General Principles

• 1. Products  sourced 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. Obtain “best value” products through the planned and skillful management of procurement and supply chains.
  4. Source from reliable and recognised suppliers and wherever possible. Use suppliers that are often registered under ISO 9001:2000.
  5. Suppliers and manufacturer and their products must conform to  the  policies- Purchasing Principles, Supplier/Product Criteria, Ethical Policy, Green Policy, Quality Criteria.
  6. The procurement process is often 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. The following should be consulted with hotel operations, as they are the users, to ensure that the appropriate equipment is purchased. Consult with Designer and external consultants like kitchen, electrical, plumbing where appropriate.
  8.  Equipment should be sourced through competitive tender unless there are good reasons to the contrary.
  9. Maximise purchasing power to harness economies of scale.
  10. Use local suppliers if they are competitive.
  11. Seek to develop the supplier base in order to harness economies of scale and promote the development of a partnership approach.
  12. Consider the impact on the environment and the local economy as important criteria in any procurement process providing that neither prejudices service delivery.
  13. Consider sustainability as an important criterion in any procurement providing that the availability does not prejudice service delivery.
  14. Ensure equal opportunities in the procurement process as an important part of the Procurement Policy.
  15. Review suppliers regularly 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 or equivalent.
  2. The conduct standards are to the highest standards of honesty, integrity, impartiality and objectivity.
  3. Wherever requested, unsuccessful applicants should  be provided with the reasons why and unsuccessful bidders will be given feedback.
  4. In appointing suppliers,  appraise all valid offers received and  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 should  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 the client.