The document outlines the importance of procurement services for hotel equipment (OS&E) in new hotel projects, emphasizing the need for professional expertise to manage the complex variety of products required. It describes the comprehensive procurement process offered by the author, detailing steps from budget preparation to supplier negotiation and installation coordination. The focus is on ensuring quality, cost control, and adherence to luxury hotel standards while providing customized equipment lists and leveraging a vast supplier network.

1. www.robertdunn.eu
+(33) 6 27336130
Procurement Package
Equipment (OS&E)
for New Hotel Projects

3. www.RobertDunn.eu
Hotel Equipment Services 3

4.  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

5.  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.

6. 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.

7. 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.

10. 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 .

11. 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)

12. 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).

13. 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

14. 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 .

15.  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

16. 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.

17. 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

18. By room, facility and department
Budgets prepared

20. Guidance on standards,
suppliers and manufacturers

21. Guidance on equipment brands

22. • 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.

23. Model room OS&E presentation

25. www.RobertDunn.eu
Hotel Equipment Services 25
Schedules prepared
Task , resources, time monitored

26. Control processes
•Budget control.
•Quality control.
•Purchase order tracking.
•Logistics.
•Risk

27. Procedures

28. Tender process and
“Devil in the detail” analysis of quotations.

29. Orders placed and tracked

30. Logistics, delivery, installation.

31. •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.

33. 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

34. www.RobertDunn.eu
Hotel Equipment Services 34
Restaurant and bar

35. www.RobertDunn.eu
Hotel Equipment Services 35

36. www.RobertDunn.eu
Hotel Equipment Services 36
Conference and banqueting

37. www.RobertDunn.eu
Hotel Equipment Services 37

38. www.RobertDunn.eu
Hotel Equipment Services 38

39. www.RobertDunn.eu
Hotel Equipment Services 39
Exam
ples

40. www.RobertDunn.eu
Hotel Equipment Services 40

41. www.RobertDunn.eu
Hotel Equipment Services 41

42. www.RobertDunn.eu
Hotel Equipment Services 42

43. www.RobertDunn.eu
Hotel Equipment Services
43

44. www.RobertDunn.eu
Hotel Equipment Services 44

45. www.RobertDunn.eu
Hotel Equipment Services 45

46. www.RobertDunn.eu
Hotel Equipment Services 46

47. www.RobertDunn.eu
Hotel Equipment Services 47
First
Aid

48. www.RobertDunn.eu
Hotel Equipment Services 48

49. www.RobertDunn.eu
Hotel Equipment Services 49

50. www.RobertDunn.eu
Hotel Equipment Services 50
FITNESS / SPA/ POOL OS&E
•

51. www.robertdunn.eu
+(33) 6 27336130
Procurement Package
Equipment (OS&E)
for New Hotel Projects