Fit-Out Project Guide © Arup (Internal Use Only : Rev 00 : 27/11/20)

Project 1 - Due-Diligence 2 – Briefing 3 – Concept 4 - Design 5 - Construction 6 – Commissioning and

Stage Handover

Our Core Source & Review Client Specifications; Agree Project Brief & Specification Identify any additional plant/riser Spatial Prepare Design Information for fit-out; Validate Base Build services Undertake Commissioning &
Source & Understand Client Derogations; Establish full Scope of Requirements; Identify Modifications to Integrate Specialist Subcontractor connections & interfaces; Review Witnessing of systems; Review Building
Tasks Requirements; Review Feedback from Works; Review Architect’s test to fits; existing Fire Strategy; Identify requirements & Information Contractors Information; Manual; Identify Defects & Snags;
similar projects; Undertake Site Source & review Base Building Modifications to existing Building; Produce/Review Information for Request Client Feedback
Appraisals Information including Site Surveys; Undertake Design Reviews with Client Landlord Approval; Inspect construction
Review Input into Project Programme and Project Stakeholders quality; Resolve Site Queries as
required
Team Client Client Client Client Client Client
Project Manager & QS Project Manager & QS Project Manager & QS Project Manager & QS Project Manager & QS Project Manager & QS
Members Landlord’s Agent Landlord’s Agent/Operations Team Landlord’s Operation Team/Contractor Landlord’s Operation Team/Contractor Landlord’s Operation Team Landlord’s Operation Team
Architect Architect Architect Architect Architect Architect
MEP Engineer MEP Engineer MEP Engineer MEP Engineer MEP Engineer MEP Engineer
Fire Engineer Fire Engineer Fire Engineer Fire Engineer Structural Engineer Client Direct Subcontractors
Structural Engineer Structural Engineer Client Direct Subcontractors Lighting Specialist
Client Direct Subcontractors Client Direct Subcontractors Lighting Specialist Client’s Contractors
Lighting Specialist Client’s Contractors
Info Required Client Standards Specs Landlord Record Information & Tenant Base Build/Landlord system capacities, Client Direct Subcontractors information Contractors construction information for Commissioning Engineers
Fit-Out Specification. Obtain drawings including additional ways on Electrical technical approval and Landlord
Depth of HL and LL Services Zones in DWG if possible as a base for our Equipment, Lighting Control and BMS Lighting specialist information approval
drawings. equipment
Lift Capacities As-built information from Tenant’s
Existing Fire Strategy/Cause and Effect Base Build/Landlord system warranties Request for Modification
Tenant Services provided by the
Landlord Any Sustainability, BREEAM, Wired Updated Fire Strategy and
Score or Well Score requirements? Separation/Cause and effect
Occupancy density basis of landlord
systems – lifts, ventilation, cooling, fire, Any Client Direct Subcontractors
(Security, Data, Lighting, Catering)?
Occupation density usage of existing
fitouts by other tenants and impact on
remaining capacity of landlord systems
Surveys Due-Diligence Survey of Potential Sites Additional or Intrusive Surveys of Additional or Intrusive Surveys of Site Inspections Defects and Snagging
Chosen Site Chosen Site
Lessons Location is king. Clients are willing to Do the Client’s Standards align with Client Direct Subcontractors need to be Where modifying a recently installed Check that the base build interfaces Ensure commissioning and witnessing
adapt a building to their needs over local legislation? Highlight early where included in the design and meetings to Base Build system enquire if installation have the facility to easily demonstrate test the Base Build/Tenant Services
Learnt having a suitable building in the wrong not and agree approach. establish the responsibility split, service warranties include for modification capacity, flow rates & residual pressure interfaces and key points to verify that
place. requirements, coordination and timely and/or extension of the system, so the to the Client’s areas. the fit-out works have not affected the
Do we need to design for higher information exchange. fit-out works do not invalidate them. Base Build.
Most Clients want impressive & flexible occupancies now for future expansion It is likely the Contractor’s construction
spaces. Understand how the spaces or allow for the fit-out to be easily Service capacities provided by the Base Where modifying an existing life safety information/technical submittals will The O&Ms need to include sufficient
are intended to be used, for how long adaptable in the further e.g. converting Build/Landlord are often written into the system, certificates and warranties need to be submitted the Landlord for information for the Landlord to update
and the occupancy levels. Typically, breakout spaces into desking? Tenancy agreement. Ensure metering, needs to be considered carefully. Is a approval prior to construction. When their record information; and for the
these spaces require higher levels of test points, etc, are adequate to enable partial certificate for the works ok? If a reviewing check Client and Landlord to undertake their
AV, Data, Lighting and Lighting Control Additional Power, HVAC or Water Tenant to provide & verify. full certificate required works may need • Clearly show connection points respective maintenance. Drawings to
plus coordination of movable walls required will need to be agreed upon Consider installing sub-meters if Client to be undertaken by the original between the Base Build & Client’s be provided in DWG format
supports needed with services. with the Landlord. Determine if Landlord cannot have access to the primary or installers and re-tested to maintain systems. And where the Base Build
or Client will undertake any Tenant meters. warranties. systems are to be removed or
Understand the locations and capacities enhancement works. modified.
of the Tenant Services provided by the Exposing Services & Industrial Look is If a generator is needed, consider how • Mechanical schematics include any
Landlord early. Can they be Determine what resilience the Client in fashion. Allow for painting soffit & long it will take for a safe shut down of changes to the Base Build design
demonstrated, easily accessed and requires. Is additional standby plant or services to improve the look. If existing the systems. Servers will require a figures back to the plant for
routed to the Tenant area? back power required? (e.g. Server ceilings to be removed Lighting & UPS. commissioning and maintenance.
Rooms, Cold Rooms, IT backbone) Grilles will need to be changed, fire • Preferably drawings should be
If a Client is taking multiple Tenant systems adapted and check the FCU’s Consider access to Landlord/other modified versions of the Base Build
areas or part of an area can the Determine the Tenant/Landlord are sufficiently attenuated if exposed. Tenant Services and Riser. (i.e. position as built showing the full system for
Services provided by the Landlord be maintenance and security split. Where services in shared risers to maintain easy reference.
split and billed accordingly. intruder and fault alarms need to be Consider how new partions will affect access, no fixed furniture in front of • Include method statements
sent to? If the Landlord is maintaining Services. Lighting, fire alarm and risers & access for drainage rodding) explaining area of works, how
Determine any dedicated Tenant Plant Services installed as part of the fit-out sprinkler systems will need be modified. connections to be made, any Base
or Riser Space for fit-out, or does control and alarms need to be Consider how the contractor shall make Build shutdowns/ isolation needed,
opportunities for creating space. sent to a management suite or Advise new sanitaryware is located any connection onto the Base pre-cleaning, pre-testing and
remotely? near existing drainage stacks to avoid Build/Landlord systems. Does the treatment.
Determine if there are protected having the route drainage outside the power need to be isolated effecting
Services in the Tenant area or Verify on site that record information, Client’s area or pumped drainage. other Tenants? Pipework to be Check cavity barriers and fire stopping
obstructions that would make fit-out O&M’s and schedules are accurate. pressure tested, flushed, chlorinated if of all services through cavity barriers
difficult. Determine if there any specialist lighting needed & filled before connecting. has been installed both in the ceiling
Check existing metering is appropriately or acoustic input required. and floor void. Often overlooked as
If a previous Tenant fit-out needs located, to current standards and fit for If utilising a Base Build heating hot behind ceilings and flooring.
stripping out will this be done by the billing. Take multiple photographs of main water or chiller water system used by
Landlord or added to the project scope panels (LV and MCPs etc) to help spot other tenants, consider hydraulic
of works? Check that Base Build equipment which any that are spare/turned off. separation and pumps where practical.
has been out of use for a while is still This will avoid issues will low pressure,
Are there Other Tenants in the suitable and has been recently tested. Check that there are enough Client fluctuation pressure, blockages and
building? Disruption to them will need to electrical distribution boards and spare maintenance access in the future.
be kept to a minimum. Check if a sperate specification is ways to meet needs and any further
required to return the fit-out to Base split of floorplates Check that design and specification
Determine if there is a route for Tenant Build at the end of Tenancy. include fire stopping where penetrating
utilities (Gas, Telecoms) Compare distribution boards/main Fire separation and cavity barriers. In
If there any issues arise with the Base panels against ‘signed’ test sheets/any large open plan offices cavity barriers
Check construction form Build we have a duty of care to report available as-built schematics may be in the middle of the space.
• Down stand beams can restrict the this to our Client and Landlord. The
locations of new partitions and resolution of such issues may then be Any landlord systems that have to be Check access to install new plant. May
services. added on to the scope of works, (e.g. used/extended (lighting controls for restrict plant size and weight if needs to
• Cell beams required careful service busbar fed by a too small cable). example). come via existing lift and doorways.
coordination.
• Flat slab limit’s the location and Can remote rooms that are difficult to Check Fire alarm cause and effect is in
size additional penetrations. Service be relocated? Or would local line with Fire Strategy, particularly if
plant be more suitable. building if not evacuated as one.
Resilience of landlord services is key to
some clients. Check operation of Base Build plant vs Within the specification ask the
• Impact of flooding Client’s operations. Agreement to Contractor to inspect and validate the
• Physical separation of duplicated change the Base Build plant operation condition, capacity, flow rates &
incoming services (e.g. telecoms) may be required or additional plant (e.g. residual pressure of the Base Build
• Business critical generators Client has longer operating hours than provided services to the Client’s areas.
available assumed by Base Build or work Therefore, any discrepancies can be
• N+1 on mechanical systems weekends). resolved early.

Acoustic requirements in spaces

without acoustic ceilings– tenant usage
may require acoustic baffles

Sprinklers if present – are they

compliant with LPC rules or BS?
Potential issue with tenant insurers

Check performance of façade assumed

for heating and cooling calculations and
verify against as-installed façade.
Tenant’s Identify & agree potential TRMs Produce/input into TRM instruction pack Validate/witness Landlord’s
to Landlord; Comment on Landlord’s modifications; Incorporate Landlord’s
Request for returned cost & design proposals as-built information into remaining fit-
Modification out design
Fire Determine escape routes and measure Comment on Architect’s test to fits Modification to the Fire Strategy. Review Architect’s final proposal
widths to check establish fire • Check escape distances against • Check building excavation strategy. against modified Fire Strategy.
occupancy is not exceeded. fixed furniture and new partitions. (whole building or only part)
• Identify where additional fire • Include requirements where
Check quality of base build installation, separation is required. (New ceilings are removed, and new
fire stopping is present and separation kitchens, meeting rooms, new rooms proposed the effect on
continuous. plant/server room and risk rooms). cavity barriers.
Structure Consider bomb blast and security If the client is taking multiple floors, Check loading capacities and vibration Detail requirements for large builder’s Review Contractors information and
requirements of client and whether consider if there is a want to break from fit-out, occupants and new plant. work penetrations (e.g. new risers, undertake Site Inspections
buildings especially facades are through a soft spot for a lift or internal ductwork)
designed to client’s criteria stairs. Advise on locations and restrictions for
new risers, lifts, stair & heavy loading.
Identify any soft spots provided.
Sutural record information often lacking,
may need to undertake size measure.
Previous use of the space may give an
indication of acceptable loading.

If you have any questions or additional feedback on this topic, contact Adam.Brown@arup.com, Paul.Mosely@arup.com or Andrew.Hudson@arup.com