Step 1  Preparation of OS&E scope.         

• I provide the Client with a copy of RDunns hotel OS& E scope document.
• Add in exceptional items required by operator.
• Crosscheck OS&E scope with other scope documents (as made available by Client) eg FF&E scope  (including kitchen laundry and IT) ,  GC eg bathroom fittings, electrical contract ,  to identify possible  double or nil counting eg room service trolleys, ice machines

Step 2  Analysis of hotel configuration, location and local needs      

• Client to complete Robert Dunn’s area questionnaire.
• Client to provide plans, furniture layouts and area schedules (if available).
• Operator to provide details of operating policies/manual eg F&B policy,  bedding policy. (if available)
• Review the above  in terms of equipment needs.

Step 3 Preparation of OS&E Master Lists     

• Review operators OS&E template lists (if available).
• Prepare preliminary customised OS&E  Master Lists using operators OS&E template list.
• Add in and highlight any missing lists or items not normally OS&E.
• Enter operator’s item par coefficients to create quantities (if available).
• Make a budget allowance  where quantities or specs unknown eg buffet.
• Review lists with Operator and update accordingly.
• Break into BOQs for tender purposes .

In the case where operator provides their own OS&E lists then my service includes review of their lists  to ensure correct quantities and offer alternatives to match or improve spec and save money.

Step 4 Preparation of  budgets..         

• Prepare preliminary budgets using operators  pricing if made available.
• If budget pricing not available then agree strategy with Client to calculate a preliminary budget.

Note If this involves requesting prices from suppliers then an additional charge may be required.

• Identify items that are sometimes  rented/leased eg linen, photocopier, vehicles.
• Identify items that are unspecifed and quantified (known unknowns) eg uniforms.
• Allow contingency for   unspecifed and unquantified items(known unknowns). 
• Identify items that are custom made and therefore higher cost compared with standard products.
• Identify items that are sometimes  rented/leased eg linen, photocopier, vehicles.

Step 5  Guidance on  standards and suppliers.

• Provide guidance on OS&E standards (where not provided by operator), suppliers and manufacturers .
• Operator to provide documents like OS&E Template Operators manual, buying guides, preferred supplier list, safety standards manual and green standards which will be incorporated where necessary in Master Lists .

• Identify Operator’s OS&E  brand standards ie

1. Mandatory(fixed) brands & spec  eg single ikon brand like alarm clock  or multibrand like hairdryer.
2. Fixed spec (preferred/optional supplier)  eg bedding and towels.
3. Minimum spec (optional supplier) .  eg kitchen utensils.

• Where appropriate confirm the following relating to OS&E ( confirm at tender stage)
  • Does it conform to local  standards eg fire, safety, electrical, health, food and hygiene?
  • Does it conform to international hotel standards?
  • Does it (and the manufacturer) conform to green standards.
  • Ensure products are durable, easy to use and maintain.

• Uniforms

Prepare   uniform budget quantities  only.  Final uniforms  requirements will be by  GM and departmental managers with input from ID

• Identify items that require local consumables/local support.

• Identify items that  interface :
  • with other OS&E eg  trays with trolleys etc.
  • with equipment in other scopes eg linen /beds, mini bar /cabinet, chafing dishes /buffets
  • with building eg trolleys in lifts, vacuum cleaners and flooring, safes and floor loading.
  • with external services eg refuse lorries etc

• Identify OS&E where further input is required from:
  • Interior Designer (ID) eg for  equipment which is visible to the public and where there is a choice of colours or finish
  • General Manager (GM)
  • Hotel Operations (HO)
  • Financial controller(FC)
  • General Contractor(GC) Project Manager(PM).
    • eg Electrical Equipment where electrical power connections are required, installation should be co-ordinated with project manager.
    •   Electrical items to be compatible with local electricity supply and conform to local electrical standards.
    • Electrical equipment requires appropriate electrical power connections, (sockets, cables & plugs).
    • For safes floor loading weights to be considered.

• Identify OS&E where further input may be  required at a later date eg
  • Side of door for hinges( left/right ) for guestroom minibar and safes.
  • Colour and finish.
  • To match chosen bathroom accessories line.
  • Corporate Standard.
  • Male – female mix.

Step 6  Samples.

• Identify products for which samples are required for approval by Operator.
• Provide Client with details of alternative reputable suppliers which will provide  quality and save money for owner.
• Coordinates  table top review and model room.

Step 7 . Preparation of schedules(time) .

• Over view report  (budget, bidding/tender, orders, production, shipment delivery installation).
• Purchase order schedule of priorities eg high value long lead time goods first.

Other comments.

• Product codes only provided if on operators OS&E template.
• For sections where products specs unknown (eg uniforms)  a generic list with quantities  will be provided.
• A generic picture and short generic spec will be provided  for high  total value items only. eg hairdryer
• Generic descriptions will be provided for those   items  where  technological advances are continual  eg photocopiers.
• Identify where quantities are not yet  quantifiable and will be done at tender stage  using plans eg shelving.
• Identify where standards  may  vary from country to country (eg fire, electrical).
• Identify where final selection will depend on other factors eg: local hotel operational needs, ID requirements , project manager’s needs, floor loading or  local agent /local services.

CONDITIONS RELATING TO  THE DOCUMENTS

• The reports , prepared  by the Consultant (ROBERT M Dunn) will be reviewed by  the operator and all reasonable precaution will be  taken by Robert Dunn  to ensure the accuracy of the  information. However ROBERT M Dunn does not assume any responsibility for inaccuracies, errors or omissions that may be contained in the report.
• The lists  will be   a guideline only  .
• In no event will the Consultant (Robert M Dunn) be liable for direct, indirect, special, incidental or consequential damages resulting from a product defect, supplier failure or omission in any document.
• The information provided by Robert M Dunn can never lead to rights or claims against him. Neither can they be committed or engaged by publication or distribution of any data.

Guidance on tender process

Send request to    robert@robertdunn.eu 

Confirm the following (if available):

• 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.

For details of the  scope of purchases (typical OS&E) click here  .