FF&E + OS&E Definitions
Discover what FF&E and OS&E means and all the other FF&E construction definitions. FF&E business terms are critical to know in order to successfully work with partners.
AOR : Architect of record
Ensures that bid item companies meet their obligations and bill accordingly. The project contractor approves technical elements and the quality of final touches and solutions implemented by companies.
BOH : Back Of House
Spaces accessible solely to establishment personnel (kitchens, offices, staff changing rooms, storerooms, etc.).
BOQ : Bill of Quantity
Breakdown of Overall Fixed Sum. A document prepared by the POS or the economist and sent to suppliers that respond to a call for bids, which consists of a table including codes, descriptions and quantities of articles, and particular requests to be addressed by the bidding supplier.
CapEx : Capital Expenditures
All spending costs including FF&E / OS&E. These costs are depreciable.
Change of use
Originally, the building was not a hotel and requires significant structural work to change its purpose and usage; for example, converting offices into a hotel.
COM : Customer’s Own Material
For curtains and seating, fabric is purchased separately, using linear meters for fabrics and m² for leather, provided by the manufacturer (in general, an armchair = 3lm of fabric, a couch = 12lm in a width of 140)
Consumables
Elements mainly used by guests or the hotel operator on a daily basis and recommended by the latter (stationery, food, amenities, cleaning products, scented candles, etc.)
Cost per key
The hotel’s total budget is divided by the number of rooms as opposed to the budget per room, which corresponds to the housing budget divided by the number of rooms
CUR : Cost of Unit Renovation
To be included in the BOFS, this allows suppliers to estimate the cost of renovating movable objects in their order, e.g., lacquer on a furniture item, armchair upholstery, rewiring of a lamp, etc.
Depreciation
Non-cash expense, recorded to reflect the depreciation of an asset over time. The duration may vary depending on the nature of the assets. For example, in France: 10 years for room furniture, tableware, and linen; 5 years for decorative fittings, bedding, upholstery, and tapestries (luxury items = 3 years).
Dry amenities
Consumable products found in bathrooms and bedrooms (comb, cotton pads, shoe-shine kit, shower cap, etc.)
FF&E
Fixture Furniture & Equipements
Movable or elements that are not permanently attached, suggested primarily by the designer or architect and whose esthetic is as important as its function (table, sofa, mirror, lamp, etc.)
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FOH : Front Of House
Spaces accessible to the public, e.g., restaurant, bar, lobby, terrace, etc.
HSO/Health and Safety Officer
Construction sites are by nature dangerous places and workplace accidents occur every two minutes in France. 19% of deaths related to a workplace accident occur in the construction industry. In order to minimize accidents, the PO appoints a HSO whose objective is to ensure that the construction site is as safe as possible, that shafts (holes) are clearly marked, that everyone wears PPE (Personal Protective Equipment: helmets, safety shoes, safety glasses, etc.), etc.
Layout
Fixed and customized interior design elements that require the taking of measurements or direct integration by the manufacturer. Once these elements are installed, they cannot be freely moved (counters, benches, shelves, etc.)
General Contractor / GC
The GC oversees construction from start to finish. They manage and are responsible for subcontractors until the building is delivered. The construction site remains the GC’s responsibility from the moment they arrive on site to when the project is handed over to the PO. A construction site can be managed by the General Contractor as macro-lots, which is simpler in theory but more expensive, or as separate lots, less expensive in theory, but more complex.
GTCP : General Terms and Conditions of Purchase
The terms and conditions according to which the order will be placed, similar to a contract.
HSO/Health and Safety Officer
Construction sites are by nature dangerous places and workplace accidents occur every two minutes in France. 19% of deaths related to a workplace accident occur in the construction industry. In order to minimize accidents, the PO appoints a HSO whose objective is to ensure that the construction site is as safe as possible, that shafts (holes) are clearly marked, that everyone wears PPE (Personal Protective Equipment: helmets, safety shoes, safety glasses, etc.), etc.
Lighting designer
Individual or team that recommends light sources to be incorporated into the project architecture or furnishings. They are indispensable to a project because even the best interior design can be compromised by bad lighting.
GTCS : General Terms and Conditions of Sale.
The terms according to which suppliers will sell their order. French law governs the GTC unless waived by the supplier.
Inspection Office / IO
Appointed by the client to ensure that regulatory and health aspects are taken into account throughout the project by various actors to ensure that the delivered project is in compliance. The Inspection Office deals notably with fire hazard regulations and disability access. They rate the FF&E in terms of where they are installed and the type of project.
Lighting designer
Individual or team that recommends light sources to be incorporated into the project architecture or furnishings. They are indispensable to a project because even the best interior design can be compromised by bad lighting.
NDA : Non Disclosure Agreement
Confidentiality agreement. Before sending documents related to a project, a client has the recipient sign a confidentiality agreement to ensure that the information will not be shared with third parties
Pre-op
Pre-opening phase of the establishment during which consumable orders are received, the safety commission is conducted, and teams commence and practice operating procedures.
OPEX
Operational expenditure. All hotel operation costs, notably consumables, wet amenities, dy amenities, printing. And all elements rented or under contract.
Pre-op
Pre-opening phase of the establishment during which consumable orders are received, the safety commission is conducted, and teams commence and practice operating procedures.
OS&E : Operating Supplies and Equipements
Operating, Supplies & Equipment. Elements principally recommended by the hotel operator and whose function is as, if not more important, than esthetic (fittings, laundry carts, mattresses, minibars, safes, dishware, etc).
Owner's Representative
Represents the PO to clearly understand and communicate their decisions in the interest of the project. The POS notably checks and approves supplier invoices, and sends them to the client who pays them.
Prescribers
Actual or legal person who/that selects the product, reference, model, brand, and final touches according to specifications transmitted by the client or operator. E.g., interior designer for design elements, operator for dishware, etc
PRM : Person with reduced mobility
Design must consider specific requirements in order to allow for everyone to enjoy the services the hotel has to provide.
Project manager / PM
Architect or designer who designs the project, i.e., the building or its layout.
Project Owner / PO
Purchaser, client or investor, actual or legal person on behalf of whom/which the operation is conducted.
Purchaser, procurement
FF&E/OS&E procurement coordinator or agent AKA, the company thanks to which there is a bed in the hotel, a chair un the restaurant...
Refurbishment
The building is already a hotel, and the rooms are being renovated with or without an upgrade. The program remains the same, and structural work is limited to a possible change in room mix.
SHPP: Safety and Health Protection Plan.
This document consists of an explanation of actions to be implemented by the company coordinated by the POS in the scope of its contract and methods to be used (e.g., scaffolding, drill, etc.), and is sent to the HSO for approval. It is one of two obligatory steps that allows companies on the construction site to intervene, and to prevent any safety-related risks on site.
TT : Technical Team
Engineers specializing in electricity, structure, IT, and fluids, who will design and develop the project in coordination with the architect
Responsibility matrix/scope of work
A list of all the services specific to each project that notably outlines the division of roles: who specifies, who finances, and who installs. Like a grocery list, the aim is not to forget anything and to maximize efficiency.
RFP : Request For Proposal
This includes several documents, including BOFS recommendations, timelines, etc.
Upgrade
All services to be undertaken to renovate the FF&E and if needed, bring them up to standard, e.g., rewiring of lights, re-upholstering armchairs, re-lacquering furniture items, etc. The cost of upgrade is specific to each item and must be included in the provision.
Wet amenities
Consumable products in bathrooms (shower gel, shampoo, conditioner, bar of soap, lotion, etc.)