Robert Dunn
Procurement Support
For New Luxury Hotel Projects
Hotel Equipment (OS&E)
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.
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
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 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.
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:

- Over 500 suppliers and manufacturers.
- Global and local.
- Significant savings for large projects.
- High-quality, reliable and green.
Important
- Please note, I am not a supplier but facilitate the contact between buyers & suppliers (introduce).
- Orders are concluded between the buyer (member or Client) and the supplier, should they (the buyer) choose to accept their offer.
About suppliers and their products
About Suppliers and Manufacturers.
A network of international pre qualified and trusted suppliers provide high-quality, cost competitive products and services. Criteria as follows:
- Provide high-quality, cost competitive products.
- Reliable services.
- Financially secure.
- International network providing centrally negotiated prices.
- Most conform to third party certification eg ISO standards (9001 & 14001) & use western managed quality control systems.
- Proven reliability and history of successful projects / references.
- Green in manufacturing process in terms of water usage, energy efficiency, sustainability of materials and effect on environment. ISO, EMAS, FSC, FISP
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
More information
Information for Suppliers
A strong supportive international supplier network is key to the successful completion of hotel projects.
Suppliers for hotel projects are selected through the pretender and tender process. Normally 3 suppliers are included in the tender process for high value packages. The best offers are selected by the Buyer (e.g. Client, owner). Final orders are placed by the Buyer direct with suppliers ie contracts (including payment) are between the Buyer and the Supplier.
My preferred supplier list including manufacturers and other specialists has been built up over thirty years of working on international projects. Supplier references include some of the most successful international hotel operators.
My Online Showcase of Product Ideas presents some of these preferred suppliers.
Selection Criteria for Suppliers and Manufacturers.
My network of international pre qualified and trusted suppliers provide high-quality, cost competitive products and services.
New Prospective suppliers should complete my pretender questionaire.
The selection criteria include the following:
- Provide high-quality, cost competitive products.
- Provide reliable flexible services.
- Financially secure.
- Must have international quality control processes in place
- Must have good references and a successful history of supply.
- Many have an international network providing centrally negotiated prices.
- Most conform to third party certification eg ISO standards (9001 & 14001) & use western managed quality control systems.
- Proven reliability and history of successful projects / references.
- Green in manufacturing process in terms of water usage, energy efficiency, sustainability of materials and effect on environment. ISO, EMAS, FSC, FISP
- They should ensure good working conditions for their employees.
- Products must have appropriate certification in terms of fire, safety, health, food and hygiene and electrical and local required certifications.
Online Showcase of Product Ideas (for luxury hotel projects)
- Through the Showcase, quality hotel products are presented, to luxury hotel project Clients, including international hotel operators, designers, hotel owners and buyers.
- The emphasis is on quality, design, environment, reliability, performance, service and safety.
- Many of our preferred suppliers are included in the showcase.
- Their products are often included in the tender process for new hotel projects.
- Prospective Suppliers for the showcase for luxury hotels should send their presentation to, robert@robertdunn.eu
- Any supplier not wishing to be showcased should advise me.
- The Showcase presents some of best suppliers and manufacturers ( over 500) and the main products (over 1000) required for a new hotel.
- The Showcase is not a directory of suppliers but a selection of suppliers. Many have five star hotel operators references. Some are pre-qualified.
The showcase is for general information purposes only and does not constitute professional advice.
Information for buyers.
- 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 to assess suppliers and ensure products conform to hotel and local standards with appropriate certification.
- 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
Examples of Countries.

- Furniture from UK, Denmark, Ireland, Germany, Poland, Spain, Greece,Portugal, Lithuania and Italy.
- Lighting from UK, Spain,France and Germany.
- Carpet from UK, Netherlands and Denmark.
- Artwork from South Africa, UK and France.
- Banquet furniture from UK, Turkey.
- Sheets, towels and duvets from Denmark, Ireland, Turkey, India, China and Germany.
- Bespoke from Bali, Thailand, UK, Italy, Lebanon, Hong Kong and India.
- Chinaware from UK, Thailand, France, Japan and Germany.
- Buffet China from Belgium Netherlands.
- Glass plates Israel.
- Cutlery from UK, Germany, Italy, France, Portugal and China.
- Minibars France, Sweden, Switzerland, Italy.
- Safes from Norway and Germany.
- Kitchen utensils from France, Spain,USA, Italy
- Bespoke guestroom/bathroom accessories from Netherlands, India & Bali.
- Floor cleaning from Germany, Switzerland.
- Guestroom electricals from UK, Belgium, Netherlands, Germany.
- Glassware from France, Germany and Austria.
- Buffets from Italy, Turkey, Hong Kong, S Korea and Australia.
- Uniforms from Lebanon, France, UK and Turkey.
- Trolleys from Belgium, Germany and Italy.
- Shaving mirrors from Germany, China and Belgium.
Supplier pre-qualification.
5 Key criteria for selecting a supplier
- price.
- value for money.
- quality.
- reliability.
- responsiveness.
- flexibility.
Prospective suppliers should be financially secure, have international quality control processes in place, have good references and a successful history of supply.
Products should conform to all appropriate hotel standards and local regulations including safety, electrical, fire, food and hygiene standards and have appropriate certification.
Prospective suppliers should read and confirm they conform to my policies below including ethical and green policies.
The pre-qualifying questionnaire (C-1) should be downloaded, completed and returned to Robert Dunn.
Ideas on FF&E suppliers & manufacturers.
________________________________
- Over 30 years of experience.
- Specialising in international hotel projects.
- Over 4000 products (OS&E) for each project.
- Based in UK and EU.
- Recent projects in UK, EU, Middle East & Africa.
- Global network of suppliers.


Full list
- Hotel du Collectionneur.
- Novotel.
- Langham Hotels.
- Jumeirah.
- Radisson Blu.
- Le Meridien.
- Golden Olive International – Boutique Management.
- Meyer Floating Solutions – OS&E Procurement for floating hotels.
- Viceroy – OS&E Procurement.
- Four Points – OS&E Procurement.
- Five Hotels Palm Jumeirah Dubai – OS&E Procurement. (luxury).
- Intercontinental Hotel Group (IHG) -Regent Hotels (Luxury) – OS&E Procurement.
- Hilton Garden Inn – OS&E Procurement.
- Marriots -Courtyard and AC Hotels. – OS&E Procurement.
- Sheraton. – OS&E Procurement.
- One and Only.
Le Meridien – OS&E Procurement.
Ibom Golf Resort(Nigeria)-FF&E/OS&E Supply & Consultancy Work.
Malta OS&E Supply and Consultancy Work .
Medinah OS&E Consultancy Work.
Kuala Lumpur OS&E Consultancy Work.
Port Harcourt(Nigeria) OS&E Supply and Consultancy Work.
Hilton International – OS&E Procurement. (over 100 projects). Examples:
Chennai Hilton India- OSE Procurement, FFE Support.
Malabo Hilton Equatorial Guinea- OSE Procurement, FFE Support.
Hilton Wangfujing Beijing.
Hilton Namhae(S Korea) Golf Resort OS&E Consultancy Work.
Sanya Resort and Spa Hilton OS&E Consultancy Work.
Phuket Conrad FF&E OS&E Consultancy Work.
Tokyo Conrad FF&E OS&E Consultancy Work.
Bali Conrad OS&E Consultancy Work.
Algiers Supply and OS&E Consultancy Work.
Frankfurt FF&E OS&E Supply and Consultancy Work.
Warsaw FF&E OS&E Consultancy Work.
Antwerp OS&E Supply and Consultancy Work.
Langham London FF&E OS&E Supply and Consultancy Work.
Sandton(South Africa) OS&E Consultancy Work.
Bucharest FF&E OS&E Supply and Consultancy Work.
Paris CDG FF&E OS&E Supply and Consultancy work. On site coordination.
Paris La Defence FF&E-Guestrooms only.
Paris Champs Elyesee OS&E Consultancy Work.
Copenhagen FF&E OS&E Consultancy Work.
Hanoi OS&E Consultancy Work.
Durban OS&E Consultancy Work.
Antwerp Hilton.
Other Groups
Lagos Novotel F&B OS&E Supply/Consultancy Work.
JJW Hotels.
Scandic.
Jin Mao Group-China.



- I am based in EU and UK.
- Owners save money.
- Significant savings available for new projects.
- Operators improve product standards.
- Products direct from a 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
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.
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.
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.
Challenges
There are several potential challenges and issues that can arise at the beginning of a hotel project when planning the procurement of Operating Supplies and Equipment (OS&E). Some of these include:
- Lack of detailed specifications: One of the key challenges in procuring OS&E is ensuring that the items selected meet the hotel’s specific needs and requirements. Without clear and detailed specifications, it can be difficult to ensure that the products selected are of the right quality and will meet guest expectations.
- Lead times: Many OS&E items have long lead times, which can make it challenging to coordinate delivery and installation schedules to ensure that the hotel is ready to open on time. This is especially true for custom or bespoke items, which may require longer lead times than off-the-shelf products.
- Budget constraints: OS&E procurement can be a major expense for a hotel project, and it is important to manage costs carefully to avoid overspending or delays. However, balancing cost considerations with the need to provide high-quality and guest-friendly amenities can be a challenge.
- Supplier selection: Finding reliable suppliers who can provide the required OS&E items at a reasonable cost can be a challenge, especially in regions where supply chains are less developed. It may be necessary to work with local or regional suppliers to ensure timely delivery and installation of items.
- Coordination with other project activities: Procuring OS&E is just one aspect of the overall hotel project, and it is important to coordinate procurement activities with other project activities, such as construction, design, and staffing, to ensure that everything is completed on time and within budget.
Overall, effective planning and coordination are key to ensuring a smooth procurement process for OS&E in a hotel project, and it is important to work with experienced suppliers and project managers to manage the various challenges and issues that can arise.
Quality
OS&E stands for Operating Supplies and Equipment, which includes all the tangible items and equipment required to run a hotel smoothly, such as tableware, linens, cutlery, uniforms, and kitchen equipment. Quality in terms of OS&E for luxury hotels refers to the level of excellence or superiority in the design, materials, and craftsmanship of these items.
For luxury hotels, quality in OS&E is an important aspect of creating a memorable and exceptional guest experience. It involves selecting high-end materials, such as fine china, crystal glassware, and high thread count linens, that are durable, aesthetically pleasing, and functional. It also involves attention to detail in the design of these items, such as intricate patterns or unique shapes that reflect the hotel’s brand and image.
In addition to the aesthetic aspects, quality in OS&E also involves ensuring that the equipment and supplies are functional, safe, and easy to use. This may involve investing in state-of-the-art kitchen equipment, ergonomic furniture, and technology that enhances the guest experience.
Ultimately, quality in OS&E for luxury hotels is about creating an environment that exceeds guest expectations and elevates the overall guest experience.
Standards
Defining the quality of products for a new luxury hotel project requires a comprehensive understanding of the hotel’s brand and target market, as well as the specific needs and preferences of guests. Here are some key considerations to keep in mind when defining quality for a luxury hotel project:
- Brand standards: Luxury hotels typically have a well-defined brand with specific standards and expectations for the guest experience. This includes everything from the hotel’s design and decor to the quality of its amenities and services. When defining quality for a new luxury hotel project, it’s important to align with the brand’s standards and ensure that all products meet or exceed these expectations.
- Guest expectations: Luxury hotel guests have high expectations when it comes to the quality of the products and services they receive. This includes everything from the quality of the bedding and towels to the amenities and toiletries provided in the room. When defining quality for a new luxury hotel project, it’s important to take into account the specific needs and preferences of the hotel’s target market and ensure that all products meet or exceed these expectations.
- Durability and longevity: Luxury hotels typically invest in high-quality products that are designed to last for many years. When defining quality for a new luxury hotel project, it’s important to choose products that are durable and will stand up to the wear and tear of regular use. This includes everything from the furniture and fixtures to the linens and towels.
- Sustainability: Luxury hotels are increasingly focused on sustainability and environmental responsibility. When defining quality for a new luxury hotel project, it’s important to choose products that are environmentally friendly and sustainable, such as those made from recycled or eco-friendly materials.
- Supplier reputation: The quality of the products chosen for a new luxury hotel project is also influenced by the reputation and track record of the suppliers. When selecting suppliers, it’s important to choose those with a strong track record of delivering high-quality products and excellent customer service.
By considering these factors and carefully defining the quality standards for a new luxury hotel project, hoteliers can ensure that they deliver a superior guest experience that meets the needs and preferences of their target market.
When it comes to fire, safety, electrical, food, and hygiene standards for a new luxury hotel project, there are several international standards and certifications that hoteliers should consider. Here are a few examples:
- Fire and safety standards: One of the most widely recognized international standards for fire and safety in hotels is the National Fire Protection Association (NFPA) Life Safety Code. This standard provides guidelines for building construction, egress, and other safety features to help ensure that guests and staff can safely evacuate in the event of a fire or other emergency.
- Electrical standards: Electrical safety standards are often regulated by national or regional authorities, but there are also international standards that hoteliers can reference. One example is the International Electrotechnical Commission (IEC), which provides standards for the design, installation, and maintenance of electrical systems and equipment.
- Food and hygiene standards: The World Health Organization (WHO) provides international guidelines for food safety and hygiene, which can be useful for hoteliers when designing and implementing their food service operations. In addition, the ISO 22000 certification provides a framework for food safety management systems, which can help ensure that hotels are following best practices for food safety.
- International hotel standards: Several organizations provide international standards and certifications specifically for hotels. The most widely recognized of these is probably the International Organization for Standardization (ISO), which has developed several standards related to the hospitality industry, including ISO 9001 for quality management and ISO 14001 for environmental management. In addition, the Global Sustainable Tourism Council (GSTC) provides certification for sustainable tourism operations, including hotels.
The European Union (EU) has several regulations and directives related to fire and safety, electrical, food, and hygiene standards for hotels. Here are a few examples:
- Fire and safety standards: The EU has several regulations and directives related to fire and safety in hotels, including the Construction Products Regulation (CPR) and the Fire Safety Order. These regulations provide guidelines for fire safety in building design and construction, as well as requirements for fire safety equipment and procedures.
- Electrical standards: Electrical safety standards in the EU are regulated by the European Committee for Electrotechnical Standardization (CENELEC) and the European Union Agency for Railways (ERA). These organizations provide standards and certifications for electrical equipment and installations, as well as guidelines for electrical safety in building design and construction.
- Food and hygiene standards: The EU has several regulations related to food safety and hygiene in hotels, including the General Food Law Regulation and the Food Hygiene Regulation. These regulations provide guidelines for food safety and hygiene in food service operations, as well as requirements for food labelling and traceability.
- International hotel standards: Several of the international standards and certifications I mentioned earlier are also recognized and used in the EU, including ISO 9001 and ISO 14001. In addition, the EU has its own hotel certification program called the EU Ecolabel, which provides certification for environmentally friendly hotels.
By adhering to these EU regulations and certifications, hoteliers can help ensure that their new luxury hotel project meets or exceeds the highest standards for fire, safety, electrical, food, and hygiene in the EU. This not only helps protect guests and staff, but also enhances the hotel’s reputation and guest experience.
Standards v specifications
Product Standards:
Product standards are established guidelines or criteria that specify the minimum requirements, characteristics, and performance expectations that a product must meet. These standards are typically set by industry organizations, government agencies, or international bodies to ensure consistency, safety, and quality across products within a particular category. Compliance with product standards helps ensure that products are safe, reliable, and compatible with other products in the market. Standards can cover a wide range of aspects, including materials, design, dimensions, fire saftey, food standards, hygiene, safety features, and more.
Product Specifications:
Product specifications, on the other hand, provide detailed and specific information about a product’s attributes, features, and characteristics. Specifications outline the exact requirements for a product’s design, materials, dimensions, performance metrics, and other relevant details. These specifications are often used as a blueprint for manufacturers to create products that meet the established standards. They can also include information about tolerances, manufacturing processes, testing procedures, and any other relevant information needed to produce the product as intended.
In essence, while product standards set the overarching rules and requirements that products must adhere to, product specifications provide the detailed instructions on how to design, manufacture, and test a product to meet those standards.
Product Standards in Luxury Hotel Products: Luxury hotels often have high standards for the quality and presentation of their products. These standards ensure that the products provided to guests meet a certain level of luxury and excellence. For example, a luxury hotel might have product standards that require all towels to be made from premium Egyptian cotton, have a specific thread count, and be a certain size. These standards ensure that guests experience the expected level of luxury during their stay.
Product Specifications in Luxury Hotel Products: When it comes to luxury hotel products, product specifications delve into the specifics of how each product should be designed, manufactured, and presented. For instance, a luxury hotel might provide detailed specifications for their mattresses, including the type of mattress, the layers of foam, the stitching pattern, and even the specific firmness level. These specifications guide manufacturers in creating products that align with the hotel’s desired level of luxury and comfort.
In this context, product standards would outline the general expectations for luxury and quality across all hotel products, while product specifications would provide the precise instructions for creating each product to meet those standards. By meticulously defining both standards and specifications, luxury hotels can ensure that their guests consistently enjoy a top-tier experience.

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

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
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. |

Troubleshooting tips.
- Evaluate your hotel’s needs: Start by assessing your hotel’s needs and identifying the necessary OS&E items. This will help you determine what types of equipment, amenities, and supplies are required to maintain a high level of guest satisfaction.
- Determine your budget: Establish a budget for your OS&E purchases. Determine the amount of money you are willing to spend on each category of OS&E, such as linens, towels, guest amenities, and housekeeping equipment.
- Research suppliers: Look for reputable OS&E suppliers that offer high-quality products at competitive prices. Check their reputation, delivery times, and return policies to ensure you are getting the best value for your money.
- Check for compatibility: When purchasing equipment, make sure it is compatible with your existing systems. For example, if you are buying new housekeeping carts, ensure they fit in your storage room and can navigate around tight corners.
- Request samples: Before making a large purchase, request samples of the items you are considering. This will help you evaluate the quality of the products and ensure they meet your hotel’s standards.
- Test before buying in bulk: Order a small quantity of an item to test it out before purchasing in bulk. This way, you can ensure that it meets your hotel’s standards before committing to a larger order.
- Keep track of inventory: After making your purchases, keep track of your inventory to avoid overstocking or running out of important items. Use an inventory management system to stay organized and prevent waste.
By following these tips, you can troubleshoot potential issues when purchasing OS&E for hotels and make informed decisions that benefit your hotel’s operations and guests.
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.
We are looking for product ideas to be presented in our Product Showroom of Green Items . Products and suppliers must conform to our green policy and pre-qualification process.
What are green products?
Examples
- Products that are energy, water and resource efficient.
- Made with minimum use of virgin materials.
- Non polluting in manufacture.
- Materials re-usable and recyclable.
- Products often have eco labels and certifications schemes.
If all other factors are similar (price, quality, service, maintenance and resupply etc), a local supplier may be chosen over a remote supplier as the reduced distances reduces risks and in addition represents a positive environmental benefit.
Green ideas
Glass racks and glasses
Good quality glass racks and glass rack trolleys in sufficient quantities will reduce breakages when being washed, transported and stored.
Heavy bases and long stems will increase breakages when glasses are washed and drained.
Hairdryers
Swivel switches to be used.
Ironing centre
Timer on iron.
Newspapers
Place news papers at central location like lobby and therefore reduce newspaper usage
Newspaper “cane” type holder often provided by hotels.
Lift Lobby (Guestroom Floors) recycling bins
Consider having a recycling bin next to ashstand/bin
Energy Efficiency
If purchasing appliances rated under the EU’s environmental labelling scheme, check the energy efficiency of the model concerned. If an appliance is not rated under this scheme ask the supplier for details of the normal power consumption. This should help to determine the overall cost of buying and using an appliance.
Minibar
Use glass door so client does not need to open door to see products and therefore using more energy to re cool . Ensure good insulation, improved energy transfer surfaces, more precise temperature and defrost
Linen
The higher the thread count the longer the linen lasts
Batteries
Batteries contain Cadmium, Lead and Mercury and usually end up in landfill sites after use. Where possible mains electricity should be used in preference to batteries, or rechargeable batteries should be purchased as these may be used up to 500 times before disposal
Renewable
- Uses renewable materials eg cotton sheets. towels, table cloths, furniture,
- Made with minimum use of virgin materials.
- Made with maximum use of recycled materials.
- Non (or reduced) polluting
Photocopiers
Take into account the capital but also running and disposal costs? Ensure that office machinery which is purchased has energy saving devices incorporated such as “sleep facilities” on photocopiers, PCs and printers. Must be able to use recycled paper Should provide a duplex function .
Printers
Must be able to use recycled paper.
Should provide a duplex function .
Wheely Bins
For recycled cans, glass paper, plastic. Coloured wheely bins to be provided.
Compacters for compacting paper and cardboard.
Vacuum cleaners Eco vacuum cleaners. Low noise .Easily repaired and upgraded with guaranteed stocks of replaceable parts
Foams
Ensure any furniture foams do not contain CFCs or HCFC
Lamps
Dimmer switches on lamps will use less energy . Use LEDs or CFLs.
Timber Furniture
Timber from tropical rain forests is being destroyed at around the rate of 20 million hectares each year. Tropical hardwood is typically used in furniture, insulation, packaging, fittings and doors.
The Forestry Stewardship Council (FSC) oversees the certification and labelling of products that have come from sustainably managed forests. There are now more than 8 million hectares of FSC certified forests throughout the world. It is preferable to buy products that have been FSC certified, look out for the FSC tick mark on products.
- MDF and chipboard use recycled wood.
- Check that the furniture comes with comprehensive maintenance and repair instructions.
- Check with the supplier/manufacturer of furniture to see if any plastic fittings on furniture are coded to facilitate recycling.
- Preferably any plastic and metal fittings should be made from post consumer waste.
Internal Plants
The production or supply of some products is harmful to wildlife, which in turn can adversely effect the environment. Do not purchase or specify:
- Plants and bulbs taken from the wild (many are protected by law)
- Products whose extraction can be harmful to the environment such as peat, water worn limestone, coral and natural sponge.
- Products from animals on the endangered species list.
Doors
Specify spring loaded plastic flap doors to shut the door and save electricity.
Architecture
Use energy saving materials and techniques
- Thermographic images to ensure building is air tight .
- Up to date ventilation and HVAC .
- Building management system.
- Energy efficient lifts.
- Energy saving lights, dimmers and motion detectors.
- Key activated lighting in rooms (3 star).
Compact Fluorescent Lamps(CFL) v Light emitting diodes (LED)
LEDs are more expensive in up front cost but less expensive in the long term as they last longer and use less energy. CFLs produce more heat which may be a problem in recessed lights. LEDs last longer . LEDs more robust. LEDs use 35-50% less energy than LEDs. LEDs have better dimmability. LEDs are good with solar panels as they use less energy. LEDs more variety. -diffused, dimmable, tracking lighting, resessed, candelabra, tube.
Wood preservatives containing pentachlorophenol, lindane or tributynin should not be purchased (or woods treated with preservatives containing such substances)
Avoid CFCs
Local Sourcing
Domestic Sourcing
Advantages of Domestic Sourcing
Fast Delivery
Domestic sources are usually closer to the hotel than ‘imported sources’. Sources like raw materials, services or products can be delivered in shorter periods of time compared to foreign sources. After sales, exchange or refunds of faulty products will benefit as well; as it is always easier to communicate with local business rather than international cooperations. Further, there is also quicker reaction to emergency situations or faster decision making to uncertainties in the market.
Consumer confidence
Japanese green tea bottle label identifying the tea as having been grown in Japan
Shorter time for transportation could ensure that products such as food and drinks stay fresh. It is statistically proven that domestic sourcing increases consumer confidence; according to a report by IGD, 57% of consumer who consider buying local food because it is fresher.[2] It may also influence a consumer’s decision when it comes to multiple options; with a domestic sourcing strategy, selling local products can help to gain support from consumers who are concerned about the origin of the product that they are buying for political, ethical, or environmental reasons.[2] It is also persuasive to tell consumers that local products are quality assured; buying with confidence is a very important aspect for retailers to gain trust from consumers, subsequently increasing brand awareness and loyalty[3].
Cost benefit
Business or retailers who have strong relationships with local suppliers do not have to go through a long supply chain which will help to reduce the cost of sales, resulting in attracting more consumers with a lower selling price. Less transportation between the supplier and retailer may also reduce the selling price as transportation costs are cut.
Job opportunities
Increases in domestic sourcing rather than international sourcing will increase the job opportunities for locals. If all local business supports domestic sourcing, and the demand for domestic sourcing will increase, more job opportunities is then created to meet the new demands.
Benefits to the local economy
According to IGD report, over 54% of consumers buy local food as they feel obliged to support local producers and farmers in 2006.[2] An increase in domestic sourcing for the labour force would benefit the economy of the state or country by increasing the circular flow of income; it is estimated that every £10 spent on local product is worth a £25 increase in the circular flow of income of the local economy.[4] When there is an increase in demand for domestic sourcing, local suppliers have to hire more people to meet the boost in the demand, these new workforces will spend more money in the local economy which will thereafter produce a positive multiplier effect. Further, local business tend to give more wages than most corporate chains, which means that employees will receive more disposable income.[5][6]
Protecting local culture
There are many local business selling unique products or services such as handcrafting or tailored products that nowhere else can offer; supporting domestic sourcing could prevent large corporate chains taking over the high street, preventing small business from being eliminated. Domestic sourcing also encourages more entrepreneurs to start small businesses in local markets.
Time Zone advantage
Firms that support domestic sourcing or manufacturing could enjoy the benefit of having the same time zone with the supplier, which means quicker respond from supplier for any enquiry or questions, sometimes a couple of minutes of delay in solving problems could cost millions for the business, it is always good to be easy to communicate supply.
Disadvantage of Domestic sourcing
Trade war / Price war
Domestic sourcing campaign may trigger trade war globally. When one country starts to encourage their citizens to buy domestic goods, there are usually resistances from other countries. As result of that, poorer countries with significant disadvantage may be forced to add levy against a certain country. The most recent example of trade war happened in 2013 when EU claimed that China is selling solar panels below the average cost which resulted in lesser demand for solar panels made in Europe, which then led to trade war between China and EU.[14]
Import
Certain domestic goods can be very expensive compared to other countries, so business that attempt to sell locally can find sales hurting if demand for such products are low.
Export
Export firms who chose to use more expensive domestic resources may lose their competitiveness in the global market due to higher cost of production, oversea demand will shrink eventually and with a consequence of a negative balance of trade and affect national GDP (Consumption + Investment + Government spending + (Export – Import))[15]
Green certificates
ISO 14001 Certification from main suppliers
The ISO 14000 family addresses various aspects of environmental management. It provides practical tools for companies and organizations looking to identify and control their environmental impact and constantly improve their environmental performance. ISO 14001:2004 and ISO 14004:2004 focus on environmental management systems. The other standards in the family focus on specific environmental aspects such as life cycle analysis, communication and auditing.
ISO 14001:2015
ISO 14001:2015 sets out the criteria for an environmental management system and can be certified to. It does not state requirements for environmental performance, but maps out a framework that a company or organization can follow to set up an effective environmental management system. It can be used by any organization regardless of its activity or sector. Using ISO 14001:2004 can provide assurance to company management and employees as well as external stakeholders that environmental impact is being measured and improved.
The benefits of using ISO 14001:2004 can include:
- Reduced cost of waste management
- Savings in consumption of energy and materials
- Lower distribution costs
- Improved corporate image among regulators, customers and the public.
- Most of the main suppliers conform to ISO and other environmental standards.
ISO 26000 Gives organizations guidance on implementing social responsibility initiatives.
EMAS (Eco Management and Audit System)
European Union ECO label promoting sustainable production and consumption.
An ECO label is awarded to a product that has a reduced environmental impact. The environmental impact of a product is determined by producing a life cycle assessment of the product.
The Furniture Industry Sustainability Programme (FISP)
FISP-Social progress, protect environment, prudent use of natural resources, stable level of growth and employment .
The Forestry Stewardship Council (FSC) oversees the certification and labelling of products that have come from sustainably managed forests.
LEED and BREEAM Environmental assessment of buildings:
- LEED Leadership in Energy and Environmental Design
- BREEAM Building Research Establishment Environmental Assessment Method (UK).
The Furniture Industry Sustainability Programme (FISP)
Social progress, protect environment, prudent use of natural resources,stable level of growth and employment
Typical statements include: “Environmentally friendly” – meaningless if unexplained
Green program
Eco program ideas
The rule is – do not compromise your guest experience with your eco-program, but enhance your guest experience with your eco-program.
There are actions and products that benefit the environment that match every star level of service offered.
Eco-friendly products eg biodegradable toiletries.
Develop policies for plastic reduction and clean energy.
Use reusable water bottles for on-site filtered water.
Use electric vehicles.
Source local produce.
Use solar panels.
Organic wine and fresh-fruit cocktails.
Bamboo straws or alternative.
Bamboo towels.
Line-caught fish.
Use biodegradable garbage bags and takeaway containers.
Plant trees.
Use natural lighting.
LED lighting and energy-efficient appliances.
Linen and towel re-use reduces laundry detergent and water use.
Use water saving devices, water filtration systems, and air filtration/purifiers.
System for using excess water can be used for liquid fertilizer.
Use motion sensors wherever possible.
Implement a recycling program to reduce waste.
Provide guest recycling receptacles .
Consider using milk in jugs instead of individual milk portions.
Always use recycled paper, wherever possible eg napkins, hotel stationary and paper.
Print both sides of office paper, and then recycle.
Use recycled toner.
Internet-based reports to reduce paper waste.
Buy I.T. consumables which are taken back by the supplier for re-use/recycling
Replace all cleaning agents and chemicals used to clean guestrooms with non-toxic, environmentally safe products. This reduces bleach and ammonia based products.
Replace all paints and solvents with eco-friendly paints (low VOC).
Donate usable hotel items to local non-profit organizations.
User energy and water-efficient equipment eg in laundry , kitchen , guestrooms eg air conditioning and in-room minibars.
Reduce use of disposable cups in employee areas.
Replace incandescent lighting with low enery light bulbs-LED, halogens, compact fluerescent lamps (cfl).
Recycling Remarks
Up to 80% of waste can be recycled.
Landfill sites are the most common forms of waste disposal in the UK but the availability of sites is reducing and the cost of landfill is increasing.
Some of the products placed in landfill sites take hundreds of years to breakdown (such as plastics).
Before purchasing, it is recommended that there is an evaluation of the potential for recycling the product in question, particularly comparing it against similar products on the market.
When purchasing look for goods which are durable and that can be easily repaired and upgraded with guaranteed stocks of replaceable parts.
Use only biodegradable products.
Main Hotel Products- Environmental Remarks.
1 Beds
-
- Choose mattresses made from sustainable materials, such as organic cotton, natural latex, or eco-friendly foam.
- Opt for bed frames made from recycled or reclaimed wood.
- Use pillows filled with organic or recycled materials.
- Electrical Accessories:
- Install energy-efficient power outlets and USB charging ports that automatically switch off when not in use.
- Kettle:
- Select energy-efficient electric kettles that have quick boiling features and automatic shut-off functions.
- Hairdryer:
- Choose energy-efficient hairdryers that have low power consumption and adjustable heat settings to conserve energy.
- Ensure swivel on off switch so that hairdryer turns off when not in use.
- Ironing and Irons:
- Opt for steam irons with energy-saving features, such as auto shut-off when not in use for a certain period of time.
- Provide ironing boards made from sustainable materials, such as bamboo.
- Minibar:
- Use energy-efficient mini-refrigerators with high energy star ratings.
- Stock the minibar with locally sourced, organic, and fair-trade products to promote sustainability.
- Feather Duvet:
- Choose responsibly sourced and certified organic feather duvets to ensure ethical and sustainable practices.
- Bed Sheets:
- Use bed sheets made from organic cotton or other sustainable materials, which are free from harmful chemicals and pesticides.
- Towels:
- Provide towels made from organic cotton or bamboo, which are softer on the skin and more environmentally friendly.
- Furniture:
- Select furniture made from sustainably sourced materials, such as FSC-certified wood or recycled materials.
- Opt for furniture with water-based finishes or low VOC finishes to minimize off-gassing of harmful chemicals.
- Glassware:
- Choose some glassware made from recycled glass to reduce the environmental impact of production.
- Ice Machines:
- Choose energy-efficient ice machines that optimize ice production while minimizing energy consumption.
- Photocopiers:
- Select energy-efficient photocopiers with duplex printing capabilities to reduce paper waste.
- Uniforms:
- Choose uniforms made from organic or recycled materials.
- Consider uniforms that have longer durability, reducing the need for frequent replacements.
- Air Conditioning Units:
- Select energy-efficient air conditioning units with high SEER (Seasonal Energy Efficiency Ratio) ratings.
- Opt for units that use eco-friendly refrigerants with lower global warming potential.
- Main Kitchen Equipment:
- Choose energy-efficient kitchen equipment with Energy Star ratings.
- Opt for equipment made from recycled or recyclable materials.
- Use water-efficient dishwashers and sinks to minimize water usage.
Implementing these environmentally friendly product features can significantly reduce the ecological footprint of a hotel and promote sustainable practices throughout its operations.
Buying local v overseas tips.
Advantages of Local Buying:
- Faster delivery times: Local suppliers can typically provide faster delivery times than overseas suppliers, which can be critical when you need to meet tight project deadlines.
- Better quality control: With local suppliers, it’s easier to maintain quality control because you can easily visit their facilities to inspect the products or materials before making a purchase.
- Reduced shipping costs: Local suppliers don’t have to ship products or materials over long distances, which can significantly reduce shipping costs.
- Greater flexibility: With local suppliers, you can often negotiate more flexible payment and delivery terms, which can help you manage your budget and project timeline more effectively.
- Supports the local economy: Buying from local suppliers helps support the local economy and can contribute to the development of local businesses and communities.
Disadvantages of buying overseas.
- Increased transportation emissions: Shipping products or materials from overseas can result in significantly higher transportation emissions due to the longer distance and modes of transport used. This can contribute to increased CO2 levels and harm the environment.
- Longer lead times: Sourcing products or materials from overseas can result in longer lead times due to shipping and customs clearance. This can cause delays in the project timeline, which can ultimately increase the carbon footprint of the project.
- Lower quality control: With overseas suppliers, it can be more difficult to maintain quality control, particularly if you’re unable to visit the supplier’s facilities in person. This can result in subpar products that require rework or replacement, which can contribute to higher CO2 emissions from additional transportation and waste.
- Risk of supply chain disruptions: Sourcing products or materials from overseas can increase the risk of supply chain disruptions due to political or environmental factors, which can cause delays and increase CO2 emissions from transportation and re-sourcing.
- Limited visibility into environmental practices: Overseas suppliers may not have the same environmental standards or regulations as domestic suppliers, which can make it difficult to ensure that the products or materials are sustainably sourced or manufactured.
Overall, these disadvantages highlight the potential impact on CO2 levels when buying overseas. By carefully considering the carbon footprint of your procurement decisions, you can help reduce the impact on the environment and promote sustainability in your hotel project.
Advantages of Overseas Buying:
- Cost savings: Overseas suppliers can often offer lower prices due to lower labor and manufacturing costs, which can help reduce project expenses.
- Access to unique products: Some products may only be available from overseas suppliers, giving you access to a wider range of options to choose from.
- Specialized expertise: Overseas suppliers may have specialized expertise in certain products or manufacturing processes, which can be beneficial if you need unique or customized products.
- Diversification of suppliers: Sourcing from overseas suppliers can help diversify your supply chain, reducing your dependence on a single supplier and minimizing the risk of supply chain disruptions.
Ultimately, the decision to buy locally or overseas will depend on your specific project requirements, budget, timeline and operator’s policies.. Careful consideration of the advantages and disadvantages of each option will help you make an informed decision that best meets your project needs.
Environments Policy - OS&E for new openings.
Title: Environmental Policy for New Hotel Openings: OS&E and FF&E
Introduction: At [Hotel Name], we are committed to minimizing our environmental impact and promoting sustainable practices in all aspects of our operations. This policy focuses on the procurement of Operating Supplies and Equipment (OS&E) and Furniture, Fixtures & Equipment (FF&E) for new hotel openings, ensuring that environmentally friendly options are prioritized. By incorporating sustainable materials and practices into our procurement processes, we aim to reduce waste, conserve resources, and contribute to a greener future.
- Sustainable Material Selection: 1.1. Preference for Recycled or Renewable Materials: Whenever possible, we will select OS&E and FF&E made from recycled or renewable materials, such as reclaimed wood, recycled plastic, or sustainable textiles. 1.2. Non-Toxic and Low VOC Materials: We will prioritize products that are free from harmful chemicals, including paints, adhesives, and coatings with low volatile organic compound (VOC) emissions, ensuring a healthier environment for both guests and staff.
- Energy Efficiency: 2.1. Lighting: We will utilize energy-efficient lighting solutions, such as LED or CFL bulbs, in all areas of the hotel, including guest rooms, public spaces, and exterior lighting. 2.2. Appliances and Equipment: We will select energy-efficient appliances and equipment with high energy star ratings, promoting reduced energy consumption and operational costs.
- Water Conservation: 3.1. Plumbing Fixtures: We will install water-efficient fixtures, including faucets, showerheads, and toilets, to minimize water usage without compromising guest comfort. 3.2. Linen and Towel Reuse Program: Implementing a linen and towel reuse program will encourage guests to participate in water conservation efforts during their stay.
- Waste Management: 4.1. Recycling Initiatives: We will establish comprehensive recycling programs throughout the hotel, ensuring that appropriate recycling bins are conveniently located for guests and staff. 4.2. Minimizing Single-Use Items: We will strive to reduce the use of single-use items, such as disposable toiletries or packaging, by offering refillable amenities and utilizing bulk purchasing options where feasible.
- Supplier Engagement: 5.1. Sustainable Supplier Selection: We will actively seek suppliers and manufacturers who share our commitment to sustainability, providing preference to those with established environmental certifications or green credentials. 5.2. Collaboration for Innovation: We will engage with suppliers to explore innovative and eco-friendly solutions for OS&E and FF&E, fostering a culture of continuous improvement in sustainable practices.
- Employee Education and Engagement: 6.1. Training and Awareness: We will conduct regular training sessions and awareness programs for our staff to promote environmental responsibility and provide them with the knowledge and tools to implement sustainable practices. 6.2. Feedback and Suggestions: We will actively encourage employees to share their ideas and suggestions for improving environmental performance, creating a collaborative and engaged workforce.
- Monitoring and Reporting: 7.1. Performance Tracking: We will establish key performance indicators (KPIs) to monitor the effectiveness of our environmental initiatives, regularly reviewing and reporting on our progress. 7.2. Continuous Improvement: Based on the results of performance monitoring, we will identify areas for improvement and implement necessary actions to enhance our environmental performance further.
Conclusion: By implementing this policy, [Hotel Name] is committed to developing new hotels that prioritize sustainability and environmental responsibility. We strive to create a positive impact on the environment while providing exceptional guest experiences. This policy will guide our procurement decisions and operational practices, contributing to a more sustainable future for the hospitality industry.

Smart phone stuff
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Robert Dunn
Procurement Support
For New Luxury Hotel Projects
Hotel Equipment (OS&E)
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:
- Owners save money.
- Operators improve standards.
- Buy direct often at factory prices.
- Nothing forgotten or double counted.
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.
About Suppliers and Manufacturers.
- Provide high-quality, cost competitive products and 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.
- Products conform to:
-operator’s brand and product standards.
-international five star hotel standards.
-local & national standards, codes and regulations.
-fire and safety standards
-health and hygiene standards.
-electrical standards BS EN ISO ANSI or local equivalent.
- Green in terms of water usage, energy efficiency, and recycling reusing.
- A balance of design, functionality and durability.
I am a procurement consultant with nearly thirty years of multi-brand hotel project experience .
More information
I am a procurement consultant with nearly thirty years of multi-brand hotel project experience.
I support Clients/local partners in the procurement of over 4000 products (OS&E) for each hotel 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.
Presentation - OS&E
Download the two files below:
Presentation Robert Dunn June 22
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 & 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.
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 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
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 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.
How it works.
Phase 4-7 by Client’s team & hotel’s team.
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 with guidance from me) 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.
Installation coordinated by Client with Project Manager.
Hotel places items in stores and rooms.
Client sends out tender, places purchase orders, pays suppliers, organises logistics, importation, receipt/installation of goods at hotel, local procurement.
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.
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.

- Over 500 suppliers and manufacturers.
- Global and local.
- Significant savings for large projects.
- High-quality, reliable and green.
Suppliers pre-qualify
5 Key criteria for selecting a supplier
- price.
- value for money.
- quality.
- reliability.
- responsiveness.
- flexibility.
Prospective suppliers should read and confirm they conform to my policies below including ethical and green policies.
The pre-qualifying questionnaire (C-1) should be downloaded, completed and returned to Robert Dunn.
Prospective Suppliers should be financially secure, have international quality control processes in place, have good references and a successful history of supply.
Products should conform to all appropriate hotel standards and local regulations including safety, electrical, fire, food and hygiene standards and have appropriate certification.
About Suppliers and Manufacturers.
A network of international pre qualified and trusted suppliers provide high-quality, cost competitive products and services. Criteria as follows:
- Provide high-quality, cost competitive products.
- Reliable services.
- Financially secure.
- International network providing centrally negotiated prices.
- Most conform to third party certification eg ISO standards (9001 & 14001) & use western managed quality control systems.
- Proven reliability and history of successful projects / references.
- Green in manufacturing process in terms of water usage, energy efficiency, sustainability of materials and effect on environment. ISO, EMAS, FSC, FISP
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
Countries of Manufacturers.
- Australia.
- Bali.
- Belgium.
- China.
- Croatia.
- Denmark.
- France.
- Germany.
- Hong Kong.
- India.
- Ireland.
- Israel.
- Italy.
- Japan.
- Lebanon..
- Lithuania.
- Mexico.
- Morocco.
- Netherlands.
- Norway.
- Poland.
- Portugal.
- S Korea.
- South Africa.
- Spain.
- Sweden.
- Switzerland.
- Thailand.
- Turkey.
- UAE.
- UK.
- USA.

We are looking for product ideas to be presented in our Showcase of green ideas. Products and suppliers must conform to our green policy and pre-qualification process.
Green products - more info.
- Products should be energy, water and resource efficient.
- Made with minimum use of virgin materials.
More information about Green Criteria.
- Non polluting in manufacture.
- Materials re-usable and recyclable.
- Products often have ecolabels and certifications schemes.
- Suppliers normally conform to my Green Policy.
If all other factors are similar (price, quality, service, maintenance and resupply etc), a local supplier may be chosen over a remote supplier as the reduced distances reduces risks and in addition represents a positive environmental benefit.

Hotel Brands
- Golden Olive International
Boutique Management Company. - Meyer Floating Solutions- Floating Hotels
- Hilton International ( over 100 projects)
- Viceroy.
- Le Meridien.
- Four Points.
- Five Hotels – Palm Jumeirah Dubai (luxury)
- Intercontinental Hotel Group (IHG) Regent Hotels (Luxury)
- Six Senses
- Hilton Garden Inn
- Marriots -Courtyard and AC Hotels
- Sheraton.












































Our recent projects are in UK, EU, UAE and Africa.



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
Questions/Request a fee proposal to: robert@robertdunn.eu
Include the following information if available:
- Hotel facilities – number of guest rooms and restaurants.
- Standard of hotel.
- Name of the hotel operator if available.
- Anticipated date of opening.
Contact details
- EU Office La Rochelle, France
Tel/Whatsapp: +33 (0)627336130 robert@robertdunn.eu
- UK Office Richmond, North Yorkshire
Tel : +44 (0)7749 262637
More information
- Special discounts possible from my network of preferred suppliers.
- Please note, that I am not a supplier but facilitate the contact between you the buyer and suppliers (introduce).
- 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 you the buyer and the supplier, should you the buyer choose to accept their offer.
Questions/Request a Fee Proposal to: robert@robertdunn.eu
Include the following information if available:
- Hotel facilities – number of guest rooms and restaurants.
- Standard of hotel.
- Name of the hotel operator if available.
- Anticipated date of opening.
More information
- Special discounts possible from my network of preferred suppliers.
- Please note, that I am not a supplier but facilitate the contact between you the buyer and suppliers (introduce).
- 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 you the buyer and the supplier, should you the buyer choose to accept their offer.
Contact details
- UK Office Richmond, North Yorkshire Tel : +44 (0)7749 262637 robert@robertdunn.co.uk
- EU Office La Rochelle, France Tel/Whatsapp: +33 (0)627336130 robert@robertdunn.eu

Terms and Policies
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