SCOPE OF PURCHASING SERVICES

FURNITURE, FIXTURES & EQUIPMENT – FF&E

Review of Specifications

• Coordinate with design firm(s) 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 samples of products as required when necessary, and track all approvals.
• Verify all quantity takeoffs with subcontractors for those materials supplied by Owner and installed by others (i.e.: carpeting, wallcovering, hardwired light fixtures, etc.).
• Verify code compliance of products specified.
• Review with designer any marginally defined areas and specifications for copyright issues on “to bid” items, and to avoid and omissions or duplications.

Budget Preparation & Bid Process

• Prepare an itemized budget based upon quantities and specifications provided by designer.
• Review and compare specified budget against Owners preliminary FF&E budget.
• Create “Bid List” of manufacturers by product with designers and Owner.
• Recommend design approved alternate sources in an attempt to reduce costs to Owner without compromise to the design.
• Issue request for quotations to the various manufacturers.
• Create spreadsheet comparison of all bids received and review with Owner for selection of successful bidder.
• Prepare a final budget for Owner approval.
  

Purchasing Process

• Prepare “Agent Only” purchase orders for issuance to manufacturers and submit to Owner for signature. Purchase orders to include all pertinent information such as correct vendor name and address, complete description of merchandise, specification reference which includes design control number corresponding to the furniture plan and location within the project, unit price and extension, lead time, credit terms, delivery date, and shipping instructions.
• Advise Owner of cash flow requirements including required deposits.
• Coordinate receipt of all required finish samples, shop drawings, strike off’s, and samples that require designer approval prior to fabrication and shipment of FF&E.
• Collect and assemble all flame certificates verifying code compliance for Owner.
• Continually provide Owner with updated expediting (status) reports of all items ordered.
• Assist in securing freight pricing and oversee movement of all merchandise to contracted warehouse or site, as decided by Owner.
• Continue to update budget as required and properly monitor the overall financial parameters as determined by Owner.
• Verify and approve all invoices for their conformance to purchase orders and design specifications, for payment by Owner.
• All payments of invoices, be it product or freight will be the sole responsibility of Owner. Agent accepts no responsibility of payment of invoices.

Installation

• An Agent representative will be available for jobsite visits on an as needed basis to be determined by Owner. All related expenses to said visits will be billed to Owner at cost, as incurred.
• Assist installation vendor with any related problem solving and punch list related issues.
• Insure that receiving warehouse has all required information necessary to the preparation of required freight claims.