Fit Out Guide
WP VG
Issue 8
Jan 15
1.0
INTRODUCTION................................................................................................................. 2
2.0
PROJECT DIRECTORY ..................................................................................................... 3
3.0
LANDLORD APPROVAL PROCESS ................................................................................ 5
STEP 1 RETAILER BRIEFING ........................................................................................... 6
STEP 2(A) CONCEPT DESIGN REVIEW .......................................................................... 7
STEP 2(B) DETAILED DESIGN REVIEW .......................................................................... 8
STEP 3 PRE-START, HANDOVER AND FIT OUT ............................................................ 9
STEP 4 COMPLETION AND CONSENT TO TRADE ...................................................... 10
4.0
4.1
4.2
STORE DESIGN ............................................................................................................... 11
INTRODUCTION............................................................................................................... 11
SUSTAINABILITY ............................................................................................................. 11
5.0
5.1
5.1.1
5.1.2
5.1.3
5.1.4
5.1.5
5.2
5.2.1
5.2.2
5.3
5.3.1
5.3.2
5.3.3
5.3.4
5.3.5
5.3.6
5.3.7
5.3.8
5.3.9
5.3.10
5.3.11
5.4
5.5
5.6
5.6.1
5.6.2
5.6.3
5.6.4
5.7
5.8
5.9
5.10
5.10.1
5.10.2
5.10.3
5.10.4
5.10.5
5.10.6
5.11
5.11.1
TECHNICAL DESIGN ....................................................................................................... 12
GENERALLY..................................................................................................................... 12
Drawing Information from Landlord................................................................................... 12
Queries/Further Information Required .............................................................................. 12
Minimum Retailer Shop Fitting Requirements .................................................................. 12
Existing Shop Fitting ......................................................................................................... 12
Environmental Policy......................................................................................................... 12
FLOORS ........................................................................................................................... 13
Mezzanines ....................................................................................................................... 13
Internal Walls .................................................................................................................... 13
WALLS .............................................................................................................................. 14
External Wall/Façade ........................................................................................................ 14
Superstructures ................................................................................................................. 14
Structure by the Tenant ..................................................................................................... 14
Lifts .................................................................................................................................... 15
Princesshay Loading and Deflection Criteria .................................................................... 15
Movement Joints ............................................................................................................... 15
Stability.............................................................................................................................. 15
Fire Protection ................................................................................................................... 15
Concrete Finishes ............................................................................................................. 15
Staircases.......................................................................................................................... 16
BWIC Holes ....................................................................................................................... 16
WINDOWS AND DOORS ................................................................................................. 16
SHOPFRONTS ................................................................................................................. 17
ROOFS ............................................................................................................................. 18
Rooflights .......................................................................................................................... 18
Roof Drainage ................................................................................................................... 18
Services Plant and Equipment .......................................................................................... 18
Roof Plant.......................................................................................................................... 18
PROHIBITED MATERIALS ............................................................................................... 19
TENANT’S REFUSE STORAGE ...................................................................................... 19
MEANS OF ESCAPE ........................................................................................................ 19
ACOUSTIC CRITERIA ...................................................................................................... 20
Tenant Activity Noise......................................................................................................... 20
Atmospheric Plant Noise Emissions ................................................................................. 20
Plant Noise and Vibration Transfer to Internal Area .......................................................... 22
Activity Noise Transfer to External Areas .......................................................................... 23
Activity Noise and Vibration Transfer to Internal Areas ..................................................... 23
Noise and Vibration ........................................................................................................... 24
SERVICES ........................................................................................................................ 24
H.V.A.C ............................................................................................................................. 25
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Contents
5.11.2
5.11.3
5.11.4
5.11.5
5.11.6
5.11.7
5.11.8
5.11.9
5.11.10
5.11.11
5.11.12
5.11.13
5.11.14
5.11.15
5.11.16
5.11.17
5.11.18
5.11.19
5.11.20
5.11.21
Air Conditioning and Ventilation ........................................................................................ 26
Smoke Ventilation ............................................................................................................. 26
Services Riser ................................................................................................................... 26
Landlords Services within Units ........................................................................................ 27
Gas Supply........................................................................................................................ 27
Foul Water Drainage ......................................................................................................... 27
Water Supply..................................................................................................................... 28
Sprinklers .......................................................................................................................... 28
Electrical ............................................................................................................................ 29
Lighting .............................................................................................................................. 30
Fire Exit Signage ............................................................................................................... 30
Fire Alarms ........................................................................................................................ 30
Alarms and Tenant Active System (TAS) .......................................................................... 32
Smoke Control................................................................................................................... 32
Lightning Protection .......................................................................................................... 32
Communications................................................................................................................ 32
TV/FM System .................................................................................................................. 33
Wi-Fi .................................................................................................................................. 33
External Services by the Tenant ....................................................................................... 33
Food Operator Kitchen Requirements………………………………………………………...33
6.0
6.1
6.1.1
6.1.2
6.1.3
6.1.4
6.1.5
6.1.6
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
FIT OUT ............................................................................................................................ 37
GENERALLY..................................................................................................................... 37
Contractors Site Team Contact Details ............................................................................. 37
Condition Survey ............................................................................................................... 37
Site Rules .......................................................................................................................... 37
Existing Services ............................................................................................................... 38
Insurances ......................................................................................................................... 38
Retailer Responsibilities .................................................................................................... 39
ROAD ACCESS ................................................................................................................ 39
DELIVERIES/WASTE MANAGEMENT ............................................................................ 39
SERVICE LIFTS ............................................................................................................... 40
ENVIRONMENTAL CONSTRAINTS ................................................................................ 40
CONTRACTORS PERMIT TO WORK ............................................................................. 40
SITE WORKING HOURS ................................................................................................. 41
WELFARE ......................................................................................................................... 41
FIRE EVACUATION ......................................................................................................... 41
PARKING .......................................................................................................................... 42
HOARDING ....................................................................................................................... 42
7.0
7.1
7.2
7.3
7.4
7.5
COMMISSIONING ............................................................................................................ 43
CHARGES ........................................................................................................................ 43
FIRE ALARM CONNECTION PROCEDURE ................................................................... 43
SPRINKLER CONNECTION PROCEDURE .................................................................... 43
COLD WATER CONNECTION PROCEDURE ................................................................. 44
FOUL DRAINAGE CONNECTION PROCEDURE ........................................................... 44
8.1
CONSENT TO TRADE ..................................................................................................... 45
The following are Appendices to the Fit Out Guide and are separate documents on the website:
APPENDIX A – BLOCK PLANS
APPENDIX B – DESIGN GUIDE
APPENDIX C – APPROVAL PROCESS SUBMISSION FORMS
APPENDIX D - PERMIT SYSTEM
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Issue 8
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Contents
1.0 - INTRODUCTION
This guide is designed to lead you through the Retail Delivery process throughout all stages
including: parties involved, the process to be followed, concept design, technical design, fit out,
commissioning and finally consent to trade.
Princesshay will provide support to the Retailer to ensure a high standard of design and
smooth transition through the process however it is the Retailers responsibility to ensure their
agents, designers and contractors are aware of the contents of this document and comply with
all requirements.
Whilst all information contained within this document is given in good faith and believed to be
accurate at the time of circulation, it is not intended to constitute any legal representation or
warranty and Retailers are recommended to undertake their own independent investigations,
inspections, surveys and enquiries to satisfy themselves on all points. Information has been
collated from various sources including the design consultants for the developments in order to
produce a simplified source of relevant information.
Princesshay are committed to delivering sustainable developments and recognise the
importance of working in partnership with our occupiers to make a difference towards this goal.
We have produced a Low Carbon Fit Out Guide (refer to Appendix D) to provide guidance on
the practical ways retailers can reduce energy by good practice design and effective energy
management. All retailers and catering unit operators are asked to consider the guidance
given.
We also advocate the use of sustainable materials when carrying out shop-fits. If you require
any assistance please do not hesitate to contact a member of Centre Management or
Princesshay Environment Team.
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2
2.0 - PROJECT DIRECTORY
The Retailer will be expected to issue a Project Directory at the earliest opportunity and
nominate a single point of contact for the Retail Delivery Manager.
Communications by email are to include in the header the shop unit reference, retailer trading
name and primary content of the email.
Key contacts for the Landlords team are noted below:-
LANDLORD TEAM
Retail Delivery
Manager
Management Surveyor
Princesshay
Centre Director
Contact:
Address:
e-mail:
Telephone:
Contact:
Address:
E-mail:
Telephone:
Contact:
Address:
E-mail:
Telephone:
Princesshay
Technical Services
Manager
Contact:
Address:
E-mail:
Telephone:
Princesshay
Operations Manager
M&E Consultant
+44 (0) 207 409 8814
Wayne Pearce
nd
Princesshay, Centre Management, 2 Floor, St Stephens
House, 9 Catherine Street, Exeter, EX1 1EU
Wayne.pearce@princesshay.co.uk
01392 456 540
Vince Gerrard
nd
Princesshay, Centre Management, 2 Floor, St Stephens
House, 9 Catherine Street, Exeter, EX1
vince.gerrard@princesshay.co.uk
01392 456 542
E-mail:
Telephone:
01392 456 551
Contact:
Address:
Matthew Heaman
Hoare Lea, 140 Aztec West Business Park, Almondsbury,
Bristol, BS32 4TX
MatthewHeaman@hoarelea.com
01454 889 166
Contact:
Address:
E-mail:
Telephone:
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JLees@savills.com
Andy Littlejohns
nd
Princesshay, Centre Management, 2 Floor, St Stephens
House, 9 Catherine Street, Exeter, EX1 1EU
Andy.littlejohns@princesshay.co.uk
Contact:
Address:
E-mail:
Telephone:
Structural Engineer
Hedley Jones
Workman LLP,Rivergate House,70 Redcliff Street, BRISTOL
BS1 6AL
hedley.jones@workman.co.uk
+44 (0)117 980 6227
Jeremy Lees
Savills, 33 Margaret Street, London, W1G 0JD
Timothy Roe
Sinclair Knight Merz - Incorporating SKM Anthony Hunts,
Gloucester House 60 Dyer Street, Cirencester,
Gloucestershire, GL7 2PF
TRoe@skmconsulting.com
01285 813011
3
2.0 - PROJECT DIRECTORY
LANDLORD TEAM
Landlord’s Fire
Alarm Contractors
Contact:
Address:
E-mail:
Telephone:
Landlord’s Sprinkler
Contractors
Contact:
Address:
E-mail:
Telephone:
Building Control
Contact:
Address:
Trinity Protection Systems, 121A Milton Park, Abingdon,
Oxfordshire, OX14 4SA
info@trinitythames.co.uk
01235 862 456
Tyco Fire (Head Office)
Tyco Park, Grimshaw Lane, Newton Heath, Manchester,
M40 2WL
01454 240 071
Exeter City Council, Civic Centre, Paris Street, Exeter, EX1
1NN
E-mail:
Telephone:
Fire Officer
Contact:
Address:
E-mail:
Telephone:
Planning Contact
Contact:
Address:
Devon & Somerset Fire and Rescue Service
Service Headquarters, The Knowle, Clyst St George, Exeter
EX3 0NW
01392 872 200
Planning Services, Exeter City Council, Civic Centre, Paris
Street, Exeter, EX1 1NN
E-mail:
Telephone: 01392 265 776
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3.0 - LANDLORD APPROVAL PROCESS
There are four key stages to the Retail Delivery process and Retailers should ensure they
liaise with the Landlord’s Portfolio Director at the earliest possible stage regardless of the
scope of the proposal (i.e. minor alterations or full unit re-fit) to ensure the appropriate level of
input is agreed.
Following agreement on the Scope of Works between the Landlord and the Retailer the
following process will need to be followed:-
Retailer Briefing
Retailer briefing by the Retail Delivery Manager to introduce the
process and issue the guides.
Invoice issued to Retailer for fees, where appropriate.
2
3
Design Review
Pre-Start
Handover & Fit
Out
Retailer submits Concept information using the ‘Concept Design
Submission’ form and following agreement from the Retail
Delivery Manager then proceeds with the detailed design and
submits this information with the ‘Detailed Design Submission’
form (see Appendix C).
Retail Delivery Manager signs off concept stage with the
‘Concept Design Approval’.
Retail Delivery Manager signs off detailed design stage with the
‘Detailed Design Approval’.
Fees where appropriate invoice settled by Retailer.
Retailer meets with the Centre Management Team, submits
pre-start information using the ‘Pre Start Information
Submission’ form and subject to approval then commences
work.
Retail Delivery Manager signs off pre start information with the
‘Pre Start Approval’
The pre-start process and work on site is monitored by the
Centre Management Team.
4
Completion &
Consent to Trade
Retailer submits as built information and commissioning
certificates using the ‘Consent to Trade’ form.
A damages inspection is undertaken. Retail Delivery Manager
signs off fit out with the ‘Consent to Trade’ form.
Outstanding as built information, completion of damages and
subsequent release of deposits.
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3.0 - LANDLORD APPROVAL PROCESS
Step 1 Retailer Briefing
Objective
The purpose of this stage is to ensure all parties understand the requirements of the Retail
Delivery process in order to ensure a good quality result within the agreed programme. From
this point the Retail Delivery Surveyor will be the Retailers primary point of contact.
Action
The Retail Delivery Manager will arrange a briefing meeting if required with the Retailer/
Project Leader/Retail Designer in order to present the guide and ensure all parties understand
the Retail Delivery process, design requirements, technical constraints and commissioning
requirements.
A programme will be agreed.
A contact list will be provided by the Retailer.
Confirmation of the fees, deposits and other Landlord charges will be agreed.
STEP 2(A) CONCEPT DESIGN REVIEW
Objective
The purpose of the Concept Design Review is to ensure the Retailers proposals achieve the
requirements of the design guide prior to progressing with detailed design and statutory
submissions.
Action
The Retailer will submit for approval pdf (and CAD) or paper A3 copies of their Concept to the
Retail Delivery Manager using the ‘Concept Design Submission’ form (see Appendix C).
This submission must include the information included within the form to ensure adequate
information is available for review and to avoid possible delays.
A response from the Retail Delivery Manager will be issued as follows:A
Approved
Retailer may proceed to Step 2(b) Detailed Design Review.
B
Approved with comments
Retailer may proceed to Step 2(b) Detailed Design Review
but must provide acceptable replies to the comments.
C
Rejected
Retailer must re-submit in line with the guide requirements.
It is the Retailers responsibility to consult with the necessary statutory authorities to ensure
compliance with for example Building Control, Fire Officer, Planning and the like.
The Retailer should allow one week for comments to be returned following their submission.
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3.0 - LANDLORD APPROVAL PROCESS
STEP 2(B) DETAILED DESIGN REVIEW
Objective
The purpose of this stage is to ensure a detailed design that complies with legal, statutory and
technical requirements addressing any site specific constraints and design requirements in
line with the previously approved concept design.
Action
The Retailer will submit for approval pdf (and CAD) or paper A3 copies of their Detailed
Design to the Retail Delivery Manager using the ‘Detailed Design Submission’ form (see
Appendix C).
This submission must include the information included within the form to ensure adequate
information is available for review and to avoid possible delays.
A response from the Retail Delivery Manager will be issued as follows:A
Approved
Retailer may proceed to Step 3 Pre-Start.
B
Approved with
comments
Retailer may proceed to Step 3 Pre-Start but must
provide acceptable replies to the comments.
C
Rejected
Retailer must re-submit in line with the guide
requirements.
It is the Retailers responsibility to consult with the necessary statutory authorities to ensure
compliance for example Building Control, Fire Officer, Planning and the like.
The Retailer should allow one week for comments to be returned following their submission.
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3.0 - LANDLORD APPROVAL PROCESS
STEP 3 PRE-START, HANDOVER AND FIT OUT
Objective
The purpose of this stage is to ensure the Retailer has satisfied the requirements for all
approvals, the necessary pre-start information has been received and the Retailers contractor
team has been briefed by the Centre Management in relation to site constraints, site rules and
the like. From this point the Retailers primary point of contact during the site phase will by the
Centre Management Team.
Action
The Retailer will be responsible for arranging a meeting with the Centre Management Team
and attending this together with their Project Leader and Principle Contractor having first
submitted the required pre-start information as noted within the ‘Pre Start Information
Submission’ Form (see Appendix C).
A response from the Retail Delivery Manager will be issued as follows:A
Approved
Retailer may proceed to Fit Out.
C
Rejected
Retailer must re-submit in line with the guide requirements.
Works will not be permitted to commence on site without:





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A completed Agreement for Lease (if applicable).
Payment of the deposits and fees (as appropriate).
Approval of the detailed design.
Acceptance of the pre-start information.
Induction of all site personnel by the Centre Management Team.
Building Regulations plans approval.
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3.0 - LANDLORD APPROVAL PROCESS
STEP 4 COMPLETION AND CONSENT TO TRADE
Objective
The purpose of this stage is to ensure the work on site has been completed in accordance with
the agreed plans, services have been commissioned and interfaced with the Landlord’s
systems where appropriate and a Building Regulation Completion Certificate has been issued.
Action
Five days prior to the proposed works completion date, the Retailer is to notify the Retail
Delivery Manager to allow an inspection.
The Retail Delivery Manager will issue a list of any snagging for completion.
The Retailer will submit the ‘Consent to Trade Submission’ form together with all appropriate
documentation (see Appendix C).
The Retail Delivery Manager will issue a ‘Consent to Trade’ notice allowing the Retailer to
trade. THE UNIT WILL NOT BE PERMITTED TO TRADE WITHOUT THIS.
Deposits will be released subject to receipt of the relevant as built information and completion
of any snagging/damages (snagging/damages are to be rectified within 14 days of the issue of
the notice from the Retail Delivery Manager).
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4.0 - STORE DESIGN
4.1
INTRODUCTION
Where appropriate, Princesshay may involve a design architect to assist the retailers with the
concept proposals where this is considered necessary to ensure a high design standard in
sensitive areas of the development.
Further guidance on the different areas together with design ideas are included within the
Design Guide within Appendix B.
4.2
SUSTAINABILITY
As noted in the introduction to the guide, Princesshay have a strong commitment to
sustainability and every opportunity should be taken to utilise sustainable products, materials,
energy and design to achieve both environmental improvement and reduced operational
costs.
The guide within Appendix D provides detailed guidance however the following are a number
of ways where improvements can be achieved:






use of heat recovery systems
efficient controls to heating and cooling equipment
natural lighting and ventilation where possible together with efficient controls
improvements to Part L ‘U’ value requirements
use of natural quality materials with less intensive manufacturing processes where
possible (i.e. natural stone, limestone, ceramic, granite, terrazzo, hardwood timber
from FSC approved sources, glass, metals)
use of local suppliers to minimise transportation impacts
use of ISO14001 accredited supply chains
There are numerous sources of advice however www.carbontrust.co.uk provides a useful
starting point with links to additional resources.
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5.0 – TECHNICAL DESIGN
5.1
GENERALLY
5.1.1
Drawing Information from Landlord
There are no Landlord’s drawings included in this document. The Retailer’s Design Team are
to contact Centre Management to view the existing Health and Safety File.
Whilst every care will have been taken in the preparation of the as built information and the
Health & Safety File, accuracy cannot be guaranteed. Retailers must undertake their own
investigations, inspections, surveys and enquiries.
5.1.2
Queries/Further Information Required
Please submit any queries or requests for further information that may be required to the
relevant specialist, copied to the Retail Delivery Manager.
5.1.3
Minimum Retailer Shop Fitting Requirements
The Retailer shall not interfere with the fabric or structure of the building in any way,
whatsoever, without the prior written approval of the Landlord. Work to the fabric includes, but
is not confined to the laying of screeds, alterations, connection to services, the cutting of
chases, small diameter holes and the like.
The Retailer shall not interfere in any way with the integrity of the fire barriers (dividing
walls/floor between the Unit and adjacent units or adjacent landlord areas), structural fire
protection services or protected escape routes. Specifically in the case of the external (rear)
wall of each unit, while the Retailer may be permitted to make openings in the wall for
passage of services, these openings must approval for such services penetrations, or for
other works which may affect the integrity of fire barriers around the unit (e.g. external walls,
dividing walls, floors, wall between unit and services corridor), the Retailer shall submit
proposed details of fire stopping/fire resisting construction with supporting fire test
documentation as part of the Building Regulation Submission.
5.1.4
Existing Shop Fitting
Retailers who retain existing shop fitting elements including services when they take over a
unit will be responsible for their full compliance with the Landlord’s requirements and any
statutory regulations.
5.1.5
Environmental Policy
Retailers should comply with the Landlords Environmental Policy (copy available on request).
Retailers are actively encouraged to improve their environmental ambitions.
The Retailer should demonstrate consideration of the usage of sustainable products as part of
their fit-out proposals.
The usage of recycled products from sustainable sources and an environmentally friendly
waste disposal strategy will be encouraged.
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5.0 – TECHNICAL DESIGN
5.2
FLOORS
Composite in-situ concrete floor slabs on permanent formwork acting compositely with steel
beams, supported on steel columns.
Much of the development falls along its length and the retail unit floor will be stepped within
each block to follow this slope (see tenancy plans for specific unit). The Tenant should allow
for the levelling of the floor within the unit. In these areas the SSL will be stepped, but will
always be at or below street SSL.
The Tenant, if using make-up floor finishes should allow for any change in level between the
service corridors, which will be at the FFL of the unit, and the finished floor level of the unit.
Units may receive up to 100mm of floor finish by the Tenant terminating as appropriate to the
fall of, and in an approved movement strip against the “Street” finishes. For units on sloping
areas of the floor slab this allowance has been measured at approximately the centre of the
shop front.
The Tenant is required to take all necessary precautions when screeding floor areas as there
may be the possibility of screeding operations affecting areas below the Tenant’s demise,
especially if the screed is too wet. Water must not be allowed to leak through concrete day
work or expansion joints to levels below. Only ready mixed screeds with a low water content
delivered to site will be permitted.
The mixing of screeds on site will not be permitted. Pumping of screed is not permitted; all
screed must be bagged and mixed within the Tenant’s demise.
5.2.1
Mezzanines
Due to planning restrictions Mezzanine floors will generally not be allowed. Should these be
required these will be limited and subject to a separate early agreement with Princesshay.
Stacked storage areas may be permitted, the construction weight loadings and associated
stairs shall be provided by the Tenant. Princesshay will confirm acceptance of these loading
and fixings.
5.2.2
Internal Walls
Walls designated as fire compartment walls are formed to provide a minimum fire resistance
of 2 hours.
Walls to service corridors, means of escape and some plant rooms etc, are typically formed in
2
7.0N/mm block work.
Partition walls between units not designated as fire compartment walls are formed in jumbo
stud dry lining to achieve a minimum of 1 hour fire rating (140mm fair faced block work has
been used where specific agreement has been reached with the Tenant).
The faces of internal walls may contain the projecting steel columns of the structural frame.
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5.0 – TECHNICAL DESIGN
The following types of block work are used throughout the scheme:
1) Medium density fair faced grade block work to form internal partition walls, core
walls and shop unit party walls. Thicknesses vary, laid in stretcher bond with
flush joints or to suit specific wall type.
2) Medium density common block work to receive a plaster finish forming internal
partition walls, core walls and unit party walls. Thickness vary, laid in stretcher
bond with flush joints or to suit specific wall type.
3) 100mm thick dense concrete party wall block work laid flat on side to provide
215mm thick party wall. Laid in stretcher bond, or used as standard to form two
leaves of 100mm thick blocks for cavity party wall construction (laid in stretcher
bond).
4) 140mm thick dense concrete wall block work, to form both leaves of a cavity
construction party wall (laid in stretcher bond), between department stores and
retail units.
5) Plasterboard partition/party walls constructed using a proprietary ‘jumbo stud’.
Thicknesses vary, formed using 2 layers of 12.5mm plasterboard on either side of
a metal stud system with a layer of insulation boards plus a layer of steel mesh to
one side of the stud behind the plasterboard to provide security.
All fire stopping associated with the walls must be maintained. The Tenant must notify the
RDM of any fire stopping or mastic which is removed or damaged, and ensure that the works
are made good and approved by Princesshay. The Tenant shall take care to ensure walls are
not damaged by wet trades. Therefore, should the Tenant install screed, they must provide a
damp proof membrane between the wall and screed during construction.
The Tenant may take horizontal restraint from partition walls only where all vertical loads are
transferred to the slab. Cantilever shelving systems to block work and jumbo stud walls will
not be permitted.
5.3
WALLS
5.3.1
External Wall/Façade
The Tenant is not permitted to undertake any works to the external wall or unit facades.
5.3.2
Superstructures
The structural and services zones above the ceiling are to be kept separate to provide tenants
with flexibility in their design of services.
Generally, the proposed superstructures are summarised as follows:
Column spacing
 Standard Space User:
7.5m x 7.5m
Clear heights (finished floor level to underside of structure)
 SU and MSU:
Ground floor 4.3m
Upper floors 3.5m
5.3.3
Structure by the Tenant
Shot firing into the base building will not be permitted and all fixings in to the structure are to
be submitted for approval as part of any structural alterations package. Due to the structure of
the base building, no chasing of the slab will be permitted. The Tenant within their finishes or
shop fit works shall allow for all recesses and conduits.
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5.0 – TECHNICAL DESIGN
5.3.4
Lifts
Should the Tenant be installing a lift, counter weight safety gear must be fitted where the lift
pits are above any habitable spaces.
5.3.5
Princesshay Loading and Deflection Criteria
All deflection limits comply with criteria set out in the latest relevant code practices, which are
as follows:


5.3.6
BS 8110 – Structural use of Concrete, Part 1, Code of Practice for design and
construction, clause 3.4.6 – Deflection of Beams
BS 5950 – Structural use of Steelwork in building, Part 1, Code of Practice for
design in simple continuous construction: hot rolled sections, clause 2.5.1 –
Deflection
Movement Joints
The separation of the buildings by Princesshay and Bamfylde Lane create natural movement
joints. Two additional movement joints are located between Buildings C and E, and between
Building F and Buildings D and E. A further movement joint separates Buildings G and H.
The Tenant proposals must take into account any movement or expansion joints installed by
the Landlord so as not to render them ineffective.
5.3.7
Stability
Stability is generally by steel bracing around cores, along landlord corridor lines and along
party walls, combined with movement frames where necessary. Block B uses localised
transverse portal frames, provide lateral stability. Block C utilises the concrete bastion tower
structure in conjunction with steel bracing and movement frames.
The Tenant is not permitted to undertake any works or make fixings to any stability frames.
5.3.8
Fire Protection
Structural elements have been designed to meet the specific statutory requirements of the
minimum period of fire resistance. This has been achieved by various methods including:
1) Concrete cover to reinforcement in slabs, beams, columns and walls
2) Intumescent paint on steel beams, columns and bracings applied offsite
3) Board or spray applied fire resisting materials on steel beams and columns
The Tenant is to familiarise himself with all fire protection systems within the Tenant’s unit.
The Tenant is not permitted to undertake any works that might in any way effect the integrity
of the applied or installed systems.
5.3.9
Concrete Finishes
The following formed concrete finishes are utilised, using the BS 8110 Part 1 type finishes:



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Type C: External columns
Type B: Visible concrete, e.g. internal columns, walls, structural soffits and sides,
up stands
Type A: Non-visible concrete, e.g. internal lift shaft faces, surfaces with applied
finishes, surfaces within cavities
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The following unformed finishes are utilised:

Concrete substrate to receive retail and residential finishes: To suit finishes.
5.3.10 Staircases
Staircase elements are designed to meet the specific statutory requirements means of escape
(MOE) and of fire resistance. Within the Tenant’s unit, framed openings as appropriate are
provided for both front of house public/sales stairs and back of house accommodation stair.
In-situ reinforced or pre-cast concrete flights and landings have been provided within the
landlord’s common back of house areas.
Provision has been made within the base build for the Tenant to install staircases, lifts and
escalators.
Detail stair designs by the Tenant are to meet with all statutory approvals and must be
submitted to the RDM as part of the approval process as out-lined above.
5.3.11 BWIC Holes
No builders work holes are to be formed without the written consent of the RDM. In particular,
the fire integrity of partition walls is not to be compromised. Chasing of walls and floors will
not be permitted.
5.4
WINDOWS AND DOORS
Where applicable, a single set of goods entrance doors to individual tenancies shall be
provided by Princesshay. They will be a set of double doors solid timber core type with a
minimum total opening width of approx. 1600mm and a fire resistance of 1 hour or to statutory
requirements. The doors shall swing outward into Princesshay common area. Princesshay
provide mild steel hinges and budget lock only. All statutory ironmongery is to be installed by
the tenant. Princesshay will also provide the doors to the bin storage areas but not the
internal enclosures which remain the responsibility of the Tenant.
Windows for retail units include:
1)
2)
3)
4)
Untreated hardwood framed open-able windows.
Steel thermally broken framed windows.
Aluminium thermally broken framed windows.
Aluminium framed double glazed tilt turn windows.
External doors are:
1)
2)
3)
4)
5)
Untreated hardwood doors.
Paint finish solid core external doors and frames.
Solid core doors clad with stainless steel.
Stainless steel faced sliding doors.
Roller shutters (open grille non-vented).
Where Princesshay provides doors onto service corridors, they will provide the one-hour fire
separation required by the developments engineered fire safety design. While it is good
practice to provide a separation lobby, this is not required to satisfy the development Fire
Strategy. The Tenant will be responsible for the construction of same within the unit demise.
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The Tenant door construction shall ensure that in the event of fire, no smoke will discharge
into the service corridor.
The Tenant shall provide standard signage at the rear entrance to identify the unit name and
unit number to Princesshay specification.
Princesshay specified decoration and all ironmongery shall be by the Tenant.
5.5
SHOPFRONTS
The Tenant is responsible for the design and construction of the shopfront. The design must
be in accordance with separate shopfront design guidelines that will be provided by
Princesshay (see Appendix B).
All support for unit fronts and fittings must be taken from the structure or floor slab within the
demise line.
Junctions between the Tenant’s and Developers’ finishes are to be provided with a
compression joint and suitable sealer by the Tenant.
In the event that the Tenant decides to recess the shopfront behind the demise line the
highway/footpath paving material must be extended up to the shopfront by the Tenant. No
fixings are to be made into the Landlords finishes. Proposals for display racking, shelves, etc,
must be accompanied by calculations showing that imposed loads and fixings both lateral and
vertical do not deform or adversely affect the fire integrity or structural stability of the
Landlords’ walls and confirmed in writing by the wall manufacturer.
All switches, wire ways, transformers and other associated items must be concealed.
Glass is to be clear toughened or laminated, and designed complete with its supports, to
current regulations and GGF standards.
The use of security shutters is discouraged and subject to planning consent. Where their use
is a requirement of a tenant’s insurer then open mesh or perforated shutters should be used to
secure units and these should be located 2m behind the demise line. All shutters are to have a
painted finish.
The Landlord requires that reasonable measurers are taken to minimise injury and damage in
the event of terrorist actions. As a result, various recommendations made by the Police
Architectural Liaison Officer have been incorporated into the scheme. This has included
access control measurers, external planning and structural design.
One area where tenants’ shopfitting can affect the risk of injury is with glazing. Shopfront
glass, if shattered by blast, may break into high speed, sharp edged fragments. Tenants will
be required to demonstrate the measurers taken to reduce the risk of injury caused by flying
glass. Further advice may be obtained from the Architectural Liaison Officer at the address
below:
Devon and Cornwall Constabulary
Devon and Cornwall Police
Heavitree Road Police Station
EX1 2LR
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5.6
ROOFS
Roofing materials include:
1)
2)
3)
4)
5)
6)
5.6.1
Insulated Mastic Asphalt roofs and Mastic Asphalt warm roof system
Single ply membrane roof
Single ply membrane roof
Aluminium stand seam saddle roof
Zinc alloy canopies and fascias
Cantilevered metal/glazed canopies with safety glass
Rooflights
Rooflights are not permitted.
5.6.2
Roof Drainage
Princesshay rainwater roof drainage may use a syphonic system. To allow vertical pipework
to drop through Princesshay areas, horizontal runs may pass through some Retail units.
There is no separate foul water drainage available for roof plant.
The Tenant is responsible for ensuring that their installation works and plant do not release
any pollutants/chemicals onto the roof or into the rainwater systems.
5.6.3
Services Plant and Equipment
The installation of services plant and equipment by the Tenant is restricted to certain
designated and uniquely allocated areas of the building.
The details of space allocated will be found in the Agreement for Lease.
5.6.4
Roof Plant
Where roof space is allocated, the Landlord will provide each Tenant with a plant installation
area with necessary primary structural support. Design loadings are stated in the Agreement
for lease and all equipment loads shall, if necessary, be spread so as not to exceed the design
provision. The Tenant is responsible for fixing to the steel rails and for providing any further
support and/or access steelwork as necessary.
The Tenant shall not form other openings in the roof. Should any holes be required then they
shall be requested via the procedures set out in this guide. The Tenant shall be responsible
for making all penetrations weather tight to the formal consent of the Landlord after the
installation of his services.
The Landlord will provide lighting on the roof sufficient to allow escape in the event of an
emergency. No other lighting shall be installed by the Tenant.
The Landlord will not provide electrical power at the roof. Should this be required for the
maintenance of the Tenant plant and equipment (e.g. socket for hand held lamp) this shall be
provided by the Tenant and incorporated into the plant. Tenant’s electrical equipment shall
not be attached to the Landlord’s structure. All power necessary to operate the Tenant plant
and equipment shall be taken by the Tenant from his electrical supply within his Tenancy. The
above shall also apply to gas, water, communications and any other services required by the
Tenant at his plant and equipment.
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The Tenant shall be responsible for submitting details of all roof mounted plant to the Local
Planning Authority and gaining any necessary Planning Approvals in respect of the size of the
plant.
Each Tenant is expected to take all reasonable care so that his services, plant and equipment
does not adversely affect his neighbour or the Landlord. Items to be considered, amongst
others, not exhausting stale air into the fresh air intake of others, not discharging warm air
(e.g. from condensers) into the intakes of others, not restricting installation or maintenance
areas of others, not impeding the air flow of others.
The Tenant will be responsible for ensuring that his plant is securely located on and attached
to the supports provided by the Landlord and designed in such a way as not to cause
instability or damage to the building structure. No fixings through the waterproof layer of the
roof will be permitted in any circumstance.
5.7
PROHIBITED MATERIALS
The Tenant’s contractor shall not specify or use prohibited materials and will use reasonable
skill, care and diligence to ensure that others do not specify or use in the construction works
materials which are generally known at the time of use to be deleterious to health and safety
or to durability in the particular circumstances in which they are used. From time to time, the
RDM may issue an advisory prohibited materials listing.
5.8
TENANT’S REFUSE STORAGE
Designated bin stores will be provided by the Tenant, located within their unit as close as
possible to the service corridors (where provided) and be 1 hour fire rated with ½ hour fire
doors.
Stores will be sufficiently large enough to accommodate a 1660 litre wheeled bin container
which will be supplied by the Centre Management. The Tenant will be responsible for any
additional requirements.
The Tenant must provide their own wash down facilities and will be responsible for providing
suitable finishes allowing wet mopping of the areas.
The Tenant will provide all necessary fire safety systems, which will include all necessary
sprinklers, smoke detectors, and smoke extract and fire alarm systems. Princesshay has
provided a sprinkler main pipe, which terminates outside each unit.
Note: Blocks G, H, J, K, L and T do not have access to the landlord sprinkler main pipe.
The Tenant must comply with section H6 as set out in The Building Regulations 2000.
5.9
MEANS OF ESCAPE
Each tenancy shall have a designated path of travel for servicing their space (to be confirmed
at the pre-start meeting),
For fire escape purposes, occupancies were generally calculated using a floor space factor of
2
4m per person for the whole area including storage and staff areas. There is no minimum
requirement for storage areas of reduced occupancy within the demise of the tenancy. It is
however the Tenant’s responsibility to familiarise themselves with the SAFE v8 Fire
Engineering documents which sets out in detail the requirements for each block within the
development (see Appendix B).
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Apart from demises having an occupancy of 300 people or greater, it is assumed that
individual demises utilise both the external streets and service corridors (where available) for
fire escape.
2
A small demise/kiosk, which does not exceed 25m in total area and has a maximum depth of
5m, need not be provided with a secondary means of escape and shall be permitted to escape
directly into the arcade areas.
5.10
ACOUSTIC CRITERIA
5.10.1 Tenant Activity Noise
All design, works, materials, installations and tolerances are to be fully in accordance with the
following:
1) Building Regulations 2000 Approved Document E (2003 Edition).
2) NHBC Standards.
3) British Standard BS8233: 1999 “Sound insulation and noise reduction for
buildings – Code of Practice”. N.B. Where his standard gives ‘Good’ and
‘Reasonable’ criteria shall be considered to apply.
4) ‘Sound control for homes’ issued by Building Research Establishment and
Construction Industry Research and Information Association
5) CIBSE guides issued by the Chartered Institution of Building Services Engineers.
6) Planning Conditions and other requirements of Local Authority.
7) Statutory noise nuisance legislation.
8) Manufacturer’s installation instructions, particularly those relating to acoustic
matters.
9) Other relevant British Standards and Codes of Practice.
Where more than one standard is applicable, the more onerous shall be achieved.
Any relaxation of the acoustic criteria described herein must be agreed in writing by the RDM.
The Tenant is warned that in some cases the acoustic criteria contained herein will be difficult
to achieve, especially those concerning atmospheric plant noise emissions. Tenants are
advised to engage an acoustic consultant at an early stage to identify and address the
implications of these acoustic criteria.
5.10.2 Atmospheric Plant Noise Emissions
Atmospheric noise emissions are to be controlled to the Local Authority’s requirements.
Exeter City Council’s plant noise emission criterion is as follows:
“Noise emissions from all buildings services plant operated at full duty shall not exceed 5dB
below existing background noise levels when measured at the closest sensitive receptor”.
The Tenant must consider the cumulative effect of noise from all sources within the
development site. To this end the tenant shall control noise emissions such that the total
noise emissions from their unit are below the otherwise prevailing minimum background (L90)
noise level at the nearest sensitive receptor, minus the correction factors detailed in the table
below. The requirement varies between units and the appropriate criteria, dependent on the
Tenant should be selected from those given below.
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Block
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Unit No.
A
SU1-SU8
B
SU9-SU16
LS10, 14
C
SU18-19
MSU 3&4
D
SU20-25
D
Debenhams
E
LS2, 3, 4, 5
F
LS6, 7, 8
F
Debenhams
G
SU39, 40, 41
LS9
H
SU42, 43, 44
MSU5
J
SU45, 46
K
SU47
Noise Sensitive Receptor
Residential windows overlooking
Princesshay
Residential windows overlooking
Bedford Street
Residential windows overlooking
Princesshay
Residential windows overlooking
Southernhay
Residential windows overlooking
Princesshay
Residential windows overlooking Post
Office Street
Residential windows overlooking
Princesshay
Residential windows overlooking Post
Office Street
Residential windows overlooking
Princesshay
Residential windows overlooking Post
Office Street
Residential windows overlooking
Princesshay
Residential windows overlooking Post
Office Street
Residential windows overlooking Post
Office Street
Residential windows overlooking Post
Office Street
Residential windows overlooking
Bedford Street
Residential windows overlooking
Bedford Street
Residential windows overlooking
Chapel Street
Residential windows overlooking
Bedford Street
Residential windows overlooking
Bedford Square (H)
Residential windows overlooking
Chapel Street
Residential windows overlooking
Bedford Square (H)
Residential windows overlooking
Chapel Street (K)
Residential windows overlooking
Chapel Street
Design Criteria relative
to background L90 noise
level
-15
-15
-15
-15
-17
-15
-17
-13
-15
-15
-17
-15
-11
-11
-10
-10
-8
-11
-11
-8
-11
-8
-8
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5.0 – TECHNICAL DESIGN
Block
Unit No.
Noise Sensitive Receptor
L
SU48, 49 & 50
Residential windows overlooking
Bedford Street (L)
Residential windows overlooking
Bedford Street (A)
R
Residential windows overlooking Paris
Arcade / Southernhay (facing West)
-13
S
SU28, 29, 30
& 31
MSU1 &2
Café/Restaura
nt
SU32-38
-8
-13
T
K1
Residential windows overlooking Paris
Arcade
Residential windows overlooking
Southernhay (facing South)
Residential windows overlooking
Southernhay (facing South)
Design Criteria relative
to background L90 noise
level
-10
-10
-13
The correction factors take into account the contribution from the Tenant, plus the 5dB
required by Exeter City Council Environmental Health department.
The Tenant should however also be aware that the criteria detailed above apply to the
Tenant’s total plant noise emissions. Corrections therefore need to be made by Tenant’s for
their number of noise sources.
Plant noise emissions shall additionally be controlled to a supplementary criterion, so as to
ensure acceptable noise levels in pedestrian areas. Noise from such plant shall not exceed
55dBA, or the background (LA90) noise level plus 5dBA (whichever is less onerous), when
measured in any pedestrian area 1.8m above ground/floor level at 1m from the grille/façade.
Relaxation of the above criteria may be permissible for emergency or standby plant, subject to
agreement in writing with the Landlord or his Acoustic Consultant.
5.10.3 Plant Noise and Vibration Transfer to Internal Area
The Tenant shall control noise and vibration transfer from their mechanical services such that:
a) Noise and vibration transfer to other internal areas does not cause a nuisance,
disturbance or annoyance to the Landlord or other occupiers of the development.
b) Noise and vibration transfer to other internal areas does not exceed any acoustic
criteria specifically agreed between the Landlord and other Tenants.
c) Noise and vibration transfer to other internal areas does not exceed the following
Noise Rating (NR) levels:
Criteria for Activity Noise Transfer to Internal Areas
Area
Criterion
English Heritage
NR35
Shop Mobility
NR35
TIC
NR35
Management Suite
NR35
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Criteria for Activity Noise Transfer to Internal Areas
Area
Criterion
Residences
Not exceed the minimum background L90
(15 minutes) noise level in each 1/3 octave
band across the audible frequency range.
Office
NR35
Retail Unit
NR35
Car Park
NR45
Service Yards/Loading Bays
NR50
NR refers to Noise Rating curves as defined in ISO R 1996.
d) No noise sources to give rise to audible tones or rattles.
e) Vibration transfer to other internal areas does not exceed Curve 1 as defined in
BS 6472: 1992 “Guide to Evaluation of human exposure to vibration in buildings
(1Hz t 80Hz)”.
Unless otherwise agreed criteria (a), (b), (c), (d) and (e) shall be assumed to apply and
compliance with whichever is the more onerous taken as being mandatory. Notwithstanding
this, criterion (a) is ultimately the overriding requirements. Provided (a) is complied with in full,
some relaxation of (b), (c), (d) and (e) would, however, in most cases, be considered as
evidence tending to demonstrate compliance with (a).
Relaxation of the above criteria may be permissible for emergency or standby plant, subject to
agreement in writing with the Landlord or his Acoustic Consultant.
5.10.4 Activity Noise Transfer to External Areas
Activity noise shall be controlled such that it does not cause a statutory noise nuisance, and
shall also comply with the Local Authority’s requirements.
Activity/operational noise shall be controlled such that it does not cause a statutory noise
nuisance and shall also comply with the Local Authority’s requirements.
Music/entertainment noise transfer to residential properties when measured in terms of Lmax
(fast) outside at 1m from open-able windows of habitable rooms shall not exceed the minimum
background L90(15 minutes) noise level in each 1/3 octave bands down to and including
40Hz.
The Tenant must allow for the cumulative effect of their activities, and also make appropriate
allowances for contributing noise from other tenant’s activities.
5.10.5 Activity Noise and Vibration Transfer to Internal Areas
The Tenant shall control noise and vibration from their operations such that:
a) Noise and vibration transfer to other internal areas does not cause a nuisance,
disturbance or annoyance to the Landlord or other occupiers of the development
b) Noise and vibration transfer to other internal areas does not exceed any acoustic
c) Noise and vibration transfer to other internal areas does not exceed the following
Lmax (fast) noise levels
d) Vibration transfer to other internal areas does not exceed Curve 1 as defined by
British Standard BS6472: 1992 “Guide to human evaluation of exposure to
vibration in buildings (1Hz to 80Hz)”.
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Unless otherwise agreed (a), (b), (c) and (d) shall be assumed to apply and compliance with
whichever is the more onerous shall be taken as being mandatory. Notwithstanding this,
criterion (a) is ultimately the overriding requirement. Provided (a) is complied with in full, some
relaxation of (b), (c) or (d) may be permissible but only at the Landlord’s discretion.
Compliance with (b), (c) and (d) would, however, in most cases, be considered as evidence
tending to demonstrate compliance with (a).
5.10.6 Noise and Vibration
External noise criteria: to the requirements of the Local Environmental Health Officer but in
any case not to exceed NR 55 at the demise (Refer to CIBSE guides).
Internal noise criteria: NR 45 maximum subject to there not being any excessive peaks at any
frequency within the audible frequency range that becomes predominant.
All the Tenant plant shall be provided with suitable anti-vibration facilities to ensure no
vibration from Tenant’s plant is transferred to the structure of the building.
Construction work which is likely to cause nuisance to local residents and Tenants should not
take place outside the following hours except with the approval of the landlord and Local
Authority.
5.11
SERVICES
The Landlord’s demise has been provided with a comprehensive Mechanical & Electrical
Installation to current CIBSE, British Standards and Codes of Practice, comprising:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
16)
17)
18)
19)
20)
General lighting
Emergency lighting
Small power
Fire alarms including voice annunciation
Intruder detection
CCTV
Essential supplies
Lightning protection
Specialist lighting
Disabled call system
Containment systems
Access control (to landlord’s staff areas)
Pedestrian monitoring to landlord’s public areas
Sprinkler
Hot and cold water
Gas
Mechanical HVAC system
Smoke control
Surface water drainage
Foul water drainage
If additional information is required regarding any of the systems detailed above, the Tenant is
to make their request in writing to the RDM.
The Tenant’s engineering services installation shall be designed and installed in accordance
with the same standards.
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No ‘temporary’ services will be provided by the Landlord except as required by the Agreement
for Lease/Lease. The Tenant is strongly advised to make an early application to the
appropriate authority for services if these are required during the fitting out period.
Should the Tenant wish to use a temporary generator, he must obtain prior written consent
from the Landlord and Fire Authority and comply with restrictions imposed.
5.11.1 H.V.A.C
All Princesshay back of house areas, staff facilities and public amenities will be ventilated to
meet statutory requirements.
No Landlord provision will be made to the Tenant’s unit.
In discussion with the Tenant, Princesshay reserve the right to reallocate any plant area not
used.
The Tenant is responsible for the design and construction of all works associated with the retail
unit. The tenant shall provide appropriate fresh air rates into their unit and shall maintain
an adequate conditioned air quality within their demise.
If creating smell, such as cooking of food, the Tenant must provide local extract to prevent
pollution of the public space. Filtration of exhaust will be mandatory and direction of exhaust
must be co-coordinated with intakes to other units.
Mechanical drawings shall show layouts for all external plant, supply and return air grills, duct
sizes and locations, and detailed plant information and specifications. The Tenant will be
required to provide complete details of plant and equipment within their demise and at roof
level with respect to size, weight and acoustic performance, together with mounting details
and weathering proposals. Princesshay may further request for approval a detailed
specification and drawings, method statements for delivery and installation, shutdown
procedure for fire alarm link, commissioning figures, maintenance proposals, equipment
suppliers and manufacturers details.
Heat rejection equipment together with air intake and exhaust is to be located in the
designated plant areas located either at roof level or within specified internal plant rooms
provided with landlord louvre panels.
Evaporative heat rejection systems are not permitted.
The Tenant is required to conform to the Environmental Policy of Princesshay with regard to
the selection of refrigerant for use in cooling systems.
The Tenant is to provide and install a plaque incorporating trading name and unit number.
All plant is to be RAL 7035 and planned/installed in a neat and orderly manner and below the
top of the plant screens to the roof area.
Where required the Tenant plant area is screened to an approved level by Princesshay. Any
additional screening requirements shall be subject to the approval of Princesshay/ECC and
undertaken at the Tenant’s cost.
Any installations using oil shall be bunded and/or double sleeved to protect the public and
common areas from leakage.
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The Tenant must control condensate drainage such that it discharges into his own internal foul
water system.
5.11.2 Air Conditioning and Ventilation
All pipe work must be kept within the Tenant’s demise wherever possible.
The type of refrigerant used must be clearly marked on each heat exchanger. Refrigerant
pipe runs must be clearly shown on all drawings; double skinned pipes are required in service
corridors.
Refrigerants must be recovered and not allowed to escape into the atmosphere. Condensate
drain routes are to be agreed with the Landlord. Tenant’s exhausting polluted air shall install
adequate filtration to prevent nuisance smells or hazard to health.
All mechanical ventilation systems shall be designed and installed so that ductwork can be
cleaned, tested and maintained.
5.11.3 Smoke Ventilation
All smoke evacuation and replacement air systems shall conform to all relevant British
Standard’s and other statutory requirements. The Tenant shall specifically note the need for
a duplicate and/or a maintained electrical supply, and the need for regular testing to be
scheduled with the requirements and provisions in the SAFE fire strategy documents.
When in operation the noise level from the Tenant’s plant and equipment shall not interfere
with the intelligibility of the Tenant’s own Fire Alarm system nor that of the Landlord’s,
including the PA VA System.
Discharge from the smoke evacuation system must not interfere in anyway with the Landlord’s
smoke vent system, nor the proper and efficient working of the building services systems of
others.
5.11.4 Services Riser
The Tenant is provided with an agreed designated route for passing all services from within the
demise to the external plant area. This will generally be located within the unit but in a few
instances space has been secured in Landlords areas to connect services from within the unit
to the roof top plant space. Access hatches for resetting fire dampers will be from within the
Tenant’s demise. The Tenant will be responsible for maintaining the integrity of the fire
compartmentation (at slab level).
Each unit is generally provided with a 1.5m x 1m (internal dimension) opening, the positions of
which are shown on the leasing plans. The Tenant must ensure that their design team checks
the final dimensions for each unit as these may be varied during construction. Should this
route pass through another’s’ demise at first floor level, this riser will be a fully enclosed riser,
by Princesshay. The riser will be a two hour protected shaft and as such forms part of the fire
compartmentation of the building and should not be compromised. The roof opening will be
fitted with a temporary cover, which must be replaced with a permanent cover once the
Tenant installation is complete.
The Tenant is responsible for the integrity of compartmentation of risers within their demise
whether by forming a protected shaft or compartmentalising at intermediate floor levels.
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Temporary covers to risers shall be maintained by the Tenant. The Tenant is responsible for
providing a permanent weather tight covering to all service risers belonging to their unit to the
satisfaction of Princesshay, in accordance with an approved detail, once their mechanical and
electrical installations are complete. The Tenant shall also be responsible for providing a
permanent weather tight covering to any risers provided for their use within their demise,
which they do not require.
Access to the risers will generally be from within the Tenant’s demise.
5.11.5 Landlords Services within Units
Connection is not to be made into any Landlord services except as permitted by the
Agreement for Lease. Landlord’s services are not to be altered or used to support Tenant’s
services in any area. The Tenant is to provide, as part of his fitting out, permanent provision
for access to such Landlord items as rodding eyes, ductwork access panels etc.
The Tenant should ensure that reasonable access to all inspection covers and rodding eyes
are maintained during and after the fit out works and ensure no waste, rubbish or materials i.e.
screeds are placed down drains.
Each unit is generally provided with the following services terminated in the service corridor at
the rear of the demise:1)
2)
3)
4)
5)
6)
7)
8)
Electrical supply.
Water supply.
Drainage connection.
Fire alarm interface.
Sprinkler connection.
Communications connection.
Provision for IT connection.
Gas (as defined below).
5.11.6 Gas Supply
Gas is available to a limited number of tenants, mainly the A3 catering units. The supply is
distributed via pipework to the Tenants plant platform/area and terminated complete with a
gas valve and capped end. Each Tenant shall be provided with a pressure of 18.75mbar
(7.5wg), at point of termination.
The Tenant will be required to apply for an independent gas meter to serve their demise only.
The Tenant is to apply to the gas utility company and pay both connection and any
infrastructure charges for this new metered supply.
No person shall carry out work on gas installations unless competent to do so and
registered with the Gas Safe Register.
The Tenant will be responsible for extending the gas supply into their demise if required and
for purging and testing of the mains after completion of their work.
5.11.7 Foul Water Drainage
Generally 100mm diameter drainage connection(s) and vent will be available. Access hatches
need to be provided as part of the fit out to all rodding points and connections.
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Retailers shall be responsible for the installation of foul drainage systems within their demise.
The Retailers shall protect Landlord’s systems from blockage or damage. Any damage
caused shall be made good at the expense of the Retailer in whose unit it originated.
All installations and sanitary accommodation shall meet all Building Regulations and Health
requirements.
Where applicable, the Retailer will be responsible for grease treatment/interception to protect
the below ground drainage system.
Any grease traps required as part of the fit out shall be above ground or slab level (as
applicable), BBA approved and be of the enzyme converter type. A management regime is
required to support this type of installation.
No push fit installations are permitted.
5.11.8 Water Supply
Each unit will have a cold water service connection (generally 28mm).
Retailers shall be responsible for installation of a water distribution system from the metered
connection and within their demise.
All water connections/pipework must be installed/completed in copper, not plastic and no push
fit connections will be permitted.
Water distribution installations by the Retailers must be in accordance with the water utility
company’s requirements, the Water Regulations and the relevant British Standards.
All Domestic Services pipework and fittings fitted within a tenancy shall be chlorinated by the
Retailer in accordance with BS6700 and Health and Safety guidance note ACOPL8 and
MSE(G) (Prevention or Control of Legionella).
No push fit installations are permitted.
5.11.9 Sprinklers
The Retailer shall install a sprinkler system within their demise from a connection provided by
the Landlord.
All sprinkler contractors are to either be Certified or Registered to Loss Prevention Standard
(LPS) 1048 and be ISO 9001 Quality Assurance certified.
The installation must comply with the LPC regulations and the BS 5306 Part 2 Ordinary
Hazard Group III. Please note the Landlord’s areas are generally designed to meet BS 5306
Part 2 Ordinary Hazard Group III.
The installation of the sprinkler is to be completed and approved before combustible materials
are delivered to the unit.
The Retailer must provide all relevant test certificates prior to connection onto the Landlord’s
system.
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Charging up of shop unit sprinkler installation is to be carried out under the supervision of the
Landlord/Centre Management and following notice is advance of this date. The Fire Officer
must be notified. Under no circumstances is the Retailer to operate the isolating valve located
in the corridor.
The Retailer shall employ the Landlord’s sprinkler specialist to provide the necessary
attendance during the ‘charging up’ of the shop unit sprinkler installation.
Sprinkler supplies to shop units will incorporate a monitored stop valve. Each Retailer shall
install a water flow switch with pumped zone check after the stop valve, connected into the
retail unit interface box, so that the fire alarm system will know the location of an activated
sprinkler system. The Retailer shall be responsible for installing a test point drain facility
within their demise.
Certain units in the original centre will require new stop valves to be installed as above, due to
the inaccessibility of the existing valves above mall ceilings.
Quick response sprinkler heads shall be utilised, therefore concealed heads must not be used.
Flexible rapid type drop connectors must not be used. All second fix pipework to comprise
rigid construction.
The Retailer is encouraged to integrate the range pipework within the fitting-out and to
minimise the amount of exposed pipework visible in retail areas. This is particularly relevant
to void areas behind the shopfront and under open plan staircases.
Dry sprinkler heads must be provided to all cold storage areas.
The method(s) of storage, storage heights, and types of goods stored affect the capability of a
sprinkler system to control or extinguish a fire. Therefore it is important to ensure that the
storage heights do not exceed the limitations imposed by the system design. The maximum
storage heights should be clearly indicated on the sprinkler installation drawings. If you are in
any doubt or cannot easily access this information you should seek confirmation from the
Landlords insurers.
In addition, please note that a clear space of 500mm is to be maintained below the sprinkler
deflector plates. Obstructions that interfere with the discharge pattern of sprinklers will
adversely affect the system’s performance and its capability to control a developing fire. This
may not be achieved if appropriate clearances are not maintained.
The clear space requirement therefore takes precedence over any storage height limitations
which apply. If ceiling heights are restricted, it may be necessary to reduce heights to below
the permitted maximums as specified by the system design, in order to achieve the required
clear space.
Goods stored too close to sprinklers are a major cause of mechanical damage, the
consequences of which would be costly repairs; loss of essential fire protection whilst repairs
are completed; severe business disruption; significant water damage to buildings and
contents.
5.11.10 Electrical
For new shell units with no existing meter, it is the Retailer’s responsibility to apply for both the
electrical connection and a metered supply. The application for an electricity supply must be
made to SSE Power Distribution using their Electricity Connection Request form.
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Retailers taking over existing metered supplies should apply to their preferred electricity
shipper for supply.
Retailer’s installation to include mains distribution and switchgear fed from the main incoming
supply isolator, comprising of all circuit wiring, switching, lighting and any specialist equipment
required.
All Retailer’s electrical installations will comply with: NICEIC Regulations
BS 7671
 Health and Safety at Work Act
 Current Building Regulations
All cabling shall be carried out in low smoke and fume rated cabling. Flying leads greater than
one meter will not be permitted.
All cabling must be contained in:


Conduit (metal) or
Trunking or
Tray (metal) with cabling supported at a suitable pitch.
5.11.11 Lighting
Exciting and inspirational lighting design is encouraged. Comply with CIBSE Guide, Codes of
Practice and Document L of the Building Regulations.
No naked fluorescent or cold cathode tubes will be allowed in the mall without prior approval
from the Landlord.
Lighting for halo illumination and coving should be continuous, even and concealed.
Projections will be permitted as long as no visual disturbance is caused.
Lighting to units should be between 200 and 1400 lux in shop display windows and 1000 1400
at entrance.
Sufficient lighting to be incorporated for safety purposes for out of hours use.
Emergency lighting will comply with BS 5266, Part 1, Category M/2 to provide maintained
emergency lighting for 2 hour duration.
5.11.12 Fire Exit Signage
The Tenant is required to install signs with graphics in accordance with Council Directive
92/58/EEC and incorporate the word ‘Fire Exit’.
5.11.13 Fire Alarms
A defined cause and affect strategy will be adhered to by all fire and life protection installations
within the Centre.
The Landlord provides a dedicated fire alarm interface point (FAI) at the rear of each Retailers
unit for connection of Retailers stand alone systems.
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The Retailers fire alarm system will be fully compatible with the Landlord’s fire alarm system
and will provide and receive controlling inputs and outputs from the Landlord’s FAI as follows:Outputs from Landlords FAI to Retailers panel
1) Silence Retailers fire alarm sounds.
Inputs to Landlords FAI from Retailers panel
1) Retailers fire alarm system fault
2) Retailers fire alarm system alarm
The Retailer will install fire rated interface cabling at a position adjacent the Landlord’s FAI
and will employ the Landlord’s fire alarm system specialist to terminate and configure final
connections onto the Landlord’s system.
It will be the responsibility of each Retailer to extend the Landlord’s voice evacuation systems
(VES) within their demise complying fully with the following British Standards:



BS 5839: Part 1 1988 Fire Detection and Alarm Systems for Buildings.
BS 6259: 1982 Code of Practice for Planning and Installation of Sound Systems.
BS 7443: 1991 Specification for Sound Systems for Emergency Purposes.
BS 9999: Code of Practice for Fire Safety in the Design, Management and use of
Buildings.
British Fire Protection Code of Practice for the Design, Installation and System Association
Servicing of Voice Evacuation Systems Associated with Fire Detection Systems.
The Retailer’s voice evacuation systems (VES) will achieve a minimum sound pressure level
of 10dB above typical ambient noise level of 65dB.
The Retailer will provide automatic shut down to noise generating equipment, such as music
systems, upon the broadcast of VES messages.
The Landlord provides a dedicated VES interface at the rear of each Retailers unit for
connection of Retailers systems.
The voice evacuation system will be fully compatible with the Landlord’s voice evacuation
system.
The Retailer will install twin fire rated VES speaker circuit cabling to a position adjacent the
Landlord’s VES interface unit and will employ the Landlord’s VES specialist to terminate final
connections onto the Landlord’s system.
Provide a zoned diagram or floor plan adjacent to the fire alarm panel.
The Tenant’s fire alarm panel will incorporate a non latching relay allowing remote operation of
the Tenant’s alarm/xenon circuits from the Landlord’s system.
Approved Fire Alarm Panel Suppliers:
 Protec
 Chubb
 Notifier by Trinity
 Cerberous
 Gent Ltd
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5.11.14 Alarms and Tenant Active System (TAS)
Security alarms are not provided by the Landlord. However, if the Tenant installs a security
alarm (subject to Landlord consent), the sounder box must be located within his demise.
External alarm boxes will not be permitted unless required by the Tenant for insurance
purposes and agreed in writing with the RFM. In this instance, locations adjacent to
service/delivery doors may be considered, however, proof of the requirement and the exact
location of the box should be submitted to the Retail Delivery Manager for approval and must
be clearly shown on any application for planning consent.
Tenant Active Systems (TAS)
TAS is installed throughout the centre as a quick and effective means of communicating
between centre management and retailers.
It enables:




Staff to call Control Room in an emergency to respond to a personal attack or shop
theft.
Messages to be sent to an individual occupier, group, or to all occupiers
simultaneously.
Centre Management to inform occupiers of forthcoming events or activities.
Emergency situations to be communicated rapidly and effectively.
5.11.15 Smoke Control
Princesshay will provide smoke control for certain non-public areas of the development. The
design of such measurers does not simply follow the recommendations of BS 5588 Part 10
and variations have been agreed with the Local Authority as part of the fire strategy.
The Tenant is required to incorporate any smoke control provision within the design of their
demise that may be required by the Local Authority. Demises with specific Princesshay
requirements are identified on the tenancy plans.
No Units should permit the smoke to be discharged into service corridors or other means of
escape.
5.11.16 Lightning Protection
Princesshay is protected by a lightning protection system in accordance with BS 6651,
comprising a network of aluminium tape at roof level with connections to earth via the building
structure and pile support system.
The Tenant is required to connect any external plant to the Princesshay structure or plant
screen. In accordance with BS 6651 1992 Code of Practice for protection of structures
against lightning connected to the Landlord’s system via a proprietary detail cast into a
supporting concrete stub.
5.11.17 Communications
The public address system is a high integrity general-purpose type, which is also used in
conjunction with the fire alarm system for zoned evacuation announcements. The system is
capable of providing speech announcement. The public address/voice alarm system shall
comply with BS 5839 Part 8 BS EN 54.
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The Tenant will be required to contact their preferred telecoms service provider to arrange all
necessary installations and connections.
5.11.18 TV/FM System
Individual external aerials and satellite dishes will not be permitted.
5.11.19 Wi-Fi
Where Tenant’s wish to use wireless technology they shall submit the details to the RDM.
The RDM will allocate a band to the Tenant to ensure that the Tenant’s equipment does not
interfere with any other Landlord or Tenant wireless equipment.
Wireless equipment that has not been approved, and causes interference to either the
Landlord or other Tenant’s shall be disconnected.
5.11.20 External Services by the Tenant
Tenant’s services where outside the demised area will be required to be finished to a high
standard, as follows:




Un-insulated ductwork – galvanised sheet steel.
Insulated ductwork – hammer clad aluminium to provide protection against
mechanical damage.
Un-insulated pipework – painted to BS 1710 base colour.
Insulated pipework – hammer clad aluminium to provide protection against
mechanical damage.
5.11.21 Food Operator Kitchen Requirements
Fire Supressant Systems
An ‘Ansul’ type LPS approved fire suppression system must be fitted to all kitchen ranges.
Additionally misting systems that are LPS approved such as “Hydramist” can be used.
Tenant Kitchen Ventilation Systems
To minimise the risk of kitchen-related fires and in compliance with the recommendations of
the Insurers, the Landlord at their discretion may choose to engage ‘Extract Awair’
http://www.extract-awair.com/ to carry out a review of the kitchen extract proposals and
inspect the installation during and at completion. There is a fee associated with this work
chargeable to the Tenant, currently set at £1000.00 + VAT. The Tenant will be made aware of
the intention to engage Extract Awair at the initial briefing. It should be noted that the
recommendations produced by the review and inspections will be required to be adopted by
the Tenant
The Tenant shall design and install a kitchen extract system compliant with HVCA Kitchen
Ventilation System Specification DW172. Tenant installed kitchen extract ductwork shall be
provided with good access for cleaning at a maximum spacing of 3 metres between access
points and at every change of direction.
The exhaust system serving the Tenant demise shall be designed and commissioned to
ensure the restaurant as a whole is under a negative pressure, and allow for make up air rate
of 85%, of the exhaust quantity to prevent migration of odours and/or heat to other premises or
to public areas.
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Canopy grease filters shall comply with LPS 1263, as required within HVCA Specification for
Kitchen Ventilation Systems DW172, and be of non combustible construction.
The extract fan shall be located at roof level to ensure the extract system is under a negative
pressure; filtration plant shall be located within the Tenant’s demise, either within or after the
hood. The Tenant shall install an Ultra Violet technology system, positioned in the restaurant
unit/kitchen extract/hood(s), to cover and serve all odour and/or grease producing appliances.
Two types of Tenant filtration plant are acceptable; a three stage filtration system from Halton
called a Pollustop Ecology unit, and an electrostatic precipitator filtration system (with UV)
from Sirius called ESP.
The Halton system shall consist of a three stage filtration system to reduce airborne particulate
(smoke) to minimum 0,3micron size. The filters shall be designed to remove cooking odours,
smoke and grease from the discharge air and be supplied, installed and maintained by the
Tenant. The filtration system shall include pre-filter (bag), HEPA filtration to 0.3 microns, and
NFX Carbon filter to adsorb any residual ozone. The system shall be designed to ensure the
discharge level of ozone does not exceed 0.06ppm as recommended by ‘The World Health
Organisation.’
The Sirius ESP system shall consist of a unit with a series of cylindrical anode collection tubes
each enclosing a central charging cathode rod, without charged ‘dead spots’ and designed for
high capture efficiency in wet, oily, smoke laden and humid cooking conditions. The Ultraviolet odour control unit shall be fitted within the Tenant’s demise, positioned in the restaurant
unit/kitchen extract/hood(s), to cover and serve all odour and/or grease producing appliances.
Variable ozone generation shall be used to limit ozone production when odour production and
cooking activity are low, to ensure that no more than 0.06ppm (parts per million) is present at
discharge at all times.
These filtration systems shall report filter life status via SMS and/or GSM connection, and shut
down the extract fan if filter overload warning is ignored.
Tenants plant shall not exceed specified noise limits for the site and local authority limitations.
Drawings of the ductwork, UV system and wiring schematic illustrating the interlock system
must be submitted to the Landlord or his representative for approval.
Tenant extract ductwork shall be high-pressure to DW144 class C standard throughout.
Extract ductwork shall also be ‘grease tight’ and where waterwash hoods are used, or extract
provided from steam-laden extract air from dishwashers, ductwork shall be to DW172
requirements.
The control system shall incorporate:

Interface control panel

UV control panel

UV healthy/maintenance required interlock

Extract fan interlock on/off switch interface

Cooking range power/main gas solenoid interlock

Emergency knock off button/interlock

Fire alarm and interlock

Fire suppression interlock

Landlord’s Controls/BMS interlocks

Make up air interlock
The performance of the Tenants Ultra Violet technology and Three Stage Filter system must
be sufficient to:
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



(i)
Substantially reduce all cooking smells generated by Tenant's cooking appliances.
Prevent the migration of odours, smoke and/or convected heat from the Tenant's demise.
Prevent the passage of grease into the Tenant's and Landlord's ductwork.
Prevent residual ozone, above 0.06 ppm escaping to atmosphere.
Kitchen Canopy/Hood Fire Protection
The exhaust hood and system shall be protected by an approved automatic fire detection and
suppression system installed in accordance with the requirements of the LPC and the
Landlord's property insurers.
(ii)
Where wood-fired bakery ovens, barbecues fired with charcoal or wood, and water heaters
fired with biomass are provided as part of the kitchen fit out, a smoke, grease and soot filtering
and spark arrestor system shall be provided. The system shall be an extract hood cold water
mist / water wash based system located directly at the point of extract from the source within
the extract hood. It shall be fitted with automatic water flow control to minimise water
consumption when not required.
A Carbon Monoxide sensing system shall be installed in the kitchen/restaurant space local to
the charcoal/wood/biomass fired equipment. This sensing system shall enable the ventilation
system in the space, to ensure that no build-up of carbon monoxide gases occurs during
unoccupied (and occupied) periods.
(iii) Kitchen Interlock Controls
The system shall be configured so that should the extract fan or a UV lamp fail then the
gas/cooking supply shall be disabled. The control system shall be interfaced with the fire
alarm.
The UV unit lamps shall be monitored for failure and interlocked with the cooking supply/gas
solenoid so that if the operating efficiency of the UV lamps drop by 10% the gas or electric
supply will shut down and remain isolated until the system is returned to 100% efficiency. A
notice period of not more than 24 hours (cooking time) shall be permitted between UV failure
and supply shut down for repairs. A minimum 30% redundancy in the number of lamps is
recommended.
A differential pressure switch or similar approved, across the Tenant's extract fan shall be
interlocked with the cooking supply/ gas main supply solenoid valves so that the supply
remains off when the extract fan is not operating.
The interface panel and the motor control panel shall be interlocked with the fire alarm such
that in the event of a fire alarm signal all plant shuts down.
A differential pressure switch shall be installed across the ecology unit which shall be
interlocked with the main gas solenoid valve, or the electrical supply so that the gas/electric
supply remains off when the ecology unit is not operating.
(iv) Maintenance Requirements
Maintenance requirements are subject to the intensity of use and type of cooking & therefore
frequency of cleaning and filter replacement shall be adjusted to suit. The Tenant shall ensure
the following minimum levels of maintenance are adhered to:
Canopy Grease filters – Daily check/clean
Canopy UV equipment - quarterly clean, replace lamps after 8000 hours of operation
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Pre- filter (Bag) - quaterly clean or when remote monitoring indicates dirty filter HEPA
filter – Change 6 monthly or when indicated as dirty via the monitoring system
Carbon Filter – Change annually or when indicated as dirty via the monitoring system
Ductwork – visual inspection quarterly. Clean annually unless required more frequently as a
result of quarterly inspections. Note, where high levels of grease, smoke and soot are
produced from the cooking process, inspection and cleaning levels shall be increased
accordingly to mitigate any risks of fires in the ductwork system, both upstream and
downstream of the filtration equipment.
Build-up of deposits in extract ductwork shall not exceed 200 microns.
Tenant shall provide the Landlord a maintenance report on a quarterly basis detailing checks
undertaken, defects noted and works carried out. The report shall note the differential
pressures across the filtration systems and compare against manufacturer’s recommended
operating and maximum levels. Maintenance checks and cleaning / replacement of filters shall
be increased as necessary to ensure odour control system works effectively.
The Tenant shall provide a run on timer facility for the kitchen extract fan, variable between 0
and 30 minutes, to allow the extract fan to run on in the event of a fire alarm activation and
plant shut down within the unit. The kitchen extract fan shall also be provided with a fireman’s
override switch for ‘Hand, Off, Auto’, located adjacent to the Tenant’s fire alarm panel. This
shall be presented to the local Building Control to ensure they are in agreement
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6.1
GENERALLY
This section applies primarily to the implementation stage of the fit out and will be of particular
relevance to the Principle Contractor and all parties involved in the site phase.
Due to the ongoing operational function of the shopping centre it is crucial that the fit out work
takes place in accordance with the Princesshay requirements set out in this section and any
failure to comply with the requirements may result in the suspension of work.
Whilst this section sets out the primary areas of concern, discussion at the Pre-Start Meeting
will enable further evaluation of requirements to suit individual needs.
6.1.1
Contractors Site Team Contact Details
Contact details will need to be issued by the Retailer prior to commencing work on site noting
24 hour contact details for the following:




Principle Contractor Foreman
Principle Contractor Contracts Manager
Appointed First Aid Person On-Site
CDM Co-ordinator
Building Control
The following must be displayed on the rear door of the unit the during the shop fitting works:




6.1.2
Retailers trading name
Retail unit number
Name and address of shop fitting Contractor
Contact details noted above
F10 Notification if appropriate
Condition Survey
Prior to commencing any work on site the Retailer will be responsible for ensuring a
photographic Schedule of Condition is undertaken of all areas with particular regard to back of
house (service corridors and agreed compound areas), front of house (shopfront, pilasters,
fascia and the like), roof areas and any riser access points as a minimum.
Any subsequent damage to these areas not identified within the photographs will be the
responsibility of the Retailer and if not attended to will be deducted from the held deposits.
6.1.3
Site Rules
As a minimum the following will need to be in place:







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All Contractors to wear identity passes at all times.
Appropriate PPE must be worn at all times both within the unit and common areas
including service yard and corridors although PPE must be removed prior to entering
the public mall areas.
No radios, cd players or personal stereos will be permitted on site.
No smoking is allowed anywhere on the site.
Any evidence of alcohol or non-prescription drug consumption will result in removal
from the site.
All plant and machinery must have suitable records to demonstrate current testing and
maintenance.
No explosive, flammable or dangerous materials will be permitted without prior
agreement from the Centre Management.
No materials are to be discharged into the drainage systems.
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6.1.4
Existing Services
It is the Retailers responsibility to establish any existing services supplies available and make
necessary arrangements for permanent connections and/or any temporary supplies.
The Landlord will not provide any temporary services for the purposes of fitting out.
6.1.5
Insurances
We would like to explain our philosophy for tenant’s fit outs so that you are able to
make the best decisions when you engage a contractor to work on your premises.
Princesshay does include the tenant’s interests in the buildings insurance for your
demise but it is not prepared to extend the insurance to your contractors.
Therefore, if your contractors negligently cause damage to our buildings, they will
need to rely on their own third party insurance to pay the damages.
Princesshay have made this decision as we believe it is in the interests of all our
tenants as they do not want to pay more for insurance resulting from poor claims
experience caused by negligence of contractors.
The important consequence of this information is that when a tenant is engaging in a
fit out contract, they must make sure the contractor remains responsible for damage
to the existing structure. For example, it is not appropriate for a tenant to enter into a
contract that makes the tenant as employer responsible for arranging insurance on
the existing structure.
The tenant does not control the insurance (as per the terms of the lease), so it is not
able to fulfil this part of the contract. There are alternative contractual arrangements
for insurance that make the contractor responsible for negligent acts that damage the
existing structure, which is to be backed off with its public liability insurance.
Tenants are prevented by the terms of the lease from taking out insurance for the
existing structures. It follows they may be at risk if they agreed with any tenant fit out
contractor that the tenant would take out such insurance.
Tenants should be aware that any tenant's fit out contractor will not be named or
noted on the Landlord's buildings insurance, nor will any tenant's fit out contractor be
given a waiver of subrogation by the insurer under that insurance.
Tenants should ensure that adequate public liability insurance is taken out and
maintained by the tenant and/or any tenant's fit out contractor, following
consideration of matters including the potential loss or damage to the existing
structures, potential damages from other tenants in the property etc.
Princesshay will require evidence of the Contractors Public Liability insurance
at least £10m limit of indemnity for each and every claim but you need to
realise that your risk may be greater than that.
In certain circumstances Princesshay’ insurers are prepared to grant the tenant’s
contractors a waiver of subrogation above £50m in respect of damage to the buildings
by a specified peril (as defined in JCT contracts). If the tenant would like this
consideration for their contractors, the contractor needs to provide evidence of
insurance up to a minimum level of £50m.
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Tenants should consider whether any other appropriate insurance, for example nonnegligent liability insurance, should be taken out by the tenant and/or any tenant's fit
out contractor.
If Princesshay or its insurer of the existing structures has any requirements in
connection with the insurance in connection with tenant's fit out, the tenants and/or
their fit out contractors will need to comply with the requirements.
We know how important it is to all our tenants to keep insurance costs to a minimum
and we firmly believe this course of action is the best way of achieving this. After all,
you do not want to hear that the building insurance costs have risen sharply as a
result of another tenant’s contractors causing significant damage to a building owned
by Princesshay.
6.1.6
Retailer Responsibilities
The Retailer is responsible for ensuring their fit out works are carried out to the satisfaction of
the Centre Management Team and they comply with the approved information in addition to all
other statutory requirements.
The Centre Management reserves the right to inspect the works at any time and works may be
suspended if any contraventions of the approved designs, site rules, codes of practice or
Health and Safety requirements are found. Work will not be allowed to recommence until the
Centre Management have been satisfied that compliance is or will be forthcoming.
6.2
ROAD ACCESS
The service basement is accessed from Paris Street via a two-lane service ramp.
The service yard floor has a power float finish/brush concrete finish. Ramp to the service
access basement; stiff brush, v-structural column positions within the pattern yard area are
located to allow specific vehicle parking movements.
The service ramp and basement are constructed to carry slow moving heavy goods vehicles
in accordance with ‘volume 7 of the Department of Transport Design Manual for Roads and
Bridges’.
Further access to blocks Units LS9 and SU46 is available via Chapel Street.
Access via the pedestrianised streets within the development will be strictly controlled by the
centre management in conjunction with Exeter City Council.
6.3
DELIVERIES/WASTE MANAGEMENT
All loading bays are at basement level.
Material and plant deliveries are to be notified to the Centre Management in advance to allow
co-ordination as appropriate.
There is no provision for storage of materials or plant outside of the unit and deliveries will
need to be co-ordinated by the Retailer/Principle Contractor. Space will be allocated for a
skip, to be provided by the Principle Contractor, where possible and this must utilise an
enclosed unit.
Any refuse, surplus material left outside of the unit and not removed by the Principle
Contractor will be removed by the Centre Management with costs deducted from the deposits.
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The Centre has a policy of recycling all disposable materials with a minimum amount going to
landfill and Retailers are expected to comply with this strategy in order to minimise the waste
going in to landfill. Evidence of a Site Waste Management Plan will be requested where this is
required under the Site Waste Management Plan Regulations 2008.
All Tenants shall have access to shared unloading areas for goods delivery via Princesshay lift
and service corridor to either the Ground or First levels of the retail unit. These deliveries
must be booked in 48 hours prior to delivery (refer to Operations Manager). Any High Street
deliveries need to be arranged in the first instance with Exeter Highways authority.
Pallet trucks are permitted for use only with pneumatic wheels.
6.4
SERVICE LIFTS
Service lifts are rated up to 2,000kg (evenly distributed loads). Lift capacity is provided to
allow the Tenant to move goods between his unit and the service yard only. The Tenant will
not be permitted to double handle goods via the Princesshay lifts in order to distribute them
throughout the levels of the Retail Unit. The Tenant may use lift lobby areas to temporarily
store goods whilst moving them through Princesshay in relay but service corridors are to be
kept free.
Goods lifts may be locked off from the service yard level for a period at night as a security
measure.
6.5
ENVIRONMENTAL CONSTRAINTS
Fitting out contractors must recognise in all their operations that Princesshay is located in an
environmentally sensitive city centre and as such due consideration needs to be exercised.
The following factors are all particularly relevant and need to be taken into account in ensuring
that suitable working methods are adopted:
1)
2)
3)
4)
5)
6)
7)
8)
High Street Trading.
Farmers Market.
United Reform Church.
Local Offices and Businesses.
Parking is not allowed on the roads around the development.
City Wall Ancient Monument.
Pedestrian Access.
Local Residencies.
Shopfitting Contractors must comply with all environmental requirements of Exeter City
Council and it should also be noted that these may be subject to change.
Vibration effects of any work in the development must not give rise to ppv in excess of 3mm/s
on any adjoining existing structures.
Dust monitoring equipment will be in operation and all measures necessary will be put into
effect by the fitting out contractor to limit the generation of dust as a result of their shopfitting
activities.
6.6
CONTRACTORS PERMIT TO WORK
In the interest of Health and Safety, permits to work will be issued by the Princesshay
Management Team and/or RDM when appropriate.
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A permit to work will be required in the following circumstances:




Contractors requiring access to the roof of a building under the Landlord’s control, for
example, to service air conditioning plant.
Works likely to affect the fire alarm, shop alert or sprinkler systems. This can include
soldering, brazing or welding; painting, especially with sprays; use of blowlamps; any
works likely to cause dust. This list is not exhaustive.
Works likely to affect the main drainage system of Princesshay.
Works likely to affect the Landlord’s electricity supply to Princesshay.
Princesshay operates a strict system of permits to work/access for the following
operations/areas:
Access to Risers
Hot Works
Outside the unit demise located within Princesshay corridors.
Special permission is required to carry out any hot works anywhere
on site.
Out of Hour Working Permission is required to carry out any works (including deliveries)
outside trading hours.
For a permit to work application for the above, please contact the Princesshay management
team and refer to Appendix F. Applications are to be submitted forty-eight hours in advance.
The Tenants shopfitter is still required to operate his permit to work system within the demise.
The Princesshay Management Team must be notified of any internal hot works permit issued,
in order that Princesshay is aware of any associated risk.
A roof inspection will be carried out by Princesshay and the Tenant prior to works
commencing, and following the completion of all the Tenant roof works.
Materials are not permitted to be stored on the roof.
6.7
SITE WORKING HOURS
The core trading hours are:Monday to Saturday
Sunday
-
09.00 to 18.00hrs
10.30 to 16.30hrs
Out of hours work will be permitted only with prior written approval from the Princesshay
Management Team. Application must be made by submitting the out of hours work
application to the RDM.
Noisy works may be allowed to commence between the hours of 18.00hrs and 22.00hrs but
will be subject to management approval.
6.8
WELFARE
No welfare facilities are available. The Tenants shopfitter should therefore provide any
facilities they deem necessary.
6.9
FIRE EVACUATION
To comply with the Princesshay Centre Management Health Policy all shopfitters must provide
a Nominated Fire Warden and Assistant Fire Warden(s) who will be responsible for collation of
personnel names/numbers in the event of an emergency and/or incident on site. We enclose a
drawing showing intended contractor assembly points for the various areas. We propose
Foremen be appointed as Fire Wardens for ease of personnel checks.
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It is essential that an Assistant to the Fire Warden be appointed in case of absence, holiday,
etc. procedures:





6.10
Maintain an updated list of all employee numbers and names on a daily basis.
In the event of a fire, all personnel must evacuate the building following Fire Exit
signage provided and assemble at the Assembly Points indicated on the plan within
Appendix ?. At the relevant assembly point, the Fire Warden collates the names of
each operative, subcontractor and visitor. Under no circumstance is anyone to return
to their place of work until PMT gives their management approval for their operatives
to return to work.
When the Centre Managements Fire Marshall visits the fire point, the Warden should
be standing next to the fire muster point and make himself/herself known. Once met
he/she should report any missing persons. If there are missing persons, their last
known location should also be given.
Where possible provide details of any hazards local to the fire and fire location.
The Centre management Fire Marshall’s will be identified by his/hers signage.
PARKING
Parking is not available on site and the Tenant should make separate arrangements.
6.11
HOARDING
The general requirements for hoardings are:



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Projection of no more than 1 metre from the shopfront line, taking care not to block
any neighbouring unit visibility lines and avoiding damage to the Landlord’s pilasters.
1 hour fire resistant hoarding with Class 0 surface spread of flame on both sides
incorporating an FD60 Emergency Escape Door with vision panel (covered during the
day but visible out of hours). The door to be used only as an emergency exit.
The mall side to receive a black painted finish with a 150mm skirting with vertical
corners/edges clearly identified. Lifestyle graphics are preferred incorporating the
date of opening (designs to be agreed with Centre Management). No other signage is
to be allowed.
Hoarding is to be erected out of hours by prior agreement with the Centre
Management and any alterations will also need to take place out of hours. Alterations
and/or removal will not be allowed until the sprinkler installation has been installed
and commissioned and full removal of the hoarding will not be allowed until, as a
minimum, the shopfront has been installed together with operational sprinklers.
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7.0 – COMMISSIONING
7.1
CHARGES
All Retailers must pay the connection charges for connecting their engineering services into
the Landlord’s systems (sprinklers – Tyco, fire alarm –Trinity). The Landlord’s specialist
Contractors who will undertake the works should be contacted at the earliest opportunity to
confirm connection charges and programmes of works for their individual units.
7.2
FIRE ALARM CONNECTION PROCEDURE
The Landlords fire alarm systems have been installed by Trinity and connection to the
Landlords systems can only be made by them to prevent potential corruption of the system.
Note: It is advisable for the sprinkler and fire alarm connections to be carried out by the
specialist Contractors at the same time on the same day. Retailers must manage these
timings themselves.
1) Retailer to provide the correct trading name two weeks prior to testing to enable
the front end graphics to be amended.
2) Trinity to test Retailer cables for earth and continuity.
3) Trinity to connect Retailers cables to the Landlords interface.
4) Trinity tests/witnesses fire and fault signals to the security room.
5) Trinity/Tyco tests/witnesses the sprinkler alarm and isolate signal to the security
room.
6) All actions above will have to occur prior to the Retailer being allowed to open for
trade.
Note: It is the Retailer’s responsibility to ensure that the system installed within the retail unit
is compatible with the Landlord’s system. Failure to meet the compatibility requirements may
result in a delay in opening of the retail unit and additional costs associated with abortive
commissioning visits. Unauthorised connection to the Landlord’s system may result in
damage to the Landlord’s system. Any costs associated with damage caused by
unauthorised connection will be charged to the Retailer.
7.3
SPRINKLER CONNECTION PROCEDURE
The Landlords sprinkler system has been installed by Tyco and includes a monitored isolating
valve and zone check flow switch for units less than 800m2 and a monitored isolating valve for
units greater than 800m2. Connections to the Landlords system can only be made by Tyco.
1) Sprinkler installation completed within unit demise. The Retailer’s installation is
NOT to be connected to the Landlord’s system without authorisation from Centre
Management.
2) Retailer Sprinkler Contractor carries out Hydraulic test on installation to at least 15
bar for at least 1 hour.
3) Retailers Sprinkler Contractor completes application for connection form and
submits to Tyco together with: Confirmation that payment for connection has been issued.
 LPCB LPS 1048 Certificate of Conformity.
 Sprinkler system Hydraulic test certificate.
 Provides evidence, issued by the Retailer’s insurer, confirming the
installation has been approved and is acceptable to the insurer.
Note: Copies of the above certificates are to be issued to the Retail Delivery Surveyor.
1) Retailers Sprinkler Contractor back-fills sprinkler system against closed Landlord’s
monitored isolating valve to a water pressure of 10 bar.
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2) Retailer Sprinkler Contractor co-ordinates with Tyco to open the retail unit’s
isolating valve on a date to be mutually agreed. The Retailers Sprinkler
Contractor is to be in attendance. It remains the Retailer’s responsibility to
manage the opening of the valve. The Retailer is to ensure adequate notification
is given to the landlord/Centre Management on what date the valve is to be
opened (so the fire alarm interface can be taken “off watch” to prevent false
alarm).
3) Tyco issues certificate confirming Retailer is connected to the Landlords system
and the valves are open. Note: Specialist certificate to form part of the R4
submission.
7.4
COLD WATER CONNECTION PROCEDURE
1) Retailer completes Domestic Water Supply installation within unit demise to a
standard compliant with all water supply regulation and South West Water
Authority requirements.
2) Retailer chlorinates system inside retail unit.
3) Retailer submits the following to Centre Management: Certification confirming pipework is sound and free from leaks.
 Certification confirming Retailer’s system has been chlorinated in
accordance with BS 6700:2006.
 Issues certificate confirming installation conforms to all water supply ByLaws.
 Takes reading of water meter and issues reading to Retail Delivery Team.
4) Retailer demonstrates to Centre Management location of non-return valve.
5) Upon receipt of authorisation, Retailer connects internal pipe work to main supply
system and turns on water supply. It is the Retailer’s responsibility to ensure all
taps and valves within the unit are closed or off to ensure no flooding occurs.
7.5
FOUL DRAINAGE CONNECTION PROCEDURE
1) Retailer completes foul drainage installation within retail unit, undertakes air test
and ensures this is witnessed by Building Control Officer. Test is to cover all
pipework from top of stack through to lowest cleaning/rodding point.
2) Retailer provides a certificate to Centre Management confirming the installation is
complete and has been witnessed by Building Control prior to connection to the
landlords system.
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8.1 – CONSENT TO TRADE
The unit will not be allowed to open for trade without a ‘Consent to Trade’ form signed off by
the Retail Delivery Team confirming receipt of the necessary documentation. This should be
submitted at least 5 working days prior to the anticipated store opening date.
Within 28 days from the store opening the Retailer is to provide 1 hard copy set of all as built
information toether with 3 full electronic versions on CD to be issued to the Retail Delivery
Manager. This is to incorporate:1)
2)
3)
4)
5)
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As built drawings (dwg/pdf formats)
Health & Safety File
Operational and Maintenance Manuals
Test & commissioning certificates
Statutory approvals
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