Introduction:

When engaging with office design and fit-out companies, it's common to notice a similarity in their approaches and offerings. This lack of innovation is attributed to the continuous establishment of new companies by professionals from different backgrounds. While they may bring their own experiences, the industry as a whole has seen little change in the approach to winning work over the past two decades. In this blog we will provide insider tips based on our founders' 20 years of experience in the industry, working for design and fitout companies, pitching to asset owners and client side helping clients find the best office design and fit-out company for their needs. 

Shortlisting Office Design and Fit-out Companies

As your current office lease comes to an end, you'll likely receive calls from office design and fit-out companies and industry professionals eager to pitch their services. Managing these cold calls effectively is essential to avoid overwhelming your business. Rather than dismissing these calls, leverage them as part of your company's pre-qualification process.

To manage cold calls while obtaining the necessary information, consider the following tips:

Request an Expression of Interest (EOI) document

Provide companies with a concise and structured submission format focusing on key criteria aligned with your project objectives. Keep the information requested limited to ensure quick and easy digestion. This is an opportunity to evaluate how well companies listen and communicate, which are crucial for successful project delivery. The EOI document should include the following content:

• A brief overview of their business:

Evaluate the company's experience and size, as these factors directly impact the value they can deliver. Companies that are too large may have a high cost base, while those that are too small may lack the necessary resources to manage your project effectively.

• What makes your business the best fit-out partner?

Emphasize the need for companies to highlight their unique differentiators, key strengths, as a demonstration of their research and understanding of your company. Look for tailored responses rather than generic ones.

• Fees breakdown:

Understanding the cost of engaging a design and fit-out company is crucial. Request a breakdown of their fees, including hourly rates and the seniority level of the proposed project team. Inquire about the margin applied to project costs.

Evaluate the fees without requiring your team to delve into construction cost details as this will come later in the process. The objective is to identify any anomalies and be cautious of significantly higher or lower costs. Use the average as a guide.

Also, request the payment terms and schedule, looking for any anomalies. You can use this information to structure your own payment terms and schedule when issuing the Request for Proposals (RFP) after shortlisting the preferred fit-out companies down to three.

• 2-3 fit-out case studies matching your project budget:

Ask companies to provide case studies that reflect projects similar in scope and budget to yours. Consider the following information:

• Project overview:

Focus on objectives and outcomes. Look for similarities between their past projects and your goals, as this can provide valuable lessons and insights.

• Client or industry:

Case studies should highlight the fit-out company's best projects relevant to your industry, which helps establish credibility.

• Budget:

Ensure the showcased projects align with your budget. Avoid getting distracted by impressive photos of projects that are beyond your budget. Ask whether the projects were completed within the allocated budget.

Unsure of your budget. Try our space and budget calculator 

• Date completed:

Inflation impacts construction prices, so it's essential to consider recent projects. The relevance of case studies decreases if they are outdated, raising questions about the company's current capabilities and suitability for your project.

• Photos of the project:

Request 4-5 photos to assess the company's ability to present relevant information concisely. You can always visit their website for additional photos if needed.

Click on the link to read our blog Top 5 tips for running a competitive tender for your commercial office fitout. These valuable insights will empower you to streamline the selection process and choose the perfect fit-out partner for your project.

If you're currently in the process of finding and qualifying the best fit-out partner for your upcoming commercial office fit-out, look no further than Ratesmiths. As an independent marketplace, we specialise in helping you find, compare, and select the most suitable office design and fit-out company.

Whether you already have a specific company in mind or you're starting from scratch, our platform makes it easy to assess and evaluate different companies. By leveraging our expertise, you can save valuable time and resources, allowing your team to focus on what truly matters: growing your business.

Don't hesitate to get in touch with us today. We're here to provide the guidance and assistance you need to make the right choice for your office fit-out project.