ILYA - HOTEL/PROCUREMENT AGENT SERVICES

explained by

Junko Toba

[The Peninsula Tokyo]

A Procurement Agent acts on behalf of a client to manage the acquisition of materials and products required on a project. ILYA's in-house procurement team specializes in FF&E (furniture, fixtures, and equipment) and has highly specialized knowledge and extensive experience in hotel FF&E procurement.

* Click on photos to enlarge.

[Hyatt Regency Kyoto]

Hotel FF&E is generally divided into the following three categories:

1. Furniture/furnishings - carpet, rugs, curtains, furniture, decorative lighting fixtures, artwork, signage, etc.

2. Telecommunications/specialized equipment - hotel I.T. systems, PBX, CATV, kitchen equipment, banquet equipment, etc.

3. Operational fixtures/accessories - beds/mattresses, bedding, small appliances, room accessories, tableware, uniforms, banquet furnishings, etc.

Managing procurement of these disparate products under one umbrella eliminates redundancy, excess, and waste. ILYA executes integrated budget estimates, orders, and deliveries of items from all three categories to generate optimal procurement.

The following chart outlines the typical Procurement Agent services and process.

1. Planning	1-1. Draft FF&E work category chart
	1-2. Draft FF&E budget
	1-3. Review room mock-ups
	1-4. Review & revise FF&E budget
	1-5. Finalize FF&E budget
	1-6. Draft overall schedule
2. Competitive Bids	2-1. Establish requirements for bid submissions
	2-2. Prepare bidding documents
	2-3. Bidder selection/recommendations & prequalifications
	2-4. Prepare bidding schedule
	2-5. Bid issue
	2-6. Comparison & evaluation of bids
	2-7. Negotiations with bidders
3. Purchase Orders/Fabrication	3-1. Prepare purchase orders/contracts
	3-2. Prepare L/C (for imported products)
	3-3. Monitor and inspect fabrication (materials/samples/fabricated items/pre-shipment)
4. Installation	4-1. Select shipping companies
	4-2. Select installation companies
	4-3. File insurance claims (as necessary)
	4-4. Supervise delivery/installation
	4-5. Check manufacturer invoices
	4-6. Collate final drawings and documents

[Hyatt Regency Hakone
Resort & Spa]

·	Appropriate FF&E budgets and management
	-	Budgets are drafted based on data compiled from previous experience; (budget estimates can also be drafted at the planning stages of a project).
	-	FF&E budgets for interior furnishings, telecommunications equipment, and operational accessories are administered under one umbrella.
·	Effective schedule management
	-	Comprehensive schedule management
	-	Avoids redundancy, waste, and risk
	-	Timely placement of orders
·	Reduces client's work load
	-	ILYA prepares the materials and documents necessary for the client to make purchase decisions.
	-	All information is managed at a single source (w/confidentiality agreement)
	-	Conduct payment-related duties (if desired; L/C, remittances, etc.)
·	Ensures required quality
	-	Identifies the quality required by designers, local codes and operations
	-	Drafts and implements a fabrication check schedule
	-	Verifies durability tests w/samples
	-	Provides evidence of material compliance to codes
·	Open prices and cost savings via VE* proposals
	-	All costs are disclosed
	-	Well-structured design criteria; elimination of waste
	-	Efficient order/contract methods, VE proposal and evaluation
	-	Optimal domestic and international procurement evaluations

(Value Engineering)
Design specifications are reviewed and substitutes of equal or similar quality are proposed to adjust total cost and timing of project.

ILYA participates in the project as a highly experienced FF&E consultant assuming the client's standpoint throughout the project.

...regarding ILYA's Procurement Agent services, please click on the button below and inquire within.



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