Case Study: FFE and Move Management Project
Project Overview
A university’s Department of Residence Life embarked on a comprehensive initiative to replace 700 sets of 30+ year-old residence hall furniture, including lobby and floor lounge furnishings. The project prioritized sustainable disposal of the outdated furniture to align with the university's sustainability goals. Jennifer Hart O’Brien led the project as Project Manager on behalf of the university.
Key Objectives
Replace aging residence hall furniture with modern, durable alternatives.
Sustainably dispose of outdated furniture to support the university’s commitment to environmental stewardship.
Improve the overall residence hall experience to enhance student recruitment and retention.
Project Execution
Proposal Development
Drafted a proposal to the university’s President and Board, seeking approval for the capital expenditure. The proposal included:
Photos of the current state of residence halls.
Feedback data collected from students.
Projections of the positive impact on student satisfaction and university reputation.
Presented the proposal in multiple sessions to address questions and concerns. The Board ultimately approved the project, recognizing the long-term benefits to recruitment and retention.
Budget and Vendor Management
Collaborated with the budget office to establish a dedicated capital account for the project.
Partnered with RT London to establish a multi-year agreement, locking in individual pricing rates at first-year levels.
Furniture Procurement and Installation
Ordered furniture in December/January for summer installation during building vacancy.
Initiated a bidding process for moving services to ensure cost-effective removal of old furniture and installation of new items.
Sustainable Disposal Strategy
Explored various methods for furniture disposal and opted to partner with The Reuse Network. This organization facilitated:
Placement of donated furniture with schools in Haiti (desks and desk chairs) and homeless shelters across the Midwest (beds, mattresses, and dressers).
Coordination of shipping containers and semi-trucks for furniture transportation.
Calculation of efficient and economical shipping methods based on provided furniture quantities, photos, and dimensions.
Covered the costs of The Reuse Network’s project management and shipping as part of the donation process. No furniture was disposed of in landfills, aligning with the university’s mission of supporting education, homelessness initiatives, and sustainability.
Key Lessons Learned
Effective coordination with project managers and shipping companies is essential, particularly in navigating urban traffic and low-clearance viaducts/bridges.
Ensure drivers follow provided directions instead of relying on GPS.
Work closely with city officials to secure street permits for staging and parking semi-trucks.
Keep an engineer or elevator company on call for potential issues with older high-rise elevators
Resources and Recommendations
Furniture Disposal and Donation
Chicago Furniture Bank: Excellent local resource for donating office and residence hall furniture.
The Reuse Network: Specializes in large-scale furniture removal and donation projects.
Moving and Decommissioning Services
Planes Moving and Storage: Provided the moving services on this case study. Provides local and regional moving and storage services.
Right Size: Provides local and regional capabilities for furniture removal and eco-friendly decommissioning.
Furniture Procurement
RT London: Michigan-based furniture company with expertise in residence hall furnishings.
Furniture Brokers (can assist with sustainable reuse of existing inventory, or new purchases):
Budget-Friendly Furnishing
Office Furniture Resource: Offers reasonable prices for used furniture and services for decommissioning and resale of older pieces.
This case study highlights the successful completion of a residence hall furniture replacement project, demonstrating the value of sustainable practices, strategic partnerships, and meticulous planning.
