Procurement Process
How it works.
The following is a typical process for discussion purposes. Responsibilities by each party(eg local partner, hotel ,owner) are adjusted on a project by project basis according to purchasing contract.
(Phase 1) Kickoff and project brief
Step 1
To start the process I send following documents to the Client for initial discussions :
- Area configuration questionnaire (for Client to complete).
- OS& E Scope Document ( to be agreed with Client).
Step 2
Client to send following information (if available) such as:
- Expected opening date.
- Owner’s budget (if possible at this stage).
- Hotel room layouts, design renderings and photos .
- Location of hotel.
- Local hotels in competition.
- Standard of hotel.
- Operator’s name and brand.
- Operating policies eg F&B, bedding.
- Examples of recent operators OS&E lists .
- Operator’s programs eg sleeping guide.
- Brand standards of operator.
- Items to be rented.
- Preferred/recommended suppliers list from operator.
(Phase 2) Establish scope
Procurement of OS&E by Robert.
Procurement of FF&E by Other.
- Agree scope of purchases.
- Agree scope of work.
- Agree milestones.
For Refurbishments
- Audit OS&E in hotel.
- Prepare report on condition of equipment.
- Agree purchases with Client.
(Phase 3) Time, Standards, Lists & BOQs
Step 3 Time
- Prepare a plan with milestones ie schedule of time and tasks.
Step 4 Scope and OS&E Masterlists.
- Crosscheck OSE scope with other scope documents (if made available by Client before list finalised ) 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.
- Review floor plans, layout, room matrix in terms of equipment needs..
- Prepare a detailed preliminary OS&E Masterlists with quantities and generic specs .
- Alternatively review the Clients own OS&E lists in terms of scope, standards,suppliers,par coefficients, quantities and ensure operators brand /supplier requirements are met. I transfer the info to my OS&E Masterlist.
Step 5 Review
- Review the detailed OS&E Masterlist with Client and hotel operations. (through skype)
Step 6 BOQs
- I prepare the bills of quantities (BOQ).
Step 7 Suppliers
- Agree the shortlist of suppliers(normally already pre qualified) with Client and operator.
- Suggest potential cost savings using alternative suppliers.
Step 8 Standards and Samples
- Consult with local operations regarding preferred standards. Operations may use the Online Showcase to highlight their preferences ( My Project Wishlist).
- Prepare schedule of samples required by operator.
- Organise samples and brochures for preliminary Client review.
- Check colours and finishes with designer
(Phase 4) Tender (by Client) and analysis
Step 9 Tender (by Client)
- Prepare the order schedule/priorites by batches. eg batch 1 longest lead time items like bed linen and banquet furniture.
- Tender to the suppliers agreed with Client/operator (equal and approved suppliers ) .
Samples and tabletop
Step 10 Product presentations
- Organise samples for the final presentations of equipment including the table top presentation, banquet furniture presentation, model room samples presentation, for operations.
- Final presentation coordinated by local partner
- Hotel coordinates the testing of quality eg laundering of bedding , towels and uniforms.
Step 11 Negotiations (by Client)
- Ensure “devil in the detail” analysis of quotations.
- Negotiate terms and prices, to ensure value for money.
- Analysis of quotes .
(Phase 5) Purchase orders and delivery schedule
Step 12 Product Recommendations
- Once the best quote has been selected the Client prepares the order.
Step 13 Terms and Orders (by Client)
- The Client finalises terms between the Client and suppliers eg payment terms and delivery schedule.
- The Client places their purchase orders direct with suppliers according to the purchase recommendation from us(PR). The contract is between Client and the supplier.
Step 14 Payment (by Client)
- Payment procedures implemented by Client eg advance payment (if agreed), L/C, bank guarantees, payment bonds etc.
Step 15 Supplier or manufacturer prepares or manufacturers goods
- Payment procedures implemented by Client eg advance payment (if agreed), L/C, bank guarantees, payment bonds etc.
(Phase 6) Logistics. (by Client)
Step 16 Tracking
- Track & progress orders.
Step 17 Pre-ship inspections
- Coordinate the inspection of goods at factory and warehouse.
Step 18 Shipment
- Logistics (by Client) who appoints freight forwarder.
- Final payment made by Client (according to terms) to suppliers before shipment.
Step 19 Shipment
- When the shipment is ready the freight forwarder picks up the goods and ships goods to warehouse at port then ships by sea to nearest port to the hotel.
- Tracked by Client’s local team through freight forwarder/local customs broker.
(Phase 7) Importation, deliver to hotel, installation.
Step 20 Import/Clear goods; Receipt of Goods.
- Coordinated and tracked by Client’s local team through freight forwarder/local customs broker .
Step 21 Delivery Installation
- Deliveries, installation and placement of goods coordinated by Client’s local team, hotel and project manager.