SERVICES
FF&E Procurement
AK Design Group provides hospitality FF&E procurement services from budgeting and purchasing through delivery and closeout. We manage sourcing, orders, freight, warehousing, installation support, and warranty coordination to help keep projects on budget and on schedule.
EXPLORE BY PHASE
23
CORE CAPABILITIES
01
Scope Development
Procurement Scope & Responsibility Matrix
Define procurement responsibilities, OFCI/CFCI boundaries, decision paths, and project requirements before budgeting and purchasing begin.
Quantity Takeoffs & FF&E Quantification
Develop finish takeoffs and FF&E quantities for furniture, lighting, flooring, wallcovering, and other specified items.
Attic Stock, Waste & Overage Planning
Recommend and quantify attic stock, waste, overage, fabric shrinkage, and other reserve quantities needed for installation and future maintenance.
02
Budget Due Diligence
Quantity Verification & Critical-Item Review
Cross-check quantities, left/right orientations, critical items, and GC verification inputs to reduce or eliminate errors before budget approval and order placement.
Manufacturer Sourcing & Formal Quoting
Identify qualified manufacturers and select alternative manufacturers to obtain formal project-specific quotations for approved FF&E and finish selections.
Quote-to-Specification & Commercial Compliance Review
Compare manufacturer quotes against specifications, quantities, alternates, included components, and commercial terms to confirm scope and accuracy.
Ocean Freight, Tariff & Import Cost Analysis
Evaluate estimated ocean and inland/domestic freight, tariffs, duties, surcharges, and other logistics costs that affect the landed project budget.
Pricing, Availability & Lead-Time Analysis
Capture current pricing, availability, and estimated lead times and communicate material changes that could affect design, budget, or schedule.
Procurement Budget Development & Analysis
Build a comprehensive procurement budget incorporating product costs, freight, warehousing, taxes, overages, and applicable project allowances.
Budget Presentation, Value Engineering & Client Approval
Present the procurement budget, coordinate value-engineering revisions, and update the package through client approval.
03
Business Administration
Procurement Contracting & Client Payment Planning
Establish procurement agreements, client payment schedules, deposit timing, and financial milestones required to release orders on schedule.
Tax, Resale & Registration Administration
Coordinate regarding client requirements for sales/use-tax compliance and business registrations needed to purchase and ship goods correctly.
Warehousing, Receiving & Inventory Administration
Administer warehouse contracts, receiving, inventory, storage, monthly warehouse charges, and release sequencing before delivery to the property.
Cost Reconciliation, Cost Segmentation & Project Closeout
Reconcile freight, sales tax, outstanding costs, credits, and final procurement activity and complete the project closeout analysis.
04
Logistics Management
Need-By Dates & Procurement Schedule Planning
Align manufacturer lead times and GC need-by dates into a procurement schedule that supports construction, delivery, and installation milestones.
Shipping, Warehousing & Delivery Strategy
Develop the project’s shipping, storage, warehouse, insurance, receiving, and delivery strategy based on site conditions and installation needs.
Installation & Delivery Management
Coordinate delivery and installation logistics with the owner, GC, warehouse, carriers, and installers, including receiving requirements and knock-down items.
05
Manufacturer Administration
Purchase Order Preparation and Audit
Finalize purchasing data, ship-to information, quantities, pricing, and budget alignment before purchase orders are released.
Purchase Order Issuance & Manufacturer Administration
Issue purchase orders and manage manufacturer correspondence, sales tax documentation, credit requirements, PO terms, and order acknowledgments.
Invoice & Manufacturer Payment Management
Administer manufacturer invoices, deposits, payment requests, payment confirmations, and scheduled manufacturer payments throughout production.
Order Tracking, Expediting & Client Status Reporting
Track orders from release through shipment, monitor estimated versus actual lead times, follow up with manufacturers, and provide regular client status reports.
Damage Claims & Replacement Management
Manage damage and shortage claims, determine responsibility, secure replacement pricing and lead times, and coordinate corrective orders through resolution.
Warranty & Post-Installation Support
Coordinate manufacturer warranty documentation, warranty claims, and post-installation product issues that arise after delivery or opening.
SELECTED WORK
FF&E Procurement in Practice
See how disciplined procurement planning, manufacturer coordination, logistics and installation support help carry approved design intent through purchasing and project completion.
Motto by Hilton - Bentonville Downtown
Full-scope FF&E procurement supporting model-room development, production sampling and purchasing across the entire hotel.
Hampton Inn & Suites - Pittsboro, NC
FF&E procurement coordinated directly with manufacturers and regional artists for a highly customized hospitality project.
Embassy Suites - Tuscaloosa, AL
Procurement, warehouse planning and delivery coordination for a comprehensive 154-suite downtown hotel renovation.
Award-winning design. Proven hospitality expertise.
See what AKDG can bring to your next renovation, conversion, or new-build project.