Briefing, Fact sheets, Project Kick-off Meeting

Become familiar with the project and Client requirements; with operational policies, site conditions and activities of other consultants. Receive all relevant and necessary information and overall budget from the Client and specialist consultants to prepare listings.

Critical to a smooth collaborative approach to procurement, we submit a set of questions to establish the ground rules for the project. This discussion includes: Financial Approvals, Logistics & Installation procedures, Ship-to address, Wastage, overage and attic stock limits, Review hotel operator FF&E/OS&E minimum standards, Environmental standards for fabrics, timber and leather, Preferred vendors; FF&E/OS&E scope parameters.

BOQ Review, Budgeting and BOQ Finalizations

At this stage we have received all necessary information to allow us to create budgets, BOQs and time lines. Deliverables in the initial Stage of our collaboration with the client include

Prepare budgets-draft (cost modelling), revised (cost planning) and final. Compile an accurate, itemized budget for all FF&E and OS&E categories for the total project, according to the interior designers’ specification and the requirements from the operations team Further we obtain Client approval for the initial itemized budget. After this we prepare initial outline FF & E program to conform to overall program and review the operating policies e.g. F&B, plans & room layouts in terms of OS&E needs.

Tendering and Cost Adjudication, Vendor Appointments

At this stage, we have agreed with the client on the budgets, project time-lines and FF&E and OS&E specifications are final. We now go to market with the correct BOQs and specifications and finalize the tender procedure to appoint suitable suppliers for all commodities.

Pre-qualify suppliers if necessary: e.g. Price indications, lead time/manufacturing periods, conforming to local standards.

Table-Top, Samples, Mock-up room

• Manage OS&E selections and table-top presentations.


• Manage prototypes and alternatives and corresponding approvals.


• Mock-up room procurement and delivery coordination.


• Take part in model room presentation.

PO generation, Production, Freight Management and Delivery Scheduling

All goods have been cost and quality adjudicated and we will commence with the generation of purchase orders, the transfer of funds and production scheduling. The steps include:

• All cost comparisons have been approved by the client.
• Purchase orders are generated, approved by the client and reviewed for suitable payment terms and lead times.
• Approvals of shop drawings, samples, prototypes are managed.
• Production is started, reviewed and status is reported to the client.
• Carry out factory visits to major suppliers ensuring quality and delivery dates are being adhered to and to arrange for factory visits for Client, if required.
• Delivery dates are managed and referred to client, freight agent and development managers.
• Freight agent manages and reports to us regarding collection of goods, Import & re-export handling of fabrics, Packing & inspection services, Air & sea freight & Local handling & customs duties.

Receipt of Goods & Inventory Management

Goods are shipped, cleared and received and delivered. If project requirements dictate, goods will be delivered and managed in a warehouse for storage and delivery planning. Delivery dates and scheduling are maintained and adjusted to meet site conditions. Co-ordinate deliveries of all suppliers to an agreed address as stated on the order, ensuring that suppliers adhere to a phased programmed, if required, so as not to cause unnecessary congestion on site. Monitor any claims on damaged items upon delivery to site or warehouse. Ensure suppliers complete deliveries; any part delivery is to be recorded and delivery of balance to be monitored very closely until completed. Suppliers to be notified of any damaged items received upon delivery and are to advise when rectification will be carried out – either on site or at factory. 

Installation & Hand-over

We coordinate the installation sometimes through an appointed installation agent. This includes

FF&E installation and OS&E installation. All deliveries are reconciled, and these reports are added to the asset register, to be handed over to the client, along with the complete buying record including approvals, fabric swatches and corresponding fire certificates, an account of attic stock and the account reconciliation. Preparation of complete handover document for each area or room upon completion of installation is done.

Final Accounts

In the final stage we advise Client of methods of payment for all suppliers; notably Pro- Forma, deposits and letters of credit or telegraphic transfers, receive all invoices from suppliers, identify with relevant orders and forward onto Client for settlement and co-ordinate with Client and suppliers all aspects of local VAT, Import Duties and other charges, where applicable. Lastly we collate all relevant certificates for Operations and Maintenance Manual.