Restaurant build-outs fail when contractors, owners, and authorities work from different playbooks. A detailed scope of work eliminates this confusion by documenting exactly what will be built, who is responsible for each task, and how the project will meet inspection requirements. Without this blueprint, even experienced teams face delays, cost overruns, and failed inspections that can push opening dates back by months.
The scope must coordinate three critical phases to deliver an inspection-ready restaurant. Pre-construction aligns permits and budgets; the build-out manages trades and the installation of systems; and closeout handles final approvals and the Certificate of Occupancy. Budgets typically range from $150 to $300 per square foot, with build-out timelines often spanning 8 to 12 weeks when properly managed.
Which Administrative And Contractual Items Belong Up Front?
Administrative and contractual items establish the project framework before construction begins. Clear documentation of these items prevents delays and aligns all stakeholders on roles, responsibilities, and procedures.
The project overview should connect to the restaurant concept and service model. Define whether the space will handle quick service, full dining, or specialty operations like brewing or catering. This overview guides design decisions and establishes capacity requirements for kitchen equipment, seating areas, and service flow.
Client and project information includes basic details but must specify primary contacts and communication protocols. List the owner’s decision-maker, property manager, architect, and key consultants. Create a roles-and-responsibilities matrix that clarifies who handles permits, design approvals, equipment procurement, and final inspections. We coordinate with these contacts throughout the build-out to maintain project momentum.
The project delivery method determines how design and construction phases integrate. Design-bid-build separates design completion from construction bidding, while design-build allows us to contribute construction input during design development. Construction Manager at Risk (CMAR) involves us in early planning with guaranteed maximum price protection. Each method affects timeline, cost control, and decision-making authority.
Schedule milestones define critical dates for design completion, permit submission, landlord approvals, and construction phases. Include buffer time for permit reviews, which often extend beyond standard processing timelines. Define the reporting cadence for weekly progress updates, monthly budget reviews, and milestone check-ins. Regular reporting surfaces issues early and keeps all parties informed of progress and potential delays.
Payment terms and draw schedules link compensation to completed milestones and deliverables. Structure payments to align with pre-construction completion, major construction phases, and final approvals. Avoid front-loaded payment structures that create cash-flow imbalances. Include provisions for material procurement draws when long-lead items require early ordering.
The change order process requires written documentation, cost calculation methods, and approval authority levels. Define who can authorize changes, required signatures, and pricing turnaround times. Establish that work does not proceed without approved change orders to prevent disputes over additional costs or scope modifications. Include templates for change order forms to standardize the documentation process.
Landlord requirements and approvals often include specific procedures for tenant improvement work, building access protocols, and restoration obligations. Capture tenant improvement allowances and their application toward eligible costs. Document rent commencement triggers, which may depend on the certificate of occupancy or the actual business opening. Understanding these requirements prevents conflicts during construction and ensures smooth lease transitions.
Selection steps for key team members should include architect selection criteria, consultant procurement processes, and pre-design completion dates. Define when major equipment selections must be finalized to maintain the construction schedule. Early selections prevent delays and allow proper coordination with MEP (mechanical, electrical, and plumbing) systems and structural requirements.
Documentation control establishes how project documents are managed, updated, and distributed. Specify submittal procedures for equipment, materials, and installation methods. Set meeting frequency for progress reporting, typically weekly during active construction phases. Proper documentation control ensures all parties work from current information and maintain clear project records for inspections and closeout.
What Technical Requirements And Codes Must The Scope Specify?
The scope must identify all regulatory agencies that will review and inspect the project. We coordinate with the health department for food safety compliance, the building department for structural and mechanical systems, and the fire marshal for life safety requirements. ADA accessibility standards apply throughout the space, affecting door widths, restroom facilities, and counter heights. Each agency has specific submission requirements and approval timelines that directly impact the construction schedule.
Kitchen Health Requirements And Critical Systems
The health department drives many technical specifications for commercial kitchens. Grease trap sizing requires careful calculation based on the number of seats and menu type, with many jurisdictions requiring pre-approval before installation. The scope must specify grease trap capacity, location, and accessibility for maintenance. Local water authorities often have their own grease system approval process that runs parallel to health department reviews.
Type I ventilation hood design is one of the highest-risk elements in restaurant construction. The hood must extend at least 6 inches beyond cooking equipment on all sides and maintain proper clearances above surfaces. NFPA 96 standards govern hood construction materials, ductwork installation, and exhaust fan specifications. We specify steel thickness, joint sealing methods, and grease filtration requirements to ensure code compliance.
Fire suppression integration is not an afterthought. The scope requires UL 300-compliant wet chemical systems with automatic detection, manual pull stations, and fuel shutoff capabilities. All cooking appliances under Type I hoods need suppression coverage, with nozzle placement calculated for complete area protection. The system must integrate with the building’s fire alarm to alert occupants when activated.
Hand-washing Stations And Food Prep Zone Specifications
Hand-washing sinks require specific placement within food preparation areas. We position them for convenient access from all food handling stations without creating cross-contamination risks. Each sink needs hot and cold water supply, soap dispensers, and paper towel holders mounted at code-compliant heights. The scope specifies approved sink materials, usually stainless steel, and proper drainage connections.
Food prep zones demand seamless, non-porous surfaces that withstand constant cleaning. We specify commercial-grade stainless steel work surfaces, quartzite countertops, or approved solid surface materials. Floor finishes must be slip-resistant and coved at wall intersections to prevent bacteria accumulation. Wall surfaces in food areas require washable materials like ceramic tile or food-grade epoxy paint systems.
MEP Criteria For Commercial Kitchen Operations
Electrical load calculations must account for high-demand kitchen equipment. We size panel capacity for fryers, ovens, dishwashers, and refrigeration systems, typically requiring 200–400-amp service for full-service restaurants. The scope specifies dedicated circuits for each major appliance, GFCI protection in wet areas, and emergency lighting systems. Equipment scheduling helps us determine exact electrical requirements early in design.
Gas service sizing depends on total BTU demand from cooking equipment. We coordinate with the utility company to verify available pressure and meter capacity. The scope requires proper gas line sizing, shutoff valve locations, and leak detection systems where required. Many jurisdictions mandate seismic shutoff valves in earthquake-prone areas.
Hot water demand calculations consider dishwashing, food prep, and hand-washing requirements. Commercial kitchens often need 180°F water for sanitizing, requiring either tankless systems or large-capacity water heaters. We specify water heater types, sizing, and installation requirements, including proper venting and safety devices.
Layout Integration With Kitchen Workflow
The technical specifications must support efficient kitchen operations. We design MEP systems around the food flow from receiving through prep, cooking, and service. Equipment placement affects electrical and plumbing rough-in locations, making early coordination essential. The scope requires detailed equipment schedules with utility connection requirements to guide rough-in work.
HVAC capacity must handle heat loads from cooking equipment while maintaining proper air balance. We calculate fresh air requirements, exhaust rates, and make-up air needs to prevent negative pressure that affects hood performance. The scope specifies ductwork materials, insulation requirements, and control systems for temperature and humidity management.
Coordinated Reviews And Approval Documentation
The scope requires sequential plan submissions that build on each other. We submit preliminary layouts for health department review before finalizing MEP designs. Fire marshal reviews happen after mechanical plans are complete but before final permit applications. This coordination prevents costly redesigns when agencies identify conflicts between systems.
Inspection sequencing must align with construction phases. We schedule rough-in inspections before concealing work, equipment connections before startup, and final inspections before the certificate of occupancy. The scope documents required inspection types, scheduling responsibilities, and correction procedures when work fails inspection.
All approvals require documentation in the project files. We maintain copies of health department permits, building permits, fire marshal approvals, and utility connections. This documentation proves compliance during final inspections and provides reference information for future renovations or equipment changes.
Which Construction Phases, Deliverables, And Inspections Should Be Detailed?
Restaurant build-out construction follows a three-phase approach that coordinates complex systems and meets strict regulatory requirements. Each phase has specific deliverables and milestone inspections that must be completed before advancing to the next stage.
Pre-Construction Phase Requirements
The pre-construction phase establishes the foundation for successful execution. We finalize construction drawings with all equipment specifications, mechanical layouts, and finish schedules. Landlord approvals secure tenant improvement work authorizations and confirm compliance with building standards.
Permit submissions require coordinated packages for building, mechanical, electrical, plumbing, and health department review. Budget confirmation aligns cost estimates with final specifications and includes contingency allowances. This phase typically spans 3-4 weeks but varies by jurisdiction based on permit processing timelines.
Build-Out Phase Execution
Active construction begins with demolition and site preparation. We remove existing fixtures, flooring, and ceiling systems while protecting adjacent spaces from dust and debris. Slab cutting occurs where new floor drains or grease trap connections are required, following structural engineering specifications.
MEP rough-ins follow demolition completion. Electrical work includes new service panels, equipment circuits, and emergency lighting systems. Plumbing rough-ins install water supply lines, drainage systems, and grease trap connections. HVAC systems require coordination with kitchen ventilation systems and makeup air requirements.
Kitchen equipment installation requires precise timing and coordination. Walk-in coolers and freezers are installed after structural framing but before finish work. Commercial cooking equipment is installed after MEP connections and hood system completion. Each unit must meet manufacturer specifications for utility connections and clearances.
Hood systems and fire suppression installations are critical milestones. Type I hoods over cooking equipment require specialized ductwork, exhaust fans, and fire suppression integration. Installation must meet NFPA 96 standards for construction materials, welding requirements, and access provisions.
Interior finishes and millwork complete the build-out phase. FRP panels or stainless steel wall systems are installed in food preparation areas. Commercial-grade flooring with proper drainage slopes ensures health code compliance. Custom millwork includes service stations, host stands, and dining room features.
Daily coordination manages trade sequencing and material deliveries. We maintain communication with equipment vendors, specialty contractors, and inspection authorities. Long-lead item management tracks critical path materials like custom hoods, walk-in units, and imported equipment to prevent schedule delays.
Closeout Phase and Final Approvals
The closeout phase transforms completed construction into an operational restaurant. Punch list completion addresses all remaining deficiencies identified during final walkthroughs. We coordinate corrections with subcontractors and verify completion before final inspections.
Final inspections involve multiple agencies with sequential requirements. Health department inspections verify food safety systems, proper drainage, and sanitation facilities. Building department inspections confirm structural work, egress requirements, and accessibility compliance. Fire marshal inspections test suppression systems, emergency lighting, and exit signage.
Issuance of the certificate of occupancy marks construction completion and authorizes restaurant operations. It requires passing all inspections and resolving any outstanding code violations. Without a certificate of occupancy, health departments cannot issue operating permits.
Final cleaning involves deep sanitation of all kitchen equipment and food contact surfaces. We provide turnover documentation, including warranties, equipment manuals, and as-built drawings. This documentation supports ongoing maintenance and future modifications.
| Pre-Construction | Finalize drawings, permit submissions, landlord approvals | 3-4 weeks (varies by jurisdiction) |
| Build-Out | Demolition, site preparation, MEP rough-ins, equipment installation, interior finishes | 8-12 weeks (depends on permit processing and other factors) |
| Closeout | Punch list completion, final inspections, certificate of occupancy | As needed (dependent on inspection results and corrections) |
Equipment testing and staff training occur during the final weeks before opening. Kitchen equipment commissioning verifies proper operation and temperature control. Staff training familiarizes the team with new systems and safety procedures. Many operators schedule soft opening events to test operations before full-service launch.
How Should Schedule, Budget, And Risk Be Defined In The Scope?
Restaurant build-out schedules typically follow three distinct phases with clear milestones and inspection holds. We map pre-construction activities, including final drawings and permit approvals; the build-out phase, covering demolition through final inspections; and closeout activities leading to the certificate of occupancy. Well-managed restaurant build-outs typically span 8–12 weeks, though permit review processes can extend these timelines significantly.
Buffer time becomes critical when local authorities require extended review periods or when complex mechanical systems need multiple inspection rounds. We build scheduling flexibility around inspection holds, understanding that health department approvals often drive the critical path. These inspection dependencies require careful coordination to prevent cascading delays throughout the construction timeline.
Budget Framework and Cost Categories
Build-out costs for restaurants typically range from $150 to $300 per square foot, depending on concept complexity and finish levels. We structure budgets around major cost categories that reflect actual construction spending patterns. Mechanical systems consume 25–30 percent of construction costs, encompassing HVAC, fire suppression, and ventilation systems essential for kitchen operations.
Kitchen equipment represents 20–25 percent of total costs, covering everything from walk-in coolers to specialized cooking equipment. Interior finishes account for 15–20 percent, while electrical systems typically require 10–15 percent of the budget. Plumbing costs usually fall between 10–12 percent, though grease trap installations can push this higher for certain concepts.
Soft costs, including permits, design fees, and professional services, add another layer to the budget. We include contingency reserves of 10–20 percent to address unforeseen conditions and change orders that commonly arise during restaurant construction.
Risk Management and Long-Lead Items
Early permit mapping forms the foundation of effective risk management for restaurant projects. We require detailed coordination with landlord approval processes, understanding that these reviews can introduce significant scheduling delays. Utility coordination becomes particularly critical when new gas services or electrical upgrades are needed.
Long-lead items demand special attention in restaurant construction. Walk-in coolers, ventilation hoods, and specialty lighting fixtures often require 6–10 weeks for manufacturing and delivery. We specify early ordering requirements for these items, tying procurement schedules to permit approval milestones to prevent construction delays.
The change order workflow requires clear documentation standards and defined approval authority. We establish pricing turnaround requirements—typically 48 to 72 hours for standard changes—and specify which team members can authorize different dollar thresholds. This prevents minor modifications from disrupting critical path activities.
Weekly progress meetings provide the primary mechanism for surfacing potential blockers early. These sessions focus on upcoming milestones, inspection schedules, and coordination between trades working in the constrained restaurant environment.
| Phase | Description | Typical Cost per Square Foot | Timeline |
| Pre-Construction | Design review, permits, budgets | $150–$300 | 2–4 weeks |
| Construction | Demolition, MEP systems, finishes | $150–$300 | 8–12 weeks |
| Closeout | Inspections, equipment installation, final approvals | $150–$300 | 2–3 weeks |
Disclaimer: Pricing figures are based on publicly available market data and are intended for general estimation purposes as of January 2026. They do not represent a formal quote from EB3 Construction. Actual costs will vary by project scope, location, labor rates, and material prices.
Conclusion: Scope Checklist For A Compliant, Inspection-Ready Restaurant
A comprehensive scope of work for a restaurant build-out serves as the foundation of a compliant, inspection-ready project that meets regulatory requirements and opens on schedule. When we develop a scope, we ensure it captures every administrative detail, code-driven specification, construction phase, inspection milestone, budget parameter, and risk control necessary for success.
The scope serves as the single source of truth aligning all stakeholders, including the owner, architect, our team at EB3 Construction, the landlord, and regulatory authorities. Early permit coordination prevents delays, while strategic MEP sequencing ensures that health inspections, fire marshal approvals, and punch-list closeout proceed without complications. Building in time for equipment testing, staff training, and a soft opening protects the grand-opening timeline and positions the restaurant for operational success on day one.
Ready to develop a detailed scope of work for your restaurant build-out? Contact EB3 Construction to ensure your project secures a certificate of occupancy on time and within budget.
