The furniture phase in your construction project can often sneak up on you. You have completed the overall design phase and suddenly, it’s time to select and order furniture and furniture is an owner-provided item (not part of the Landlord’s or GC’s scope of services). Thinking about furniture from the start of your project could help you better create functional, seamless spaces that align with your vision. We sat down with Rachel Rivera, Director of Business Development at BSI/SMART SPACES to take a closer look at how the furniture specification process unfolds.
Early Collaboration and Initial Planning
Furniture may end up an afterthought, which can lead to mismatches in functionality, budget issues, and timelines. The ideal scenario? Bringing furniture dealers into the conversation from day one. This early collaboration ensures alignment on project goals. By understanding the project’s big picture and functional goals, dealers can provide relevant solutions from the start.
When furniture dealers also understand the budget early on, they can offer solutions that align without compromising quality or functionality. This alignment sets the foundation for a successful project, reducing the chance of last-minute adjustments that can throw off timelines or increase costs.
Bid Process and RFP Response
Whether your dealer is involved from day one or not, an RFP is still usually issued for the furniture based on the designs and requirements your team has come up with. Dealers then respond to this by providing a range of options, often a Good-Better-Best approach, to give clients flexibility in terms of price and features.
During the bidding process:
- Dealers submit multiple pricing options, allowing the client to see cost-effective and premium choices.
- Discovery sessions with stakeholders help dealers understand the vision more fully and refine the furniture selection.
- A well-prepared bid response that includes pricing ranges and product options goes a long way in meeting the client’s needs without sacrificing quality or functionality.
Discovery and Programming
Once a bid is awarded, the next step is to conduct a discovery session to ensure everyone is aligned on project expectations. Dealers work closely with you and your design firm to fine-tune furniture selections and ensure they are chosen based on the needs of each space. They will review options for upholstery, color, and texture with you, ensuring all selections align with the overall design vision. This could also include the planning for audio/visual (A/V) equipment. This phase is crucial for translating the big picture into details, helping you visualize the outcome and how each piece of furniture or equipment will contribute to the functionality and aesthetic of the space.
The Importance of Day Two Services
After finalizing and gaining approval for furniture and equipment specifications, the dealer moves forward with order processing and planning for installation. A significant differentiator here can be the day two services that are provided. Things like addressing any questions, adjustments, or punch list items, and providing training for any AV equipment.
“Our commitment to customer support continues well beyond installation,” said Rivera. “We make sure everything is working and that your employees are trained on the new AV equipment that has been provided by our integration partner, Smart Spaces.”
A successful installation is also marked by minimal punch list items, indicating that the planning, selection, and installation phases were all well-executed.
An Opportunity for Holistic Design
Including furniture dealers early in the planning stages of a construction project creates an opportunity for holistic design, smooth execution, and can result in even more functional spaces. Quality dealers bring more than just products—they bring insights, expertise, and ongoing support to the table. By considering the dealer’s role as integral to the construction process, you can make choices that create lasting, high-quality spaces tailored to your specific needs.