My Purchasing Principles

General Principles

    1. The products I source are of good quality, safe, durable, easy to use and maintain and offer value for money.
    2. The ‘Procurement Due Diligence‘ process is finalised  at the pre-tender and tender stage. This includes: analysis of suppliers’ financial position; review of suppliers’ environmental policy; risk assessment and protection; confirm suppliers’ 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 hotel standards including- fire, safety, electrical, food, other, local standards; agree warranty terms and payment terms; other information which will be required includes-installation and maintenance service, references, geographical coverage, lead time, currency terms; confirm  contract law.
    3. I obtain “best value” products through the planned and skillful management of procurement and supply chains.
    4. I source from reliable and recognised suppliers and wherever possible, I use suppliers that are often registered under ISO 9001:2000.
    5. Suppliers and manufacturer and their products must conform to my policies- Purchasing Princples, Green, Ethical and Quality .
    6. The procurement process is based upon a partnering approach in which both the buyer and the supplier seek to gain maximum mutual advantage through successful relationships and continuous improvement.
    7. I consult with hotel operations, as they are the users, to ensure that the appropriate equipment is purchased.
    8. Equipment is sourced through competitive tender unless there are good reasons to the contrary.
    9. Where appropriate I maximise purchasing power to harness economies of scale.
    10. I use local suppliers if they are competitive.
    11. I seek to develop the supplier base in order to harness economies of scale and promote the development of a partnership approach.
    12. I consider the impact on the environment and the local economy as important criteria in any procurement process providing that neither prejudices service delivery.
    13. I consider sustainability as an important criterion in any procurement providing that the availability does not prejudice service delivery.
    14. I secure equal opportunities in the procurement process as an important part of the Procurement Policy.
    15. My suppliers are kept under regular review to confirm their continued adequacy and to measure performance.


Rules and Best Practice 

    1. The framework of rules for procurement are those determined by UK law.
    2. The conduct standards are to the highest standards of honesty, integrity, impartiality and objectivity.
    3. Wherever requested, unsuccessful applicants will be provided with the reasons why and unsuccessful bidders will be given feedback.
    4. In appointing suppliers, I will appraise all valid offers received and will seek an appropriate balance between cost and quality evaluation.
    5. In managing procurement processes it is required that: Records and procedures are set out, decisions are recorded and clear audit trails exist in order to ensure openness, propriety and probity.
    6. Resources relating to procurement will be kept under review as part of the Best Value cycle and the use of electronic and other means to reduce acquisition and transition costs will be encouraged.
    7. Payment terms are agreed between the suppliers and my client.

Ethical Policy

Suppliers to be socially and ethically exemplary

    • “Suppliers” means those suppliers of goods or services and also manufacturers, including their
    • subcontractors and their own suppliers, who work direct or indirectly for me (Robert Dunn)
    • or for my clients.
    • “Clients” include Hotel operators, hotel owners, logistics companies, purchasing agents.

General Statement
Suppliers and clients with whom I work should behave in a socially and ethically exemplary way.
Their employees should not be deprived of their basic human rights, nor be forced to suffer
physically or mentally from their work in any way. They should respect fundamental
human rights and treat their workforce fairly and with respect.

Suppliers should be able to show they are committed to a ethical policy. The policy statements below are for discussion purposes…

1. Code of Conduct for Suppliers.
It is the responsibility of suppliers to ensure that their employees and subcontractors are
informed about and comply with this Code.

2 Legal Requirements
Suppliers must, in all activities, obey national and regional statutory requirements in the countries
in which they are operating. Should any of the requirements stated in this document be in violation
of the law in any country or territory, the local law should always take precedence. In such case,
a supplier must immediately inform me Robert Dunn. It is, however, important to understand that
Robert Dunns requirements are not limited to the requirements of national laws.

3. Workers´ Rights

3.1 Basic human rights
Employees working directly or indirectly for my suppliers should be entitled to his or her basic human rights.
Suppliers should not use bonded workers, forced labour, prisoners or illegal workers. If foreign
workers are employed on a contract basis, they should never be required to remain in employment
against their will. The employer covers all commissions and the recruitment agency fees.
Workers should not be subject to corporal punishment, mental or physical disciplinary action, or harassment.
Dismissal of female workers due to pregnancy is not acceptable.
It is recommended that all workers are free to peacefully and lawfully join associations of their own choosing,
and have the right to bargain collectively.
No worker should be discriminated against because of age, race, gender, religion, sexual
orientation, marital or maternity status, political opinion or ethnic background. It is recommended
that all workers with the same experience and qualifications receive equal pay for equal work.

3.2 Wages and Working Hours
All workers should know the basic terms and conditions of their employment. Legislated minimum
wages should be a minimum, rather than a recommended level. Wages should be paid regularly and
on time. A normal workweek must not exceed the legal hourly limit, and all overtime work should be
properly compensated.
Workers should be granted stipulated annual leave; sick leave and maternity/paternity leave without
any form of repercussions.

4 Safety
4.1 Building and Fire Safety
Suppliers should ensure that worker safety is always a priority concern. Buildings must have clearly
marked exits and emergency exits on all floors. It is recommended that all exit doors should open
outwards. Exits should not be blocked and should be visible. All workers shall be informed of the
safety arrangements. An evacuation plan should be displayed on every floor of a building
and the fire alarm should be tested regularly. Regular evacuation drills are recommended.

4.2 First Aid
First aid equipment must be available in a building and at least one person in each department
should be trained in basic first aid. It is recommended that a doctor or nurse is available on
short notice in the event of an accident on the premises. The employer should cover the
costs (not covered by social security) of medical care for injuries incurred on their premises.

5 Workplace Conditions
It is important for all workers well being, that chemicals are handled in a safe and correct way.
All chemicals shall be marked and labelled in a correct way.
Training and instructions for handling chemicals must be performed and workers must have adequate
body protection. The temperature and noise level of the work environment should be tolerable.
Ventilation should be adequate. Lighting should be sufficient for the work performed. The workplace
should have an adequate number of clean sanitary facilities, which are preferably separated for
men and women. Workers should have access to these facilities without unreasonable restrictions.

6 Housing Conditions
Where staff’s housing facilities are provided, suppliers should ensure that workers safety is a priority concern.
The recommended safety and workplace conditions described above are applicable to these housing facilities.
All workers should be provided with their own individual bed and the living space per worker must meet the
minimum legal requirement. Dormitories, toilets and showers should be separated for men and women. There
should be no restriction on workers rights to leave the dormitory during off hours. Fire alarms, fire extinguishers,
unobstructed emergency exits and evacuation drills are of particular importance in dormitory areas.

7 Environmental Issues
The environment is of increasing concern globally and suppliers are expected to comply with applicable
environmental laws and regulations and fulfil the terms of R Dunns Green Policy.

8 Child Labour Code
8.1 Definition of Child
A child in this context is a person younger than 15 years of age, or 14 years of age in accordance with the
exceptions for developing countries as set out in Article 2.4 in the ILO Convention No.138 on Minimum Age.

8.2 Child Labour Code according to UN Convention on the Rights of the Child, article 32.1.
Suppliers should recognize the right of the child to be protected from economic exploitation and from
performing any work that is likely to be hazardous or to interfere with the child’s education, or to be
harmful to the child’s health or physical, mental, spiritual, moral or social development.

8.3 Implementation of child labour code
Suppliers should not use child labour. Suppliers should endeavour to improve the social situation for
any child affected by their ban on child labour. Suppliers should acts in accordance with the overall
best interests of the child. A satisfactory solution is whatever improves an individual child’s overall situation.
The employer should cover the costs for this.

8.4 Enforcement of Child Labour Code
I will discontinue cooperation with any party that does not comply with my child labour code.

8.5 Apprenticeship Programs
Supplier can use apprenticeship programs in countries where the law permits such programs, but only under certain
conditions. The employer must be able to prove that work is not interfering with the child’s education;
that apprenticeship is limited to a few hours per day; that the work is light and clearly aimed at training and that
the child is properly compensated.

8.6 Special Recommendations
According to Article 1 of the UN Convention on the Rights of the Child, a person is a child
until the age of 18. I therefore recommend that children in the age group 15-18 years be treated accordingly,
i.e. by limiting the total number of working hours per day and implementing appropriate rules for overtime.
Children in this age group are not allowed to perform hazardous work.

9 Monitoring and Enforcement
9.1 The principle of Trust and Cooperation
I expect that all workers, suppliers and their subcontractors respect this Code of Conduct and to
actively do their utmost to achieve its standards.
I am prepared to cooperate with suppliers to achieve adequate solutions. I am prepared to
take cultural differences and other relevant factors into consideration, but will not compromise on the
fundamental requirements described in this document.

9.2 Monitoring
All suppliers are obliged to keep me informed about where each order is produced. I reserve the right
to make unannounced visits to sites where people work directly or indirectly for the supplier.
I also reserve the right to let an independent party make inspection.

9.3 Enforcement
In the event of me or my trading partners becoming aware of a supplier not following my ethical code of conduct,
I reserve the right to terminate any agreed contract or withdraw from trading with this particular supplier forthwith.

Green Policy

Energy, water and resource efficient.

Suppliers and manufacturers should be able to show they are committed to a green policy in terms of the materials & suppliers they use and their manufacturing processes. Their products supplied should conform to the hotel’s green policy (see below).
The policy statements below are for discussion purposes. .


    1. Manufacturing should be environmentally friendly and sustainable in terms of energy, water, waste, sustainable raw materials and purchasing.
    2. Suppliers should confirm that their products comply with local and national relevant environmental legislation and codes of practice where the Client’s hotel is located.
    3. Suppliers should confirm that their products comply with the hotel operator’s environmental standards and green policy.
    4. Suppliers should be able to supply appropriate local environmental certification relating to the hotel location.
    5. Suppliers should detail how they set targets and measure their impact and performance and help locally.
    6. Products should be value for money in terms of whole life cost
      ie initial cost + maintenance cost + packaging disposal + cost of disposal + cost on environment
    7. If all other factors are equal (price, quality, service etc), a local supplier may be chosen over a remote supplier as the reduced level of transport represents a positive environmental benefit.
    8. Suppliers should have a good social, ethical and environmental policy.
    9. When obtaining tenders for goods, services and works, appropriate questions will be asked to ascertain the approach of prospective contractors to the protection and improvement of the environment, and how this approach is reflected in the tenderer’s working practices and procedures, both in relation to the goods, services or works being tendered for and in relation to the tenderer’s business generally. Tenderers will be advised within the tender documentation that account will be taken of such issues in the evaluation of tenders.
    10. Demand for “environmentally friendly” products will be stimulated by letting manufacturers and suppliers know the environmental performance expected.
    11. An environmentally friendly product can be described as being:
      • Fit for the purpose and providing value for money.
      • Energy, water and resource efficient.
      • Made with minimum use of virgin materials.
      • Made with maximum use of post consumer materials.
      • Non (or reduced) polluting.
      • Durable, easily upgraded, and repairable.
      • Re-usable and recyclable.
    12. It is useful for suppliers to have ISO14001 or European Standard EMAS (Eco-Management and Audit Scheme).

Hotel Products in Operation

    1. Products should be environmentally friendly within the hotel in terms of energy consumption, water consumption, waste, and purchasing.
    2. Technology should be used where possible to reduce energy and water consumption.
    3. Breakages will be minimised eg by buying durable equipment, effective trolleys and storage racks.
    4. Where possible the purchase of products using and containing harmful substances, will be limited.
    5. Chemicals should be biodegradable whenever possible.
    6. Products should be easily maintained, repaired and upgraded with guaranteed stocks of replaceable parts.
    7. Consumption of non-replaceable natural resources to be minimised by reviewing current and proposed future usage and evaluating the pros and cons of alternatives.
    8. Products and processes which are detrimental to the environment should be reduced by using more “environmentally friendly” products and processes.
    9. Waste should be minimised by evaluating the packaging and waste produced by the product (or service) in question.
    10. The waste generated by the eventual disposal of the product should be evaluated.
    11. The reuse and recycling of materials should be maximised.
    12. “Suppliers” means those suppliers of goods or services and also manufacturers, including their subcontractors and their own suppliers, who work direct or indirectly for me (Robert Dunn) or for my clients.
    13. “Clients” include Hotel operators, hotel owners, logistics companies, purchasing agents.

Quality Policy

Build quality review into the flow of work and daily routine.

    Manufacturers, suppliers and distributors should be able to conform to the following:

    1. A commitment to supply high quality products in terms of excellence of design, functionality, materials and construction.
    2. Maintain position as one of the premier suppliers into the Hotel Industry.
    3. Consistently supply high quality products, conforming to all standards including fire and safety, to the required specification and on time to all its customers.
    4. Continual improve its products and quality management system.
    5. Demonstrate top management commitment to quality by clear leadership and the communication of quality objectives to all levels within the organisation.
    6. Set measurable quality objectives at all levels within the organisation.
    7. Provide adequate resource for achievement of those objectives.
    8. Provide a systems approach to controlling the interrelated processes defined in the quality systems manual and setting responsibilities for problem solving.
    9. Move forward with its partners and suppliers to the benefit of customers and other interested parties.
    10. Maintain the cost of quality at levels acceptable to the business.
    11. Monitor customer satisfaction levels and address improvement opportunities.
    12. Provide controls for periodically reviewing this quality policy and related objectives for continued suitability.
    13. Communicate effectively the foregoing quality policy to all levels of the organisation.
    14. Company quality policy should be permanently displayed on all company notice boards.
      Ethical, green/environmental policy or statement should be included.

My Service Charter

To the best of my ability I will:

• Act on behalf of the Client in the acquisition of hotel merchandise for the Client’s direct purchase.
• Act in the best interests of the Client, at all times, balancing the different needs of all stakeholders
• Represent the interests of the Client in matters relating to OS&E.
• Offer a flexible service tailored to the needs of the Client.
• Ensure value for money through competitive best practise tendering to trusted suppliers
• Ensure procurement processes are conducted in an open and honest way.
• Practice “due diligence” when selecting suppliers and products.
• Tender to two or three suppliers(agreed with the Client) for each main package process, unless there are good reasons to the contrary.
• Ensure goods are purchased within agreed budget, to the correct standards and on time..
• Ensure money is being used effectively and efficiently to ensure best value for money when purchasing goods and services.
• Ensure high quality, stylish, functional, safe, durable, easy to use/maintain products are purchased.
• Engage in sustainable / responsible procurement (green procurement) taking into account environmental, social and ethical considerations when making a purchasing decision.
• Ensure that suppliers and manufacturer and their products conform to my policies- Purchasing, Green, Ethical and Quality
• Ensure products conform to operator’s standards.
• Ensure products conform to international five star hotel industry standards.
• Ensure products conform to local and national standards, regulations and codes including to fire, safety, health and hygiene and electrical standards .
• Suggest ways to reduce costs through alternative suppliers.
• Advise on payment terms and purchase order terms and conditions.
• Respect the confidentiality of all Client information and the proprietary nature of hotel brand related information.
• Ensure transparency and no hidden costs or commissions from suppliers, thus avoiding the consultant / agent conflict. All supplier rebates and/or discounts are for the benefit of the client.
• Minimizes risks.
• Ensure suppliers are kept under regular review to confirm their continued adequacy and to measure performance.

Client Resources