Main steps in the procurement process.
To be adapted to the needs of the project.
Process
- Phase 1 ESTABLISH HOTEL CONFIGURATION identifying all the areas where OS&E is required.
The Client completes the ‘area questionnaire’ (download example) which includes the following information (if available):
Number of restaurants, guestrooms, area / seating of public spaces , guestroom mix, meeting rooms, banquet room, spa etc
I then provide a preliminary proposal with scope and milestone timeline.
- Phase 2 CONFIRM SCOPE OF -WORK AND PURCHASES.
I send a summary of categories of OS&E for the Client to agree in terms of procurement.
We agree a timeline and the purchasing contract (scope of work).
- Phase 3 CREATE LISTS/BOQs/STANDARDS
Using my OSE Master lists system I create the OS&E lists, BOQs and budgets for Client to review. (alternatively, I review the Client’s lists from the operator and input into my ML system)
At this stage it is useful to have a F&B policies, other operating policies , IDs presentation, renderings, table sizes, hotel areas summary including back of house, bed and mattress dimensions, schedule of washrooms, main kitchen / laundry equipment list, washrooms/bathrooms plumbing list, AV list, FFE lists, rent/buy linen, lift dimensions, floor finish schedule. Is there a GM/FB manager to whom I can send questions?
- SELECT PRODUCTS AND SUPPLIERS
I agree with Client the suppliers to use. I send pdf brochures of main customer contact items for Client/operator to review and select products.
Final mood boards are prepared for Client / operator to review.
If time permits samples sent for approval by Client/operator. (alternatively, I use the operator’s minimum standards schedule)
- Phase 4 TENDERING BY CLIENT.
Tender to the agreed suppliers. The quotes are sent to Client with a copy to me.
For some projects with a tight timeline I provide a one quotation package from my current ‘Preferred Supplier/Manufacturer’.
- Phase 5 FINAL PURCHASE ORDERS PLACED BY CLIENT.
I analyse the offers and provide Client with Purchase Recommendation (PR)
Client agrees terms with the suppliers, places the purchase orders, and pays the supplier invoice.
- Phase 6 LOGISTICS BY CLIENT.
Where required I make pre-shipment check at suppliers’ warehouse in EU… Client organises a freight forwarder who manages the logistics, local clearance, delivery to warehouse and hotel.
- Phase 7 DELIVERY & INSTALLATION CO ORDINATED BY CLIENT. Hotel receives the goods into the hotel.
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Procurement Schedule
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- I normally work with the Clients’ local team and focus on the Front end Activities including: Master lists/BOQs; Product Standards/Brands/Suppliers; Tender Analysis;Best Deal Recommendations
- The Client manages the Local Activities :Purchase Orders; Invoice Payment; Logistics, Delivery and Installation.
Step 1 Kickoff . Establish Hotel Configuration. (Robert/Client)
The procurement process begins with a review of the project brief. I then provide a preliminary proposal which includes:
- OS& E scope document.
- Time line of process.
More Information
Client provides such information as follows (if available) to allow me to evaluate their needs:
- Project brief.
- Expected opening date.
- Standard of hotel.
- Operator’s name and brand.
- Number of guestrooms and restaurants.
- Location of hotel.
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Request a preliminary proposal
Email the following information to robert@robertdunn.eu and I will prepare a proposal.
- Download, complete and return area questionnaire (if you have this information).
Step1-2-Area-questionnaire-New 2019 v2
- Alternatively if you don’t have this information send the number of guest rooms, restaurant/bar outlets, meeting rooms, ballroom and any other relevant areas.
- The standard of hotel.
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What is in the OS&E Procurement Package?
OS&E is short for Operating Supplies and Equipment.
It is the small equipment which is manufactured off site and most if it does not require any installation. Most of it is “off the shelf” and chosen from websites, catalogues and brochures. In brief the term includes equipment for:
- Guestroom (including linen, towels, hangers, kettle, bins etc )
- Conference and banqueting (including stackable chairs and tables, AV etc )
- Restaurant and bar (including tableware, utensils etc)
- Buffet (including display, mobile tables, chafers etc)
- Front of house (including -trolleys, bins, show polishers etc)
- Public washrooms (including- bins tissue box covers etc)
- Room service (including trolleys etc)
- Security and control
- Office and training (including accessories, furniture )
- First aid
- Housekeeping (including trolleys, floor cleaners etc)
- Back of house (including kitchen utensils, shelving, tools etc)
- External areas (including flags etc)
- Uniforms -(Not in the OS&E package) Usually specified and purchased by hotel .
FF&E is not in the OS&E Package
What is FF&E ?
FF&E is short for Furnishings, Fixtures and Equipment. It includes the following:
- Casegoods (bedroom headboard, side table, coffee table)
- Loose furniture eg Chairs Tables
- Decorative Lighting
- Chandeliers
- Mirrors
- Artwork
- Curtains
- Blinds
- Bed covers
- Carpet and rugs
- Beds
- Signage
- Plants
Not in OS&E Package
- Kitchen, buffet and laundry heavy mainly fixed equipment
- IT /systems/software
- Consumable supplies such as food, drink or paper products.
- Wall coverings.
- Hard floor finishes.
- Wall tiling.
- Plumbing fixtures such as faucets,washbasins, baths or wcs.
- Built-in millwork such as the reception desk.
- PABX systems and handsets.
- Computer cabling.
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Milestone Timeline.
Milestone Timeline
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One-off bespoke quotation for hotel projects.
Special discounts made available from my international network of preferred suppliers and manufacturers.
- The buyer should send me their requirements ie quantities, location of hotel, expected opening date and an indication of delivery date, specifications including materials, finish and include tender terms.
- Send to robert@robertdunn.eu
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- I will review the documents and confirm my interest in arranging the quotation.
- Minimum quantities often apply. Normally over 100.
- Buyer should include information on any special local codes or standards that products should conform to.
- I then send the BOQ and specs to the appropriate supplier(s) or manufacturers(s)..
- The supplier provides me with a quotation normally (CIF), addressed to the Client (buyer), with price, delivery schedule and warranty.
- I will check the offer and then forward it to the Client (buyer).
- If the offer is accepted by the Client (buyer) then samples are prepared (if required).
- 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. The contract is between Client (buyer) and the supplier.
- Payment procedures are implemented eg advance payment (if agreed), L/C, bank guarantees, payment bonds etc.
- Production begins. Inspection of goods at factory is by the Client’s (buyer’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.
Please note, that I am not a supplier but facilitate the contact between the Client (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 the Client (buyer) and the supplier, should they (the buyer) choose to accept their offer.
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Step 2 Establish scope, time & contract. (Robert/Client)
Procurement of OS&E by Robert.
Procurement of FF&E by Other.
- Agree scope of purchases.
- Agree scope of work.
- Agree milestones.
Once the above has been agreed a contract is signed Client to send the following (if available) : floor plans, layouts, room matrix, renderings, design presentation overview.
For Refurbishments
- Audit OS&E in hotel.
- Prepare report on condition of equipment.
- Agree purchases with Client.
Step 3 Master lists, product standards, specifications, brands, suppliers, budgets, resources and processes
(by Robert).
More Information
This stage requires input from the hotel, the operator, Client and the designer. The process includes:
- Review of the hotel’s operating policies (if available) eg F&B, guestroom, minimum standards recommended suppliers.
- Propose products to compliment design brief.
Review floor plans, layout, room matrix in terms of equipment needs. - Client has use of in house online product showcase where product ideas are presented. They create a ‘project wishlist’ of products, to be included in tender process.
- Prepare scope of purchases. Identify which products are locally procured by local partner. (eg photocopier.)
- Crosscheck with other scopes eg FF&E , kitchen to ensure no nil or double counts.
- Prepare detailed OS&E Master lists with quantities and generic specs
or alternatively review the Clients own OS&E lists in terms of par coefficients and quantities and ensure operators brand /supplier requirements are met. - Guidance on suppliers and standards.
- Identify products that may need to conform to local regulatory standards eg electrical, fire, safety, health and hygiene.
- Establish which (if any) national accreditation body (eg UKAS, SONCAP) governs standards and if they have their standards certificate to which goods must conform.
- Establish which third party accredited standards agency can be used (eg SGS) to provide appropriate certification.
- Agree which processes and procedures to prepare. eg order/invoice approval process, delivery process.
- Guidance on quality assurance process eg sample approval and pre-shipment quality inspection .
- Review the detailed OS&E Master lists with the Client and hotel operations. (often through skype)
- Update final lists.
- Prepare the bills of quantities (BOQ).
- Operations have use of my Online Showcase of Ideas to highlight their preferences (My Project Wish list).
- Prepare the hotel product spec/standards control book for main items in each project (OS&E).
- Agree the shortlist of suppliers (normally already pre-qualified) with Client and operator.
- Check colours and finishes with designer.
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Guidelines on standards
- Preparation of guidelines to reflect hotel brand image.
- Guidance on manufacturers & suppliers.
- Product standards will be consistent across the hotel group.
- Ensure quality and value for money.
- Selling feature for prospective owners.
Introduction
The aim of this section, is to provide Guidelines on key products for a five star hotel to ensure product brand standards are consistent across the hotel group. It also includes references to typical suppliers. Kindly note that it is not exhaustive. Some of the equipment is mandatory, some of the ‘types’ of equipment are mandatory (e.g.non-ammonia mini-bars), but wherever possible alternatives are provided to allow flexibility in competitive tendering.
Most OS&E procurement companies will be aware of most, if not all, of these products. This document may also prove useful when refurbishing an existing hotel.
Not every item in a hotel is detailed here as there are too many ie over 4000. The other items are include in the main OS&E Masterlists.
The items in the manual correspond in general to the criteria listed below:
1 Effect brand image of hotel group eg amenities, bedding, safe
2 Critical equipment eg defibrillator
3 High visibility items customer contact items eg luggage trolleys
4 Generic description of long list of low value line items like glassware.
Classification of hotel brand standards
The OS&E is often specified by the operator according to the following categories.
- 1 Fixed spec, fixed brand eg Aliseo hairdryer ref 123
- 2 Fixed spec, preferred brand eg 300 TC bed sheets
- 3 Minimum standard & preferred brand to suit hotel ie size, colour, functionality eg tea tray, floor cleaning.
- 4 Spec by hotel ID (eg colour finish).
Stakeholders including procurement agents, interior designers, owners and hotel operators work together to ensure that standards are maintained.
Products to conform to the following standards:
- Local, national regulatory & international standards.
- International regulatory standards.
- Codes & regulations including fire, safety, health, hygiene & electrical.
- Green standards in terms of water usage, energy efficiency, and recycling reusing.
- Operator’s brand and product standards.
- International five star hotel industry standards.
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Preparation of OS&E Master lists.
- For new hotel projects.
- With quantities and budgets.
- Lists tailored to the operator’s standards & area config.
- Over 4000 items of quality products.
- With generic descriptions.
- Provides structure and control to the process at an early stage.
Step 1 Preparation of OS&E scope.
- 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, uniforms.
- 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 unspecified and quantified (known unknowns) eg uniforms.
- Allow contingency for unspecified 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
- Mandatory(fixed) brands & spec eg single ikon brand like alarm clock or multibrand like hairdryer.
- Fixed spec (preferred/optional supplier) eg bedding and towels.
- 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.
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Troubleshooting In Brief.
Troubleshooting-examples
Product Standards
Does it conform to operators standards?
Is it a operator brand standard e.g. mandatory supplier and spec.
Does it conform to safety and local standards –fire, electrical, health, food, hygiene?
Does it conform to international hotel standards?
Does it conform to environmental standards?
Functionality
Is it easy to use?
Is it easy to maintain?
Should doors be left or right?
Approval Process
Who needs to approve the product? ID, Project Manager, Hotel engineer, hotel F&B manager, C&B manager, GM,housekeeping.
Are samples required?
Does the GM have the power to increase quantities and creeping improvement syndrome.
Local Needs
Is it appropriate for local culture? E.g. view on alcohol, kosher ,
Does it need local support?
Local consumables?
Local interface e.g. vehicle, lorries, helicopter etc.
Green questions
What are its energy or water usage ?
Can it be recycled?
Value
Good rather then best.
Is the product essential or just desirable
Can I change spec reduce price without compromising quality?
Interface
Does it interface with other operating equipment e.g. plates/trolleys, linen etc.
Does it interface with equipment in other scopes e.g. linen /beds, mini bar /cabinet
Does it interface with building e.g. trolleys in lifts, casters on tiles.
Grey Areas
Could it have been listed in other scopes e.g. room service trolleys in kitchen contract
Other issues to address.
Geographical, cultural and religious origin of the guests.
Floor loading.
Changing technology.
Equipment in accordance with plans and layouts.
Side of door for hinges( left/right ) for guestroom minibar and safes.
Samples of towels and linen to be wash tested 5 times in laundry.
Beware of “Creeping improvement sickness“.
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Troubleshooting.
- A sampleroom/mockup room presentation is required to review the FFE and OSE Consult with operator , Owner and Designer
- A tabletop sample review is often required to review the OSE – Consult with operator , owner and designer.
- A public area furniture and furnishings review is required. – Consult with operator , owner and designer
- A presentation of core OS&E is required (for details see Presentations Sheet) – Consult with operator , owner and designer
Tableware
- Ensure that local standards are applied – Confirm with freight forwarder, local team.
- Consult with operations regarding choice of tableware – Confirm with operator
- Coloured chinaware to match interiors – Confirm with Designer
- Obtain catalogues and samples for review with operations – Review with operator
- Equipment design to reflect interior design of outlet – Confirm with operator
- Check tableware is dishwasher proof – Confirm with Supplier
- Check tableware is resistant to scratches and daily hotel wear – Confirm with Supplier
- Make sure that shelving height is appropriate for glasses – Check with Kitchen /Bar Consultant
- Some countries require by law measure indications on glass eg 2cl or 4cl, .25 ltr, .33 ltr – Confirm with Supplier and operator
- What size of wine glasses are required? – Confirm with operator
- What tableware is required for guestrooms? – Confirm with operator
- Is a water glass required as well as a wine glass? – Confirm with operator
- Are sherry glasses required? – Confirm with operator
- What cocktail glasses required? – Confirm with operator
- Are carafes required as well as jugs? – Confirm with operator
- Is different style of tableware required in each restaurant? – Confirm with operator
- Is a soup cup and/or soup plate required ? – Confirm with operator
- Is a mug or tea cup/saucer required for guestroom? – Confirm with operator
- Check the pouring of any type of jug, coffee pot, tea pot, kettle, etc – Confirm with Supplier
- Check sizes of jugs required? – Confirm with operator
- Check sizes /shapes of dinner plate – Confirm with operator
- Is a china coffee pot required as well as coffee thermoses – Confirm with operator
- How is coffee served eg at breakfast . China coffee pots? Thermos? Stainless steel coffeee pot? – Confirm with operator
- Are banqueting food display mirrors required? – Confirm with operator
- Bodum accessories for coffee and other bodum accessories to be detailed by operations – Confirm with operator
- What buffet accessories tableware required? – Confirm with operator
- Check that stainless steel is 18/10 spec – Confirm with Supplier
- Blades made form special blade steel and should have very good cutting properties ,serrated edge – Confirm with Supplier
- Is a fish kife and fork required? – Confirm with operator
- Are restaurant chafing dishes required? – Check with Kitchen /Buffet Consultant and operator
- Crosscheck with buffet contract/supplier to confirm that there is no nil or double count – Check with Kitchen /Buffet Consultant and operator
Tableware Buyer to confirm the mix of electric and sterno heating Confirm with operator
- Confirm the mix of inserts – Confirm with operator
- Confirm with local operations if ceramic inserts are required – Confirm with operator
- Check type of tops required in restaurant- Normally adjustable 180* revolving top which can be held open at 90* – Confirm with operator
- The restaurant buffet may feature built in induction units and not chafing dishes . – Check with Kitchen /Buffet Consultant and operator
- Check what service plates are required eg specialist platters, dishes, vegatable, fish, meat – stainless/china oval/ round large – Confirm with operator
- Are cloches required for room services – Confirm with operator
- Are large tea/coffee urns 11L required for banquetting – Confirm with operator
- Are leatherette wine/menu covers required or will these be done locally – Confirm with operator
- Is barbeque equipment required – Confirm with operator
Table Linen Conference cloth colour and fabric to be selected by designer Confirm with Designer
- Is table skirting required? – Confirm with operator
- Stage skirting should match table skirting – Confirm with Supplier
- Obtain sizes and shape mix of tables from Designer – Confirm with Designer
- What restaurants require table linen? – Confirm with operator
- Obtain proposal from supplier based on room setup, table sizes and mix – Confirm with Designer and Supplier
- Confirm final requirement with operations – Confirm with operator
- Quantity ratios = par 6 for over cloths; par 4 for undercloth – Confirm with operator
- What tablecloth drop is required ? – Confirm with operator
- Confirm fabric and colour (not strong colours) – Confirm with operator and Designer
- Table linen should be machine washable – Confirm with Supplier
- What type and style eg cloth or runners – Confirm with operator
- Where are mats and napkins required? – Confirm with operator
- Don’t forget room service and banqueting – Confirm with operator
- Wash test 5 times the table cloths – Confirm with operator and supplier
Bar Ensure that local standards are applied Confirm with operator
- Are optiques for spirit required as part of OS&E in bar – Confirm with bar consultant
- What measure sizes are required? – Confirm with operator
Buffets Are mobile buffets in main buffet contract or required as OSE? Check with Kitchen /Buffet Consultant and operator
- Are carving stations required? Are they in main buffet contract or OSE? – Check with Kitchen /Buffet Consultant and operator
- Special attention should be given to the various platters, containers, bowls and props to display on the buffet +open counters. – Confirm with operator
Speciality Restaurants What additional local/ speciality table ware is required for theme restaurants? Confirm with operator
- Local speciality items should be detailed by operations. This includes equipmant for speciality dishes eg rice , chop sticks, lazy Sue, fondu set, pizza dishes, mobile buffets, barbeque, shawarma , special bowls etc – Confirm with operator
Conference and banquetting
- What finish and colour of ashstands, bins, crowd control posts, information boards,? chrome, brass – Confirm with operator and Designer
- Ashstands, bins, crowd control posts, information boards, screenns – Finishes to match interiors – Confirm with operator and Designer often chrome or brass
- Are ashstands to be used as litter bins as well ? Security issues – Confirm with operator
- What finish and colour is required for piano? – Confirm with operator
- Should pianos have disclavia option? – Confirm with operator
Meeting Rooms
Screens Is wall rail required for hanging screens? Confirm with operator /electrical contracter
- Check colour of wallrail matches interior – Confirm with interior Designer
- What wallrail screens required : projection, white board and flipcharts – Confirm with operator
- What mobile screens are required: projection, white board and flipcharts – Confirm with operator
- What fixed wall screens required : projection, white board and flipcharts – Confirm with operator /electrical contracter
- Are electric projection screens required as part of Operating Equipment? – Confirm with operator /electrical contracter
- Are projection screens ceiling or wall hung? – Confirm with operator /electrical contracter
- Plans of the meeting rooms should be submitted by the Buyer to the supplier who will propose appropriate equipment in terms of size and capacity – Confirm with Supplier
- Any wall rail hung items to be checked against the rail used. – Confirm with Supplier
Audio Visual
- Plans of the meeting rooms should be submitted by the Buyer to the supplier who will propose appropriate equipment in terms of size and capacity – Confirm with Supplier
- How many slide projectors required? – Confirm with operator
- Electronic display board may be part of signage package Buyer to check requirements – Confirm with operator
- Is Sound system and lighting system for ballroom required as OSE – Confirm with operator /electrical contracter
- Is any special regional banquet equipment required eg Lazy Sue, karaoke system – Confirm with operator
Conference and banquetting furniture
- Plans of the relevant areas should be submitted by the Buyer to Burgess or the alternative supplier who will produce furniture layouts and quantities – Obtain plans from operator
- Confirm requirements with operations and crosscheck with OSE Masterlists – Confirm with operator
- Meeting room furniture should be specified in accordance with Operator’s Meeting room guidelines. – Confirm with operator
- All items to comply with local fire safety standards , all other local standards and with operators standards. – Confirm with supplier
- Ensure that fire certificates are provided where required by local fire officer – Confirm with supplier
- Total quantities may be limited by local regulations. to be confirmed by buyer – Confirm with operator
- What chair style,colour frame, fabric colour, required? – Confirm with operator and Designer
- As it is likely that ballroom chairs will be used on occasions in the meeting rooms it is recommended that the colour schemes in these two areas are coordinated. ? – Confirm with operator and Designer
- What table veneer required for executive furniture – Confirm with operator and Designer
- What depth of school room table? 45 or 60cm – Confirm with operator
- Chairs normally stackable 10 high – Confirm with Supplier
- Back and seat cushions class French M1-Stain-resistant – Confirm with Supplier
- Strength: BS4875 (2001) – most chair models to level 5 (severe contract use). – Confirm with Supplier
- Tables should be: Stackable , folding frame with safety lock Strength and stability severe contract use – Confirm with Supplier
- Are high round buffet tables required – Confirm with Supplier
Front of house
Luggage trolleys, concierge
- Luggage trollesy finishes to match interiors often chrome or brass – Confirm with operator and Designer
- What is required in terms of brochure holder display – Confirm with operator
- Is an umbrella stand required in OS&E? – Confirm with Designer
- Front desk clock – Confirm with operator and Designer
- Red carpet – Confirm with operator
- Front door mats usually part of main contract if this is not the case then Buyer should confirm requirements with the architect – Confirm with operator /Project Manager
- Mail pigeon boxes normally built in as part of main contract – Confirm with operator /Project Manager
- Exchange rate board normally part of signage package – Confirm with operator /Owner/Designer
- Is any regional equipment required like gun safe, shoeshine stands – Confirm with operator
Outside pool and lesure furniture
- Is balcony furniture required? – Confirm with Designer
- Colour/finish/style of pool furniture by Designer – Confirm with Designer
- Final quantities of pool furniture by GM – Confirm with operator
Fitness center
- Specialist equipment fitness / spa/ pool – a generic list has been provided by Robert Dunn – Confirm with operator /Owner/Project Manager
- It includes Spa office, lockers, tools, fitness machines, massage rooms – Confirm with operator /Owner/Project Manager
- Operator to meet with Owner to discuss requirements – Confirm with operator /Owner/Project Manager
Leisure Equipment Outdoors
- I have made a budget allowance for this area as requirements have not been finalised. Eg kids club – Confirm with operator
- The final requirements for this area should be provided by local operations – Confirm with operator
Washrooms
- This is a typical generic list of washroom items, based on the hotel configuration. Washroom equipment may be in main contract If not Interior Designer normally specifies the fittings. Final requirement should be in accordance with architectural plans and be coordinated with Project Manager – Confirm with operator /Owner/Project Manager
- Finish according to Designer – Confirm with Designer
- Any electrical items to be coordinated with Project Manager – Confirm with Project Manager
- Paper towel/soap dispenser should suit local available consumables like paper towels and soap – Confirm with operator and Supplier
- Soap dispenser coordinate with Project Manager – Confirm with Project Manager
- Toilet roll holder should suit local toilet roll and be coordinated with Project Manager – Confirm with operator , Supplier and Project Manager
- Pedal bin should correspond to local standards – Confirm with operator
- Disabled toilet grab bars should correspond to local regulations and may be part of main contract – Confirm with operator /Owner/Project Manager
Apartments, Chalets Presidential suitesIs equipment for kitchenettes required for apartments, chalets and suites ? – Confirm with operator
- -Is cooking in this budget -microwave and cooking rings ? – operator to confirm
- -Are tablecloths required? – operator to confirm
- -How will you handle clients dirty linen? Will it be laundered by hotel – operator to confirm
Guestroom
- Key co ordination section. Items with ** next to them in Masterlist =sample to be approved at sample room review – Confirm with operator , Owner and Designer
- All equipment to correspond to operator ‘s standards – Confirm with operator
- Beds not included in OSE. Who is buying the beds? – Confirm with operator , Owner and Designer
- Confirm which scope beds are in Designers or operating equipment – Confirm with Owner
- Door stops, door chains and spy holes in construction – Confirm with Project Manager
- Matv, doors, doorlocks and card system, PABX not in OSE budget (handsets may be ) – Confirm with Owner/Project Manager
- Installation co-ordinated with Project Manager and co-ordinated with guestroom furniture – Confirm with Project Manager
- TV Screens in bathrooms may be required – Confirm with Owner Project Manager
- Bathroom fittings may be in main contract – Confirm with Project Manager
- Colours and finishes to come from Designer eg bins, hairdryer, shaving mirror, kettle,tray – Confirm with Designer operator
- Minibar must fit cabinet – Confirm with supplier/ Designer
- Fire exit wording according to layout and local codes – Confirm with operator /Owner/Project Manager
- Fire exit plans according to layout and local codes – Confirm with operator /Owner/Project Manager
- Tissue box holder Is this built in ? – Confirm with Project Manager
- If not then colour by Designer and should fit local tissues – Confirm with operator and Designer
- Telephone hand sets –Are these part of OSE – Confirm with operator /Owner/Project Manager
- Movie system-Who is buying this? – Confirm with operator /Owner/Project Manager
- For equipment with doors eg mini bar, safe confirm side of door for hinges ( left/right ) should be confirmed by Buyer – Confirm with Designer
- What relegious books required? – Confirm with operator
- Is a a self extinguishing bin required corresponding to local standards – Confirm with operator
- Confirm that size of hangers are appropriate to size of wardrobe and bar on which it hangs – Confirm with operator /Owner/Project Manager
- Fire escape frame according to Designer – Confirm with Designer
- Kettle tray-Buyer should confirm that size of kettle/ tray is appropriate for the furniture on which it will sit . – Confirm with operator and Designer
- Loose folding luggage rack -Buyer to confirm specification with interior Designer. May not be required – Confirm with operator and Designer
- Acrylic brochure stands and leather room directory holders according to local requirements – Confirm with operator
- Bathroom fittings Is this required as part of operating equipment or has it been specified in the Designer’s FFE package? – Confirm with Designer
- Installation of bathroom fitttings co-ordinated with Project Manager. Co-ordinate with bathrom equipment – Coordinate with Project Manager
- Chrome fittings: Buyer to confirm specification with interior Designer – Confirm with Designer
- Disabled bathroom fixtures should correspond to local codes and requirements. May be in main contract – Confirm with operator /Owner/Project Manager
- Is a shower curtain/perspex required? – Confirm with operator /Owner/Project Manager
- Is an illuminated(with light) shaving mirror required? What colour/finish? – Confirm with operator /Owner/Project Manager
Electrical Equipment
- Electrical power connections required . – Confirm with operator /Owner/Project Manager
- Installation co-ordinated with Project Manager. Co-ordinate with guestroom furniture – Confirm with operator /Owner/Project Manager
- To be compatible with local electricity supply and conform to local electrical standards – Confirm with operator /Owner/Project Manager
- The latest equivalent equipment should be purchased. – Confirm with operator /Owner/Project Manager
- Fax -The latest equivalent equipment should be purchased. – Confirm with operator and supplier
- Fax to be checked against pabx for availability, flexibility of did lines. – Confirm with Project Manager
- Is a shaving socket in main contract – Confirm with Project Manager
- Hairdryer is an incorporated shaving socket required? – Confirm with Project Manager
- Desk drawer hairdryer- drawer must be deep enough and a local power source will be required . – Confirm with operator /Designer/Owner/Project Manager
- Telephone hand sets Are these part of OS&E? – Confirm with operator /Owner/Project Manager
- Ironing center colour by interior Designer . Must fit in wardrobe – Confirm with Designer/Project Manager
- Is an automatic mini bar required? What size, colour ,finish required? Coordinate with furniture – Confirm with operator /Owner/Project Manager/Designer
- Buyer to confirm side of door for hinges .( left/right ) – Confirm with Designer/Project Manager
- What model of minibar, safe, TV , hairdryer, shaving mirror? – Confirm with operator
- Who is buying and coordinating the movie system ? What model required? – Confirm with operator /Owner/Project Manager
- Television-electrical power connections and cabling required . installation co-ordinated with Project Manager. co-ordinate with guestroom furniture. – Confirm with operator /Owner/Project Manager
- Who is installing TV and movie system? – Confirm with operator /Owner/Project Manager
- Where is TV to be positioned? – Confirm with operator /Owner/Project Manager
- Check TV size against furniture – Confirm with Designer
- Who is supplying speaker and cabling? – Confirm with operator /Owner/Project Manager
- TV must be compatable with in house movie system – Confirm with operator /Owner/Project Manager
- Is a separate box for interactive functions required? Where will it be hidden and a conduit will be required? – Confirm with operator /Owner/Project Manager
Beds see FFE Who is buying the beds?
Guestroom bedding linen and towels
- Linen to be appropriate to bed size – Confirm with operator and Designer
- Confirm bed (and day bed) dimensions dimensions (length, breadth, height of mattress, height of base + legs) mix and quantities – Confirm with operator ,Designer and Supplier
- Take into account the above information regarding dimensions, mix and quantities when finalising the order of bed linen – Confirm with operator ,Designer and Supplier
- Before final selection, articles should be wash tested in actual laundry conditions ( 5 washes) then tried on bed which has been selected – Confirm with operator ,Designer and Supplier
- Confirm specification with operations and check on bed in sample room. – Provide Buyer with operator Bed linen document and standards
- Is bed skirting and sash required as OSE or other package? Should be appropriate to bed, base and legs. – Check with Designer
- Is a duvet or blanket required ? – Confirm with operator
- Linen confirm bottom sheet and duvet only ie no 2nd sheet – Confirm with operator
- Check that duvet corresponds to local condition. – Confirm with operator
- Check the duvet covers on duvets. Take into account shrinkage. – Check with supplier
- Check duvet on bed selected. – Check with supplier
- Check sheets on bed selected. – Check with suppliers
- Confirm duvet colour – Confirm with operator and Designer
- Check pillow cases on pillows selected – Check with supplier
- Bathroom linen wash test 5 times in laundry conditions – Confirm with operator
Room service
- Confirm quantity of shoe polishers – Confirm with operator
- Confirm finish of shoe polishers – Confirm with Designer
- Ensure that there is power supplied – Confirm with Project Manager
- Confirm quantity of ice machines – Confirm with operator /Project Manager
- Are ice machines in OSE or in kitchen contract – Crosscheck kitchen contract
- Confirm that there is power and drainage supplied – Confirm with Project Manager
- Confirm that this item is in accordance with architects plans – Confirm with Project Manager
- Confirm finish and dimensions of ice machines? Are they recessed in wall? – Confirm with Project Manager/Designer
- Make sure the room service trays fit the corridor tray trolley – Check with supplier
- Are room service trolleys in OSE or kitchen contract? – Crosscheck kitchen contract
- Confirm that the trolleys fits in service lifts, and all doorways – Check with supplier /Project Manager
- Appropriate castors are required depending on floor surfaces eg carpet or marble (ie marble is slippy) – Check with supplier /Project Manager
- Box stand to hold food warmers .Electrical power connections required . Installation co-ordinated with Project Manager. – Coordinate with Project Manager
OS&E for Staff Accommodation Is there staff accommodation ? Confirm with operator /Owner/Project Manager
- What equipment is required? – Confirm with operator /Owner/Project Manager
Back of house
- Plans of the shelving areas with with details of what will be stored should be submitted to the recommended supplier who wil prepare a quotation and layouts. – Confirm with operator and supplier
- Ensure that shelving is delivered and installed before the OSE which is stored on it. – Confirm with operator /Owner/Project Manager
- Railex for uniforms coordinated with Project Manager requires electrical connection – Confirm with operator /Owner/Project Manager
- Plans where Railex is to be installed should be submitted to supplier who will provide proposal. Site dimensions for railex should be checked by supplier. – Check with supplier
- Mobile Linen Storage installation coordinated with Project Manager – Confirm with operator /Owner/Project Manager
- Plans where Mobile Line Storage is to be installed, should be submitted to supplier who will provide proposal. Site dimensions for railex should be checked by supplier. – Check with supplier
- Back of house trolleys should be delivered before other OSE deliveries – Check with supplier
- A compacter allowance has been made in this budget but this equipment may be in local garbage collection contract ie it may be rented. – Check with operator
- Electrical power connections required for compacter. Installation coordinated with Project Manager – Confirm with operator /Owner/Project Manager
- Maintenance of compacter is essential. Check this is provide for . – Check with supplier
- Appropriate wheeley bins to be purchased – Check with supplier /operator
- Wheely bins for refuse co-ordinate sizes with local garbage contracter. – Check with supplier /operator
- Check colours and sizes with local operations Often colours of bins are according to local laws eg in Europe :blue – for paper,green – for compostables,yellow – for all type of package – Check with supplier /operator
- Are there any high ceilings for which a “personnel lifter” is required to access ceiling What is the height of the ceiling to be accessed ? – Confirm with operator
External areas operating equipment
- Flagpoles not in OS&E normally in construction. – Confirm with operator /Owner/Project Manager
- Security camera system is included in our OS&E list but may be in main contract – Confirm with operator /Owner/Project Manager
- Confirm final vehicle requirements with operations . They may be rented or leased. – Confirm with operator
- Carpark equipment is normally part of main contract – Confirm with operator /Owner/Project Manager
- What flags are required? – Confirm with operator
Housekeeping areas
- Vacuum cleaners to include appropriate accessories and spare parts like belts for hotel use – Check with supplier and operator
- “Must be adapted to local technical differences (e.g. voltage, plugs, certifications).
” – Check with supplier - “Accessory variations may lead to higher or lower prices. Arrange for the supplier’s local representative to present a product demonstration and a customized offer.
” – Check with supplier - Housekeeping trolleys-Must fit in service lifts and through all doors – Confirm with supplier/Project Manager
- Bumper wheels are fitted at a height that won’t mark corridor wallcovering. – Check with supplier
- Appropriate castors are required depending on floor surfaces eg carpet or marble (ie marble is slippy) – Check with supplier
- All appropriate linen bags to be ordered with trolley – Check with supplier
- How are external villas being cleaned? – Confirm with operator
- Is a vacuum cleaner in each apart/suite – Confirm with operator
Kitchen utensils
Stewarding
- Double check Kitchen Utensil and Stewarding OS&E lists with main kitchen contract to ensure that there are no double or nill counts – Crosscheck kitchen contract
- Confirm that all equipment is compatible with equipment in main kitchen contract and in trolley section, in particular dimensions – Crosscheck kitchen contract
- Speciality utensils lists eg Chinese Utensils to be prepared locally – Confirm with operator
- It is important that appropriately sized trays, dish/glass washing trays, plate cassettes +trolleys are purchased – Check with supplier and kitchen contract
- Relevent sample of tray/china/glassware to be obtained by Buyer to confirm compatability – Check with supplier
- Operating equipment does not include hot or refrigerated trolleys for banquets – Check with operator and kitchen contract
Stewarding
- Check Stewarding OS&E lists with main kitchen contract to ensure that there are no double or nill counts – operator to provide a copy of kitchen contract in English to Robert Dunn cross check
- Confirm that, where appropriate, equipment purchased is compatible with other related equipment – Confirm with Supplier and Kitchen Consultant
- The OSE lists do not include banquet hot and cold trolleys, plate dispensers,coffee machines-these are normally in main contract – Confirm with operator and Kitchen Consultant
- Check cup /glass baskets are appropriate size – Confirm with Supplier and Kitchen Consultant
- g. plate covers, plate rings, cloches, plate dispensers – with plates. tray racks and tray trolleys with trays –
First aid
- Equipment requirements should be according to local rules but first aid kits needed everywhere and resuscitation equipment essential in key locations ( always accessible) – Confirm with operator and supplier
- Is a resusciator required? – Confirm with operator
- What local regulations must equipment conform to? – Confirm with operator
Engineering
- Are there any high ceilings for which a “personnel lifter” is required to access ceiling What is the height of the ceiling to be accessed ? – Confirm with operator
Office and admin
- Final office furniture requirement should be in accordance with architects plans and operators requirement . A generic list has been provided by Rdunn – Confirm with operator and Designer
- Colours and fabrics to be selected by Designer and GM – Confirm with operator and Designer
- Materials and fabrics to conform to local fire codes – Confirm with Supplier
- Filing to allow for standard locally available suspension files . The Buyer should confirm the name of the local supplier of these. – Confirm with Supplier
- Electrical power connections required . – Confirm with operator /Owner/Project Manager
- How many key cabinets required? – Confirm with operator
- How many pigeon holes required? May be part of main contract – Confirm with operator /Owner/Project Manager
- Filing mobile on rails Is this required? – Confirm with operator
- Site dimensions should be checked by supplier – Check with supplier and Project Manager
- What safes required? – Confirm with operator
- Check that floor loading is OK for the safes – Confirm with supplier/Project Manager
- Safes must conform to local insurance requirement. – Confirm with Supplier
- Safes Local maintenance support is required – Confirm with Supplier
- Confirm that safes can get through the doorways. – Confirm with supplier/Project Manager
- Are deposit lockers required at front desk and or conference center? – Confirm with operator
- Safe deposit boxes-To be coordinated with architect , operations and Project Manager – Check with operator /Project Manager/supplier
- How is cash being handled-deposit boxes? – Confirm with operator
- Franking machine This will probably be a local purchase or rented Buyer to confirm – Confirm with operator
- How are badges being handled? Brother labeling machine allowed in OS&E Masterlist? – Confirm with operator
- Photocopers and faxes? Are these rented or purchased? – Confirm with operator
- Photocopers and faxes? Spec to be confirmed with operatins – Confirm with operator
- One photocopier and one fax to be delivered early for the preopening offices . – Confirm with operator
- Electrical power connections required . Installation co-ordinated with Project Manager. – Confirm with operator
Security & Control Equipment Confirm if the following are required and if they will be bought locally by hotel with maintenance.
- Time & attendance system – Confirm with operator
- Time and attendance Electrical power connections required . Installation coordinated with Project Manager – Confirm with operator and Project Manager
- Staff restaurant card system Is this required? – Confirm with operator
- Credit card electronic. Are these required or rented from the bank? Confirm quantities – Confirm with operator
- Paging system (often part of PABX) and or two way radio Is this required? If yes how many? – Confirm with operator /Owner/Project Manager
- Security camera system allowance May be part of main contract – Confirm with operator /Owner/Project Manager
Spare Miscellaneous
- Confirm with supplier the spare parts requirement for hotel use. Spare parts should be available for a minimum period of six years – Confirm with Supplier
- Many hotels have too much spare stock. It is important to have spares for a fabric or carpet that it is used in large spaces such as corridors and ballrooms but a hotel will need proportionately less spare stock of materials that are used in smaller spaces such as guestrooms. Spare stock should only be kept of specially made materials or items; even then spares should not normally exceed 2 or 3 % at most. Replacements for stock items should be purchased as required. –
- If consumables are required to be used with the equipment eg tissue box holder, photocopiers then Buyer to ensure that local consumables are available and provide details of the local contact – Confirm with Supplier
Staff Area – dining area, staff lockers, showers
- Staff dining furniture Co ordinate with Designer. Final requirement should be in accordance with architects plans and operators requirement . – Confirm with operator /Owner/Project Manager/Designer
- Allow a budget for lockers for staff and lockers for fitness and swimming. – Confirm final requirement with operator then Supplier
- Lockers come in tiers of 1, 2, 3, lockers per complete unit. Buyer to confirm requirement – Confirm with operator
- Plans of the relevent areas should be submitted to the recommended supplier for layout and quotation – Check with supplier
- What male female mix is required? – Confirm with operator
- What colours required – Confirm with operator
- Must correspond to architects plans including room height – Confirm with operator /Owner/Project Manager
- Staff dining seating according to Operations and plans – Confirm with operator /Owner/Project Manager
- Hand dryers Electrical power connections required . Installation co-ordinated with Project Manager – Confirm with Project Manager
- Paper towel and toilet paper dispenser Buyer to ensure that size is appropriate to locally available paper towel – Check with supplier
- Are shower curtains required – Confirm with Project Manager
Staff Uniforms
- Are seasonal sets required? – Confirm with operator
- Uniforms “Fashion Show” required before selection made. – Confirm with operator , Supplier, Owner and Designer
- Final style colour sizes and sex mix to be confirmed by local operations – Confirm with operator
- Requirement is in accordance with preliminary staffing guide and sex mix supplied by General Manager – Confirm with operator
- Designer will require a schedule of the positions that will need uniforms & a note as to whether they can be stock size eg engineering or should be specially tailored for a good fit eg. doorman restaurant hostess). – Confirm with operator
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Preparation of processes.
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E-book of OS&E Procurement
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Step 4 (D) Tender process. (Analysis by Robert & tendering by Client)
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Selection of suppliers and products is normally through competitive tendering ensuring best quality and value for money. Local project’s needs, terms and conditions are met, including delivery & installation dates. Prequalified suppliers are tendered to (normally 2-3 per main bid package).
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 level of transport represents a positive environmental benefit. In addition suppliers normally conform to my Green Policy.
As an alternative fast rack fee based service, I can provide one quotation from my current ‘Preferred Suppliers’ who have recently provided competitive prices, products to five star hotel standards and excellent service.
- Agree suppliers with Client/operator for tender purposes.
- Agree schedule of samples with Client and Operator.
- 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 Client.
- Hotel approves samples for quality control purposes.
- Prepare batch priorities for the tender/order e.g. batch 1 longest lead time items like bed linen.
- Timing as per project timetable.
- Prepare and agree tender documents.
- Tender to suppliers.
- Ensure “devil in the detail” analysis of quotations.
- Negotiate terms and prices, to ensure value for money.
- Ensure local spare parts and resupply availability.
- Ensure goods conform to local codes.
- Value engineering.
- Suggest potential cost savings solutions eg using (equal and approved) suppliers.
- Hotel coordinates the testing of quality e.g. laundering of bedding, towels and uniforms.
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Mood boards of product ideas
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On site samples area
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Table top and sample room
Sample approval and model room
- It is important that before orders are placed the purchaser is quite sure that the quality and features of the items that he is buying are appropriate for the project.
- Items that may be appropriate for one project may not be suitable for all. A room safe may be fine for one project but may be too wide or too deep for another. Should it be hinged on the right or the left or a mix of both? Will a bed sheet shrink when it’s washed?
- Many of these questions should be addressed at the Sample(model) Room and Table Top Review but if they have not they must be checked before goods are ordered.
- A perfect “golden ” control sample must be retained for comparison with product proposals.
Table top review
- The purpose of the table top review is to select the customer contact food and beverage (F&B) items. These need to be appropriate to the F&B concept and coordinate with the interior design of the outlets concerned. The other objective is to ensure that the selected items can be purchased within the budget. Again all those interested in the selection including the F&B manager should be present on the same day.
- Briefs from the Interior Designer and Regional Food and Beverage staff are required before procurement and are included in the request for quotations to suppliers of chinaware, glassware, silverware and table linen.
- They will then offer one or more quotes for the designs and styles that they produce, these can be checked for conformity with the budget and samples requested for those that lie within it or close to it.
- At the review a table of the type and size to be used in the restaurant is laid. Samples of other styles are displayed nearby. A consensus is then reached on the best combination of styles and price. For operational and cost reasons it is better to reduce the number of different styles to a minimum although some specialist outlets may need their own styles.
Furniture and other OS&E for public spaces.
- The table top review is a good opportunity to confirm quality approval for other items of FF&E such as restaurant and banquet seating and other guestroom items. In addition other OS&E control samples and brochures can be presented for approval.
Sample room /model room review
It is difficult to overstate the importance of a proper sample room; this is needed for any new hotel project or major guestroom refurbishment. The objective is to create a guestroom exactly as the Interior Designer has designed it using his specified sources. ALL the interested parties then review this at the same time. This review should be controlled by a member of the technical team and will cover the practical and aesthetic aspects of the room. Both the quality of the design and the quality of the workmanship are reviewed. Detailed minutes are taken and a consensus reached on any items that need change. It is common for the list of changes to cover several A 4 pages. The agreed changes are then incorporated into the room and checked again until all are satisfied. Two or more reviews are sometimes required.
The room can be built in the hotel, particularly if it is a refurbishment program. It can be constructed anywhere but the closer to the site the better. It should be complete with all MECHANICAL AND ELECTRICAL systems and equipment (only the electrical supply need be operational) and include a bathroom and section of corridor. The appearance of the corridor can be made more realistic by installing mirrors at each end. If a contractor has already been appointed he should be used for the work. Detailed working drawings are prepared by the GC.- all plans, elevations, and details needed by the contractor along with the specifications. . These need to show all dimensions and be properly scaled. Any oddities of construction must be made clear on these drawings and they must be so complete.
The advantages of a sample room include –
- Practical and aesthetic issues with the room can be resolved before a large number is built.
- Problems with constructing the room, its furniture and furnishings can be identified and if necessary its design can be changed to eliminate them. Mechanical installations particularly the access to the air conditioning system often pose a problem.
- The light levels in the room and the quality of the black out can be checked and adjusted.
- The relationship between the various components of the room and its occupants can be established. Does the desk allow enough knee room? Can you see the television from the desk? Will the room door hit the wardrobe door if both are opened? Etc, etc, etc.
- The finished room acts as a quality reference for all the trades concerned with the project including painting, tiling, wallpapering and plaster work. The room is very valuable as a selling tool for the hotel.
Most hotels will have a number of room configurations. It may not be practical to make sample rooms for all of them but it is important that the twin room configuration be checked, as this is normally the most difficult. If it is not possible to construct an additional room the furniture and furnishings for the twin room should be fitted into another configuration.
The cost of constructing a sample room can be much higher than the unit price of the final room assuming that a large number are built. Vendors may provide samples free of charge if they are awarded the final contract.
Points to consider regarding model room.
- Guest/Practical/Aesthetics
- Look/Stylish.
- Comfort.
- Ease of use.
- Relationship with occupant.
- Light Levels .
- Does the desk allow enough knee room?
- Can you see the television from the desk?
Operations
- Ease of cleaning.
- Has it been wash tested?
- Ease of maintenance.
Construction /electrical
- Problems with constructing the room and its furniture and furnishings can be identified and if necessary its design can be changed to eliminate them.
- Mechanical installations particularly the access to the air conditioning
system often pose a problem. - Durable Construction. Materials. Surfaces.
- If electrical power required has it been allowed for in contract.
- Is it affected by local weather?
Standards
- Fire and safety.
- Electrical safety.
- Strength and stability
- Health and hygiene
- Green issues eg water and energyRelation with other FFE
- Will the room door hit the wardrobe door if both are opened? Etc, etc, etc
- Who is installing
- Can it get through all doors and lifts
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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
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Due Diligence.
The ‘Procurement Due Diligence‘ process is normally finalised at the pre-tender and tender stage. The process includes:
- Analysis of suppliers’ financial position.
- Review of suppliers’ environmental policy.
- Risk assessment and protection.
- Confirm suppliers’ references including proven history of projects.
- Confirm suppliers’ commitment to quality including 3rd party certificates.
- Establish suppliers’ test certificates.
- Factory visit if required by Client.
- Ensure products conform to international hotel standards as well as local and national standards including- fire, safety, electrical, food, local standards.
- Agree warranty terms and payment terms.
- Maintenance services.
- Confirm lead time.
- Confirm contract law (normally English).
- Other information which will be required includes – installation services, geographical coverage and currency terms.
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Step 5 (E) Purchase recommendations (by Robert).
Purchase order and invoice payment process(by Client).
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Once all offers have been analysed I provide the Client with the best offer for them to place the purchase orders. The process includes:
- Provide Client with purchase recommendation (PR) with the quotation, terms and conditions, including warranties.
- In the case where local hotel operations have still to make a decision provide Client PR-TBF (to be finalised by local partner with Hotel).
- Client finalises terms between them and suppliers e.g. payment terms and delivery schedule.
- Client places their purchase orders direct with suppliers according to the purchase recommendation from us (PR). The contract is between Client and the supplier.
- Client pays invoice(s) as per agreed terms with supplier.
- Reports to be agreed with Client (BSPAU) : Budget, spend, pending, actual to date, under/over.
- Advise on standard terms and conditions.
- Goods are then manufactured/packed and prepared for shipment.
- Monitor -production and preparation for shipment.
- Payment procedures implemented by Client e.g. advance payment (if agreed), L/C, bank guarantees, payment bonds etc
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Step 6 (F)
Pre-shipment inspection (by Robert for EU/UK and or third party inspector)
Logistics (by Client) appoints freight forwarder
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Logistics (by Client) appoints freight forwarder whose services includes:
- Ensure correct documentation for local importation. Check with Client’s Local Team.
- Ensure appropriate packaging.
- Ensure cargo insurance.
- Packing lists and pickup address provided by suppliers to freight forwarder/ local customs broker, Robert, Client/Client’ Local Team(importer).
- Packing list will be by pallet, and include the following details in English: supplier details, contact details, email, country of origin, country of supply, customer address, delivery address, pallet reference, hotel name, purchase order number, invoices number, weight,volume , number of pallets.
- When the shipment is ready the supplier advises the freight forwarder to pick up the goods and transport to the freight forwarder’s warehouse for onward shipping to local warehouse then hotel..
- Client makes invoice payment (according to terms) to suppliers before shipment.
- Client monitors the logistics, tracking and deliveries
- Freight forwarder provides status reports to Client/Client’s Local Team(importer) and Robert …
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Import export process
The Import/Export Process:
The major elements involved in international trading include:
- contract of sale(or agreement).
- foreign currency.
- export packaging.
- export formalities.
- local export cartage.
- documentation.
- cargo insurance.
- international freight (air and sea).
- custom regulations and taxes.
- quarantine regulations.
- local import cartage.
- costing.
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Step 7 (G) Import/Clear goods; Receipt of Goods (coordinated by Client’s local team) through freight forwarder/local customs broker
Installation (by Client’s local team/Hotel).
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Delivery
It is essential that a strict control be exercised on the delivery of material to the project.
Client’s local import team coordinates importation and logistics, normally through freight forwarder/local customs agent/qualified broker. Services include:
- Shipment cleared at port.
- Organise quality control, testing/certification that entitles importation,and any other local documentation.
- Shipment warehoused until successful clearance.
- Shipment transported to local warehouse or hotel.
- Goods unloaded at warehouse or hotel.
- Delivery checked with packing list.
- Discrepancies and or defective items identified and suppliers advised.
- If goods stored at warehouse then hotel requisitions goods by call off from warehouse to hotel.
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Phase 7 (G) Delivery and installation at hotel (by Client’s local team/Hotel operations site team).
- Goods delivered to hotel.
- Goods unloaded at hotel.
- Delivery checked with packing list. ( Client’s local team and hotel operations)
- Quality control for discrepancies and or defective items identified and suppliers advised. ( Client’s local team and hotel operations)
- Unpacked and placed ( Client’s local team in coordination with hotel operations).
- Items labelled as per agreed Asset Management system.
- Goods entered into hotel timing schedule, agreed with the hotel.
- Distribution within hotel by assigned personnel.
- To help with transporting to guestrooms, equipment can be packed in linen trolleys Alternatively packed into room boxes. Each box has a packing list and room number corresponding to room schedule of OS&E.
- Sign out of any non-requisitioned equipment to hotel stores.
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Receiving Goods by Client
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Deliver to rooms (by Client)
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Step 8 (H) Finalisation process. (by Client’s local team)
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To verify quality and ensure that the procurement process is completed and any issues satisfactorily resolved. The process includes:
- Final invoice payments by Client.
- Final inspection.
- Carry out snagging , identify missing or damaged items and arrange for delivery or repair as appropriate
- Prepare complete handover document for each area or room upon completion of installation.
- Prepare final procurement manual of -inventory list, purchase orders, warranties/guarantee, fire certificates, maintenance and technical details, suppliers lists,
- Provide all other required documents for handover and use.
- Finalisation of the inventory at hotel. Stock control. (by hotel)
- Review on site main OS&E in terms of quality.
- Invoice reconciliation, insurance claims, resolve vendor disputes.
- Obtain all necessary standards certificates eg electrical, fire and safety.
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Who does what? To be adapted to scope of work.
