HomeMy WebLinkAbout03/19/2013 Replacement Furniture for Engineering DivisionMount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: MICHAEL E. JANONIS, VILLAGE MANAGER
FROM: JASON LEIB, DEPUTY PUBLIC WORKS DIRECTOR
SUBJECT: REQUEST TO PURCHASE REPLACEMENT FURNITURE FOR
ENGINEERING DIVISION
DATE: MARCH 12, 2013
Background
The Public Works Department is requesting Village Board approval to purchase replacement
furniture for the Engineering Division to include ten work spaces. The furniture will be
purchased from Business Office Systems (BOS), of Carol Stream, through the U.S. Communities
Government Purchasing Alliance, in an amount not to exceed $60,016.89.
The Engineering Division presently has work spaces for ten employees including two private
offices and eight cubicles. The current furniture is a mixture of furniture purchased in 1988,
when the building was constructed, and in 1994 when the Engineering staff was relocated from
Village Hall to Public Works. The furniture has served its purpose very well for 20 -25 years;
however, the furniture has become extremely worn and does not best meet the needs of the
current work force.
The current furniture was designed during a point in time when users required large amounts of
space for a large computer and monitor. In addition, personnel required large volumes of storage
for books and paper. In the last twenty years the needs of the work force have significantly
changed with most using laptops, additional mobile devices, and a majority of processes being
completed electronically reducing the requirement for book and file storage.
Discussion
To assist the department in creating an efficient office layout, maximize the space, and make
furniture recommendations, the department retained the services of EWS Consultants (EWS).
EWS is a firm specializing in office layout and furniture and has worked extensively in the
municipal environment. EWS has previously worked with the Village on a number of projects
including the EOC, Fire Station 14 and the Community Connections Center. After a lengthy
process of creating a new layout that provides a more open work environment and provides
better use of the space staff determined that Haworth furniture best met the needs of the
Engineering personnel and office space. The department has purchased Haworth furniture in the
past for projects including the EOC, Fire Station 14 and the Community Connections Center.
The furniture has performed very well and has met the expectations of staff.
The proposed furniture, if approved, would be purchased through the U.S. Communities
Government Purchasing Alliance (U.S. Communities), with BOS as the authorized dealer and
installer. U.S. Communities is a government purchasing cooperative that combines the
purchasing power of approximately 90,000 public agencies across the country to reduce the
overall costs. U.S. Communities provides procurement resources to state and local governments,
schools and non - profit organizations, which include a wide range of competitively solicited
contracts. U.S. Communities joint purchasing agreement satisfies the Village's public bidding
requirements.
The Village Code specifically provides that competitive bidding is not required when the village,
pursuant to its home rule powers, enters into a joint purchasing contract for materials, supplies,
or equipment with another entity which has conducted competitive bidding for those materials,
supplies or equipment.
The Village is a current member and has previously purchased furniture for Fire Administration
(2012) and Police Investigations (2012) using U.S. Communities.
Recommendation
Based on the current and future needs of the Public Works Engineering Division, staff is
recommending the purchase of Haworth furniture from Business Office Systems through the
U.S. Communities Government Purchasing Alliance. The total cost for procurement and
installation will not exceed $60,016.89.
Sufficient funds for this proposed expenditure exist in the current budget.
Jason H. Leib
/ Deputy Director