UCL Estates Guidance Note - TN064
UCL ESTATES - PROPERTY ACQUISITION &
DISPOSAL GUIDANCE
UCL Estates
Guidance Notes
1.0. Introduction
The following guidance is to assist the Property Management Team to take into
consideration the estates and facilities requirements of acquiring a new property for
the UCL estate, whether it is a new property purchase or tenancy arrangement.
Where a property will be vacant for a period of time the F&I Vacant Property Policy
must be implemented.
2.0. Matrix of Requirements for Property Acquisitions
New Build Property
Property
Acquisitions
Property Tenancy
Property Disposal
Asbestos:
No requirement for post
2000 constructed
buildings
Confirm that properties
purchased on behalf of
UCL are either free of
asbestos or obtain a
copy of the asbestos
register
Confirm that the landlord
has an asbestos register for
the building and obtain a
copy
UCL to provide all
relevant documentation
Access to
Inspect:*
Prior to occupation UCL
Fire Safety Manager
and/or Fire Safety
Officer would inspect
building
Prior to building
purchase UCL Fire
Safety Manager and/or
Fire Safety Officer would
inspect building to
identify risks
Prior to signing lease UCL
Fire Safety Manager
and/or Fire Safety Officer
would inspect building to
identify risks
Prior to building disposal
UCL Fire Safety Manager
and/or Fire Safety
Officer to inspect &
remove UCL equipment
from building
Contamination:
Confirm status of the
land contamination
prior to purchase
Confirm status of the
land contamination
prior to purchase
Not Applicable
UCL to provide all
relevant documentation
Requirement
Construction
Health and Safety file
including

(Design and
Management)
Regulations

Due Diligence
check:
cleaning,
maintenance,
replacement and
demolition
strategies
residual risk register
N/A

Health and Safety file , as before, for any building
completed after 31st March1995

Health and safety property inspection reports

health risks arising from others activities

any survey reports, i.e. building, structural, site
investigation, contamination, water courses

property hazard register or existing hazard list

history of the building, if involving hazardous
materials/operations/storage/fire
damage/structural modifications

identification of confined spaces
F&I to be engaged and
due diligence to be
carried out prior to
acquisition
N/A
UCL to provide all
relevant
documentation, health
and safety files, O&M’s
etc.
N/A
___________________________________________________________________________________________________________________________
Date Last Amended: FEB 16
1.
Issued by the – Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT
UCL Estates Guidance Note - TN064
Requirement
Emergency
Fire Plan:
Environmental
Sustainability
New Build Property
Not Applicable until
occupation
Fire Strategy:
Most recent Emergency
Plan to be provided by
owner (if available)
Property Tenancy
Most recent Emergency
Plan to be provided by
Landlord

Building performance details - energy used; water consumed.
Energy Log Book and Display Energy Certificate,

Energy needs and supply - break down energy provision by electrical needs,
heat needs, cooling needs as well as principle supplier details (main energy
suppliers). Details of on-site generation (Solar PVs, solar HW, micro wind,
CHP, ground source heat),

Carbon Reduction Commitment (CRC) - projected CRC costs based on
energy consumed,

Inspection reports of all air conditioning units as required under the Energy
Performance of Buildings Directive (EPBD),

Metering - locations, numbers, types,

Log of all processes, research, etc. This should allow us to consider what
potential environmental risks may be attached to the building,

Log of all environmental permits, licenses and consents held,

Transport - are there any cycling spaces, parking, etc. Are there parking
permit schemes?

Asset register CAD drawings and survey information.

Maintenance Schedules| Maintenance records and manuals for all Plant
and equipment,

Statutory requirements including test reports, certificates & maintenance,
,electrical systems safety, fixed wiring , earthing and insulation, lightning
protection, emergency lighting, portable appliance testing, water hygiene
management, pressure systems, lift insurance inspection, lifting equipment
insurance inspection, pressure vessel and systems, Air quality, fume
cupboards and safety cabinets, gas safety, F gases, asbestos register,
COSHH,
Engineering
Maintenance
Facilities
Property
Acquisitions
Details of Hard Services Contracts Including Scope, duration, specific
building services provided and sub-contract arrangements, associated
Service Level Agreements and Key Performance Indicators,

Service specifications and cost breakdown for each service provided,
Details of and numbers of staff (TUPE issues),

Complete Project handover documentation

Details of any TUPE issues involving existing building staff,

Details of any existing service contracts and termination arrangements if
appropriate,

Floor Plans including details of fabric of the building,

Timetable of acquisition and occupancy,

Nature of Occupancy i.e. Offices, labs, workshops, washrooms, bookable
space,

Likely waste streams with quantities,

Any service areas,

Access for people and vehicles,

Any catering and vending requirements,
To be provided by
owner (if available)
UCL to provide all
relevant documentation
Refer to

UCL Fire Safety
Manager and Fire
Safety Officer to be
involved at design
stage
Property Disposal
To be provided by owner
(if available)
Engineering
maintenance to
provide all relevant
documentation
Waste – what needs to
be cleared, who will do
it, when and how?
UCL to provide all
relevant documentation
___________________________________________________________________________________________________________________________
Date Last Amended: FEB 16
2.
Issued by the – Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT
UCL Estates Guidance Note - TN064
Requirement
Fire Risk
Assessment
New Build Property
Not Applicable until
occupation, when UCL
Fire Safety Officer will
be responsible for
arranging
Property
Acquisitions
Most recent Fire Risk
Assessment to be
provided by Landlord /
owner (if available)
Property Tenancy
Property Disposal
Most recent Fire Risk
Assessment to be provided
by Landlord / owner (if
available)
UCL to provide all
relevant documentation
Not Applicable until occupation when UCL Fire Safety Manager and/or Fire
Safety Officer will be responsible for arranging for UCL areas
Request clarification on
any existing equipment
and contracts (servicing
agreements etc.) fire
extinguishers, fire hose
reels, dry risers, sprinklers,
smoke extract systems,
escape route
pressurisation
Fire Alarm System:
UCL Fire Safety Manager to be involved at design stage
Request clarification on
any existing equipment
and contracts (servicing
agreements etc.) fire
alarm maintenance
Schedules and remedial
work completion
Certificates
Lab Clearance
Certification:
Not Applicable
Confirm status of
laboratories prior to
purchase
Provision of Fire
Equipment:
Radiation
Confirm that no existing
radioactive substances
permits in place
Confirm that no existing
radioactive substances
permits in place and
that no existing
radioactive
contamination
Confirm that no existing
radioactive substances
permits in place and that
no existing radioactive
contamination
To be involved at earliest possible stage with Projects and Architects to ensure
building is fit for purpose before hand-over,
Security
Security Dept to survey building in order to ascertain weaknesses and formulate
plan to install technical security such as card access control, CCTV & Alarms and
to set up building patrol patterns,
Set up building assignment instructions if building is to be staffed by a security
attendant.
For the Security Management Team to sign off that the project has achieved an
acceptable standard with regard to security, before accepting handover of the
building,
Confirm that UCL
radioactive substances
permits surrendered and
radioactive
contamination removed
(radioactive
survey/clearance
certificates)
Security notified as early
as possible in case
building
has
an
attendant that needs to
be re-deployed.
Security Dept to survey
building prior to handover in order to identify
security
equipment
(CCTV & Alarms) that
can be removed and
possibly re-used and to
sever links with Security
Control.
*Note: Due to fire, security or safety inspections, there may be additional works required to bring the
building up to UCL and Statutory requirements these must be considered within the works programme
and costs.
___________________________________________________________________________________________________________________________
Date Last Amended: FEB 16
3.
Issued by the – Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT