Specialist Services
We support head contractors on complex and government projects during design finalisation and construction by managing FF&E selections and the project’s sample approval process to reduce procurement risk, simplify and automate large volume of information, and deliver functional, compliant projects.
What do we offer?
Expert FF&E Advice
Our FF&E consultancy service ensures an effective approach to selecting, procuring, and managing furniture, fixtures, and equipment for your project. We combine design expertise with strategic procurement to deliver high-quality, functional, and aesthetically aligned solutions within budget and on schedule.
Sample Approvals Process Management
During construction, the sample submission process serves as a critical link between design, construction, and procurement. We streamline this process by ensuring optimal coordination, active communication, and timely reviews, facilitating stakeholders’ approval of all products and materials used in the project.
How is it done?
Customized Live Application
Managing and processing large volumes of data proficiently is key to reaching the finish line. However, this can be time-consuming, requiring extensive communication and leaving room for human error. To streamline this, we developed a user-friendly system that automates workflows, ensures timely reviews, and provides live and accurate updates to stakeholders through structured communication channels.
Coordination & Follow up
On average, a construction project includes 30–40 subcontracting packages, with each submitting 30 to 200 samples for approval. Our role is to consolidate the process, ensuring seamless communication by establishing and implementing optimal workflows. We actively coordinate with all stakeholders, managing follow-ups to secure approvals for all products and materials, ensuring they are ready for use on-site.
“We build a live database that automates workflows and coordination for developers and builders aiming to reduce costs, eliminate errors, save time, and keep all stakeholders on the same page”
FF&E Consultancy
Our services extend across different sectors such as Healthcare, Hospitality, Commercial and Education. Based our design expertise, compliance knowledge, and market insights, we guide contractors and developers in selecting quality FFE that meets project and budget requirements.
Our scope of work spans from design development to construction and commissioning. Throughout, we manage FFE database and facilitate review workflows to obtain stakeholders’ endorsement on selected products.
-
Starting the project, we review architectural documentation and designated FFE locations to ensure alignment with design intent, spatial constraints, and regulations.
We assess project requirements and functionality needs, offering strategic recommendations to optimize design efficiency while identifying structural and service requirements for FFE integration.
-
In coordination with the main contractor and project key stakeholders, we create a customized FFE Management Plan that forms the foundation of this package throughout our engagement and handover. This document is tailored to meet the specific project requirements but typically includes the following core content:
FFE Governance
Project Controls
Document Control
FFE Groups and Requirements
FFE Selection and Procurement
Comprehensive Services and Support
FFE Change Process
FFE Operational Commissioning, Logistics, and Asset Management
FFE Project Close-Out Activities
-
Construction projects involve managing a significant amount of FFE for design, documentation, and procurement. With modern design practices relying on BIM as a core tool for coordinating project components, our BIM expertise becomes invaluable.
Depending on the project's nature and scale, we advise on the optimal strategy to manage FFE components of various types and scales in BIM throughout design development. This will help securing a smooth procurement process and preventing last-minute issues caused by discrepancies and inaccuracies.
-
Leveraging our design expertise, compliance knowledge, and market insights, we propose FFE solutions that align with the design intent while considering quality, budget, sustainability, warranties, and lead times.
The process is facilitated through three main steps:
Sample Form: We collaborate with the client to create a sample form, capturing key details for each item. This form serves as both a cover page for technical data sheets and a sign-off document for each FFE item.
FFE Register: We compile a comprehensive list of all FFE items used in the project, creating a roadmap that flags priorities and lead times for each product.
Workflows: We categorise FFE items and establish review steps based on the FFE Management Plan, ensuring a structured process for approval.
-
Certain specialised or critical FFEs require in-person meetings to review physical samples for approval or feedback.
We facilitate these sessions by inviting relevant stakeholders to an on-site meeting where prototypes and samples are installed for testing and evaluation. Our role includes organising, coordinating, and chairing the session, as well as offering expert advice when necessary.
-
This is achieved by prioritising critical FFEs based on factors such as importance, occurrence, cost, custom service requirements, delivery lead time, and other key parameters
We collaborate closely with commercial and procurement teams to ensure timely delivery of products while staying within the allocated budget.
-
Between design and building commissioning, the FFE selection and procurement process evolves leading to changes, additions, and withdrawals of products.
We ensure all these changes are captured and coordinated throughout, providing the client with a comprehensive, up-to-date FFE database upon project completion, including procured product specifications and supplier details.
This database can be created by us or pre-adopted into project platforms such as dRofus or OMTrack.
-
During construction, we conduct site visits to inspect FFE products and ensure compliance with stakeholders’ comments and approval conditions.
We identify and report non-conformances through the appropriate channels when deviations from design documentation, approved specifications, or installation requirements occur.
Scope of Work
Sample Submission and Approval Process
The “sample submission and approval process” ensures construction materials, products, and equipment meet project specifications and industry standards, preventing rework and disputes. Traditionally, this process is fragmented and managed by individual contractor package managers, creating inefficiencies.
We streamline and centralise this process using an automated, real-time workflow that reduces time, effort, and costs. Our custom-built application provides a live data management platform, seamlessly connecting stakeholders, automating updates, and enhancing efficiency. By integrating with project management systems like Aconex, it ensures smooth data exchange, minimizes duplication, and accelerates decision-making.
Additionally, the platform offers real-time collaboration, performance analytics, and compliance insights. These features empower project managers to optimize workflows, identify bottlenecks, and enhance overall project efficiency. By replacing conventional methods with a structured digital approach, we ensure consistency, quality, and transparency across all project packages, significantly improving project outcomes.
-
Starting the project, we review the construction contract documents, drawings and specifications to determine which materials and products require approval before installation. This information is usually outlined in:
Project Specifications
Approved Bill of Quantities (BOQ)
Construction Drawings
Industry Standards (ASTM, BS, ISO, etc.)
Contractual Requirements
Based on this assessment we categorise material under sample packages
-
Stakeholders in construction projects vary depending on factors such as project type, sector, and funding sources. Therefore, the first step is to analyze the governance and decision-making structure to understand roles, responsibilities, and approval workflows.
This analysis aims to establish a structured sample review process and a stakeholder communication plan, forming the foundation for configuring our custom-built platform to streamline coordination and approvals.
-
Given the large volume of samples, each with its own technical data, specifications, and approval requirements, we work closely with the project’s document controller to understand the project’s naming conventions and to set up a consolidated sample form that captures key details for each item.
Additionally, we work with the management team on the Quality Management Plan to incorporate the sample review, coordination, approval, and communication processes, ensuring all project stakeholders are aligned.
-
Based on the project review, governance analysis, Quality Management Plan, and communication tools in use, we customize the sample register and coordination platform to meet the specific requirements of the project.
Once set up, stakeholders are granted access with customized permissions, allowing them to view, input, and track relevant information specific to their scope.
This application is easily accessible to all stakeholders and can be bookmarked in browsers for real-time updates at any time.
-
Our primary role is to contact, coordinate, and monitor the subcontractor sample submission process throughout the project. Based on the design documentation, we create a sample register that lists all items to be submitted by the subcontractor, including placeholders for items not yet defined. This register serves as the foundation for the sample submission process, which is tracked on the real-time platform shared with project stakeholders.
Before initiating review workflows, we ensure each sample submission meets the required quality standards and includes all necessary information, enabling reviewers to assess the item without missing any details.
Additionally, we keep the contractor’s engineering team updated on the sample submission status and latest revisions provided by subcontractors.
-
Since most items are reviewed by multiple stakeholders, we set up automated review workflows through our integrated platform or other adopted communication tools, such as Aconex.
Stakeholders will receive item-specific notifications for review assignments, overdue tasks, review results, and performance insights, providing them with a clear understanding of the process status.
-
The sample submission tracking register is a real-time, cloud-based document shared through our sample submission platform, with customised view permissions to ensure control over project data and privacy.
Both the contractor and developer teams can access the platform at any time to review all sample process data, send review notifications, and extract tailored spreadsheets as needed.
-
Using our cutomisable platform, management team can access real-time performance insights to monitor overall or package-specific progress. This includes tracking reviewer performance, the quantity of approved products, and those in workflow, all with the ability to filter by categories, due dates, and other project-specific parameters.