---
title: "Project Document"
description: "A professional document outlining the project's scope, deliverables, and key details for stakeholders."
canonical: "https://formlio.com/documents/marseille-workplace-design-retainer"
locale: "en"
type: "document"
lastModified: "2026-11-11"
---

# Project Document

## Cover

### A design retainer for four openings in 2027

- Prepared by: Fabrègue Aillaud, Marseille

- Prepared for: Palanque

- Term: 1 March to 31 December 2027

- Monthly fee: From €9,120 HT

*Empty co-working floor with oak desks and burgundy chairs*

*Fabrègue Aillaud*

## The brief

### What you asked for

*The brief*

Palanque opens four sites between July and December 2027: Lyon, Toulouse, Nice and Bordeaux. You asked for one design partner for all four, on one fee.

Your Series B closed in January 2027 and the four leases are signed. Your sites in Marseille, Aix and Montpellier were each designed under a separate contract, by three studios. Members notice. The phone booths differ, the desk depths differ, the chairs differ.

What is at stake is the calendar. Each lease carries rent from the handover date, so a week lost to a fee negotiation is a week of rent on an empty floor.

If we have any of this wrong, tell us before you read the rest.

## The case

Four openings in five months leave no room for four fee negotiations. One retainer covers every site, from first survey to opening week.

## Why a retainer

### Why a retainer, not four projects

A project per site means four scopes, four fee letters and four kick-offs. The work repeats. The contract should not. On our last multi-site programme each fee letter took three weeks. A retainer keeps one team on every site and moves its days to the next opening.

### Openings, July to December

**4**

### Floor area to fit

**8,550 m²**

### Minimum furniture lead time

**11 weeks**

### Saved on each site

**3 weeks**

## What each month includes

Five kinds of work, drawn from one monthly allowance of studio days. The mix changes with the calendar. The team does not.

### Site surveys

*Empty office shell before fit-out*

### Layouts

*Row of glass-fronted meeting rooms and phone booths*

### FF&E packs

*Material samples laid flat: wool, oak, terrazzo, steel and felt*

### Supplier management

*New upholstered chairs and oak table frames in a workshop*

### Opening-week snagging

*Finished co-working lounge at dusk, lights on*

## How a month runs

The same five fixed points every month. Maëlys Fabrègue holds the account and chairs each one.

### 1. Planning call, first Tuesday

Forty-five minutes with Hortense Vidalenc's team. We agree where the month's days go, site by site. If a new lease lands mid-month, something moves, and we say what.

### 2. Work in the open

Drawings, schedules and orders sit in one shared tracker. You see the status without asking. Requests come through one inbox, not three phones.

### 3. Site day, every second Thursday

One of us is on a live site every second Thursday. Photos and notes are in the tracker by the evening.

### 4. Your answer in three days

Anything we send for approval needs an answer within three working days. A later answer moves the order date, and the lead time does the rest.

### 5. Month close, last Friday

One page: days used against the allowance, orders placed, what rolls forward. No slide deck.

## Openings calendar

### The openings calendar

Four sites, two stages each. The gap between them is supplier lead time: eleven weeks minimum from order to install. It is the one part of the calendar nobody can compress. No more than two sites are live at once.

| Task | Start | End | Duration | Label |
| --- | --- | --- | --- | --- |
| Lyon: design and orders | 2027-03-01 | 2027-04-09 | 5 days | Lyon Part-Dieu |
| Toulouse: design and orders | 2027-04-19 | 2027-06-04 | 5 days | Toulouse Compans |
| Nice: design and orders | 2027-05-24 | 2027-07-09 | 5 days | Nice Arénas |
| Lyon: install and opening | 2027-06-28 | 2027-07-16 | 5 days | Lyon Part-Dieu |
| Bordeaux: design and orders | 2027-07-26 | 2027-09-10 | 5 days | Bordeaux Euratlantique |
| Toulouse: install and opening | 2027-08-23 | 2027-09-10 | 5 days | Toulouse Compans |
| Nice: install and opening | 2027-09-27 | 2027-10-15 | 5 days | Nice Arénas |
| Bordeaux: install and opening | 2027-11-29 | 2027-12-17 | 5 days | Bordeaux Euratlantique |

## Other rollouts

### Tessel Cliniques, six day clinics

*Clinic waiting room with oak bench and rose seat pads*

### Calade Hôtels, three lobbies

*Hotel lobby with stone desk and burgundy armchairs*

### Résidences Aubier, four study lounges

*Study lounge with oak tables and burgundy benches*

## Clients

### Clients on their third, fourth and sixth site

> By clinic four we had stopped reading fee letters, because there were none. The monthly page told me days used and orders placed. Site five was priced in two days.

— Nour Benchekroun, Head of Estates, Tessel Cliniques

> Bastien found a 40 mm error in the Sète reception desk drawings the week before the workshop cut the stone. That would have cost us the opening weekend.

— Raphaël Estienne, Operations Director, Calade Hôtels

> At the first review they told us to drop a tier for two months, because the calendar was quiet. Then they asked for it back in June. Both calls were right.

— Capucine Daumas, Development Director, Résidences Aubier

## The fee

### The monthly fee

All figures in euros, HT. TVA at 20% is added on invoice. Pick one tier. Your calendar never has more than two sites live at once, so we recommend the middle one. Furniture and fittings are bought on your account and are not in these figures.

### Monthly tiers

#### One site live

| Item | Price | Frequency |
| --- | --- | --- |
| Design and layout days | $6,080.00 | monthly |
| FF&E and supplier days | $3,040.00 | monthly |

#### Two sites live

| Item | Price | Frequency |
| --- | --- | --- |
| Design and layout days | $11,025.00 | monthly |
| FF&E and supplier days | $5,145.00 | monthly |

#### Three sites live

| Item | Price | Frequency |
| --- | --- | --- |
| Design and layout days | $14,910.00 | monthly |
| FF&E and supplier days | $7,810.00 | monthly |

### Setup and add-ons

#### Setup, one-off

| Item | Price |
| --- | --- |
| Standards audit of your four open sites | $3,420.00 |
| The Palanque kit | $5,320.00 |
| Tracker and supplier onboarding | $1,520.00 |

#### Optional add-ons

| Item | Price |
| --- | --- |
| Acoustic survey and report, per site | $2,280.00 |
| Opening-week photography, per site | $1,850.00 |
| VR walkthrough for your sales team, per site | $1,520.00 |
| Extra studio day | $760.00 |

- TVA: 20%

## Notice and review

### Notice, review and the small print

Written down now, so nothing needs arguing in October.

### Term and notice

The retainer runs from Monday 1 March to Friday 31 December 2027. The first three months are fixed.

From 1 June either side can end it with 60 days' written notice. Work in progress is handed over with drawings, schedules and open orders. Nothing is held back.

### Quarterly review

We review on Tuesday 1 June, Wednesday 1 September and Wednesday 1 December. Each review looks at days used, the calendar ahead and the tier.

You can move up or down one tier from the following month. A new lease between reviews triggers a review within ten working days.

### Unused and extra days

Up to three unused days roll into the next month, once. Beyond that they lapse.

Days over the allowance are agreed in writing first and charged at 760 euros HT. We tell you when a month reaches 80% of its allowance.

### What the fee does not cover

Furniture, fittings and equipment. Building works, mechanical and electrical design, fire strategy and landlord approvals. Travel outside the four cities.

FF&E budgets run from 410 to 560 euros per m², with a 10% contingency, and are approved per site.

### Orders, deposits and changes

Hortense Vidalenc signs off every order in the tracker. Suppliers invoice Palanque directly, and most ask for a 40% deposit.

If a line changes after ordering, the deposit is usually lost and the lead time restarts. We give you both numbers before you decide.

### Lead times and late approvals

The calendar assumes eleven weeks from order to install, and site access from each handover date in your leases.

A late approval moves the install date by the same number of days. An opening date cannot be held by working faster on site.

### Photography

We keep the right to photograph finished sites and to publish the images after each opening, once you have approved the selection.

## Signature

### Sign to start on 1 March

Signing commits Palanque to a design retainer from 1 March to 31 December 2027, on the tier selected above, and to the one-off setup fee of 10,260 euros HT. The recommended tier is 16,170 euros HT a month. The first three months are fixed, then 60 days' notice applies. We invoice setup on signature. This offer holds until Friday 12 February 2027.

### Prepared by

**Maëlys Fabrègue**
Founding partner, Fabrègue Aillaud

38 rue Paradis
13001 Marseille
maelys@fabregue-aillaud.fr

### For signature by

**Hortense Vidalenc**
Director of Development, Palanque

12 quai de Rive Neuve
13007 Marseille

If you would rather talk it through first, we have held Thursday 4 February 2027, at your office or ours.

### Sign to start on 1 March 2027

By signing, Palanque commits to a design retainer from 1 March to 31 December 2027 on the tier selected above, plus the one-off setup fee of 10,260 euros HT. The first three months are fixed, then 60 days' notice applies.