PROCUREMENT SERVICES

Each of our Procurement services is customized to our client’s specific needs, budgets and requirements. As a result, each project proceeds quickly and smoothly, from the “pre to pro to post-curement” completion. We have created innovative purchasing solutions for a wide range of clients including hospitality, high end residential, and corporate environments.

Our approach is direct. As owner agents, Spectrum Design coordinates and collaborates with all members of the project team including architects, designers, the management team, ownership, and brand.

“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.