End-to-end hospitality procurement, managed with precision
Integrated FF&E and OS&E management across design, procurement, manufacturing, installation, handover and reporting.
Four phases. One accountable procurement partner.
OM3 coordinates every critical decision and deliverable on behalf of the client, maintaining control of quality, cost, programme and communication from the first design review to final handover.
A robust baseline before procurement begins
We align responsibilities, standards, budgets and programmes at the beginning of the project so that every later procurement decision is made against an agreed and fully understood baseline.
Design coordination
- Delineate responsibilities with the design and management team.
- Coordinate approval processes for samples, CFAs and prototypes.
- Clarify queries and non-compliances with the design department and operator.
- Analyze and pre-qualify suitable domestic and international suppliers.
- Quantify all project elements and prepare the corresponding catalogs.
Budget, standards & programme
- Prepare the baseline FF&E budget and support value-engineering exercises.
- Prepare OS&E master lists and budget.
- Establish, discuss and agree the baseline FF&E and OS&E schedule.
- Review plans and specifications for constructability, local and operator standards, and price reasonableness.
- Review the operator’s FF&E brand standards to understand the expected product quality.
Competitive sourcing with disciplined production control
OM3 leads a transparent tendering and award process, then remains actively involved throughout purchasing and manufacturing to protect quality, cost and programme.
Tendering & award
- Pre-qualify and shortlist local and international manufacturers.
- Prepare and issue all bidding documentation for public tenders, where applicable.
- Request and review prototypes and supervise furniture for the model room(s).
- Develop comparison tables for all quotes received, ensuring a fair comparison.
- Prepare a formal, fully supported FF&E and OS&E award recommendation.
- Manage review and approval of shop drawings, samples and CFAs.
- Lead value-engineering exercises.
- Act as liaison between the interior designer, operator, owner and supplier or manufacturer.
Manufacturing & cost control
- Prepare purchase orders for owner approval following approval of shop drawings.
- Monitor manufacturing to ensure timely delivery and the required quality.
- Review and approve invoices; payment remains with the owner’s accounting department.
- Verify manufactured-product quality before shipment and upon arrival on site.
- Continuously track actual budget against the baseline budget.
- Monitor the FF&E and OS&E procurement schedule against the baseline.
- Keep all project participants informed of progress, deviations and proposed solutions.
Controlled logistics and a complete operational handover
We plan the final route from factory to operating hotel, coordinating transport, storage, installation and snagging around site conditions and the operator’s priorities.
Logistics & installation
- Pre-qualify, select, tender and recommend installation companies.
- Prepare a detailed schedule for transport, storage, installation by area, deficiency resolution and operator handover.
- Plan and organize all logistics to the point of delivery, including transport and storage.
- Define a storage plan compatible with site conditions and budget, minimizing movements of finished products.
- Coordinate deliveries with the construction team for a complete and orderly installation.
Snagging & handover
- Coordinate and supervise the installation process.
- Manage the FF&E and OS&E snagging list with the project manager and hotel operator.
- Handover O&M manuals, washing instructions, fire-resistance certificates and product warranties.
- Provide handover and maintenance manuals that allow the operator to communicate with suppliers in the future.
- Complete the financial and technical closeout of the project.
Real-time visibility for confident decisions
OM3 uses procurement management software designed specifically for the hospitality industry, allowing the status of every process to be consulted in real time.
At the frequency agreed with the client, OM3 prepares a comprehensive status report and provides intranet access to budgets, purchase orders, invoices, manufacturing and delivery information.
Budget & supplier reporting
- Budget details by project phase, rooms and common areas.
- Cost and variance reports by line item, manufacturer and project phase.
- Comparison between the baseline budget and actual costs.
- Supplier pre-qualification report.
Programme & delivery status
- Schedule progress compared with the baseline schedule.
- Awarded contracts and purchase orders.
- Production and deliveries, including factory-visit reports.
- Estimated shipping, arrival, storage and installation dates.
One proactive team across every procurement phase
Quality, cost, programme and communication managed through one accountable point of contact.