FAQ

FF&E is an acronym for Furniture, Fixtures, and Equipment and refers to the Operator specified, and Interior Designers’ interior specified furnishings. The full FF&E scope should always be coordinated to ensure there is no duplication between the trades on site.

FF&E refers to movable furniture, fixtures, or other equipment that have no permanent connection to the structure of the hotel building. These items include chairs, tables, beds, headboards, table lamps, standing lamps, curtains, accessories, amongst other items. Decorative lighting most often forms part of the FF&E package, and certain items such as electronic door locks, installed carpets, bathroom vanities, amongst others will differ per project, sometimes being in the FF&E package and sometimes in a trade specific package.

OS&E is an acronym for Operating Supplies & Equipment. OS&E refers to the day-to-day products that both the hotel staff and guests use. It represents a broad range of items that hotels require to operate. OS&E includes all the loose operating items that enhance your guest’s stay or used by the hotel team. Examples for such items:   Bedding, towels, linen, hair dryers and ironing boards, glassware, crockery & cutlery, cleaning equipment and small kitchen appliances and guest room amenities.

FF&E Procurement is the sourcing, budgeting, purchasing and delivery of the furniture, fixtures, and equipment. This is a specialist discipline that requires significant furnishing industry experience, strong negotiation skills with a global supply chain and logistic capacity.

FF&E is a specialist discipline within interior design where the focus is on the sourcing, specification and design of all movable products or items in a hotel project. This also involves the detailed scheduling costing and budgeting.

OS&E Procurement is the sourcing of the day-to-day products that both the hotel staff and guests use. The budgeting, purchasing and delivery of the goods that require regular reordering from hotels.

Main steps in our FF&E Procurement process.

1. Project Kick-Off

Project kick-off meeting with all applicable parties to introduce project management team.

2. Comprehensive Budget Analysis
   Hotel Spec will prepare a Comprehensive Budget Analysis. This will enable the Team to accurately assess the budgetary and critical dates needed for each Project. It is through this process that we assist you in compiling a more detailed understanding of the costs associated with each project. We add Value Engineering (VE suppliers) suggestions at this step if requested.

3. Timeline Check
   We will receive, analyze, and negotiate with qualified vendors and ensure that the quality, timing, and price points are within the expectations outlined by the client.

4. Model Room
   Hotel Spec will purchase and set up model room(s) to analyze specifications and ensure the entire team is satisfied with the final product.

5. Purchasing Management
   Collaborating with the chosen suppliers, Hotel Spec will manage and oversee the purchasing of all required items for the Project providing regular progress reporting, including tracking of submittals, samples, shop drawings, and other design-based documents.

6. Product Tracking and Logistics
   Using our dedicated freight management software we will begin executing and tracking all products directly from the supplier until they reach their destination point. This assists us in scheduling the freight date requirements for any long lead time products and stay on top of all delivery progress.
   

7. Delivery and Installation Analysis
   Hotel Spec will work with the chosen installation contractor and provide the necessary information to help organize the delivery and installation on all FF&E items. This step has proven to add cooperation between the ownership, operator, contractor and trades and ensures clarity of the work at hand. This communication will ensure that all parties’ needs, and expectations are identified, and the original schedule is adhered to.
   

8. Installation Reporting
   During the installation of the FF&E, progress reporting will be submitted to the team on a weekly basis unless otherwise specified.
   

9. Final Inspection
   Hotel Spec will assist the installation team and ensure a final inspection and deficiency list is completed. A schedule for resolution will then be prepared and presented to the appropriate parties