3C FACILITY MANAGEMENT

FIT-OUT GUIDELINES

3C FACILITY MANAGEMENT
FIT-OUT GUIDELINES

CONTENTS
1.1
1.2
1.3
1.4

INTRODUCTION.................................................................................................... 6
WHAT IS A GREEN BUILDING? ........................................................................ 6
THE STRATEGIES ADOPTED FOR THE GREEN BUILDING ARE: .......... 7
TENANT DESIGN & CONSTRUCTION GUIDELINES............................ 9

2.1
2.2
2.3
2.4
2.5
2.6
2.7

INTRODUCTIONS................................................................................................
COMMUNICATION / SITE LIAISON...............................................................
CONTACT DETAILS FOR FIT OUT RELATED WORKS............................
FIT OUT COMMENCEMENT LETTER...........................................................
DESIGN SUBMISSION & REVIEW...................................................................
FINAL DESIGN APPROVAL .............................................................................
PRE FITOUT .........................................................................................................

14
14
14
15
15
15
16

3.1 ACCESS.................18
3.2 PARKING ............................................................................................................... 18
3.3 MATERIAL DELIVERIES .................................................................................. 18
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9

GENERAL HOUSE RULES ................................................................................. 20

FLEX ....................................................................................................................... 20
CONSTRUCTION PROCEDURE ...................................................................... 20
TIME OF WORK .................................................................................................. 20
EXECUTION OF WORK...................................................................................... 21
CLEANLINESS/WASTE MANAGEMENT (MALBA/DEBRIS) .................... 21
MATERIAL STORAGE........................................................................................ 21
PROTECTION........................................................................................................ 22
INSURANCE .......................................................................................................... 22

5.1
5.2
5.3
5.4
5.5

SERVICES ............................................................................................................. 24
TEMPORARY SERVICES .................................................................................. 24
REGULAR SERVICES ........................................................................................ 24
SERVICES COMMISSIONING .......................................................................... 24
TOOLS & EQUIPMENT....................................................................................... 25

6.1
6.2
6.3
6.4
6.5
6.6
6.7

BADGES..................................................................................................................
ITEMS DELIVERED AND ITEMS REMOVED...............................................
ACCESS TO ADJOINING AREAS.....................................................................
PROTECTION OF FINISH WORK ...................................................................
WORKING HOURS .............................................................................................
GENERAL SAFETY..............................................................................................
ELECTRICAL SAFETY ......................................................................................
2

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27
27
27
27
28
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6.8 FALL PROTECTION........................................................................................... 30
6.9 WELDING AND CUTTING ............................................................................... 31
6.10 ENVIRONMENTAL CONSTRAINTS.............................................................. 31
6.11 FIRE SAFETY MANAGEMENT........................................................................32
6.12 SITE SECURITY.................................................................................................. 32
6.13 HEALTH AND SAFETY.................................................................................... 33
6.14 SCHEDULE COORDINATION ....................................................................... 33
7.1 DOS....................................................................................................................... 36
7.2 DONTS ................................................................................................................. 37
8.1 ANNEXURE 1 HOT WORK PERMIT................................................................. 39
8.2 ANNEXURE 2 ID CARD REQUISITION FORM FOR WORKERS............... 40
8.3 ANNEXURE 3 TENANT/CLIENT FIT OUT FORMS................................... 41
8.4 ANNEXURE 4 FIT OUT COMMENCEMENT LETTER................................. 44
8.5 ANNEXURE 5 SITE ACCESS PLAN................................................................... 45
8.6 ANNEXURE 6 ACKNOWLEDGEMENT FORM.............................................. 46

3C FACILITY MANAGEMENT
FIT-OUT GUIDELINES

3C FACILITY MANAGEMENT
FIT-OUT GUIDELINES

1
Green Buildings: An Overview

3C FACILITY MANAGEMENT
FIT-OUT GUIDELINES
1.1 Introduction
As a part of our new economy, more and more companies are drawn to, and motivated to stay in,
areas offering a higher quality of life. There is a widespread evidence of the importance of a clean
environment and other quality of life considerations. The Green Buildings at Noida (India) have been
designed as per world class systems & procedures qualifying for LEED certification.

1.2 As we understand Green Building

A Green Building is one, which in appearance and functionality is the same, as any other building. Any
green building would show tremendous concern on efficient utilization of conventional resources and
exploring utilization of non conventional source of energy, thereby reducing the impact on
environment.
In general, a Green building would incorporate the following green features:
1.
2.
3.
4.
5.
6.

1. Use of energy efficient and Eco-friendly equipment

2. Use of recycled and Environmental friendly Building materials
3. Quality indoor air quality for human safety and comfort
4. Efficient use of water
5. Use of Nontoxic & recycled materials
6. Effective controls and building management system

The development of the Green Building would bring many benefits to the occupants. Support from our
tenants in designing their space using the principles outlined in this handbook will ensure that the
benefits of the Green Building designed are optimized.
Some of the benefits for the occupants:
. Lower Operating costs
. Improved Worker Productivity
. Future proofing for the utility rates
. Positive Corporate Image
. Good for the Environment
The following world class systems & procedures are being considered at the design stage of the
building:
1.
2.
3.
4.

Energy efficiency of equipment & systems ASHRAE 90.1.2004

Lighting IESNA standards
Indoor air quality ASHRAE 62.12004
Thermal Comfort ASHRAE 552004

The building has been evaluated on the basis of the methodology outlined in ASHRAE/IESNA 90.12004. Visual DOE4.1, a front-end to the DOE2.1E engine, has been used as the simulation tool.
The performance of the building will also be monitored by an Intelligent Building Management Systems
(IBMS)
and
international
standards
&
procedure,
IPMVP
protocols.

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1.3 The strategies adopted for the Green Building are:
1. Construction
Wall Construction:
The building uses autoclaved aerated concrete (AAC) blocks with a U value of 0.12 Btu/hr/ft/F which
have a very high insulation property. Their high fly ash content (60%) further helps the building to
address environmental concerns.
Roof Construction and Finish:
The building uses overdeck R15 extruded polystyrene insulation. In addition to the insulation, the
building roof has a Green Roof. The Green Roof ensures that a large percentage of the incident heat
energy is not absorbed by the roof.
High Performance Glazing:
Most of the glazing area is on the north faade of the building the shading coefficient and light
transmittance for this glass were developed very carefully in order to enhance available daylight in the
space and maintain visual comfort for the occupants without comprising on energy efficiency. These
high performance glazing will also provide external connectivity for the building occupants.
2. Indoor Environmental Quality
Temperature and humidity:
The equipments & systems are designed in such a way that the air-conditioned space will be
maintained at a temperature of 24 deg C and with the humidity level of 50-60 %, throughout the
operation of the building (24x7), irrespective of the occupancy levels & outside ambient conditions.
CO2 monitoring:
CO2 levels in the conditioned space will also be continuously monitored and compared with the outside
ambient CO2 level. If the difference rises above 530 ppm, then more fresh air will be taken and blown
in the conditioned area. This will further enhance the productivity of the building occupants due to
lower CO2 levels.
Elimination of the Environmental Tobacco Smoke:
Green Building understands the Environment concerns and adopts the policy of providing dedicated
smoking zones on the terrace.
Finishes:
Adhesives, Sealants, Paints, Resins used in finishes (core & shell and common areas) are selected
with low VOC content. These features will also enhance the human comfort levels.
Efficient Lighting:
Efficient fluorescent lamps (T5s) and luminaries with high coefficient of utilization have been selected
(for common areas) to achieve efficient lighting.

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3. HVAC System
Efficient Chillers:
The chillers provided for this building are water cooled screw chillers having a COP of 6.1
Secondary Chilled Water Pumps:
The building has primary & secondary chilled water pumping with variable speed drive to economize
on pump usage and in turn energy. Also the Air Handling units with Variable speed drives are used
which would modulate on the basis of actual temperature in the conditioning area. Energy efficient
equipment & systems will reduce the operating cost from the day one, of operation of the building.
These equipment & systems are designed, without comprising the human comfort levels, such as,
lighting levels, temperature in the conditioned space.
Metering:
Individual Energy meters are installed for each floor and the billing to the tenants would be done as per
the actual readings of these meters. This means that any energy saved would directly reflect in the
bottom line. The energy meters are linked to the central BMS. This would enable the tenants to
monitor/compare their consumption.
4. Water efficiency

Water efficient fixtures will be installed in the building. This will result in tremendous reduction in water
consumption. Flow of fixtures shall adhere to following:
Water Closets

0.8 GPF

Urinals

0.5 GPF or waterless

Hand wash

2.0 GPM

Shower

2.0 GPM

Kitchen Sink

2.0 GPM

Water balance for the building has been developed. This has also helped the water consultant to
design & size the water treatment plant. Recycled & treated water would be used for landscape and
irrigation thus reducing the need of any excess amount of potable water use.
5. Waste management
The project has allocated a separate space for segregation waste. This will enable the property
management group to segregate the waste generated in the building at the source itself.
The above mentioned design features considered will have an impact on energy efficiency levels and
will result in tangible & intangible benefits for the occupants.

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1.4 Tenant Design & Construction Guidelines

In order to further enhance the added values of Green Buildings we would like to have participation of
all In-house clients utilizing the space facilities in Green Building. Salient guidelines to be considered
by clients while designing interiors/fit outs are enumerated as below which they may like to consider
positively:

1. Promote use of eco-friendly vehicles

Being a green building, provisions have been provided to charge the Electric vehicles at parking area.
The tenants can avail the charging facility by going in for energy efficient and environment friendly
alternate fuel vehicles, such as, electric vehicles, or CNG vehicles.
2. Avail preferred car parking
A carpool arrangement in which two or more members share a vehicle for transportation could be
encouraged. A preferred car parking has been provided for carpools or vanpools. The tenants may
encourage the carpooling amongst the employees through interoffice memo. This will facilitate the
occupants to participate & avail the carpooling programmes.

3. Energy performance criteria

Interior lighting:
The interior lighting should be designed with overall lighting power density less than 1.0 Watts per sft.
The tenants could look for energy efficient lamps, luminaries and control gears. An illustrative list of
lamps & control gears is listed for reference:
Compact fluorescent lamps (CFLs) with mercury content (Hg), less than 2 mg per lamp but not with
liquid mercury
T5 series of fluorescent lamps with HPF of not less than 0.98
Colour 80 series fluorescent lamps
Dimmable ballast
Movement sensors
Lux level based sensors
Occupancy sensors
Toggle switches for individual controls
Controls for blinds on the select glazing.
Plug loads
Office Equipments:
Office equipments, Computers, monitors, copiers, fax machines Refrigerators, Micro ovens Coffee
makers etc come in energy savings versions. Select the equipment keeping in mind energy efficiency.
Look for Energy Star labels.

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Consider LCD in lieu of conventional CRT monitors. The advantages of the LCD in comparison with
the conventional CRT monitors are:
th
.
Occupies 1/6 depth and 85% of the width and height.
rd
.
Requires 1/3 the power.
.
Display reduced glare, long term gain in vision and human comfort.
Task Lighting
A key component to a comfortable lighting system is giving the users control of their local lights. One of
the best ways to offer this is to provide a flexible and efficient task light. Using task lighting can also
mean that the overall ambient lighting can be reduced, saving both initial cost and overall energy use.
4. CFC reduction in Fire suppression system
Avoid Chlorofluorocarbons (CFCs) based refrigerants in Fire suppression systems. CFCs could
impact environment and health. Use only non CFC based refrigerants for fire suppression systems.
Alternatives are either HCFCs (Hydro chlorofluorocarbons) or HFCs (Hydro fluorocarbons).
5. Storage & collection of recyclables
The buildings has provided a dedicated storage and collection area to segregate, collect and storage
of materials for recycling which includes, paper, cardboard, glass, plastics, metal, etc. During interior
fit-outs, segregate these materials to facilitate recycling.
During occupancy, segregate waste at source to help the property management group to recycle.

6. Recycled content
Tenants could explore the possibility of using building products that incorporate recycled content
materials. By doing so, it reduces the impacts resulting from extraction and processing of new virgin
materials and giving a new life to the recycled content material.
An illustrative list of building products with recycled content materials are as follows:
1.
2.
3.

False ceiling material, which comprises of gypsum (which is industrial byproduct or waste)
Door panels made out of baggasse
Aluminum door and window frames, with very high recycled content

7. Rapidly renewable materials

Tenants could use rapidly renewable building materials and products (made from plants that are
typically harvested within a ten year period or shorter).
Typical examples of rapidly renewable materials are as follows:

. MDF (Eucalyptus, Cotton straw)

. Composite wood (Baggasse)
. Bamboo flooring
. Linoleum flooring
. Sunflower seed board
. Wheat grass cabinetry
. Wool carpet
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8. Regional Material
Interior material can be procured within area of 500 miles to promote local materials and reduce
traveling distance.
9. Low emitting materials
To reduce the quantity of indoor air contaminants that is odorous, irritating and/or harmful to the
comfort and well-being of installation workers and occupants.
Volatile Organic Compound (VOCs) present in finishing products has harmful effect on the building
occupants. The VOCs vaporize (become a gas) at normal room temperature. Hence, the interior
designers can use products with VOCs within the specified limits.
The VOC limits for Adhesives and sealants are as follows:
Architectural sealant Non membrane roof Roadway Single ply roof membrane Others
250 (grams per litre)
300 (grams per litre)
250 (grams per litre)
450 (grams per litre)
420 (grams per litre)

The VOC limits for interior paints

Nonflat 150 (g/litre)
Flat 50 (g/litre)
Most of the paint manufactures (like Asian Paints, etc) do manufacture paints with low or no VOC
content.
2

Carpets Emission factor limit mg/m h

Carpet total VOCs 0.50
Adhesives total VOCs 10.0
Cushion total VOCs 1.00
Composite woods
Composite woods and agrifiber products should free from urea-formaldehyde resins. Hence, the
interior designer team should specify the composite wood be free from urea-formaldehyde resins. At
present, composite woods are available made with Phenol formaldehyde resin.
10. Indoor Chemical & Pollutant Source control
The tenants are advised to provide dedicated room for locating copying and fax machines. These
rooms have to be physically separated with deck-to-deck partitions with independent exhaust
ventilation.

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11. Daylight & Views
The building is designed to provide excellent day-lighting and views for the occupants. The tenants are
advised that the Interior layouts and fit-outs should be designed in such a way that the design provides
the building occupants a connection between indoor spaces and the outdoor through the introduction
of daylight and views.
Providing day lighting and views for occupants, will enhance the productivity of occupants by
10 15 %.
12. LEED for Commercial Interiors
The above mentioned design features considered will have an impact on energy efficiency levels and
will result in tangible & intangible benefits for the tenants. As explained, Green Buildings are aspiring
for LEED Core & Shell rating of USGBC. The tenants could design & construct their fit-outs in
accordance with the guidelines provided, as above. This will further enhance the performance of the
whole building. In order to facilitate the tenants of base buildings, USGBC has introduced an exclusive
rating programme for commercial interiors, LEED for Commercial Interiors (LEEDCI). Hence, we would
encourage the tenants to apply the above guidelines & attempt for LEEDCI ratings.
For further details on LEEDCI & green design, the tenants are requested to
visit the USGBC website, www.usgbc.org.

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2
Communication/Site liaison

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2.1 Introduction
It is imperative that all Tenants/Clients undertake their works at The Building by coordinating their work
with the Contractor and the Property Management Team so as to ensure that neither Party is hindered
in completing the work required for the joint opening.
The Tenants/Clients Contractors must coordinate the work as per the following guidelines. These
guidelines are for the construction and fitout to the time of the initial opening of the property. This
document does not in any way substitute the meetings which are required to be held prior to the start
of a Tenants/Clients work at Site.
The Fitout Manager is a focal point in the management of Tenants/Clients. Each Contractor should
assign a coordinator to be available on Site during all normal working hours and available during nonworking hours as may be required. Each Contractor will be responsible for proper execution of his
work and will be required to attend meetings as required for the purpose of coordinating all fitout
activity in the Property.
It is utmost important that lines of communication are open at all times therefore it is necessary for
each Tenants/Clients Contractor to have a Cell Phone available for use on Site. The following are the
guidelines for communication and site liaison during fit out stage:

2.2 Communication / Site Liaison

The Tenants/Clients shall inform The Three C Facility Management Team for any fit out related work.
The Three C Facility Management Team will have an overall responsibility for the site. All
welding, cutting or brazing work etc. must be informed
to the management in advance. A hot work permit (Refer Annexure 1) has to be obtained from
Management office.
Work permits will be required to be taken for all works outside the individual units including the
common areas, corridors, roofs, service yards etc.
Before the commencement of fit out work the Tenants/Clients must collect ID Cards for their
respective workers from the
Management office for which requisition form will be submitted (Refer Annexure 2).
The procedure of carrying out such works will be checked by Management Team and
amended in consultation with the
Tenants/Clients contractor before the work is carried out.

2.3 CONTACT DETAILS FOR FIT OUT RELATED WORKS

Fitout Manager
In case of any emergency the following people can be contacted;
Tenants/Clients Information Tenants/Clients will be provided with Tenants/Clients Fit out
Forms (Refer Annexure 3) which they will fill and submit to Fitout manger/Management Team.

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2.4 Fit out Commencement Letter

The client will fill up all details in the commencement letter and submit for
approval of Property Management Team. The format of commencement letter is
attached in the Annexure 4.
2.5 Design Submission & Review
Tenants/Clients fit out Designer will submit their preliminary design concept to our Fit-out Manager,
who will approve it in coordination with Management Team. This submission will include following
docs:
Floor plans, reflected ceiling plan, front elevations, sections and internal elevations @ 1:50
scale
Services layout including load requirement (Fire, HVAC ducting, Electrical and Mechanical)
The submission must be complete in order to evaluate proposal fairly for adequacy of services.
Wherever it is required that preliminary design submission need to be revised will be resubmitted for
further review after needful amendments.

2.6 Final Design Approval

The Fit-out Manager will issue final design approval once the design submission is reviewed. This
approval shall be subject to comments and/or advisory notes on the design drawings.
It is important that Tenants/Clients give his contractor a copy of the stamped drawings for accurate
pricing and construction purpose.
The as built fit out must reflect the final Fit-out Manager approved drawings and conditions. Any
deviation from the approved drawings and conditions not expressly approved by the Fit-out Manager
shall be considered invalid and must be rectified before work is executed at site.

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2.7 PRE FITOUT
Following Steps of activities are necessary Prior to start Fit out Work:

It is your responsibility to check and confirm all services locations and dimensions and inform us of any
discrepancies.

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3
Access

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3.1 Access
All access for materials/Personnel will be through specified location as shown in the site plan
attached (Refer Annexure 5).
Access to the roof is strictly prohibited. For those Fit out Contractors who require access a
special permit system will be in place.
Use of main floor, lobbies, or elevator lobbies is prohibited for storing material even on a
temporary basis.
Access to the designated fire exits escape routes must be always kept clear without any
interruption.
Tenants /Clients contractor will fill up the ID card requisition form (attached in Annexure 2)
and submit a copy to property management team for issue of temporary ID Cards.

3.2 Parking
Delivery vehicles are not allowed to park inside the property, it should immediately leave the
premises after unloading the deliveries.
No vehicle parking is allowed within the development area without approval of Property
Management (where applicable).

3.3 Material Deliveries

All materials are to be delivered directly to the leased premises and will not be allowed to be
stored outside the occupied area or outside the building at street level for any reason. Material
deliveries should be staged to coincide with the work about to be performed.
Passage to upper levels will be by indicated staircase only, near loading unloading.
Materials shall be bagged and manually handled and no materials shall be dragged or
dropped on the floor surfaces, particular care shall be taken to ensure that the floor tiles and
fabric are not damaged.
The Tenants /Clients Contractor representative shall be present on Site to receive all
material deliveries. He shall witness all material movements to and from the leased premises.
The security of the delivered fit out materials will be under complete responsibility of Tenants
/Clients or his contractor. No material shall be stored adjacent to or against any finished
surfaces.

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4
Operational
Guidelines

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4.1 General House Rules
The following rules and guidelines for Fit-Out must be adhered to at all times:
All work must be carried out by Contractors who are registered and operate in a professional
manner.
All Contractors must have current Workers Compensation Insurance (unlimited) and Public
Liability Insurance as applicable.
All materials used onsite are supposed to be new and materially sound safe to handle,
serviceable and all work is to be completed in a professional manner with the minimum
interruption to the trading of the Building.
Tenants /Clients contractor, Project Manager must be present during site induction.
Tenants /Clients must provide a copy of commencement letter as per the standard format.
Tenants /Clients must provide a copy of fit out schedule to Management prior to commencing
work Onsite.
Tenants /Clients need to fill up and submit the hot work permit form (attached in Annexure 1)
to process any hot work during fit out period in advance.

4.2 Flex
To maintain the esthetics and deco of the Building, you are required to cover the front and
rear glass faade of your leased premises opening in the common area from inside with flex
during the fit out period. You are required to do the same before starting the FitOuts. This
should only be removed after the completion of the fit-outs and clearance obtained from
Property Management Team.
In case of non compliance for the same the management will put own flex and the cost of
same will be debited to you.

4.3 Construction procedure

The hoarding put by client/ tenants shall be dust and fireproof. Damages to property if any will be at
the cost of the Tenants /Clients. AT NO TIME WHATSOEVER, MAY BE WORK OF ANY NATURE
BE CARRIED OUT ON THE PROPERTY CONCOURSE AND COMMON AREA.

4.4 TIME OF WORK

The general hours of work will be between 0900hrs to 2000hrs. However, these hours may be
extended on request at the discretion of Building Management for which advance notice shall be given
by the Tenants /Clients for which client has to take up case for approval from property management
before 1500 hrs so that necessary arrangements like security is organized accordingly.

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4.5 EXECUTION OF WORK
Prior to the commencement of Work, the Contractor shall provide Fit-out Manager with a
projected schedule showing the major activities of work with the dates of their start and finish
with significant milestones for management to inspect.
Wherever applicable, permits must be obtained from property management prior to the
commencement of work. The fit-out Manager may approve deviations if any on exceptions in
writing.
Mixing of cement PCC etc. for flooring or otherwise can be done in their own licensed space.
Protect Glazing: Tenants/Clients will ensure that brown sheets/temporary branding sheets/flex
is covered on the glass door/frontage of their premises during fit outs to avoid any damage to
the glazing and door.
Tenants/Clients will ensure that a door mat is placed outside the licensed space during fit outs
to avoid spoiling of floor.

4.6 CLEANLINESS/WASTE MANAGEMENT (Malba/Debris)

The Intended Tenants/Clients shall ensure that all debris (malba) generated by them is stored
temporarily safe from fire hazard within their space and is daily cleared. The Contractor will
provide facility for removal of waste and debris from the building at his own expenses.
Construction personnel shall at all times maintain the highest level of project cleanliness. In
the event that the Contractor fails or refuses to keep the demised premises free of
accumulated waste, the management Office reserves the right to enter the said premises and
remove the debris at the Contractor's/Tenants/Clients expenses as applicable.
Each Tenants/Clients should discuss their requirements regarding the material waste directly
with the Property Management Team. This will be handled separately from main construction
waste.
In case the need arises, the Fit out Manager will provide extra assistance to dispose of waste.
Any costs arising from this shall be charged extra to the Tenants/Clients. No waste materials
are to be flushed in the Property drainage system. The drainage system should be kept clean
and clear.
Tenants/clients have to arrange for the toilets/washrooms for their workers/laborers. Common
area washrooms should not be used by their laborers in any case.

4.7 Material Storage

Materials/goods cannot be stored in any area other than the area provided to the
Tenants/Clients. Incase, the need arises a prior written approval has to be taken from the
Fitout Manager on its merits.

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All Tenants/Clients fit out Contractors must recognize that the area outside their own space is
not to be used for any kind of storage or any other activities. When materials are unloaded
they must be received and taken out of common area immediately. Failure to
do so will result in materials being removed, without prior notification.
Building Property Management is not liable for any loss due to fire, natural calamities, theft or
damage to the furniture, fixture, material or supplies belonging to the Tenants/Clients.
No explosive, inflammable or hazardous material will be used or stored anywhere on site or
incorporated within the Licensee Fit Out works.

4.8 PROTECTION
No damage should be caused to the property, and incase of any, the Tenants/Clients will be
responsible to make it good.
The sign displaying the name of the Tenants/Clients, their principle contractor and
emergency call numbers of key personnels must be available at all times.
The final removing and disposing of temporary signages will be undertaken by the
Tenants/Clients contractor and will only be permitted when all works likely to cause
interruption in the operation have been completed.
Tenants/Clients must take all measures necessary to protect adjacent Tenants/Clients
finishes, their own finishes and the Base Building Property finishes from any kind of physical
damage, dust, noise, vibration or any other nuisance.

4.9 Insurance
Each contractor employed at the project shall provide the Property Manager with current
certificates of insurance. Each contractor is responsible for obtaining acceptable certificates of
insurance from all subcontractors as applicable.
Workers Compensation and Employers Liability: As required by the laws of the State in
which the work is to be permitted these liabilities will be applicable to all contractors. The
responsibilities and lawful liabilities as principal employer will be of such contractors/Tenants
as applicable.
General Liability: Commercial General Liability or Comprehensive General Liability on an
Occurrence Form (Claims Made coverage not acceptable) insuring Body Injury, Property
Damage and Personal Injury against the hazards of licensed space and Operations (including
the use of mobile equipment), Products and Completed Operations shall be of the
Tenants/Clients Contractor.

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5
Services

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5.1 Services
The Intended Tenants/Clients or its contractors will not tamper with or relocate the fire safety
systems.
No disturbance should be caused to the services already laid except for extending its length
below or above false ceiling as applicable without any temporary joints.

5.2 Temporary Services

Each Occupant should notify capacity of all temporary services, which they would require
during fit out period prior to commencement of fit out.
All cost associated with it shall be borne by the Tenants/Clients.
Temporary water and electricity required during the fit outs can be arranged at the premises.
The same can be procured in consultation with Fitout Manager and the payment to be done
based on actual metered consumption as applicable directly by the Tenants/Clients to the
Building Management or as mutually decided with vendor/supplier for prorate charges.
Rates of recovery of water, electricity consumption shall be as notified by the Property
Management based on prevailing tariff rates of state govt. /bulk supplier and on cost
expenditure as well as losses.

5.3 Regular Services

The provision for regular services has been made in the licensed space. However, these
services will be connected to leased area internal services only after internal services are
completed and are tested for its adequacy and found fit for commissioning.
Note: Services will not be made live till the time Tenants/Clients contractor provide
satisfactory evidence that their system is complete and is certified that the system is capable
of receiving the live load and has been tested for maintaining norms/engineering practice.
Each Tenants/Clients shall ensure that any discharge to the drainage system from their unit
does not default any of the local regulations. If damage to the main drains occurs due to any
action of an occupant, the cost of rectification of such damage will be recovered from the
offending occupant.

5.4 Services Commissioning

Base Building engineering and electrical systems may be undergoing final commissioning and
witness testing during the fit out period. These systems will therefore be subject to
interruptions.
Fit out contractor should therefore make necessary arrangement to withstand these
interruptions. Final connection and testing of supplies or interface services to Tenants/Clients
units will not be started unless:

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3C FACILITY MANAGEMENT
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a.
b.

All information requested is received and approved.

Fit Out completion must be intimated 10 days in advance to facilitate
arrangement of testing and commissioning.

c.

All dues are cleared by Tenants/Clients.

d.

Fit out site of Tenants/Clients is cleared from malba /debris.

Competent Technical Personnel will address any issues arising during the commissioning
operation. However, representative from the Base Building Management and the
Tenants/Clients must be in attendance to witness all commissioning operations. The
Tenants/Clients must only carry out final connection to any service once authority has been
received from the Fit out Manager.

5.5 Tools & Equipment

Equipments and machines must be clearly marked with indelible marker or paint with the
Tenants/Clients Contractors name, in order to be permitted inside. The Tenants/Clients
should disclose the rating of the equipments they will be using for execution that needs to be
approved by the Fit out Manager for availability of adequacy of services.
Tools and Equipment will not be allowed to leave the Site without proper authorization/gate
pass.
Construction equipment must be compatible with the Site power source available. Tenant
should declare the rating of various equipments to be used during fitout time to assess the
total power requirement. Equipment will only be permitted to use once it is ensured that total
power drawn is within the permitted limits.
Equipment must be properly fitted for its use. Equipment must not drip oils or grease and shall
be fitted with proper wheels etc.
Any temporary power connections for tools and equipment will be arranged on payment.
The Tenants/Clients Contractor shall utilize floor vacuums or sweeping compounds to
maintain dust levels to a minimum.
Tools for Equipment must not be plugged into the Common Property Power supply.
No equipment/machinery shall be dragged on floor unless it is on soft wheels or else will be
manually lifted to avoid damage to floor

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6
Safety and Security

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The security and safety of man, material and machinery in and around the site of Base Building is
paramount requirement of Property Management. To ensure this, The Tenants/Clients and their
employees and Contractors are required to strictly observe following rules and norms which are just
guidelines only, which will be updated by Tenants/Clients as suitable to their Space/Offices.
6.1 Badges
All personnel shall be identified with a badge of identification denoting the Unit they are fitting out and
the Company they represent. The Tenants/Clients will prepare his own badges or will be given by
Property Management Team on request.

6.2 Items Delivered and Items Removed

Materials delivered and removed will be subject to search by the Security Staff. Materials or tools or
equipment must be signed out of the Site with an authorized signature of the Security through valid
gate pass duly signed by the authorized signatory.

6.3 Access to Adjoining Areas

No access is allowed out of the demised area or on to the property concourse; to adjoining
areas of the Project; or neighborhood. No access whatsoever is allowed into adjoining areas
without the prior permission of the neighboring Tenants/Clients Contractor.

6.4 Protection of Finish Work

Each Tenant/Client is responsible for the protection of his finished product.
The Tenants/Clients Contractor will be responsible to maintain the building services clean and capped.
The Tenants/Clients will provide for access to his leased area/space for inspections by the fit out
coordination team as the work
progresses.

6.5 Working Hours

The Tenants/Clients shall be afforded access to his Space beyond normal working hours by
permission from Fit out Manager for which they should give advance notice to the Property
Management Team and additional security required shall be at the cost of Tenants/Clients.
No lady worker will be allowed to work after normal working hours unless permission is taken
for the same and lady security guard is made available on the duty.
No child laborer is permitted to work at any cost and circumstances.

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6.6 GENERAL SAFETY

CONTRACTORS AND SUBCONTRACTORS:

Provide all safety and personal protective equipment (PPE) like hard hats and safety glasses
etc., required to complete the contracted scope of work. PPE must meet the Standards.
In the event of an incident, the Tenants/Clients shall ensure that copies of Material Safety
Data Sheets are immediately available for all products.
Notify Property Management Team when hot work is to be performed (welding, cutting,
hazardous activity etc.). Hot Work Permit (Refer Annexure1) should be obtained and filed
with Property Management Team. The necessary fire fighting equipments required at site will
be made available by the Tenants/Clients contractor. Work shall be permitted only in
presence of accredited engineers/ Supervisors. Property Management will have right to
terminate the work progress if requirement is not met.
Work areas should be properly secured and proper signage should be posted to identify PPE
required at the project site.
Proper signage like Men at Work, Hot Work in Progress etc. should be placed at
appropriate place.
The contractors employed by Tenants/Clients will get work executed from only trained and
qualified tradesmens. Specially while working on Electricity, HVAC and Fire fighting works.
Tenants/clients will have first aid box in their space for all emergency treatments

PROTECTION OF EMPLOYEES:
No contractor shall permit a labor/worker to work in close proximity to any part of an electric
power circuit that the worker could contact the electric power circuit in the course of work,
unless the worker is protected against electric shock by de-energizing the circuit and
grounding it or by guarding it effectively by insulation or other means. Contractor will obtain
line clearance permit from Fitout Manager to work on such electricity live lines.
In work areas where the exact location of underground electric power lines is unknown,
employees using jack-hammers, bars, or other hand tools which may contact a line shall be
provided with insulated protective gloves.
Before work is begun the employer shall ascertain by inquiry or direct observation, or by
instruments, whether any part of an energized electric power circuit, exposed or concealed, is
so located that the performance of the work may bring any person, tool, or machine into
physical or electrical contact with the electric power circuit. The contractor shall post and

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maintain proper warning signs where such a circuit exists. The contractor shall advise workers
of the location of such lines, the hazards involved, and the protective measures to be taken.
Fit out contractors are responsible for ensuring that each and every personnel working on
their site is fully aware of all safety updates.
All accidents should be immediately notified to Property Management Team.
Each Tenants/Clients principal contractor will appoint a responsible person to act as a Fire
Marshall

and

will

be

responsible

for

all

personnel under his control in the event of an evacuation of the site is warranted.
Base Building Property Management Team shall have free access to any Tenants/Clients unit
to inspect and confirm that the rules and regulations are being adhered too for the purposes of
overall fire control. If management observes that work is not conformity to safety rules
management will have power to stop work till safety rules are adopted

PASSAGEWAYS AND OPEN SPACES:

Barriers or other means of guarding shall be provided to ensure that workspace for electrical
equipment will not be used as a passageway during the period when energized parts of
electrical equipment are exposed.
Working spaces, walkways, and similar locations shall be kept clear of cords in order to keep
employees away from any type of hazard.
Proper signage should be placed in the common area and spaces where hazardous work is in
progress.

6.7 ELECTRICAL SAFETY

The use of wet methods increases the chances for electrical shock when an employee is
working around electrical panels, conduit, light fixtures, alarm systems, junction boxes,
computers, transformers, etc. It is important for workers to be aware of locations of
hazards before they resume their work.
Load ratings: In existing installations, no changes in circuit protection shall be made to
increase the load in excess of the load rating of the circuit wiring.
Fuses: When fuses are installed or removed with one or both terminals energized, special
tools fuse carriers insulated for the voltage shall be used.
Worn or frayed electric cords or cables shall not be used.
Extension cords should not be fastened with staples, hung from nails, or suspended by wire.
De-energize as much equipment as possible. Use portable light systems for lighting.
Ensure area adjacent to energized electrical equipment is dry, if de-energizing is not feasible.

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Use nonconductive scrapers and vacuum attachments (wood, plastic, rubber).
Wear heavy insulated rubber boots and gloves when working around energized wiring.
Put "hot line" covers over energized cables and power lines.
Make sure all electrical equipment in use has a Ground Fault Circuit Interrupter (GFCI) before
the job starts. This means checking outlets, wiring, extension cords, and power pickups.
Check for the ground pin on plugs.
Care should be taken not to damage insulated coverings with scrapers, scaffolding wheels,
etc.
Do not string electrical wiring across floors.
Do not allow water to accumulate in puddles on work area floors.
Ensure electrical outlets on site are tightly sealed and taped to avoid water spray.
Always perform a pre-work walk-through to identify potential sources of electrical hazards to
workers, as well as any equipment that may be damaged by wet removal methods.
Electrical equipment and lines should be considered energized, unless tested and determined
otherwise.
Adopt line clearance permit system to de energize/ energize the service lines while working
on live lines.

6.8 FALL PROTECTION

Whenever work takes place at heights there should be an evaluation of the proper methods of
access and protection from falls. Following are some general guidelines for storage and
maintenance of fall protection systems:
Always place your system where it cannot be damaged. Don't throw it in the bottom of the
toolbox or on the ground. Hang it up.
Inspect the equipment everyday and any damaged equipment noticed should be removed
from service immediately.
Never store equipment near excessive heat, chemicals, fumes or sunlight.
Avoid dirt buildup. Clean with a mild, nonabrasive soap and hang dry.
Never use equipment for anything other than a fall arrest system.
Once exposed to a fall, immediately remove system from service.
Use ladders of adequate load carrying capacity and ensure that it is jammed on the floor while
putting on hard surfaces and sand bags while working on smooth and slippery surface.
Further ensure that telescopic ladders on wheels/towers are not shifted from one point to
another when men are at work.
The tradesmen working on high rise scrap folding/ towers will wear safety belts, helmets and
always will be assisted by trained assistant.

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6.9 Welding and cutting
Clogged torch tip openings shall be cleaned with suitable cleaning wires, drills, or other
devices designed for such purpose.
Torches in use shall be inspected at the beginning of each working shift for leaking shutoff
valves, hose couplings, and tip connections. Defective torches shall not be used.
Torches shall be lighted by friction lighters or other approved devices, and not by match box
or from hot work.
Regulators and gauges: Oxygen and fuel gas pressure regulators, including their related
gauges, shall be in proper working order while in use.
Oil and grease hazards: Oxygen cylinders and fittings shall be kept away from oil or grease.
Cylinders, cylinder caps and valves, couplings, regulators, hose, and apparatus shall be kept
free from oil or greasy substances and shall not be handled with oily hands or gloves.

6.10 Environmental Constraints

All Contractors are advised that stringent environmental practices are in force for all works carried out
on their site. This includes the following:
Working hours
Noise level of machines, equipment and operatives
Vibration
Dust Control
Fumes
Any other environmental hazard
Tenants/Clients Fit out Contractors must comply with the Base Building Property Management
directions in all aspects of environmental considerations.

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6.11 FIRE SAFETY MANAGEMENT
Tenants/Clients shall adhere to the fire safety guidelines issued by Base Building Property
Management time to time.
Salient guidelines are highlighted as mentioned below:
Each unit will ensure that fire protection system is placed at site during their fit out time.
Each unit will be provided with termination of wiring of fire detection system which will be
further looped by Tenants/Clients contractor as per approved layout.
Cabling to these units shall have adequate spare cabling to allow detectors to be relocated on
to the Licensees false ceilings when fitted.
An audible alarm should be provided by wall mounted sirens in order to provide clear audibility
in the event of system activation.
The Tenants/Clients shall be responsible for the removal of all equipment and cabling when
the temporary system is no longer required i.e. when the center permanent fire safety systems
have been commissioned.
Any hoardings etc. must be constructed of noncombustible materials.
The Fit Out main Contractor must follow and implement the hot works permits system.
Base Building Property Management Team will carry out periodic site inspections of the
Tenants/Clients units in order to ensure that the Tenants/Clients are following the site rules
and regulation.

6.12 Site Security

Only authorized persons will be allowed to pass through security i.e. persons who have been
properly inductive and carry an identification pass.
Any persons not on the approved Contractor list will be denied access to the property, there
would be no exception to this requirement.
The Contractors workers and their belongings can be subjected to scrutiny and inspection by
the appointed security staff of Base Building.
The Tenants/Clients Fit-out Contractor will be entirely responsible for the internal security
arrangements of their own Fit Out operations.
Any temporary doors, locks etc. at the Base Building interfaces to be provided by the
Tenants/Clients fit Out Contractor.
Base Building Management is not responsible for any loss or damage to the fit-out fitters or
their agents while on site.
Base Building Management will have power to break open locks in case of emergency where
endanger to man, material and machinery is involved.

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6.13 Health and Safety

Each Fit out Contractor is responsible for ensuring that every operator working on their site is
fully aware of all safety updates.
All accidents and dangerous occurrences shall be immediately notified to the Management
Team.
Each Tenants/Clients Principle Contractor will appoint a responsible person to act as Fire
Marshall and will be responsible for accounting for all personnel under their control in the
event of an evacuation of the site.
No diesel / petrol engines to be used within the development except at notified places.
The Property Management team shall have free access to any business associate unit to
inspect and confirm the rules and regulation are being adhered to for the purposes of overall
fire control.
No smoking/ Chewing of Pan, Gutka is permitted within the confines of the property premises.
The Property Management at designated locations of common area has provided toilets.
Furthermore it is the responsibility of each Tenants/Clients to provide their own welfare and
site facilities as necessary for the staff incl. first aid box.

6.14 SCHEDULE COORDINATION

Screeding Operations
The Tenants/Clients Contractor must start with his Temporary/Permanent power work and his
screed work, first.
Screeding materials shall be bagged and delivered to the point of usage. Mixing of water is to
be carried out in containers at the point of usage. All materials shall always be bagged and
carried to the leased unit.
Water must be controlled and no leakage will be allowed to spill out or down from the space.
In the event of damage to any neighborhood whatsoever, the offending Party will be required
to reinstate such to its original condition, at his cost.
All Screeding operations must be completed no later than one month after start but in no case
later than the agreed schedule of works supplied to the Business Associate coordination
department.
The protection against any damage of property, its common areas and surface is the
responsibility of the Tenants/Clients till his fit-out is completed.

Electrical & Mechanical Services Terminations

Tenants/Clients contractor should not connect their various services to main terminal points /
DBs till system is verified and cleared for commissioning. Tenants/Clients will inform in writing
to Fit-out Manager that services are laid and ready for connection. Fit-out Manager in turn will

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verify status at site and then arrange connection with the liaison of concerned service
contractor.
Upon completion of connections, the service contractors of management team will be allowed
access to leased areas for the purpose of testing & commissioning and balancing of systems
as may be required and as agreed to Tenants/Clients. The Service Contractors in
coordination with the Tenants/Clients will program the time frame to tie to the Base Building
distribution systems in order to limit the interruption of services and to limit the duplication of
work.
The Tenants/Clients Contractors are strongly advised to ensure that proper access can be
gained to all equipment common or otherwise in the leased space roof.

Testing & Inspections

The Tenants/Clients Contractor will arrange to have his work tested and accepted as required and
transmit documentation to the Fit-out Manager.

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Dos and Donts

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7.1 Dos

Approval for drawings to be obtained from the Base Building Management Team.
Obtain the written approval/work order from the Base Building Management team for fit out
execution commencement.

Provide the list of contractors contact details.

Comply with all safety regulations of the site.
Wear suitable personal protective equipments (PPEs) as appropriate.
Provide adequate barricading of the work location.
Obtain appropriate hot work permit from the Fit-out Manager before commencement of any
welding/hot works/hazardous work.

Loading and unloading should be done in the designated area only (Refer annexure 5)
All unloading, distribution and material handling to be carried out by the contractor.
Goods unloaded should be cleared immediately from common area/staircases.
Enter and exit through a designated entrance only.
All works necessitated access to terrace must be requested in advance.
Drivers are subject to adhere with normal safety rules and regulation.
Vehicles to enter through a designated driveway and up to loading/unloading bay only.
Surroundings to be kept clean and clear.
Debris generated by the Tenants/Clients should be stored temporarily within their designated
space and should be cleared immediately.

Removal of waste and debris at contractors expense.

Oxygen and fuel gas pressure regulators should be in proper working pressure.
Occupants must comply with all Base Building environmental considerations.
Use nonconductive scrapers and vacuum attachments.
Heavy insulated rubber boots and gloves should be worn while working around energized wiring.

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Electrical equipment in use must have a Ground Fault Circuit Interrupter (GFCI).
Hot Line covers over energized cables and power lines should be put.

7.2 Donts

Dont work in common area like corridors/lobbies.

No disturbance to be caused to the existing circuits and fitments except for extending its length.
No staging of trucks or material.
No tool or material would be permitted to leave the site without prior authorization/permission.
No additions or renovation is to be made to the building exterior.
No extension cords to be fastened with staples or hung from nails.
No using of worn out electric cords.
Dont leave electric wires loose on floors.
Dont store any equipment near excessive heat.
No dirt builds up.
No explosive, inflammable or dangerous material to be used.
Dont allow water to accumulate in puddles on work floors areas.
No smoking, cooking, chewing of beetle leaves, or consumption of alcohol or drugs permitted.

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Annexure

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8.1 Annexure 1 -HOT WORK PERMIT

Permit Initiation

Permit Initiator:
Date:

Phone:
Work Start Time:

Work Close Time:

AM
PM

Location:

AM
PM

Equipment:

Description of Work:
Pre-Work Job Site Inspection
Fit-out Manager Signature:

Type of work to be taken up:

Safety Specialist Signature (if needed):

Safety systems made available at site

Name of Responsible Supervisor detailed to supervise Hot Work

Property Managers Signature for Authorization to
Proceed:

Fire Extinguisher (Dry Chemical /CO2)

Fire Watch Required? (Y/N)

Special Precautions:
On Site Job Communication
Signature of Person Doing Work:

Phone:

Fit-out Manager Signature:

Post Hard Copy At Work Site
Permit Close-out
Job Completed?
Job worked hot is now cold

Y/N
Y/ N

Signature of Person Doing Work:

Return Hard Copy to the Property Manager

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8.2 Annexure 2 -ID CARD REQUISITION FORM FOR WORKERS

Unit No.
Tenants/Clients
Name
Company Name
Fit Out Start
Date
Contractor
Name
Telephone No.

S.No.

Name of Sub-Contractor

Contact No.

______________________
Fit-out Manager Signature

Purpose: (i.e. A/C,

Electrical, Plumbing,
Flooring, Carpenter, Civil
work etc.)

No. of ID Cards
to be issued

_____________________
Occupant/Contractor Sign

______________________
Property Manager Signature

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8.3 Annexure 3 Tenant/Client Fit Out Forms
Form 1
(LICENSEES INTRODUCTION)
Unit #:
Area:

Sq. ft.

Licensee
Company:
Address:

Nature of Trade

City

Date of License

Tel

Duration of License

Fax

End of License

E-Mail
Representative
Title
First Name
Middle Name
Last Name
Fit Out
Proposed date of Fit out:
Commencement:
Proposed date step 1 briefing:

Landlord Representative:

Licensees Representative:

Date:
Name

Date:
Name:

_________________________
Signature:

___________________________
Signature:

The Licensee must be aware that no information will be given by the shop Fitting Co-ordination
Team before receiving this filled and signed form.

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FORM 2
(LICENSEES CONTACT DETAILS)
Unit:

Company Name:

Date of License:

I.

Operation

Duration of License:

II.

Fit-out Commencement:

Fit-Out Designer

Title

Company:

First Name:

Contact Name

Middle Name:

Address 1:

Last Name:

Address 2:

Tel.1 (Office)

City:

Tel.2 (Mobile)

Country:

Tel.3 (Emergency)

Telephone:

Fax:

Fax:

E-Mail:

E-mail:

III.

MEP Contractor

Contractor Name:
P.O.Box:
City
Country
Telephone
Fax
E-Mail

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Form 3
(Unit Handover)
Unit:

Handing over date:

Licensee

Schedule date:

Brand:

Relinquishment date:

Units Description
General Aspect
Walls
Ceiling
Lighting
Signage
Windows
Front Doors
Back Doors
Floors
Fixtures
MEP
Water Meter
Yes/No
Electricity Meter Yes/No
Gas Meter
Yes/No

Acceptable

Remarks

By Licensee if required

Reading:
Reading:
Reading:

If Yes, Note the meter numbers under remarks

If any goods or removable fixtures are to be kept for outstanding purposes. Attach the list signed by both parties
on pages. Stored in:_____________________
If any additional comments attach them & signed by both parties on ____________ pages
Licensees Representative

Property Manager

Name:

Name:

Title:

Title:

Signature:

Signature

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8.4 Annexure 4 -Fit out Commencement Letter
Name of the Party__________________________________________
Project: ______________________________
Unit/Premises No.________________

on__________________

floor._____________

To,
M/s.

Sub: Intimation of Commencement of Interior Works in Unit/ Premises No._______.

Dear Sir,
We wish to inform you that we would be commencing the Interior Works from _______________________________.
We have obtained the necessary permission to carry out the Interior Works and a copy of the same is enclosed herewith.
As per your requirements we are enclosing the list of following agencies / persons with their names and contact numbers,
who have been engaged by us for Interior Works.
a.

Project Management Consultant

b.

Architects

c.

Contractors
1.
Civil
2.
Electrical
3.
Air-conditioning
4.
Plumbing
5.
Carpentry
6.
Signage
7.
Other (please specify)

d.

Site in-charge.

We will be solely responsible as principal employer for any legal / financial obligation that may arise due to our Interior
Works from any Government Authorities and we indemnify you of the same.
The Interior Works Date of completion is___________________________
Thanking you.
__________________________
Signature of authorized signatory
Date:

Note: It is requested to inform Three C FM 10 days in advance prior to the start of Interior Works. It is advisable to
have one start off meeting with all the agencies together with our Property Management team for smooth coordination of work.

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8.5 Annexure 5 SITE ACCESS PLAN

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8.6 Annexure 6

ACKNOWLEDGEMENT FORM

To

Date: _______________

____________________________________________
____________________________________________

Subject:

Fit-out Guidelines Acknowledgment

Kindly receive and acknowledge the Fit-out Guidelines.

You are requested to go through the guidelines and brief your Staff/Contractor to follow the same.
Should you encounter any difficulties with the smooth fit out of your unit, please do not hesitate to contact us
on the contact nos. provided in the fit-out manual.
Office/ Unit No: ________________________________________
Company Name: ______________________________________
Name of the representative: ______________________________
Designation: ___________________________________________
Email:
Signatures: __________________________________________

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