Operating Supplies and Equipment
Bray Whaler International's Operating Supplies and Equipment scope of services provides a complete and comprehensive system for specifying and procuring all back-of-house purchases such as equipment, appliances, banquet furnishings and tabletop supplies.
Our extensive client base allows for greater purchasing power through programs set up with key suppliers, providing clients the maximum cost savings attainable through volume discounts. In addition, Bray Whaler's intensive operational purchasing experience provides our clients with unsurpassed knowledge and extensive sourcing giving us the ability to meet exact product requirements in a timely fashion.
I. General
Bray Whaler can assist the operator in specification development if required. Bray Whaler will provide basic purchasing and coordination of services as described in this Scope of Services for hotel operating supplies and equipment.
Bray Whaler will follow hotel specifications regarding the purchase of any proprietary items (i.e. specialty shampoos, logo items, etc.).
Bray Whaler develops lists of required items for back-of-house and expendables. These lists take into account desired quality level, appropriate pars, and budget considerations. Bray Whaler follows hotel specifications and consults the Owner for specification development.
II. Foodservice and Laundry Equipment
Overview:
Bray Whaler works in conjunction with our client's foodservice and laundry consultants to coordinate and procure the specified equipment. Bray Whaler arranges for installation and works directly with the installer to ensure a seamless coordination between architectural and engineering specifications.Bidding and Negotiation:
Bray Whaler examines specifications, solicits and reviews competitive bids from a wide range of dealers, and analyzes alternates, terms, and cost plus methods based on budget, experience and previous performance.Preparing Purchase Orders:
Purchase orders are prepared and transmitted for approval prior to awarding the orders. Detailed instructions for commercial performance, delivery and packaging are outlined on each purchase order.Payment Procedures:
Bray Whaler's open book policy ensures that our clients receive the best possible prices. All of the cash and trade discounts received on the goods purchased are passed directly on to our clients. No goods are ever marked up and all vendor invoices are forwarded to our client for review prior to payment.III. Operational Supplies
Specifying: Bray Whaler works together with the client's representative(s), (i.e. kitchen and laundry architects, engineers, food and beverage managers, housekeepers, etc.) to determine the appropriate pars, quality levels and budget. This information is then compiled to establish the precise product requirements.
Sourcing:
Bray Whaler's established relationships with commercial sources coupled with our extensive supplier database, comprehensive vendor library, and regularly scheduled vendor meetings, gives us the tools to establish the best prices and lead times.Preparing the Purchase Order:
Purchase orders are prepared and transmitted for final approval prior to placing the orders. Detailed instructions for commercial performance, delivery and packaging are outlined on each purchase order.Expediting and Arranging Delivery:
After the purchase orders are awarded, orders are expedited and tracked until the goods are received on site. After verification of the condition, the suppliers invoices are transmitted for final payment.Payment Procedure:
Upon receiving invoices from the manufacturer, Bray Whaler checks each invoice against the appropriate purchase order and receiving documentation to ensure all goods are received in good condition. A check request is then generated for the approved amount of the manufacturer's invoice and both are forwarded to the client for payment. Upon receipt, the client issues a check for the quoted amount. All efforts of Bray Whaler International employees are made to coordinate the forwarding of check requests and invoices to ensure they meet the Owner's draw schedule.Print this Page