Robert Dunn’s scope of work (typical)
- Overseas procurement ie goods imported by the Client.
- Procedures, processes strategy
- Guidance on suppliers and manufacturers.
- Guidance on luxury hotel equipment standards and product brands.
- Guidelines on specifications more info.
- Guidance on FF&E suppliers. (not procurement)
- Budget estimates.
- Detailed customised OS&E lists (5000 items) on excel. Alternatively hotel operator’s lists used.
- Bill of quantities.
- Time management.
- Ensure operators brand and supplier requirements are met .
- Arrange samples.
- Tender process.
- Provide final purchase recommendations (PR) or PR-TBF (to be finalised by local partner with Hotel) .
Competitive tendering
- 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.
- Prequalified 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.
Local partner’s scope of work (typical)
- Secures a procurement contract with the hotel Client.
- Local sourcing and local procurement.
- Procure local customised products.
- Procure uniforms.
- Liaises with local suppliers and distributers.
- Receives samples, presents to hotel operator & owner.
- Coordinates tabletop and room equipment presentation for the operator.
- Establishes if there are local codes & regulations which OS&E must conform to eg fire, safety and electrics.
- Confirms which local electric sockets are used in hotel.
- Finalises purchase recommendations /decisions that are stuck, often with hotel operations, based on the PR-TBF sent by R Dunn .
- Arranges for orders to be placed by owner. All purchase orders and contracts are between Owner and the suppliers . Robert Dunn does not accept any liability or penalties in the case of non-performance or delays by OS&E suppliers; subsequent liquidated damages are solely attributable to the responsible supplier.
- Arranges for supplier payments-advance and pre shipment, by owner.
- Appoints the freight forwarder for logistics, tracking, deliveries and installation.
- Importation and customs clearance/customs payments/local tax/ tariffs.
- Receives the goods.
- Upon delivery of the goods, inspect and check each item for completeness and damage before releasing to the hotel operator . In the event of missing or damaged goods, advise R Dunn who will discuss with the supplier.
- Commencing on first delivery of the goods, issue weekly reports reconciling the Goods delivered against those ordered, so that an updated delivery status is available at all times.
- Ensures deliveries stored in a safe location.
- Arrange local temporary offsite warehouse facilities.
- Monitors any claims on damaged items upon delivery to site or warehouse.
- Supervises site deliveries from local warehouse to hotel.
- Ensures hotel provides support staff to move and place goods.
- Coordinates movement of goods from store to rooms. Hotel to provide support staff to move and place goods.
- Agrees installation program and Coordinates installation Usually installation is by the general contractor or external installers
- Finalisation including compliance with quality requirements.
- On completion of the Services (ie after all goods have been delivered), issue a Close Out report to the Client/Construction Department which shall include an inventory report listing all goods delivered.
By Client (often the owner and or developer).
- Supplier payments-advance and pre shipment.
- Approves samples with operator.
- Places purchase orders.