Procurement Services – Online
For New International Hotel Projects
Procurement Services – Online
For International Hotel Projects
Independent procurement consultant working remotely, offering a hands-on, private service, tailored to the needs of the Clients.
Introduction
First we review the plans & prepare the equipment lists, using our unique masterlist system.
We provide guidance on product standards, luxury brands & manufacturers.
Our online product showcase is used to present ideas & enhance product mood boards.
In addition, we support the Clients with the tender process.
In essence, our services enable clients, to manage their project, with the support of an experienced equipment procurement specialist. We help save time & money, ensure that products are delivered on time & that the hotel is equipped to international standards.
Summary of Procurement Services.
Procurement Package – Process
- Preparation of equipment lists (OS&E) with specifications and quantities.
- Preparation of budgets.
- Guidance on brands, suppliers and manufacturers.
- Guidelines on product standards.
- Product ideas, presentations, moodboards, samples, brochures etc.
- Online showcase of product ideas.
- Assistance with tender process including tender analysis.
- Guidance on processes.
Presentation - OS&E
The Challenge
Don’t underestimate the complexity, diversity & quantity of equipment required for a new hotel.
Introduction
- Are you working on a new hotel project or resort?
- Perhaps you are a hotel owner, hotel operator, developer or local consultant.
- Still to purchase the operating supplies and equipment(OS&E)?
- Looking for products direct from factories at factory prices.?
Did You Know?
- The value of the operating equipment for large hotel projects can be many millions of Euros.
- New hotels often need over 4000 products, from over 50 suppliers, in many countries.
- Products must conform to international hotel quality and safety standards.
- Professional procurement will lead to significant savings.
Who is my service for?
International Hotel operators, owners, developers & procurement companies.
Client/strategic partner
My Clients often have a local team where the hotel is located. Clients include logistics companies, developers, designers, FF&E/OS&E companies.
How do I charge?
Normally a fixed fee is agreed with Client.
Principles
- Complete Client confidentiality.
- No hidden costs or commissions from suppliers.
- Commitment to safety, quality and value.
Procurement in a Nutshell
- Preparation of equipment (OS&E) lists (over 4000 items) with quantities.
- Guidance on standards, suppliers & manufacturers .
- Assistance with tender for main OS&E of items imported ( tender by Client).
- Tender analysis.
- Budget estimates, time management.
- Ensure operators brand and supplier requirements are met .
- Arrange samples.
- Client is responsible for placing orders, payments & logistics.
Web Based Procurement Service
My service is web based as projects, and stakeholders are usually in diverse locations.
Tendering (by Client)
- The selection of suppliers & products is normally through competitive tendering ensuring best quality and value for money.
- Local projects’ needs, terms and conditions are met, including delivery & installation dates.
- Pre-qualified suppliers are agreed with Client (normally 2 or 3 per main bid package).
- If project is to be fast-tracked (opening in less than 12 months) then single sourcing may be required.
- The Client’s and or Operator’s own suppliers are included in the tender process.
Online Showcase of Products .
- The showcase is exclusively for my five star hotel Clients.
- Helps Clients and operators in the selection process of key items.
- Presents some of best suppliers and manufacturers and over 2000 of the main products required for a new hotel. (Includes items that are high visibility, customer contact items and also critical equipment that is essential for the operation of hotel.
- Most of the items have five star hotel operator references and many have been used in projects I have been involved with.
- Registered Clients have access to the Showcase and can create their own ‘Project Moodboards’ for those items to be included in the tender process.
About Suppliers and Manufacturers.
- Provide high-quality, cost competitive products
- Reliable services.
- Green in manufacturing process in terms of water usage, energy efficiency, sustainability of materials and effect on environment.
- Most conform to ISO standards (9001 & 14001) & use western managed quality control systems.
- Proven history of successful projects.
About Products and Brands.
- Many products direct from international manufacturers.
- Conform to operator’s brand and product standards.
- Conform to international five star hotel standards.
- Conform to local & national standards, codes and regulations.
- Conform to fire, safety, health and hygiene and electrical standards BS EN ISO ANSI or local equivalent.
- Green in terms of water usage, energy efficiency, and recycling reusing.
- Balance of design, functionality and durability
Request an equipment (OS&E) procurement proposal.

Send your request for a procurement fee proposal to robert@robertdunn.eu
Confirm details if available like:
- The number of guest rooms, restaurants, function and meeting rooms.
- The operator and standard of hotel.
- The location e.g. city, airport, resort etc.
- Opening date.
Area Questionaire
If more information regarding hotel configuration is available then download, complete and return the following area questionnaire:
Showcase of product ideas
Quotation Service.
- Request a Quote To: robert@robertdunn.eu
More information.
- Minimum order terms apply.
- Client should forward to me: quantities , delivery address, invoice payment address and opening date.
- The quotations will be in the name of the Client (buyer) and the Supplier.
- If Client (buyer) accepts the quote they then place their order, pay the invoice and organise logistics, delivery and installation.
- Final due diligence is by the Client.
- The supplier is solely responsible for the sale of the products and observing any responsibilities in respect to contract, information and customer rights.
- The contract (or order) is concluded and in the name of the Client (buyer) and the supplier, should they (the buyer) choose to accept their offer.
- Please note, that I am not a supplier but introduce buyers to suppliers.
- Our ‘Product showcase’ is for the exclusive use of clients.
- Create ‘Ideas Moodboards‘.
- Select products to be included in the tender process.
Due diligence
Due diligence
- Please note, that I am not a supplier but facilitate the contact between Buyers and Suppliers (introduce).
- Due diligence should be carried out by the Buyer (eg Client, Memeber/User) to confirm that suppliers are financially secure, have international quality control processes in place, have good references and history.
- Due diligence should ensure that products conform to all appropriate hotel standards including fire, safety, green standards, electrical, food and hygiene standards with appropriate certification.
- Buyer should agree appropriate payment terms (we recommend the use of L/Cs and bank guarantees).
- Buyer should ensure that appropriate warranties and guarantees are in place.
- Other brands (as per operators’ standards) can be included in the tender process, if the Client requires.
- The Product Ideas Showcase is for the exclusive use of Clients and Member.
- Some suppliers are still under review. Clients/members should check supplier status with Robert Dunn.
- The products in the showcase present just a small example of products I am able to source.
- The showcase is for general information purposes only and does not constitute professional advice.
- The manufacturer/supplier is solely responsible for the sale of the products and observing any responsibilities in respect to contract, information and customer rights.
The contract (or order) is concluded only between the buyer(member or Client) and the supplier, should they (the buyer) choose to accept their offer
-Info on Mood boards
- Clients and Members may view products in the Product Ideas Showroom.
- They may use the MOOD BOARD WISHLIST tool to help create mood boards for operational presentations e.g. tabletop, model room and other hotel facilities.
- Visitors/Members (without a fee based contract) may request a quote through me, if quantities for over 100 rooms, by email to: robert@robertdunn.eu
- The request will be considered as a prospective (non-binding) enquiry, and the supplier will be asked to respond with a respective offer or info…
- Availability of producst will only be confirmed by supplier at time of request for proposal.
Please note, any final orders are placed by the Buyer (e.g. Clients and Members) direct with suppliers i.e. contracts are between the Buyer (e.g. Clients/Members) and the Supplier.
- Clients must login.
- Request a password from robert@robertdunn.eu
Please note, that I am not a supplier but introduce the Clients to suppliers. Ask Robert for a password.
Due diligence
Due diligence
- Please note, that I am not a supplier but facilitate the contact between Buyers and Suppliers (introduce).
- Due diligence should be carried out by the Buyer (eg Client, Memeber/User) to confirm that suppliers are financially secure, have international quality control processes in place, have good references and history.
- Due diligence should ensure that products conform to all appropriate hotel standards including fire, safety, green standards, electrical, food and hygiene standards with appropriate certification.
- Buyer should agree appropriate payment terms (we recommend the use of L/Cs and bank guarantees).
- Buyer should ensure that appropriate warranties and guarantees are in place.
- Other brands (as per operators’ standards) can be included in the tender process, if the Client requires.
- The Product Ideas Showcase is for the exclusive use of Clients and Member.
- Some suppliers are still under review. Clients/members should check supplier status with Robert Dunn.
- The products in the showcase present just a small example of products I am able to source.
- The showcase is for general information purposes only and does not constitute professional advice.
- The manufacturer/supplier is solely responsible for the sale of the products and observing any responsibilities in respect to contract, information and customer rights.
The contract (or order) is concluded only between the buyer(member or Client) and the supplier, should they (the buyer) choose to accept their offer
-Info on Mood boards
- Clients and Members may view products in the Product Ideas Showroom.
- They may use the MOOD BOARD WISHLIST tool to help create mood boards for operational presentations e.g. tabletop, model room and other hotel facilities.
- Visitors/Members (without a fee based contract) may request a quote through me, if quantities for over 100 rooms, by email to: robert@robertdunn.eu
- The request will be considered as a prospective (non-binding) enquiry, and the supplier will be asked to respond with a respective offer or info…
- Availability of producst will only be confirmed by supplier at time of request for proposal.
Please note, any final orders are placed by the Buyer (e.g. Clients and Members) direct with suppliers i.e. contracts are between the Buyer (e.g. Clients/Members) and the Supplier.
About Robert Dunn
Experienced procurement consultant based in UK and France.
About Robert Dunn
- Procurement consultant based in UK and France.
- Over 30 years multi brand experience.
- Over 4000 products (OS&E) per project.
- Recent projects in UK, EU, Middle East & Africa.
- Global network of suppliers.
Summary of Procurement Services.
Procurement Package – Process
- Preparation of equipment lists (OS&E)
- Specifications and quantities.
- Guidance on brands, suppliers and manufacturers.
- Guidelines on product standards.
- Product ideas and presentations.
- Moodboards, samples, brochures etc.
- Online showcase of product ideas.
- Assistance with tender process including tender analysis.
- Guidance on processes.
Hotel references

Benefits and Challenges
- I am based in EU and UK.
- Remote service for international projects.
- Owners save money.
- Significant savings available for new projects.
- Operators improve product standards.
- Products direct from a global network of suppliers.
More information
- Global network of suppliers in EU, UK as well as Asia, Middle East, Turkey and USA.
- Products conform to international standards
- Delivered on time & within budget.
- Nothing forgotten or double counted.
- Quality and pricing are essential when purchasing items used by hundreds of people.
.
Strengths & Benefits
Did You Know?
- The value of the operating equipment for large hotel projects can be many millions of Euros.
- New hotels often need over 4000 products, from over 50 suppliers, in many countries.
- Products must conform to international hotel quality and safety standards.
- Professional procurement will lead to significant savings.
Strengths.
- Thirty years of procurement experience.
- Extensive multi brand hotel procurement experience within an international multi cultural environment.
- References include Hilton International, Conrad, Viceroy Hotels, Starwood, Regent Hotels, Le Meridien, Jumeirah and Marriott.
- International five star hotel references in UK, Europe, Africa, UAE, India and China.
- Clients’ team leverages my project and supplier knowledge.
- Vast network (over 500) of trusted pre qualified international suppliers, manufacturers and specialists.
- Product and brand expertise.
- Web based service.
- Available to work direct for Client.
- Avoid expensive double or nil counts of purchases through effective review of scopes.
- Flexible, private and personalised service.
Benefits.
- I often save the hotel owner many hundreds of thousands of dollars through effective procurement, buying direct from suppliers and manufacturers for the high value/volume packages..
- Quality products and value for money is ensured through competitive international tendering.
- Suppliers are pre-qualified with the best references.
- Client leverages my product and supplier knowledge, not found in a non specialist procurement department.
- Hotel operators ensure consistent product brand standards across all their hotels.
- My services are private and personalised.
- Structure and control in terms of procurement process is ensured.
Challenges
- Don’t underestimate the complexity, diversity and quantity of equipment required for a new hotel.
- The value of the operating equipment can be many millions of Euros and projects often need over 4000 products, from over 50 suppliers, in many countries.
- It is essential that products conform to international hotel quality and safety standards.
- Professional procurement will avoid the nightmare scenario of unsafe goods and serious over expenditure.
Fees
For large projects only (>100 rooms).
Request an procurement fee proposal - All the equipment (OS&E) for a new hotel.

Send your request for a procurement fee proposal to robert@robertdunn.eu
Confirm details if available like:
- The number of guest rooms, restaurants, function and meeting rooms.
- The operator and standard of hotel.
- The location e.g. city, airport, resort etc.
- Opening date.
Area Questionaire
If more information regarding hotel configuration is available then download, complete and return the following area questionnaire:
Step1-2 Area questionnaire-New 2019 v2
Fixed Fee (for OS&E Package)
Relates to size and complexity of the project. Typical fees are between 2.5% and 4.5%
1 Initial consultation includes:
- Project plan-time, scope and budget.
- Guidance on brands and suppliers.
2 Preparation of equipment (OS&E) master lists and BOQs.
3 Guidance on standards and mood boards.
4 Tender analysis.
Purchase orders, invoice payments , logistics and delivery coordination – by Client.
Quotation Service.
- Request a One-off Quote for project equipment (OS&E), direct from reputable suppliers.
- I charge a a fixed fee per quote depending on requirements e.g. 250 Euros per quote for an uncomplex quote.
- For a fee proposal send your quantities (BOQs) and specs to:
More information.
- Minimum order terms apply (quantity over 100 or value over Euro 1000).
- Client should forward to me: quantities (BOQs), specifications, operator’s preferred supplier, delivery address, invoice payment address and opening date.
- Trade discounts passed on to Client(buyer).
- Tendering service to multiple suppliers is also available.
- The quotations will be in the name of the Client (buyer).
- Where possible quotes are direct from manufacturer but sometimes through distributors.
- If Client (buyer) accepts the quote they then place their order, pay the invoice and organise logistics, delivery and installation.
- Final due diligence is by the Client.
- The supplier is solely responsible for the sale of the products and observing any responsibilities in respect to contract, information and customer rights.
- The contract (or order) is concluded only between the Client (buyer) and the supplier, should they (the buyer) choose to accept their offer.
Process
- The Client (buyer) should send me details by email including quantities (BOQs), operator’s preferred supplier, specifications, delivery address, invoice payment address and opening date..
- I will confirm to the Client (buyer) if I am able to organise the quote.
- Minimum quantities often apply. Normally over 100 rooms.
- I will review the documents and request any clarifications from the Client (buyer).
- I then send the BOQ and specs to the appropriate supplier.
- The supplier provides me with a quotation ex-works, addressed to the Client (buyer), with an indication of production, delivery schedule and warranty.
- I will review the offer and then send it to the Client (buyer).
- If the offer is acceptable by the Client (buyer) then they should request samples for approval before ordering.
- The supplier agrees (with the Client (buyer)) terms, payment procedures , warranty, production and delivery.
- The Client (buyer) places the purchase order, direct with the supplier ie the contract is between the Client (buyer) and the supplier.
- Payment procedures are implemented by Client (buyer) eg advance payment (if agreed), L/C, bank guarantees, payment bonds etc.
- Production begins. Inspection of goods at factory is by the Client’s QC team(if required).
- When the shipment is ready the supplier provides the Client (buyer) with documentation according to agreed terms (eg bills of lading, packing lists )
- The final payment is made by the Client (buyer) (according to the terms) to the supplier before shipment.
- When the goods are received by the Client (buyer) they should be checked by the Client (buyer). Any issues should then be followed up with the supplier.
How are fees calculated?
Fee relates to size and complexity of the project.
1 Initial consultation includes time plan, definition of scope, guidance on suppliers.
Product specs/standards, lists and quantities.
2 Assistance with tender process and analysis.
3 Payment of suppliers invoices and logistics coordination – by Client.
More information robert@robertdunn.eu
Information for buyers eg visitors/clients/members/users.
- Robert Dunn acts as an intermediary, and is not a party to the contract between the Buyer (eg Client, Visitor or Member) and the Supplier and will not have rights or obligations under it.
- The Supplier/Manufacturer is solely responsible for the sale of the products and observing any responsibilities in respect to contract, order terms and conditions, information and customer rights.
- The contract (or order) is concluded between the Buyer and the Supplier, should they (the Buyer) choose to accept their offer.
- Due diligence should be carried out by buyers to confirm that suppliers are financially secure, have international quality control processes in place, have good references and history, and products
have conformed to all appropriate hotel standards including fire, safety, electrical, food and hygiene standards with appropriate certification. - The Buyer should also confirm with the Supplier that the goods conform to appropriate local regulations and local hotel regulations eg fire, safety, electrical, food and hygiene with appropriate certification.
Hotel Procurement Presentation- Equipment (OS&E) 2022
Download the two files below:
Presentation OSE Robert Dunn 2022 June
OSE-Brochure-RobertDunn-April 2021
The Challenge
Don’t underestimate the complexity, diversity & quantity of equipment required for a new hotel.
Introduction
- Are you working on a new hotel project or resort?
- Perhaps you are a hotel owner, hotel operator, developer or local consultant.
- Still to purchase the operating supplies and equipment(OS&E)?
Did You Know?
- The value of the operating equipment for large hotel projects can be many millions of Euros.
- New hotels often need over 4000 products, from over 50 suppliers, in many countries.
- Products must conform to international hotel quality and safety standards.
- Professional procurement will lead to significant savings.
Who is my service for?
International Hotel operators, owners, developers, logistics companies & procurement companies.
How do I charge?
Normally a fixed fee is agreed with Client.
Principles
- Complete Client confidentiality.
- No hidden costs or commissions from suppliers.
- Commitment to safety, quality and value.
My Procurement Package in a Nutshell
- Preparation of equipment (OS&E) lists (over 4000 items) with quantities.
- Guidance on standards, suppliers & manufacturers .
- Assistance with tender process.
- Tender process for main OS&E (by Client).
- Tender analysis
- Budget estimates, time management.
- Ensure operators brand and supplier requirements are met .
- Arrange samples.
- Client is responsible for placing orders, payments & logistics.
Web Based Procurement Service
My service is web based as projects, and stakeholders are usually in diverse locations.
Competitive tendering (by Client)
- The selection of suppliers & products is normally through competitive tendering ensuring best quality and value for money.
- Local projects’ needs, terms and conditions are met, including delivery & installation dates.
- Pre-qualified suppliers are agreed with Client (normally 2 or 3 per main bid package).
- If project is to be fast-tracked (opening in less than 12 months) then single sourcing may be required.
- The Client’s and or Operator’s own suppliers are included in the tender process.
Online Showcase of Product Ideas .
- The showcase is exclusively for my five star hotel Clients.
- Helps Clients and operators in the selection process of key items.
- Presents some of best suppliers and manufacturers (over 200) and over 2000 of the main products required for a new hotel. (Includes items that are high visibility, customer contact items and also critical equipment that is essential for the operation of hotel.
- Most of the items have five star hotel operator references and many have been used in projects I have been involved with.
- Registered Clients have access to the Showcase and can create their own ‘Project Wish-list’ for those items to be included in the tender process.
About Suppliers and Manufacturers.
- Provide high-quality, cost competitive products
- Reliable services.
- Green in manufacturing process in terms of water usage, energy efficiency, sustainability of materials and effect on environment.
- Most conform to ISO standards (9001 & 14001) & use western managed quality control systems.
- Proven history of successful projects.
About Products and Brands.
- Many products direct from international manufacturers.
- Conform to operator’s brand and product standards.
- Conform to international five star hotel standards.
- Conform to local & national standards, codes and regulations.
- Conform to fire, safety, health and hygiene and electrical standards BS EN ISO ANSI or local equivalent.
- Green in terms of water usage, energy efficiency, and recycling reusing.
- Balance of design, functionality and durability
Partners
I often partner with developers, designers, owners, operators, FF&E fit-out companies, logistics companies and other consultants.
Send your details to robert@robertdunn.eu
Benefits and Challenges
- Owners save money.
- Operators improve standards.
- Buy direct often at factory prices.
- Nothing forgotten or double counted.
Strengths & Benefits
- Extensive multi brand hotel procurement experience within an international multi cultural environment.
- Vast network of trusted pre qualified international suppliers, manufacturers and specialists.
- Product and brand expertise.
Benefits.
- Clients leverage my product and supplier knowledge, not found in a non specialist procurement department.
- Cut out the middle man.
- I often save the hotel owner many hundreds of thousands of dollars through effective procurement, direct from suppliers and manufacturers for the large volume packages.
- Hotel operators ensure consistent product brand standards across all their hotels.
Fee proposal
Procurement (OS&E)
Send request for fee proposal to robert@robertdunn.eu
Request an OS&E procurement proposal.

Send request for fee proposal to robert@robertdunn.eu
Confirm basic details like:
- Number of guest rooms, restaurants, conference and banqueting rooms.
- The standard/type of hotel.
- Location e.g. city, airport, resort etc.
Fixed Fee (for OS&E Package)
Relates to size and complexity of the project. Typical fees are between 2.5% and 4.5%
1 Initial consultation includes:
- Project plan-time, scope and budget.
- Guidance on brands and suppliers.
2 Preparation of equipment (OS&E) master lists and BOQs.
3 Guidance on standards and mood boards.
4 Tender analysis.
Purchase orders, invoice payments , logistics and delivery coordination – by Client.
Quotation Service.
- Request a One-off Quote for project equipment (OS&E), direct from reputable suppliers.
- I charge a a fixed fee per quote depending on requirements e.g. 250 Euros per quote for an uncomplex quote.
- For a fee proposal send your quantities (BOQs) and specs to:
More information.
- Minimum order terms apply (quantity over 100 or value over Euro 1000).
- Client should forward to me: quantities (BOQs), specifications, operator’s preferred supplier, delivery address, invoice payment address and opening date.
- Trade discounts passed on to Client(buyer).
- Tendering service to multiple suppliers is also available.
- The quotations will be in the name of the Client (buyer).
- Where possible quotes are direct from manufacturer but sometimes through distributors.
- If Client (buyer) accepts the quote they then place their order, pay the invoice and organise logistics, delivery and installation.
- Final due diligence is by the Client.
- The supplier is solely responsible for the sale of the products and observing any responsibilities in respect to contract, information and customer rights.
- The contract (or order) is concluded only between the Client (buyer) and the supplier, should they (the buyer) choose to accept their offer.
Process
- The Client (buyer) should send me details by email including quantities (BOQs), operator’s preferred supplier, specifications, delivery address, invoice payment address and opening date..
- I will confirm to the Client (buyer) if I am able to organise the quote.
- Minimum quantities often apply. Normally over 100 rooms.
- I will review the documents and request any clarifications from the Client (buyer).
- I then send the BOQ and specs to the appropriate supplier.
- The supplier provides me with a quotation ex-works, addressed to the Client (buyer), with an indication of production, delivery schedule and warranty.
- I will review the offer and then send it to the Client (buyer).
- If the offer is acceptable by the Client (buyer) then they should request samples for approval before ordering.
- The supplier agrees (with the Client (buyer)) terms, payment procedures , warranty, production and delivery.
- The Client (buyer) places the purchase order, direct with the supplier ie the contract is between the Client (buyer) and the supplier.
- Payment procedures are implemented by Client (buyer) eg advance payment (if agreed), L/C, bank guarantees, payment bonds etc.
- Production begins. Inspection of goods at factory is by the Client’s QC team(if required).
- When the shipment is ready the supplier provides the Client (buyer) with documentation according to agreed terms (eg bills of lading, packing lists )
- The final payment is made by the Client (buyer) (according to the terms) to the supplier before shipment.
- When the goods are received by the Client (buyer) they should be checked by the Client (buyer). Any issues should then be followed up with the supplier.
Information for buyers eg visitors/clients/members/users.
- Robert Dunn acts as an intermediary, and is not a party to the contract between the Buyer (eg Client, Visitor or Member) and the Supplier and will not have rights or obligations under it.
- The Supplier/Manufacturer is solely responsible for the sale of the products and observing any responsibilities in respect to contract, order terms and conditions, information and customer rights.
- The contract (or order) is concluded between the Buyer and the Supplier, should they (the Buyer) choose to accept their offer.
- Due diligence should be carried out by buyers to confirm that suppliers are financially secure, have international quality control processes in place, have good references and history, and products
have conformed to all appropriate hotel standards including fire, safety, electrical, food and hygiene standards with appropriate certification. - The Buyer should also confirm with the Supplier that the goods conform to appropriate local regulations and local hotel regulations eg fire, safety, electrical, food and hygiene with appropriate certification.
Partners
I often partner with developers, designers, owners, operators, FF&E fit-out companies, logistics companies and other consultants.
Send your details to robert@robertdunn.eu
Contact

EU France
- Tel/Whatsapp:+33 (0)627336130
- robert@robertdunn.eu
UK
- Tel: +44 (0)7749 262637
- robert@robertdunn.co.uk
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OLD VERSION
Services - Procurement Package
SERVICES SUMMARY
Equipment masterlists
Guidance on suppliers
Product standards
Product ideas
Assistance with tender
Remarks
By clients
Scope
How it works
Presentation
Equipment masterlists
Key features
We prepare a complete set of equipment lists on excel.
More than 4000 items per project.
Tailored to each project.
Product descriptions and features
Quantities
Budget prices
Trouble shooting comments
Items identified that require further input from eg designer, manager, F&B manager, GC, etc
Process
1 Establish OS&E scope.
2 Analyse hotel plans and operating policies in terms of equipment needs.
Take into account hotel brand standards, local and cultural needs.
3 Prepare OS&E Master list quantities based on operators par coefficient.
Provide generic product descriptions. eg wine glass size
Agree quantities with Client and operator
5 Prepare budgets. (option)
6 Prepare BOQs for tender purposes.
In the case where operator provides their own OS&E lists then my service includes review of their lists to ensure correct quantities and specifications and save money.
Guidance on suppliers
Key features
We provide guidance on best suppliers & brands
We work with a vast network of international pre-qualified and trusted suppliers.
Provide high-quality, cost competitive products , brands and service.
Reliable services.
Green in manufacturing process in terms of water usage, energy efficiency, sustainability of materials and effect on environment.
Most conform to ISO standards (9001 & 14001) & use western managed quality control systems.
Proven history of successful projects.
Product standards
Key features
We provide guidelines on key products for a five star hotel to ensure:
Products reflect hotel brand image.
Products are consistent across the hotel group.
Products are of the highest quality and value for money.
Essential selling feature for prospective owners.
Balance of design, functionality and durability.
Products will conform to :
Local, national & international standards.
Including fire, safety, health, hygiene & electrical codes & regulations .
Green standards in terms of water usage, energy efficiency, and recycling reusing.
Operator’s brand and product standards.
International five star hotel industry standards.
Product ideas
Key features
Tender by client
We advise on product ideas and trends.
Product ideas are presented in our online showcase.
Clients provide their ideas on product ranges.
Suppliers send brochures and samples.
Tabletop and guestroom presentations organised.
Clients select product ranges they prefer.
Tender process begins.
Table top presentation
Model room
Vew product ideas online
Create ideas for moodboards
Assistance with tender
Key features
We analyse the quotes
The Client sends out the tenders
Suppliers agreed with Client.
BOQs specifications and ranges prepared by Robert.
Quotations are prepared by the suppliers and returned to the Client and our team.
We ensure “devil in the detail” analysis of quotations.
We then advise Clients of the best offers.
Client places the orders, pays invoices and coordinates logistics and installation.
By clients
Management of local activities.
Tender process.
Purchase orders.
Invoice payment.
Logistics including: organising their freight agents to pickup and ship goods; coordinating importation/clearance etc; receipt/installation of goods at local warehouse then hotel
Local procurement.
Delivery and installation.
Hotel places items in stores and rooms
Scope
Full OS & E scope document available on request.
GUESTROOM
APARTMENTS
MEETING ROOMS
CONFERENCE & BANQUETING
RESTAURANTS
BUFFETS
BARS
STAFF CAFETERIA
BUFFET AREAS
FRONT OF HOUSE
ROOM SERVICE and CORRIDOR
STAFF AREAS
SECURITY AND CONTROL
OFFICE
TRAINING
FIRST AID
HOUSEKEEPING
BACK OF HOUSE
ENGINEERING TOOLS
KITCHEN UTENSILS
SPA
FITNESS AREAS
How it works
Phase 1
Client provides details of size and standard of hotel project.
Phase 2
We agree the scope of purchases, scope of work, timeline and consultancy fee.
Phase 3
I create the OS&E Product Master-lists with product description/features and quantities.
BOQs.
Provisional budgets.
I provide guidance on brands, suppliers, manufacturers, standards and samples.
Preferred suppliers and products are selected by Client.
Samples are requested and presented to Clients.
I prepare a timeline of milestones.
Phase 4
Tenders are sent to suppliers by Client.
I review the quotes in terms of standards, prices and quantities.
I advise on best deals.
Phase 5
Client places the purchase orders
Client pays the supplier invoice.
Supplier or manufacturer prepares or manufacturers goods.
Phase 6
Client selects freight forwarder who organises the logistics, local clearance, delivery to warehouse.
Phase 7
Hotel receives the goods into the hotel.
Installation coordinated by Client with Project Manager.
Hotel places items in stores and rooms.
My presentation
Key features
I assist clients in procuring equipment (OS&E) for each new hotel project. Often over 4000 products supplied by over 30 suppliers.
I am based in France and UK.
My service is web based, allowing me to work on projects in international locations.
I adapt to the needs of the client to enable them, to manage their purchasing, with the support of an experienced equipment procurement specialist.
Global network of suppliers and manufacturers.
Clients save time and money, products are delivered on time and hotel is equipped to international standards.
What I do
Introduction

- Don’t underestimate the diversity and quantity of operating equipment required for a new hotel.
- The value of the equipment can be many millions of Euros and projects often need over 4000 products, from over 50 suppliers, in many countries.
- Are you working on a new hotel project or resort?
- Perhaps you are a new hotel owner, operator, designer or developer.
- Still to purchase the operating supplies & equipment?
- Looking for products direct from factories at factory prices?
We are independent procurement consultants, specializing in international hotel projects. Our references include Hilton & Marriott. Working remotely, we offer a hands-on, private service, tailored to the needs of our Clients.
First we review the plans & prepare the equipment lists, using our unique masterlist system.
We provide guidance on product standards, luxury brands & manufacturers.
Our online product showcase is used to present ideas & enhance product mood boards.
In addition, we support the Clients with the tender process.
In essence, our services enable clients, to manage their project, with the support of an experienced equipment procurement specialist. We help save time & money, ensure that products are delivered on time & that the hotel is equipped to international standards.
Procurement package (OS&E)
In brief.

In essence, I adapt to the needs of the client to enable them, to manage their project, with the support of an experienced equipment procurement specialist. I normally work with the clients’ local team and focus on the ‘front end activities‘ including: Master lists/BOQs; Product Standards/brands/suppliers/samples; Tender analysis; Best deal recommendations
The client manages the local activities :Tender process; Purchase orders; Invoice payment; Logistics, Delivery and installation.
I help save time & money, ensure that products are delivered on time & that the hotel is equipped to international standards.
1. Preparation of equipment master-lists with quantities and budgets.

Step 1 Preparation of OS&E scope.
- I provide the Client with a copy of RDunns hotel OS& E scope document.
- Add in exceptional items required by operator.
- Crosscheck OS&E scope with other scope documents (as made available by Client) eg FF&E scope (including kitchen laundry and IT) , GC eg bathroom fittings, electrical contract , to identify possible double or nil counting eg room service trolleys, ice machines
Step 2 Analysis of hotel configuration, location and local needs
- Client to complete Robert Dunn’s area questionnaire.
- Client to provide plans, furniture layouts and area schedules (if available).
- Operator to provide details of operating policies/manual eg F&B policy, bedding policy. (if available)
- Review the above in terms of equipment needs.
Step 3 Preparation of OS&E Master Lists
- Review operators OS&E template lists (if available).
- Prepare preliminary customised OS&E Master Lists using operators OS&E template list.
- Add in and highlight any missing lists or items not normally OS&E.
- Enter operator’s item par coefficients to create quantities (if available).
- Make a budget allowance where quantities or specs unknown eg buffet.
- Review lists with Operator and update accordingly.
- Break into BOQs for tender purposes .
In the case where operator provides their own OS&E lists then my service includes review of their lists to ensure correct quantities and offer alternatives to match or improve spec and save money.
Step 4 Preparation of budgets..
- Prepare preliminary budgets using operators pricing if made available.
- If budget pricing not available then agree strategy with Client to calculate a preliminary budget.
Note If this involves requesting prices from suppliers then an additional charge may be required.
- Identify items that are sometimes rented/leased eg linen, photocopier, vehicles.
- Identify items that are unspecifed and quantified (known unknowns) eg uniforms.
- Allow contingency for unspecifed and unquantified items(known unknowns).
- Identify items that are custom made and therefore higher cost compared with standard products.
- Identify items that are sometimes rented/leased eg linen, photocopier, vehicles.
Step 5 Guidance on standards and suppliers.
- Provide guidance on OS&E standards (where not provided by operator), suppliers and manufacturers .
- Operator to provide documents like OS&E Template Operators manual, buying guides, preferred supplier list, safety standards manual and green standards which will be incorporated where necessary in Master Lists .
- Identify Operator’s OS&E brand standards ie
- Mandatory(fixed) brands & spec eg single ikon brand like alarm clock or multibrand like hairdryer.
- Fixed spec (preferred/optional supplier) eg bedding and towels.
- Minimum spec (optional supplier) . eg kitchen utensils.
- Where appropriate confirm the following relating to OS&E ( confirm at tender stage)
- Does it conform to local standards eg fire, safety, electrical, health, food and hygiene?
- Does it conform to international hotel standards?
- Does it (and the manufacturer) conform to green standards.
- Ensure products are durable, easy to use and maintain.
- Uniforms
Prepare uniform budget quantities only. Final uniforms requirements will be by GM and departmental managers with input from ID
- Identify items that require local consumables/local support.
- Identify items that interface :
- with other OS&E eg trays with trolleys etc.
- with equipment in other scopes eg linen /beds, mini bar /cabinet, chafing dishes /buffets
- with building eg trolleys in lifts, vacuum cleaners and flooring, safes and floor loading.
- with external services eg refuse lorries etc
- Identify OS&E where further input is required from:
- Interior Designer (ID) eg for equipment which is visible to the public and where there is a choice of colours or finish
- General Manager (GM)
- Hotel Operations (HO)
- Financial controller(FC)
- General Contractor(GC) Project Manager(PM).
- eg Electrical Equipment where electrical power connections are required, installation should be co-ordinated with project manager.
- Electrical items to be compatible with local electricity supply and conform to local electrical standards.
- Electrical equipment requires appropriate electrical power connections, (sockets, cables & plugs).
- For safes floor loading weights to be considered.
- Identify OS&E where further input may be required at a later date eg
- Side of door for hinges( left/right ) for guestroom minibar and safes.
- Colour and finish.
- To match chosen bathroom accessories line.
- Corporate Standard.
- Male – female mix.
Step 6 Samples.
- Identify products for which samples are required for approval by Operator.
- Provide Client with details of alternative reputable suppliers which will provide quality and save money for owner.
- Coordinates table top review and model room.
Step 7 . Preparation of schedules(time) .
- Over view report (budget, bidding/tender, orders, production, shipment delivery installation).
- Purchase order schedule of priorities eg high value long lead time goods first.
Other comments.
- Product codes only provided if on operators OS&E template.
- For sections where products specs unknown (eg uniforms) a generic list with quantities will be provided.
- A generic picture and short generic spec will be provided for high total value items only. eg hairdryer
- Generic descriptions will be provided for those items where technological advances are continual eg photocopiers.
- Identify where quantities are not yet quantifiable and will be done at tender stage using plans eg shelving.
- Identify where standards may vary from country to country (eg fire, electrical).
- Identify where final selection will depend on other factors eg: local hotel operational needs, ID requirements , project manager’s needs, floor loading or local agent /local services.
CONDITIONS RELATING TO THE DOCUMENTS
- The reports , prepared by the Consultant (ROBERT M Dunn) will be reviewed by the operator and all reasonable precaution will be taken by Robert Dunn to ensure the accuracy of the information. However ROBERT M Dunn does not assume any responsibility for inaccuracies, errors or omissions that may be contained in the report.
- The lists will be a guideline only .
- In no event will the Consultant (Robert M Dunn) be liable for direct, indirect, special, incidental or consequential damages resulting from a product defect, supplier failure or omission in any document.
- The information provided by Robert M Dunn can never lead to rights or claims against him. Neither can they be committed or engaged by publication or distribution of any data.
2. Guidance on luxury brands, suppliers and manufacturers.
A few examples of top product brands.
Note that I deal with most competitive international luxury brands.
It is important to note that the top brands can vary based on various factors, such as the specific category of OS&E and market trends. Therefore, it is recommended to conduct thorough market research and evaluate supplier options based on various factors such as quality, price, delivery times, and customer service before making a decision.
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3. Specifications of products.
The aim of this section, is to provide Guidelines on key products for a five star hotel to ensure product brand standards are consistent across the hotel group. It also includes references to typical suppliers. Kindly note that it is not exhaustive. Some of the equipment is mandatory, some of the ‘types’ of equipment are mandatory (e.g.non-ammonia mini-bars), but wherever possible alternatives are provided to allow flexibility in competitive tendering.
- Preparation of guidelines to reflect hotel brand image.
- Implementation of brand standards.
- Guidance on manufacturers & suppliers.
- Product standards will be consistent across the hotel group.
- Ensure quality and value for money.
- Selling feature for prospective owners.
The items in the manual correspond in general to the criteria listed below:
1 Effect brand image of hotel group eg amenities, bedding, safe
2 Critical equipment eg defibrillator
3 High visibility items customer contact items eg luggage trolleys
4 Generic description of long list of low value line items like glassware.
Classification of hotel brand standards
The OS&E is often specified by the operator according to the following categories.
- 1 Fixed spec, fixed brand eg Aliseo hairdryer ref 123
- 2 Fixed spec, preferred brand eg 300 TC bed sheets
- 3 Minimum standard & preferred brand to suit hotel ie size, colour, functionality eg tea tray, floor cleaning.
- 4 Spec by hotel ID (eg colour finish).
Stakeholders including procurement agents, interior designers, owners and hotel operators work together to ensure that standards are maintained.
- Local, national regulatory & international standards.
- International regulatory standards.
- Codes & regulations including fire, safety, health, hygiene & electrical.
- Green standards in terms of water usage, energy efficiency, and recycling reusing.
- Operator’s brand and product standards.
- International five star hotel industry standards.
4. Quotation analysis ( tendering by Client).
Contents.
Contents | |
Page | |
2-7 | Contents. |
8 | Introduction. |
9 | The Challenge. |
10 | Suppliers and standards. |
11 | Criteria for supplier selection. |
12 | Product standards. |
13 | Product Generic Standards & Specifications. |
14 | Example of product standards. |
15 | Pre qualification of suppliers. |
16 | About trusted suppliers. |
17 | What are full service FF&E fitout providers? |
18 | Quality Policy. |
19 | Examples of Manufacturers & Supplier Locations. |
20 | Overseas v local sourcing. |
21 | Guidance on quality standards. |
22 | Accreditation. |
23 | Sample approval and model room. |
24 | Table top review. |
25 | Sample room /model room review. |
26 | Points to consider regarding model room. |
27 | Quality assurance for manufacturing. |
28 | FF&E Manufacturers appraisal. |
29 | Quality monitored through production checks. |
30 | Quality assurance criteria. |
31 | Environmentally friendly products. |
32 | Tender -Green comments. |
33 | Green products (OS&E) -remarks. |
34 | Green products (OS&E) -remarks. |
35 | Green products (OS&E) -remarks. |
36 | Utilities. |
37 | Environmental policy. |
38 | Environment and social responsibility . |
39 | Green products (OS&E) -remarks . |
40 | ISO 9001 Certification from main suppliers . |
41 | ISO 14001 Certification from main suppliers . |
42 | Fire standards. |
43 | International fire standards-examples. |
44 | Case good specifications example . |
45 | Case good specifications example . |
46 | Seating specifications example . |
47 | Carpet specification example . |
48 | Lighting. |
49 | Fabrics. |
50 | Fibers. |
51 | Fabric fire standards examples. |
52 | Bed Typical Standards . |
53 | Kitchen HACCP. |
54 | Typical Signage Process. |
Contents (continued) | |
55 | Budget and Planning. |
56 | Budget and Planning. |
57 | Definition of scope. |
58 | Scope -Summary. |
59 | About Budgets. |
60 | Budget List Review. |
61 | Project plan. |
62 | Time management. |
63 | Time Management Notes. |
64 | Project health check audit. |
65 | Risk assessment: Step1 Assess Risk . |
66 | Risk assessment: Step 2 Assessment of vulnerability. |
67 | Risk assessment: Step 3 Actions. |
68 | blank |
69 | 3.Tender process and procurement. |
70 | 3.1 Procurement process in a nutshell. |
71 | 3.1 Procurement process in a nutshell. |
72 | Purchasing Policy. |
73 | Competitive tendering. |
74 | Tender issues to address. |
75 | Responsibility for Determining Order Quantities. |
76 | Carpet order quantity. |
77 | Tender environmental issues. |
78 | About tenders. |
79 | Tender process remarks. |
80 | Refurbishment. |
81 | Refurbishment (continued). |
82 | Refurbishment process. |
83 | Operational issues of refurbishment. |
84 | Operational issues of refurbishment (continued). |
85 | Refurbishment phased projects. |
86 | Project procurement-remarks. |
87 | Negotiations remarks. |
88 | Cost and value. |
89 | Particular Terms and conditions of order. |
90 | Payment. |
91 | What’s the difference between a bank guarantee & a letter of credit? |
92 | Performance bond. |
93 | Ethical Policy. |
94 | Operating supplies and equipment (OS&E) . |
95 | OS&E-Tendering . |
96 | Lists. |
97 | Generic templates for facilities, rooms and departments. |
98 | Generic templates for facilities, rooms and departments. |
99 | Uniforms |
Contents (continued) | |
100 | Blank. |
101 | Controls and systems. |
102 | Controls and systems. |
103 | 4.1 Generic standards & specifications. |
104 | blank |
105 | blank |
106 | 5 Logistics . |
107 | Logistics . |
108 | Logistics . |
109 | 6 Delivery, quality control and installation. |
110 | Delivery. |
111 | Delivery and quality control. |
112 | Installation (mainly for FF&E). |
113 | Installation (mainly for FF&E). |
114 | 7 Finalisation. |
115 | 8 Special services for hotel operators. |
116 | blank. |
117 | Images. |
118 | Images. |
119 | Images. |
120 | Images. |
121 | Images. |
122 | Images. |
123 | Images. |
124 | Images. |
125 | Images. |
126 | Images. |
127 | Images. |
128 | Images. |
129 | Images. |
130 | Past Projects. |
131 | Key Past Projects. |
132 | Key Past Projects. |
133 | Key Past Projects. |
134 | Key Past Projects. |
135 | Key Past Projects. |
136 | Key Past Projects. |
137 | Key Past Projects. |
138 | Images of documentation . |
139 | Timeline- FF&E Process. |
140 | Example work schedule. |
141 | Example of scope document. |
142 | Example Equipment Specification. |
143 | Project plan and task schedule. |
144 | Order schedule. |
145 | Tracking – order/advance payment, ready to ship , ship, clearance and deliver. |
146 | Procedures. |
147 | Quotes from TW. |
Contents (continued) | |
148 | Robert Dunn’s Service-Unique features . |
149 | Robert Dunn’s Service-Unique features . |
150 | OS&E Procurement Processes. |
151 | OSE BOQ Creation. |
152 | Tender order process. |
153 | Tender order process. |
154 | Process bedding and towels. |
155 | Process tableware. |
156 | Process signature items. |
157 | Process banquet furniture. |
158 | Process non standard items. |
159 | Other comments. |
160 | Process budgets. |
161 | Process quality. |
162 | How is OSE coded. |
163 | Acknowledgements. |
164 | End. |
About procurement.
Introduction: Today, I am delighted to present a comprehensive guide on how to select reliable suppliers from a globalized supply chain in the context of hotel procurement. In an era of interconnected economies, it is essential for hoteliers to navigate the challenges and opportunities that arise from sourcing products and services internationally. We will explore crucial aspects such as lead times, minimum orders, quality control challenges, local standards, distribution channels, logistics, environmental considerations, benefits of local manufacturers, and finally, a list of the top twenty manufacturers of OS&E and FF&E for large hotels.
- Lead Times: Lead times refer to the time it takes for suppliers to deliver the ordered products after receiving the purchase order. When assessing suppliers, it is essential to consider lead times, as delays can disrupt hotel operations. Look for suppliers with efficient production and delivery processes, and clearly communicate your expectations to ensure timely delivery.
- Minimum Orders: Minimum order quantities are the minimum quantities of products that suppliers require for each order. Evaluate suppliers based on their ability to meet your desired order quantities. Opt for suppliers that offer flexible minimum order requirements, as this allows for better inventory management and cost control.
- Quality Control Challenges: Maintaining consistent product quality is crucial for hotels to provide a seamless guest experience. When dealing with a globalized supply chain, quality control can be a challenge. Assess suppliers’ quality control procedures, certifications, and track records. Request samples, conduct site visits, and establish robust quality control agreements to ensure products meet your hotel’s standards.
- Local Standards: Hygiene, Electrical, and Fire Safety: Compliance with local standards is vital to ensure the safety and well-being of hotel guests and staff. Assess potential suppliers’ adherence to local hygiene, electrical, and fire safety standards. Verify certifications, request documentation, and conduct audits to ensure compliance.
- Manufacturers’ Use of Local Distributors: In many cases, manufacturers rely on local distributors to facilitate their product distribution. Evaluate how potential suppliers leverage local distributors to ensure efficient and timely delivery. Consider the distributor’s reputation, capabilities, and reach to guarantee smooth logistics.
- Logistics: Efficient logistics play a critical role in the success of a globalized supply chain. Assess suppliers’ logistical capabilities, including shipping methods, warehousing, and transportation networks. Look for suppliers who have established relationships with reliable logistics partners to minimize delays and complications.
- Environmental Issues: Environmental sustainability is an increasingly important consideration in supplier selection. Evaluate suppliers’ environmental policies, certifications, and commitment to sustainable practices. Opt for suppliers that prioritize eco-friendly materials, energy-efficient processes, and waste reduction strategies to align with your hotel’s sustainability goals.
- Benefits of Local Manufacturers: While a globalized supply chain offers numerous advantages, engaging with local manufacturers can provide unique benefits. Local manufacturers often offer shorter lead times, better communication channels, enhanced quality control, and improved compliance with local standards. Additionally, supporting local businesses fosters community development and strengthens the local economy.
- Conducting a factory audit in China requires careful planning and execution to ensure a comprehensive evaluation of the supplier’s capabilities and compliance. Here are the steps to follow when conducting a factory audit in China:
- Define Audit Criteria: Clearly define the audit criteria based on your specific requirements, such as quality control, production capacity, environmental compliance, labor practices, and social responsibility.
- Pre-Audit Preparation: Gather relevant information about the supplier, including company background, manufacturing processes, certifications, and any previous audit reports. Develop an audit checklist or questionnaire tailored to your audit criteria.
- Select an Audit Team: Choose a competent and experienced audit team to conduct the on-site inspection. Ideally, the team should consist of auditors familiar with Chinese regulations, manufacturing processes, and industry standards.
- Schedule the Audit: Coordinate with the supplier to schedule a suitable time for the audit. It is advisable to provide sufficient notice to ensure their readiness and availability.
- On-Site Audit: During the on-site visit, conduct a thorough inspection of the factory premises, production lines, and relevant facilities. Assess their compliance with quality standards, production capabilities, worker conditions, health and safety measures, and environmental practices.
- Document Review: Review the supplier’s documentation, including licenses, certifications, quality control records, and any relevant permits. Cross-reference the information provided by the supplier with the actual on-site findings.
- Interviews and Employee Engagement: Engage with key personnel, such as management, supervisors, and workers, to gain insights into the supplier’s operations, labor practices, and overall management systems. Conduct interviews to assess the supplier’s commitment to social responsibility.
- Reporting and Evaluation: Compile a detailed audit report that includes the findings, observations, and recommendations. Evaluate the supplier’s performance based on the established criteria and identify any non-compliance or areas for improvement.
- Corrective Actions and Follow-up: Communicate the audit findings to the supplier and request a corrective action plan for any identified deficiencies or non-compliance. Follow up with the supplier to ensure they address the issues within a reasonable timeframe.
- Regular Monitoring: Establish a process for regular monitoring and follow-up audits to verify the supplier’s ongoing compliance with the required standards. This helps maintain a sustainable relationship and ensures continuous improvement.
It is worth noting that language and cultural barriers may arise during the audit process. Consider engaging a local interpreter or hiring a third-party audit firm that specializes in factory audits in China to ensure effective communication and accurate assessment.
Remember, each audit should be tailored to your specific requirements, and it is essential to stay up-to-date with relevant regulations and industry best practices when conducting factory audits in China.
- “Prequalification of Suppliers: Before initiating the supplier selection process, it is crucial to conduct a prequalification assessment to ensure that potential suppliers meet your specific requirements and standards. This assessment may include evaluating their financial stability, production capacity, experience in the industry, quality control systems, certifications, and adherence to ethical and social responsibility practices. Prequalifying suppliers helps streamline the selection process by focusing on suppliers who have the capabilities to meet your needs effectively.”Additionally, to enhance the presentation, I will briefly touch upon the other topics you mentioned:Criteria for Selecting Suppliers: Establish clear criteria for supplier selection, including factors such as quality, reliability, pricing, delivery capabilities, financial stability, compliance with regulations, and reputation. Assign weights to each criterion based on their importance to your procurement strategy.Product Standards: Define and communicate the required product standards to potential suppliers. This includes specifications for materials, finishes, dimensions, and any specific certifications or industry standards that must be met.Fire Standards in a Hotel: Ensure that suppliers adhere to fire safety standards by providing products that are fire-resistant and compliant with local regulations. This applies to materials used in furniture, textiles, fixtures, and equipment throughout the hotel.Electrical Standards in a Hotel: Specify the electrical standards that suppliers must comply with, such as safety regulations, energy efficiency requirements, and compatibility with local electrical systems. This ensures the safe and reliable operation of electrical equipment in the hotel.Specifications: Prepare detailed specifications for each product category, including technical requirements, dimensions, colors, and finishes. Clear and comprehensive specifications minimize misunderstandings and ensure that suppliers deliver products that meet your expectations.Project Plan and Timing: Develop a project plan that outlines the timeline, milestones, and critical activities for the procurement process. This plan should align with the overall construction or renovation schedule of the hotel to ensure timely delivery of products.Preparing Budgets: Create accurate and realistic budgets for each aspect of the procurement process, including product costs, logistics, installation, and any additional expenses. Thorough budgeting helps manage costs and ensures financial feasibility.Moodboards and Renderings: Utilize moodboards and renderings to visually communicate the desired aesthetic and design intent to suppliers. These tools assist suppliers in understanding your vision and enable them to align their products accordingly.Sample Approval and Model Room: Request samples from potential suppliers to evaluate their quality, finishes, and suitability. Additionally, consider creating a model room that showcases the selected products to assess their functionality and overall design in a real-world setting.Tabletop Review: Conduct a tabletop review to assess the compatibility and functionality of different tabletop items, such as cutlery, crockery, glassware, and linens. This review ensures that all items work together seamlessly and meet the desired standards.Receiving Goods Process: Establish clear procedures for the receiving and inspection of goods upon delivery. This includes verifying quantities, checking for any damages or defects, and documenting discrepancies to resolve with suppliers.Organizing Installation of Products: Coordinate with suppliers, contractors, and internal teams to ensure the smooth installation of products. Develop a detailed installation plan, assign responsibilities, and monitor progress to achieve a successful implementation.Finalization and Handover: Review all deliverables, conduct final inspections, and ensure that all products meet the agreed-upon specifications. Complete any outstanding documentation, resolve any remaining issues, and coordinate the handover of the project to the hotel operations team.Including these topics will provide a comprehensive overview of the various stages and considerations involved in the procurement process for hotel projects.
More information
- Procurement consultant
- Over 30 years of experience.
- Specialising in international hotel projects.
- Over 4000 products (OS&E) per project.
Clients leverage my product and supplier knowledge, not found in a non specialist procurement department.
Clients include hotel operators, hotel owners, local procurement partners, logistics companies and design companies.
Hotel Operators include Hilton, Le Meridien, Marriotts, Sheraton, Four Points, Jumeirah, Intercontinental, Accor and Viceroy.
My Service Charter
To the best of my ability I will:
• Act on behalf of the Client in the acquisition of hotel merchandise for the Client’s direct purchase.
• Act in the best interests of the Client, at all times, balancing the different needs of all stakeholders
• Represent the interests of the Client in matters relating to OS&E.
• Offer a flexible service tailored to the needs of the Client.
• Ensure value for money through competitive best practise tendering to trusted suppliers
• Ensure procurement processes are conducted in an open and honest way.
• Practice “due diligence” when selecting suppliers and products.
• Tender to two or three suppliers(agreed with the Client) for each main package process, unless there are good reasons to the contrary.
• Ensure goods are purchased within agreed budget, to the correct standards and on time..
• Ensure money is being used effectively and efficiently to ensure best value for money when purchasing goods and services.
• Ensure high quality, stylish, functional, safe, durable, easy to use/maintain products are purchased.
• Engage in sustainable / responsible procurement (green procurement) taking into account environmental, social and ethical considerations when making a purchasing decision.
• Ensure that suppliers and manufacturer and their products conform to my policies- Purchasing, Green, Ethical and Quality
• Ensure products conform to operator’s standards.
• Ensure products conform to international five star hotel industry standards.
• Ensure products conform to local and national standards, regulations and codes including to fire, safety, health and hygiene and electrical standards .
• Suggest ways to reduce costs through alternative suppliers.
• Advise on payment terms and purchase order terms and conditions.
• Respect the confidentiality of all Client information and the proprietary nature of hotel brand related information.
• Ensure transparency and no hidden costs or commissions from suppliers, thus avoiding the consultant / agent conflict. All supplier rebates and/or discounts are for the benefit of the client.
• Minimizes risks.
• Ensure suppliers are kept under regular review to confirm their continued adequacy and to measure performance.
How it works
How it works. Phases 1-7
I normally work with the Clients’ local team and focus on the Front end Activities including: Master lists/BOQs; Product Standards/Brands/Suppliers/Samples of main customer contact items; Tender Analysis;Best Deal Recommendations
The Client manages the Local Activities :Purchase Orders; Invoice Payment; Logistics, Delivery and Installation.
Phase 1 Client provides details of size and standard of hotel project.
Phase 2 We agree the scope of purchases, scope of work, timeline and consultancy fee.
Phase 3 I create the OS&E Product Master-lists, budgets, product description/features and BOQs.
I provide guidance on brands, suppliers, manufacturers, standards and samples.
I prepare a timeline of milestones.
Phase 4 Tender (by Client) to the suppliers and requests samples.
I review the quotes in terms of standards, prices and quantities.
I advise on best deal.
Phase 5 Client places the purchase orders, and pays the supplier invoice.
Supplier or manufacturer prepares or manufacturers goods.
Phase 6 Client selects freight forwarder who organises the logistics, local clearance, delivery to warehouse.
Phase 7 Hotel receives the goods into the hotel.
Any installation coordinated by Client with Project Manager.
Client tenders to the suppliers, places orders, pays suppliers; organises their freight agents to pickup and ship goods;coordinates importation/clearance etc; receipt/installation of goods at hotel; local procurement.
Hotel places items in stores and rooms.
Process and scope
Typical scope of OS&E scope. click here .
Participants- Who does what, when?



Hotel Procurement Presentation- Equipment (OS&E) 2022
Download the two files below:
Presentation OSE Robert Dunn 2022 June
OSE-Brochure-RobertDunn-April 2021
The Challenge
Don’t underestimate the complexity, diversity & quantity of equipment required for a new hotel.
Introduction
- Are you working on a new hotel project or resort?
- Perhaps you are a hotel owner, hotel operator, developer or local consultant.
- Still to purchase the operating supplies and equipment(OS&E)?
Did You Know?
- The value of the operating equipment for large hotel projects can be many millions of Euros.
- New hotels often need over 4000 products, from over 50 suppliers, in many countries.
- Products must conform to international hotel quality and safety standards.
- Professional procurement will lead to significant savings.
Who is my service for?
International Hotel operators, owners, developers, logistics companies & procurement companies.
How do I charge?
Normally a fixed fee is agreed with Client.
Principles
- Complete Client confidentiality.
- No hidden costs or commissions from suppliers.
- Commitment to safety, quality and value.
My Procurement Package in a Nutshell
- Preparation of equipment (OS&E) lists (over 4000 items) with quantities.
- Guidance on standards, suppliers & manufacturers .
- Assistance with tender process.
- Tender process for main OS&E (by Client).
- Tender analysis
- Budget estimates, time management.
- Ensure operators brand and supplier requirements are met .
- Arrange samples.
- Client is responsible for placing orders, payments & logistics.
Web Based Procurement Service
My service is web based as projects, and stakeholders are usually in diverse locations.
Competitive tendering (by Client)
- The selection of suppliers & products is normally through competitive tendering ensuring best quality and value for money.
- Local projects’ needs, terms and conditions are met, including delivery & installation dates.
- Pre-qualified suppliers are agreed with Client (normally 2 or 3 per main bid package).
- If project is to be fast-tracked (opening in less than 12 months) then single sourcing may be required.
- The Client’s and or Operator’s own suppliers are included in the tender process.
Online Showcase of Product Ideas .
- The showcase is exclusively for my five star hotel Clients.
- Helps Clients and operators in the selection process of key items.
- Presents some of best suppliers and manufacturers (over 200) and over 2000 of the main products required for a new hotel. (Includes items that are high visibility, customer contact items and also critical equipment that is essential for the operation of hotel.
- Most of the items have five star hotel operator references and many have been used in projects I have been involved with.
- Registered Clients have access to the Showcase and can create their own ‘Project Wish-list’ for those items to be included in the tender process.
About Suppliers and Manufacturers.
- Provide high-quality, cost competitive products
- Reliable services.
- Green in manufacturing process in terms of water usage, energy efficiency, sustainability of materials and effect on environment.
- Most conform to ISO standards (9001 & 14001) & use western managed quality control systems.
- Proven history of successful projects.
About Products and Brands.
- Many products direct from international manufacturers.
- Conform to operator’s brand and product standards.
- Conform to international five star hotel standards.
- Conform to local & national standards, codes and regulations.
- Conform to fire, safety, health and hygiene and electrical standards BS EN ISO ANSI or local equivalent.
- Green in terms of water usage, energy efficiency, and recycling reusing.
- Balance of design, functionality and durability
Request an equipment (OS&E) procurement proposal.

Send your request for a procurement fee proposal to robert@robertdunn.eu
Confirm details if available like:
- The number of guest rooms, restaurants, function and meeting rooms.
- The operator and standard of hotel.
- The location e.g. city, airport, resort etc.
- Opening date.
Area Questionaire
If more information regarding hotel configuration is available then download, complete and return the following area questionnaire:
Step1-2 Area questionnaire-New 2019 v2