Os&e procurement process sep 2013-3

www.robertdunn.eu

+(33) 6 27336130

Procurement Package

Equipment (OS&E)

for New Hotel Projects

http://www.robertdunn.eu/

www.RobertDunn.eu Hotel Equipment Services 3

Hotel owners should not under

estimate the value of equipment

(OS&E) required for a new hotel

project. This can often amount to

many millions of Euros.

A professional OS&E specialist is

essential to negotiate the best terms

and conditions and ensure savings ,

for large projects, of

hundreds of thousands of Euros .


The Challenge

Hotel owners and operators should not underestimate the diversity, complexity and quantity of products required for a large luxury hotel.

Over 5000 products each with a choice of specifications, and suppliers, from many different countries, , is a lot to manage.

Professional expertise is essential to avoid the nightmare scenario of late deliveries, goods unsafe and not conforming to standards, as well as serious over or under expenditure.

I am an independent EU based

consultant, specialising in

procurement for international

hotel projects.

My 20 years of procurement

experience, within a multi brand

international hotel environment,

along with my vast network of

suppliers, allows Clients to

leverage spend and also product

and supplier knowledge.

I offer a pre-opening

procurement package for hotel

equipment ( OS&E) and

assistance with customized

furniture (FF&E).

In essence I act on behalf of

the Client, to ensure value for

money and correct standards

of equipment.

My commitment is to quality

and cost control.

A Preparation of scope of purchases and schedule.

B Analysis of hotel configuration, location and local needs .

C Preparation of budgets estimates (using my powerful luxury hotel budget cost models)

D Preparation of detailed customised OS&E lists (5000 items) online, on excel With quantities and specifications. Alternatively review Client's own lists.

E Guidance on suppliers, manufacturers. luxury hotel standards & brands.

Preparation of E-book mood boards.

F Client review process (lists, budgets, specs, samples, table top & model room review).

Preparation of -bills of quantities & materials

G Preparation of schedules(time and tasks).

H. Preparation of processes and procedures and agreement with Client reports requirements .

I Tender process then purchase recommendations. (PR)

J Purchase orders & payments to suppliers.( by Client)

K Coordination of warehousing , consolidation, logistics and shipments

Coordination of delivery/receiving

Movement of goods from store to rooms.

Coordination of installation.

L Finalisation including compliance with quality requirements.

Ad hok FF&E/main contract products)

i. Client emails the hotel configuration (eg number of bed rooms, restaurant sizes).

ii. I prepare a fee proposal scope of purchases and time plan overview.

iii. Client reviews, accepts (or rejects) the proposal.

iv. Client emails the operating policies, operators standards, plans & room layouts,if available.

v. I review the above in terms of other OS&E needs.

vi. I prepare a detailed budget list with quantities and generic specs (on excel or online) . Alternatively I review the Clients own OS&E lists in terms of itandards and ensure operators brand and supplier requirements are met. I check that quantities are reasonable.

vii. The OS&E lists are reviewed with Client .

viii. I cross check (if made available) the kitchen, laundry and designers scope to ensure that there are no double or nil counting

ix. I offer guidance on processes, control and procedures.

x. I prepare the schedule (time and tasks).

xi. I prepare the bills of quantities & materials.

xii. I tender to the suppliers agreed with Client/operator (equal and approved suppliers ) .

xiii. I organises samples and brochures for Client review.

xiv. I organise table top presentation, banquet furniture presentation, model room samples presentation.

xv. I ensure Devil in the detail• analysis of quotations.

xvi. I negotiate terms and prices, to ensure value for money.

xvii. I prepare a summary of the best deals & purchase recommendations for the owners to consider.

xviii. Once the best quote has been selected I prepare a file for the Client containing purchase request, supplier quote, terms and conditions.

xix. Normally the Client places the orders direct with suppliers. Alternatively I place the orders on behalf of the Client.

xx. I track & progress orders.

xxi. I coordinate the logistics, tracking, deliveries and installation.

xxii. Finalisatiion process

Guest Area

Rooms

Bathrooms

Corridors

Other facilities

Public Area

Front of house

Bars and restaurants

Public WC

Fitness centers

Conference and banqueting

Back of house

Kitchen

Technical

Housekeeping

Laundry

Admin

Loading Bay

Scope of Purchases

All the equipment(OS&E) for restaurants, bars,

conference, banqueting, guestroom,

bathroom, back of house, offices,

housekeeping, kitchen, engineering , front of

house... corresponding to operator's

standards.

Ad-hok purchases of FF&E are included.

Products are to the highest quality standards

of design, functionality and durability from

suppliers that offer excellent service & value

for money .

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 3 per main bid package).

The Clients and or Operator's own suppliers may also included in the tender process

This feature is under development & optional as excel workbooks can also be used.

Equip Online(e-ose.eu), is my in house, web based equipment database platform , offered as a part of my pre-opening (OS&E) procurement services.

In brief I generate a complete set of customised online equipment(OS&E) lists.

The detailed specifications and pictures can be viewed online, along with the quantities.

Multiple stakeholders can participate in the online approval which then allows me to start the E-tender process.

http://e-ose.eu/

http://e-ose.eu/

http://e-ose.eu/

http://e-ose.eu/

http://e-ose.eu/

http://e-ose.eu/

http://e-ose.eu/

Over 5000 generic products (OS&E) available to view online.

Restaurant and bar equipment. Guestroom equipment . Bed linen . Back of house equipment . Housekeeping equipment. Kitchen utensils . Meeting room. Conference and banqueting furniture and equipment. Swimming pool and fitness center. Uniforms.

FF&E Casegoods Furniture Fabrics . Carpet.


By room, facility and department

Budgets prepared

Guidance on standards,

suppliers and manufacturers

Guidance on equipment brands

• The OS&E lists prepared by R Dunn in terms

of products, quantities and standards.

• The budgets.

• Client takes part in the product selection

process by assessing samples and brochures.

• Samples for the model room.

•All orders.

•The final deliveries.

Model room OS&E presentation


Schedules prepared Task , resources, time monitored

Control processes

•Budget control.

•Quality control.

•Purchase order tracking.

•Logistics.

•Risk

Procedures

Tender process and

“Devil in the detail” analysis of quotations.

Orders placed and tracked

Logistics, delivery, installation.

•Organise final reports eg fire certificates.

•Purchase order manual.

•Equipment manuals.

•Warranty and guarantees.

•Maintenance procedures.

•Washing procedures.

•Spares inventory lists and final review

of purchases with owner/snagging.

•Assist with invoice approvals.

• Insurance claims.

Guest Area

Rooms

Bathrooms

Corridors

Other facilities

Public Area

Front of house

Bars and restaurants

Public WC

Fitness centers


Back of house

Kitchen

Technical

Housekeeping

Laundry

Admin

Loading Bay


Restaurant and bar


Examples

www.RobertDunn.eu Hotel Equipment Services

43


First Aid


FITNESS / SPA/ POOL OS&E •

www.robertdunn.eu

+(33) 6 27336130

Procurement Package

Equipment (OS&E)

for New Hotel Projects

http://www.robertdunn.eu/

Os&e procurement process sep 2013-3

Business

Transcript of Os&e procurement process sep 2013-3