Furniture, Fixtures and Equipment
Bray Whaler International's front-of-house scope of services is designed to provide the Owner with a complete and comprehensive system for procuring and installing all furniture, fixtures and equipment. Bray Whaler purchases all FF&E, coordinates the installation, and provides a total accounting for all funds spent on the FF&E for the project. The following outline details the Scope of Services:
I. Design Assistance/Determining the Requirements
Bray Whaler assists the Owner and Interior Designer in determining the suitability and performance requirements for the design areas. Preliminary specifications and existing documents are reviewed for errors and omissions. Contract hospitality sources will be recommended for consideration by the Designer.
Bray Whaler, in conjunction with the Owner, develops a program for installing and warehousing. The installation documents are prepared for Bray Whaler to assure an FF&E installation which conforms to the needs of all key entities in completing the project according to schedule. The installation contract details the responsibility for documented receipt and installation of the goods.
II. Budgeting and Financial Accountability
A preliminary budget will be developed by Bray Whaler International and the Owner. This budget will be reviewed and revised when the specifications are issued to conform to the final room counts, differentiation of responsibilities and focused design decisions.
After specifications are issued, a complete itemized budget will be generated by Bray Whaler. All items are preliminarily priced or allowances are made. An example of the reporting form can be found in the reporting capabilities section of the proposal. The budget is updated monthly to reflect purchases made and any additional information. All information can be obtained at the Owner's request or provided on a set schedule as determined by the Owner.
An updated budget reflecting the actual financial commitment to date is generated as purchase orders are written. As invoices are paid, the program tracks payments made against authorized commitments and shows costs for goods and services, freight, taxes paid to vendors, trade discounts, and any miscellaneous charges. Each program entry is paralleled with hard copy file systems to provide a fail-safe audit trail. These files are open to ownership at any time.
A cash flow projection is prepared for FF&E based on the purchasing schedule, preliminary budget, anticipated deposit requirements, and installation times.
All vendors are notified, with as much lead-time as possible, to obtain the necessary credit information to open accounts on the Owner's behalf. Letters are sent to all vendors with credit information on the ownership, and credit arrangements with all suppliers are negotiated.
Meet with the Owner, Interior Designer, and other consultants to review the budget, verify quantities, clarify any marginally defined areas, and determine responsibilities in order to avoid any project omissions or duplications.
III. Bidding and Preparing Purchase Orders
Bid packages are prepared utilizing Designer specifications. Bray Whaler reduces specifications to generic terms, if possible, and solicits bids from qualified vendors. Upon return receipt, the bids are evaluated, and the Owner is presented with the results and our recommendations. Bray Whaler will work closely with the Designer to offer alternates for items exceeding the budget. Alternates are carefully selected so the original quality and original design are maintained. The final decision always rests with the Owner or his designated representative.
One of a kind items and buy-out items are evaluated in terms of performance characteristics and overall budget. Alternates or substitutions are suggested where appropriate.
Purchase orders are prepared using the selected vendors and are transmitted to the Owner for final approval prior to placing the orders. Detailed instructions for commercial performance, delivery, and packaging are outlined on each purchase order. Each order will include all pertinent information such as vendor, item description, unit price, total price, terms, ship to address and ship date, as well as design control number and location within the project. Purchase order formats and numbering systems are subject to review and approval by Owner.
IV. Scheduling, Expediting, and Arranging Delivery
Bray Whaler, in conjunction with the Owner, prepares a schedule which allows for staged openings to meet any intermediate dates required by the Contractor or Operator. Owner will be provided with updated reports which track projection and shipping status of every item ordered.
Bray Whaler monitors the progress of the job to ensure that all vendors are complying with the terms of the purchase orders, including shop drawings, finish samples, and prototype submittals to the Designer or Contractor. Production progress is periodically confirmed by correspondence, telephone calls, or visits to the manufacturing facilities, as required.
Freight arrangements are made in consideration of both the delivery schedule and the cost. Consolidation of smaller shipments is coordinated.
V. Installation Supervision
If required, Bray Whaler schedules all items to the job site or warehouse. Bray Whaler helps to determine, after consultation with the Contractor or Owner, which goods should be tailgated to the project and which should be warehoused until the site is ready to accept the goods.
Bray Whaler develops the bid documents in conjunction with the Contractor, negotiates the final warehousing and installation contract, and administers the same. Bray Whaler provides supervision of the installation contractor to ensure proper documentation, proper receipt of goods, and adherence to the schedule. Bray Whaler will assist on site as required during the installation process.
Inspection of the work at the site can take place to ensure performance in accordance with the contract documents. Payment requests are reviewed, processed, and compared with job progress and paid in accordance with the approved accounting payment procedures.
If requested, Bray Whaler will negotiate FF&E warehousing and installation services for the account of the Owner, subject to Owner's approval.
VI. Payment Procedures
Upon receiving invoices from the manufacturer, Bray Whaler checks each invoice against the appropriate purchase order and receiving documentation to ensure all goods are received in good condition. A check request (see sample in Reporting Capabilities section) is then generated for the approved amount of the manufacturer's invoice and both are forwarded to the Owner for payment. All invoices are batched by vendor with summary sheets detailing the value of each order, the previously billed amounts, the current billings, and the balance remaining. Upon receipt, the Owner issues a check for the designated amount.
All efforts of Bray Whaler International employees are made to coordinate the forwarding of check requests and invoices to insure they meet the Owner's draw schedule.
VII. Project Recap
At the end of the project, a final reconciled computer report is forwarded to the Owner indicating the itemized cost of all goods. In addition, all invoices, dates, and amounts are included in this report.
Bray Whaler International collects and catalogs all flame certificates and warranties and provides to the Owner upon project completion.
At the end of the project, a complete set of all purchase orders is sent to the Owner or Operator. Addresses and phone numbers of all vendors appear on the purchase orders for ready reference.
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