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Pepe Stepensky
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Editor’s Note: This is the 15th edition of a regular column on www.elrestaurante.com. Pepe Stepensky, a veteran restaurateur and a long-time member of the el Restaurante Advisory Panel, is offering his advice to any el Restaurante reader with a question. When he does not have a specific question to answer, he will write about the steps to opening and running a restaurant. Click here to email him a question.
By Pepe Stepensky
Choosing the right food suppliers is one of the most crucial decisions for any Mexican restaurant A good supplier ensures the quality, consistency, and safety of your ingredients, ultimately impacting your food’s taste, your reputation, and your bottom line. Here’s a guide on how to select suppliers that align with your business goals and values.
1. Define Your Needs and Standards
Before reaching out to suppliers, clarify what you need in terms of products, quality, and delivery frequency. Consider factors such as:
• Quality standards: Are you looking for organic, locally sourced, or specialty items?
• Quantity and frequency: Decide on the volumes you need and how often deliveries should occur.
• Sustainability practices: If eco-friendly practices are essential to your brand, look for suppliers with certifications or initiatives in place.
2. Research Supplier Options
Start with a broad search to identify potential suppliers, then narrow your list by researching each one’s reputation and offerings. Some key steps include:
• Seek recommendations: Ask other restaurateurs, chefs, or food industry professionals about their preferred suppliers.
• Check reviews and testimonials: Look for online reviews, testimonials, and case studies that highlight strengths and weaknesses.
• Consider local options: Local suppliers can provide fresher products and help reduce your carbon footprint. They also offer opportunities for unique, locally produced ingredients that can set your menu apart.
3. Evaluate Quality and Consistency
Product quality should be the primary factor when choosing a food supplier, as it directly impacts your offerings. Here are ways to assess this:
• Request samples: Ask for product samples to evaluate taste, freshness, and appearance.
• Inspect their facilities: If possible, visit their production or storage facilities to get a firsthand look at their processes and cleanliness.
• Check consistency records: Inquire about how they maintain quality consistency and if they have established quality control measures.
4. Assess Food Safety and Compliance
Food safety is non-negotiable. Ensure any supplier you work with follows strict safety and compliance standards.
• Verify certifications: Look for suppliers who hold relevant certifications, such as FDA compliance, HACCP (Hazard Analysis and Critical Control Points), or SQF (Safe Quality Food) certification.
• Understand their recall policies: Ask about their recall procedures to ensure they have a plan for identifying and managing issues if they arise.
• Review storage and transportation practices: Confirm that suppliers have proper refrigeration and sanitation protocols during storage and delivery.
5. Look at Costs, Terms, and Flexibility
While cost is a critical factor, the cheapest option isn’t always the best. Balance affordability with reliability and quality.
• Compare pricing structures: Get quotes from multiple suppliers, factoring in potential discounts for larger volumes or long-term contracts.
• Negotiate payment terms: Some suppliers offer flexibility in payment terms, allowing for better cash flow management.
• Assess flexibility: Choose suppliers that can adapt to fluctuations in demand. This is especially important for businesses with seasonal menus or varying customer volumes.
6. Check Their Delivery Reliability
On-time delivery is essential for maintaining stock levels and minimizing food waste.
• Ask about delivery schedules: Ensure their schedules align with your needs and that they have flexibility for urgent orders.
• Verify their geographic reach: Check that the supplier can reliably deliver to your location without issues, especially if you’re in a more remote area.
• Review their track record: Inquire about past delivery issues and how they resolved them, as this can give you insight into their reliability and responsiveness.
7. Prioritize Transparency and Communication
Strong communication builds trust. Choose suppliers who are responsive and transparent about any potential issues.
• Check response times: If a supplier is slow to respond during the evaluation stage, this may indicate future communication challenges.
• Ensure transparency in sourcing: Suppliers who are open about where and how they source products often prioritize quality and consistency.
• Evaluate customer service: Having a point of contact who understands your business needs can make the relationship smoother and more reliable.
8. Evaluate Their Commitment to Sustainability
Sustainability is increasingly important in foodservice, and choosing eco-conscious suppliers can benefit both your brand and the environment.
• Look for eco-friendly practices: Choose suppliers who minimize plastic use, optimize transportation to reduce emissions, and implement waste-reduction strategies.
• Check for sustainable sourcing: If organic, free-range, or fair-trade products are important to you, verify that your suppliers meet these standards.
• Assess waste management practices: Some suppliers partner with food recovery programs or have processes in place to minimize waste.
9. Test with a Trial Period
A trial period allows you to evaluate a supplier’s performance in real-time, from delivery punctuality to product quality.
• Start with smaller orders: Avoid committing to a large contract initially. Use a trial period to assess their consistency, quality, and reliability. Don’t sign any long term contracts.
• Monitor and review: During the trial, monitor their service, noting any issues and how they address them.
• Gather feedback from your team: Your kitchen staff can offer insight into the usability and quality of the products. Remember you’re creating a partnership with them, it works both ways: they need to deliver and commit to you, and the same goes for you.
10. Cultivate a Strong Relationship
Once you’ve selected a supplier, work to establish a collaborative relationship that will benefit both sides.
• Be clear about expectations: Communicate your quality standards, delivery times, and other requirements to ensure alignment.
• Foster open communication: Encourage an open line for feedback and concerns to address issues before they impact your business. Be sincere to them and tell them you have more than one distributor. They will make an extra effort to keep you happy to get more of your business.
• Review performance regularly: Periodically review your suppliers to ensure they continue meeting your expectations as your business grows. Check prices on every order.
Conclusion
Choosing food suppliers is more than just finding the right products; it’s about building partnerships with companies that align with your values, meet your standards, and can grow with your business. In my personal experience, it’s wise not to keep all your eggs in one basket. Having more than one supplier for each category gives you flexibility and a backup in case of shortages or sudden price hikes.
Keep access to each supplier’s price lists to compare day-to-day costs, but be sure to compare apples to apples: products vary in size, weight, and quality, so knowing exactly what you’re buying helps avoid surprises. Also, make it a requirement for your suppliers to notify you well in advance of any price increases. If a substitution is necessary, ensure they honor the price you were originally paying. If you can afford it, having someone in your team just doing the buying can save you a lot of money.
Following these steps can help you make informed choices that enhance your menu, strengthen your reputation, and support your long-term success.
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