The Turn Key Process

• Clients are assigned a Project Manager who will be their contact throughout the life of the project. Using space planning, value-engineering and computer-previewing, the Project Manager works with the client to determine their requirements and provides design options for the best solutions to their office environment issues.
  

• If not accomplished during the initial meeting, The I.C.E. Design Contract is discussed, and with the assistance of the Project Manager and an interior designer, the client will make the final selections for furniture and finishes.
• The furniture is designed and specified using our specialized software, and with appropriate feedback from the client, a final layout design is produced.
• Once the furniture selections are made, the specifications are sent out for bidding by competing manufacturers so that the client is assured the best value for the products selected.
  After choosing the best bid, I.C.E. negotiates a contract between the customer and the manufacturer to ensure a reasonable price for all follow-up orders. Furniture is an inflated commodity, and the price will go up over time if a contract is not in place.
• If desired, I.C.E. can inventory the client's existing furniture, and field measurements are taken to account for furniture sizing (If electronic floor plans are not available, I.C.E. can produce them).
• An experienced, dependable, and quality-minded installation company is determined and sent a Workorder Request form describing the scope of the project.
  

The ICE Design Contract determines the parameters of design services.

The Bid Matrix is used to colect comparison data from competing vendors.

• Four documents are sent to the client for review at this stage:
  The Client Order Approval, which lists the furniture to be ordered and outlines the costs;
  The Client Finish and Design, which specifies in writing what finishes are to be provided;
  a Final Drawing, which will depict the expected furniture design and placement,
  and the I.C.E. Terms and Conditions, which defines the legal business relationship between I.C.E. and the client.
• For orders of more than one thousand dollars, I.C.E. requires a deposit of 50% of the total merchandise value before the order may be placed.
• All four documents must be approved, signed, and faxed to I.C.E. before the order may be placed.
  

The Client Order Approval specifies what will be ordered.

The Final Drawing visualizes the furniture design and placement.

• Purchase orders are sent to the manufacturers; to avoid errors and save re-typing time, the Purchase Order is formatted the same as the Client Order Approval. A Shipping and Tracking form is then generated and kept for each P.O. to ensure that the Project Manager knows the status and location of the order at all times.
• An Acknowledgement checklist is utilized to ensure that the product that was ordered matches the original specifications. Communication with the manufacturers is necessary as the orders are checked and re-checked for accuracy and to ensure that they meet delivery deadlines.

• A Logistics Checklist is generated for the project and used to make sure that all of the necessary steps are taken to produce a problem-free installation. Such preparatory items include: Communicate with electrical, data, and phone contractors to schedule their services to coordinate properly with the installation. Provide the contractors with a furniture plan to determine the placement for core drill locations as well as electrical, phone, and data drops.
• A meeting is made with the Property Manager and the installation company to address the issues of a Certificate of Insurance, and any Move-In Policies.
• An Installation Checklist is used to make sure that the installation company has the appropriate drawings and instructions to guarantee that the furniture is installed as it is shown on the signed final drawing.
• Any changes that the client wishes to make to the design layout after the orders for the product have taken place will be recorded on the Change Order Request form, and every effort will be made to make the changes without altering the original project timeline.

• The Closing Letter is sent to the client well before the delivery and installation to explain how the closing process works; the Closing and transfer of the title for the furniture happens on the day of the furniture delivery, and payment for the balance of the merchandise order is due at this time.

• Prior to the furniture arrival, a Pre-Site Inspection is performed to make sure that the space is damage-free and ready to receive the new furniture. It is at this time that the Closing takes place.
• The Project Manager will be on-site to ensure that the proper and correct installation of the furnishings takes place, and to act as the liaison between the client, the installers, and I.C.E.
• A walk-through is performed with the Project Manager, the Lead Installer and the client after the installation is complete to locate any imperfections and determine adjustment and repair issues, which are recorded on a Client Punchlist.

• Our goal is to finish the project efficiently and on schedule!
• We will be there if something breaks or does not perform as it should; for your current project, and future service needs as well.
• At the end of a project we ask that an Evaluation Form be filled out, which helps us to know where we need to improve; our hope is that by providing the best possible service we will create long-term relationships with our clients.

Think of us as your furniture department!