[Decision guide]
What this article will help you decide
procurement, finance, office manager and project manager
compare proposals of the same composition and protect the budget from missed work
do not compare the totals until the packaging, logistics, installation, warranty and replacement conditions match
1. Initial data
Indicate the address and floor of the facility, the deadline for the premises to be ready, the number of employees now and in a year, the access mode, the presence of a freight elevator and the person responsible for approval. Attach a PDF or DWG measurement plan with columns, doors, windows, sockets and floor hatches.
2. Specification table
For each item, create a line: zone, name, quantity, dimensional range, material, color, key functions, acceptable substitutions and note. It is more helpful for a chair to require height adjustment, lumbar support, and suitable load capacity than to specify a “premium ergonomic chair.”
3. Quality and confirmation
Request technical data sheet, material information and warranty for the specific series. If BIFMA compliance is required, please specify which standard and document must be submitted. The supplier's general statement of standards does not replace confirmation of the selected model.
4. Logistics and installation
Record whether packaging, marking by zone, delivery, lifting, assembly, removal of packaging and correction of comments are included. Add time windows, admission rules, and a requirement to agree on a schedule before shipment.
5. Acceptance
Describe the criteria: correspondence of articles and colors, quantity, absence of damage, stability, operation of mechanisms, evenness of facades and completeness of fittings. Defects are recorded in a report with photographs, the elimination period is in the agreed schedule.
Common mistakes
- there is no uniform plan and numbering of premises;
- requirements consist of evaluative words;
- installation and lifting are not specified;
- proposals of different completeness are compared;
- it is not determined who agrees on the analogues.
PoMo can check the original layout and prepare specification based on operational scenarios. The more accurate the initial data, the faster the proposal appears without unnecessary assumptions.
Sources and useful materials
Frequently asked questions
Can I specify a specific brand?
For commercial procurement it is possible, but for comparability it is useful to describe the functions and rules of equivalence. In regulated procurement, consider applicable legal requirements.
Do you need a DWG file?
Not always, but an accurate measurement plan significantly reduces the risk of planning and specification errors.
What should I write about the warranty?
Terms and conditions for each series, order of application and response time of the supplier.
Who should accept the furniture?
An appointed customer representative together with the project manager or installation team according to a pre-approved checklist.
A low-commitment first step
Get a like-for-like specification and estimate
Send the floor plan, number of jobs, city, launch date and budget guideline. During working hours, the team will clarify the missing data and prepare a line-by-line specification with clear assumptions and individual options.
- 01
You share the project details floor plan, number of workplaces, city, launch date and budget guideline.
- 02
We review the brief We clarify the restrictions, availability and scope of work.
- 03
You receive a clear next step line-by-line specification with clear assumptions and individual options.