Purchasing agents are the last checkpoint through which information passes prior to production of FF&E. As such they have an obligation to ensure that both clients’ and designers’ expectations will be met by the vendors.
Incomplete specifications are the bane of every purchasing agent who realizes that a lack of attention to manufacturing details may require costly corrective measures. Whatever the reason for receipt of abbreviated written specifications – time constraints, inexperience, etc. – it is the purchasing agent’s duty to be familiar enough with the products being purchased to spot the omission and to clarify all pertinent details prior to issuing the first purchase order.
The purchasing agent should closely monitor any discussions between designers and suppliers that take place after issuance of written specifications. Purchasers need to be aware of any agreed-upon details between designer and vendor that would cause the existing specifications to become incorrect or incomplete. Typically, the designer will issue a specification revision, however, this is not always the case. It is important that specifications fully reflect the designer’s design intent, or it is possible that miscommunication between vendor and designer will become translated into the manufacture of a product that is unacceptable or disappointing. By facilitating and participating in communications between designers and vendors, the purchasing agent is always aware of when specification revisions are required and will see to it that they are received.
Some details of design and manufacture that can easily be missing or unclear in designer’s specifications, thus leading to an unsatisfactory end result, are:
1. Finish - “Brass” or “Bronze” does not provide enough detail, as several versions of both exist. If the finish name is not specific enough (including an item number) and cannot be provided by the designer, obtain a sample for approval.
2. Coverlet and dust ruffle drops – If selected without consideration of exact mattress, box spring, and bed base dimensions, the finished product could end up too long or too short. Verify exact bedding dimensions, or if existing beds are being used, send samples of each to the property for a fitting.
3. Seating foam, padding and welt placement – Is the designer aware of the finished “look” of the cushions or the feel (sitting comfort) of the final product? Does the appropriate placement of welting, if required, appear on the specifications?
4. Fabrics – Are they to be railroaded (turned 90 degrees from the direction they came off the bolt) or not railroaded? This affects the item’s appearance and quantity of COM required.
5. Lamp switch placement – Line, base, three-way?
Purchasing agents are the last checkpoint through which information passes prior to production of FF&E. As such they have an obligation to ensure that both clients’ and designers’ expectations will be met by the vendors. They are unable to monitor vendor quality and conformance when crucial design elements do not get reflected in written specifications (and are therefore unknown to the purchasing agent). In addition, competitive bids cannot be adequately evaluated if specifications are unclear, incomplete or ambiguous, as there is no way to determine exactly what is being priced. Finally, who takes responsibility when items are not made correctly or do not turn out as envisioned by the designer? As the client depends on the purchasing agent to ensure delivery of goods that accurately reflect design intent, the purchasing agent must have the correct, complete specifications to fulfill the owner’s goals.
To learn more about our services please go to our web sites:
www.benjaminwest.com and www.ishp.org
Debbie Harris joined Benjamin West as a project director in January 2003, bringing with her 17 years of experience in purchasing and project management. Her forte is in high profile, multimillion-dollar projects that include guestrooms, specialty suites and extensive public areas.
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