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.

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 .

www.robertdunn.eu/#showcase

• 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