PROJECT CLOSE-OUT DOCUMENTATION
Collect project fire retardant certificates, warranties, and maintenance manuals are collected throughout the fabrication period. Deliver these documents early to avoid any delay with facility opening.
FINAL COST
Work with Owner’s schedule and deliver final cost compared to budget for all FF&E and OS&E.
REVIEW OF INSTALLATION AND FINAL SIGN-OFFS
Work with Owner to observe installation on a periodic basis. Identify and resolve any quality issues prior to actual installation. Address any punch list items with appropriate vendors and resolve.
WAREHOUSING AND ON-SITE INSTALLATION
Review all requirements for warehousing, job site delivery and installation of all FF&E and OS&E and formulate schedule and plan for delivery. Develop project-specific Request for Proposal, issue to approved candidate firms, receive proposals, and quantify for Owner review and selection.
FREIGHT MANAGEMENT AND LOGISTICS
Assist the Owner in the issuance of a Request for Proposal and subsequent selection of a freight logistics firm for lowest freight cost and logistical planning.
INVOICE PROCESS
Receive and process all vendor invoices to the ownership group. Audit each invoice for compliance to purchase order costs and terms and resolve any issues prior to transmitting to the Owner for payment. All project costs and vendor original invoices submitted to Owner without any mark-up or “handling fees”.
PROJECT INTERIM REPORTING
Issue periodic budgets and delivery status reports in accordance with the Owner’s schedule.
EXPEDITING PURCHASE ORDERS
Aggressively push all vendors throughout the production phase. Identify any potential schedule of fabrication issues and resolve to ensure the project schedule is met.
SUBMITTALS
Work with vendors and design firm to expedite all vendor submittals and subsequent design approvals throughout the early product fabrication period.
PURCHASE ORDER PREPARATION AND ISSUANCE
Issue all purchase orders in accordance with the approved budget and selected vendors.
BUDGET AND ALTERNATE BID REVIEW
Meet with the client and design firm to review original budget and all qualified bids. Present a plan to purchase project within client’s budget and finalize approved budget.
CREATION OF PROJECT BUDGET
Input all spec information into a line item budget with originally specified vendors’ costs as the original budget document.
ATTIC STOCK
Formulate proposed attic stock quantities for Owner review and approval.
VALUE ENGINEERING
When bid packages are issued, ask vendors to review specified goods and quote alternate pricing as value engineering options for the project. Assess all alternates, list VE dollars and details on bid spreadsheet for client’s consideration. Work with design firm for their input and present a plan to purchase project within the Owner’s budget.
BID ANALYSIS
Receive bids and work with bidding firms to verify all pricing encompasses the desired scope of work. Present bid analysis in spreadsheet format with notes as to any quality level differences, exclusions, or substitutions.
COMPETITIVE BIDS
Prepare complete bid packages for all quantity items as well as individual pricing. Send to sources on the final bid list. Clarify and refer design questions to design firm for resolution.
SOURCE QUALIFICATION
Discuss all sources with team members and determine final bid list. Review recent source history and industry associates and address any potential problem vendors.
RESEARCH POTENTIAL SOURCES
Compile a list of potential sources for each type of product. Identify certain fabricators with the ability to provide hospitality items at a lower price point while maintaining product quality. Solicit information regarding local sources that have asked about participating in the project.
MODEL ROOM PROCESS
Work with the team in reviewing model room specs, selection of appropriate model room fabricators within project budget, issuing requisite purchase orders, overseeing installation, and coordinating comprehensive review of model room.
REVIEW FF&E AND OS&E SPECS
Review all specs for completeness, omissions, inconsistencies, quantities and any other questions that would need to be resolved prior to formal pricing. Identify all items requiring specialized fabrication techniques as well as long lead time items needing special handling.
PROJECT SCHEDULE
Review the overall project schedule and develop the procurement schedule accordingly.
IDENTIFICATION OF PROJECT PARAMETERS
Work with owner and consultants to identify specific needs and documentation required, such as local sourcing, required percentage of diverse sources, and financial or governmental regulations that would apply to the project purchases.
PRELIMINARY BUDGET ASSESSMENT
Review FF&E and OS&E budget as prepared by the client and provide input.
