow for deliveries on overtime (before 8AM, after 5 PM, and on weekends) reserve your elevators during the day. For that matter, don't forget to reserve them for the evening if that is when you're forced to accept delivery. An exceptionally long delivery is subject to additional charges from the dealer.
Installation is the most common way to far exceed a project's estimated budget. If possible, installation should never be performed on overtime. If your building allows you to use non-union labor, inform your dealer. Non-union labor can significantly reduce the cost of union installations. Try to have an office handyman, or building maintenance man put together small items like bookcases, or doors on cabinets, bases on tables etc. Experienced installers should always install systems.
A dealer may quote you a complete price inclusive of installation when quoting on your furniture project. This practice is acceptable, especially for smaller purchases. In the case of larger installations (those that can take from 1 day to a number of days), it may behoove you to consider being billed by actual man-hours.
If you think it best to pay an all-inclusive price, make sure you are asked to sign an installation time sheet by the installer at the beginning and end of each install day. Use the time sheet data to compare with charges on your installation bill to make sure you are not being overcharged. You would be amazed at the errors that can occur. Demand pre-approval of all installation costs beyond the scope of the main project in order to avoid surprise charges like waiting time, or a double handling fee. Always ask to be billed for actual man-hours if the project warrants it.
The other service people you've hired to perform construction, painting, carpeting, phone and computer installation can cause costs to escalate. If your area is not free and clear for the furniture delivery and installation people to carry out their duties they will bill you for down time. When dealers make deliveries they want to place the furniture in the exact space in which it will be installed. If they are forced to move furniture from one area or floor to another, they may charge a "double handling fee".
Make sure to have electricians at the ready when using electrified panels. Some systems require that the electrical connections be made as the panels are being constructed. Delays mean extra charges. Often times a site is not ready for furniture, but circumstances are such that you are forced to receive delivery. If your space still needs to be painted, or light fixtures installed etc., your furniture is likely to be damaged. Repair costs can be exorbitant, so be careful. It is almost impossible to prove how and by whom the furniture was damaged, and to recover the cost of repair. |
