Office Furniture Procurement: Fit-Out Budget Integration

The furniture budget share

Commercial furniture typically represents:

• Standard CAT B: 10–15% of total fit-out budget
• Premium CAT B: 15–20%
• Trophy / HQ: 20–30% — extensive bespoke furniture adds materially

For a 10,000 sqft CAT B at £180/sqft (£1.8M), furniture budget typically £180k–£360k.

Furniture scope — what's included

Standard commercial office furniture scope:

• Workstations — desks, electric height-adjustable, cable management
• Task seating — ergonomic chairs with Cat A/B certifications
• Meeting room tables and chairs — scaled by room capacity
• Breakout furniture — sofas, low tables, acoustic pods
• Reception seating — designer lounge chairs, stools
• Lockers and storage — Cat B storage walls, personal lockers
• Bespoke joinery — reception desk, boardroom table, feature benches

Procurement routes

1. Through main contractor (turnkey)

   Contractor procures all furniture on cost-plus basis. Simplest for client. 8–12% markup typical. Single point of contact.

2. Specialist furniture dealer

   Separate contract with furniture dealer (Steelcase, Herman Miller, Knoll, Orangebox distributors). Direct client relationship, direct discounts. Client manages two contracts.

3. Architect / designer specification + tender

   Architect specs furniture; client tenders separately. Best design control. Additional consultant fees.

Lead times and programme integration

Furniture lead times can extend a fit-out programme:

• Standard workstations: 4–6 weeks ex-stock, 8–12 weeks for specific finish
• Task chairs: 2–4 weeks UK stock; 8–14 weeks for specific trim
• Bespoke joinery (reception desk, boardroom table): 10–16 weeks
• European premium brands (Vitra, USM, Arper): 10–16 weeks typical
• Fully bespoke commissions: 16–24 weeks

Order furniture at Stage 3 design freeze (typically 10–12 weeks before PC). Any later risks PC delay.

CAT A+ vs CAT B dividing line

In CAT A+ spaces, the landlord includes basic furniture — workstations, task chairs, meeting-room tables, reception seating. CAT B furniture is bespoke to the occupier: brand-matched lobby pieces, executive office furniture, boardroom commissions.

Landlord CAT A+ furniture spec is typically mid-market (Herman Miller Aeron level or OEM equivalent). Occupiers wanting premium tend to accept the landlord contribution as a credit and procure upgrade separately.

Common procurement issues

1. Late decision

   Client finalises choice at PC-6 weeks. Lead time now runs past PC. Options: pay rush premium (20–40%), accept stock alternatives, or delay PC.

2. Wrong floor loading

   Dense filing or equipment exceeds base-build floor capacity. Requires structural review or redistribution.

3. Access / lift sizing

   Large boardroom tables don't fit in building lifts. Require disassembly or crane delivery.

4. Delivery window conflict

   Furniture arrives same day as final cleaning. Neither process happens well.

Acoustic and ergonomic standards

• Task seating: BIFMA or FIRA certification to commercial-intensive standard
• Electric height-adjustable desks: BIFMA G1 compliance
• Meeting-room seating: commercial-grade warranty (5 years typical)
• Acoustic pods/booths: tested acoustic rating (Rw 35+)
• Flame retardancy: BS 7176 Source 4 for high-use commercial

What we do

Furniture available as cost-plus turnkey with the main fit-out contract, or as specification-only where client procures direct. Bespoke joinery (reception desks, boardroom tables) delivered in-house or with Kelly Hoppen/Walpole-accredited partners. See Office Fit-Out, Reception Refurbishment.

FAQs