Crown Commercial Services

Much of the product tendered was subject to pre-specified Framework catalogue items. However, there remained a desire to introduce other products that created a separate identity to other projects already delivered under the framework. We provided a comprehensive tender response, but the key to the decision was our ability to source a variety of alternative products that met the GPA design intent. We were immediately integrated into the Project team with weekly video meetings during the specification, lead-in and delivery phases. This allowed all members of the team to appreciate each other’s roles and understand what was happening at all stages.

Any issues could be discussed and acted upon with immediate effect. This constant communication allowed everyone to work together toward a single objective.

Project Challenges

Immediately following the contract award, the project team wanted to review the products proposed and set about making some changes to improve the design. However, this happened just as we were entering a third national lockdown and with supply chain difficulties being felt on a global scale, it became difficult to source products to fulfil these changes whilst keeping in line with the budget and lead times.

We were able to bring a host of options to the table for consideration and the close collaboration between the Designers, Client Stakeholders and ourselves enabled decisions to be made promptly and efficiently without impact on the project requirements. The furniture installation was to follow immediately on from the completion of the Main Contractor’s works. Due to the global supply chain issues this date understandably became a moving target. Weekly and bi-weekly video meetings with our Project Managers allowed the team to assess progress on a continuous basis and adjust deliveries with suppliers in good time without major impact.

Risks & how we mitigated them

With global supply chain issues, we took it upon ourselves to reserve stock of fabrics and materials where possible. This still was no guarantee of supply but gave us the best chance of securing what stock was available ahead of other customer orders. As offices to Government Departments, all sites were under heavy Security Management controls. Our Project Management Team were able to notify dates and times for all deliveries as well as ensuring all protocols e.g. RAMS were issued in good time.

Added Value

Working closely with the Project Team, we identified key items where products could be ‘upgraded’ to incorporate a higher quality feel or an improvement on function. This allowed us to formulate the design intent and from here we visited a variety of suppliers to look at products. If lead time or cost did not work we were able to source alternatives that met all requirements. The end result was a selection of products that enhanced the overall scheme in line with the aspirations of the Project Team. The Client wanted to ensure that on occupation, the entire space was ready. This included ‘dressing’ some of the areas and as such called upon us to help procure a host of accessories. These accessories really gave the scheme the finishing touches it needed to welcome employees back into their new workspace.