Crafting RFPs for Systems Furniture

When doing the homework prior to furnishing new, renovated or expanded workplaces with systems furniture, office designers and facility managers find they are both blessed and cursed with vendor choices.

"Doing a 'systems furniture' search will yield a daunting number of returns," says Mark Bassil, vice president and co-founder of MAiSPACE, a Mt. Olive NJ-based manufacturer of modular office furniture systems. "On the blessing side there is the cornucopia of choice, but on the curse side is choosing the right vendor from this abundance."

Office furniture dealers may represent one or more manufacturers. While a dealer should work toward the best interest of a client, dealers are human and may tend to favor a certain manufacturer, letting that influence a recommendation, Bassil says. "That's why systems furniture purchases should be made based on a sound knowledge of manufacturers."

By reviewing manufacturers' websites and studying literature, purchasers can educate themselves on the many details that go into constructing modular office furniture systems as well as the support services manufacturers and dealers provide the customer. "Coupling this knowledge with the objectives of the workplace project will help to define the project in detail," Bassil says. "This information will guide the crafting of the RFP (request for proposals) to send to dealers and distributors."

Having done their homework buyers are in a position to negotiate on virtually every aspect of the job. "An informed buyer is a buyer in the driver's seat," Bassil says.

Points to Consider for the RFP

Every project has a budget and meeting the budget bogey has high priority. "While RFPs will contain details on what is expected of the vendor, purchasers should know at the outset that high quality does not automatically mean high costs," Bassil says. "For example, MAiSPACE was established in 1993 based on a new approach to designing, manufacturing and delivering modular office furniture systems. Because of this our prices are as much as 40% below those of some of the best-known names in the contract furniture industry. This," he says, "represents the first cost of the system, and in our case is not conditioned on the number of units purchased."

Armed with this knowledge, buyers can turn their attention to other buying criteria. "Many of these criteria will determine the lifetime cost of the installation," Bassil says, offering the following checkpoints.

Construction

"Industry statistics prove that office floor plans and requirements change over time," Bassil says. "Moves, adds and changes (MACs) call for modular products that do it easily without sacrificing structural soundness or having to buy new parts after modifications are made."

Look for a 3 _ inch wide frame constructed of 16-gauge cold-rolled steel to provide strength and rigidity, allowing it to remain distortion-free during installation and later MACs. Load-bearing panel frames should be capable of handling walls from 30 inches to 14 feet in height. Increasing or decreasing the height should be accomplished without removing existing panel frames or disturbing power, voice and data cabling.

Knockdown and ready-to-assemble (RTA) framing components equipped with self-leveling connections simplify moving elements into and throughout the building. This reduces assembly costs and the number of framing components required. Panel segments should be constructed from 24-gauge steel for exceptional durability and effective sound dampening.

Voice, Data and Power Cabling

Be clear on what you need in terms of bringing information to the workstation and supporting a collaborative work environment. Complex or poorly designed cabling systems provide an unwanted and unnecessary impediment to new installations and reconfigurations.

A point of comparison is the MAiSPACE patented zone distribution system, which includes plug-and-play connectors and the largest cable capacity in the industry. Cable runs are laid in behind lift-off panel segments, not bundled and fished through structural elements. This reduces office reconfiguration time from days to hours without disrupting the entire network, and can be accomplished by in-house personnel with a minimum of training.

Ergonomics

Workstations must be ergonomically correct for worker comfort. Furniture should allow users to create a comfortable personal environment through panel-hung components adjustable at 1- inch increments, flexible orientation for the workstation, height adjustable keyboard trays, ergonomically correct seating and curvilinear work surfaces with cascade edges.

Design Services

Vendors should provide a professional design team to produce the best and most cost-effective layout. MAiSPACE designers understand facility issues and use AutoCAD and GIZA specifying software to achieve furniture and floor plans that are virtually fault free. Related to this are accurate detailed specifications, product lists and installation drawings.

Aesthetics

Aesthetics is a necessity if companies are to attract and retain qualified personnel. Look for a broad range of colors, textures and finishes that add class and a pleasant ambiance to the entire office. Examples are panel segment options such as laminate, Coverseal, wood grain, painted metal, embossed and brushed stainless steel, airflow, glass and fabrics in several options, tackable/acoustical tiles, power/data tiles, marker board and paper management. Seating, tables, shelving and storage systems should complement the overall office design.

Guarantees and Warranties

Vendors should provide lifetime guarantees and warranties against obsolescence.