Initiating a Project

👉 Every time you see this little emoji, it means you need to do something.

On This Page

Binder

👉 Verify you have all pertinent Binder info

Receiving a new project is a pretty straight forward process. Initially, all it means is that you will receive access to a file in a software platform called AutoQuotes and you will be getting a physical Project Binder with some information about the project.

One of the first things you will need to do when you get the binder is to make sure it contains a Project Hand-off Form. This is a useful document to help you kickstart the project and its important that it has all these fields filled out:

  • the Project Name and Number
  • the Payment Method, whether its AIA or Textura
  • whether the project is taxable and the tax rate
  • what the Contract Value is
  • if the project is in a Seismic Zone
  • if the Insurance Type is CCIP, OCIP, or DCIP
  • the Wage Determination
  • whether we received the Wage Chart
  • any Deposit information
  • the Defrost System Type

Furthermore, you'll need to verify these documents are inside the Binder:

If all of these fields are not filled out or you do not have either the Project Hand-off Form, Cost Breakdown sheet, or the Notice to Proceed email, you need to get with your Supervisor.

General Contractor Letter of Intent

👉 Confirm you have the Letter of Intent from the General Contractor

Once the General Contractor receives notification that they won the bid for a project, they will inform us that they intend to contract with us for equipment procurement and installation services by sending us an email called a Letter of Intent. This letter, which can either be the email itself or an attachment in an email, is a pre-contractual agreement to enter into a contract at a future date. It is not a binding contract but a formal statement of their future intentions. We only proceed with ordering equipment or any processes once we have this. The Estimating Department receives it from our customers, which they, in turn, provide in the binder you received when you were first assigned the project. If you do not see the Letter of Intent in your binder, please get in touch with your Supervisor.

A typical Letter of Intent might look like this:

Dear someone in the Estimating Department,

This letter shall serve as notice that as of this date, some date, it is some General Contractor's intent to enter into an agreement with Arizona Restaurant Supply to provide Submittals and Shop Drawings for all equipment inclusive of all related work in accordance with the plans, specifications, and contract documents for design of some project.

Please proceed with shop drawings and submittals. Direct all Submittals to point of contact.

Please contact me if you have any questions regarding this Letter of Intent.

Respectfully,

General Contractor name

Introductory Letter

👉 Write and send the Introductory Letter

Once we receive a contract award or Letter of Intent, we will send our customer an Introductory Letter that lists the Project Manager, Project Coordinator, and other ancillary contacts. This letter, which is just an email, should also outline what they should expect from us regarding a typical project timeline.

Here is an example that you can use for reference:

{Customers Name},

Thank you for selecting Arizona Restaurant Supply, Inc. for your {Name of Project}. We are very excited to partner with you and your team and look forward to a successful project.

Your project has moved from estimating to our contracts team, and the submittal process has started. To better serve you, we wanted to introduce the team working on your project and the role each team member will be responsible for. Below are the team members that will be working on your project.

For all questions regarding critical path schedules, deliveries, coordination meetings, site visits and request for information please contact:

  • {Project Manager Name} - Project Manager: {phone number} / {email address}

For any billing / adminstrative questions, Submittals, O&M manuals or all other questions or concerns please contact:

  • {Project Coordinator Name} - Project Coordinator: {phone number} / {email address}

The Submittal Package: Please supply all architectural backgrounds for this project within 3 business days by emailing the AutoCAD files to {Project Coordinator Name}. Rough-In drawings will be started once we receive the architectural backgrounds; these drawings require a 2-3 week lead time. Concurrently, the cut sheet books will be assembled. The entire submittal package may take 5-6 weeks to complete. Submittals will be sent electronically unless otherwise indicated.

Upon receipt of the Letter of Intent and the Sub-Contract, the following will occur:

1) Shop Drawings for Hoods, Walk-Ins, Custom Fabrication, and any buy-outs that require approved shop drawings for production will be ordered immediately; most of these drawings require a three-week lead time. To ensure that the customer is receiving what they specified, please allow 2-3 weeks for Architectural/Consultant review before ARS places its purchase orders with its suppliers.

2) Field Verifications are required for hoods, walk-ins, and custom fabrication. Job site conditions (walls, sheetrock, wall finish, flooring in place, etc.) dictate ARS's ability to provide field-verified, specific dimensions. If timing is critical, then "hold to dimensions" can be established if the General Contractor or ARS agrees to that process. Verified dimensions are then forwarded to the appropriate manufacturer for production. Depending on the specific manufacturer schedules, production can take anywhere from 20-24 weeks from the date of the received/approved shop drawings.

3) Installation occurs for hoods and walk-ins when the job-site conditions ensure the adequate availability and security of the required space. Refrigeration installation occurs concurrently with walk-in erection. Buy-outs are set in place once the walls and floors are completed. Set-in-place / final connections by others can take 5-14 days, depending on the number of pieces of equipment.

4) The team will complete the Punch List once all the items have been identified.

5) Training

6) O&M Manuals

Deposit

WIP: Actively revising this process
nextReview AQ File