OUR SERVICES.
HPD’s procurement services include, but are not limited to, the following:
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Work with the design team and study all related blueprints to verify product specifications and quantities of all FF&E items.
Work with the Architect, GC, and the Project Manager to determine procurement and receiving timelines.
Identify all items requiring sampling, mockup, or long lead time and expedite procurement.
Work with GC and Project Manager to set up mockups, if needed, for Owner’s approval. All product expediting costs are paid by the Owner. HPD does not charge fee for additional work.
Obtain competitive bids for all FF&E items. Suppliers with best pricing (including freight, tax, and installation as required) and meeting required delivery dates are awarded purchases. No specs are changed without designer's written approval.
All cost saving opportunities with product substitutions or value engineering are presented to the Designer and Owner. HPD requires written approval for substitution.
A preliminary FF&E budget, including cash flow schedule, is created for the Owner’s written approval,
A “critical path” schedule of all activities including mockups, order placement, shop drawings preparation, their approval by the client, delivery, storage logistics if required and installation for the release of all deliverables.
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Create and issue RFP to multiple suppliers.
Negotiate final pricing and payment terms with the selected suppliers.
Create final FF&E budget, including Attic Stock (per parameters set by the Owner), tax, installation as required, local storage for any deliveries prior to installation, installation supervision, and freight for Owner’s written approval.
Obtain W-9 and Sales Tax permit numbers from all prospective suppliers.
Create purchase orders on RedRock and submit for the Owner and Designer’s written approval.
Electronically place purchase orders with vendors and receive acknowledgement.
Work out delivery schedule to coincide with installation.
Visit manufacturers to confirm production status.
Contact suppliers for any price, specifications, or quality discrepancies and resolve issues. All concerned are to be notified of any changes.
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If required, HPD will subcontract a logistics company, create scope of work, and supervise its complete operations. It may include receiving, warehousing, and installation of FF&E.
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‘Requests for Payment’ are created for deposits and final payments to vendors and submitted to Owner’s A/P.
Keep track of all payments to suppliers. Maintain an updated spend report in the shared folder. Provide weekly spend report to track expenditures.
Issue weekly expediting reports.
All of the above financial reports are sent to the Owner, Project Manager, Designer, and any other official approved by the Owner.
Any use tax, custom duties, or permit fees are paid by the Owner.
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Coordination and Supervision of the procurement and logistics during the entire contractual period.
Assist client in the selection of other trades, if required.
Create and provide to the Owner folders with manufacturer’s Product Warranties, Maintenance Specifications, and FR Certificates etc.
Obtain shop drawings from manufacturers and get designer’s approval prior to production. Approved drawings are to be kept in a folder for future references.
Attend all scheduled projected related meetings (in person or via conference call).
Perform any other procurement related functions requested by the Client.
COMMITMENT TO OUR CLIENT.
All cost savings secured by skillful negotiations, strategic planning, and value engineering go to the owners. HPD does not accept any back-end discounts, kickbacks, reference fees, or favors of any kind from the suppliers. We commit to our clients Transparency, Accountability, and Cost Savings.
