The purpose of the fit-out is to equip the facility as required to enable occupation by the users.

Transcription

1 THE UNIVERSITY of EDINBURGH Estates & Buildings ESTATE DEVELOPMENT ISSUE/REVISION L 1 LAST MODIFIED 02 March 2011 DATE PRINTED RIBA stage L 1 MANAGE UNIVERSITY FIT-OUT 1. DEFINITION The issue of the Certificate of Practical Completion is a key stage in a building contract. At this point, the University will take possession of and adopt responsibility for the all the areas of the building works as detailed on the Certificate of Practical Completion. At this point, the Project Management Team may commence the University fit-out. Note: The building is not handed over to the users until after Fit-out has been completed and this contractual procedure should be made clear to the Users at the outset. Refer to JK10, Issue Practical Completion Certificate 2. PURPOSE The purpose of the fit-out is to equip the facility as required to enable occupation by the users. 3. PROCEDURE Planning the Fit-out will have been started during Stage D, once the brief and layout plans have been frozen. By handover stage, the fit-out should be ready to start with all necessary contractors appointed and equipment etc. ordered and programmed for delivery in accordance with the Fit-out and Occupation programme. Refer to template T11b Fit-out and Occupation Programme The University may need to undertake some actions before Practical Completion and also the Main Contractor may need to undertake some after Practical Completion during the fit-out stage and these are described below: 3.1 UNIVERSITY ACTIONS BEFORE PRACTICAL COMPLETION Occasionally it may be necessary to undertake some fit-out actions prior to practical completion (e.g. install equipment purchased by the University) in which case the agreement of the Main Contractor should be sought and appropriate insurances taken out. 3.2 MAIN CONTRACTOR ACTIONS AFTER PRACTICAL COMPLETION The following activities may be undertaken and managed by the Main Contractor after Practical Completion and access to do this should be agreed with the Project Management Team and the Move Manager: Completion of final snagging and defects prior to the new Users moving in Page 1 of 14

2 Final commissioning (with input by the University s Operation Services) Testing of the BMS (with input by the University s Operation Services). This requires the network to be fully operational to allow testing to be undertaken. 3.3 FIT-OUT RESPONSIBILITIES The responsibilities, procurement dates and programming are recorded using the Fitout/Occupation Master programme. Refer to Template T11b Fit-out & Occupation Programme The following are the key players in the fit-out stage of the building: The Project Management team This comprises the Estates Development Manager and the Project Manager. On small projects the Project Management team is responsible for the management of the fit-out as well as the move and occupation in liaison with the College/Support Group/School via the. On any Major or Strategic projects, the Project Management team will have overall responsibility, but the Move Manager (see below) will undertake the day-to-day management. The The is the key user representative of the College/Support Group/School and at the end of the fit-out will take handover of the building from the Project Management Team on behalf of the College/Support Group/School. The Move and Occupation Manager (referred to as Move Manager) The day-to-day responsibility for the occupation may be delegated to a staff member, but for major or strategic projects (or any that are particularly complex) a Move Manager is normally appointed during stages JK. The Project Management Team will assist with this process. Refer to JK5 and Template T80, Appoint the Move Manager The Fit-out and Occupation team: The Fit-out and Occupation team, (see para 3.7) will oversee the fit-out and occupation. As the move progresses, a smaller group, the Move Management team, may be developed (depending in the size of the project) to take over the day-to-day management (see para 3.8). Operations teams This includes the Premises Managers, the Building and Engineering Operations Managers, Soft Services Managers and Security. The Operations teams are responsible for implementing both the Users requirements as well as any specific requirements that each Operations team might have. 3.4 PROGRAMME The fit-out period will vary according to the value and complexity of the project, but will normally last between four and sixteen weeks. Its duration will have been built into the Master Programme at stages AB and updated as required during the subsequent stages. A separate fit-out and occupation programme will developed at and early stage. Refer to template T11b, Fit-out and occupation programme The programme(s) should take account of any particular target dates such as terms, examinations and graduations or other dates where migration might affect the Business Continuity of the College/Support Group/School. Page 2 of 14

3 As the project moves through the stages from Stage C onwards, the fit-out programme should be protected and further refined with additional detail from the Fit-out and Occupation Group meetings. A short overrun period should be built into the fit-out and occupation programme to provide maximum flexibility, but should be used only at the discretion of the Project Management Team. 3.5 TASKS TO BE UNDERTAKEN BEFORE PRACTICAL COMPLETION In order that the Fit-out can be undertaken without delay and in accordance with the programme, all tenders necessary to complete the Fit-out within the programme parameters must be undertaken well before Practical Completion. These include: Procurement of all equipment / furniture and in some cases services (e.g. AV) where this is being undertaken by the UoE Placing of Electronic Internal Transfers (EITs) and external orders Early contact with the relevant UoE Support Department is essential so that sufficient time is allowed for these procurements. 3.6 TASKS INCLUDED IN FIT-OUT The Project Management Team in liaison with the and the Move Manager (see para 3.5 below) will manage and coordinate the following: Installation: Major and ancillary equipment Furniture Audio visual equipment, including video conference facilities Restricted access units Signage Fire fighting equipment, e.g. alarms, extinguishers New phones, including transfer of numbers and ordering new numbers, fax machines etc. IT infrastructure, i.e. data outlets New desktop PCs and servers Existing PCs and servers that need relocated (not in all projects) Existing equipment that needs relocated (not in all projects) Soft services, e.g. toilet roll holders, soap dispensers, cleaning equipment, internal and external recycling and waste bins etc. General housekeeping : Security: Coordination of key suiting*, intruder alarms, evacuation plans Health and Safety plans, e.g. fire drills, fire alarm testing, fire tours Organisation of cleaners for final clean Organisation of mail pick up *refer to procedure L2, Manage Key Suiting Strategy Page 3 of 14

4 3.7 FIT-OUT AND OCCUPATION TEAM A team is required to oversee the fit-out and occupation. The timescale for forming this team will vary according to the size and complexity of the project, but generally it should be formed at least twelve months prior to Practical Completion. The Project Management Team will chair the meetings, which should be programmed generally on a six-week cycle. The Move Manager will generally minute these meetings and distribute the minutes to all attendees. The Fit-out and occupation team will normally comprise the following: The Project Management Team (and possibly the Project Sponsor, depending on the size of the project) Premises Manager Building Manager (if there is one) Building and Engineering Operations Managers Move Manager Furniture Officer Information Services IT Infrastructure Network team Departmental Computer Support representative Equipment Purchasing Manager Telephone and Security Systems (TSS) representative Audio visual (Teaching Spaces Technology Section / LTSTS) Support Services representative (as required) 3.8 MOVE MANAGEMENT TEAM As the move progresses, a smaller team might be developed from the Fit-out and Occupation Group will take over the responsibility on a day-to-day basis. Normally this team will comprise the following, with recourse to the larger team as and when required: and Key Users Building Manager (if applicable) Move Manager Move Contractor Internal UoE departments that participate in the day-to-day move logistics such as Telephones and Security Systems (TSS) and IS ITI Network Team (as required) The Move Manager will chair and minute these meetings. 4. EQUIPMENT PROCUREMENT, SUPPLY & INSTALLATION During Stage D, the Project Team produced and completed twelve equipment schedules which were issued to the Design Team to aid briefing and they are noted in D4 finalise the Brief. Refer to D4. Finalise the Project Brief Page 4 of 14

5 It is the responsibility of the Design Team to ensure that these twelve schedules are checked and coordinated with the approved Room Data sheets, signed off by the Project Team and the necessary information included within the Main Contract. The procurement process for equipment not within the Main Contract may take up to a year, so the timescale for this must be built into the overall project programme from the outset. 4.1 GENERAL ARRANGEMENTS Prior to fit-out The Project Management Team and Move Manager must re-check all equipment and supply schedules to ensure that: No changes have been made, or If changes have been made, all amendments resulting from them have been noted and implemented. During fit-out Reference should be made to the equipment schedules below which are also listed in procedure D4 Finalise the Project Brief and informed the Design Team. The Move Manager will have joint responsibility with the Project Management team for the management of schedules 2-12 as indicated below. Note: Schedule 1 refers to equipment installed by the Main Contractor and is listed in procedure D4 only. Refer to procedure D4 Finalise the Brief and completed templates T22a and T22b 4.2 MAJOR EQUIPMENT, SCHEDULE 02 SCHEDULE 02 Major Equipment (groups 3-6) Schedule responsibility Project Management Team and Move Manager Equipment selection Specification Equipment Tender To provide a schedule of all the major equipment of significant value or that has bespoke service requirements provided within the Main Contract The University tenders for the equipment and it is installed during the fit-out period Users in liaison with Equipment Purchasing Manager and IS-ITI Network Team as required e.g. for wireless access points (WAPs) Equipment Purchasing Manager and IS-ITI Network Team as required Equipment Purchasing Manager and IS-ITI Network Team as required The Move Management Team will have responsibility for ensuring that the major equipment arrives to programme. Depending on the equipment, the Main Contractor may have some responsibility for the following: Liaison with the equipment supplier and services consultants Ensuring that the equipment links into the bespoke servicing that was provided in the main contract. Page 5 of 14

6 4.3 ANCILLIARY EQUIPMENT, SCHEDULE 03 SCHEDULE 03 Ancillary Equipment (Group 5) Schedule responsibility Equipment Purchasing Manager and Move Management Equipment selection Specification Equipment Tender To provide a schedule of all the lower/mid-value ancillary equipment The University tenders for the equipment which is installed during the fit-out period Users Users / Equipment Purchasing Manager Equipment Purchasing Manager All servicing requirements for this equipment will have formed part of the Project Brief and therefore provided for under the main contract. The Move Manager will be responsible for ensuring that this arrives on time for occupation and for checking that all services are located correctly. 4.4 EXISTING EQUIPMENT AND EXISTING FURNITURE, SCHEDULE 04 SCHEDULE 04 Schedule responsibility Equipment selection and furniture to move Specification Equipment Tender Existing Equipment & Existing Furniture To provide a schedule of all the equipment and furniture to be relocated to the new building The University tenders the move before the fit-out period Users N/a Part of tender for move Requirements for relocating existing equipment and furniture will have been noted in the Project Brief. The in liaison with the Move Manager will require to check the layouts in particular if any changes have been made subsequent to the brief being frozen. 4.5 NEW FURNITURE, SCHEDULE 05 SCHEDULE 05 New Furniture Schedule responsibility Architect in liaison with the Furniture Officer the (this may involve additional service with the Architect depending on the terms of appointment) / Project Management Team Select furniture Specification Equipment Tender To provide a schedule of all the new furniture that is required throughout the new building The Furniture Officer advises on budget costs for assistance with the overall project costs at an early stage (AB) Furniture Officer in liaison with Architect and Users Architect / Furniture Officer Furniture Officer tenders, although occasionally tender may be through Main Contract Page 6 of 14

7 As part of the scheme design, the Design Team will have incorporated new furniture in the layouts. As the project advances, the furniture layouts will need to be revisited in more detail in order to firm up the procurement needs. To firm up furniture procurement, the following should be undertaken: An audit of all existing furniture held by the College/Support Group/School and whether this can be re-used in the new building, unless the decision has already been taken not to move any existing furniture* A detailed assessment of the Architect s layout of offices, laboratories and public spaces A schedule drawn up of all furniture required as above An audit of all specialist furniture required *Refer to procedure L3, paragraph 3.13 for example of Data Sheet for Furniture Audit New furniture to be purchased is generally tendered and procured from the Estates and Buildings Furniture Office s approved list of suppliers within the current Framework agreement. Each supplier on the Framework has a different range of furniture of varying sizes and therefore the furniture schedule, for the purpose of tendering, can only be approximate and the Architect must take this into account in the layouts. Furniture layouts The Project Management Team and Move Manager (if applicable) need to undertake the following before finalising the furniture schedules (existing and new) to ensure efficient and easy installation: A coordination exercise to check the location of the power and data supplies, as this will impact on the furniture room layout; power and data supplies may be wall located or through floor boxes A check on each desk to ascertain whether it has a four, six or eight gang power supply, taking into account the number of IT items and other equipment to be used in the rooms. A typical single office might contain the following: 1 no. workstation (the standard is radial 1600 wide x 1200 deep) 1 no. pedestal drawer unit to suit 1 no. typist chair 1 no. bookcase to suit 2 no. metal filing units to suit 1 no. coat stand or hooks 1 no. visitor chair Furniture delivery Furniture deliveries should be phased and scheduled during the first weeks of fit-out. If the move date changes due to a delay in building completion then additional costs can be incurred for external storage, so ideally lay-down and temporary storage should be planned for and accommodated within the building. The Project Management Team and Furniture Officer (and the Move Manager if applicable) should liaise on this if any delay is likely. To ease the delivery and installation process, the Project Management Team / Furniture Officer should undertake the following: Page 7 of 14

8 Ensure the furniture supplier(s) have prepared current layouts for the furniture in accordance with the Architect s layout plans On delivery, check all items against the original order and direct the suppliers to the relevant area for drop-off. On a particularly large job, the Furniture Officer may need to be assisted by the Move Manager and/or others - for example, undergraduates may be interested in short-term employment of this type. 4.6 STORAGE AND DISPLAY ITEMS Storage and display items as follows should all be part of the Main Contract: Wall shelving (offices & store rooms) Coat hooks (offices, toilets & shower rooms) White boards, pin boards and notice boards The Design Team and QS will ascertain that what has been installed is in accordance with the billed items. However the is advised to check whether items are still required or if anything is missing: 5. IT INFRASTRUCTURE The College/Support Group/School should have formulated their policy on IT at an early stage (RIBA Stages C and D Design) to inform the project brief. This will enable the Design Team to incorporate the appropriate technology within the building to allow the Fit-out to proceed smoothly and to programme. IT issues or requirements are more easily dealt with in conjunction with the College/Support Group/School s computing support team. The following equipment schedules are listed in D4 Finalise the Brief to inform briefing and also noted below. Refer to procedure D4 finalise the Brief and to Template T11b Fit out and Occupation programme 5.1 AUDIO VISUAL EQUIPMENT SCHEDULE 06 AV Equipment Schedule responsibility Project Management Team Select equipment Specification & tender To provide a schedule of all audio-visual equipment required throughout the new building The Project Management Team seeks a budget price and specification from Learning and Teaching Spaces Technology Section (LTSTS) and once concluded, places an EIT and agrees an installation date Users Teaching Spaces Technology Section (LTSTS) 5.2 RESTRICTED ACCESS UNITS SCHEDULE 07 RAU Schedule responsibility Project Management Team To enable the Architect to provide a drawing showing all Page 8 of 14

9 Select equipment Specification & tender restricted access units designed into the building The Project Management Team seeks a budget price from Telephones and Security Systems (TSS) and once concluded, places an EIT and agrees a date for installation Telephones and Security Systems (TSS) TSS 5.3 NEW PHONES EQUIPMENT SCHEDULE 11 Schedule responsibility Select equipment Specification & tender New Phones / Move Manager To provide a schedule of all names and telephone numbers with their locations noted on the Architect s furniture layout drawings Design Team M & E engineers to undertake a check prior to installation Users Telephones and Security Systems (TSS) NOTE: Detailed guidelines on new telephone installation projects are available from TSS. 5.4 NEW DATA NETWORK INSTALLATION SCHEDULE 12 New Data Network Installation Schedule responsibility Design Team Select equipment Specification & tender To provide an updated schedule of all the data outlets installed with their locations noted on the Architect s drawings Project Management Team obtains a budget price from the IS ITI Network Team and once concluded, places the EIT. Following installation by Main Contractor, agrees date for commissioning by the IS ITI Network Team. IS ITI Network Team IS ITI Network Team NOTE: The College/Support Group/School are responsible for scheduling and purchasing desk top computers. These cannot be set up until the data network is installed and commissioned. 5.5 PHONES Detailed guidelines on new telephone installation projects are available from TSS. The College/Support Group/School should undertake the following: Arrange delivery and installation date with the TSS for the new handsets to coincide with fit-out / move-in date. Date arranged should be after commissioning of the IT network and delivery and location of the furniture. Decide whether secretaries / administrators receive more advanced models than academics, since they may be part of pickup groups Purchase new conference phones to link in with VoIP system Page 9 of 14

10 Ascertain whether office users can take their old phone number with them; arrange for new numbers to be allocated as required (if the move is from analogue to VoIP phones, the numbers can still be transferred) Agree phone clearances, e.g. who can make international calls from their line and pass this list to TSS who will set them up The Move Manager in liaison with the should undertake the following: Ensure that IS ITI Network Team / TSS receive furniture layout drawings and the list of assigned phone numbers for each room in the new location, so that the VoIP and data ports can be matched to the desks. Ascertain locations for any Fax machines, backup analogue phones or other analogue devices required. Daily move of phone numbers The Move Manager must maintain a close liaison with the TSS during the daily move programme to ensure the telephone extension numbers are transferred from the old to the new location so that telephones are fully operational for staff moving into their new offices. The following is an example of a spreadsheet / database showing phone information: Full name Voice mail Old building name Old room no 1.14 Old ext. no New building name New room no Desk ref 1.05/0 6 Phone display no New ext. no New phone model New Phone remarks Phone clearance DT710 On desk Local Move date 27/06/1 0 3D / DT710 Wall mounted National 02/07/ /0 5 x DT730 On desk, replace number International 18/06/ SWIPE CARDS Most buildings will have rooms where access is restricted and swipe cards are issued to staff needing access to these rooms. This will be organised by the Move Manager in liaison with and Telephone and Security Systems (TSS) Whilst it is not vital to keep records for this, it does enable the department to cancel cards when necessary e.g. due to loss. Full name Staff No Card No Date activated End date Date deactivated ALL_CLR GZ14_CLR 101_CLR XXXXX 20/04/09 Open Yes Yes No XXXXX 21/04/09 12/12/10 Yes No No XXXXX 05/04/09 01/04/10 04/04/10 Yes No Yes Additionally, there should be an overview of all restricted access units in the building for both installation and management purposes. An example of such an overview is printed overleaf: Page 10 of 14

11 Door no Room no U100/07 G/Z01 U100/08 G/Z02 U101/01 G/Z14 Descriptio n Reception / Main entrance Reception turnstiles Goods entrance, Lab 1 In Out Morag key switch Other Swipe Swipe No N/A Swipe settings Weekdays open, otherwise swipe & pin Clearance codes ALL_CLR Swipe RTE No N/A 24/7, swipe only ALL_CLR Swipe RTE Yes Inter-com, remote RTE 24/7, swipe & pin GZ14_CLR Door Managers Fred Smith, Jane Brown Fred Smith, Jane Brown Fred Smith, Jane Brown Remarks 5.7 ACTIONS REQUIRED The / Move Manager will undertake a final check on the following: Schedules 11 (new phones) and 12 (new data network installation), prepared at Stage D to inform the brief The number of communications cabinets (new or relocated) and their service requirements (ventilation, power sockets and access) The Project Management team will ensure that the Main Contractor: Supplies IS ITI Network Team with as built construction drawings and test results for the entire data cabling infrastructure (essential) Labels all data cables and ports on site to match these as built drawings The / Move Manager will confirm / arrange the following: Who is providing the IT technical support in the new location i.e. College/Support Group/School or Information Services Commissioning of the IT network at the new location to ensure that all required data ports are fully operational and that all computing requirements are therefore met on occupation of the new facility. Agreement between the Department s User support Group and IS as to who should connect up patch cables from the data ports in the floor box to the computer on the desk 5.8 MOVING A SERVER Each department will have its own Computer Support Group who will liaise with IT Infrastructure as required. If there is a requirement to move a server, the Computer Support Group should arrange for this to be undertaken by a certified external contractor. NOTE: IS has no responsibility for College/Support Group/School servers. 6. INTERNAL & EXTERNAL SIGNAGE Signage may be provided through the Main Contract or the Fit-out Contract as noted below. Whichever way it is provided, a full list of signage must be co-ordinated and scheduled by the Design Team Architect / MM and preferably supplied by one company to ensure uniformity. 6.1 SIGNAGE THROUGH THE MAIN CONTRACT This includes: Main Building Sign and University blue goal post building sign Page 11 of 14

12 All Health & Safety and fire statutory signage (essential for Building Warrant purposes) 6.2 SIGNAGE THROUGH THE BUILDING FIT-OUT CONTRACT AND FIRE FIGHTING EQUIPMENT The specification for the directional signage package must be agreed at pre-tender stage with the Project Management Team, Design Team Architect, PA and Move Manager (if applicable). SCHEDULE 08 Schedule responsibility Select equipment Specification Tender Signage Design Team Architect (additional service) Project Management Team To provide a schedule of any signage required that is not already covered in the Main Contract Once concluded, the Project Management Team places an order and agrees a date for installation Design Team in liaison with the Users Design Team Equipment Purchasing Manager or QS (**additional service) NOTE: some signage is supplied and fitted after Practical Completion and this includes the following: Wayfinding: including floor directory signs, room names, room functions, room occupants and room numbers. This may be included in the Main Contract or the Fit-out Contract Additional Fire Safety signage as required: the Fire Safety Unit will carry out a fire risk assessment, determine whether additional signage is required and provide it for fitting by Estates & Buildings Standard University fire procedure notices and First Aid notices: The College / Service Group / School is responsible for obtaining these from the Fire Safety Unit/Health & Safety Department, completing them and posting them in prominent locations throughout the building during the fit-out period. It is recommended to fit poster frames for these and other notices, instead of putting them up with blu-tack. SCHEDULE 09 Schedule responsibility Select equipment Specification & tender Fire Fighting Equipment UoE Fire Officer UoE Fire Officer To provide a schedule of the fire fighting equipment and signage required for the building UoE Fire Officer agrees a date with PM for its installation within the fit-out period UoE Fire Officer UoE Fire Officer All signage must be: Clear and with large enough contrasting text for easy reading Fixed at an appropriate height for users to see easily External signage - weather resistant and clearly visible to moving vehicles as well as the pedestrian Page 12 of 14

13 Examples are shown below: Signage examples The University of Edinburgh s Communications and Marketing department should also be contacted in order to obtain the current University logo for all signs, as shown above right. Their website is as below: 7. CLEANING, SANITARY AND MAIL EQUIPMENT The Project Management team / Move Manager must ensure that the all equipment for cleaning, sanitary uses, mail, recycling etc. are set up and in place ready for occupation and close liaison will be required with E&B Operations. See schedule overleaf/ Page 13 of 14

14 SCHEDULE 10 Schedule responsibility Select equipment Specification & tender Cleaning / Sanitary / Mail Equipment Project Management Team Operations Zone Manager To provide a schedule of all equipment required for cleaning, sanitary uses, mail, recycling etc. Once concluded, the Project Management Team places an EIT and agrees a date for its installation within the fit-out period E&B Operations E&B Operations 8. COMMISSIONING AND DECOMISSIONING Decommissioning the vacated building is dealt with in procedure E7 Temporary Decant & Decommissioning. Refer t o E7 procedure Temporary Decant & Decommissioning Commissioning the new building is dealt with below 8.1 COMMISSIONING THE NEW BUILDING Following handover and successful demonstrations by the Main Contractor of all items noted on Templates T59c, end of Stage JK checklist, further work is required to commission the new building. Refer to JK7 End of Stage K checklists and templates T59a, b and C This will involve the following departments: IS ITI Network Team, Telephones and Security and the Building and Engineering Operations Managers Confirmation that the room / building etc. is ready for use, i.e. power is on Layout drawings showing the network ports with their unique number All relevant test results and certificates provided by the Main Contractor Phasing requirements for commissioning the equipment, i.e. a decision on what is required from Day 1 for occupation, so that a commissioning programme can be worked out Liaison with the various groups associated with the pre-handover to allow for the commissioning of the building systems, including telephones and security and the energy management team In some instances IS can make all network ports live and then reassess the situation in six months time with a view to disconnecting ports that are not required. This review is essential because annual charges are made per port. Note: in building with several departments, it is essential to establish the name of each department and their individual billing codes 9. OUTPUT A building fitted out and ready for occupation. Page 14 of 14