Our Process

We divide the procurement process into five distinct phases, allowing for coordination, scheduling, tracking, and management of each phase individually. This approach also ensures quality assurance throughout all project stages.

PROCUREMENT PHASE 1:

Project Planning

Our collaborative approach enables us to establish key partnerships from the outset, ensuring the project is delivered on time and on budget.

  • Attend kick-off meeting with team to review project requirements, overall scope of the project, budget, project timeline, approval and submittal dates. Discuss accounting process and funding schedules.

  • Review responsibility matrix to identify areas of responsibility for each team member.

  • Review project delivery/install schedule and prepare a lead-time analysis based on designer supplied specifications.

  • Review Owner approved FF&E budget estimation, critical dates and specifications.

  • Prepare preliminary cash flow and funding requests for purchasing and vendor schedules.

  • Recommend vendor selections to best meet budgetary, quality, and schedule needs as required.

PROCUREMENT PHASE 2:

Project Establishment

Our structured approach in reviewing project parameters and scope, understanding the milestones and timelines required to meet the project schedule, and our comprehensive roster of resources help jumpstart the project to successful completion.

  • Perform a thorough review of specifications and address any items needing clarification or further detail.

  • Upon receipt of FF&E specifications, continue the project setup and bid process.

  • Review interior designer’s FF&E item matrix and check for reasonable counts.

  • General Contractor, and its subs to provide field verified quantities of GC or other vendor installed artwork/graphic murals, carpet, wall vinyl. Window treatment vendors shall include field verification and COM requirements as a part of their services. Art vendors/consultants shall provide field verification and installation as part of their services.

  • Secure bids from the specified vendors, solicit bids from alternate vendors and negotiate terms of sale.

  • Submit value engineered (VE) options to maximize value to owner, project manager, and designer for approval.

PROCUREMENT PHASE 3:

Procurement

Effective procurement is more than just placing an order. Clear communication with the project team and a well-crafted procurement strategy is key for supporting the success of our projects and organizational operations.

  • Receive and evaluate bids based on construction details, FOB point, lead-time, terms of sale, vendor performance history, and overall cost with client.

  • Vendor selection based on capabilities that best align with the specifications and meeting budget and schedule.

  • Warehouse and installation provider RFP and selection.

  • Review of budget and submit any updates for Owner review & approval.

  • Once budget is approved, prepare cash flow and funding request.

  • Generate purchase orders and issue to vendors.

  • Issue pre-production submittals to vendors for shop drawings, material samples, and finish samples.

  • Perform accounting tasks such as processing deposits/payments to vendors

PROCUREMENT PHASE 4:

Expediting

The Expediting Phase ensures that the ordering process is handled efficiently, reducing delays and confirming that products are delivered as expected.

  • Upon confirmation of order, vendor acknowledgment and receipt of all purchase orders and terms by the vendor, purchasing manager will expedite each purchase order, noting the owner/client’s required delivery date while tracking all estimated ship/delivery dates to the actual ship/delivery dates.

  • Customized reporting based on client needs.

  • Track and submit approvals of finishes, materials and shop drawings.

  • Coordination with warehouse, delivery and installation provider regarding receipt of FF&E, receiving reports, and providing ship/delivery date tracking information.

  • Scheduling with warehouse/installer and pre-install site visit to check site conditions and readiness for FF&E installation.

  • Submit installation package and instructions, to the installer and/or general contractor in preparation for installation

PROCUREMENT PHASE 5:

Project Close-Out

The Closeout Phase is crucial for guaranteeing that all aspects of the project are completed as required and that all punch lists and accounting tasks are resolved before officially concluding the project.

  • Upon confirmation of order, vendor acknowledgment and receipt of all Installation walk-thru with lead installer and ensure a final inspection and deficiency list are completed

  • Punch list generation and completion.

  • Perform final reconciliation, including working with the FF&E installer, freight manager, designer, and owner to resolve any freight claims or punch list items.

  • Provide care and maintenance information for all carpets, wall coverings, and fabrics to include flammability certificates on upholstery and drapery fabrics, upholstered seating (foam), carpet, and wallcovering.

  • Cost savings analysis and audit of project sales tax and freight expenses.

  • Reconcile final invoices or credits due to closed purchase orders. Work with the project accountant to verify that all vendors are paid and that orders are closed within 30 days from final delivery.

  • Review remaining project account funds to client where applicable.

  • Prepare and issue project financial and project documentation.