Procurement Process
FF&E purchasing timeline and scope of workOur FF&E Procurement process
What is FF&E, and how does it work? What does the standard process of working with a hospitality FF&E purchasing agent look like? Those are two very big questions, and here is a brief overview of the process.
FF&E stands for furniture, fixtures, and equipment, and OS&E stands for operating supplies and equipment. Essentially, everything in a space that adds to or creates the design is included, from the carpet, artwork, and furniture, to the banquet silverware and towels.
Of course, there are many details and scope of work contained in each area, but as a broad spectrum, here are the main steps in our FF&E procurement process.
- Project Kick-Off
Project kick-off meeting with all applicable parties to introduce project management team. In some cases, this could involve reviewing the preliminary budget we assisted in creating earlier in the process. - Spec & Floor Plan Review
Our project teams coordinate with the design teams to receive the product specifications, and review the floor plans. This also includes our team confirming the take-offs to ensure proper quantity of items. It is through this process that we assist you in compiling a more detailed understanding of the costs associated with each project. - Quote Comparison & Budget Analysis
Beyer Brown will receive, analyze and negotiate with qualified vendors and ensure that the quality, timing and price points are within the expectations outlined by the client. We confirm product quality and integrity by reviewing samples and maintaining design intent, ensuring the products meet the budget requirements. - Model Room
Beyer Brown will purchase model room(s) to analyze specifications and ensure the entire team is comfortable with the final products. This step often includes the support of expediting, and working with the install team and attending the review if requested. - Purchasing Management
Working with the chosen suppliers, Beyer Brown will manage and oversee the purchasing of all required items for the project providing regular progress reporting, including regular progress, accounting, and submittal reporting.Our strength comes in the speeds of communication, including quick PO creation/release, quick payment processing, and in some cases, online purchasing of products. - Product Tracking and Logistics
Using our dedicated freight management software we will begin executing and tracking all products directly from the supplier until they reach their final destination point. This assists us in scheduling the freight date requirements for any long lead time products and stay on top of all delivery progress.
- Delivery and Installation Analysis
Beyer Brown will work with the chosen installation contractor, and provide the necessary information to help organize the delivery and installation on all FF&E items. This step has proven to substantially add synergy between the ownership, operator, contractor and trades and ensures clarity of the work at hand. This communication will ensure that all parties’ needs and expectations are identified and the original schedule is adhered to. - Installation Reporting
During the installation of the FF&E, our team will remotely oversee the progress of the installation. Reporting will be submitted by our team on a weekly basis unless otherwise specified. - Final Inspection
Beyer Brown will remotely manage the deficiency list with ownership and vendors. A schedule for resolution will then be prepared and presented to the appropriate parties.
FREE Project Purchasing Timeline Worksheet
Sometimes determining when to begin the FF&E purchasing process can be difficult. What are the lead times for case goods? How long should I plan for freight? When can I finalize my model room and move into production?
We have put together a timeline planning worksheet that can help give you an estimated time table for your procurement process. Simply enter your estimated completion date, and our worksheet will work backwards and give you general timing on when to begin each phase.
This is based on an estimated and general timeframe, to be used as reference and may not include all the current timetables for products, but can give you a really good idea of when to start. For a customized timeline for your project, send us a note and we'd love to help!
Scope of Work Overview
Early Stages of a New Project
- Preliminary Budgeting
- Initial Project Kick-Off Meeting
- Review of Responsibility Matrix
- Review specs
- Lead time and scope analysis
Preliminary Design & Development
- Attend Weekly Meeting with the Teams Involved
- Run quantity verification*
*Quantities of wall covering, carpets and other contractor installed items will be provided by the installation contractor.
Vendor Bidding, Budgeting, & Purchase Orders
- Create bid documents for qualified or preferred vendors
- Prepare competitive and comprehensive bid analysis
- Prepare preliminary cash flow
- Recommend alternative options based on budget or supply locations and lead times
- Receive, analyze, and negotiate with qualified vendors
- Preparation, submission, and management of purchase orders and approvals
- Model room procurement and installation if applicable
Management of Freight, Expediting, & Warehousing
- Dedicated freight management software to execute and track all products directly from supplier
- Managing of third party warehousing and freight contractors, chosen by client
- Plan and coordinate transportation services to site
- Monitor inventory and condition of items
Installation Management &
Closeout Process
- Detailed installation plan upon site analysis
- Progress reporting submitted to team during install
- Assist in final inspection accompanied by an owner’s representative
- Coordinate punch list completion
- Accounting closeouts and reports
Contact a TEam You Can Trust
Want to know more about our FF&E procurement process or about working with a hospitality FF&E purchasing agent, fill out our contact form! We can't wait to hear from you and how we can help with your new construction or renovation project.
