Tips on how to Start and complete your Restaurant or retail interiors smoothly in Dubai?

In our experience, we have seen in the past that many clients have struggled to complete the interior fitout project on time. That ends up in delays in store opening, staff recruited and trained but the store is not ready, paying rent without business, idle salary for ground staff, damages to the raw materials, and some extent penalty from the landlord sometimes.

As a business owner, you should take advantage of the benefits from rent free period that some landlords may provide when you sign the lease agreement. At the same time, Keep in mind to allow enough time for all stakeholders to complete all their tasks.

We have laid out a few tips that will help you complete your projects on time without any delay and confusion.

Follow this guide to complete your restaurant or retail shop interiors smoothly:

1. Data Collection

2. Budgeting

3. Drawings

4. Procurement

5. Tender

6. Authority Approvals

7. Execution

8. Handing over to the operations team

1. Data Collection - Having the right data beforehand provides expected results. You will thank your future self.

• Once you have finalized your trade license and leasing formalities start collecting the data.

• Ensure an idea of your design expectations and brand guidelines are available to you before reaching out to the interior designer.

• Take photos of existing site conditions as many as possible.

• Measure what is the maximum ceiling height you can achieve.

• Ensure to collect fit-out and design guidelines from the landlord.

• Check with the landlord what services they provide, for example, AC units, chilled water supply, exhaust duct routes, etc,

• Collect the full set of existing As-built drawings in a CAD format file

• Collect the existing DEWA-approved electrical load schedule ( Only If you are the first tenant of the leased property)

• Collect leased outline diagram (LOD) for Architectural and MEP from the landlord

• Understand the tenancy services. What are the services to be provided by the landlord and what are the services in your scope?

• What is the power load available in KW? Is that sufficient for your operations? or do you need an additional load from DEWA?

• Identify the approving authority for your premises (Example - Dubai Municipality, DDA, Trakhees, etc,.)

2. Budgeting

• Discuss and have multiple meetings with all stakeholders to understand the requirements.

• Include all the masterminds, for example, if it is s restaurant project, Chef, Operations head, Marketing head, procurement head, store designer, project manager, or finance head.

• List out all the requirements and freeze the requirements and budget in the initial stage itself.

• This way you will avoid last-minute surprises and budget overshooting.

3. Drawings

• Preliminary Concept - A set of documents that gives you the overall look and feel of your store. This includes a preliminary concept, reference images, color scheme, furniture layout, and images of your existing store.

• Concept design drawings - Concept design is the set of documents that gives you the overall look and feel of your store. This includes samples of visible finishes, mood boards, reference images, and preliminary 3D layouts of your proposed store, 3D storefront, Signage details with sample letters - Landlords might ask for this.

• Once you get the feedback on your concept design you will ask your interior designer to prepare the detailed design drawings as per the mall/landlord guidelines.

• Detailed design drawings- These are the set of technical drawings that includes detailed architectural drawings and Electromechanical drawings with Fire alarm, Fire fighting, Heat load calculations, and electrical load schedule calculations.

• The detailed design drawings along with the samples will go for landlord approval to get their NOC.

• Try to get the drawing approvals and NOC from the building management on all the drawings and documents at the early stage possible.

4. Procurement

• Identify the list of items to be supplied from your end and prepare a complete list with lead time as well. This will help you to plan the installation and store opening dates accordingly.

• Supply items include Any AV equipment, shop fixtures/fittings, loose furniture, Kitchen equipment, POS, IT equipment, Antitheft alarm system, light fittings, Marketing kit, etc,

• Make sure to incorporate all the items to be procured in the project schedule.

5. Tender

• Ensure all the mall comments are incorporated in the drawings, including materials and installation methods.

• Finalize all the finished materials with samples.

• Get the project specifications written by your designers.

• Have a complete set of mall/landlord-approved drawings. This set of drawings will work as a tender drawing and construction drawings.

• Have the Bill of quantity (BOQ) prepared from your end with the help of the designer. This will enable you to compare the prices of Apple to Apple.

• If you allow the vendors to prepare the BOQ, chances are, they assume something or miss out on something. Later you will have to pay a huge sum for variations and additional. This will delay the project. (Not all the vendors have enough experience)

• If you get the BOQ (Bill of quantity) from multiple vendors, you will end up comparing apples to oranges, and chances are you will lose money.

• Float the tender with all sets of documents. Do not miss out on any document. if you miss out on sharing any required documents, you will regret it later.

5. Authority approvals

• There are multiple authorities involved in Dubai. Your premises could fall to any one of the authorities like Dubai Municipality or DDA Trakhees etc, Identify which authority is responsible for your location

• The contractor will prepare all sets of drawings required for submission to Dubai Civil Defence, Dubai Municipality, and DEWA

• For some categories depending on the nature of your business, you need to get additional approval from other authorities like the food safety department or Dubai Health Authority.

• The contractor is responsible for submitting the drawings to all authorities, calling them for inspection, and getting the completion certificate.

• It is the responsibility of the store owner to provide all sets of documents as per authority requirements.

• Authority approvals are a time-consuming process that depends on the experience of the contractor and how quickly you provide all the required documents. Please keep a check on the time taken for this process. We can help you get the approvals quickly.

6. Execution

• Always prepare a detailed program for a complete set of activities that are going to be performed in the project in line with the opening date in mind. This will make your life and your team's life much easier.

• Share this program with all stakeholders and get their consent.

• During the fit-out execution process, if there is any delay, make sure to incorporate the delay and prepare a revised program. This will ensure all stakeholders are on the same page.

• We have prepared a detailed program that covers most of the tasks. A FREE copy of the template shall be sent to you for your use upon request.

7. Handing over to the operations Team

• Once the fit-out works are complete, ensure to verify that all tasks are complete in line with drawings, specifications, and mall/ landlord requirements.

• A copy of FREE CHECKLIST with a comprehensive list of checkpoints shall be sent to you for your use. (Please type Space Deco and send an e-mail to contact@spacedecointeriors.com and we shall send the templates and resources to you)

We at Willow Wood are providing full turnkey interior fit-out services in the UAE, for your restaurant or retail shops. You can also avail of part of our services like Authority approvals. We have been providing services in the UAE for the last 10 years and we have trained professionals with us in executing the above-mentioned solutions.

contact@spacedecointeriors.com

or Call and ask for Siva at 058 576 1379 to get free advice.

DISCLAIMER: This content is provided for informational purposes only and is not intended as legal, accounting, tax, HR, or any other professional advice. You are responsible for your compliance with laws and regulations. You should contact your subject matter expertise or other known relevant advisor for advice specific to your circumstances.