Preparation of OS&E Master lists with quantities for each new project.
Step 1 Preparation of scope of OS&E.
- I provide Client with a copy of RDunns hotel OS& E and FF&E scope document.
- Add in exceptional items required by operator and normally in other scopes.
- Crosscheck OSE 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. (attached)
- 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 (if available) in terms of equipment needs.
Step 3 Preparation of OS&E Masterlists
- Review operators OS&E template lists.
- Prepare preliminary customised OS&E Masterlist using operators OSE template list.
- Online lists/
- Add in and highlight any missing lists or items not normally OS&E.
- Enter operator’s item par coefficients to create quantities.
- Make a budget allowance where quantities or specs unknown eg buffet. Highlight in OS&E Masterlists.
- Review lists with Operator and update accordingly. (by Client)
- Break into BOQs for tender purposes . (Tendering not in this proposal)
Step 4 Preparation of budgets..
- Prepare preliminary budgets using operators budget 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 , vehicles, Include in budget.
- Identify items that are unspecifed and quantified (known unknowns) eg uniforms.
- Allow contingency for unspecifed and unquantified items(known unknowns) Highlight in summary
Step 5 Guidance on specifications/standards/suppliers/manufacturers
- Provide guidance on OS&E standards (where not provided by operator), suppliers and manufacturers .
- Operator to provide documents like OSE Template Operators manual, buying guides, preferred supplier list, safety standards manual and green standards which will be incorporated where necessary in Masterlists .
- Identify 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 from Liddell
- Minimum spec (optional supplier) . eg kitchen utensils from Alliance , Restofair
- Where appropriate confirm the following relating to OS&E( confirm at tender stage)
- Does it conform to safety and local standards eg fire, electrical, health, food, hygiene?
- Does it conform to international hotel standards?
- Does it (and the manufacturer) conform to green standards. (to be confirmed at tender stage)
- 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 items eg
- with other OS&E eg plates/trolleys, linen 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
- Financial controller(FC)
- General Contractor(GC)
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
- General Manager (GM)
- Hotel Operations (HO)
- Identify OS&E where further input is 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
- Check if included in other packages eg FF&E, bathroom contract package, electrical contract, kitchen contract, to identify possible double or nil counting
- 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 qual quality and save money for owner.
- Client arranges samples and coordinates table top review and model room.
Step 7 . Preparation of schedules(time) .
- Over view of time for processes (budget, bidding/tender, orders, production, shipment delivery installation).
- Purchase order schedule of priorities eg high value long lead time goods first.
Assumptions
- 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. Eh hairdryer
- Generic descriptions will be provided for those items where technological advances are continual eg photocopiers.
- Remarks column will highlight those products:
- where coefficients are not yet quantifiable and will be done at tender stage eg shelving.
- where standards/regulations (eg fire, electrical ) may vary from country to country.
- that relate to other products eg bed linen dimensions
- 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.
OS&E Lists (short examples on pdf)
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