Project Scope

Project Name

The Hide Out

Project Number

03191964

Project Manager

Prioritization

Medium

Owner(s)

Statement of Work—Project Description and

Project Product

The Hide Out Coffee Shop will be launched on September 1st, 2017 in a prominent neighborhood of Zion, Illinois. The location of the shop is in a high foot traffic area with a police station and a school nearby along with a row of restaurants, shops, and comic book stores that come to life on Friday nights. The area is also a prime neighborhood with the demographic age ranging anywhere between 16-50 years of age. The coffee shop is going to target customers working in the police station, teachers, and high school students. The coffee shop anticipates to be very busy during the morning rush hours which will range from 6am to 9am every day and for lunch between 11am and 1pm.

This project will create a 1200-1400 square feet coffee shop with an interior design of contrasting robin egg blue and white walls with oak wood furniture that will bring warmth and comfort for customers to have a place to relax in a prominent neighborhood. The coffee shop will feature a lounge area with two-three sofas, two love seats, and a recliner with a coffee table in the middle. The shop will also have 10 small tables with roughly 4 chairs per table. All together, the shop would seat about 54 people.

As coffee has been a popular beverage amongst many throughout any time of day, our shop will provide the convenience of obtaining their fix on their way to work or while they sit and relax. This shop will serve specialty and regular coffee beverages along with Coca-Cola beverages, pastries, and light lunch options. The pastries served will be delivered by a vendor daily limiting to about 200-250 pieces a day while lunch will be prepared on site.

With an anticipation of selling roughly 230 cups of coffee a day averaging about $3.50 a cup, we are looking at making $293,865.00 a year in coffee sales alone. In addition to coffee, the shop is anticipating to generate about $200,000.00 in pastry sales and $300,000.00 in lunch sales a year. A total of an average of $793,865.00 of sales a year excluding expenses. In the years to come, the business can grow and expand by opening up a second or even a third location.

The following are the high-level task for the project:

Store

· Level the commercial property given to me by my father.

· Build out and renovated shop with a “second home” like atmosphere.

· Equipment purchased such as the coffee and expresso grinder, brewer, fridge, pots, and ovens.

· Furniture- tables, chairs, counters, cabinets, shelving, etc.

· Menu boards and signage for the coffee shop.

· Obtaining the proper licenses and inspections.

· Securing vendors for initial and future supplies.

· Training and hiring baristas for the store.

· Purchasing insurance for the store.

Build out and Renovation:

· Select and hire a general construction contractor.

· Licenses and permits for building and renovation.

· Discuss budget.

· Compose layout of store of where counters and furniture will be placed.

· Discuss lighting of store with the options of track lighting, plumbing, and electrical for equipment and a color scheme of robin’s egg blue and white all paint.

· Set-up final blueprint of the store layout.

· Set-up terms and conditions of contract.

· Begin construction of store.

· Installation of equipment, furniture, counters, and signage.

· Construction and project closeout to be completed prior to September 1st opening.

Equipment Purchase:

· Set a budget of $65,000.00 for equipment and facilities purchase.

· Compare and review model and make of coffee and expresso grinders, coffee brewer, expresso machine, fridge, pots, thermos, commercial rapid cook oven and utensils.

· Coffee shop will need one-two coffee grinders, expresso machine, two coffee brewers, four coffee pots, one bakery fridge, three full size fridges, and two small fridges.

· Two cash registers.

· Research suppliers and prices.

· One test coffee brewer, grinder, and expresso machine.

· Obtain terms and conditions and warranties.

· Purchase the equipment.

· Request a delivery and set-up date.

Furniture:

· Set a budget of $30,000.00 for furniture purchase.

· Research and locate restaurant furniture supply store.

· Review the variety of small oak tables and chairs.

· Purchase 10 tables and 40 chairs.

· Research and find two-three sofas, two love seats, one recliner, and a coffee table.

· Determine the sofa type (would either be leather or microfiber)

· Review variety of cabinets and counters in oak. Store will need about 10 wall cabinets and 6 under counter cabinets.

· Review and purchase 2 chrome sink basins and faucets.

· Request a delivery and set-up date.

Store front Signage:

· Check city zoning restrictions for store front signage.

· Obtain permits for signage.

· Research and compare prices and installation fees for painted glass signage for store front window and 4’ x 8’ metal sign band.

· Search for a reputable sign company that offers design service and installation services.

· Check post installation services such as maintenances and warranty.

· Determine anticipated delivery date.

Menu Board:

· Determine company for menu board.

· Review and select 3 frame Gallery Indoor Menu board.

· Choose design graphic

· Choose interchangeable menu board for easy change of menu items

· Choose a wood frame menu board.

· Determine anticipated delivery date

· To be installed by general construction contractor

Supplies

· Choose and select vendor with comparable prices

· Discuss with vendor on supplying for initial and future supplies

· Initial supplies needed for opening:

· Small ware supplies needed

· Coffee bean scoop

· Apron

· Long handled scoop

· Shot glasses

· Frothing pitchers

· Thermometer

· Timers

· Squeeze bottles for drizzling sauces

· Rack for condiments

· Napkin dispenser

· Food tray

· Nonperishable supplies

· Cups and lids – small and large

· Pastry liners

· Disposable gloves for food handling

· Coffee stirrers

· Plastic forks and knives

· Small paper plates

· Napkins

· Size 4 and 8 paper bags

· Small plastic bags

· Take out carrier trays

· Hand towels

· Straws

· Coffee filters

· Perishable supplies needed

· Milk – whole and skim

· Coffee creamer

· Coffee and expresso beans

· Sugar – regular and Splenda

· Tea bags – variety

· Syrup drizzles – chocolate, caramel

· Hot chocolate powder

· Flavored syrup for coffee and expresso beverages

· Cleaning Supplies

· Expresso machine cleaner

· Coffee equipment cleaner

· Steam wand cleaner

· Grinder brush

· Group head brush

· Grinder cleaner

· Trash liner bags

· Towel rags

· Multipurpose cleaner

· Dish soap

· Hand soap

· Mop & broom

· Garbage pails

· Determine anticipated delivery date

Consumable Products:

· Review and select consumable vendor to provide pastries and other beverages delivery

· Review reputations of vendors for reliability and product freshness

· Beverage vendor discussion on what products to deliver to store. The following products to consider:

· Bottle water

· Bottle seltzer water

· Bottle orange and apple juice

· Coca-Cola projects

· Discuss delivery options of one day per week

· Taste testing of several pastries vendors

· Pastries consider to sell

· Croissants – plain

· Danishes – variety if cheese, cherry, almond

· Bread loaves – banana nut, cranberry orange, carrot, chocolate

· Muffins – blueberry, pumpkin spice, chocolate

· Scones – vanilla bean, raspberry, chocolate

· Cookies – chocolate chip, oatmeal and raisins

· Cupcake – chocolate, red velvet, vanilla

· Cake slices – chocolate, carrot cake, cheesecake

· Determine perishable items delivery date.

· Discuss agreement and delivery contract – bakery goods need to be delivered every morning.

· Determine anticipated delivery date for initial supplies for opening.

Licenses, permits and requirements:

· Obtain all required business licenses and permits required for business

· LLC Business license

· Register trade name of The Hide Out

· Seller permit (sales tax identification number)

· Federal Tax identification number

· State Employer Tax identification number

· Department of Health food service establishment permit

· Health Permits

· Food handler cards

· Certificate of Occupancy

· Occupational Safety and Health Administration (OSHA) requirements

· Workers’ Compensation and Employers’ Liability Insurance

· Unemployment Insurance

· Post business hours sign on door

· Food Safety Inspection by City prior to opening

· Building inspection by City prior to opening

Baristas:

· Post jobs

· Determine salary range, schedule and experience

· Interview candidates

· Check references and testing of barista experience

· Onboard paperwork

· Provide expectations

· Basic training and work flow

Final Walkthrough and Inspection:

· Final inspection of the shop to make sure everything is working and properly install prior to opening

· Inspect and test Equipment installation

· Check barista area

· Lounge area

· Table and chairs setup

· Cabinets

· Signage and menu board

· All supplies needed for opening

· All proper licenses posted

Grand Opening

· Coffee Shop to open at 8am on September 1st for grand opening

· Provide customers with a 10% discount on the first day

Open normal hours the next day

Project Deliverables

The following deliverables are expected from the project:

· 1200 to 1400 square foot coffee shop in a prominent location fully stocked

· All tables, chairs and lounge are in place

· A warm atmosphere place for customers to socialize and relax

· Fill cabinets with supplies

· Menu Board set up with items and prices

· Counter set up

· 4 x 8’ Exterior Sign in place

· Have all licenses and permit needed for operation

· Fill perishable supplies in fridge

· Accept first delivery of bakery goods and vendor beverages

· Shop ready to serve customers beverages and pastries

· Coffee shop ready for grand opening on September 1st.

Project Objectives

To open an amazing coffee shop that will generate profitable revenue and creating a store with a second home like place for customers to have one of the most popular beverage, coffee.

· The project objectives are to open a coffee shop with an estimated budget of $325,000 within 4 months with a September 1st opening date

· Increase profit by meeting the needs of the customers of a place to purchase coffee, pastry, or light lunch.

· Increase customer satisfaction by providing them with a relaxing place to hangout

· Increase competiveness by offering a good atmosphere, high customer service and quality coffee, pastries, and lunch.

Project Assumptions

· Interior design will have an atmosphere that will feel like a second home

· Store will open on or before September 1st

· Finding a reasonable vendor for supplies

· Coffee shop will be located in a high foot traffic area

· Equipment will be delivered on time

· Furniture to be delivered on time

· All equipment will be working properly

· All licenses required will be obtained

· Baristas hired and trained

· Cup of Heaven will pass inspections by building department and food safety department

· Supplies to be delivered prior to opening date

· Seating and lounge area to seat 54 people

· Vendors contract agreement signed

· Delivery of exterior sign and installation of window graphics prior to opening date

Project Constraints

· Obtaining licenses may be an obstacle or delayed

· Passing of Food Safety inspection

· Renovation may take longer

· Unable to find a reliable supplier

· Equipment may not be working properly

· Delay of furniture

· Not enough funds

· Contractors working slowly and delaying the work

· Delay of supplies

Exclusions

The boundaries of the project would be the following:

· Minor changes of interior design after construction has started

· Removal of all trash from build out

· Extending or shortening of time if necessary

· Furniture damaged during delivery or installation

The exclusions of the projects would be the following:

· Major changes of design after the renovation have started

· Baristas to be hired and trained

· Funds for the project

· Products and supplies reordering for future need

· Guarantee of customers

· Guarantee of sales generated

· Garbage removal other than build out trash

· Expansion of business growth

· Operation budget

Acceptance Criteria

• Cost of project within estimated budget

• Renovation completed for grand opening date

• Quality of interior painting to meet requirements of warm feeling and match furniture

• Equipment installed and functioning properly

• Exterior signage visible and attract customers

• Coffee Shop have a second home place feeling

• Organization of seating and lounge area seats 54 people

• Quality coffee and expresso brewed

• Quality of freshness of pastries

• Licenses obtain prior to opening date

• All build out trash removed

• Pastries are filled into the fridge ready for sale

• Refrigeration needs to be working properly for storing perishable goods

APPROVALS

Type Name

Signature

Date

Project Manager Approval

Misiri

May 23, 2017

Customer or Sponsor Approval

The Hide Out