SCOPE OF PURCHASING SERVICES

OPERATING SUPPLIES & EQUIPMENT – OS&E

Review of Specifications

• Coordinate with Owner and hotel operator to verify that all OS&E specifications are complete and accurate.
• Verify that all quantities on specifications coincide with operational requirements and preopening budgeted allowances.
• Obtain samples of products as required when necessary, and track all approvals.
• Verify code compliance of products specified.
• Review with Owner, operator, and designer any marginally defined areas and specifications to avoid and omissions or duplications.
• Create specification for Owner if not obtained from operator.

Budget Preparation & Bid Process

• Prepare an itemized budget based upon quantities and specifications provided by operator.
• Review and compare specified budget against Owners preliminary OS&E budget.
• Create “Bid List” of manufacturers by product with Owner and operator approval.
• Recommend design approved alternate sources in an attempt to reduce costs to Owner without compromise to the design.
• Issue request for quotations to the various manufacturers.
• Create spreadsheet comparison of all bids received and review with Owner for selection of successful bidder.
• Prepare a final budget for Owner approval.
  

Purchasing Process

• Prepare “Agent Only” purchase orders for issuance to manufacturers and submit to Owner for signature. Purchase orders to include all pertinent information such as correct vendor name and address, complete description of merchandise, specification reference which includes location within the project, unit price and extension, lead time, credit terms, delivery date, and shipping instructions.
• Advise Owner of cash flow requirements including required deposits.
• Continually provide Owner with updated expediting (status) reports of all items ordered.
• Assist in securing freight pricing and oversee movement of all merchandise to contracted warehouse or site, as decided by Owner.
• Continue to update budget as required and properly monitor the overall financial parameters as determined by Owner.
• Verify and approve all invoices for their conformance to purchase orders and design specifications, for payment by Owner.
• All payments of invoices, be it product or freight will be the sole responsibility of Owner. Agent accepts no responsibility of payment of invoices.

Installation

• An Agent representative will be available for jobsite visits on an as needed basis to be determined by Owner. All related expenses to said visits will be billed to Owner at cost, as incurred.
• Assist installation vendor with any related problem solving and punch list related issues.
• Insure that receiving warehouse has all required information necessary to the preparation of required freight claims.