I checked in with a client to see what responses he was receiving from issuing a request for quotations to fabricate a custom circulation desk for his library and found him surprised at the increase in price from the estimated price of the desk. Although it doesn't happen frequently, increases can occur and when they do, it's important to understand why.
REASONS FOR INCREASES IN ESTIMATES
1. The estimate was prepared more than a year ago. Most estimates are valid for 30 days.
2. The design changed after the estimate was requested. If additional drawers, files, locks, shelves or other storage features are added due to evolving staff needs, they will increase the bottom line.
3. The desk size grew between the time the estimate was requested and the purchase is ready to be made. If the foot print of the desk increases, its price will as well. By using $200 per linear foot as a rough base cost gauge, it's easy to see the costs add up when the desk size increases.
4. The client asked for additional services from the vendor. Requesting moving existing furniture out of the way, disassembling and removing the existing circulation desk or any other ancillary service will add cost to the estimate.
5. The vendor changed fabricators. It is not unusual for small businesses to close, move, or be acquired by a larger company forcing the vendor to seek pricing from a different contractor than the one who quoted the estimate originally.
These are some of the factors which can cause a difference between the estimated and actual costs. If the difference is price is unmanageable, the interior designer can do several things to assist:
ACTIONS DESIGNERS CAN TAKE TO MITIGATE INCREASED COSTS
1. Review the quotation to identify any ancillary service costs which were not included in the budget.
2. Request an itemized quote from the vendor to review all costs for accuracy. Understanding this will help the designer determine where to most effective cut costs if it is necessary to execute step 4 below.
3. Negotiate with the vendor as the client's representative to effect a cost savings agreeable to all.
4. Revise the design to accommodate the budget. Revising a completed and approved design has service costs attached to it, so it is last on the list. However if it is necessary, the designer has the resources to creatively effect cost savings without jeopardizing the integrity of the design and function.
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