Furnishing the Varela house, from purchase order to final placement.
FF&E procurement and installation for a new-build 9,800 sq ft waterfront house on Bay Harbor Islands.
What this statement of work covers
Design is signed off. This document governs the next nine months: buying 412 specified items, getting them to Miami intact, and placing every one before you move in.
Parties: Hale Montero Interiors LLC (the studio) and Andrés and Lucía Varela (the client). Kerrigan Coastal Builders holds the construction contract and is not a party.
Term: Monday 8 March 2027 to Tuesday 14 December 2027. Certificate of occupancy is expected Thursday 11 November 2027. If it slips, install moves with it, and storage is extended at the rate in the fee schedule.
Five milestones, one constraint
Lead times set this schedule, not effort. The longest item, bespoke upholstery at 16 weeks, decides when everything else must be ordered.
Specification freeze, 19 March
Every item, finish and COM fabric confirmed in the live FF&E tracker. After this date a change is a change order with its own lead time.
Orders and deposits, 2 April
Purchase orders issued for all 412 items. Vendor deposits of 50 percent paid from your project account within three working days of each acknowledgment.
Lead times and freight
Upholstery 16 weeks, Italian stone tables 12 weeks plus five by sea, outdoor pieces 10 weeks. We chase every vendor weekly and post dates to the tracker.
Receiving in Doral
Every delivery is opened, inspected and photographed within 48 hours of arrival. Damage claims are filed the same day, before the freight window closes.
White-glove install
Nine working days from 29 November, then styling, a snag walk and handover on Tuesday 14 December.
412 items across six categories
Every line sits in the shared FF&E tracker with its vendor, lead time, deposit status and current location. You can see all of it at any hour without asking us.
Upholstery, 64 pieces
Bespoke sofas and lounge chairs from a North Carolina workshop, in performance linen and two COM fabrics. The 16-week lead time is the critical path.
Stone and case goods
52 pieces, including the dining table and two consoles in Italian travertine, crated and shipped by sea to Port Everglades.
Lighting, 118 fixtures
Decorative pendants, sconces and lamps, all specified for the Lutron scenes already wired by Kerrigan.
Rugs and shades
74 items: hand-knotted rugs plus motorized shades and drapery for 38 openings, measured on site after glazing.
Outdoor, 41 pieces
Pool deck and dock furniture rated for salt air and 150 mph tie-down, with removable cushions for storm prep.
Art and mirrors
63 pieces, framed, crated and hung by an art handler on day eight of install.
Schedule
Forty weeks, most of them spent waiting on vendors. Assumes your sign-off on each purchase order batch within three working days and a certificate of occupancy by 11 November.
Specification freeze and client sign-off
Purchase orders issued, 50 percent deposits paid
Bespoke upholstery, 16-week lead time
The critical path. A late COM fabric delays it day for day.
Outdoor furniture, 10-week lead time
Travertine tables, fabrication and ocean freight
12 weeks in Italy, five at sea, customs at Port Everglades.
Receiving, inspection and storage in Doral
Climate-controlled, above the flood line, insured at replacement value.
Certificate of occupancy
Kerrigan Coastal Builders and the Town of Bay Harbor Islands. Not in our control.
White-glove installation, nine working days
Styling, snag walk and handover
Fees and goods budget
In US dollars. The design fee was settled under the design agreement and is not repeated here. Our management fee is 14 percent of goods value, recalculated at final invoice. Goods are paid by you directly to vendors and listed separately below.
Studio fees
Procurement management, 14% of goods
Calculated on the $1,486,300 goods estimate.
Procurement management, 14% of goods
Calculated on the $1,486,300 goods estimate.
Purchase orders, deposits and vendor follow-up
8.5 percent. 412 items, weekly chase on every open order.
Freight, customs and damage claims
3 percent. Includes ocean freight from Italy.
Live FF&E tracker and weekly report
2.5 percent. Client view, vendor dates, photos on receipt.
Receiving and installation, fixed
Receiving and installation, fixed
Receiving warehouse, Doral
Inspection and storage up to 22 weeks, insured.
White-glove install crew, nine days
Six installers, two trucks, debris and packaging removed.
Art and mirror hanging, 63 pieces
Shade and drapery install, 38 openings
Styling day and handover walk
FF&E goods budget
Paid by you to vendors at trade price. Hold a further 10 percent, $148,630, as contingency.
Goods, by category
Goods, by category
Upholstery and seating
Stone tables and case goods
Decorative lighting
Rugs, shades and drapery
Outdoor furniture
Art, mirrors, bedding and accessories
From clients and contractors we have installed for
Deposits, risk and storms
The terms that decide what happens when something goes wrong between the vendor and your living room.
Deposits and who signs off orders
Nothing is ordered without your approval in the tracker. Vendors take 50 percent at order and the balance before shipping. Deposits are paid from your project account; we never hold your money.
Cancelling or changing an order
Stock items can usually be cancelled within 72 hours of order for a 15 to 25 percent restocking fee. Bespoke upholstery, COM fabric and cut stone are non-cancellable once production starts. We flag every non-cancellable line before you approve it.
Damage in transit or on site
Every piece is opened and photographed in Doral within 48 hours. Freight damage is claimed against the carrier the same day. Damage caused by our install crew is repaired or replaced at our cost, under our $5m liability cover.
Storage if the house is late
Storage up to Friday 26 November 2027 is in the fixed fee. After that it is $1,265 per week, invoiced monthly, until the certificate of occupancy is issued and the site is clean.
Hurricane season
Season runs to 30 November, so goods stay in the Doral warehouse, not on an open site, until install starts on 29 November. If a named storm watch is issued during install, we stop, secure or remove all outdoor pieces within six hours and restart once the watch is lifted. Those days extend the install window at no charge.
Next step
Sign by Friday 5 March 2027 and we hold the 8 March specification freeze. Purchase orders follow the week of 22 March.
Prepared by
Celeste Hale Principal, Hale Montero Interiors
3940 NE 2nd Avenue, Suite 210 Miami, FL 33137 celeste@halemontero.com
For approval by
Lucía Varela On behalf of Andrés and Lucía Varela
Yolanda Quintero, our procurement director, will walk the Doral warehouse with you on Thursday 4 March if you want to see it first.
Approve procurement and installation
By signing, you appoint Hale Montero Interiors for procurement and installation from Monday 8 March to Tuesday 14 December 2027. Studio fees are $294,223 on the current goods estimate: 14 percent management fee plus $86,140 fixed. The first invoice, 30 percent of fees, is issued on 8 March.