PROJECT BUYING GUIDES / SOURCING
Prepare A Hotel Furniture RFQ That Defines The Whole Project
A project RFQ should let a supplier understand the spaces, quantities and decisions still open. Start with the hotel furniture schedule, then attach the drawings, finish references and approval requirements needed to price that scope.
Describe The Project Before The Products
State the destination, project type and areas included in the request. Separate a new hotel, a partial refurbishment and an additional room block because the site and approval constraints can differ. Identify the buyer, design reviewer and person authorised to approve changes. Tell the supplier whether the request is an early budget exercise or a proposal against a developed specification.
Attach A Room-Based Item Schedule
Give every furniture item a code and show its quantity per room type and across the project. Include public-area items separately. Attach the relevant plan or reference beside each group. Mark quantities that are provisional and explain when they will be confirmed. A folder of photographs without this structure leaves suppliers to guess how the images relate to the required package.
Identify Fixed And Open Decisions
For each item, list the dimensions and finishes already approved, then identify where alternatives are welcome. Ask suppliers to label every proposed substitution. Include required drawings, samples or documentation without implying that a reference image proves compliance. The project team should define requirements for the intended use and jurisdiction. Keep unanswered technical questions visible rather than filling them with assumptions.
Request A Comparable Response
Ask suppliers to use the item codes and separate included services, exclusions and optional alternatives. Request an approval sequence and a proposed delivery approach tied to the project phases. Record the assumptions behind any programme. After responses arrive, issue clarifications to the affected suppliers and keep the revised schedule version clear. This turns the RFQ into a controlled project conversation.
Project Brief Checklist
- Project type, destination and stage
- Room-based quantities and public areas
- Drawings and finish references
- Fixed requirements and alternatives
- Approval documents and reviewers
- Response format and delivery phases
Questions Before You Order
Can I Request a Quote Before Every Finish Is Decided?
Yes, as an initial budget enquiry. Mark provisional choices and ask suppliers to state their assumptions; obtain a revised quotation after approval.
What Is the Difference Between an RFQ and an Order?
An RFQ requests a priced proposal. It does not itself confirm the selected specification, agreed terms or authority to begin production.
Planning Reference
The RIBA Plan of Work 2020 separates briefing, design coordination and delivery stages. Use the furniture schedule to record the decisions relevant to your project. The framework does not define product specifications or the services included in a supplier quotation.