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Home My WebLink About 8.2 A motion to authorize the purchase and installation of furniture for the new Fire Headquarters in the not to exceed amount of $240,902.00 as submitted.4/16/2020 BoardDocs® Pro Agenda Item Details Meeting Aug 07, 2019 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 8. VILLAGE MANAGER'S REPORT Subject 8.2 A motion to authorize the purchase and installation of furniture for the new Fire Headquarters in the not to exceed amount of $240,902.00 as submitted. Access Public Type Action Preferred Date Aug 07, 2019 Absolute Date Aug 07, 2019 Fiscal Impact Yes Dollar Amount 240,902.00 Budgeted Yes Budget Source FIRE CIP Recommended Action A motion to authorize the purchase and installation of furniture for the new Fire Headquarters in the not to exceed amount of $240,902.00 as submitted. Public Content Information BACKGROUND Dina Tsiolis from STV Construction, Inc. was hired in October 2018 to lead the Village through the design and purchase of furniture for the new Fire Headquarters projects. Unlike a standard office building, much of a Fire Department is open 24/7/365, which carries inherent durability requirements with it. Durable, solidly built furniture with cleanable materials that also carries long term warranties is what the Village is seeking to purchase. In order to begin the process, a site visit to the Chicago Merchandise Mart was scheduled, where all the major furniture manufacturers have showrooms. During this visit staff visited the showrooms of KI, Ghent, Humanscale, Haworth, Herman Miller, Sit -on -it, National, Via, Groupe LaCasse, Krug, and Egan for examples of desks and workstations, training room tables, task chairs, guest chairs, lobby seating, lunch room seating and tables, white boards, and conference room tables and chairs. Based on this visit, a number of seating samples from several different manufacturers were delivered to (PD/FD) to get staff opinions. Task chairs are located at each desk and work station and need to be ergonomic, durable, and generally the most adjustable of any chair. Guest seating has no adjustability as they are meant for short term use. Conference room seating is somewhere in between the two in terms of adjustability. The building design, coupled with the furniture design calls for 146 total chairs, made up of 6 different styles in the Fire Headquarters. This doesn't include the soft seating in the main lobby and the admin flex seating area. Desks and workstations were discussed based on storage needs and options, levels of privacy, work positions and habits, and overall appearance. Unlike the Police project, the Fire Department purchased new furniture in the last 10 years, which is all in excellent condition. All desks viewed are laminate materials, not real wood finish, with workstations having powder coated metal frames for durability, all of which matches the existing administrative furniture. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 1/3 4/16/2020 BoardDocs® Pro After an on-site assessment of the current Fire Headquarters, most of the administrative furniture will be reused. Conference room tables and chairs, and select offices will require new furniture. Within the fire prevention offices, the existing furniture is well beyond its useful life. All of this will be replaced. The file room for fire prevention, however, does allow for the reuse of all the open shelving units used for drawing and file storage. These will be supplemented with a new open office file island with storage below and a large working surface above. One of the existing conference room tables will be installed in the CERT room for those volunteer members to use. STAFF SELECTIONS The staff was included on desk and workstation layouts and specifications, along with all the chair selections. The Chief, Deputy Chief, Assistant Chief, several other admin staff, and Dina made the final color and material selections. The brands selected for each type of product are as follows. Some examples are provided at the end of this memo. • Desks, workstations, conference room tables, and training room chairs to be provided by Haworth • Lobby furniture, admin lobby, admin flex seating, and all guest chairs to be provided by National • All magnetic marker boards to be provided by Egan • The administrative conference room seating is to be provided by KI • All task chairs, conference room chairs, and training room tables to be provided by Herman Miller WARRANTY INFORMATION Warranties for furniture manufacturers varies depending on the product and the material. The general warranties are listed below and covers normal wear and tear on 24/7/365 furniture. Intentional damage is not covered. • Egan magnetic white boards: 10 year warranty • Haworth Seating: 12 year warranty • Haworth desks and workstations: Lifetime • Herman Miller task chairs: 12 years • National soft seating and guest chairs: 12 years • KI seating: 15 years PURCHASE PROCESS All furniture is to be purchased through the Omnia (formerly US Communities) government purchasing program, so no formal bidding process is required for the furniture itself. The installation process of the furniture varies depending on which manufacturer is supplying the products themselves. KI and Herman Miller provide installation included with the furniture and do not allow third party companies to install their furniture in order to maintain a valid warranty. Egan, Haworth, and National all have preapproved installation firms that they require be used in order to maintain their factory warranties. In this case the preapproved installation firms were solicited for proposals. The low bidder from the Manufacturer's preapproved installation firms was Installation Specialists, Inc. of Itasca, IL in the amount of $26,873.00 for the Police Headquarters. This cost includes the dismantling and reinstallation of the existing administrative furniture from the existing building. COST AND BUDGET The original Fire Budget included $350,000.00 for fixtures, furnishings, and equipment (FF&E), of which $250,000 was earmarked for furniture and installation. There are also a number of appliances and equipment that needs to be purchased for the new building, but those are not part of this approval. The proposed cost breakdown as designed, including a 5% contingency is as follows: Manufacturer Cost Haworth National Egan $144,962.00 KI $10,105.00 Herman Miller $47,490.00 ISI Installation $26,873.00 Contingency (5%) $11,472.00 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 2/3 4/16/2020 Total Cost $240,902.00 BoardDocs® Pro The cost for National includes a 2% tariff increase already. Herman Miller will be assessing tariff increases on purchases after September 3, so staff has a reason to move with haste to request approvals from the Board and place orders. On a more positive note, Haworth has held 2018 pricing for the Village due to our early contact and size of the order. In working with Ms. Tsiolis and STV Construction on the design of the furniture, staff was always conscious of the overall budget with a goal of staying within those original confines. The fact that the overall design is nearly $9,000 under budget speaks volumes about the staff's participation and buy -in, along with STV Construction's ability to continually deliver on or under budget. Alternatives 1. Approval of a motion to authorize the purchase and installation of furniture for the new Fire Headquarters as submitted. 2. Action at discretion of Village Board. Staff Recommendation Staff respectfully recommends the approval of a motion to authorize the purchase and installation of furniture for the new Fire Headquarters in the not to exceed amount of $240,902.00 as submitted. HM final.pdf (690 KB) furniture plans.pdf (973 KB) furniture notes.pdf (1,199 KB) haworth egan national cost.pdf (585 KB) KI cost.pdf (1,151 KB) Furniture purchase memo.pdf (93 KB) Administrative Content Executive Content Motion & Voting A motion to authorize the purchase and installation of furniture for the new Fire Headquarters in the not to exceed amount of $240,902.00 as submitted. Motion by Paul Hoefert, second by Michael Zadel. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Michael Zadel https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 3/3