2. This Tenant Fit-Out Guide should be read in conjunction with the Agreement for Lease, Lease, Developer’s Specification and General Arrangement Drawings. For the avoidance of doubt, this Tenant Fit-Out Guide, is in addition to and not in substitution of the Tenant’s obligations within the Agreement for Lease and Lease.

The Tenant shall issue a copy of this Tenant Fit-Out Guide to their Fit-Out Contractor, who will fully comply with its requirements. 

3. Definitions:

• ‘Cert Property Limited’  - CERT Property Ltdor any of its subsidiaries

• ‘Premises’ - Any site or premises owned, occupied or managed by Cert Property Ltd

• ‘Public Realm’ - The areas surrounding the premises

• 'Cert Property Ltd’ - The appointed Building Management team, or an approved representative appointed by Cert Property Ltd.

• ‘CERT Management’ - CERT on-site Property Team or an approved representative appointed by Cert Property Limited.

• ‘Contractor’ -  Any person, firm or company, or any employee, agent and/or sub-contractor of or for such person firm or company, who or which enters into or upon CERT premises’, for the purpose of performing any work or services for any Occupier.

CERT Property Ltd is the designated managing agent for each site listed above.

4. Purpose and Basic Requirements

Certain alterations may require the consent of the Landlord under the terms of the Lease. 

The purpose of this document is as follows:

• To provide fit-out procedures and guidance notes that the Occupier shall adopt in undertaking fit-out works

• Occupiers will enable the Landlord to attend to applications for approval of fitting out works with a minimum of delay

• To benefit existing Occupiers by minimising disruption

5. No work is to be carried out until an Occupier and his Contractor have been granted an Access / General Works Permit. The granting of an Access / General Works Permit does not constitute a formal licence to fit-out. The Access / General Works Permit may be issued prior to the licence for alteration, and if, so, all works undertaken will be at the risk of the Occupier. The Access & General works permit is designed to capture all H&S information including RAMS & insurance documentation. 

6. The information provided does not imply that the Landlord will give consent for all or any works requested by the Occupier and certain work may also require Superior Landlord’s consent

7. This document is divided into 6 main sections:

• • • Information to be provided for consideration for approval 

    • Permit procedures

    • Base building modifications

    • Implementation of fitting out

    • Commissioning

    • Information to be provided upon completion

2.0 Fit-Out Works Approval Procedure

Tenants should be aware that undertaking works without formal approval may invalidate contractual guarantees. It is therefore imperative that approval for any proposed works is obtained prior to works commencement.

All alterations, however small, should initially be notified to CERT Property Limited, who will establish whether formal consents are required and ensure that all necessary information flows speedily between the Landlord, Tenant, and professional advisors.

Existing plans to assist Tenants to prepare proposals can be provided on request in pdf format. In due course detailed plans will need to be provided by the Tenant together with a specification and method statement for the execution of the works. 

3.0 Drawing Regime

All requests for drawings are to be made to CERT Property Limited, who will assist in the selection of the appropriate drawings. 

4.0 Information Required for Landlord Approval

1. In addition to the Landlord’s approval to fit out works set out below, the Tenant must obtain all necessary and appropriate Statutory and Local Authority Consents before commencing any work. This will include Building Control certification obtained from Liverpool City Council or an approved inspector and any approvals required from Manchester City Council Environmental Health Department.

2. The Occupier shall submit a full fit-out design for Landlord’s consent. In normal circumstances, the submission should be provided one month prior to the intended date for commencement of works.

3. In the event that Superior Landlord’s consent is required, CERT Property Limited will advise the Occupier if further information is required and will, upon its receipt, forward the submission to the Superior Landlord.  It should be noted that under no circumstances will the Landlord be held responsible to the Occupier for procuring this consent but will act reasonably at all times in doing so.

The Approval Procedure will comprise of a series of stages;

1. The Tenant should submit copies of its outline fit out proposals to CERT Property Limited. The outline proposals should be in sufficient detail and include floor plans, details of any structural or equipment alterations, and brief details of the proposed mechanical electrical or plumbing installations to enable the Landlord to undertake a realistic assessment of the proposals. If the outline proposals are deemed acceptable to the Landlord, written outline approval will be provided. For the avoidance of doubt, no works should commence on the basis of this outline approval.

2. The Tenant will be required to prepare a detailed submission for its fit out works, which should include;

• Fully coordinated scale plans (1:50 scale) of all internal layouts showing all down takings and building services proposed to be removed.

• Fully coordinated scale plans (1:50 scale) of all levels/internal layouts showing all services in detail and all materials intended for installation.

• Details of quality, surface finish and colours of all materials are to be indicated on the drawings or described in a separate specification. Colours are to be specified by British Standards notation and samples of materials are to be submitted.  

• Full structural drawings of any plant decks to be installed in the building. Please note the current plant deck is located on the roof. The Landlord has already installed a full heating & cooling system.

• Details of all junctions to the Landlords finishes

• Details of all graphics and their illumination, if applicable

• Details of timescale for installation

• Details of all Contractors and key Subcontractors (mechanical, electrical, BMS, fire alarm, sprinkler etc) proposed to undertake the works 

• Details of all plant, machinery, storage areas and the like, likely to cause concentrated loading, noise vibration, odour, together with proposals for containing these effects.

• Colour and trade references for all proposed materials. Where unusual materials are proposed, samples should be submitted.

• Site setup arrangements, loading / unloading, waste removal and transit routes, and accompanying method statements, where appropriate.

• A statement covering the installed plant and how it impacts on the Management System.

• A statement identifying any implications on the maintenance of the Landlord’s plant and equipment, and how the Occupier plans to maintain access for any works as required.

• A programme of works detailing the complete project including the dates of submission of documentation particularly the final O&M Record Documentation.

3. The Tenant shall provide dimensioned drawings and other information containing sufficient detail to identify proposals that: 

• Modify the building fabric

• Affects its load bearing capacity

• Alter the external appearance.

• Provide for connections to the base building Mechanical, Electrical and Public Health Services

4. The Tenant shall provide reflective ceiling plan of the proposal including any fixtures and fittings within 500mm of the concrete soffit where applicable. These drawings shall identify proposed MEP systems or alterations appertaining to internal:

• Lighting Layout

• Small Power Electrical Loads 

• All modifications with additions to the installed systems

• Any provision for tea making facilities and dining facilities

• Any other amenity in the kitchens

• All installations, modifications and additions to heating, ventilation, air conditioning, fire protection systems and fire detection and alarm systems

• Floor loading and associated calculations where applicable

Quality, surface finish and colours of all materials are to be indicated on the drawings or described in a separate specification. Colours are to be specified by British Standards notation and samples of materials are to be submitted.  

5. The Tenant shall provide Health and Safety information including:

• Risk Assessments

• Method Statements

• Insurance

• Programme of Works

• Appropriate Health and Safety documentation under CDM Regulations

5.0 Details of the Proposed Contractor

1. Details of the Tenant’s proposed mechanical, electrical, BMS, fire alarm and sprinkler contractors, for the consideration and approval of the Landlord.

2. The Occupier should employ the services of the Independent Commissioning Manager (see section 9) to assist and provide advice on the means of re-commissioning.

3. A statement covering the installed plant and how it impacts on the Management System.

4. A statement identifying any implications on the maintenance of the Landlord’s plant and equipment, and how the Occupier plans to maintain access for any works as required.

5. A programme of works detailing the complete project including the dates of submission of documentation particularly the final O&M Record Documentation.

6. It is anticipated that the fit-out design may comprise of a number of submissions, which may be broadly grouped in the following stages:

• scope of works/scheme design

• general arrangement plans

• details design, working drawings and specifications

All information is to be submitted for approval & to be sent to CERT Property Limited at the address as shown in Section 1.0 This information also needs to be emailed to the Asset Manager of the site.

6.0 Landlord’s Items for Consideration

In approving the fit-out proposals, the landlord will consider the following;

• The design must be aesthetically attractive and fit for purpose.

• The design must not affect the main structure of the building.

• The design must not have any detrimental effect on the longevity of the building structure, equipment and installation.

• The design must meet the approval of Statutory and Local Authorities, the Insurers, and must not affect other parts of the building outside of the Tenant’s demise.

7.0 Statutory and Local Authority Consent

1. Once written Landlord’s approval has been provided, the Tenant should make submissions for all necessary Statutory and Local Authority consents and connections.

2. Once the necessary consents are obtained these should be collated and submitted to the Landlord. The Landlord will then provide consent for the fit out works to commence and make arrangements for inspection of the fit out works where appropriate.

8.0 Post Approval Permissions

The Tenant, following the Landlord’s Approvals Procedure, will be permitted to carry out the following alterations;

1. An access and fire escape route will be maintained at all times.

2. The Tenant is responsible for ensuring that its demised area complies with Building Regulations at all.

3. The Tenant is responsible for all alterations carried out to the Landlord’s lighting, emergency lighting, smoke detection, Fire Escape signage and Health & Safety signage.

4. The Tenant is responsible for the temporary and permanent installation of firefighting equipment within its demise, to comply with the Fire Risk Assessment.

5. Good quality, durable materials must be used to compliment the standard of design and installation set within the building and must be adequate to meet all current fire safety legislation.

6. Tenant’s fit out proposals should clearly identify any alterations intended to the existing floor, wall and ceiling finishes.

7. No deleterious materials, as described in the Agreement for Lease, should be used in the fit out works.

8. No alterations which would generate additional noise and / or vibration are permitted without prior Landlord consent. Adequate acoustic insulation and protection must be approved where any equipment is to be installed which is likely to cause noise, vibration or odours. The tenant will be responsible for having an acoustic survey undertaken and ensuring works are completed inline with the survey where applicable to ensure adequate sound insulation between their demise & other Units.  The Tenant will be responsible for ensuring that any noise generated by its fit out works remains compliant within the Agreement for Lease and the planning consent for the building.

9. If the Tenant’s fit out proposals involve the further sub-division of any space, the Tenant will ensure that additional fire alarm detection equipment, compatible with the existing fire alarm system, is installed to meet all current fire safety legislation. The Landlord would prefer the tenant to utilise it’s maintenance contractor for the building and contact details can be provided upon request. 

10. The Tenant is responsible to ensure that the fire alarm is audible in all parts of its demise, and that any links to relay or repeater panels to other parts of the estate are maintained at all times.

11. Any blinds, curtains, drapes, films etc. to be applied on or fixed behind perimeter external windows, doors or other glazing require Landlord’s approval and must be consistent with the appearance of the building. All fixing details are to be confirmed and approved by the Landlord prior to any works commencing. Details for approved blind specification can be obtained from the Asset Manager upon request.

12. Any and all fixings into the structure of the building require to be removed and made good upon termination of the Lease.

13. No alterations or fixing into the structure including columns, steelwork, concrete / other floors surfaces and ceilings, are permitted without prior Landlord consent.

14. No alterations which are visible from the exterior of the building, including (but not limited to) partitions, items across windows or glazed elements, items fixed behind windows or glazed elements, or lighting visible from the building exterior, are permitted without prior Landlord consent.

9.0 Permit Procedures

1. Objectives

Contractor’s access to the building will be subject to a “Permit to Work” system and the contractor may be required to use specific access points for its staff and the removal of waste. The “Permit to Work” system must be fully adhered to and will be strictly enforced throughout the fit-out period.

The system has the following objectives:

• To control Occupier access in areas outside the demise and ensure that the base building security provisions are not compromised.

• To control access in areas containing machinery or live equipment and to ensure that work is carried out in a safe and controlled manner.

• To ensure that the building insurance policy is not invalidated.

• To ensure good Health and Safety practice and co-ordination of other Occupier’s Contractors.

The permit system authorises (Upon agreement) access to areas outside the Occupier’s demise and to Landlord’s facilities provided to the Occupier’s Fit-out Team.  These areas include, but are not necessarily limited to: 

• Plant rooms

• Risers

• Ducts and shafts

• Lobbies

• Roof areas

• Common access corridors and escape routes

• Estate areas external to the building

• Loading bay 

If such work requires access to the Landlord Areas or connection to base build equipment, such work shall be carried out either by the Landlord’s nominated Contractor at the Occupier’s expense or, at the Landlord’s option, by the Occupier’s nominated Contractor (to be approved by the Landlord). The Landlord’s decision in such matters shall be final and binding.

2. Access Permits

The procedure for obtaining an Access Permit is as follows:

• Engage with Asset Manager for Elevator Recording Studios, detailed in section 1.1 who will advise on the process for the issuing of a permit and  will advise of  the correct contact for your works.

• E-mail the details of your company to the Asset Manager of Elevator Recording Studios, including full address, postcode and contact details, with outline details of the works you wish to carry out and whether they will fall under CDM Regulations for the size of the project.

• Await e-mail response from the Asset Manager before raising permits.

• You will be provided details of the relevant Permit to Work / Permit to Access and an appropriate form / Link to online portal.

• Complete the form and upload relevant risk assessments, method statements & Insurance back to your nominated contact.

• Permit to work will be issued to you via e-mail.

• The Occupiers Contractor shall complete Section A in Full. (See Appendix A for an example document, please note, these are subject to change).

• The completed form should then be submitted with the relevant / necessary Method Statement for authorisation at least 36 hours before access is required.

• Permits shall be returned as soon as the agreed access period has expired or if access is no longer required. If a permit is returned but an extension is required this must be discussed & agreed with the Asset Manager. 

Restricted areas will be patrolled by security staff and the mobilisation project team from CERT Property Limited to ensure only those personnel listed on the permits are working within the permitted area.

3. General Works Permit

A General Works Permit shall be issued when Occupiers fit-out works require:

• Modifications to the base building fabric

• Alterations to the external appearance of the building

• Connection to the base building MEP services installation, security or fire protection systems

The procedure for obtaining a General Works Permit is described above.

Applications shall be submitted to CERT Property Limited (or their nominated support team as advised by the Asset Manager) within a reasonable period before the proposed fit-out works are planned to commence. This should generally be not less than 5 working days.

In the following circumstances an Access Permit will be required in addition to a General Works Permit:

• Where the proposed Occupier’s fit-out works are required to be undertaken outside the demise

• Where the proposed Occupier’s fit-out works require access to operating plant/equipment rooms or connection to electrical power supply

• In these circumstances the Asset Manager will arrange for the Occupier’s fit-out personnel to be escorted and attended as necessary whilst any works are carried out at the Occupiers cost.

4. Hot Works Permits

In the event that any Hot Works are to be executed, whether within the Tenant's demise or elsewhere on the Landlords Estate, a Hot Works Permit must be obtained from the Asset Manager prior to any works being undertaken.

This permit is to be issued whenever cutting, welding, soldering, brazing, is to take place as well as during the use of any equipment which can produce heat or naked flames.

The following must be noted:

• An approved Method Statement must be submitted. Contractor’s access to the Tenant’s premises will usually be via service entrances to the Tenant’s demised areas, unless an alternative route has been previously agreed between the Tenant and the Asset Manager.

5. Electrical Permits

The Electrical Works Permit must be issued whenever works are to be carried out on electrical equipment.  The permit is to be issued for specific tasks only: it is not a general permit.

The following must be noted:

• An approved Method Statement must always be submitted

• The contractor must return the permit, duly signed, at the end of each working day, stating that the works have or have not been completed. The purpose of this restrictive regime is to confirm the safe status of the equipment if the works take longer than a day

6. Access Routes

The Tenant is responsible to ensure that its demise and access routes are kept clean and tidy at all times. 

The Tenant is to ensure that all Contractors and Personnel attending its demise and using permitted access routes (to be agreed at pre-start meeting with CERT Property Limited) in conjunction with the fit out works wear company branded attire and identification badges.

7. Access to Confined Spaces Permits

An Access to Confined Spaces Permit is to be issued when contractors need to work in an area defined as a confined space. The definition of a confined space is complex, but CERT Property Management’s ruling will be final.

The following must be noted:

• An approved Method Statement must always be submitted

• An Access to Confined Spaces Permit must be accompanied by a General Work Permit to which the works relate. The number of the General Works Permit must be noted on the Access to Confined Spaces Permit.

8. Access to Roof Permits

This permit is issued whenever access (for works or inspection) is required to the roof.

The following must be noted:

• An approved Method Statement must be submitted.

9. Additional Factors Relating to Approval

CERT Property Limited or the Landlord may, at their discretion, call for such amended or additional drawings and information from the Occupier as it considers necessary.

The Occupier must, prior to commencement of any works, apply for and obtain approval in respect to current Building Regulations, Fire Regulations, Health & Safety Regulations, CDM Regulations and any other relevant legislation and also pay all associated relevant fees. Two copies of all applications to and approvals from any statutory authority together with drawings referred to therein must be lodged with CERT Property Limited Management team. 

The approvals of the Landlord and those of any statutory authority are entirely independent. The approval of any such party should not be taken as an indication that the approval of any other party will be forthcoming.

The Occupier, through the Landlord, must obtain the approval of any works that require Superior Landlord’s consent.

10.0 Base Building Modifications

1. Fire Suppression Systems

Sprinklers and Hose-Reels  *There are no sprinklers / Hose-Reels located in any of our premises. 

2. Mechanical Plant Installation

Prior to installation, the following details will be submitted to the Asset Manager:

• Dimensions and weight of the plant, together with the proposed method of support from the base building structure including loads, fixing details and anti-vibration mountings (where appropriate).

• Details of the connection to, or extension of, any Base Building services. Permission to connect to the base building mechanical supplies (including air supply, condenser water, low pressure hot water) may be granted once appropriate test certificates for the Occupier’s systems are received. It may be required that the connections between the Landlord and Occupier systems be made by the Landlord contractor, to maintain the integrity of the overall building system and any associated warranties from construction. 

• Operating details of the plant, equipment and system together with an assessment of any effect that these may have on the base building.

• Final connection to base build systems will be made upon receipt of an application for a permit to work by the Occupier.  

• Work undertaken in a base build area will require a General Works Permit & any other appropriate Permits to Work as advised by the Asset Manager.

3. Plumbing and Drainage

• Domestic Cold Water 

Connection of Occupier’s services to the base build domestic cold water supply, including temporary connection, shall be under a Permit to Work.  Prior to the issue of a Permit to Work the Occupier shall provide test certificates for the chemical cleaning, flushing and chlorination of the fit-out installation.

Please note the connection into the Landlords water pipework on the office floor plates must be connected between the solenoid valve & the water sub meter. Drawings can be requested from the Asset Manager showing the pipework configuration. 

• Foul Waste and Vent

The Occupier shall provide details of the fit-out waste and vent system, including compliance with Elevator Recording Studios Property Management appropriate legislation and requirements of enforcing authorities prior to connection. Final connections to the Landlord’s services shall be made under a Permit to Work.

11.0 Electrical

1. Power Supply

The contractor must supply the IEE / NICEIC / EICR completion or partial completion certificate. 

• Work prior to the connection to the base building electrical supply, either at the main switch plant or the bus bars within the on-floor electrical cupboards, and power distribution to the Occupier’s plant and equipment shall be undertaken under a Permit to Work.  Prior to issue of a permit the Occupier shall provide:

• Details of the method of connection

• A breakdown of the electrical loads required by the Occupier’s plant and equipment

• Details of the Occupier’s electrical metres (This must be the same specification as the Landlord installed metres) Specification can be provided upon request from the Asset Manager.

2. Fire Alarm Systems

• Modification of any interface to the base building fire alarm shall be under a Permit to Work. Prior to issue the Occupier shall provide details of the fit-out fire alarm system to demonstrate compatibility with the base building fire alarm system. It is preferred that the Occupier utilises the Landlords fire alarm contractor to avoid delays and ensure compliance and maintain warranties.

• Prior to the final interface to the Base System the Occupier shall provide test reports demonstrating that the fit-out system is fully commissioned.

• The attendance of the Occupier Fire Alarm Contractor would be required in conjunction with the Landlord’s Fire Alarm Contractor to ensure that the panels are interfaced correctly on both sides.

3. Lighting System 

• Upgrading of the system graphics must be included in all orders for any modification of the Lighting System.

12.0 Building Management System (BMS) 

Where applicable all works in connection with the BMS controls will be carried out using the Landlord’s nominated contractor.

Modification to the Base Build BMS and associated interfaces shall be undertaken under a permit to work.  Prior to its issue the Occupier shall provide details of all fit-out BMS interfaces and, where necessary, demonstrate compatibility with the Base Build BMS system.

Prior to the final connection interface to the Base Build system, the Occupier shall provide relevant documentation to demonstrate that the fit-out system is fully commissioned. CERT Property Limited (and their designated BMS sub-contractors) reserve the right to witness the final commissioning and reserve the right to levy a charge for this.

The exact arrangements for the connection of the controls in any fit-out must form part of the original Permit to Work documentation.

Updating of the BMS system graphics shall form part of the Occupier’s works. The graphics shall be amended to detail all modifications.

13.0 Occupier Billing

1. In order to allocate utility costs fairly and reasonably, sub-meters are installed throughout the building.  Regular metre readings will be used in order to provide the necessary information for direct recharge invoices to be produced.  The methodology used for the preparation of the invoices for the Occupiers is dealt with separately.  Existing metres in the building include but are not limited to:

• Electricity meters covering Landlords chilling plant and HVAC system

• Main building electricity at high/low voltage.

• Sub meters for all office demised space 

Elevator Recording Studios Property Management Occupier supplies should be comprehensively metered as set out in the following sections.

2. Requirements for Additional Metering / Information

At the time of application for licence to alter, a schematic diagram of all new Occupier supplies of electricity and chilled water must be set out and clearly marked with the proposed metering. The following must be noted:

• Any additional electricity meters installed must be of Class 1 accuracy, have a local display, have kWh pulse output and be of a type approved by the Landlords representatives

• All supplementary air conditioning plant should be provided with an electricity meter even if it is taken from the downstream side of an existing Occupier meter

• The performance characteristics of any Occupier plant and brief operational scheme must be supplied at the time of installation.  Particularly the coefficient of performance of any air conditioning plant.

Installation of metering should be arranged so that:

• Meters can be accessed and manually read easily, safely and without obstruction by CERT Property Limited building maintenance personnel.  If the meter is located in a locked cupboard, maintenance personnel should be provided the key for ongoing use.

• The meter can be tested for accuracy, safely and without obstruction at any later date.  (Meter specification to be requested from Asset Manager).  

• After installation, the Occupier contractor will be required to demonstrate correct operation of the meter with regard to accuracy and correct pulsing to the Landlord’s representative.

During the fit-out process, the Occupier should confirm to the Asset Manager the following dates appertaining to the demise:

• Date of liability for charges for the demised area

• Date of occupation

• Date of first use of the base building air conditioning supply

A cable, with push button or key lock switch must be installed by the Occupier to enable local control of out of hour’s usage (if required).  The cables should be connected through to the base building BMS as directed by CERT Property Limited Maintenance Co.

Upon vacating their demise, the Occupier must agree and confirm the date that the air conditioning supply has been shut off.

14.0 Meter Installation 

New supplies and meters are to be installed using the Landlords preferred supplier: The Asset Manager can be contacted for further details.  

Please note that most tenant demises are sub metered and additional meters shouldn't be required.

Meters are to be installed at such height and position to enable safe reading and future testing.  Installation should allow full access to the meter once installed for meter set-up and testing of connections.  Labels must also be provided with sufficient space allowed adjacent to meters to enable future RS485 add-ons to be installed without disconnection of the meter or disruption to supply. 

15.0 Telecommunications

Each site has individual arrangements for broadband connectivity.  Please speak to your Asset Manager for further information.

If any further upgrades are required this can be discussed with the provider and quotations supplied. If the occupier wishes to have cable runs installed for wired connections to their desks/ printers/ screens/ phones etc then this can be done at an additional cost from Telcom directly. 

16.0 Implementation of Fit-Out

1. Standard Working Arrangements

All fit out works must be carried out in accordance with the approved drawings, specifications and methodologies approved by the Landlord, who reserve the right of inspection by the Landlord, the Building  Management Team or its representatives to ensure that the fit out works are being carried out in accordance with the approval and to the highest standards.

All fit out works must be carried out in accordance with the approved drawings, specifications and methodologies approved by Statutory and Local Authorities, and their execution will comply in all respects with current legislation relating to Health and Safety at Work, and CDM Regulations.

The Tenant is required to inform the Landlord in writing fourteen days prior to the proposed commencement date of fit out works, and confirm a detailed programme for the works, and the completion date. 

The Tenant’s representative will be required to attend a meeting on site with the Landlord / Landlords representative seven days prior to the proposed fit out works commencement date to discuss all the details of the fit-out works, following overview confirmation of the works programme provided. 

NB. Where there are any noisy or intrusive works proposed as part of the fit-out, which will or are likely to, impact existing occupiers of the building, these should be particularly highlighted and confirmation of out of hours working to complete them should be provided as part of the programme, to prevent fit-out becoming a nuisance to other Tenant’s quiet enjoyment of their lease, or breaching their lease terms. Specific guidance on these restrictions, based on the occupancy of other Tenants in close proximity to the demise being fitted, can be sought by the Tenant’s Contractor from CERT Property Limited, prior to the programme of works being drafted and supplied for approval. 

2. Fit-Out Programme Risk Assessment and Method Statement

The Occupier shall submit the following:

• A risk assessment

• A method statement

• Insurance

• A programme outlining the duration and key dates for Landlord’s consent.

Should any of the above require variation during the course of the works reasonable notice shall be provided to CERT Property Ltd as the Managing Agent.

The Occupier shall provide the Asset Manager with the following:

• A register of names, addresses and contacts of the contractors, sub-contractors and other personnel involved including consultants

• Details of materials and supplies which are to be delivered and their likely dates and times (Note all deliveries are to be accepted by the Contractors directly and are not to be left with the FOH Team)

• Insurance details satisfying CERT Property Ltd requirements

• Schedule of condition

The following must also be noted:

• The Occupier shall be responsible for coordinating and arranging the order of work including activities of the Landlord’s Contractor(s), if appropriate.

• The Occupier shall carry out the work in conformity with good building practice and CERT Property Ltd indemnify the Landlord from any liability or injury or damage to people or property caused directly or indirectly by work carried out under his control.

• The Asset Manager should be invited to attend minuted fit-out meetings. 

17.0 Access

Access routes and points to be used by the Tenant and its contractors during the fit-out works must be agreed with the Landlord, and the Tenant will be responsible for adequately protecting these routes against any damage resulting from its fit out work, and the Tenant must make good any damage resulting from its fit out works in a timely manner and at its own expense.

1. Vehicular Access

• Vehicular Access shall be via an agreed location, there is no Loading Bay provision at Elevator Recording Studios and Elevator recording Studios Property Management access is via Council roads / paths around the perimeter of the building. 

• Access for deliveries requires pre-booking on the designated building system, to ensure availability and timed access for coordination with any other Occupier deliveries.

• The Occupier shall ensure that the vehicular access routes remain accessible to others during the fit-out works.

• No on-site parking facilities exist at the building, the closest parking amenities are located in front of the building and are Council controlled pay and display parking bays, there are various other car parks in close proximity just off Jamaica Street and Greenland Street

2. Personal Access

Personal Access to the building shall be via the routes prescribed by the Asset Manager. The designated routes are dependent on the Unit location within the building, ‘sign in’ points are to be confirmed during mobilisation pre-start meetings. Access can be arranged, out of office hours, for any works which are not deemed suitable ‘In Working Hours’ Use of lifts will be subject to suitable protection measures. The Asset Manager reserves the right to alter access arrangements during the duration of the fit-out.

Access via the main entrance lobby is not permitted to the Occupier’s Fit-out Team or Contractors, all access is to be agreed with the Asset Manager and shall be via a back of house entrance so as to not affect the customer journey for other Occupiers operating within the building.

Landlords services passing through the Tenant’s demise may not be tampered with in any way, and all fit out works must, where appropriate, include protection of the Landlords services and facilitate ready access to them. Likewise, Tenants are not permitted to alter any part of the existing floors, walls, or the underside of the above.

3. Hours of Work

The standard permitted hours for working are 8:00am to 5:00pm Monday to Friday, unless otherwise agreed or restricted either by the Landlord and / or by any Statutory or Local Authority. 

Delivery times and noisy works may be restricted entirely at the Landlords discretion in the interests of adjacent Tenants, to protect the local amenity and to observe lease obligations for Tenants already in situ. 

Alternative working methodologies (such as hand tools rather than heavy machinery) may be requested in order to allow certain works to take place during standard business hours. Alternatively, twilight or early shifts may be required to allow any noisy or intrusive works to take place outside the standard business operating times of adjacent Tenants. 

Any breaches of agreed noisy/intrusive works hours made by the Tenant or their appointed Contractor could result in immediate stoppage of works of that nature and impact on programme of works to accommodate this would be met by the Tenant and/or their appointed Contractor needing to undertake the works. 

4. Signage

External signage locations are to be agreed between the Landlord and Tenant. No additional external signage will be permitted without prior landlord consent, and subject to the Tenant obtaining all necessary Statutory and Local Authority Consents. 

The Building has a signage scheme which has been designed by the Landlords designer in keeping with the brand of the building. All Occupier Signage is to be within the demised area. The Landlord will install the company name within the wayfinding strategy for the building. Applications for the mounting of company logos can be submitted for approval by the entrance to Occupier demised spaces.

Signage shall not be permitted to be applied on or behind perimeter 

18.0 Materials

The Tenant will be responsible for ensuring that all materials used as part of its fit-out works are compatible with the existing building.

1. Delivery of materials

• Delivery of materials will be restricted to a prescribed time slot each working day. Deliveries outside this time would only be granted with prior approval of the Asset Manager. The Occupier should submit proposals to the Asset Manager for discussion and subsequent booking of delivery time slots as part of their fit-out programme.

• The Occupier shall arrange for deliveries to be unloaded immediately and transported directly to the demise.  Deliveries shall be sequenced via the dedicated booking system this is to avoid congestion around the building perimeter. Any late deliveries that do not fit within the allocated time-slot booked will be accommodated as far as reasonably possible, but where other deliveries are booked in via the system, those will take priority over late arrivals for fair application of the system. 

• Delivery of fit-out materials for use outside of the demise shall be stored within the demise.

• Flammable materials shall not be stored on site.  

• Where applicable any proposals to utilise or position cranes within / around the building in order to lift plant or equipment to roof level shall be discussed and agreed with CERT Property Limited Asset Manager. It may be appropriate to notify dates to other Occupiers in order that facilities can be shared or arranged under the same road closure arrangements.

• Under no circumstances may the Tenant permit its Contractor, or any companies engaged by the Tenant, to deposit, store or mix building materials or the like on roads, stairs or pedestrian walkways.

2. Disposal of Materials

• The Occupier shall submit proposals for the disposal of waste materials to the Asset Manager for consent.

• All works and all contractor’s plant, materials, equipment and waste shall be confined to the area of the Tenant’s demise. Should this stipulation not be adhered to, then the Landlord or its representatives reserve the right, at its sole discretion, to remove materials, equipment or works outside of the demise to be housed within the Tenant’s demised area, without any liability for damages or loss to the Landlord, and the Tenant shall reimburse the Landlord for the cost of such removal on demand.

• No Contractors waste is to be deposited in the Landlords bins or Tenant bin stores. All waste arising from Tenant fit out works is the Tenant and its Contractors responsibility to remove from site and dispose.

19.0 Vertical Transportation

Movement of fit-out personnel and materials between floors will be limited to the routes designated by CERT Property Limited management team and are to be included in the Access Permit.

Routes are to be agreed and discussed with the Asset Manager at the pre start fitout meeting. 

1. Staircases prescribed for fit-out access are for use by personnel only and not for delivery or disposal of materials or tools including hand tools.  Use of stairs for transporting oversize materials such as partition systems is to be arranged prior to use specifically with CERT Property Limited. The Occupiers shall be responsible for protection of staircases and any making goods required at the end of the fit-out.

2. Use of the lifts shall be shared with other Occupiers, fit-outs and the Building staff. If the use of lifts is required this must be notified to the Asset Manager as lift curtains will need to be installed to protect the surfaces. 

3. At the discretion of the Asset Manager, the lift may be operated by a driver during the fit-out, the full cost of which will be borne by the Occupiers (via service charge / directly invoiced). A coordination system will be run by the Building Management team to allocate the use of the lifts between the various users.

4. Please note the Asset Manager reserves the right to refuse the use of the lift for moving contractor materials between floors in order to protect the lifts, it may be determined that the stairs are the best transport route. 

20.0 Security

The Occupier shall be responsible for security of the demise during the fit-out works. Proposals for the security arrangements shall be submitted for the Landlord’s consent.  It is anticipated that this proposal will include but not be limited to, the following:

• Fit-out personnel identification pass system

• Fit-out personnel to be identifiable by company branded high-vis vests

• Fire safety patrols

The Tenant should ensure that a competent person is present on site in charge of the fit out works at all times and provide contact details to the Landlord. The Tenant should also ensure that any out of hours and holiday contact is agreed with the Landlord in good time prior to arrangements taking effect.

Additional security measures will be necessary when undertaking work outside the demise or undertaking work that may compromise the security of the base building. The Landlord’s security measures will include the following facilities and will be at the tenants cost:

• Additional Front of House to ensure security and supervise delivery and disposal of fit-out materials

• Fire watch patrols in the common areas if deemed necessary

21.0 Temporary Service Supplies

The Occupier shall be responsible for providing all temporary services during the fit-out works. All materials, water and other liquids used in conjunction with the fit-out works must be adequately controlled. The Tenant will be responsible for any damage within or outside its demise resulting from inadequate control measures.

Temporary supplies may be taken from the base building capped provisions at the demise subject to the following:

22.0 Temporary Power

Connection of the Occupier’s fit-out site electrical distribution system to the Landlord’s power supply shall be undertaken under a Permit to Work.  Prior to issue of a permit the Occupier shall provide:

• Details that the provisions for the site power meet appropriate regulations.

• Details of the Occupier’s electrical metering.

• Connection to the Landlord’s supply will be made following installation of the Occupier’s meter (Where applicable , meters have been installed as part of the Landlords works- further detail on this can be sought from the Asset Manager) and upon receipt of an application for power by the Occupier.

• Should Occupiers require access to electrical supply cupboards, arrangements must be made with the Asset Manager.

• Metered service connections for temporary or permanent electricity supplies must be agreed by the Occupier or their Contractors with the Asset Manager.  Unmetered use of the Landlord’s supply is not permitted.

23.0 Drains

Prior to commencement of work any drains within the area demised to the Occupier shall be rodded by Occupier’s Contractor from the demise to the nearest connection with a common drain to the approval and acceptance of the Landlord’s Consultant Engineer.

24.0 Fire Precautions

Prior to commencement of work the Occupier will ensure his contractors liaise and agree with the Landlord’s Consultant engineer, the Asset Manager and the relevant authority regarding:

Provision of necessary fire precautions including the provision of additional extinguishers etc. to ensure that the Occupier’s demise complies with all relevant statutory legislation whilst fitting-out works are being carried out.

The Tenant is entirely responsible for placing and maintaining suitable temporary firefighting equipment during its fit out works, and the Landlord reserves the right to inspect and check this equipment. 

Tenants must ensure that any penetrations formed through fire rated walls, floors, ceilings, doors or other building components are fully fire-stopped, fitted with fire dampers where required, and fully tested and certified to maintain the integrity of the fire separations. This will be rigorously enforced.

The burning of rubbish or materials on site or within the Landlords estate is not permitted at any time.

25.0 Toilets

Use and protection of all toilets by the Occupier’s contractor shall be agreed with the Building Management Team.

26.0 Welfare

The Occupier shall be responsible for the safety, health and welfare of all persons, visiting, employed or associated with the fit-out works.  Details of the welfare facilities are to be included within the fit-out method statement submitted to Asset Management, this will be reviewed and approval / amended proposal agreed. 

The Occupier shall submit a proposal for WC and canteen facilities during the project.  Only areas within the Occupier’s demise will be considered.

27.0 Coordination with Other Building Users / Occupants

The Tenant will be required to comply with all Landlord requirements about timing, duration, and sequence of the fit out works, to minimise disruption to other fit out works being undertaken concurrently, and to minimise disruption to other tenants. 

The Occupier shall ensure that the fit-out is carried out in a manner that minimises disruption to other occupants.  In particular:

• Ensure Life safety services and escape staircases are maintained at all times during the fit-out

• Services and plant serving non-demised areas maintained and temporarily suspended only outside of normal working hours by agreement with the Asset Manager

• Occupier’s plant, machinery or equipment adversely affecting the base building services or fabric (or that may adversely affect plant, machinery or equipment installed by the other Occupiers) is not connected to the base building services & supplies

• That adequate security arrangements have been agreed with the Asset Manager

• Nuisance arising from dust is reduced to an absolute minimum and any isolations to the fire alarm system are notified to the Asset Manager

• Noise is suppressed to reasonable levels and maintained within limits commensurate with an occupied building

• The use of plant and equipment that may cause nuisance will not be permitted between 08.30 and 18.00 hours. The Asset Manager reserves the right to amend these hours where appropriate.

28.0 General

All mixing of concrete, cement, sand or plaster is to be carried out within the Occupier’s demise. All raised floors must be protected to ensure that no part is damaged. The form of protection is to be agreed with the Asset Manager. Mixing or depositing of material is not allowed within Common areas.

At no time is concrete, cement, sand or plaster to enter the Landlords Drainage System.

The Occupier is to protect all finished surfaces including the restored terracotta ceiling tiles.

Petrol or diesel driven engines are not to be used in the building.

Prior to any work starting which may affect the heating, ventilation or air conditioning systems, the Landlord’s Consultant Engineer will advise the Occupier’s Contractors as to the steps to be taken concerning isolation of the area in which the works are to be carried out as well as any steps necessary to ensure continuity of service to other parts of the building. Such steps may vary depending on the situation of occupancy and location.

Where the Tenant installs new walls, partitions or ceilings as part of its fit out works which affect the existing building, care should be taken to incorporate a compressible joint at such junction, to avoid damage occurring as a result of structural or thermal movement.

All internal partitions installed by the Tenant as part of its fit-out works should be constructed in accordance with the floor loading capacity, the relevant Codes of Practice and any recommendations made by the manufacturers of the materials employed. The floor loading capacity information can be requested from the Asset Manager.

The Tenant is entirely responsible for the activities and actions of its Contractors and suppliers while they are within the building and around the perimeter of the building.

The Tenant or his representative must agree in writing with the Landlord via an agreed photographic survey report any existing damage, including blocked drains or damages to finishes, within the Tenant’s demised area and approved access routes, prior to any fit out works commencing. This should all be detailed within the Schedule of Condition submitted by the Occupier / Occupiers Contractor. 

29.0 Commissioning

The Occupier shall provide the Managing Agent CERT Property Limited with details of the proposed commissioning programme.

CERT Property Management reserve the right to request an independent commissioning agent is employed to validate the re-commissioning of the services.  This shall particularly include verification of the maximum air volume and static pressure requirement relating to modified systems to demonstrate that these do not exceed the agreed allocation for the area involved. CERT Property Management is entitled to witness the re-commissioning. The costs for the above shall form part of the Occupiers works.

This requirement is to ensure that no imbalance to the system has been caused by modifications that would be prejudicial to other Occupiers. All necessary adjustments and whole or partial re-commissioning that is required to achieve the required conditions shall be the responsibility of the Occupier.

The Occupier’s consultant and the Contractors responsible for the design and installation of the ‘as altered mechanical services’ shall give a direct duty of care to the Landlord prior to the commencement in a form acceptable to the Landlord.

The Occupier should ensure that the Landlord receives the benefit of all warranties and guarantees in respect of any services for which the Landlord is responsible for the maintenance or performance so that the Landlord may (in addition to the Occupier if necessary) enforce these warranties and guarantees directly.

The details for the independent commissioning agent for the base build installation can be requested from the Asset Manager, details of which can be found in section 1.1

30.0 Maintenance

The Occupier must provide CERT Property Limited with details of proposed maintenance to the additional plant installed during the fit-out.

The maintenance of the Landlord’s services within the Building will be undertaken by Contractors controlled by CERT Property Limited. The Contractors will require access into Occupiers’ areas at certain times for the maintenance of Landlord’s equipment.  The Occupier is expected to make such access possible at reasonable times.

The Occupiers will be permitted to use their own Contractors for maintenance. However, no workshop or parking facilities are available in Landlord’s areas. CERT Property Limited will require details of the proposed Contractor, references and confirmation of valid insurance policies and submit a copy to the Landlord  prior to any works commencing, and provide notification to the Landlord of all policy exclusions which may apply;

• Public Liability Insurance for at least £5,000,000 in respect of any one accident, unlimited in aggregate

• Employers Liability Insurance for at least £10,000,000 in respect of any one accident, unlimited in aggregate

• Contractors all-Risk Insurance for at least £5,000,000 in respect of any one incident, unlimited in aggregate

Tenants would be well advised to ensure that these policies have the general principle inclusion clause, as this will protect the Tenant against claims through its Contractor. The Landlord reserves the right to insist that the Tenant and / or its Contractor provides further insurances as the Landlord may deem necessary.

The Occupier will coordinate maintenance tasks with the Landlords’ maintenance contractor.  Such coordination will be arranged via CERT Property Limited.

It is in all Occupiers’ interests for the base building plant and modifications to it, to be maintained by one contract.  The Occupier will be encouraged to agree with the incumbent maintenance contractor for them to maintain additional plant connected into or interfacing with the base building.

31.0 Information to be provided at completion of fit-out works

1. Prior to Occupation

The Occupier must provide CERT Property Limited Asset Manager with written confirmation of the following:

• That the Landlord’s insurers have been advised at least ten days prior to completion.

• The increase in value of Landlord’s fixtures and fittings at least five working days before completion, for insurance purposes.

• That the fire authority permits occupation of the ‘as altered’ area. If no such confirmation is received, CERT Property Limited will contact and make arrangements to accompany the Fire Officer to inspect the Occupier’s demise.

• That all fire prevention systems are fully operational.

• Where applicable that all drains within the Occupiers demise are clear to the nearest connection to the common drain.

• That CFC’s and deleterious materials have not been used during the fit-out.

• Provide details of Health & Safety implications and appropriate documentation to meet CDM Regulations.

• Provide evidence that the graphics for the BMS and Lighting System have been implemented.

• Building Management reserves the right to inspect and confirm that ‘as altered’ services can be maintained satisfactorily and that the ‘as altered’ services will operate to their original design specification.

2. Post Practical Completion

The Occupier will, within 28 days of completion, (as certified by Occupier’s Designer/Contractor) of the fitting-out works, provide the Landlord with the following:

• Complete sets of record drawings, specifications and other record material covering all aspects of the works carried out in a format to be agreed with Asset Management.

• Copies of A1 scale “as-fitted” drawings fully annotated with all amendments to the positions of fire alarm call points, detectors, sounders, and showing the position of all fire-rated partitioning

• Full mechanical, electrical and plumbing services layout drawings as amended.

• Copies of Operational & Maintenance Manuals for each element of the fitting out.

• Copies of the Health & Safety file for the works in accordance with current regulations.

• Copies of all approvals from Statutory and Local Authorities.

• Additionally, all the above should be supplied electronically via a transfer link.

• Set of data confirming all M & E services that have been altered have been re-commissioned in accordance with re-commissioning procedures in a format to be agreed with Asset Management.

32.0 Licenses for Alterations and Wayleaves

• The Landlord will require an undertaking in writing from the Tenant via its solicitor that it will pay the Landlords fees incurred, along with the fees of the Landlords professional review team and legal costs associated in reviewing and documenting all alterations and wayleaves.

• Fees are estimated on a case-by-case basis dependent on the complexity and time consuming nature of the proposal. The proposed fees are estimates that are rarely exceeded unless the Tenants fit out project becomes substantially more complicated than originally envisaged.

• Please allow at least 4 weeks for processing from the date of application to the time that the licence will take effect, Alterations may be required to your proposals and additional information requested in order to receive consent.

• Depending on the nature and complexity of the alterations, the Landlord will decide whether CERT Property Limited may issue a ‘Letter Licence’ for the fit out works on behalf of the Landlord, or whether a formal deed granting ‘Licence for Alteration’ needs to be prepared and agreed via respective solicitors. As a general rule, should any of the Tenant’s proposed fit out works affect areas outside the Tenant’s demise, a formal deed will be required.

• Fit out or installation work is not authorised to commence until such time as the Landlord and its review team has completed their reviews and the Landlord’s legal advisors have confirmed in writing to the Tenant’s solicitors and agreed all the relevant documentation.