Refurbishing an Australian aged care facility is no small task. Between juggling resident needs, compliance, staff input, and multiple stakeholders across operations and head office, even the most organised Facility Managers can find themselves overwhelmed.

When it comes to sourcing equipment and aged care furniture, it might seem quicker to handle them as separate processes—but doing so can cost you more time, money, and peace of mind in the long run.

Here’s why bringing equipment and furniture under one trusted provider isn’t just easier—it’s smarter.

The Risks of Sourcing Separately

1. Disconnected Project Timelines

When you source equipment and furniture from separate suppliers, you’re essentially running two parallel projects—with two sets of lead times, two delivery schedules, and two installation crews.

And they don’t always play nicely together.

Imagine your new lounge furniture arrives a week early, but the equipment install is delayed. Suddenly, you’re storing bulky items you don’t have room for—or worse, trying to work around unpacked deliveries in resident areas. On the flip side, if furniture is held up but clinical equipment is ready to go, your new wing might look half-finished or be held back from opening.

This kind of misalignment can also affect your internal deadlines:

• Site access planning becomes more complex

• Contractors may have to make multiple visits

• Head office might question project delays or extra storage costs

Even small delays on either side can snowball into frustration for staff, residents, and management.

💡 Practical Tip:

Ask your supplier if they can create a coordinated delivery and installation plan for both furniture and equipment. A single, integrated timeline helps avoid bottlenecks and ensures a smooth rollout from start to finish.

2. Inconsistent Aesthetic and Functional Design

When equipment and furniture are sourced from different suppliers, there’s a real risk of ending up with a space that looks mismatched and feels disjointed. While equipment suppliers focus on clinical function, and furniture suppliers prioritise visual appeal, without collaboration between the two, the result often lacks cohesion.

This is especially noticeable in resident-facing areas—think lounges, dining rooms, and bedrooms—where the furniture and equipment need to complement each other not just visually, but also functionally.

For example:

• A warm, homely lounge area with soft-toned furniture can feel disrupted if an institutional-looking recliner or mobility aid is added without consideration of colour or style.

• Electric beds in private rooms may meet clinical standards, but look cold and out of place next to carefully chosen timber bedside tables and upholstered chairs.

• Dining spaces designed with soft textures and neutral finishes can lose their calming effect when paired with equipment in clashing colours or materials.

Beyond aesthetics, there are functional mismatches too:

• Chairs might not align with the height of tables chosen independently.

• Bedside commodes or mobility equipment may interfere with the placement of lounge chairs or storage units.

• Clearance for mobility aids or staff access may be overlooked when furniture is planned without understanding the equipment footprint.

These inconsistencies don’t just impact the look of the space—they affect resident dignity, staff workflow, and the overall feeling of safety and comfort in the environment.

💡 Practical Tip:

Choose a partner who understands how clinical equipment and furniture work together in real aged care environments. A supplier like FHG (working closely with Aidacare) ensures everything from finishes to functionality is considered holistically—resulting in spaces that feel well-designed, compliant, and comfortable for everyone.

3. Too Many Stakeholders to Manage

Refurbishment projects often involve multiple moving parts—and the more suppliers you bring into the mix, the more complex the communication becomes. When equipment and furniture are sourced separately, it means dealing with two (or more) sets of quotes, contracts, delivery schedules, site access requests, installation teams, and post-installation support channels.

This increases the workload not just for the procurement team, but also for Facility Managers who often find themselves acting as project coordinators by default.

Instead of focusing on resident care, you’re chasing up furniture deliveries, resolving equipment installation conflicts, or fielding calls between suppliers who aren’t communicating with each other.

And when something goes wrong—say, furniture arrives late or doesn’t fit the equipment layout—you may find yourself caught in the middle of a blame game between two vendors, each pointing fingers at the other, while you’re left managing the fallout.

Real-world frustrations Facility Managers face include:

• Repeating the same project brief to two different teams

• Trying to align install dates across suppliers with different lead times

• Juggling multiple points of contact—project managers, account reps, delivery drivers, service techs

• Managing defect reports and warranties through different channels

• Coping with miscommunication that causes mismatched finishes or functionality issues

💡 Practical Tip:

Choose a provider that can manage both furniture and equipment scopes under a single project plan. One lead contact = one shared goal = less for you to manage.

With a fully integrated team like Aidacare + FHG, you don’t need to play middleman. You’ll have one collaborative project team working together behind the scenes, giving you clear communication and a smoother experience from start to finish.

4. Missed Opportunities for Bulk Purchasing or Bundling

When you treat furniture and equipment as completely separate purchases—often with different suppliers, budgets, and approval processes—you can miss out on serious cost-saving opportunities.

Many suppliers offer better pricing when multiple product categories are included in a single order. This is especially true for large refurbishments, where economies of scale can apply across delivery, freight, installation, and even design consultation.

What You Might Miss by Sourcing Separately:

• Bundled Discounts: Suppliers may offer tiered pricing for larger, multi-scope orders. Ordering equipment and furniture together often unlocks better unit pricing.

• Freight Efficiencies: Instead of paying separate freight or delivery charges for each supplier, a combined order allows for coordinated logistics—meaning lower costs and fewer disruptions to your site.

• Single Installation Team: Coordinating install dates for both scopes means fewer site disruptions, easier access, and faster project completion. You won’t be juggling access times for two crews or risk one running late and holding up the next.

• Consolidated Invoicing & Warranty Tracking: Having one supplier manage both scopes can reduce paperwork and simplify warranty support if issues arise down the track.

💡 Practical Tip:

Before you send out multiple quotes or split up your procurement plan, ask your supplier if they can package equipment and furniture into one proposal. At Aidacare + FHG, our clients often find that they get more value and fewer headaches by engaging us for both.

5. Added Pressure on Facility Staff

Managing a refurbishment or fit-out is already a complex task. When equipment and furniture are sourced separately, much of the day-to-day coordination and communication often falls back on facility staff—adding to an already heavy workload.

Here’s how that pressure shows up:

• Scheduling Conflicts: Different suppliers operate on their own timelines, which can cause overlapping delivery or installation dates. Facility staff have to juggle access to the site, ensuring rooms are cleared, and that residents’ routines aren’t disrupted.

• Communication Overload: Staff become the central point of contact between multiple suppliers, needing to chase updates, clarify installation requirements, and resolve conflicting information.

• Problem Resolution: When issues arise—such as damaged goods, incorrect specifications, or delayed deliveries—it’s often up to the facility team to track down the responsible party and coordinate fixes, instead of having one dedicated project manager to manage these hiccups.

• Increased Risk of Errors: Managing separate orders increases the chance that equipment and furniture won’t arrive on time or won’t meet the expected standards, leading to last-minute scrambling and stress.

• Impact on Resident Care: All this extra coordination can distract facility staff from their primary focus—providing quality care to residents. The strain of managing multiple suppliers can reduce their availability and energy for direct resident support.

How working with one integrated provider helps:

Choosing a partner like Aidacare + FHG means you have one point of contact and one coordinated schedule. They manage delivery logistics, installations, and any issues on your behalf, keeping you informed but freeing your team to focus on what matters most—resident wellbeing and smooth daily operations.

The Benefits of a Combined Approach

1. One Team, One Timeline

A provider like Aidacare + FHG can manage both your equipment and furniture from start to finish—ensuring all elements are delivered, installed, and ready for use on time.

2. Integrated Design Consultation

FHG’s furniture consultants work directly with aged care providers to ensure furniture selections suit the clinical environment and resident preferences. When paired with Aidacare’s clinical equipment expertise, you get a fit-out that’s both beautiful and functional.

3. Streamlined Approval from Head Office

Presenting one unified proposal for both equipment and furniture can make head office procurement and budget approval much faster. It simplifies reporting and shows clear value across scopes.

4. Access to Showrooms & Samples

Providers like FHG invite clients to local showrooms to see finishes, fabrics, and furniture in person—making selections easier and more confident.

Real-World Example: PurpleCare* QLD

During a routine capital equipment discussion with PurpleCare, the conversation naturally evolved to furniture needs. With one phone call, Aidacare brought in the FHG team to offer design advice, samples, and a showroom visit.

The result?
A single-source solution, a faster project, and furniture orders now rolling out across multiple sites—all coordinated by one trusted team.

*The name of the organisation has been changed to maintain confidentiality.

Planning a Refurbishment? Here’s What to Do Next:

1. Take stock of what’s needed—equipment and furniture.

2. Reach out early to your local Aidacare representative.

3. Ask for a joint meeting with the FHG team.

4. Request a unified proposal that covers both scopes.

5. Let one team manage the quoting, delivery, and installation.

Final Thought

Refurbishments are hard enough—don’t make them harder by doubling your workload. Choosing one partner for both furniture and equipment isn’t just a shortcut. It’s a better, more strategic way to deliver a safe, comfortable, and beautifully functional environment for your residents and team.

To explore how Aidacare + FHG can help with your next project, contact us today for a no-pressure chat or showroom tour.