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Fitting-Out Guide

1 & 2 Exchange Tower, Harbour Exchange Square

London, E14 9GEPrepared byMetrus Limited8 - 10 Hallam StreetLondon W1W 6NS

October 2017

Fitting-out Guide – 1 &2 Exchange Tower October 2017

CONTENTS

Page

General Introduction 3

1 Base Building – General Information 4-8

2 Tenant Fit out Guidance 9-13

3 Fitting Out Works – Landlords Consent to Proposals 14-16

4 Requirements of Contractors during Alterations and Fitting Out Works 17-20

5 Environmental Policy 21-23

Appendix A – Contacts schedule 24-26

Appendix B – Finishes Schedule 27-29


GUIDE FOR TENANT FITTING-OUT WORKS

General Introduction

Exchange Tower comprises of two office towers, No.1 and No.2 Harbour Exchange Square, owned respectively by GAW Capital. Each building is self-contained, sharing an Atrium at ground floor level. Several of the offices floors are now joined between in building to create a much larger overall office area. There are separate but inter-linked fire alarm systems.

The purpose of this guide is to provide incoming Occupiers with sufficient technical information on Exchange Tower to facilitate the design of fitting out work. It also provides details of the procedures to be followed to obtain Landlords consent for such works, gives details of our Building Management Regulations applying to all contractors and outlines the recommended planning options for internal layouts.

Whilst this guide is intended to be comprehensive, additional information may be required. You are advised to employ your own Consultants and the Building Manager will endeavour to provide assistance where possible. A list of contact names and numbers for each building are contained in Appendix A

Whilst every effort has been made to ensure the accuracy of the specification, the owners and Managing Agents reserve the right to change, alter or amend any parts of it.


1. BASE BUILDING - GENERAL INFORMATION

1.1 Structural

Insitu reinforced concrete post-tensioned suspended flat slabs supported on perimeter and internal columns and core walls. Columns on 7.50 x 9.00m grid generally.

1 .2 External Envelope

High performance, deep silver reflective glazed, thermally broken curtain walling with floor to ceiling full height toughened glazing to office areas. Glazed spandrel panels between floor zones. All mullions are 60mm wide.

Glazing provides a "U" value of 1.8 w/sqmºC with a shading coefficient of 25% and a solar energy transmittance of 20%.

Acoustic glazing is provided to elevations adjacent to the Docklands Light Railway.

1.3 Floor Loadings

Superimposed office loading 4 KN/m2

Allowance for partitioning 1 KN/m2

1.4 Modulation

The building has been designed on a 1.5m x 1.5m grid.

1.5 Raised Floors

A fully accessible "Hewitson" raised floor system is installed throughout all office areas. The system incorporates 65mm deep three compartment trunking at 6m centres which fits flush with the floor panels.


1.6 Suspended Ceilings

Fully accessible textured acoustic tiles set within a “Microline" grid suspension system and incorporating integrated light fittings air diffusers and sprinkler outlets. Exposed edges of all light fittings and VAV diffusers are white powder coated to match the Microline grid system.

1.7 Critical Dimensions

1.7.1 Floor to Floor Height Ground floor 4.025m generally.Upper floor 3.600m generally.

1.7.2 Raised Floor Zone Standard floors are 150mm with 100mm clear void.Special facilities floors are 225mm with 175mm clear void.

1.7.3 Floor to Ceiling Height Standard floors are 2650m including carpet.Special facilities floors are 2.940m including carpet.

1.7.4 Ceiling Zone Standard 550 mm from underside of ceiling to underside of slab.Special facilities 610 mm from underside of ceiling to underside of slab.

1.8 Mechanical Services

1.8.1 Air ConditioningOn floors 2-17 and ground and 1st East, each floor is served by two VAV air to all office areas via an above ceiling distribution system. On Ground and 1st East, air conditioning is provided by an above system Fan coil system.

Primary fresh and exhaust air is provided by central plant. The equipment provides fresh air that is cooled and dehumidified in summer, tempered in winter.

There is flexibility for tenants on half a floor to be able to operate their own heating and air conditioning independently on temperature and time basis. Central cooling and boiler plant work independently and each occupier is to pay for a metered supply of heating and cooling water.

The conditioned air is distributed through a medium velocity ductwork system to service the variable air volume (VAV) terminal units in the office areas.

Each master VAV diffuser unit incorporates a temperature controller with up to three slaves. The units are set out on a modular basis thus enabling each partitioned office to have individual temperature control to cater for variations of heat gain from lighting, personnel and office equipment. The above statement is true only if the partitioned office


encompasses a master and three slave units. Additional temperature controllers can be incorporated into a VAV terminal at a later stage.

Air from the terminal units is discharged into the space through a diffuser and returned to the ceiling void via matching return air diffusers.Low level intermittent perimeter radiators are fitted to counter down draught and heat loss from windows.

1.8.2 Design Criteria1. Outside Design Conditions

Summer 29ºC Dry Bulb19ºC Wet Bulb

Winter -3ºC Dry Bulb-3ºC Wet Bulb

2. Internal Design ConditionsAll levels 22ºC Dry Bulb

+/-2ºC Tolerance.50% Maximum R.H.

3. Frost ProtectionFrost protection is provided whereby the heating system will operate whenever the outside temperature drops below a pre-set level of 5ºC, controlled by outdoor thermostats located at ground and 16th floors.

4. Office Power/LightingOffice power heat gains relative to air conditioning performance are:Lighting 12W/m2 throughoutPower 20W/m2 throughoutOccupation 1 person per 120 sq. ft

5. Fresh Air8-0 litres per person

6. Air Infiltration0.5 air changes per hour

7. Internal EnvironmentInternal environment noise criteria for internally generated noise is NR 35-40.

1.8.3 Fire Protection The buildings are protected by an automatic sprinkler system designed in accordance with the 29th Edition of the Rules of the Fire Officers Committee, and the provisions of the Building (Inner London) Regulations 1985, to Ordinary Hazard Group One.

Means of escape has been designed on the basis of one person per 7m2 of net lettable area.


A fully integrated phased evacuation fire alarm system is provided with manual call points and automatic detection for all areas, with the main panel in the lower ground security room and repeater panels in the fire-fighting staircase entrance. An automatic air pressurisation system ensures that fire escape stairs and lifts are maintained smoke free.

The building is divided into separate fire zones. Activation of an alarm contact within a zone will cause the fire alarm sounders on that floor and the floor above to operate and other areas to go into alert mode. The alarm zone is displayed on the main panel, which is permanently manned to enable co-ordinated evacuation by communication with the floor fire marshals via the dedicated fire escape telephone system.

1.8.4 Water Supply Drinking Water A valved connection is provided within the east and central service cores at each floor level.

1.9 Electrical Services

1.9.1 Lighting Linear light fittings in office areas contain T8 Triphosphate fluorescent lamps with low loss control gear. Fittings 1200mm long with integral blanking plates to accommodate partitioning on a 1500 module. Lighting level 500 lux.

Office area switching is controlled by micro-processor driven programmable lighting control system and serial decoder units which enable individual tenants to programme their preferred switching times. Momentary action switches provide programme override facilities.

1.9.2 Mains Distribution Electrical supplies for each floor are derived from the main low voltage switch room by dedicated cables services or vertical bus bars within service risers in the building.

1.9.3 Power and Communications Small power and communications services are to be installed by tenants utilising the floor trunking provided with remote outlet boxes connected via flexible conduits.

Small power allocation is based upon 20Wm2 of floor area with a 25% growth factor.

1.9.4 Standby Generator The building has standby generator facilities, which satisfy statutory emergency requirements.

1.9.5 Telecommunication Service

Telecommunications

BT, Cable & Wireless, Colt and World Com access provide high capacity fibre optic conducted telecommunications. Each supplier has a telephone exchange room in the


building basement. Most of the major providers of fibre optic and data cabling operate in the area.

Telephone Provision

Provision is made for the incoming British Telecom and Cable & Wireless Telephone Services and private telecommunications and their distribution throughout the building.

The telecommunications incomer exchange rooms for BT, Cable & Wireless, Colt and World Com are located in the car park.

Data Service

Provision is made for data service distribution within the void beneath the raised modular floor. Space is available within electrical risers for interconnecting further data cables between floors.

Satellite Communications

Provision has been made in the design of the structure for the installation of satellite communications dishes at main roof level, subject to landlords and planning approval. You are required to provide the landlord with all relevant plans; method statements and you will be obliged to pay the related landlords legal and administrative costs.

2. TENANT FIT OUT GUIDANCE NOTES

This section is intended to provide guidance in terms of the opportunities / constraints that the buildings offer.

2.1 Space Planning

Internal office floor areas are designed on a grid matrix of 1.5m to provide for optimum partitioning arrangements and minimise conflict with the service installation.

Partitions should follow the 1.5m grid in both directions which provide considerable flexibility. It is therefore envisaged that enclosed offices will be based on 2 by 2 modules, (3 metres by 3 metre) 2 by 2 modules (4.5 metres by 3 metres) and 3 by 3 modules, (4.5 metres by 4.S metres). These arrangements provide offices of 96 sq. ft, 145 sq. ft and 218 sq. ft respectively.

Lighting, heating and air conditioning have been designed to permit the installation of any of these combinations with minimum alteration above the ceiling line.

The typical office floors have an overall width of 1.4 metres to provide flexibility of internal planning for the installation of partitioned offices or open plan layouts. Columns are arranged on a 7.5 x 9 metre grid. Refer to Appendix Dl.

When designing floor layouts the tenant is advised to take note of the following points: -

2.1.1 Kitchen/Tea Making Facilities


Provision for connection to foul drainage and drinking water supplies are made in the east and west VAV plant rooms, in the central core, and the location of these facilities is preferred adjacent to these plant rooms. In addition a drinking water supply only is provided within the east core for use with vending machines which must be installed in accordance with E.C. Directive 80/778/EEC relating to the quality of water intended for human consumption. Code of Practice issued by The Automatic Vending Association of Britain, Bassett House High Street Banstead Surrey SM7 2LZ (0737 357721). Refer to Appendix D2.

All vending machines must be maintained in accordance with the requirements of the Code of Practice issued by the Automatic Vending Association as above.

2.1.2 Staff Cooking FacilitiesIf tenants would like to provide their staff with cooking facilities within their offices then modifications are required to be undertaken to kitchen/staff rest room areas as follows: -

1. Installation of an extractor fan to ensure that the cooking fumes are directed out of the building. This will avoid the risk of causing a Health & Safety hazard to other occupiers and avoid circulating cooking smells via the air conditioning system.

2. Replacement of smoke detectors with heat detectors directly above or near cooking equipment to avoid triggering the fire alarm and causing disruption to other occupiers.

Unless the above modifications are agreed and in place the use of toasters, microwaves and cookers are not allowed.

2.1.3 Fire Escape RoutesThere is a nominal fire escape route through each floor linking the east core via the central core to the west core. Refer to Appendix D3. This route can be amended to suit office layouts but may require the repositioning of the emergency light fittings in order to adequately illuminate the revised route.

2.1.4 Smoke Vents Smoke vents are provided within the curtain wall at intervals around the perimeter. These vents are solely for the use of the London Fire Brigade in the event of a fire. Tenants must not enclose these within cellular offices as this may prevent the efficient clearance of smoke. (LFCDA approval must be obtained). For typical layout refer to Appendix D2.

Perimeter radiators do not occur at smoke vent positions - adjacent radiators are enlarged to compensate. Siting of partitions immediately adjacent to smoke vents could give rise to heating inconsistency.

2.1.5 Sprinklers The sprinkler system has been designed and installed on the basis of open floor plates, to ensure that tenants have maximum flexibility of floor usage, careful design of partitioning layouts will minimise the amount of sprinkler head relocation required.

2.1.6 Landlords Plant Room and Service Risers


Office layouts must be designed to ensure that access to the two VAV plant rooms and the fire service riser ducts is not impaired. The Building Management will require unimpeded 24-hour access to these areas. Refer to Appendix D5.

2.2 Partitioning

Partition systems generally should be of the demountable type with fixings into the floor and the ceiling grid. Systems, which utilise a jacking system between floor and ceiling, are not acceptable. Jamb fixings may be permitted to core walls and columns but mechanical fixings to curtain wall mullions are not permitted.

Where additional sound insulation is required, acoustic blankets may be used, or for exceptional conditions partitions may be taken through the suspended ceiling to the underside of the floor slab. This may also be required to create fire escape routes depending upon the extent and the layout of the partitioning.

The ceiling void is the return air plenum and thus no combustible materials are permitted within it (Class 1 fire rating is required). Material, which can generate fibres unless it is wrapped and sealed, is also prohibited.

If partitions pass through the suspended ceiling and seal to the slab then in order to maintain the integrity of the VAV system, return air outlets must be provided and these can be fitted with sound attenuators to maintain the sound insulation required, and must be fitted with fire dampers to maintain integrity in the event of fire

2.3 Window Blinds

Should a tenant require window blinds these are to be 25mm fine line horizontal free hanging blinds top fixed to the transom to drop behind the comfort rail and perimeter heating units.

2.4 Air Conditioning

The subdivision of a floor into cellular offices/meeting rooms etc. may result in the separation of master/slave VAV units which in order to provide balanced heating/cooling will require the repositioning of the master units. The system has been designed so that this can be easily achieved as can the conversion of slave units to master status should the need arise. Modifications must be approved by the landlord’s nominated air conditioning contractor and/or consultant.

2.5 Fire Protection

Preliminary designs should be discussed with the LFCDA and the District Surveyor to ascertain the implications of the proposals on the Fire Certificate for the building. Approval from these authorities must be obtained prior to commencing work on site.


2.5.1 Fire Alarm The fire alarm system has been designed and installed to the satisfaction of the LFCDA and DS with the floors as open plates. Subdivision of the floors may necessitate the tenants providing extra sounders/speakers to comply with the 65f dB sound levels required. Any modifications must receive the prior approval of the landlord and all works must be tested and commissioned by the landlord’s nominated contractor and/or consultant.

2.5.2 Sprinklers Subdivision of space may necessitate the relocation of sprinkler heads in order to comply with the 29th Edition FOC rules. Should this be the case, tenants must use Fire Officers committee contract to provide both design and installation services

2.5.3 ExtinguishersIt is the tenant's responsibility to provide hand held extinguishers in accordance with LFCDA and insurers reasonable requirements. The type of fire extinguisher will vary according to the hazard. In addition, tenants who have installed their own fire suppressant systems must put the proper management and maintenance procedures in place to avoid dangerous occurrences.

2.6 Electrics and Telecommunications

Electrical power and telecommunications services are provided to each floor. It is each tenant's responsibility to provide the distribution wiring and outlet points to suit their own office layouts. Wiring can be run within the flush 3-compartment trunking (provided by the landlord at 6m ctrs) and outlets can be installed remote from it via flexible conduits.

Power cables in ceilings and floors must be: -

1. Steel wire armoured (low smoke and fume) (LSF), or2. MICC LSF or3. PVC singles in steel conduit or trunking

Telecom/Data cables in ceilings must be – Low smoke and fume - No plastic conduits are permitted.

Lighting Control System- Occupiers are responsible for the maintenance and repair of all ceiling mounted

lighting units and any controllers that they may install above the ceiling void.- Occupiers are reminded that large quantities of energy can be wasted by lights

remaining on when office areas are unoccupied. As such occupiers should ensure an appropriate control/sensor strategy for their areas.

-

Wireless Network- Occupiers wishing to install wireless LANs are alerted to the potential security issues

associated with them and must take note of the possible interference issues that may occur due to the presence of other wireless networks.

- Wireless Networks can offer connectivity to anyone within range of an access point; physical boundaries are no longer a relevant option for preventing access. Installation


of devices with little or no security would allow any unauthorised user with appropriate equipment to connect.

- In addition, wireless technologies use frequencies from a band that is divided into channels. In order for adjacent access points to work with each other and not cause interference, a different channel must be used for each Access Point.

- As such, all Access Points must abide by all national regulations relating to wireless devices.

- The number of access points and the frequency, channel and range of each access point must be agreed with the Landlord (such agreement not to be unreasonably withheld or delayed) before installation to ensure that there is no interference with the Landlord’s wireless provision.

- Each tenant will use technical means to ensure that no access point on the premises will, at any time, operate on any channels that have not been agreed.

- Any access point using agreed channels (and any linked antennae) must be adjusted (on installation and so often thereafter, as may be necessary) so as to provide coverage extending no more than 2 metres beyond the outside faces of any outer boundary of the tenants demise.

2.7 Water Supply

Drinking water can be run under the raised floor to any point on the office floor, for vending machines. In the event that this is required, the service should be in copper supported on Munsen rings. The tenant will be required to provide sensors to provide early warning of any leakage from such pipe work.

To minimise the risk of leaks, compression fittings are not permitted on copper services. All fittings are to be soldered union or threaded.

Due to high water pressure, pressure-reducing valves may be required.

2.8 Drainage

Connections are available within the plant rooms in the central core at each floor level to accommodate tenants' requirements. Access to all plant rooms is by arrangement with the Building Manager see [4.1.6].

2.9 Signage

In common areas adjacent to tenant's entrance, a system of standard sign bases applies and all arrangements for common area signage must be made through the Building Manager.

3.0 FITTING OUT WORKS - LANDLORD'S CONSENT TO PROPOSAL

3.1 Viewing

Arrangements to view should be made through the Building Manager.

3.2 Advice


Queries should be put to the Building Manager.

3.3 Details Required

All proposals must be shown on drawings and detailed in a specification of works, 6 copies of both should be submitted to the Managing Agents for the approval before landlords consent can be granted by licence.

3.4 Start on site

NO WORK MAY BE COMMENCED ON SITE UNTIL LANDLORD'S CONSENT HAS BEEN GRANTED BY WAY OF A COMPLETED LICENCE FOR ALTERATIONS OR

AGREEMENT FOR LEASE AS APPROPRIATE.

A performance deposit of £5,000 may be required. This will be held by the landlord’s solicitor and would be used to cover the cost of any damage to the common areas. It is refundable on completion of the works subject to the inspection of the Managing Agent.

3.5 Procedure for Approval

Prior to Landlord’s consent being granted the Managing Agent will consider all proposals submitted on behalf of the Landlord’s, seeking advice from consultants as required. Once they are satisfied they will confirm that the proposals are approved subject to Landlord’s consent being granted.

The Tenant is responsible for all fees payable in connection with the approval, preparation of the Licence and supervision if required.

The following procedure applies:

3.5.1 Full details of the proposals shown on 6 copies of floor layout drawings and 6 copies of the detailed specification of works are to be submitted to the Managing Agent at the earliest opportunity if delay in granting consent is to be avoided. If applicable 6 copies of mechanical, electrical, sprinkler pipe work and structural drawings showing full details are to also be submitted.

Solicitor’s details must also be provided together with an undertaking that the Tenant will be responsible for all related Landlord’s costs in connection with the approval.

3.5.2 The Managing Agent will refer the proposals to the landlord's consultants for comment as necessary and with particular reference to the air conditioning, sprinkler systems, fire alarm and the curtain walling.

3.5.3 The Managing Agent will discuss any points arising with tenants in order to eliminate any points arising that may infringe the building warranties or effect the design specification of the air conditioning system, sprinkler systems or fire alarm or overload the floors or in any way exceed the design criteria for the building.


3.5.4 It should be noted that any equipment, pipework, cables, etc, located outside tenants demised area may require special approval and may attract rental/wayleave costs.

3.5.5 When approved by the Managing Agent the drawings will he incorporated within the Agreement for Lease or Licence for Alterations as appropriate.

3.5.6 On completion of the Licence for Alterations or Agreement for Lease incorporating the drawings and specifications referred to above as approved, the proposed works may commence.

3.6 Terms and Conditions for Landlord’s Consent

In the interest of maintaining the high quality of the building, any landlord’s consent to be granted for fitting-out works by way of a Licence for Alterations or Agreement for Lease will be subject, inter alia, to the following: -

3.6.1 Before commencing the works the tenant is to obtain and produce to the Managing Agent all necessary written consents from the LFCDA Fire Officer and the District Surveyor.

3.6.2 The works to be carried out in accordance with requirements of the local authority.

3.6.3 The tenant to comply at all times with Health & Safety, CDM Regulations and Fire Officers requirements, and provide details of contractors insurance to the Managing Agent before work is commenced.

3.6.4 The tenant to provide a list of contractors appointed to carry out the works and a programme of works to the Managing Agent before work is commenced.

3.6.5 The works to be carried out with the least possible inconvenience or annoyance to occupiers of adjoining premises.

3.6.6 The tenant to be responsible for the cost of making good all disturbance to the building fabric and building services as a result of the works.

3.6.7 The tenant to indemnify the landlord against claims for injury, damage or loss against all actions, proceedings, claims, etc. howsoever arising and comply with insurers' requirements for the duration of the works.

3.6.8 The only works to be carried out are to be those identified by the drawings and specifications attached to the consent and not otherwise, except such amendments or revisions as may be approved in writing by the Managing Agent.

3.6.9 The works to be carried out to the satisfaction of the Managing Agent at the sole cost of the Tenant.


3.6.10 Within one month of completion of the works the Tenant is to supply three copies of all “as built” drawings, together with the CDM File and the Operation and Maintenance Manuals to the Managing Agent. In addition, all Test Certificates required by statute or Code of Practice must be handed to the Managing Agent before occupation.

3.6.11 The tenant to ensure that contractors comply with the requirements under [4.1.1] to [4.1.17] inclusive at all times.

3.6.12 The tenant to, at his own expense, reinstate the premises as previously existing in the six months prior to the expiration or sooner determination of the lease unless specifically requested not to do so by the landlord.

3.6.13 The tenant to be responsible for all costs incurred by the landlord in considering the application for consent and approving the scheme submitted including the costs of the Managing Agent, Consultant and Solicitors.

4.0 REQUIREMENTS OF CONTRACTORS DURING ALTERATIONS FITTING OUT

WORKS

A general Authorisation to Work system applies to all contractors working within the building. The Authorisation to Work is issued to contractors by the Building Manager for up to a seven day period from Monday of each week. The Authorisation to Work gives details of the contractors and sub-contractors, names of operatives, work to be carried out, location of the work within the building etc. Method Statements/Risk Assessments must be provided before works commence.

All Contractors must liaise at all times with the Building Manager and comply with an agreed programme and method of working. All contractors are required to adhere to items below and be members of their respective trade association

4.1 No work other than that specified within the authorisation may be carried out within the seven day period. In the event that other work is carried out or the conditions of issue of the permit are not complied with, the permit may be withdrawn.

4.2 All contactors must obtain their Authorisation to work before reporting to the Security Officer in the Pass Issue Office who issues the pass for each individual listed on the Permit on a daily basis.

4.3 Access to the contractors work areas both for goods and personnel will be via the service bay and goods lift only. The 1800 kg goods lift has internal car dimensions of 2.3m x 1.5m x 3.4m high to enable full height partition panels to be delivered to all office levels.

4.4 Pre-booking of all deliveries and removals is to be made with the Building Manager. A minimum of 48 hours’ notice should be provided. All large deliveries must be undertaken out of normal working hours. As the goods lift is not manned during out of hours, an additional cost will be payable by the contractor or tenant to arrange for manning of the lift.


4.5 Incoming and outgoing goods must be taken directly to and from the contractors’ area and may not be left in any common areas at any time. Goods must not be left in the Goods Lift or loading bay areas. Any materials or goods left in the common areas will be disposed of at the cost of the Tenant.

4.6 Access to the building common parts, including lift landings and toilets, plant rooms, risers etc. will only be available by prior agreement arranged with the Building Manager. All works within risers, which include drilling through all floors to be fireproofed when works are complete.

4.7 Where access is necessary through common parts and corridors, contractors are required to protect carpeting, wall and ceiling surfaces from damage to the satisfaction of the Building Manager.

4.8 Any damage resulting from contractors’ works is to be reported to the Building Manager without delay on the day the damage occurs.

4.9 Service stairs are not to be used other than in the event of an emergency evacuation.

4.10 Waste disposal is to be co-ordinated with building security. All waste is to be bagged, held in the contractor's area and removed from the site by the contractor on a daily basis, and in co-ordination with the Building Manager. The goods lift cannot be book during the day so contractors need to liaise with building management regarding access.

4.11 Hours of working are to be agreed with the Building Manager in advance.

4.12 Noisy works may not be carried out during business hours, to prevent disruption to other tenants. Contractors are to discuss noisy works with the Building Manager and provide a schedule of the work to be carried out.

4.13 The landlord's building services, including the fire alarm, smoke detectors, sprinkler system, air conditioning, lifts, electricity and water services must not be altered or interfered with except by prior and written agreement arranged with the Building Manager a specific Authorisation to Work system applies for these systems.

WARNING Works that create excessive dust or smoke are liable to trigger smoke detectors.

Building Management must be consulted before such works commence. Fines will be imposed where the fire alarm is activated by contractors.

4.14 Access is to be available to the works by the Managing Agent, the Building Manager and the landlord's consultants and maintenance contractors at all times.

4.15 A good standard of behaviour by operatives must be maintained at all times. Unacceptable behaviour will not be tolerated, and any operative found to be in breach of this requirement would be required to leave site.

4.16 No contractor's private vehicle parking will be allowed in Harbour Exchange Square.


4.17 Each contractor must supply a copy of its Health & Safety at Work Policy to the Building Manager and there must be a nominated Health & Safety Supervisor in place at the commencement of the works.

4.18 Works in Risers/Plant Room

Exchange Tower is a no smoking building. Any contractor found smoking in plant rooms, risers or common areas, on or around building entrances will be instructed to leave site and will not be allowed future access.

When working in risers and common areas all flooring in risers must be replaced if the area is unattended and when works are complete. If the floor is missing this must be reported prior to the commencement of works.

All fire stopping disturbed in risers must be replaced by contractors before leaving site. If the fire stopping is missing this must be reported prior to the commencement of works.

All cables and services in risers must be securely fixed and clearly identified every 3 metres. Any unidentified service may be removed.

Failure to comply with the requirements set out above will result in: -

Contractors permits being revoked Contractors being removed from site Refusal of further permits to the contractor (tenant or service provider) until

compliance is achieved.

Where necessary building management reserve the right to carry out remedial works (without notification) and to recover costs from the appropriate tenant, contractor or service provider.

4.19 Fire Alarm Activation

Every contractor working in Exchange Tower is required to take responsible measures to prevent any disturbance to other occupiers by their works e.g. by triggering the fire alarm system.

Any contractor found to have activated the fire detection system by negligence or carelessness will be liable to pay a fine of £200. The contractor will then be required to reapply for a Permit To Work including revised Method Statements and Risk Assessments. If the fine is not paid and the revised Method Statements and Risk Assessments are not received and agreed, the contractor’s operatives will not be allowed to resume works.

Contractors are required to: -

I. Operate in a safe and reasonable manner.

II. Take due care in carrying out works especially during demolitions, hot works and dusty works.


III. Submit proper descriptions and timescales for works when making applications for Permits to Work.

IV. Submit site specific Method Statements and Risk Assessments when making applications for a Permit to Work.

V. Obtain the correct Permit to Work for hot, noisy, dusty or other disruptive works.

VI. Liaise with Building Management, Security and/or Norland Control Systems (Building M&E and Fire Systems Contractors) to ensure:

a. Isolations are requested in good time – minimum 24hours notice.b. Isolations are approved, carried out and confirmed.c. De-isolations are carried out without necessary delay.

All fines collected will be reallocated to the service charge.

Any contractor found to persist in operating in an unsafe manner or in any way, which causes or is liable to cause disturbance to tenants or disruption of building systems, may be refused access.

Building Management would prefer not to have to take any steps against contractors. The majority of contractors conduct their work without problem at Exchange Tower. This procedure is to cover for those less careful contractors to focus their attention and avoid any claims against them from other occupiers.

Many thanks for your co-operation on the above.

5.0 SUSTAINABILITY POLICY

Metrus Sustainability Policy available on the Exchange Tower website. www.exchange-tower.co.uk/occupiers/

Legislative Compliance/Best Practice

5.1 Fitting Out Works/Alterations

Tenants fitting out design contractors must be made aware of the building Environmental Policy to ensure they include energy and water efficiency measures as part of their proposals, e.g. low energy light bulbs, partitioning that is appropriate for efficient and comfortable air conditioning (see Section 2.2 and 2.4), and layout that maximises use of daylight.

5.2 Energy Efficiency

Contractors must consider installing energy efficient electrical fixtures when planning fitting out works (e.g. low energy light fittings, high frequency lighting, logically labelled lighting controls for different zones, timer switches, light level sensors, movement sensors in areas occasionally visited, etc).


http://www.exchange-tower.co.uk/occupiers/

http://www.exchange-tower.co.uk/occupiers/

5.2 b Water Efficiency

Contractors must consider installing water efficient taps, WC’s, urinals when planning fitting out works (e.g. push or sensor taps with aerated heads, waterless urinals or automatic flush controls, etc).

5.3 Waste Removal/Disposal

Contractors, their employees and their subcontractors working at Exchange Tower are responsible for the disposal of their waste on site and this must be done within the requirements of the Duty of Care Waste legislation to ensure compliance with the Environmental Protection (Duty of Care) Regulations 1991. Contractors may be liable for any environmental damage that may occur from failing to abide by the Environmental Policies for the site. The contractor is responsible for collating and storing the following documents:

A Hazardous Waste Licence must be obtained by contractors prior to the removal of hazardous waste from Exchange Tower.

Waste transfer notes to cover all movements of all wastes from the site. (Waste Transfer Notes may be issued to cover all repeat movements of waste in a 12-month period). Waste management licences and waste carrier licences for all waste disposal companies used.

Information on the final destination and disposal route of the waste.

Contractors are to arrange regular/frequent removal of waste, rubble, redundant materials, etc, from site. Waste must not be placed or disposed of in landlord’s skips, bins or compactors. Contractors must remove waste from site by lorry, van, or in a suitable skip. Waste materials may not be stored in parking bays, goods bays, corridors, goods lift lobbies, plant rooms or any other of the landlord’s areas, except when the removal is taking place.

Skips

Tenants and Contractors must complete a Skip Permit, which must be authorised by building management, prior to being given permission to bring skips on site. The skips are to be monitored daily, positioned in a safe place, and must not be overfilled. They should be covered/lockable to avoid the risk of unauthorised ‘dumping’. Agreement must be obtained from building management for the provision of builders skips on site. Copies of valid Waste Carriers Licences must be held for all contractors who treat, dispose or store waste.

Tenants or their contractors must obtain a licence from the Environmental Agency to remove hazardous waste from site.

5.4 Drainage Systems


Contractors must ensure that their employees are aware of the site drainage systems. A plan of these can be obtained from the building management office. It is an offence to cause or knowingly permit noxious or polluting matter, or any solid waste matter to enter any controlled waters (i.e.: rivers, lakes, ponds, canals, etc).

5.5 Spillage of Noxious/Hazardous Substances

Contractors must ensure that their employees are aware of the procedure regarding spillages of chemicals/oil. The contractor must provide spillage granules if their works might involve the risk of spillages occurring. The procedure must be adopted for saturated granules to be swept up and disposed of separately as ‘Special Waste’ to ensure legal compliance. Building Management should be notified of any spillage incidents.

5.6 General

Consider reducing raw materials such as amounts of paper used daily and purchase recycled products where possible. Review all new purchases of equipment for energy efficiency and other environmental considerations.

Review environmental performance of suppliers/contractors to ensure they have environmental policies in place to reduce the risk of breaches in legislation. Staff Awareness Training on Environmental Management issues should also be considered.

6. CHEMICAL SPILLAGES

6.1 Responsibility lies with the first person noticing or finding the spill to take action. Individuals who have received sufficient training may contain the spill. Or, individuals who have not received training must alert personnel who have.

6.2 The Site Manager or Environmental Manager must be informed of all spillages as soon as possible after the spillage has occurred, in order that they can co-ordinate effective spill follow up and remediation work.

6.3 In the event of a significant spillage, relevant Senior Management on the site must be informed. Personnel responsible for public relations and handling queries from outside the organisation should also be informed, and if necessary an appropriate response document prepared in conjunction with all relevant personnel.

6.4 Emergency contact numbers must be provided to relevant personnel (including security organisations) in order that should a spill occur out of hours or when Senior Management are not on site, relevant personnel can be informed and guidance given.

6.5 Where necessary, contractors may be employed to remove the spillage. Contractors must be controlled in accordance with the Tenants, Contractors and Suppliers Control Standard.

6.6 Every instance of spillage that occurs outside of office areas must be recorded on an Environmental Non-Conformance Report and investigated. The person who first noticed or found the spill must initiate the Non-Conformance Report.

Remedial Action


Where the spillage has resulted in contamination of water or land, the site must agree remedial action to be carried out in order to prevent further damage to the environment and ecosystems, aid the recovery of the environment and ecosystems and where possible remove the contamination, as appropriate.

SITE DRAINAGE PLAN

The colour coded Site Drainage Plan is kept in a separate file within the Management Suite. The building is manned 24hours - 7days per week and Site Security are aware of where the file is kept and that it is available at all times for viewing, although it must not be taken off site or copied, unless authorised by Building Management.

Please note that reference should be made to:

Thames Water: - Foul Water Drainage0845 9200 800

The Environmental Agency - Storm Water Drainage0800 807 060

APPENDIX ACONTACTS SCHEDULE

Building Management and Tenant Fitting Out Liaison

Managing Agent

Metrus Martin Lovejoy (Director)8-10 Hallam StreetLondonW1W 6NSTel: 020 7079 3993M: 07557 154 282E:mail: [email protected]

Building Manager

Exchange Tower David Jones2 Harbour Exchange Square Dean BlakelyLondon E14Tel: 020-7538 0007Fax: 020-7538 4286E-Mail: [email protected]

[email protected]


mailto:[email protected]



Facilities Manager

Exchange Tower Val Wridgway2 Harbour Exchange SquareLondon E14Tel: 020-7538 0007Fax: 020-7538 4286E-Mail: [email protected]

Structural Consultant (to be discussed with the Building Manager)

Health & Safety Executive

Rose Court2 Southwark BridgeLondon SE1 9HSTel: 020 7556 2109

Environmental Health & Safety

Tower Hamlets Environmental Health Commercial TeamMulberry Place (AH))PO Box 55739Clove CrescentLondon E14 1BYTel: 020 7364 [email protected]

District Surveyor/ Building ControlLondon Borough of Tower Hamlets Mr M FaheyBuilding ControlMulberry PlaceGrove CrescentLondon E14 2BGTel: 020 7364 5009Fax: 020 7364 [email protected]

London Fire Service Borough Commander: Bruce EpslyMillwall (F23)43 Westferry RoadLondon E14 8JH





Tel: 020 8555 1200 Ext [email protected]

TelecommunicationsBritish Telecom Business ConnectionsTel: 0800 400 400www.bt.com

Cable & Wireless 3rd Floor26 Red Lion SquareLondon WC1R 4HQTel: 020 7315 4000www.cwc.com

APPENDIX BFINISHES SCHEDULE

Please note materials and finishes may vary from area to area. If in doubt please contact Building Management.

Raised FlooringHewetson Floors Ltd RAM Medium GradeNicholas House 600 x 600 x 34 nominalRiver Front thickness panelsEnfield consisting of 32mrn highMiddlesexEN1 3TF

Tel: 020 8367 6603

Suspended CeilingArmstrong World Industries Ltd Ceiling GridArmstrong House Microline AL Profile38 Market Square White Aluminium infillUxbridge Middlesex UB8 1NG extrusions of edge trim.

Ceiling TileTel: 01895 251122 “Dune” Mineral Fibre

ceiling tile withMicrolook edge detail


http://www.cwc.com/

http://www.bt.com/


Manufactured to size.Cavity Barriers50mm Wired RockwoodMatting foil faced onone side.

Light FittingsWhite Croft Lighting Luminaire and Luminaire/VAVBurlington Street diffuser installation.Ashton-under-Lyne Drawing No WD/10529Lancs Sheets 1 to 90L7 OAX These shall be supported

on zinc coated drop rodsminimum of 8mm diameter

Tel: 0161 3306811 and all materials used toFax: 0161 3302815 support trough bodies are

to be sherardized.

Ceiling VentsCarrier Distribution Ltd Type AG37 – Colour Carrier House WhiteThe CrescentLeatherhead KT22 8DYTel: 01372 376000

Carpet TilesMilliken Industrial Ltd Milliken Century SquareBeech Hill Plant Product ReferenceGidlow Lane P2835 (Plain)Wigan P2855 (Pattern)Lancs 457.2mm x 457.2mmWN6 8RN Colour Mist

Tel: 01942 826073 Fax: 01942 826569

SkirtingAs for Carpet Tiles Carpeted skirting as

Above

Architraves, Door Frames & DoorsJaywell Joinery Ltd Architraves and Frames:145 Effra Road Solid Cherry

London Doors:SW19 8PY Crown Cut Cherry

Veneer. Solid CoreTel: 020 8542 2248/9

IronmongeryG & S Allgood Limited Modric range:297 Euston Road Polished stainless steel


LondonNW1 3AQ

Tel: 020 7387 9951

Wall FinishDulux ICI Emulsion:

Colour DimensionsColour 1005 Y50R - Cream/Light Beige

SwitchplatesWandsworth Electrical Polished SilverManufacturing Co Ltd Black interiors forAlbert Drive switchesSheerwaterWokingSurreyGU21 5SE

Tel: 01483 740740 Fax: 01483 740384


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