When Should You Start Thinking About Dispatch Furniture Proposals?

The short answer: it depends. Each state, and even each communication center, has its own purchasing process, which can greatly affect the timeline for acquiring new dispatch consoles.

Here’s a quick tip, if any of these scenarios apply to your center in the next 2–3 years, it’s time to start planning:

• You’re upgrading radios, CAD, or phone systems.
• You’re moving to a new building.
• You’re consolidating with another center.
• You’re adding more positions than you have seats.
• Your current furniture is outdated (over eight years old) or doesn’t function well.
• You’re building or renovating a backup center.

Pro Tip: Three years is generally too early to seek proposals unless you’re planning major renovations or building a new facility. In these cases, involving your furniture vendor and architect early on can ensure a harmonious, ergonomic design that lasts for decades.

Why Plan Ahead?

You might wonder, “Why not just drop a workstation into a blueprint and call it a day?” Unfortunately, it’s not that simple. Dispatch furniture is custom-designed to fit the unique needs of each communication center. To create a proposal, vendors need precise details like room dimensions, equipment requirements, and storage needs.

Follow these steps to streamline your furniture planning process

Step One: Understand Your Purchasing Process

Before meeting with a vendor, get familiar with how your center handles furniture purchases. If you’re unsure, your sales representative can often connect you with a nearby center for advice.

Here are some key questions to discuss with your procurement team:

• What is the budget?
• When is the budget due?
• Are grants available to fund workstations?
• Can you purchase through state contracts or cooperative purchasing groups?
• Is a formal RFP required, or can you collect three quotes?
• Can you "sole-source" a vendor or "piggyback" off an existing contract?

Step Two: Find Vendors

Once you’ve got the green light to start gathering proposals, seek referrals from neighboring agencies or attend local state conferences to meet vendors.

Scheduling an onsite meeting may take a few weeks. It’s essential to have your IT team, dispatch supervisor, and project manager involved in this initial meeting.

Vendors will gather room dimensions, monitor specs, and CPU requirements. They’ll also want to understand your project timeline. Depending on revisions and modifications, finalizing a proposal could take anywhere from a month to a year.

Note: Equipment upgrades (e.g., monitors) often affect furniture design. Coordinate radio/CAD upgrades with furniture planning to avoid mismatches.

Step Three: Align Your Budget

Once your proposal is finalized, it’s time to secure approval from procurement. Be sure everyone is aligned on deadlines, as fiscal years and budget patterns vary by state. If your request gets denied during budget hearings, you’ll have everything ready to try again next year.

If your budget is approved, congratulations—but don’t celebrate just yet! There are still a few steps left to get the project completed.

Step Four: Finalize the Details

With the design and quote approved, it’s time to address finishing touches. This includes:

• Selecting finishes and colors.
• Collecting purchase orders and signed drawings.
• Conducting a pre-construction meeting with all vendors involved.

Depending on schedules, this phase can take anywhere from two weeks to two months.

Step Five: Plan for Production and Installation

Here’s a fun fact: production time for dispatch furniture typically takes 8–12 weeks. Installation timelines depend on factors such as:

• Whether the room is empty or operational during installation.
• Coordination with other vendors (radio, CAD, flooring, etc.).
• Whether installation happens during the day, night, or weekends.
• Unexpected delays (because there’s always something).

After reading through these steps, you’ve likely realized the importance of starting early. Two years might not seem like a long time anymore, does it?

Unlike other equipment, dispatch furniture is custom-built to last 10–20 years. Taking the time to plan ensures you get ergonomic, durable workstations that meet your center’s unique needs. Even if you’re three or more years away from making a purchase, getting a budgetary estimate now can help you prepare for future opportunities.

Have any additional questions or need to speak with an expert? Let us know - we're here to help!