Foodcourt

LANDLORD TENANT HANDBOOK

Swindon Designer Outlet

Revision N Changes to Contact Details 30/09/08

CCONTENTSONTENTS

1. INTRODUCTION

2. DESIGN APPROVAL AND IMPLEMENTATION

3. LANDLORD / TENANT WORKS

4. IMPLEMENTATION

5. CONTACTS LIST

6. SIGNAGE GUIDELINES

7. CDM / HEALTH AND SAFETY

Landlord Tenant Handbook – Swindon Designer Outlet 1

1.0 INTRODUCTION

1.1 The Designer Outlet CentreThe Swindon Designer Outlet is located on the Churchward Estate in Swindon, Wiltshire. The site offers high quality retail space within attractive sensitively restored grade II listed buildings, acknowledging the heritage of the Great Western Railway.

1.2 Lease takes precedenceWhere conditions are contained within the Lease Agreement / Agreement for Lease or General Terms which are at variance with any item contained in this document, the Lease Agreement / Agreement for Lease and the General Terms are to take precedence.

1.3 Tenant obliged to liaise with Landlord The quality of the development of the Swindon Designer Outlet depends on all elements being handled in a consistently well considered manner. The purpose of this Handbook is to control all aspects of the tenant’s works to assist this aim. The tenant is obliged to affect the works to the unit in compliance with this Handbook and liaise closely with the landlord throughout all stages of planning, design, approval and fitting out. You should already have received a copy of The Landlords Expectations Document; it is an introduction to the broad principles for shop fronts, interiors and signage, in order to deliver world-class retail environments at our Centres.

2.0 DESIGN APPROVAL & IMPLEMENTATION

2.1 Landlords RepresentativeThe landlord representative is available to give advice and assistance throughout the design process, and it is recognised that on complex issues direct contact / meetings will be necessary with the landlord’s consultants / local authorities. The tenant shall reimburse the landlord for its consultant in this respect. Prior to initial design stages, it is recommended that the tenants and their design / fitting our representatives meet with the landlord representative (see Section 5 for contact details) who will outline the expectations for the internal fit out.

2.2 Approval of Tenant DesignThe Landlord will issue base plans of the unit to the Tenant, although it is the Tenant’s responsibility to carry out a survey of the unit to establish exact dimensions and service locations. Tenant proposals are to be submitted to the Landlord representative for approval at least one month prior to the proposed date of commencement of works. The Landlord Representative is available to give advice and assistance throughout the design process.

The Tenant is responsible for ensuring that the whole of the works meet all legal requirements, including, but not restricted to building regulations, fire protection rules, environmental or health regulations, etc, not withstanding any approvals already obtained by the Landlord.

Building control - The Tenant must submit a full building regulation application to the local authority.


Advertisement Consent - The Tenant will not be required to make an application to the local Planning Authority for their main external signage as type approval will be obtained by the Landlord.

The Tenant is required to appoint a contractor or designer to have overall responsibility for the management and control of his fitting out works and to liaise with the Landlord representative and Centre Management.

The Tenant Principal contractor and/ or contractors shall co-operate with the Landlord representative and Centre Management, comply with any site rules or direction given by him and provide him with any information in respect of health, safety and welfare pursuant to the requirements of the CDM Regulations and other relevant statutory provisions.

2.3 Content of Submission – Two copies required. All plans are to be submitted in hard copies (minimum size A3) and as CAD drawings (DWG/DXF format) Floor plans at 1-100 or 1-50 scale clearly showing the finishes to all areas. Merchandising layout plan at 1-100 or 1-50 scale (which may be indicated on the above

plan). Internal elevations at 1-100 or 1-50 scale. Ceiling plan at 1-100 or 1-50 scale showing proposed lighting positions and lux levels Details of perimeter and mid-floor merchandising systems clearly identifying the

materials and fixing proposals. Shop front elevations at 1-50 scale minimum clearly showing exact position and design

layouts of all proposed signage (artwork, layout, colours, etc). Details of any structural alterations (where applicable). Method of fixing into the Jumbo stud partition walls between units (also refer to Section

3). All Information on imposed floor and wall loading (where applicable). Limitations on fixing or chasing into any building elements (which will require specific

approval from the Landlord, where applicable) Services Information - The Landlord provides typical drawings showing the services

within the unit, although the Tenant is responsible for checking the exact arrangement and condition of services within their own unit. The Tenant shall submit services proposals for Landlord consideration, as follows:

Reflected ceiling plan to indicate luminaries (mains and emergency) Floor plans to indicate wall mounted power sockets, wall-mounted accessories,

services or chases within the floor slab. Engineering services drawings to indicate: Hot and cold water services, electrical

cable containment systems, electrical switching, fire alarm and smoke detection system, alterations to the Landlord installed heating & ventilation system (if any), ventilation proposals.

Landlord approval must be obtained before any Tenant work will be permitted to commence on site.

2.4 Record DrawingsWithin 30 days of completion, the Tenant will provide 1 set of the following 'as built' information: plans of the shop unit, service drawings, copies of the certificates identified under 4.16, manuals and service agreements.


The information provided must meet the requirements of Approved Code of Practice L144; Managing Health and Safety in Construction. Construction (Design and Management) Regulations 2007. HSE Books 2007 ISBN 978 0 7176 6223 4

IMPORTANT NOTE FOR FOOD UNITS/ OPERATORS - Food businesses are required to register with the local Environmental Health Department at least 28 days prior to commencement of business.

3.0 LANDLORD / TENANT WORKS The Tenant works must be carried out in a good and workmanlike manner and in accordance with good building practice, using quality materials, which comply with British Standards. The Landlord requires creative design that strengthens brand identity and conveys high quality.

LANDLORD TENANT

3.1 GROUND FLOOR SLAB The ground floor slab is a power floated concrete floor slab. The slab will be flat but not necessarily level. The Landlord does not guarantee levels of moisture within floor slabs

Tenants shall satisfy themselves regarding floor tolerances and actual site conditions. Whilst the floor slab will be dry it may contain a level of moisture which must be taken into consideration by the Tenant. The maximum thickness of the floor covering is 15mm. Any proposed changes in levels will require detailed approval and should maintain disabled access throughout the unit. There is an allowance for chasing 35mm maximum into the floor slab. Any chasing of Landlord finishes will require detailed approval and re-instatement to match existing finish.Floor paint or coating will not be allowed, a floor finish must be installed. Floors will not be permitted to be laid on an existing floor covering.

3.2 SIGNAGE (EXTERNAL) Signage is subject to control by the planning authorities as part of the buildings listed status. Certain generic formats will be agreed with these authorities and will have been given blanket approval so long as they comply with the agreed formats as laid out in Section 6. All Tenant signage and graphics external to the unit and within the Landlord control zone shall conform to the signage guidelines.


3.3 ROOFThe units are provided as a ‘serviced’ demise. Any proposed works outside of the unit demise will require Landlord Approval and will normally be carried out by a Landlord appointed contractor.

Works within the external walkways, to retail roofs etc, will not normally be allowed. In particular retail roofs are heavily constrained regarding their loading. Retail roof purlins are not designed to take excessive loads and external roof or wall penetrations will not be permitted without detailed Landlord approval.

Not withstanding any planning requirements, TV and radio dishes or aerials, if installed are not to protrude above the roof line and are to be located in positions to be agreed with the Landlord.

3.4 DIVISION WALLS The division walls between the units are non structural and constructed in metal stud partitions clad on each side with plasterboard. The walls will be finished to a standard ready to receive the tenants paint finish.

The party walls between units are fire rated and they must not be punctured. Restraint fixings only are allowed to Jumbo stud party walls and the following procedure (or similar) must be adopted. British Gypsum approved details currently allow for a batten (typically 50x25mm timber) to be fixed through the gyproc board and into the vertical steel studs. The merchandise systems can then take their restraint fixing from the timber batten, rather than the wall itself. Fire blocking must be reinstated to any penetration through the fire rated walls.

3.5 LANDLORD CONTROL ZONE There is a 1m wide control zone at the front of every unit which must be maintained at all times to a standard and specification to be set out by the Landlord. Lighting and finishes in this zone will be specified by the landlord.

To the retail units the overhead plasterboard bulkhead/ceiling behind the shop front is installed by the landlord

Window Displays .The Landlord must approve any internal signage proposed within this area. Finishes to this area are as follows:FloorWindow plinths must be installed to bring the window display to the height of the glazing. WallsPlasterboard to be finished to Tenant colour schemeCeilingThe bulkhead is to painted white by the tenant; the bulkhead may not be changed or altered in any form or manner. It is the tenant’s free decision to install ceilings, partial feature ceilings are encouraged. Lay in grid, mineral fibre tile systems will not be accepted to the sales floor. Suspended ceilings have to be installed in the toilet


area. Light fittingsAll fittings installed in this zone must be to the following specification. No other specification will be permitted. The procurement of these light fittings is the responsibility of each tenant. Iguzzini light fitting reference 8324 + 8668 pixel fully recessed adjustable luminaire with protective glass, white finish and remote control gear. Recess depth 177mmCut out 186mm. Lamp 150w CDMT-942Note: Timed igniters must be installed. Supplier: Iguzzini Illuminazione UK Ltd Tel: 0208 646 41414 light fittings per standard unit window bed equally spacedSprinkler headsThese must be flush fitted within the bulkhead and pre finished white.

3.6 SERVICES Each unit is provided with a system of incoming service connections, arranged to enter the rear of the unit. These services comprise of: 415 Volt, 50 Hz, 3 phase electrical

supply (maximum power capacity permitted within each retail unit shall be advised by the Landlord), terminating in a multi-way MCB distribution board, fitted with kWhr pulsed output check meter linked to the Centre Management office for billing purposes.

Voice Communications junction box - Tenant to make direct application to BT, or an alternative service provider, for telephone/data lines. The service provider will install final cabling.

Incoming mains cold water service - A facility for the Tenant to connect to and distribute hot and cold water services, if required (15mm valved supply).

Foul drainage connection - The Landlord provides a direct gravity drain connection point (or high level connection in some smaller units).

Extract duct connection – To retail units the Landlord provides a connection point

At handover of the unit, the Tenant must take over responsibility for the electricity supply and assume responsibility under the service charge for his proportion of the cost of the water supply (where applicable).

The tenant must have an energy/conservation policy/procedure in place covering such issues as low energy lighting, water control etc.

The tenant must install a PC complete with internet connection to submit weekly sales data or provide a 13amp socket and area to fit the landlord MAGNet system in order to submit weekly sales data and receive centre information.

Services visible from public areas will not normally be allowed. Visible services in full height units will need to be designed carefully, including proposals for fixings, and full details submitted for approval. There are restrictions on the loading of the existing roof structures by services etc and proposals will require careful consideration.


within the roof for the Tenant to connect their WC or staff extract fans. To catering units the Landlord provides a larger extract connection point in the rear wall.

Gas supply – only applicable to catering units in the food court.

In certain locations rainwater pipes and manholes are located within shop units. Tenants must maintain full access to rodding eyes and manholes etc. Tenant proposals should clearly identify details and method of access.

3.7 ELECTRICAL INSTALLATION See Services section above. Tenants are advised to make themselves

aware of any limitations regarding electrical supplies to individual units. All Tenant electrical works must comply with the latest edition of the IEE Wiring Regulations and all cabling must be neatly contained within a galvanised steel cable trunking/conduit system. LSF sheathed copper conductor cables must be used throughout. Fire alarm systems shall be carried out in flame retardant, fire resistant cables.

Any electrical accessories installed within 1 hour fire rated walls between units must be provided with intumescent gasket bags within the recessed outlet boxes. Any supplies fed within the walls must be contained in appropriately fire rated conduit. The Tenant is responsible during his 'fitting out' works to preserve this fire integrity.

The tenant shall provide ambient music within their demise; this must be spurred from the fire panel interface, either directly or via a marked spurred socket. This is so that in the event of an fire alarm signal from the landlord system the tenant music switches off

3.8 SHOP FRONT – RETAIL UNITSShop fronts, comprising glazed panels, shutters, fascias and bulkheads are provided by the Landlord. Fixing to shop fronts will not be allowed. Shutters are perforated lath Ringard "Visiscreen". NOTE: Motorised shutters are provided where openings exceed 3 metres. All other shutters are manual.Glazed Shop fronts are installed to

Alterations to the shop-front are not permitted. Tenants are not permitted to fix or apply any posters, decals, signage, etc to the shop-front glazing.


Landlord approved size and detailing. Letterboxes are not provided to Shop fronts.The position of fascia/ signage is dictated by the location of glazed shop front panels to column type Shop fronts. Arch type Shop fronts have suspended fascia signs that can be located at each arch.3.9 SHOP FRONT – FOODCOURT UNITS Food kiosk units will have a continuous counter front and roller shutter installed by the Landlord

The Tenant will install the counter top surface including flap(s), to be approved by the landlord.

3.10 STAFF ROOMS / WC AND WATER SERVICES See Services section above. Staff amenity and toilet facilities should be

incorporated into the fitting-out works carried out by the Tenant, by using service connections provided at the rear of each unit. The basis of the Tenant design shall include: Cold and hot water distribution pipe work

systems and use of instantaneous or small holding capacity, hot water heaters to connect to the incoming cold water main service. Non return valves must be fitted so that contamination can not transfer to the mains supply.

Fixings of all pipe work must comply with BS 6700, and suitable additional fixings or brackets must be installed immediately adjacent to the landlord’s water main to prevent accidental damage.

Toilet/staff room extract ductwork system with ‘in-line’ fan connected to roof connection point. The Landlord will provide connection point.

Each Tenant is responsible for checking staff amenity & toilet requirements with the local authority but it is anticipated that all retail units will require a disabled WC for staff use (larger units may require more than 1 WC).

3.11 EMERGENCY LIGHTING AND EXIT SIGNAGE

The Tenant must provide emergency lighting and exit signage (BS versions) to the retail unit. The Tenant is fully responsible for installing the system to comply with statutory requirements and for


subsequently providing certification covering the installation. The tenant is advised that all exit signage should be ‘maintained’.

3.12 FIRE PROTECTION AND DETECTION SYSTEMSCertain retail units bridging mall "smoke zones" will have smoke resistant shutters or fire resisting shop front glazing to either side of the Unit where it abuts one of the "zones". The Tenant is not permitted to interfere with these structures under any circumstances. The Landlord will carry out any works to these areas.

Sprinkler Protection System An 80mm diameter sprinkler main connection is made available by the landlord in the form of a monitored stop valve and flow switch at the rear of each retail unit. The status of the stop valve and flow switch is monitored by the landlords intelligent fire alarm system, via a fire alarm interface unit.

Each Tenant must work within the overall Fire and life safety guidelines established for the centre. These guidelines include the requirements for each retailer to install a sprinkler detection system (Ordinary hazard III) and an automatic fire detection system.

Each Tenant is responsible for obtaining Building control and Fire officer approval for the intended fitting-out works. Any failure to obtain these approvals and non-compliance with the agreed Fire and life strategy will adversely affect the safe operation of the centre. Risk Assessments for fire must be undertaken in line with the Regulatory Reform Fire Safety Order 2005. On completion a copy must be presented to the landlord representative for inspection. Fire certification is no longer being issued by the authorities and fire safety is reliant on a competent RRFSO 2005 risk assessment.

The Tenant shall appoint an LPC 1048 certified sprinkler installer to carry out the protection system design for his retail unit. In order to facilitate quarterly testing of flow switches as required under BS5306 part II, it is a requirement that Zonecheck automatic flow test equipment is installed by each Tenant; position of this is to be agreed with the on site Facilities Manager.

The Tenant is required to submit all pipe work layouts, system schematic and hydraulic calculations to the Landlord, our insurers Aon Ltd, contact Chris Brown, address 8 Devonshire Square, London, EC2M 4PL and Building Control for approval, prior to the commencement of the works.

Evidence of the approved status of the sprinkler installer must be submitted with the design information and the installing


Contractor prior to energising the system shall issue a signed completion certificate.

IMPORTANT - Each Tenant should note that where they install ceilings, which create a ceiling void of more than 800mm then the void will require, sprinkler protection in addition to the areas below the ceiling. The existing bulkhead to the front of each retail unit requires internal sprinkler protection and it is the responsibility of the Tenant to ensure this information is passed on to their relevant Contractors.

The commissioning sequence for the sprinkler installation is as follows:

1. The Tenant sprinkler installation is to be completed except for the final connection to the Landlord main.

2. Under no circumstances should the Tenant installation be tested or filled via the Landlord system.

3. The Tenant installation shall be pressure tested to 15 bar for 1 hour in accordance with British Standards and LPC requirements. A copy of the successful pressure test certificate shall be provided to the Landlord for record purposes.

4. Tenant to notify Landlord that their installation is complete and they are ready to be connected to the main system.

5. Landlord will authorise Tenant sprinkler specialist to close the retail outlet monitored isolating valve. Landlord will silence alarm in the control room.

6. Tenant will complete the final connection to the Landlord main, including a drain, fill and vent.

7. Tenant will fill and vent system (via domestic water supply) and pressurise to 8 bar against the closed retail unit isolating valve.

8. When the system is filled and pressurised the Tenant is to inform the Landlord who will authorise the Tenant sprinkler specialist to open the isolating valve and re-activate fault alarm on valve. Landlord will check the alarm is


cleared in the control room and sprinkler pump sets are not made operational.

9. System is now operational.3.13 AUTOMATIC FIRE DETECTION SYSTEMA fire alarm interface unit, connected to the Landlord monitoring system, is provided at the rear of each retail unit. In addition to its capacity to monitor the status of the retail unit fire alarm system, this interface unit controls the operation of the electrically operated fire/smoke dampers on the fresh air supply system and staff extract stub duct, installed within the retail unit. The Landlord prior to the handover of the retail unit will commission these systems. The Tenant shall not alter any of these cabling systems, nor make connections to the fire alarm interface unit, unless with the permission of the Landlord.

The Tenant shall be responsible for the supply, installation and commissioning of an automatic fire alarm and smoke detection system. The control panel associated with the system must be obtained from Mat Fire Systems on 01275 475389 and all associated installations must be fully compatible with these systems. The Tenant must arrange for all final connections to the interface unit to be carried out by Mat Fire Systems (on the above number) and the cost of these works is payable by the Tenant directly to Mat Fire Systems.

Each Tenant fire alarm panel shall be generally capable of the following (it is suggested that Tenant contractors contact Mat Fire Systems prior to the design of any systems to ensure total compatibility):

Fires relay volt free contact. Faults relay volt free contact. Input - for pulsing of shop unit sounders

(alert condition). NOTE - this input must not operate fire relay (item no.1) and must not latch.

Input - for overriding of pulsed shop unit sounders to operate in continuous mode (evacuation condition). NOTE - this input must not operate fire relay (item no.1) and must not latch.

Shop unit music systems must be able to shut down on alert condition.

FOOD RELATED UNITS – Tenant’s must install automatic detection and a fire suppression system within cooking extract ductwork and ranges.

3.14 AIR CONDITIONING / HEATING PLANT The internal malls of the centre will be served by a comfort heating and cooing system which comprises of unitary package

Should the Tenant wish to install a ceiling (partial feature ceilings are encouraged. Lay in grid, mineral fibre tile systems will


plant, positioned on the top of the retail unit roofs, arranged to discharge conditioned air into the malls.

The demise is provided with a heat pump unit connected to the central landlord’s plant and external atmosphere by a system of pipe work and duct work respectively. The heat pump is suspended from the underside of the fire rated soffit and contained within the depth of the tenant ceiling service zone. A system of air distribution ductwork and supply air grille diffusers are connected to the heat pump unit and installed by the Landlord (except to the food court units). The supply air grille diffusers are fixed to the main spine ducts via flexible ductwork connections and are supported from the underside of the fire rated soffit.

To certain smaller units ‘cassette’ type systems will be provided.

The air conditioning/ heating system is balanced and commissioned by the Landlord prior to Tenant occupation, and no alterations are permitted to these balanced systems unless agreed in advance by the Landlord.

not be accepted to the sales floor), it is the responsibility of the Tenant to alter the ductwork and provide supply air extract grilles. All proposals to be approved by the Landlord.

IMPORTANT NOTE- Clear access must be maintained to any access panels and filter positions within the plant for future maintenance purposes. The positioning of internal walls, cable trays, ceilings, etc, must therefore be considered.

The tenant will be required to have a maintenance contract in place for all building services and fire alarm installations prior to opening for trade. Refer to the Planned Preventative Maintenance Document

3.15 CEILING AND LIGHTING The zone between the Tenant ceiling (if installed by Tenant) and the underside of the roof is the Tenant ceiling service zone and is available for the location of services relevant to the retail unit. Landlord services (i.e. a/c plant) which form part of the base scheme infrastructure works may be contained within this ceiling zone and shall not be altered without the prior approval of the Landlord.

The supply and installation of all ceilings (where required, and approved by the landlord representative) and lighting is the responsibility of the Tenant. Fittings installed within the Landlord control zone must be in accordance with the guidelines outlined in Section 3.5

Note - ceiling voids greater than 800mm will require sprinkling both above and below.

The fixing of Tenant services within this service zone shall be achieved in an approved manner. All fixing methods shall be approved by the Landlord and indicated on design submissions prepared by the Tenant.


The lighting level installation throughout the sales floor area shall provide lighting levels of 750 lux and shall include a careful balance of ambient lighting and display spotlighting. Fluorescent light fittings will not be allowed. Lighting levels of 1000 lux should be obtained in the shop front windows.

ALL High Intensity Discharge (HID) light fittings shall as a minimum be fitted with timed igniters.

Flash lights/strobe lighting will not be allowed.

IMPORTANT NOTE: Any storage/racking systems to the rear of the unit must be kept a minimum of 1 metre below any landlord installed services.

3.16 REAR DOORS Rear doors will be provided with a means of escape ironmongery, as agreed with the local authority.

Any additional ironmongery installed to fire exit doors must comply with local Authority requirements and be approved by the landlord representative.

3.17 EXTERNAL SECURITY ALARMS The installation of security alarm systems is at the discretion of the Tenant. Alarm boxes are to be located in agreed positions on the rear wall of the unit by the landlord representative. No alarm boxes will be permitted at the front of the store.

3.18 FOOD COURT UNIT EXTRACT SYSTEMS Food court units only are provided with an extract connection point (approximate size being 500mm sq.).

Tenant to provide fan and any internal extract hoods/ cowls etc, which must be designed to sit WITHIN the Tenant demise. All kitchen extract ductwork shall be designed in accordance with DW171 as issued by the HVCA.

3.19 FOODCOURT DRAINAGE INSTALLATIONS

All food/ catering Tenant’s must design (and install) floor standing grease converters into their drainage installations. Each Tenant is fully responsible for the ongoing maintenance of the grease converters. It is a requirement of the Local Authority Environmental Health Department that grease converters are installed and


each Tenant must gain approvals from the authority for their installation.

3.20 DISABILITY DISCRIMINATION REGULATIONS 2001

Under the above regulations the Landlord is responsible for those services that they provide i.e. car parks, toilets, the information desk and food court.

The tenant is responsible for compliancy with the DDA Regulations within their demise; this includes access and egress, fixtures, fittings, cash desk, fitting rooms and any other physical element.

3.21 GRADE II LISTED RESTRICTIONS Certain retained features of architectural interest are located around the centre. These may fall within the planning restrictions afforded under the listed status of the building and may not be touched without written permission from Landlord/ Centre Management and Planning authorities.

Where columns are found within units these must be either clad or painted with approved intumescent paint to give full one hour fire protection to Local authority approval. Drill/ fixing into columns is not permitted.

Where existing windows are situated within a unit demise they will usually be fixed shut. Permission must be sought from the Landlord representative and Planning Authority for any alterations or proposals which relate to existing windows.

The existing masonry and soffit may be exposed in certain units. Fixing details are particularly stringent and under no circumstances may the existing structure be fixed to without prior consultation with the Planning authority and Landlord representative.

The location of any additional plant, such as condenser units for refrigeration equipment, outside the retail shell is at the Landlords discretion and subject to Landlord/ Centre management and Local authority approvals. Water supplies to retail units must not be used for dissipating heat from refrigeration equipment.

Raised storage platforms are not normally allowed within retail units. Certain units may be capable of accommodating mezzanines in restricted locations, and these will be indicated on the drawings issued by the Landlord. An indicative drawing of a typical raised storage platform, which outlines special technical constraints, is available on request from the Landlord, but Tenant’s


must obtain all necessary approvals from the local authority and Landlord for such proposals.

3.22 ENVIRONMENTAL CONSIDERATIONS

Energy efficient and environmentally friendly systems should be included in the store design. These systems may include the following:

- Fitting push or infrared taps- Installing water dams to toilet

flushing systems - Installation of a cistern volume

adjuster - Putting HVAC systems on time

switches and on one controller - Lighting to be set on timers - Lighting sensors to be installed in

rooms that are not permanently occupied i.e. stockrooms, offices, staff rooms and toilets.

The tenant shall be responsible for compliance with the Environmental Protection Act 1990 and will be responsible for the removal of waste, including production of a waste management plan for construction, demolition and shop fit works

3.23 GENERALThe tenant shall provide ambient music within their unit. The cash desk shall be DDA compliant and shall be designed to visibly conceal the cash register, computer screens, phones, wrapping paper, shopping bags etc.

4.0 IMPLEMENTATION

4.1 General A schedule of conditions for the unit, including shop front and immediate area is to be agreed between the Landlord and the Tenant before the keys will be released and works may commence.

The Tenant shall notify the Landlord in writing of his intention to commence fitting out TEN working days prior to starting work and shall provide the Landlord with the name of his principal contractor. The Tenant shall obtain Landlord approval of contractors engaged in the installation of fire alarms. Refer to Section 3 for specific requirements relating to the fire detection and alarm system.

4.2 Tenant responsibilities for the Works


The Tenant and his contractor must comply with these guidelines during shop-fitting operations. All works and working methods must comply with all relevant statutes and statutory regulations. The Tenant shall be responsible for any contractors or persons carrying our work on his behalf. He shall keep the Landlord informed of any operations, which could jeopardise the security or safety of the centre and its occupants, or disrupt the smooth running of the centre.

Tenant contractors must take reasonable steps to protect all Landlord finishes for the duration of the works. The Tenant shall indemnify the Landlord for any damage done to the areas outside his unit by himself, his contractors or others carrying out work on his behalf. In such situations, the Landlord will at his sole discretion decide whether he will carry out repairs and pass the cost on to the Tenant, or whether the Tenant will carry out the work to the Landlord standards.

4.3 Information required prior to commencement of worksFive working days prior to the commencement of the Tenant works the Tenant shall provide to the Landlord representative:- A programme and method statement for the fit out works, which must have been agreed

with the Landlord Representative. Two sets of contract or working drawings unless they are no different from previously

submitted drawings. Confirmation that approvals have been obtained from all services and statutory

authorities. Agreement to the rules for shop-fitting as set out in this Section 4. Implementation. Confirmation of insurance arrangements (see Clause 4.4). A list of the names and telephone numbers (including emergency out of hours) of

principal contacts including tenant representative, principal contractor, mechanical and electrical contractors.

Confirmation of the Tenant appointment of a competent and adequately resourced Planning Supervisor - name, address and date of appointment.

CDM/ Health and Safety statement (see Section 8)

4.4 Insurance Prior to commencement of operations the Tenant shall ensure that his shop-fitting contractor provide the Landlord representative with a copy policy including the following details relative to his Public Liability Insurance: Insurer, policy number, renewal date, limit of indemnity (to be not less than £5m any one occurrence).

4.5 Access Access to the site will only be granted to authorised personnel. General procedures must be agreed between the Landlord and Tenant representatives before access to the site will be granted.

During the progress of the works, the Landlord or other agents shall be allowed access to the unit to view the state and progress of the Tenant works and for all other necessary purposes (i.e. to carry out outstanding snagging works). If the Landlord as a result of any inspection, wishes to make any representations and/or requests concerning the Tenant works these will (except in the case of emergency) be communicated in writing to the Tenant Project Manager who must agree a satisfactory course of action with the Landlord. In respect of every visit to the Premises by the Landlord, his representatives and agents:-


They shall be at liberty to visit the premises at any time but on any visit shall report their presence in the premises to the Tenant nominee immediately.

They shall comply with all relevant safety requirements imposed by the Tenant contractor.

They will not interfere with or interrupt the progress of the Tenant works nor give or attempt to give instructions to the Tenant contractor (unless any of those works affect the Landlord’s structure or Landlord installations or are Health and Safety related that are not compliant with the fire and life strategy for the centre)

Restrictions on parking and loading will be enforced as necessary by Centre Management to ensure efficient operation of the centre and to maintain Fire brigade access at all times in compliance with planning and highways restrictions on the development.

Access routes to the unit for shop-fitting purposes, unloading and parking of vehicles, etc will be agreed with Centre Management. Deliveries must be notified in advance and all contractors’ access will be via centre security. Access and deliveries are to be via the rear access door and under no circumstances may the front entrance be utilised without prior consent or arrangement with the Landlord.

4.6 Working area All building operations and storage of equipment, materials and refuse must be confined to the leased area, unless the Landlord has given prior written consent which re-defines the zone of operations.

4.7 Welfare Toilet blocks located within the centre may be used for sanitary purposes only.

4.8 SecurityTenant contractors and suppliers to the works will be expected to wear security identification tags at all times whilst in the centre. Tenant contractors and visitors will be required to sign in with centre management at the start and end of each work session. The Landlord will not accept any responsibility for security of Tenant premises or for holding or security of stock.

4.9 Noise, smell, dust and other nuisanceTenant contractors must ensure that noise, smell, dust and other nuisance is kept to minimum. When the centre is trading works of this nature will not be permitted during trading hours.

4.10 Working hours Tenant contractors intending to work outside normal hours must gain approval from the Landlord at least 24 hours in advance. This is to ensure adequate access and security arrangements can be made and to ensure that planning consent conditions are met at all times.

4.11 Removal of waste Removal of shop fitting waste is the responsibility of each Tenant. If skips are proposed then the Tenant must agree a location with centre management.


Removal of Tenant shop fitting / construction refuse is not permitted via the compactors, which are solely for removal of Tenant merchandise refuse. A Waste Management Plan will need to be provided to the landlord representative. No special waste can be disposed of by the centre and al refrigeration must be taken away from site for disposal at a recognised recycling / gas recovery centre.

4.12 Smoking The centre is designated non smoking and smoking is only permitted in the designated smoking areas in the services areas.

4.13 Fire protection during the works As fire protection systems will not normally be in place within retail units during fitting out works provision of hand held extinguishers and blankets must be made by the Tenant contractor. ‘Hot Work’ will not be allowed without prior consent of the Landlord, which will be subject to the submission and approval of a detailed method statement. RRFSO 2005 risk assessments must be in place and included in the safety pack presented before any works are undertaken. Tenant contractors are expected to be familiar with escape routes, location of fire call points, extinguishers etc.

4.14 KeysThe keys to each unit front and rear doors will be different. The keys will be signed over to the Tenant or his representative at handover.

4.15 Temporary SuppliesTemporary builder’s supplies will be the responsibility of the Tenant contractor, connections being made to the Tenant supplies in accordance with statutory authority guidelines and codes.

4.16 Completion and Opening for tradeFollowing completion of the fit-out the Tenant must provide the Landlord with a copy of their contractors list of outstanding works/ minor defects. The Landlord may wish to add to this list and will agree completion dates for all items.

Before opening for trade the following signed completion and test certificates must be provided: Building Control authority occupation and approval certificate. Electrical inspection and test completion certificate by NICEIC approved or ECA

approved Contractor. Fire alarm system test certificate and interface certificate. Emergency lighting test certificate Sprinkler Zone Check Certificate RRFSO 2006 Fire Risk Assessments Sprinkler testing and commissioning certificates Tenants will give 48 hours notice in writing to the Landlord/ Centre management of intent to open for business.

4.17 Health and Safety


All construction works are to be carried out in compliance with the relevant statutory provisions including but not limited to:

Health and Safety at Work etc Act 1974 Management of Health and Safety at Work Regulations 1999 Construction (Design and Management) Regulations 2007 Control of Pollution Act 1974 Control of Substances Hazardous to Health Regulations 2002 Electricity at Work Regulations 1989 Control of Noise at Work Regulations 2005 BS 5288 1976 Sealed Radioactive Sources Provision and use of Work Equipment Regulations 1998 Manual Handling Regulations 1992

Personal Protective Equipment at Work Regulations 1992 The Construction (various) regulations 1961 and 1966 The Construction (head protection) regulations 1989 First Aid at Work Regulations 1981 Working at Height Regulations 2005 Environmental Protection Act 1990. Parts 1, 2 & 3 Regulatory Reform Fire Safety Order 2005

Safety helmets must be worn at all times, except only in areas designated as 'non hard hat' by display of the appropriate signage, together with all other personal protective equipment (PPE). The Tenant principal contractor shall ensure that all necessary provisions are made for First aid in accordance with the Health and Safety (First aid) regulations 1981. The Tenant principal contractor shall establish and implement an Emergency plan, in conjunction and agreement with Centre Management.

All incidents involving damage to property, personal injury or dangerous occurrence must be reported to the Landlord representative / Centre Management, with confirmation in writing within seven days of such notification. Where appropriate the Tenant principal contractor is to advise the Health and Safety Executive in accordance with the requirements of the reporting of injuries, diseases and dangerous occurrences regulations 1995, RIDDOR. Near miss incidents must be reported to the landlord representative within 24hrs of the incident occurring.

All work on services must be carried out under a permit to work system, and under no circumstances is work to be carried out on live electrical or other Landlord services. All works are to be contained within the confines of the unit demise and unauthorised work outside the unit is strictly prohibited.

5.0 CONTACTS LIST

Landlord RepresentativeLaura Penfold, Facilities Manager Tel: 01793 507600, Fax: 01793 507602Tina Cumpstey, Centre Manager


Landlord’s Appointed Store Design Approval Architect Rawls and Co, The Studio, 41 High Street, London, SW13 9LNTel: 0208 487 5678, Fax: 0208 878 4603

Services ConsultantScott Wilson, Shand House, 14-20 Shand St, London, SE1 2ESContact: Paul Stannard, Tel: 0207 939 7800, Fax: 0207 939 7801

Landlord InsurerAon Ltd, 8 Devonshire Square, London, EC2M 4PLContact: Chris Brown Tel: 0207 086 8546 Fax: 0207 086 8560

Planning Authority / Building ControlSwindon Borough Council, Planning Department, Premier House, Station Road, Swindon, SN1 1TZ Conservation and Planning Officer, Tel: 01793 463000Building Control Officer: Jim Bishop, Tel: 01793 466138

Landlord Nominated Signage ContractorSigns by MorrellTarran Way South, Tarran Industrial Estate, Moreton, Wirral, Merseyside, L46 4TDContact: Paul Cooper, Tel: 0151 678 8989, [email protected]

Tara Signs LimitedSt. Peters Place, Western Road, Lancing, West Sussex BN15 8SB Contact: Justin Finch 01903 750710 or [email protected]

Ace Signs Group1 Bentalls Basildon, Essex, SS14 3BS. Tel: 01268 706800Contact: Steve Kew. [email protected]

Fire OfficerWiltshire Fire Brigade, Area 1 Fire Safety, Swindon Fire Station, Drove Road, Swindon, Wilts, SN1 3ADContact: Station Officer. Tel: 01793 401240, Fax: 01793 401233

Recommended Designers/Shop fitting Contractors Global Retail Interiors, contact Nick Porter on 0151 632 2300Envo Shopfit Solutions, contact Kevin Envis on 0151 427 8088Solo Project and Design Management, contact Nick Feltham on 01268 566018

Suggested Sprinkler ContractorsAutomatic Fire Control (Swindon) Tel: 01793 496624Grinnell Firekill (Hemel Hempstead) Tel: 01442 232344Taylor Robinson (Barnsley) Tel: 01226 386911Argus Fire Protection Ltd (W.Midlands) Tel: 01384 376256RMD (Maidstone ) Tel: 01622 682522Hall & Kay (Birmingham) Tel: 0121 421 3311Fire Defender Ltd (Oldham) Tel: 0161 678 0125Firewatch Ltd (County Durham) Tel: 0191 492 0416


mailto:[email protected]



Fire alarm Contractor (for supply of components and final interface)MAT Fire Systems Tel: 01275 475389

For ongoing maintenance GS Hall 0161 839 9576

6.0 SIGNAGE GUIDELINESThere are specific criteria governing size, position, material and type of signs permitted to satisfy the Landlord controls. The tenant must design all signage and graphics in strict accordance with these guidelines.

To ensure uniformity these signs must be obtained from the Landlord nominated signage contractor

All signage design proposals should be directed to the Landlord representative. All signage layout proposals must be approved by the Landlord before proceeding with manufacture.

7.0 CDM / HEALTH & SAFETYIt is the responsibility of the tenant to ensure that all projects are managed safely and in line with current health and safety legislation

The tenant must ensure their own competence to manage the project and that of appointees prior to commencement of works. The tenant must consult and liaise with the landlord through out the project.

Please refer to the current CDM Regulations for further guidance


Documents

Foodcourt