LANDLORD TENANT HANDBOOK

Swindon Designer Outlet

Revision N Changes to Contact Details 30/09/08

CONTENTS

1. INTRODUCTION
2. DESIGN APPROVAL AND IMPLEMENTATION
3. LANDLORD / TENANT W ORKS
4. IMPLEMENTATION
5. CONTACTS LIST
6. SIGNAGE GUIDELINES
7. CDM / HEALTH AND SAFETY

Landlord Tenant Handbook – Swindon Designer Outlet 1

1.0 INTRODUCTION

1.1 The Designer Outlet Centre

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

1.2 Lease takes precedence

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

1.3 Tenant obliged to liaise with Landlord

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

2.0 DESIGN APPROVAL & IMPLEMENTATION

2.1 Landlords Representative

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

2.2 Approval of Tenant Design

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

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

Building control - The Tenant must submit a full building regulation application to the local
authority.
Advertisement Consent - The Tenant will not be required to make an application to the
local Planning Authority for their main external signage as type approval will be obtained by
the Landlord.

Landlord Tenant Handbook – Swindon Designer Outlet 2

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

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

2.3 Content of Submission – Two copies required.

All plans are to be submitted in hard copies (minimum size A3) and as CAD drawings
(DWG/DXF format)
• Floor plans at 1-100 or 1-50 scale clearly showing the finishes to all areas.
• Merchandising layout plan at 1-100 or 1-50 scale (which may be indicated on the above
plan).
• Internal elevations at 1-100 or 1-50 scale.
• Ceiling plan at 1-100 or 1-50 scale showing proposed lighting positions and lux levels
• Details of perimeter and mid-floor merchandising systems clearly identifying the
materials and fixing proposals.
• Shop front elevations at 1-50 scale minimum clearly showing exact position and design
layouts of all proposed signage (artwork, layout, colours, etc).
• Details of any structural alterations (where applicable).
• Method of fixing into the Jumbo stud partition walls between units (also refer to Section
3).
• All Information on imposed floor and wall loading (where applicable).
• Limitations on fixing or chasing into any building elements (which will require specific
approval from the Landlord, where applicable)
• Services Information - The Landlord provides typical drawings showing the services
within the unit, although the Tenant is responsible for checking the exact arrangement
and condition of services within their own unit. The Tenant shall submit services
proposals for Landlord consideration, as follows:
• Reflected ceiling plan to indicate luminaries (mains and emergency)
• Floor plans to indicate wall mounted power sockets, wall-mounted accessories,
services or chases within the floor slab.
• Engineering services drawings to indicate: Hot and cold water services, electrical
cable containment systems, electrical switching, fire alarm and smoke detection
system, alterations to the Landlord installed heating & ventilation system (if any),
ventilation proposals.

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

2.4 Record Drawings

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

Landlord Tenant Handbook – Swindon Designer Outlet 3

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

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

3.0 LANDLORD / TENANT WORKS

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

LANDLORD TENANT

3.1 GROUND FLOOR SLAB

The ground floor slab is a power floated Tenants shall satisfy themselves regarding
concrete floor slab. The slab will be flat but floor tolerances and actual site conditions.
not necessarily level. The Landlord does Whilst the floor slab will be dry it may
not guarantee levels of moisture within floor contain a level of moisture which must be
slabs taken into consideration by the Tenant. The
maximum thickness of the floor covering is
15mm. Any proposed changes in levels will
require detailed approval and should
maintain disabled access throughout the
unit. There is an allowance for chasing
35mm maximum into the floor slab. Any
chasing of Landlord finishes will require
detailed approval and re-instatement to
match existing finish.
Floor paint or coating will not be allowed, a
floor finish must be installed. Floors will not
be permitted to be laid on an existing floor
covering.
3.2 SIGNAGE (EXTERNAL)
Signage is subject to control by the
planning authorities as part of the buildings
listed status. Certain generic formats will be
agreed with these authorities and will have
been given blanket approval so long as
they comply with the agreed formats as laid
out in Section 6. All Tenant signage and
graphics external to the unit and within the
Landlord control zone shall conform to the
signage guidelines.
3.3 ROOF
The units are provided as a ‘serviced’ Works within the external walkways, to
demise. Any proposed works outside of the retail roofs etc, will not normally be allowed.
unit demise will require Landlord Approval In particular retail roofs are heavily

Landlord Tenant Handbook – Swindon Designer Outlet 4

and will normally be carried out by a constrained regarding their loading. Retail
Landlord appointed contractor. roof purlins are not designed to take
excessive loads and external roof or wall
penetrations will not be permitted without
detailed Landlord approval.

Not withstanding any planning

requirements, TV and radio dishes or
aerials, if installed are not to protrude
above the roof line and are to be located in
positions to be agreed with the Landlord.
3.4 DIVISION WALLS
The division walls between the units are non The party walls between units are fire rated
structural and constructed in metal stud and they must not be punctured. Restraint
partitions clad on each side with fixings only are allowed to Jumbo stud
plasterboard. The walls will be finished to a party walls and the following procedure (or
standard ready to receive the tenants paint similar) must be adopted. British Gypsum
finish. approved details currently allow for a batten
(typically 50x25mm timber) to be fixed
through the gyproc board and into the
vertical steel studs. The merchandise
systems can then take their restraint fixing
from the timber batten, rather than the wall
itself. Fire blocking must be reinstated to
any penetration through the fire rated walls.
3.5 LANDLORD CONTROL ZONE
There is a 1m wide control zone at the front
Window Displays.
of every unit which must be maintained atThe Landlord must approve any internal
all times to a standard and specification to
signage proposed within this area. Finishes
be set out by the Landlord. Lighting and to this area are as follows:
finishes in this zone will be specified by the
Floor
landlord. Window plinths must be installed to bring
the window display to the height of the
To the retail units the overhead glazing.
plasterboard bulkhead/ceiling behind the Walls
shop front is installed by the landlord Plasterboard to be finished to Tenant colour
scheme
Ceiling
The bulkhead is to painted white by the
tenant; the bulkhead may not be changed
or altered in any form or manner. It is the
tenant’s free decision to install ceilings,
partial feature ceilings are encouraged. Lay
in grid, mineral fibre tile systems will not be
accepted to the sales floor. Suspended
ceilings have to be installed in the toilet
area.
Light fittings
All fittings installed in this zone must be to
the following specification. No other
specification will be permitted. The
procurement of these light fittings is the

Landlord Tenant Handbook – Swindon Designer Outlet 5


3.6 SERVICES
Each unit is provided with a system of
incoming service connections, arranged to
enter the rear of the unit. These services
comprise of:
• 415 Volt, 50 Hz, 3 phase electrical
supply (maximum power capacity
permitted within each retail unit shall be
advised by the Landlord), terminating in
a multi-way MCB distribution board,
fitted with kWhr pulsed output check
meter linked to the Centre Management
office for billing purposes.
• Voice Communications junction box -
Tenant to make direct application to BT,
or an alternative service provider, for
telephone/data lines. The service
provider will install final cabling.
• Incoming mains cold water service - A
facility for the Tenant to connect to and
distribute hot and cold water services, if
required (15mm valved supply).
• Foul drainage connection - The Landlord
provides a direct gravity drain
connection point (or high level
connection in some smaller units).
• Extract duct connection – To retail units
the Landlord provides a connection point
within the roof for the Tenant to connect
their WC or staff extract fans. To catering
units the Landlord provides a larger
extract connection point in the rear wall.
Gas supply – only applicable to catering
units in the food court.
Landlord Tenant Handbook – Swindon Designer Outlet
responsibility of each tenant.
Iguzzini light fitting reference 8324 + 8668
pixel fully recessed adjustable luminaire
with protective glass, white finish and
remote control gear.
Recess depth 177mm
Cut out 186mm.
Lamp 150w CDMT-942
Note: Timed igniters must be installed.
Supplier: Iguzzini Illuminazione UK Ltd
Tel: 0208 646 4141
4 light fittings per standard unit window bed
equally spaced
Sprinkler heads
These must be flush fitted within the
bulkhead and pre finished white.
At handover of the unit, the Tenant must
take over responsibility for the electricity
supply and assume responsibility under the
service charge for his proportion of the cost
of the water supply (where applicable).
The tenant must have an
energy/conservation policy/procedure in
place covering such issues as low energy
lighting, water control etc.
The tenant must install a PC complete with
internet connection to submit weekly sales
data or provide a 13amp socket and area to
fit the landlord MAGNet system in order to
submit weekly sales data and receive
centre information.
Services visible from public areas will not
normally be allowed. Visible services in full
height units will need to be designed
carefully, including proposals for fixings,
and full details submitted for approval.
There are restrictions on the loading of the
existing roof structures by services etc and
proposals will require careful consideration.
In certain locations rainwater pipes and
manholes are located within shop units.
Tenants must maintain full access to
rodding eyes and manholes etc. Tenant
proposals should clearly identify details and
method of access.
6
3.7 ELECTRICAL INSTALLATION
See Services section above. Tenants are advised to make themselves
aware of any limitations regarding electrical
supplies to individual units. All Tenant
electrical works must comply with the latest
edition of the IEE Wiring Regulations and
all cabling must be neatly contained within
a galvanised steel cable trunking/conduit
system. LSF sheathed copper conductor
cables must be used throughout. Fire alarm
systems shall be carried out in flame
retardant, fire resistant cables.

Any electrical accessories installed within 1

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

The tenant shall provide ambient music

within their demise; this must be spurred
from the fire panel interface, either directly
or via a marked spurred socket. This is so
that in the event of an fire alarm signal from
the landlord system the tenant music
switches off
3.8 SHOP FRONT – RETAIL UNITS
Shop fronts, comprising glazed panels, Alterations to the shop-front are not
shutters, fascias and bulkheads are permitted. Tenants are not permitted to fix or
provided by the Landlord. Fixing to shop apply any posters, decals, signage, etc to
fronts will not be allowed. the shop-front glazing.
Shutters are perforated lath Ringard
"Visiscreen". NOTE: Motorised shutters are
provided where openings exceed 3 metres.
All other shutters are manual.
Glazed Shop fronts are installed to
Landlord approved size and detailing.
Letterboxes are not provided to Shop
fronts.
The position of fascia/ signage is dictated
by the location of glazed shop front panels
to column type Shop fronts. Arch type Shop
fronts have suspended fascia signs that
can be located at each arch.
3.9 SHOP FRONT – FOODCOURT UNITS
Food kiosk units will have a continuous The Tenant will install the counter top

Landlord Tenant Handbook – Swindon Designer Outlet 7

counter front and roller shutter installed by surface including flap(s), to be approved by
the Landlord the landlord.
3.10 STAFF ROOMS / WC AND WATER
SERVICES
See Services section above. Staff amenity and toilet facilities should be
incorporated into the fitting-out works
carried out by the Tenant, by using service
connections provided at the rear of each
unit. The basis of the Tenant design shall
include:
• Cold and hot water distribution pipe work
systems and use of instantaneous or
small holding capacity, hot water heaters
to connect to the incoming cold water
main service. Non return valves must be
fitted so that contamination can not
transfer to the mains supply.
• Fixings of all pipe work must comply with
BS 6700, and suitable additional fixings
or brackets must be installed
immediately adjacent to the landlord’s
water main to prevent accidental
damage.
• Toilet/staff room extract ductwork system
with ‘in-line’ fan connected to roof
connection point. The Landlord will
provide connection point.
Each Tenant is responsible for checking
staff amenity & toilet requirements with the
local authority but it is anticipated that all
retail units will require a disabled WC for
staff use (larger units may require more
than 1 WC).
3.11 EMERGENCY LIGHTING AND EXIT
SIGNAGE
The Tenant must provide emergency
lighting and exit signage (BS versions) to
the retail unit. The Tenant is fully
responsible for installing the system to
comply with statutory requirements and for
subsequently providing certification
covering the installation. The tenant is
advised that all exit signage should be
‘maintained’.
3.12 FIRE PROTECTION AND
DETECTION SYSTEMS
Certain retail units bridging mall "smoke Each Tenant must work within the overall
zones" will have smoke resistant shutters Fire and life safety guidelines established
or fire resisting shop front glazing to either for the centre. These guidelines include the
side of the Unit where it abuts one of the requirements for each retailer to install a
"zones". The Tenant is not permitted to sprinkler detection system (Ordinary hazard
interfere with these structures under any III) and an automatic fire detection system.

Landlord Tenant Handbook – Swindon Designer Outlet 8

circumstances. The Landlord will carry out
any works to these areas. Each Tenant is responsible for obtaining
Building control and Fire officer approval
for the intended fitting-out works. Any
failure to obtain these approvals and non-
compliance with the agreed Fire and life
strategy will adversely affect the safe
operation of the centre. Risk Assessments
for fire must be undertaken in line with the
Regulatory Reform Fire Safety Order 2005.
On completion a copy must be presented to
the landlord representative for inspection.
Fire certification is no longer being issued
by the authorities and fire safety is reliant
Sprinkler Protection System on a competent RRFSO 2005 risk
An 80mm diameter sprinkler main assessment.
connection is made available by the
landlord in the form of a monitored stop The Tenant shall appoint an LPC 1048
valve and flow switch at the rear of each certified sprinkler installer to carry out the
retail unit. The status of the stop valve and protection system design for his retail unit.
flow switch is monitored by the landlords In order to facilitate quarterly testing of flow
intelligent fire alarm system, via a fire alarm switches as required under BS5306 part II,
interface unit. it is a requirement that Zonecheck
automatic flow test equipment is installed
by each Tenant; position of this is to be
agreed with the on site Facilities Manager.

The Tenant is required to submit all pipe

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

Evidence of the approved status of the

sprinkler installer must be submitted with
the design information and the installing
Contractor prior to energising the system
shall issue a signed completion certificate.

IMPORTANT - Each Tenant should note

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

Landlord Tenant Handbook – Swindon Designer Outlet 9


3.13 AUTOMATIC FIRE DETECTION
SYSTEM
A fire alarm interface unit, connected to the
Landlord monitoring system, is provided at
the rear of each retail unit. In addition to its
capacity to monitor the status of the retail
unit fire alarm system, this interface unit
controls the operation of the electrically
operated fire/smoke dampers on the fresh
air supply system and staff extract stub
duct, installed within the retail unit. The
Landlord prior to the handover of the retail
Landlord Tenant Handbook – Swindon Designer Outlet
The commissioning sequence for the
sprinkler installation is as follows:
1. The Tenant sprinkler installation is to be
completed except for the final connection
to the Landlord main.
2. Under no circumstances should the
Tenant installation be tested or filled
via the Landlord system.
3. The Tenant installation shall be pressure
tested to 15 bar for 1 hour in accordance
with British Standards and LPC
requirements. A copy of the successful
pressure test certificate shall be provided
to the Landlord for record purposes.
4. Tenant to notify Landlord that their
installation is complete and they are
ready to be connected to the main
system.
5. Landlord will authorise Tenant sprinkler
specialist to close the retail outlet
monitored isolating valve. Landlord will
silence alarm in the control room.
6. Tenant will complete the final connection
to the Landlord main, including a drain,
fill and vent.
7. Tenant will fill and vent system (via
domestic water supply) and pressurise
to 8 bar against the closed retail unit
isolating valve.
8. When the system is filled and
pressurised the Tenant is to inform the
Landlord who will authorise the Tenant
sprinkler specialist to open the isolating
valve and re-activate fault alarm on
valve. Landlord will check the alarm is
cleared in the control room and sprinkler
pump sets are not made operational.
9. System is now operational.
The Tenant shall be responsible for the
supply, installation and commissioning of
an automatic fire alarm and smoke
detection system. The control panel
associated with the system must be
obtained from Mat Fire Systems on 01275
475389 and all associated installations
must be fully compatible with these
systems. The Tenant must arrange for all
final connections to the interface unit to be
10
unit will commission these systems. The
Tenant shall not alter any of these cabling
systems, nor make connections to the fire
alarm interface unit, unless with the
permission of the Landlord.
carried out by Mat Fire Systems (on the
above number) and the cost of these works
is payable by the Tenant directly to Mat Fire
Systems.
Each Tenant fire alarm panel shall be
generally capable of the following (it is
suggested that Tenant contractors contact
Mat Fire Systems prior to the design of any
systems to ensure total compatibility):

• Fires relay volt free contact.

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

Shop unit music systems must be able to

shut down on alert condition.

FOOD RELATED UNITS – Tenant’s must

install automatic detection and a fire
suppression system within cooking extract
ductwork and ranges.
3.14 AIR CONDITIONING / HEATING
PLANT
The internal malls of the centre will be Should the Tenant wish to install a ceiling
served by a comfort heating and cooing (partial feature ceilings are encouraged.
system which comprises of unitary package Lay in grid, mineral fibre tile systems will
plant, positioned on the top of the retail unit not be accepted to the sales floor), it is the
roofs, arranged to discharge conditioned responsibility of the Tenant to alter the
air into the malls. ductwork and provide supply air extract
grilles. All proposals to be approved by the
The demise is provided with a heat pump Landlord.
unit connected to the central landlord’s
plant and external atmosphere by a system IMPORTANT NOTE- Clear access must be
of pipe work and duct work respectively. maintained to any access panels and filter
The heat pump is suspended from the positions within the plant for future
underside of the fire rated soffit and maintenance purposes. The positioning of
contained within the depth of the tenant internal walls, cable trays, ceilings, etc,
ceiling service zone. A system of air must therefore be considered.
distribution ductwork and supply air grille
diffusers are connected to the heat pump The tenant will be required to have a
unit and installed by the Landlord (except maintenance contract in place for all
to the food court units). The supply air grille building services and fire alarm installations

Landlord Tenant Handbook – Swindon Designer Outlet 11

diffusers are fixed to the main spine ducts prior to opening for trade. Refer to the
via flexible ductwork connections and are Planned Preventative Maintenance
supported from the underside of the fire Document
rated soffit.

To certain smaller units ‘cassette’ type

systems will be provided.

The air conditioning/ heating system is

balanced and commissioned by the
Landlord prior to Tenant occupation, and no
alterations are permitted to these balanced
systems unless agreed in advance by the
Landlord.
3.15 CEILING AND LIGHTING
The zone between the Tenant ceiling (if The supply and installation of all ceilings
installed by Tenant) and the underside of (where required, and approved by the
the roof is the Tenant ceiling service zone landlord representative) and lighting is the
and is available for the location of services responsibility of the Tenant. Fittings
relevant to the retail unit. Landlord services installed within the Landlord control zone
(i.e. a/c plant) which form part of the base must be in accordance with the guidelines
scheme infrastructure works may be outlined in Section 3.5
contained within this ceiling zone and shall
not be altered without the prior approval Note - ceiling voids greater than 800mm
of the Landlord. will require sprinkling both above and
below.

The fixing of Tenant services within this

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

The lighting level installation throughout the

sales floor area shall provide lighting levels
of 750 lux and shall include a careful
balance of ambient lighting and display
spotlighting. Fluorescent light fittings will
not be allowed. Lighting levels of 1000 lux
should be obtained in the shop front
windows.
ALL High Intensity Discharge (HID) light
fittings shall as a minimum be fitted with
timed igniters.

Flash lights/strobe lighting will not be

allowed.

IMPORTANT NOTE: Any storage/racking

systems to the rear of the unit must be kept

Landlord Tenant Handbook – Swindon Designer Outlet 12

 a minimum of 1 metre below any landlord
installed services.
3.16 REAR DOORS
Rear doors will be provided with a means Any additional ironmongery installed to fire
of escape ironmongery, as agreed with the exit doors must comply with local Authority
local authority. requirements and be approved by the
landlord representative.
3.17 EXTERNAL SECURITY ALARMS
The installation of security alarm systems is
at the discretion of the Tenant. Alarm boxes
are to be located in agreed positions on the
rear wall of the unit by the landlord
representative. No alarm boxes will be
permitted at the front of the store.
3.18 FOOD COURT UNIT EXTRACT
SYSTEMS
Food court units only are provided with an Tenant to provide fan and any internal
extract connection point (approximate size extract hoods/ cowls etc, which must be
being 500mm sq.). designed to sit WITHIN the Tenant demise.
All kitchen extract ductwork shall be
designed in accordance with DW171 as
issued by the HVCA.
3.19 FOODCOURT DRAINAGE
INSTALLATIONS
All food/ catering Tenant’s must design (and
install) floor standing grease converters
into their drainage installations. Each
Tenant is fully responsible for the ongoing
maintenance of the grease converters. It is
a requirement of the Local Authority
Environmental Health Department that
grease converters are installed and each
Tenant must gain approvals from the
authority for their installation.
3.20 DISABILITY DISCRIMINATION
REGULATIONS 2001
Under the above regulations the Landlord The tenant is responsible for compliancy
is responsible for those services that they with the DDA Regulations within their
provide i.e. car parks, toilets, the demise; this includes access and egress,
information desk and food court. fixtures, fittings, cash desk, fitting rooms
and any other physical element.
3.21 GRADE II LISTED RESTRICTIONS
Certain retained features of architectural Where columns are found within units
interest are located around the centre. these must be either clad or painted with
These may fall within the planning approved intumescent paint to give full one
restrictions afforded under the listed status hour fire protection to Local authority
of the building and may not be touched approval. Drill/ fixing into columns is not
without written permission from Landlord/ permitted.
Centre Management and Planning
authorities. Where existing windows are situated within
a unit demise they will usually be fixed shut.
Permission must be sought from the

Landlord Tenant Handbook – Swindon Designer Outlet 13

 Landlord representative and Planning
Authority for any alterations or proposals
which relate to existing windows.

The existing masonry and soffit may be

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

The location of any additional plant, such

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

Raised storage platforms are not normally

allowed within retail units. Certain units
may be capable of accommodating
mezzanines in restricted locations, and
these will be indicated on the drawings
issued by the Landlord. An indicative
drawing of a typical raised storage platform,
which outlines special technical constraints,
is available on request from the Landlord,
but Tenant’s must obtain all necessary
approvals from the local authority and
Landlord for such proposals.
3.22 ENVIRONMENTAL
CONSIDERATIONS
Energy efficient and environmentally
friendly systems should be included in the
store design. These systems may include
the following:
- Fitting push or infrared taps
- Installing water dams to toilet
flushing systems
- Installation of a cistern volume
adjuster
- Putting HVAC systems on time
switches and on one controller
- Lighting to be set on timers
- Lighting sensors to be installed in
rooms that are not permanently
occupied i.e. stockrooms, offices,
staff rooms and toilets.
The tenant shall be responsible for

Landlord Tenant Handbook – Swindon Designer Outlet 14

 compliance with the Environmental
Protection Act 1990 and will be responsible
for the removal of waste, including
production of a waste management plan for
construction, demolition and shop fit works
3.23 GENERAL
The tenant shall provide ambient music
within their unit.
The cash desk shall be DDA compliant and
shall be designed to visibly conceal the
cash register, computer screens, phones,
wrapping paper, shopping bags etc.

4.0 IMPLEMENTATION

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

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

4.2 Tenant responsibilities for the Works

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

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

4.3 Information required prior to commencement of works

Five working days prior to the commencement of the Tenant works the Tenant shall
provide to the Landlord representative:-
• A programme and method statement for the fit out works, which must have been agreed
with the Landlord Representative.
• Two sets of contract or working drawings unless they are no different from previously
submitted drawings.
• Confirmation that approvals have been obtained from all services and statutory
authorities.

Landlord Tenant Handbook – Swindon Designer Outlet 15

• Agreement to the rules for shop-fitting as set out in this Section 4. Implementation.
• Confirmation of insurance arrangements (see Clause 4.4).
• A list of the names and telephone numbers (including emergency out of hours) of
principal contacts including tenant representative, principal contractor, mechanical and
electrical contractors.
• Confirmation of the Tenant appointment of a competent and adequately resourced
Planning Supervisor - name, address and date of appointment.
• CDM/ Health and Safety statement (see Section 8)

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

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

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

• They shall be at liberty to visit the premises at any time but on any visit shall report their
presence in the premises to the Tenant nominee immediately.
• They shall comply with all relevant safety requirements imposed by the Tenant
contractor.
• They will not interfere with or interrupt the progress of the Tenant works nor give or
attempt to give instructions to the Tenant contractor (unless any of those works affect
the Landlord’s structure or Landlord installations or are Health and Safety related that
are not compliant with the fire and life strategy for the centre)

Restrictions on parking and loading will be enforced as necessary by Centre

Management to ensure efficient operation of the centre and to maintain Fire brigade
access at all times in compliance with planning and highways restrictions on the
development.

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

4.6 Working area

Landlord Tenant Handbook – Swindon Designer Outlet 16

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

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

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

4.9 Noise, smell, dust and other nuisance

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

4.10 Working hours

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

4.11 Removal of waste

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

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

4.13 Fire protection during the works

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

4.14 Keys

Landlord Tenant Handbook – Swindon Designer Outlet 17

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

4.15 Temporary Supplies

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

4.16 Completion and Opening for trade

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

Before opening for trade the following signed completion and test certificates must be
provided:
• Building Control authority occupation and approval certificate.
• Electrical inspection and test completion certificate by NICEIC approved or ECA
approved Contractor.
• Fire alarm system test certificate and interface certificate.
• Emergency lighting test certificate
• Sprinkler Zone Check Certificate
• RRFSO 2006 Fire Risk Assessments
• Sprinkler testing and commissioning certificates
Tenants will give 48 hours notice in writing to the Landlord/ Centre management of intent
to open for business.

4.17 Health and Safety

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

• Health and Safety at Work etc Act 1974

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

• Personal Protective Equipment at Work Regulations 1992

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

Landlord Tenant Handbook – Swindon Designer Outlet 18

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

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

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

5.0 CONTACTS LIST

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

Landlord’s Appointed Store Design Approval Architect

Rawls and Co, The Studio, 41 High Street, London, SW13 9LN
Tel: 0208 487 5678, Fax: 0208 878 4603

Services Consultant
Scott Wilson, Shand House, 14-20 Shand St, London, SE1 2ES
Contact: Paul Stannard, Tel: 0207 939 7800, Fax: 0207 939 7801

Landlord Insurer
Aon Ltd, 8 Devonshire Square, London, EC2M 4PL
Contact: Chris Brown Tel: 0207 086 8546 Fax: 0207 086 8560

Planning Authority / Building Control

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

Landlord Nominated Signage Contractor

Signs by Morrell
Tarran Way South, Tarran Industrial Estate, Moreton, Wirral, Merseyside, L46 4TD
Contact: Paul Cooper, Tel: 0151 678 8989, paulc@signs-by-morrell.com

Landlord Tenant Handbook – Swindon Designer Outlet 19

Tara Signs Limited
St. Peters Place, Western Road, Lancing, West Sussex BN15 8SB
Contact: Justin Finch 01903 750710 or justinf@tarasigns.com

Ace Signs Group

1 Bentalls Basildon, Essex, SS14 3BS. Tel: 01268 706800
Contact: Steve Kew. skew@asg.co.uk

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

Recommended Designers/Shop fitting Contractors

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

Suggested Sprinkler Contractors

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

Fire alarm Contractor (for supply of components and final interface)

MAT Fire Systems Tel: 01275 475389

For ongoing maintenance

GS Hall 0161 839 9576

6.0 SIGNAGE GUIDELINES

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

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

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

7.0 CDM / HEALTH & SAFETY

It is the responsibility of the tenant to ensure that all projects are managed safely and in
line with current health and safety legislation

Landlord Tenant Handbook – Swindon Designer Outlet 20

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

Please refer to the current CDM Regulations for further guidance

Landlord Tenant Handbook – Swindon Designer Outlet 21