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1st Sem Hotel Engg. Notes

Understanding the Procedure for Inviting and Processing Tenders, Negotiating, and Finalizing in Hotel Engineering

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Last updated: 4 July 2023

In hotel engineering, inviting and processing tenders is an important process to ensure that the best contractors are selected for maintenance services. Here is a detailed guide to help you understand the procedure for inviting and processing tenders, negotiating, and finalizing.

Inviting Tenders

When inviting tenders, it is important to provide a clear description of the work required. The tender documents should include details such as:

  • Scope of work
  • Technical specifications
  • Timeframe for completion
  • Evaluation criteria
  • Tender submission requirements
  • Contact person for inquiries

The tender documents should be made available to interested contractors through various means such as:

  • Publishing a notice in newspapers or trade journals
  • Posting on the hotel’s website
  • Direct mail to contractors
  • Notification to industry associations

Processing Tenders

Once tenders have been received, they should be evaluated based on several factors such as:

  • Compliance with technical specifications
  • Cost
  • Experience and references
  • Quality of service

The selection process should be fair and transparent to ensure that the best contractor is chosen. It is important to maintain confidentiality during the evaluation process and to ensure that all bidders are treated equally.

Negotiating and Finalizing

Once a contractor has been selected, the terms of the contract should be negotiated and finalized. It is important to ensure that all terms are clearly defined and agreed upon by both parties. The contract should include provisions for:

  • Scope of work
  • Timeframe for completion
  • Payment terms
  • Quality of service
  • Dispute resolution
  • Termination

The negotiation process should be fair and transparent, and both parties should have the opportunity to express their views and concerns. Once the contract has been finalized, it should be signed by both parties and a copy should be kept for future reference.

In conclusion, the procedure for inviting and processing tenders, negotiating, and finalizing is an important part of hotel engineering. By following these guidelines, hotel owners and managers can ensure that they choose the right contractor and that the contract is fair and enforceable.

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Syllabus BHM106

01 Maintenance

  1. Introduction
  2. Preventive and breakdown maintenance, comparisons
  3. Role & Importance of maintenance department in the hotel industry with emphasis on its relation with other departments of the hotel.
  4. Organization chart of maintenance department, duties and responsibilities of maintenance department

02 Fuels used in the catering industry

  1. Introduction
  2. Types of fuel used in catering industry; calorific value; comparative study of different fuels
  3. Calculation of amount of fuel required and cost.

03 Gas

  1. Introduction
  2. Heat terms and units; method of transfer
  3. LPG and its properties; principles of Bunsen burner, precautions to be taken while handling gas; low and high-pressure burners and their corresponding heat output
  4. Gas bank, location, different types of manifolds

04 Electricity

  1. Introduction
  2. Fundamentals of electricity, insulators, conductors, current, potential difference resistance, power, energy concepts; definitions, their units and relationships, AC and DC; single phase and three phases and its importance on equipment specifications
  3. Electric circuits, open circuits and close circuits, symbols of circuit elements, series and parallel connections, short circuits, fuses; MCB, earthing, the reason for placing switches on the live wire side.
  4. Electric wires and types of wiring
  5. Calculation of electric energy consumption of equipment, and safety precautions to be observed while using electric appliances.
  6. Types of lighting, different lighting devices, incandescent lamps, fluorescent lamps, other gas-discharged lamps, illumination, and units of illumination.
  7. External lighting
  8. Safety in handling electrical equipment

05 Water systems

  1. Introduction
  2. Water distribution system in a hotel
  3. Cold water systems in India
  4. Hardness of water, water softening, base exchange method
  5. Cold water cistern swimming pools
  6. Hot water supply system in hotels
  7. Flushing system, water taps, traps and closets.

06 Refrigeration & Air-conditioning

  1. Basic principles, latent heat, boiling point and its dependence on pressure, vapour compressor system of refrigeration and refrigerants.
  2. Vapour absorption system, care and maintenance of refrigerators, defrosting, types of refrigerant units, their care and maintenance.
  3. Conditions for comfort, relative humidity, humidification, dehumidifying, due point control, unit of air conditioning
  4. Window type air conditioner, central air conditioning, preventive maintenance
  5. Vertical transportation, elevators, escalators

07 Fire prevention and fire fighting system

  1. Classes of fire, methods of extinguishing fires (Demonstration)
  2.  Fire extinguishers, portable and stationery
  3.  Fire detectors and alarm
  4. Automatic fire detectors cum extinguishing devices
  5. Structural protection
  6. Legal requirements

08 Waste disposal and pollution control

  1. Solid and liquid waste, sullage and sewage, disposal of solid waste
  2.  Sewage treatment
  3. Pollution related to the hotel industry
  4. Water pollution, sewage pollution
  5. Air pollution, noise pollution, thermal pollution
  6. Legal Requirements

09 Safety

  1. Accident prevention
  2. Slips and falls
  3. Other safety topics

10 Security

11 Equipment replacement policy

  1. Introduction
  2. Circumstances under which equipment are replaced.
  3. Replacement policy of items which gradually deteriorates
  4. Replacement when the average annual cost is minimum
  5. Replacement when the present cost is minimum
  6. The economic replacement cycle for suddenly failing equipment

12 Audio-visual equipment

  1. Various audio-visual equipment used in hotel
  2. Care and cleaning of an overhead projector, slide projector, LCD and PowerPoint presentation units
  3. Maintenance of computers
  4. Care and cleaning of PC, CPU, Modem, UPS, Printer, Laptops
  5. Sensors – Various sensors used in different locations of a hotel – type, uses and cost-effectiveness

13 Contract maintenance

  1. Introduction
  2. The necessity of contract maintenance, advantages and disadvantages of contract maintenance
  3. Essential requirements of a contract, types of contract, their comparative advantages and disadvantages.
  4. Procedure for inviting and processing tenders, negotiating and finalizing