Hotel Procurement Manual

HOTEL PROCUREMENT MANUAL
The purchasing process is defined as the process of acquiring goods and services for the purpose of meeting end users demand. There are basically three (3) areas that are part of a successful purchasing program 1. Suppliers control 2. Purchasing procedure 3. Verification of purchased products
1.0: Procedure for Supplier Control: 1.1: The organization shall evaluate and select suppliers based on their ability to supply product in accordance with the organizations requirements. Criteria for selection, evaluation and re-evaluation shall be established and records of evaluations and any necessary actions arising from the evaluation shall be maintained.
Selection and Maintenance of Suppliers The selection and maintenance of an approved high-quality suppliers list is an important part of maintaining the quality of your product.
1.3.2: REQUIREMENT FOR NEW SUPPLIER Purchasing is notified that a requirement exist for a new supplier of product or services. A requirement for a new supplier may also be initiated by Purchasing to replace an existing supplier 1.3.3: EVALUATE SUPPLIERS CAPABILITY At the hotel new supplier evaluation form is filled out and the suppliers capability is evaluated. The supplier capability to satisfy Hotel requirement is reviewed by Purchasing and any other appropriate personnel as determined necessary by Purchasing. Evaluations include the following: Capability to supply right requirements Price Samples Submitted Historical monitored performance - Lead time - references - Capital base - certification document
Prior to approving a supplier, it is necessary for Hotel and the supplier to clearly communicate to each other all details regarding the product or service to be provided. Any unclear specifications,
quality requirements or other issues shall be resolved prior to placing the supplier on the Company approved suppliers list and maintained by Purchasing. 1.3.4: CORRECTIVE ACTION Corrective action for suppliers is performed as follows: Quality level
First reject
Action Taken
supplier informed & noted In suppliers record
supplier Status
approved supplier
Second reject in a 12month period Third reject in a 12 month period
supplier inform and corrective action request issued supplier informed, corrective action request issued, warning letter sent and supplier reduced to conditional status.
approved supplier
Conditional supplier
2.1: Purchasing procedure The organization shall ensure that purchase product conforms to specified purchase requirements. The type of control and extent of control applied to the purchased product shall be dependent upon the effect of the purchased product on the final product.
The specifications and number/quantity and delivery of equipment, devices and materials are determined by the department(s) that will be using the product(s) or materials. The Purchasing Department conducts purchase activities based on purchase requests submitted by the/these department(s). The Purchasing Department, at its sole discretion, selects companies from which estimates will be sought. Suppliers are selected from the files of "Companies with Previously Established Business Relationships", "Companies from Which Estimates Can Be Requested" and "Products and Suppliers". Selection is made by comprehensively evaluating such factors as the quality and performance of the equipment, device(s) or materials to be purchased, compatibility with existing facilities, degree of reliability, product requirements including safety, delivery time, the scale of the order, after-sale service and the company's previous business record. As a rule, several companies submit estimates. However, only one company may be specified for estimate submission in such special cases as those concerned with industrial property rights, those requiring maximum levels of safety that only one specific supplier can ensure, cases where only one specific supplier can assure compatibility with existing facilities, or in urgent case.
As a rule, when requesting an estimate from a company that it has selected, we will set out a specification from listing Our requirements in respects of quality, performance standard, size, inspection and method of inspection. The selected companies will be asked to submit cost estimates and specifications on a specified date. Specification sheets submitted by potential suppliers at their own expense are checked by the Purchasing Department and the department(s) that will be using the product(s), in order to determine whether the required standards are met by the product(s). All products must pass this examination. During this process, we may request additions or changes to the specifications. After valid cost estimates and specifications have been comprehensively evaluated in respect of price, technical requirements, etc.Purchasing will commence negotiation with the company with the most attractive proposal to discuss the amount of the contract and other terms and conditions. The selection of such a company shall be made by Purchasing at its sole discretion. Contract terms and conditions will be decided upon mutual agreement. The business will be established upon conclusion of a contract, in the form of a written document if necessary. The obligations and liabilities of the Hotel arise only when such contract is concluded. Delivery dates specified in the contract must be strictly observed. Precise details of the delivery schedule will be agreed between the supplier and the Purchasing. Delivered equipment, device(s) or materials must pass inspections conducted by the relevant department(s) of the Hotel. When deemed significant, an interim inspection may be conducted during the manufacturing process.
Payment will be made according to the payment terms specified in the contract.
3. Other information (1) This "Guide to Business Transactions with Hotel" explains the basic policies of the purchasing activities and does not have any legally binding power. The legal obligations arise only when a valid purchasing contract is concluded between a supplier and Hotel and the terms and conditions of such a contract supersede the statements made hereunder in case of conflict. (2) Hotel and the supplier shall keep information made available through business under strict control and neither party shall reveal any confidential information to a third party, without the other party's written consent.

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What are the three main areas that are part of a successful purchasing program?

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HOTEL PROCUREMENT MANUAL

Second reject in a 12month period Third reject in a 12 month period

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