Master-lists Uniforms
UNIFORM PROCUREMENT PROCESS FOR A HOTEL
(All Departments)
Uniforms – Key Criteria & Decision Inputs Summary
Uniform Criteria
- Style: Must align with brand standards and departmental function.
- Materials: Durable, comfortable, suitable for hotel climate and laundering method.
- Washing Requirements: Must withstand frequent laundering; determine if in-house or outsourced.
- Warranty: Clarify warranty terms for fabric, stitching, and logo wear.
Hotel Confirmations Required
- Are seasonal uniform sets needed (e.g., summer/winter)?
Final confirmation of:
Style Colours Sizes Gender/sex mix
- Uniform quantities to match the preliminary staffing guide and sex breakdown.
- Provide the position schedule, noting which roles can wear stock sizing (e.g., Engineering) vs. those needing tailoring (e.g., Doorman, Hostess).
Stakeholders Involved in Decision Making
- General Manager (GM)
- C&B (Costume & Branding) Manager
- Department Managers (e.g., F&B, Housekeeping)
- Hotel Owner or Operator Representative
- Uniform Designer
Additional Step
- Uniform “Fashion Show” to be held before final selection:
- Confirm participation with hotel, supplier, owner, and designer.
- Used to evaluate appearance, fit, and brand alignment.
Stage Key Deliverables
1 Department list, stakeholder map
2 Functional requirement doc
3 Uniform design boards
4 BOQ & budget
5 RFP, evaluation matrix
6 Fit feedback, sign-off
7 QA checklist
8 Delivery plan
9 Inventory register
10. Replenishment & Ongoing Support
1. Project Planning & Briefing
- Goal: Define the scope, departments, and functional needs.
- Identify all departments requiring uniforms (e.g. Front Office, Housekeeping, F&B, Kitchen, Engineering, Spa, Security).
- Determine quantity of staff per department and shifts (for rotation/backup).
- Define hotel brand standards or any operator-specific uniform guidelines.
- Appoint stakeholders (e.g. HR, procurement, design/branding, department heads).
2. Needs Assessment & Functional Requirements
- Goal: Gather input to ensure practical, comfortable, and brand-aligned designs.
- Conduct consultations with department heads and sample staff.
- Document requirements: comfort, durability, fabric type (e.g. breathable, easy to wash), seasonal needs, safety (e.g. non-slip shoes, flame-retardant for kitchen), and cultural appropriateness.
- Note requirements for name tags, accessories, PPE items, etc.
3. Design Development
- Goal: Align uniform aesthetics with brand identity and operational functionality.
- Engage with a uniform designer or supplier with in-house design capabilities.
- Present concept boards or sketches for stakeholder approval.
- Finalize colors, trims, logos, embroidery/printing positions.
- Include staff fittings/samples if possible.
4. Budgeting & BOQ
- Goal: Prepare a detailed cost estimate and bill of quantities.
- Create a Bill of Quantities per department: number of items per staff member (e.g., 3 shirts, 2 trousers, 1 jacket).
- Include multiple sizes (XS to XXL), gender variations, and backups per role.
- Account for contingency (~5–10%) for new hires, damages, or seasonal changes.
- Request preliminary pricing from shortlisted vendors to develop budgets.
5. Tender & Supplier Selection
- Goal: Source, evaluate, and select the supplier.
- Prepare an RFP (Request for Proposal) with:
- Tech specs
- Quantities
- Delivery timeline
- Fitting and sampling requirements
- Payment terms and warranty
- Evaluate based on:
- Design capability
- Quality of fabric and stitching
- Delivery logistics
- Experience with hospitality
- Price competitiveness
6. Sampling, Fitting & Approval
- Goal: Ensure the uniforms fit and function properly before production.
- Vendor provides physical samples in various sizes.
- Conduct fittings with staff volunteers from each department.
- Gather feedback and make final adjustments (design/fit/fabric).
- Issue final approval for bulk production.
7. Production & Quality Assurance
- Goal: Begin full production with strict QA controls.
- Supplier begins manufacturing uniforms.
- QA team or third-party inspector checks:
- Stitching quality
- Logo placement
- Fabric consistency
- Packaging and labeling
8. Delivery, Sorting & Distribution
- Goal: Deliver uniforms department-wise and size-wise, ready for use.
- Supplier delivers uniforms sorted by:
- Department
- Name tag (if customized)
- Size
- Uniform type
- Hotel or supplier handles labeling for individual distribution.
- Staff receive their sets; records updated per staff profile.
9. Inventory Management & Storage
- Goal: Track uniform distribution and maintain backup stock.
- Maintain a central uniform inventory database (per person, department, size).
- Store backup uniforms for onboarding or replacements.
- Establish process for damaged/lost uniform replacement.
10. Maintenance Guidelines & Replenishment Plan
- Goal: Ensure longevity and consistency of uniform standards.
- Document care/washing instructions (especially if in-house laundry).
- Set expected lifespan per garment type (e.g., shirts = 1 year).
- Monitor wear and tear across departments.
- Plan annual replenishment budget and timeline.
