Design Services
Procurement Services


PROCUREMENT SERVICES

“Pre-curement” Services
Before you start your next hotel project, assemble your project team. The collective knowledge and upfront collaboration of the owner, design team, and our experienced purchasing agents can help avoid costly and timely mistakes later on in the project process.  Spectrum Design’s collective design and purchasing experience can develop an overall FF&E budget, best allocate your resources, and reduce risk before pen is put to paper. We have also worked out several processes and guidelines for normal client responsibilities which we will share as your purchasing agent.

We will develop preliminary budgets consistent with the quality level of your brand, image, and guest.  Whether Spectrum Design is providing your interior designer services or not, this information is used by the design team to establish your budgets and design direction.  Our preliminary purchasing information includes spec numbers, suggested vendors, item descriptions, quantities, and budget allowances for FF&E, various systems, estimated sales tax, shipping, and warehousing, as well as any applicable fees.  We also establish estimated delivery timeframes to coincide with the project completion.


“Pro-curement” Services
Spectrum Design is a recognized and established provider of FF&E procurement services to the hospitality, residential and corporate design industries. Our commitment to our clients is what sets us apart from the competition. The dedication and experience our team offers, guarantees our clients exceptional value and superior service. Spectrum Design’s detailed FF&E procurement process ensures a financially beneficial and effective project implementation for our clients.

Budget Preparation and Bid Process
While preserving quality and maintaining unparalleled design, Spectrum Design works closely with our clients to understand their fiscal requirements and prepare a budget that realistically matches their expectations. We take the time to understand their assets, requirements, their market and competition, giving us a clear view of their goals. By identifying and establishing budget requirements early in the procurement process, Spectrum Design is able to establish accurate pricing. Our global network of resources gives us the leverage needed to secure the best price while offering the highest quality product. Our select list of approved vendors is presented with a bid package. We work closely with our vendors to research any value alternatives that may be cost effective to the project.  Spectrum Design has over 4000 vendor relationships that work for your benefit.  We look beyond the specification and budget to deliver the best bang for your buck with the greatest impact on the final design.  With concise evaluation, Spectrum Design presents to the design team any appropriate substitutions. If approved, client is presented with a product alternative that offers the best value without sacrificing design or quality. A final FF&E budget report is presented to the client for approval.

Documentation Review
Spectrum Design’s procurement team works closely with our in-house designers to ensure the accuracy of all documents. Spectrum Design reviews all specifications with the coded plans to confirm that quantities are accurate and materials and products meet project standards. We confirm that all specifications are in compliance with building and accessibility codes. If any discrepancies are apparent, they will be addressed with the design team. Any samples required or coordination of take offs of outside materials are verified. Every effort is given to maintaining the projects budget requirements.

Purchasing and Logistics Management
Accuracy and follow-through is essential to the successful completion of all projects. Spectrum Design acts as an “Agent Only” procurement team and carefully reviews all purchase orders before submission. We work diligently to ensure all necessary information is included and requirements are met. Detailed instructions involving terms, timeliness and delivery are secured. Spectrum Design is the client’s single source to all aspects of their project. The success of any project is contingent upon the follow through and tracking with vendors to ensure compliance with specifications and terms. Spectrum Design achieves a level of service that is unsurpassed by delivering the right product, to the right place, at the right time, and most importantly at the right price.

Account Management
Spectrum Design recognizes the importance of every decision made and how it affects the client’s bottom line. We offer an all encompassing process that covers all aspects and stages of a project. Spectrum Design manages each project from conception through completion. Our experienced accounting team generates reports that keep the client informed of all expenditures. Detailed Project Status Reports are generated throughout all stages with relative information pertaining to the status of orders.  Monthly Accounting Reports entail the activity of purchases, payables and invoices. Expediting Reports summarize remaining purchases, records and tracking of outstanding goods. A Final Reconciliation Report details all items and the total cost of the goods sold including taxes, shipping, credits, and overages.

“Post-curement” Services
Upon completion of the project, Spectrum Design continues to follow through with our clients 3, 6, and 12 months after completion.  We do this to ensure products are wearing properly, warranty claims are filed if they are not, and the success of the project is upheld.  Most importantly, we continue to build our relationship with you based on trust and results, our company mission since our founding.

 

SERVICES BY PHASE

Interior Design Documentation Review

  • Coordinate with design firm to verify that all specifications and FF&E drawings are complete and accurate.
  • Verify that all quantities on specifications coincide with FF&E furniture plans.
  • Obtain product samples from Interior Designer when necessary.
  • Review specifications for building code and ADA compliance.
  • Verify quantity take offs with subcontractors for those materials supplied by Owner and installed by others (i.e. carpeting, wallcovering, hardwired decorative light fixtures, etc.).

Project Budgeting and Bid Preparation

  • FF&E Development Budget – based on brand standards and preliminary in nature.
  • Itemized budget based upon quantities and specifications provided by Interior Designer.
  • Responsibility Matrix Development.
  • Qualifying manufacturers - potential bidders of FF&E by assessing their current financial stability and factory capabilities.
  • Create a bid list of acceptable manufacturers by product with Brand, Interior Designer, Management team and Owner.
  • Competitive bidding - prepare comprehensive bid document packages for release to the final approved list of bidders of FF&E.
  • Bid Analysis - analyze each for completeness and thoroughness.  Resolve any open issues / questions that are prevalent from the bid.
  • Product Value Engineering – recommend alternatives in attempt to reduce costs.
  • Prepare final budget report of selected manufacturers including evaluation summary for Owner written approval.
  • Scheduling based on timeliness of deliveries, contractors project schedules, and owner requirements.

Purchasing Process

  • Prepare “Agent Only” purchase orders for owner signature and release for sending to manufacturer.  Upon approval for release, issue to vendors.
  • Coordinate receipt of all finish samples, shop drawings, strike off’s, and samples that require Interior Designer approval prior to release for fabrication and delivery.
  • Provide monthly Project Status Report including items, description, vendor, quantity, cost, estimated ship date, and status.
  • Provide monthly cash flow requirements for future purchases and summary statement of project balance.
  • Verify and approve vendor invoices for accuracy in quantity, pricing, and overages with the original bid and specifications.
  • Track status of each purchase order on a regular basis to ensure projected delivery dates are maintained. Resolve any timing / delivery issues on an as needed basis.
  • Assist in securing freight pricing and movement of all products to warehouse or project site in conjunction with owner, receiving company, and installers.

Receiving and Installation

  • Provide receiver with all required product / vendor information necessary to prepare and file freight claims other than that required by the field (purchasing agent does not prepare freight claims).  Including copies of invoices, purchase orders, and contact information.
  • Provide receiver / installer complete list of ordered products and quantities.
  • Assist the installation contractor with resolving any issues pertaining to incomplete shipped orders, back ordered items, incorrectly shipped products, manufacturer’s defects or any other non-damage related issues.
  • Assist the installation contractor with problem solving and punch list related items.

Value Added Services

  • Accounting – vendor payable management, sales tax, invoicing, verification of purchase order pricing to original budget and expected billing, and reconciliation.
  • Model Room Procurement Services - , we will lend our assistance to the designer in recommending sources for the manufacture of the one-off quantities required for the model who would be among the likely sources also capable of producing in quantity and at a competitive price.
  • Collect Flame Spread Certificate Documentation where required by building departments
  • Logistics Management – coordination with shipping companies and securing bids from carriers to transport FF&E goods.
  • Warehouse Management – bid to and contract with warehousing company (“receiver”) and installation contractors.  This service could either be part of a total turn-key packages or on the Owner's behalf, be contracted with a third-party company.
  • Installation Management – onsite representatives reviewing all goods received on site and coordination of Hotel FF&E installation contractors on behalf of owner.  This service could either be part of a total turn-key packages or on the Owner's behalf, be contracted with a third-party company.
  • Experience Sharing- over many years of procuring goods for hospitality projects, we have developed documented processes and guidelines as an added benefit for our clients. Once on board our team, we will share these for the betterment of the project.