Step 1  Preparation of scope of OS&E.         

• I provide Client with a copy of RDunns hotel OS& E and FF&E scope document.
• Add in exceptional items required by operator and normally in other scopes.
• Crosscheck OSE 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.  (attached)
• 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 (if available) in terms of equipment needs.

Step 3 Preparation of OS&E Masterlists     

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

Step 4 Preparation of  budgets..         

• Prepare preliminary budgets using operators budget 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 , vehicles,   Include in budget.
• Identify items that are unspecifed and quantified (known unknowns) eg uniforms.
• Allow contingency for   unspecifed and unquantified items(known unknowns) Highlight in summary

Step 5  Guidance on specifications/standards/suppliers/manufacturers

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

• Identify 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 from Liddell
3. Minimum spec (optional supplier) .  eg kitchen utensils from Alliance , Restofair

• Where appropriate confirm the following relating to OS&E( confirm at tender stage)
• Does it conform to safety and local standards eg fire, electrical, health, food, hygiene?
• Does it conform to international hotel standards?
• Does it (and the manufacturer) conform to green standards. (to be confirmed  at tender stage)
• 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 items eg
• with other OS&E eg plates/trolleys, linen 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
• Financial controller(FC)
• General Contractor(GC)

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

• General Manager (GM)
• Hotel Operations (HO)

• Identify OS&E where further input is 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
• Check if included in other packages eg FF&E, bathroom contract package,  electrical contract, kitchen contract,  to identify possible  double or nil counting
• 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 qual quality and save money for owner.
• Client arranges  samples and  coordinates  table top review and model room.

Step 7 . Preparation of schedules(time) .

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

Assumptions

• 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. Eh hairdryer
• Generic descriptions will be provided for those   items  where  technological advances are continual  eg photocopiers.
• Remarks column will highlight  those products:
• where coefficients are not yet  quantifiable and will be done at tender stage  eg shelving.
• where standards/regulations (eg fire, electrical ) may  vary from country to country.
• that relate to other products eg  bed linen dimensions
• 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.