Os&e procurement process sep 2013-3
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Transcript of Os&e procurement process sep 2013-3
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www.robertdunn.eu
+(33) 6 27336130
Procurement Package
Equipment (OS&E)
for New Hotel Projects
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www.RobertDunn.eu Hotel Equipment Services 3
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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 .
www.RobertDunn.eu Hotel Equipment Services 4
The Challenge
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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.
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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.
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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.
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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 .
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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)
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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).
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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
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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 .
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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
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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.
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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.
www.RobertDunn.eu Hotel Equipment Services 17
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By room, facility and department
Budgets prepared
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Guidance on standards,
suppliers and manufacturers
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Guidance on equipment brands
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• 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.
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Model room OS&E presentation
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www.RobertDunn.eu Hotel Equipment Services 25
Schedules prepared Task , resources, time monitored
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Control processes
•Budget control.
•Quality control.
•Purchase order tracking.
•Logistics.
•Risk
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Procedures
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Tender process and
“Devil in the detail” analysis of quotations.
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Orders placed and tracked
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Logistics, delivery, installation.
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•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.
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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
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www.RobertDunn.eu Hotel Equipment Services 34
Restaurant and bar
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www.RobertDunn.eu Hotel Equipment Services 35
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Conference and banqueting
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www.RobertDunn.eu Hotel Equipment Services 37
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www.RobertDunn.eu Hotel Equipment Services 38
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Examples
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www.RobertDunn.eu Hotel Equipment Services 40
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www.RobertDunn.eu Hotel Equipment Services 41
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First Aid
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FITNESS / SPA/ POOL OS&E •
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www.robertdunn.eu
+(33) 6 27336130
Procurement Package
Equipment (OS&E)
for New Hotel Projects