The project will be entered into our XSP Business Purchasing system. A detailed explanation on the system is explained on meeting with a prospective client.

 

FF & E and OS & E room types will be listed according to the Interior Designed specifications and/or the requirements of the Operator.

 

Specifications books provided by the Interior Designer will be reviewed and analyzed. We will communicate with the designer on a regular basis to obtain missing information or additional details that may be required to obtain accurate and binding quotations from the vendors.

 

Information obtained from the Interior Designer is entered into our Purchasing System (XSP). The detailed description of each specific and individual item is entered in its respective room or area type/classification. Each item is assigned an individual control number that will be used to identify the item throughout the different steps of the project. The control number and room type will appear on the purchase order.

 

A list of pre-approved suppliers is established for all major commodities and is continuously updated. This list will be reviewed and approved by the Client.

 

Once the list of suppliers has been approved, we prepare the tender package and forward the scope to the pre-selected vendors.

 

Upon receipt of the quotations from the suppliers, we prepare a cost comparison analysis summarizing the quotations and comparing the prices obtained vs. the approved budget, when applicable. This analysis is submitted to the Client for review and approval. The client has access to the original vendors’ quotations and all documents for review at any given time. This process is completely transparent and the Client is always involved.

 

Purchase orders are processed directly from the approved budget, thus allowing our client to follow every item on an ongoing basis. No purchase orders are issued without first being reviewed and approved, by the client, within the overall budget.

 

The Purchase Order is prepared on behalf of the Client. The order will have the description of the item, the quantity, the approved cost and any pertinent information related to shipping or local regulations. Although we negotiate the price and prepare the purchase orders, the Client will either process the payments to the vendors directly, or payments can be managed through IPS Global Procurement, as per the agreed method detailed in the awarding of the proposal.