The U.S. specialty coffee and tea industry is relatively young, and retailers of upmarket beverages are constantly having to familiarize themselves with the changing complexities of their business. The same applies to the suppliers and installers of specialty coffee- and tea-making equipment that also have to negotiate an ongoing learning curve. We recommend, therefore, that you build in extra lead time for the ordering and installation of your specialized equipment.
Milk Dispensers/Ice Cream Freezers
In the flurry of pre-opening activity, do not forget to organize any additional pieces of equipment necessary for the smooth running of your operation, such as milk dispensers and cream freezers. Many suppliers offer contracts for the use of equipment that are worth considering when you also guarantee to purchase their products exclusively. Ice cream freezers, milk dispensers, and various other kitchen equipment, such as water boilers, are available on contract. Your sales representative will have all the information about the necessary equipment. These arrangements may be very beneficial for small coffee and tea shops that have limited capital. Whatever your financial situation, do a thorough, careful investigation into the terms of the service contract.
Organizing Public Utilities
Notify public utility companies of your intention to be fully operational by a certain date. Allow plenty of lead time for completion. Some of these companies may require a deposit before they will provide service. Every company and city has different policies, so be sure to investigate yours thoroughly.
Phone Company
Two external phone lines are recommended, with some sort of intercom, handheld radio system, and/or paging system throughout the shop so you can speak from your position to key areas for any information that you may need to communicate. A discussion with your local phone company business office about your needs will reveal your many options. You also may wish to consider the installation of a music intercom paging system. Above all, be sure to place local emergency numbers at all phones.
Gas and Electric Companies
All major items of equipment need special hook-ups that can only be completed by trained technicians of either the gas or electric company, or by authorized representatives. They should be contacted as early as possible to come and evaluate the amount of work required. In many cases, they will need to schedule the work several weeks ahead of time.
Many gas and electric companies offer service contracts for purchase. If available, it is highly recommended that you purchase them. Equipment that is maintained to manufacturers’ specifications will last longer and operate more effectively and efficiently. Set up a loose-leaf binder to contain all the information on your equipment and its maintenance schedules. Included in this binder should be warranties, copies of receipts, brochures, equipment schematics, operating instructions, maintenance schedules, parts lists, order forms, past service records, manufacturers’ phone numbers, a chart showing which circuit breaker operates each piece of equipment, etc. Keep this manual up to date from the very beginning. Become aware of your equipment’s needs and act accordingly. Train your employees thoroughly in the proper use of all equipment, and it will serve the establishment well for many years.
Water
Running a specialty beverage operation means that you cannot take any risks with the standards of water supply to your brewing equipment; the quality and purity of the water that goes into your tea and coffee is of vital importance to the overall success of your business. Water is different in all parts of the country due to the type of chemical particles it contains. Water that has been subjected to a chemical treatment plant may contain a high level of chlorine. Bear in mind that the chemical particles in the water can have a particularly bad effect in the brewing of fresh coffee and tea. Your state’s department of natural resources can give you information concerning 44 the water’s chemical makeup in the local area.
Several companies now have filtering devices on the market that attach directly to the water supply lines. Discuss your particular situation with your state’s department of natural resources and the sales representative for your coffee and tea suppliers.
Securing Other Essential Services Locksmith
A registered or certified locksmith must be contacted to change over the locks as soon as you occupy the shop building and at intervals thereafter. Also, ensure that the locksmith periodically changes safe combinations.
Fire and Intrusion Alarms
Every beverage and food outlet should have two separate alarm systems. A system for fire, smoke and heat detection, and one for intrusion and holdup. As a side note, the installation of an alarm system will increase the value of the property, and a 24-hour monitored system may make you eligible for a rate reduction of 5 to 10 percent with your insurance company on the insurance premium.
Dishwasher Chemical Company
Contact all the dishwasher chemical suppliers in the area and meet with their representatives. In most areas, four to five companies will be able to provide the dishwasher with the service it requires. Several of these companies will monitor the entire system, making sure the machine and staff are working together for maximum efficiency. Clean cups, saucers, and serving accessories are an absolute necessity for any beverage outlet. Do not gamble on the outcome by not using an expert.
Sanitation Service
In most counties, a private business must provide its own garbage pickup. Receive quotes from all the sanitation companies in the area. Prices may vary considerably depending upon who purchases the dumpsters. You may wish to get advice from your local health department to help you make your selection.
Parking Lot Maintenance
Parking lots will need periodic maintenance besides the daily duty of light sweeping and picking up of any trash. Painting new lines for the parking spaces should be done annually. Blacktop surfaces will also require a sealant to be spread over the surface periodically. Winter climates will require snow removal and possibly salting and sanding of the lot. Most of these services may be purchased under contract.
Plumber
A local plumber will be needed to handle any miscellaneous work and emergencies that may occur. The plumber must provide 24-hour emergency service. Make every effort possible to retain the plumber that did the original work on the building.
Electrician
As with the plumber, it would be a great advantage to retain the original electrician who worked on the premises. An electrician will be needed when equipment is installed or moved. If it has not been done already, the electrician should check and label all the circuits and breakers in the building. The electrician also should be on 24-hour emergency service.
Refrigeration Service
The most important consideration when choosing a refrigeration company is how fast they can respond to emergencies. The company must have 24-hour service.
Exterminator
Exterminators must be licensed professionals with references from other similar beverage outlets they service. You may wish to consult the health department for their recommendations. Exterminators can eliminate any pest-control problems such as rats, cockroaches, ants, termites, flies, etc. The company selected should be signed to a service contract as soon as possible. This is not an area to cut corners or try to do yourself; it will not pay in the long run.
Plant Maintenance
If your coffee, espresso, and tea shop contains large, expensive plants, you may need the services of a plant maintenance company. A professional plant-care person can provide all the necessary services to protect your investments: watering, pruning, transplanting, arranging, etc. Contact plant-care companies in the area to get their opinions, quotes, and references. They must be made aware that they are working in an environment where toxic sprays may be used only with the approval of the health department and, even then, very cautiously.
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