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Home My WebLink About8.1 A motion to authorize the purchase and installation of furniture for the new Police Headquarters in the not to exceed amount of $732,286.00 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 8.1 A motion to authorize the purchase and installation of furniture for the new Police Headquarters in the not to exceed amount of $732,286.00 as submitted. Access Public Type Action Preferred Date Aug 07, 2019 Absolute Date Aug 07, 2019 Fiscal Impact Yes Dollar Amount 732,286.00 Budgeted Yes Budget Source Police CIP Recommended Action A motion to authorize the purchase and installation of furniture for the new Police Headquarters in the not to exceed amount of $732,286.00 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 Police and Fire Headquarters projects. Unlike a standard office building, a Police 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, modular furniture walls, conference room tables and chairs, and soft seating for admin. 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 342 total chairs, made up of 15 different styles in the Police Headquarters. This doesn't include the soft seating in soft interview rooms, 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. All desks viewed were laminate materials, not real wood finish, with workstations having powder coated metal frames for durability. Heights of workstations differ based on the level of interaction in the department, the amount of privacy each employee needs, with most being considered low wall heights. Where https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 1/3 4/16/2020 BoardDocs® Pro more privacy was needed, but visual sight lines also being a priority, clear panels were discussed to raise wall height, but allow for sound separation. After an on-site assessment of the current Police Headquarters, only some of the file cabinets are worthy of being reused in the new building. The existing desks, workstations, and chairs have all surpassed their useful life. STAFF SELECTIONS The staff was included on desk and workstation layouts and specifications, along with all the chair selections. The Chief, two Deputy Chiefs, the architects, and Ms. Tsiolis made the final color and material selections. The brands selected for each type of product are as follows. • 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 walls and miscellaneous seating is to be provided by KI • All task chairs, conference room chairs, training room tables, and interview 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 • KI conference room walls: 10 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 $48,385.00 for the Police Headquarters. COST AND BUDGET The original Police Budget included $1 million for fixtures, furnishings, and equipment (FF&E), of which $800,000 was earmarked for furniture and installation. The proposed cost breakdown as designed, including a 5% contingency is as follows: Manufacturer Cost Haworth $397,573.00 National $56,981.00 Egan $14,911.00 KI $48,560.00 Herman Miller $131,005.00 ISI Installation $48,385.00 Contingency $34,871.00 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 2/3 4/16/2020 BoardDocs® Pro 5% Total Cost $732,286.00 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 $68,000 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 Police Headquarters as submitted. 2. Action at discretion of Village Board. Staff Recommendation Staff respectfully recommends a motion to authorize the purchase and installation of furniture for the New Police Headquarters in the not to exceed amount of $732,286.00 as submitted. Furniture purchase memo.pdf (92 KB) KI cost final.pdf (1,656 KB) Administrative Content Executive Content Motion & Voting A motion to authorize the purchase and installation of furniture for the new Police Headquarters in the not to exceed amount of $732,286.00 as submitted. Motion by Paul Hoefert, second by Michael Zadel. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 3/3