We have a 9-step process that we’ve perfected over the years.
Step 1 – Kick Off This stage is all about working closely with clients to get the project kicked off properly. We undertake an interactive workshop with all the relevant stakeholders where we discuss and review all the available project information. During this stage, we will build a detailed Statement of Requirements that clearly identifies the project scope & requirements along with a Demarcation Doc that outlines the project responsibilities between the client, contractors and FF&E Procurement teams.
Step 2 – Budget When we get to the budget stage, we leverage all our years of experience, looking at previous projects with similar scope and build a customised project cost plan. We then collaborate with clients & project teams to develop a working budget and cash flow forecasts aligned with the overall project cost plan and programme.
Step 3 – Sourcing We have an extensive, global supply chain that we work with, and during this stage, we zone in on the various FF&E packages that make up the project including packages such as soft furnishings, lighting, furniture, casegoods, shopfit, artwork etc. From there we identify potential suppliers that match the quality, price and delivery requirements. We focus on finding the optimal products for our projects, from both a design and cost perspective and we ensure the wider design team are on board at every stage.
Step 4 – Substitutions “Value engineering” is a phrase that has broken many a designer’s heart! However, as our procurement team work so closely with interior designers, they know and understand how important the aesthetic, details and quality are for a design scheme and are super sensitive to protecting the integrity of that, while staying laser focussed on delivering competitive FF&E packages within budget and timescales. We like to deliver “value engineering without compromise” and utilise our unique background and purchasing power to uncover alternative products and materials as required to meet budget or programme. Once the products are finalised and signed off by the Design Team we set about building the tender packages and driving the tender process.
Step 5 – Purchasing So, while we oversimplified the purchasing process earlier in this article, purchasing does in fact cover all aspects of finally buying the product, and this includes issuing RFPs [requests for pricing] and final negotiations with suppliers to deliver maximum value for our clients before undertaking all the order admin tasks such setting terms & conditions of purchase, issuing POs [purchase orders] and tracking deliveries.
Step 6 – Accounting Accounting is a crucial part of the procurement process and fundamental to the success of a project. We work with real-time, cloud-based software and create customised reporting and financial coding systems so that our clients always have visibility of the project status and their new, tangible assets at every step in the process.
Step 7 – Logistics Getting the right products landed on-site, on budget and on time is really what the procurement process is all about. With projects all over the world, we have a network of established global logistics partners we work with regularly, providing a seamless service that covers everything from transport planning, cargo insurance, customs clearance, warehousing and inventory management for our projects.
Step 8 – Installation Regularly voted one of the most satisfying parts of the job by team, on-site installation is where all the hard work and attention to detail of the procurement process comes together. At this stage, we deploy our dedicated installation team who will plan, manage, and oversee all aspects of the FF&E & OS&E installation, including positioning, inspecting and snagging all items, ensuring they are ready for handover.
Step 9 – Completion Attention to detail is crucial throughout the procurement process – right down to the final closeout and handover. At this stage, we co-ordinate the H&S [health & safety] and Handover Manuals and collate all the procurement documentation, including FF&E Data Sheets, manufacture’s warranties, FR certificates etc; in order to record every aspect of the project and provide a full record of it for our clients.