Vida’s purpose-driven procurement.
At Vida Design, our projects unfold in five carefully crafted phases, each honing in on specific deliverables. Rooted in our commitment to creating and evolving, we adhere to methodical processes, rigorous quality control measures, and customized visual reporting designed to meet the requirements of both the multi-family and hospitality sectors. The stages outlined below provide just a glimpse of the intricate groundwork required to bring a full-scale FF&E project to fruition. Our strategy surpasses conventional project management, aiming to nurture immersive experiences that effortlessly merge the tangible and the conceptual.
Phase 1: Project Kickoff
• Clarify scope and review project schedule.
• Review ff&e boards with design team, and collaborate on the proposed vendors.
• Fine-tune space plan showing proposed furniture and how it will fit within the space.
• Refine budget summary to show the allocation of budgets.
Phase 2: Budgeting & Documentation
• Finalize FF&E specifications and create proposals.
• Quality Assurance & Quality Control
• Confirm third-party estimates.
Phase 3: Procurement & Logistics
• Generate purchase orders, process payments, and reconcile invoices to vendors.
• Approve shop drawings and finish samples on custom goods.
• Provide updates on the progress of orders, tracking, and the FF&E budget throughout the process.
• Coordinate specialized shipping logistics both domestically and internationally.
• Resolve outstanding issues such as damages & reselections prior to install.
Phase 4: Installation & Coordination
• Coordinate between client, construction and warehouse regarding site readiness and install schedule.
• Oversee the installation to ensure proper placement and quality assurance of FF&E items.
• Communicate with client during and after install to update on progress and ensure satisfaction.
Phase 5: Project Close Out
• Provide detailed punch list of any outstanding items after install.
• Continuously track and report on the progress of the punch list until completion.
• Supply cutsheets and care instructions for applicable furniture pieces.
• Reconcile final FF&E costs.
• Coordinate with vendors on warranty items and help with any needed replacements for one year following install.
• Assist with additional services requested such as additions, plant packages, smaller additional spaces, or model moves. Costs will be based on scope at time of request.