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Agenda Item Details
Meeting Oct 02, 2018 - REGULAR MEETING OF THEM UT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Subject 8.1 Motion to authorize the Village Manager to enter into a contract for Furniture Design
Services for the New Police Headquarters to be located at 911 E. Kensington Road with STV,
Inc. in an amount not to exceed $43,860.
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Type Action
Preferred Date Oct 02, 2018
Absolute Date Oct 02, 2018
Fiscal Impact Yes
Dollar Amount 43f860.00
Budgeted Yes
Budget Source New Police Headquarters Capital Fund
Recommended Action Approval of a motion to authorize the Village Manager to enter into a contract with STV, Inc. for
Furniture Design Services for the New Police Headquarters in the not to exceed amount of
$43,860.00.
Public Content
Information
As the new Police Headquarters project moves into the final stages of design drawings, one of the required steps is to hirc
a furniture design consultant to help in the selection, bidding, and purchasing of the multiple types of furniture for thc
building. There are many different items that fall under the furniture design umbrella including desks, conference tables,
task chairs, side chairs, training room tables, training room chairs, file cabinets and storage solutions, and white boards t*
mention a few. There are literally millions of different color, material, and brand options when selecting furniture for a
building, which the staff doesn't have the capacity to design without some help.
A consultant that specializes in furniture selection and design, while not having any affiliation with a particular brand or
company is hard to find as most furniture designers actually work for a particular furniture supplier, thus skewing the
impartiality of that designer. The RFP for furniture design services was received by 4 firms, including our current Police
Architects (FGM Architects). The only firm that responded was STV, Inc. with a cost of $43,860.00 although FGM Architects
did unofficially respond via email with a cost of $70,000. The other two firms responded that they were too busy to take on
this contract. That being said, STV, Inc. is a firm that has been in business for more than 100 years, does work
nationwide, and recently completed a merger with EWS Consultants. EWS Consultants was run by Dina Tsiolis, who has
been involved in furniture design services with the Village for many years, having worked on the current Public Safety
Building, Village Hall, and Public Works.
Staff from each Village Department has had interactions with Ms. Tsiolis at one point in past years and has been satisfied
with her firms work and would expect that to continue on this project. In addition, the staff at STV, Inc. has been involved
in dozens of Police, Fire, and Municipal projects across the Chicagoland area and have good references. The value
proposed for this contract of $43,860.00 is lower than expected by staff, which we attribute to the comfort level Ms Tsiolis
has with the Village Staff and procurement process, along with a history with the Village Manager, the Police Project
Manager, and the Police Chief on former projects. She has also worked with FGM Architects on a number of projects in the
past as well, which will help with coordination of furniture and building systems in the long run.
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The work product to be provided under this contract has several steps. Work will begin with tours of many manufacturer's
show rooms to view possible options, materials, quality levels, and technological differences in each type of furniture to be
purchased. There are some furniture manufacturers that specialize in one product like conference room tables. Others may
be more well rounded and offer options for desks, chairs, and tables. The expectation is that the staff will have the
opportunity to view many different options for each furniture type, sit in many different chairs, and get a good feel for
what is available on the market. Once some general expectations have been set, the next step is to start selecting different
options and layouts for the furniture and trying to make it all fit into the building plans. A good furniture design will fit
seamlessly into the construction documents by the architect and coordinate locations for electric and data outlets.
Preliminary budgets will be created for furniture purchase and installation under this contract. Assuming all the furniture is
on budget, public bidding will then be led by the consultant to make sure the process is being bid properly and according
to the specifications set by the furniture designer and project team. While many furniture companies offer standard
government contract pricing, the installation of that furniture is the main item that will vary in costs during thc
bidding. Once the bidding for each furniture package is completed, bids will be evaluated and contracts will return to thc
Village Board for approval on an individual basis. The final step for the consultant is to oversee the installation of thc
furniture to make sure it meets the specifications of the bid documents.
Staff is confident that STV, Inc. will perform well under this contract based on the Village's history with the project team
and the quality work they have provided in the past.
Alternatives
1. Motion to authorize the Village Manager to enter into a contract with STV, Inc. for Furniture Design Services for the New
Police Headquarters in the not to exceed amount of $43,860.00.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends the Board approve a motion to authorize the Village Manager to enter into a contract with STV, Inc. for
Furniture Design Services for the New Police Headquarters in the not to exceed amount of $43,860.00.
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Administrative Content
Executive Content
Motion & Voting
Approval of a motion to authorize the Village Manager to enter into a contract with STV, Inc. for Furniture Design Services
for the New Police Headquarters in the not to exceed amount of $43,860.00.
Motion by Michael Zadl, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
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