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Use of Safe and Sustainable Materials: Prioritize products made from safe and sustainable materials that minimize environmental impact and pose no harm to guests or staff. Define criteria for avoiding the use of hazardous substances, such as phthalates, BPA, and PVC, in product manufacturing. Encourage the use of non-toxic, biodegradable, and recyclable materials that are safe for human health and the environment. Specify requirements for products to comply with relevant safety regulations and certifications, such as RoHS (Restriction of Hazardous Substances) or REACH (Registration, Evaluation, Authorization, and Restriction of Chemicals). Additionally, promote the use of alternative materials to reduce reliance on single-use plastics and support the hotel operator's commitment to sustainability and responsible stewardship

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Creating product standards on a global basis for a five-star hotel operator with very high standards requires careful consideration to ensure consistency, quality, and alignment with the brand's image. By establishing product standards based on these criteria, the procurement manager can ensure that the hotel operator selects products that not only meet its high standards of quality, performance, and sustainability but also reinforce its brand identity, comply with regulatory requirements, and provide excellent value for the investment.

Here are  criteria for establishing product standards:

Quality and Performance: The foremost criterion for creating product standards is ensuring the quality and performance of the products. Establish clear guidelines for the quality attributes that products must meet, such as durability, reliability, functionality, and aesthetic appeal. Define performance benchmarks to ensure that products consistently meet or exceed customer expectations and operational requirements.

Brand Consistency: Maintain brand consistency by establishing product standards that align with the hotel operator's brand image, values, and positioning. Define design elements, materials, colors, and other aesthetic features that reflect the brand's identity and evoke a sense of luxury, sophistication, and refinement. Consistent branding across all products helps reinforce the hotel's reputation and enhances the guest experience.

Compliance and Safety: Ensure that products meet all relevant regulatory requirements and safety standards to protect the health and well-being of guests, staff, and other stakeholders. Establish criteria for compliance with industry regulations, local codes, and international standards, such as ISO certifications for quality management (ISO 9001) and environmental management (ISO 14001). Conduct thorough product testing and certification processes to verify compliance with safety and quality standards.

Cost-Effectiveness and Value: Balance quality and performance with cost-effectiveness to maximize value for the hotel operator. Define criteria for evaluating the total cost of ownership, including initial purchase costs, ongoing maintenance expenses, and lifecycle costs. Seek products that offer the best value proposition by providing high quality, long-term durability, and reliability at competitive prices. Conduct cost-benefit analyses to evaluate the return on investment and ensure that products align with budgetary constraints.

5       Fire Safety: Products must t meet fire safety standards and regulations to ensure the safety of guests, staff, and property. Define criteria for fire-resistant materials, flame-retardant treatments, and compliance with local fire codes and regulations. Require products to undergo fire safety testing and certification processes to mitigate the risk of fire-related incidents.

6.     Health and Hygiene: Establish product standards that promote health and hygiene to safeguard the well-being of guests and staff. Specify requirements for antimicrobial materials, easy-to-clean surfaces, and hygiene-enhancing features. Ensure that products comply with health and safety regulations, such as food safety standards for kitchen equipment and hygiene standards for guest amenities.

7.     Electrical Codes and Regulations: Require products to adhere to electrical codes and regulations to prevent electrical hazards and ensure compliance with safety standards. Define criteria for electrical safety features, voltage compatibility, and certification by recognized testing laboratories. Ensure that products meet international electrical standards, such as BS EN, ISO, ANSI, or local equivalents.

8.     Environmental Standards: Incorporate environmental standards into product criteria to minimize environmental impact and promote sustainability. Specify requirements for eco-friendly materials, energy-efficient designs, and minimal resource consumption. Prioritize products with environmental certifications, such as Energy Star, EPEAT, or eco-labels recognized by leading sustainability organizations.

9.     Green Standards: Emphasize green standards related to water usage, energy efficiency, and recycling/reuse practices to reduce environmental footprint. Define criteria for water-saving features, energy-efficient technologies, and recyclable/reusable materials. Encourage suppliers to adopt green manufacturing processes and implement sustainability initiatives throughout the product lifecycle.

10.  Operator’s Brand and Product Standards: Ensure that products align with the operator's brand identity, values, and product standards. Define design elements, aesthetics, and quality attributes that reflect the brand's image and positioning. Specify requirements for consistency across product categories and adherence to brand guidelines.

11.  International Five-Star Hotel Industry Standards: Benchmark product standards against international five-star hotel industry standards to ensure competitiveness and alignment with industry best practices. Refer to industry publications, guidelines, and associations to identify common standards and expectations for products used in luxury hospitality settings.

12.  Conformance to Procurement Policies and Pre-Qualification Process: Require products and suppliers to conform to the hotel operator's procurement policies and pre-qualification process. Define criteria for supplier selection, evaluation, and performance monitoring. Ensure transparency, fairness, and compliance with ethical and legal requirements throughout the procurement process.

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1. Quality and Reliability: Suppliers must consistently deliver high-quality products and services that meet the hotel's standards. This includes ensuring that the products supplied are durable, reliable, and free from defects. Conducting thorough quality assessments and supplier audits can help verify the supplier's reliability.

2.     Reputation and Track Record: Choose suppliers with a proven track record of excellence in the hospitality industry. Consider factors such as the supplier's reputation, years of experience, client references, and industry certifications. Suppliers with a strong reputation for reliability and customer satisfaction are more likely to uphold the hotel's standards.

3.     Sustainability and Ethical Practices: Sustainability and ethical considerations are increasingly important in supplier selection. Evaluate suppliers based on their environmental policies, social responsibility initiatives, and ethical business practices. This includes assessing factors such as energy efficiency, waste management, fair labor practices, and adherence to ethical sourcing standards.

4.     Cost and Value for Money: While maintaining high standards is paramount, cost considerations are also important. Select suppliers who offer competitive pricing without compromising on quality. Conduct thorough cost analyses to evaluate the total cost of ownership, including initial purchase costs, ongoing maintenance expenses, and any hidden costs. Seek suppliers who offer value for money and are willing to negotiate favorable terms.

5.     Global Reach and Capability: For a global hotel operator, suppliers with a strong global reach and capability are essential. Choose suppliers who have the infrastructure and resources to support operations across different geographic locations. Consider factors such as distribution networks, logistical capabilities, multilingual support, and the ability to adapt to local regulations and customs. Suppliers with a global presence can ensure consistent supply chain management and timely delivery of goods and services worldwide.

6. Establishing Long-Term Partnerships: Prioritize suppliers with whom the hotel operator can establish long-term partnerships. Long-term relationships foster trust, collaboration, and mutual understanding, leading to improved communication, reliability, and responsiveness. Consistent collaboration with reliable suppliers can ensure continuous improvement, innovation, and alignment with the hotel's evolving needs and standards.

7. Financially Secure: Select suppliers that are financially stable and have a strong balance sheet. Financial stability is essential to ensure continuity of supply and minimize the risk of disruptions due to financial issues or bankruptcy. Conduct financial assessments and consider factors such as liquidity, profitability, debt levels, and creditworthiness when evaluating supplier financial stability.

8. Green Manufacturing Processes: Prioritize suppliers that demonstrate a commitment to environmentally sustainable manufacturing processes. Look for suppliers that have obtained certifications such as ISO (International Organization for Standardization), EMAS (Eco-Management and Audit Scheme), FSC (Forest Stewardship Council), or FISP (Furniture Industry Sustainability Programme). Assess their water usage, energy efficiency, sustainability of materials, waste management practices, and overall environmental impact to ensure alignment with the hotel's sustainability goals and initiatives.

9. Adherence to ISO Standards: Require suppliers to conform to ISO standards, particularly ISO 9001 (Quality Management Systems) and ISO 14001 (Environmental Management Systems). These standards ensure that suppliers have established robust quality management systems and environmental management practices. Additionally, prioritize suppliers that use western-managed quality control systems, which may provide additional assurance of product quality and consistency.

10. Proven History of Successful Projects: Choose suppliers with a proven history of successfully completing projects similar in scope and complexity to those of the hotel operator. Evaluate supplier portfolios, case studies, client testimonials, and references to assess their track record of delivering quality products and services on time and within budget. A history of successful projects demonstrates the supplier's capability, reliability, and commitment to customer satisfaction.

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Here's how I calculate the quantities:

Review Floor Plans and Room Layouts: Review the floor plans and room layouts of the hotel. This includes studying architectural drawings to understand the dimensions and configurations of different spaces.

Identify Equipment Requirements by Area: Break down the hotel's operational areas and identify the specific types of equipment needed for each area.

Consider Room Schedules and Occupancy Rates: Take into account room schedules and occupancy rates to determine the quantities of equipment needed.

Consult Brand Standards and Guidelines: Refer to the brand standards and guidelines provided by the hotel operator to ensure that the selected equipment aligns with the brand's image and quality standards. This may include specific requirements for equipment brands, styles, and functionalities.

Factor in Maintenance and Replacement Needs: Consider the maintenance requirements and expected lifespan of operating equipment when calculating quantities.

Account for Special Requirements: Take into account any special requirements or preferences identified during the planning and design process. This could include requests for environmentally friendly equipment, ADA-compliant fixtures, or custom-designed equipment.

Use Industry Standards and Best Practices: Utilize industry standards and best practices to guide equipment quantification efforts. This may involve leveraging benchmarking data from similar hotel projects.

Collaborate with Department Heads and Operational Teams: Collaboration with key stakeholders can help identify any overlooked requirements or potential areas for optimization.

Document and Finalize Equipment Quantities: Document the calculated quantities of operating equipment for each area of the hotel, including detailed lists of equipment types, features and quantities. Finalize these quantities based on feedback from stakeholders and approval from senior management.

By following these steps and taking a comprehensive approach to equipment quantification, the standards manager can ensure that the new hotel is equipped with the necessary resources to meet its operational needs while upholding the highest standards of quality and service.

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Troubleshooting-examples

A full list of trouble shooting remarks is available from Robert.

Examples of points to be addressed:

Product Standards

Does it conform to operators standards?

Is it a operator brand standard e.g. mandatory supplier and spec.

Does it conform to safety and local standards –fire, electrical, health, food, hygiene?

Does it conform to international hotel standards?

Does it conform to environmental standards?

Functionality

Is it easy to use?

Is it easy to maintain?

Should doors be left or right?

Approval Process

Interior Designer (ID) eg for  equipment which is visible to the public and where there is a choice of colours or finish

General Manager (GM)

Hotel Operations (HO)

Financial controller(FC)

General Contractor(GC) Project Manager(PM).

eg Electrical Equipment where electrical power connections are required, installation should be co-ordinated with project manager.

Electrical items

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.

Are samples required?

Does the GM have the power to increase quantities and beware of creeping improvement syndrome.

Local Needs

Is it appropriate for local culture? E.g. view on alcohol, kosher ,

Does it need local support?

Local consumables?

Local interface e.g. vehicle, lorries, helicopter etc.

Green questions

What are its energy or water usage ?

Can it be recycled?

Value

Good rather then best.

Is the product essential or just desirable

Can I change spec reduce price without compromising quality?

Interface

Does it interface with other operating equipment e.g. plates/trolleys, linen/beds, tabls etc./trays trolleys, chafers buffets

Does it interface with equipment in other scopes e.g. linen /beds, mini bar /cabinet

Does it interface with building e.g. trolleys in lifts, casters on tiles.

safes and floor loading.

Does it interface with external services eg refuse lorries etc?

Grey Areas

Could it have been listed in other scopes e.g. room service trolleys in kitchen contract

Other issues to address.

Geographical, cultural and religious origin of the guests.

Floor loading.

Changing technology.

Corporate Standards.

Samples of towels and linen to be wash tested 5 times in laundry.

Beware of “Creeping improvement sickness“.

Identify OS&E where further input may be  required at a later date eg

Side of door for hinges( left/right ) for guestroom minibar and safes.

Bathroom bins and accessories To match chosen bathroom accessories line.

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.

Uniforms Prepare   uniform budget quantities  only.  Final uniforms  requirements will be by  GM and departmental managers with input from ID

Male – female mix.

Other remarks

A generic picture and short generic spec will be provided  for high  total value items only. eg hairdryer

Generic descriptions will be provided for those   items  where  technological advances are continual  eg photocopiers.

Identify where quantities are not yet  quantifiable and will be done at tender stage  using plans eg shelving.

Identify where standards  may  vary from country to country (eg fire, electrical).

Identify 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.

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Where appropriate confirm the following relating to OS&E (at tender stage)

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Where appropriate confirm the following relating to OS&E (at tender stage)

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Does it conform to local  standards eg fire, safety, electrical, health, food and hygiene?

Does it conform to international hotel standards?

Does it (and the manufacturer) conform to green standards.

Ensure products are durable, easy to use and maintain.

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Identify Operator’s OS&E  brand standards 

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Identify Operator’s OS&E  brand standards 

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Mandatory(fixed) brands & spec  eg single icon brand like alarm clock  or multibrand like hairdryer.

Fixed spec (preferred/optional supplier)  eg bedding and towels.

Minimum spec (optional supplier) .  eg kitchen utensils.

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Step 4 Preparation of  budgets.. (By Client) 

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Step 4 Preparation of  budgets.. (By Client) 

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TAKE INTO ACCOUNT

If unit budget pricing not available then I will help Client with a strategy to calculate a preliminary budget. May involve requesting prices from suppliers..

Consider both initial purchase costs and long-term maintenance and replacement expenses when estimating the budget.

Items that are sometimes  rented/leased eg linen, photocopier, vehicles.

Items that are unspecified and quantified (known unknowns) eg uniforms.

Allow contingency for   unspecified and unquantified items(known unknowns).

Items that are custom made and therefore higher cost compared with standard products.

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Step 2  Analysis of hotel configuration, location and local needs     

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Step 2  Analysis of hotel configuration, location and local needs     

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Client to complete Robert Dunn’s area questionnaire.

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  in terms of equipment needs.

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I furnish comprehensive timelines, priorities, and schedules to facilitate the procurement process.

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I provide guidance on procurement processes for the Clients procurement team

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I present environmentally sustainable product recommendations, offering a dedicated 'Green Resources' section on my website for the convenience and utilization of clients.

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I prepare hotel product standards and recommend brands specifically tailored for five-star and luxury establishments. My focus is on ensuring strict adherence to the product standards outlined by the hotel operator including fire, safety, health, hygiene & electrical codes & regulations.

Hotel Brand Standards and Guidelines: I refer to the brand standards and guidelines provided by the hotel operator to ensure that the selected equipment aligns with the brand's image and quality standards. This may include specific requirements for equipment brands, styles, and functionalities

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I provide guidance on competitive international suppliers and brands.

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Calculating the quantities of operating equipment for a new hotel involves a methodical approach that considers various factors such as floor plans, room schedules, occupancy rates, and operational needs.

The Client provides detailed information for examination, including : floor plans, room layouts, room matrix, renderings, hotel brand standards guidelines, hotels special requirements, design presentation overview, other scope schedules eg FF&E and hotel operating policies

Following this, I formulate an initial definition of the OS&E scope, which undergoes review and approval by the client.

I then prepare the equipment lists with quantities using my unique master list system including detailed lists by hotel areas of equipment types, specifications, and quantities.

I finalize these quantities based on feedback from stakeholders and approval from senior management and hotel operations managers.

Finally, based on the approved lists, I generate bills of quantities to facilitate the tender process conducted by the Client.

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Plan – Time Scope Budget

Preparation of Master-lists (OS&E)/ BOQs

About Products

Specifications.

Guidance on brands.

Guidelines on product standards.

Product ideas and  moodboards.

Online showcase of product ideas.

About Suppliers

Guidance on suppliers and manufacturers

By Client

Execute – Tender Order Pay Deliver Install

Control – Budget Logistics Qualitt

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I provide an Hotel Equipment (OS&E) Package to assist Clients in streamlining their procurement processes.

This package includes: master-lists with quantities, specifications and standards. Additionally, it includes a project plan outlining milestones, priorities and guidance on timelines and processes. I offer valuable insights into competitive international suppliers.

The Client's team is responsible for the tender process, orders, payments delivery and installation.

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The process kicks off with a review of the project brief which is provided by the Client. The brief includes details like the number of rooms and restaurants, as well as information on location and the standard of the hotel.

This information allows me to prepare a preliminary fee proposal.

Once the scope of purchases and scope of work has been agreed a contract is signed  and the process begins.

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Samples and brochures of key products are reviewed by hotel operations. Often hotel will request product ranges in particular tableware, housekeeping and banquet chairs..

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I review the standard definition of scope document OS&E and cross check with other scope docs eg FF&E, kitchen electrical, plumbing.

Add in exceptional items required by operator.

Create preliminary OS&E scope document .

Create an OS&E differentiation document.

The above will be used to create the OS&E Masterlists.

Ensure no double or nil counts.

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Marriott Hotels

Four Points Nigeria (Ikot)

Marriott’s -Courtyard (Madrid)

AC Hotels (Italy)

Sheraton

Other Groups

Novotel , Lagos

Langham Hotels, London

Umay Boutique Portugal (current)

Dubai Palm Jumeirah (by Five Hotels)

Intercontinental Hotel Group (IHG) Regent Hotels  Montenegro (Luxury)

Hilton Garden Inn ,Tropicana

Hotel du Collectionneur Paris

Le Meridien- Project Examples

Ibom Golf Resort(Nigeria)-FF&E/OS&E Supply & Consultancy Work

Malta OS&E Supply and Consultancy Work

Medinah OS&E Consultancy Work

Kuala Lumpur OS&E Consultancy Work,

Port Harcourt(Nigeria) OS&E Supply and Consultancy Work

Hilton International- Project Examples

Sierra Leone (current)

Chennai Hilton India- OSE Procurement, FF&E Support

Malabo Hilton Equatorial Guinea- OSE Procurement

Hilton Wangfujing Beijing- OS&E Consultancy

Hilton Namhae(S Korea) Golf Resort OS&E Consultancy

Conrad Algarve.

Sanya Resort and Spa Hilton OS&E Consultancy

Phuket Conrad  OS&E Consultancy

Tokyo Conrad  OS&E Consultancy

Bali Conrad OS&E Consultancy

Algiers Supply and OS&E Procurement

Frankfurt FF&E OS&E  Consultancy

Warsaw FF&E OS&E Consultancy

Antwerp OS&E Procurement

Langham London FF&E OS&E Procurement

Sandton(South Africa) OS&E Consultancy ,

Bucharest FF&E OS&E Supply and Consultancy ,

Paris CDG FF&E OS&E Procurement on site co-ordination ,

Paris La Defence FF&E-Guestrooms only

Paris Champs Elyesee OS&E Consultancy

Copenhagen FF&E OS&E Consultancy

Hanoi OS&E Consultancy,

Durban OS&E Consultancy

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Principles

Complete Client confidentiality.

No hidden costs or commissions from suppliers.

Commitment to safety, quality and value.

Strengths.

Extensive multi brand hotel procurement experience within an international multicultural environment.

References include Hilton International, Conrad, Viceroy Hotels, Starwood, Regent Hotels, Le Meridien, Jumeirah, AC Hotels and Marriott.

Vast network (over 500) of trusted pre-qualified international suppliers, manufacturers and specialists.

Product and brand expertise.

Web based service.

Benefits.

Over 500 suppliers and manufacturers at our disposal.

Many  offering factory prices   ensuring best value for money.

Competitive international prices direct from pre-qualified manufacturers and suppliers.

Significant savings available for large projects.

Client leverages product and supplier knowledge not found in a non-specialist procurement department.

Hotel operators ensure consistent product brand standards.

Personalized and private service.

Apply structure and control to the procurement process

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Product samples and presentations - Key Points

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Product samples and presentations - Key Points

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Key Points

The Client will organise the main samples to be delivered to the hotel. They will then organise presentations at which the owner and operator will select a shortlist of preferred products.

They should ensure the goods at the presentation are within budget.

These goods include: guest room equipment, tableware, conference furniture, uniforms.

For some items pdf bruchures with specifications can be used instead of samples. eg lobby trolley

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Product Evaluation and Testing: Before making any purchases, conduct product evaluations and testing to ensure that the selected equipment meets the hotel's standards and requirements. This may involve testing durability, performance, ease of maintenance, and compliance with safety regulations.

List of goods to be tested provided by hotel e.g. bedding and towels.

Client checks that testing of goods will be organised by hotel.

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List of product samples provided.

Names and contact details of suppliers.

List of pdf brochures.

Organise and ship samples (by Client)

Presentation of samples including tabletop, guestroom equipment and conference furniture. (by Client)

Organise onsite storage of samples (by Client)

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Customization and Branding: Work closely with suppliers to customize operating equipment to align with the hotel's branding and aesthetic preferences. This could involve custom finishes, branding elements, or specific design features that enhance the overall guest experience.

Products specs of customised goods to be organised by Client or hotel. These come from the other specialists contracted to the project eg ID, buffet consultant, uniform designer.

Procurement by Client.

Examples : Room accessories, uniforms, buffets

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Masterlists provided on excel.

Includes more than 4000 items per project.

Over 400 pages.

Product par coefficients and quantities.

Product description and generic pictures.

Buyers trouble shooting comments.

Detailed standards and specifications provided (separately) for key products.

Brand reference provided for key product categories like tableware (after consultation with owners and operators).

Customised goods identified on lists with quantities and specs provided by Client through eg ID/hotel eg room accessories, buffets , uniforms.

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Milestone timeline.

Order batch priorities.

Time lines - tender, order, manufacture, ship, install

Shipment/Delivery priorities.

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Key Points - Guidelines on Products Click for examples

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Key Points - Guidelines on Products Click for examples

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Equipment (OS&E) Standards – Guidelines 2022 – Robert Dunn Hotel Procurement

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I normally work with the Clients' team and focus on the Front end Activities including: Master lists/BOQs; Product Standards/Specs/Brands/Suppliers; Tender Analysis;Best Deal Recommendations

The Client manages :Tender; Local sample presentation; Local procurement; Purchase Orders; Invoice Payment; Logistics, Delivery and Installation.

Normally the Client has a local office.

This service is for standard luxury goods that are 'off the shelf '. Customised goods are not in my scope ie should be arranged by the Client.

Step 1 Kickoff . Establish Hotel Configuration. (Robert/Client)
The procurement process begins with a review of the project brief. I then provide a preliminary proposal which includes:

OS& E scope document.

Time line of process.

Step 2 Establish scope, time & contract. (Robert/Client)

Procurement of OS&E by Robert.

Procurement of FF&E by Other.

Agree scope of purchases.

Agree scope of work.

Agree milestones.

Once the above has been agreed a contract is signed Client to send the following (if available) : floor plans, layouts, room matrix, renderings, design presentation overview.

For Refurbishments

Audit OS&E in hotel.

Prepare report on condition of equipment.

Agree purchases with Client.

Step 3 Master lists, product standards, specifications, brands, suppliers, product showcase, moodboards, budgets, resources and processes

(by Robert).

Samples presentation (by Client)

Step 6 (F)

Pre-shipment inspection (by Robert for EU/UK and or third party inspector)

Logistics (by Client) appoints freight forwarder

Step 7 (G) Import/Clear goods; Receipt of Goods (coordinated by Client's local team) through freight forwarder/local customs broker

Installation (by Client's local team/Hotel).

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Hotel Procurement Process Dec 2022 (PC) - Robert Dunn Hotel Procurement

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I normally work with the Clients' team and focus on the Front end Activities including: Master lists/BOQs; Product Standards/Specs/Brands/Suppliers; Tender Analysis;Best Deal Recommendations The Client manages :Tender; Local sample presentation; Local procurement; Purchase Orders; Invoice Payment; Logistics, Delivery and Installation. Normally the Client has a local office.

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Examples:

Procurement process.

Product selection process for key products.

Troubleshooting ideas.

Tender process.

Review of samples eg tabletop presentation and , model room.

On site samples room

Quality control.

Delivery process.

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Install, inventory & handover (by Client)

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Install, inventory & handover (by Client)

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 Install, inventory & handover (by Client) Key Points - 

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 Install, inventory & handover (by Client) Key Points - 

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Step 8

Installation and or placement of goods in rooms or stores coordinated by Client with Project Manager, freight forwarder and hotel.

Process will depend on where goods are stored.

Hotel coordinates the placement of items in stores and rooms.

Some goods will go direct to the room where they are needed eg minibars to guestrooms, tableware to F&B store, tools to engineers store. For guestrooms a large box of multiple items is prepared with room numbers.

Training and Implementation: Once the equipment is procured, provide comprehensive training to staff members on its proper use, maintenance, and care. Implement robust systems for regular inspection, maintenance, and replacement to ensure that the equipment continues to meet the hotel's standards over time.

Continuous Improvement: Regularly review and assess the performance of operating equipment to identify areas for improvement. Solicit feedback from staff and guests to identify any issues or opportunities for enhancement. Continuously strive to raise the bar and maintain the hotel's reputation for excellence in every aspect of its operations

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Step 5 Purchase Order and Payments (by Client)

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Step 5 Purchase Order and Payments (by Client)

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Key Points

Process prepared and implemented by Client

Agree terms with the suppliers

Place the purchase orders.

Payment of invoices.

Training and Implementation: Once the equipment is procured, provide comprehensive training to staff members on its proper use, maintenance, and care. Implement robust systems for regular inspection, maintenance, and replacement to ensure that the equipment continues to meet the hotel's standards over time.

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Hotel reviews the preliminary Master-lists.

BOQs then created for each supplier as a batch.

These are by similar generic categories eg glassware.

These will be used in tendering (by Client)

Normally 2 or 3 suppliers approached per main category.

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Consultancy fee.

Payment terms.

Standard definition of scope of OS&E.

Scope of work summary.

Scope of work (detailed) for some Clients.

Milestone summary.

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Management of local activities including local procurement by Client.

Step 6

Client selects freight forwarder that organises the logistics, local clearance, delivery to warehouse and then hotel.

Pre shipment inspection (EU) (for main consolidated order EU) Goods containerised and sent to hotel -Normally includes kitchen utensils, back of house, office and tableware.

Step 7

Hotel receives the goods into the hotel.

Hotel unpacks boxes and accesses goods before storage. (Receiving report created)

Hotel places goods (on site) at designated hotel storage areas eg guestroom storeroom.

Then moves goods to designated areas of hotel where the goods are required eg the guestrooms rooms.

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Procurement consultant.

I often work with a local partner e.g. hotel's team construction companies, developers, FF&E or logistics companies.

Clients leverage my multi brand hotel experience as well as product and supplier knowledge

Based in Europe & UK.

Over 30 years of multi brand experience.

Over 4000 products per project.

Past Projects in EU, Middle East & Africa.

Global network of suppliers.

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Products and suppliers conform to Robert's procurement policies including green policy and ethical policy as well as pre-qualification process.

Products should be energy, water and resource efficient.

Made with minimum use of virgin materials.

Non polluting in manufacture.

Materials re-usable and recyclable.

Products often have eco labels and certifications schemes.

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Through the Showcase, quality hotel products are presented, to Clients.

The emphasis is on quality, design, environment, reliability, performance, service and safety.

Online MOOD BOARD WISHLIST tool helps create mood boards.

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Local & national standards, codes and regulations.

Including fire, safety, health, hygiene & electrical codes & regulations e.g. BS EN ISO ANSI or local equivalent.

Environmental standards.

Green standards in terms of water usage, energy efficiency, and recycling reusing.

Operator’s brand and product standards.

International five star hotel industry standards.

Products and suppliers conform to Robert's procurement policies as well as pre-qualification process.

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Guidance on suppliers (by Robert)

BOQs  and specs. (by Robert)

The Client prepares and sends out the tenders.

Includes spare parts and resupply requirements.

Management of local activities including local procurement by Client.

Quotations from the suppliers are returned to the Client with a copy to Robert.

Analysis of quotations (by Client to be agreed).

Selection of the best offers.

Cost Analysis and Budgeting: While maintaining high standards is paramount, it's also essential to consider the cost implications. Conduct a thorough cost analysis to ensure that the selected equipment offers value for money while meeting quality standards. Develop a budget that allows for the procurement of premium equipment without compromising financial sustainability.

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Key Points - Process

I prepare the equipment (OS&E) lists (over 4000 items) using my unique master list system.

Lists tailored to each project.

Include par coefficients, quantities and generic descriptions. Enter operator’s item par coefficients (if available) if different from mine.

Review of the following in terms of equipment needs:

area schedule, renderings and plans

I address local and cultural needs.

Items identified that require further input from ID, hotel departmental managers etc

I add in and highlight any missing lists or items not normally OS&E.

I incorporate hotel operator’s brand standards and quantity coefficients

Lists sorted by hotel department.

Make a budget allowance  where quantities or specs unknown eg buffet, uniforms.

In the case where operator provides their own OS&E lists then my service includes review of their lists  to ensure correct quantities and offer alternatives to match or improve spec and save money. Either use their lists or incorporate into my system

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Guestroom

Apartments

Conference and banqueting.

Meeting rooms

Restaurant, buffet and bar

Front of house

Public washrooms

Room service

Security and control

Office

Training

First aid

Housekeeping

Back of house

Kitchen

Engineering

External areas

Uniforms -

Spa

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Vast network of international  pre-qualified and trusted suppliers (over 300 suppliers and manufacturers).

Names and contact details of suppliers to be approached when Client tenders. Normally 2 or 3 per main product category.

Some brands come direct from the factory, some through distributors.

It is important to ensure that local distributors are available to ensure resupply, spare parts and consumables. Also some equipment will require installation and maintenance.

Guidance on luxury brands.

Early red flag supplier report provided to identify any supply chain challenges .

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Client provides:

Project brief.

Name of hotel operator.

Hotel standard.

Opening date (if available).

Location of hotel.

Seating summary for restaurants, bars conference rooms etc.

Room/Key schedule configuration

Spa area.

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Define Standards and Requirements

Clearly define standards and requirements for the hotel's operating equipment. This includes considering factors such as durability, aesthetic appeal, functionality, ease of use, and alignment with the hotel's brand image.

The hotel operator often provide guidelines on OS&E minimum standards and specifications for key products eg bedding, towels, minibar, tableware, banquet furniture .

They often provide a list of recommended or preferred suppliers

If these guidelines are not available then Robert provides product guidelines on key products.

Product standards ensure:

Products reflect hotel brand image.

Highest quality and value for money.

Balance of design, functionality and durability.

By following these steps and maintaining a relentless commitment to excellence, the hotel can ensure that its operating equipment enhances the guest experience and upholds its reputation as a premier destination for luxury hospitality.

Samples

Samples of key customer contact products are required for review by Client and other stakeholders.

Tabletop and guest room samples and presentations are organised by Client.

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In the case where operator provides their own OS&E lists then my service includes review of their lists to ensure correct quantities and specifications  and save money.