Requirements for shopping centre tenants undergoing a refit

[Chris Houston]

Ladies and Gents,

I am looking for a checklist or flowchart of list of requirements that a shopping centre manager might impose upon their tenants who are going through a refurbishment.   If anyone has such a thing, I'd be very grateful.

Alternativly, I'm also trying to start once from scratch.  I have an property protection bias, so would welcome comments from anyone, but especially FSO input.

My first thoughts of things to check for are:

Fire Safety Risk Assessment completed by competant person and all recommednations acted upon.
Check that fire detetion and alarm system still operates as per British Standard and fire strategy.
All work done to the above by competant contractor.
Check that sprinkler system still operates as per British Standard and fire strategy.
All work done to the above by competant contractor.
Check that emergency lighting still operates as per British Standard and fire strategy.
All work done to the above by competant contractor.
Check that combustible linings comply with..(TBC)
Check that stored goods are away from ignition sources, lighting and sprinklers.
Check that escape routes remain as per fire stragety/risk assessment.
Check that fire exit signs comply with shopping centre standard (insert EU or British standard).
Fire extinguishers provided as per BS and fire risk assessment.

I know that techincally the fire safety risk assessment ought to cover most of the following ones anyway, but I'd rather spell it out for them, most of them are small businesses with lower than average understanding of the issues.

[kurnal]

Add fire action notices in accordance with centre procedures- usually general ones are provided off the shelf and irrelelvant.

Induction to the shopping centre emergency procedure.

Check any ceiling void intended to be used as a smoke reservoir is not affected by the refit, or alternatively any downstands at the front of the unit are still in place

New shop fittings are not obstructing existing alarm call points

Escape lighting positioning still relevant to the points of emphasis- signage, changes in direction or level, fire points, signs

Any access control systems are fail safe or have green box over ride if on an exit route

Sprinkler head positions still relevant following alterations

Sprinkler maintenance contract in place and spare heads on site if appropriate

Fire alarm interface to centre system and cause and effect working and tested

Partridge properly positioned in pear tree

[jasper]

all penetrations through walls etc are firestopped correctly
prevention of false alarms from dust activating detectors

[Galeon]

Chris ,
Mail me have an attachment for you that might be helpful.

[CivvyFSO]

In addition to your own and Kurnals suggestions:

A bit of an obvious one, but: Any alteration affecting the means of escape/structural members etc should possibly have Building Control approval.

If the sprinkler system is to be taken out of action during the refit (Often a good idea to stop clumsy workmen knocking heads off) then the shop front should be made fire resistant from floor to ceiling.

Class 1 linings as per ADB. (Although in reality they will then attach racks of readily combustible clothing etc to these walls...)

Ensure the lobbies at the rear of the unit are maintained. (These can often somehow turn into tea rooms/coat storage areas etc)

Any music broadcast system should silence upon activation of alarm.

No materials/substances introduced that may change the standard of sprinkler coverage etc from OH3, or sprinkler system updated to comply appropriately.

They should be aware of where fire shutters are used so as not to obstruct their movement with displays/signs etc. (Not many shutters will be actual fire shutters, but it is almost guaranteed that the ones that are will end up obstructed.)

Also for them to be aware if window drenchers are installed so they do not put posters on the windows.

And to add to Jaspers comment re dust: Ensure any covers are removed upon completion of the works.

Note: "CompetEnt"

[jokar]

Some units have their own dedicated FA system connected to the centre system, you will need to ensure that it is working and connected correctly so both systems work.

[Ricardo]

Control of waste and its safe disposal during works.

Complaince with Article 20 of the RRFSO (Provision of information to employers and the self-employed from outside undertakings)

Security arrangements to prevent unauthorised access to unit/s during works, However:-

Maintain reasonable access for the F&RS to any unit during refurb plus any internal fire mains.

Staff are fully briefed on any temporary/different fire safety arrangements in place during refurb.

Consider what additional dangers are likely to be introduced to a unit during refurb, eg gas cylinders  hot work, temporary electrical equipment.(safe usage & storage/removal from site, when not in use)

[Chris Houston]

A bit of an obvious one, but: Any alteration affecting the means of escape/structural members etc should possibly have Building Control approval.

Can you explain the law to me on this please, I'm more of a property protection person.  What exactly should the shopping centre manager ask for?

I appreciate that the legal responsibility may lie elsewhere, but a good landlord should check this.

[CivvyFSO]

Building regs, if works may mean that the building does no longer comply with the requirement, when it did before, then this should be subject to building regs approval, with an application submitted to Building Control or an Approved Inspector.

Building Regulations lists the type of work that necessitates an application.

[Chris Houston]

But, if in the tenant's opinion, it complied before and will comply after, no application/approval is needed?

[CivvyFSO]

If building control come along during the refit, or within a year of it, and they decide that it should indeed have gone through for approval then they can stop the work, and could even make it revert back to how it was, (It has been known to happn) so it is often wiser to ask their (free) opinion rather than make an ill-informed decision that could bite you in the backside later.

If they know that they really haven't affected the requirements of building regs (Not just part B, there are many other parts to think about.) then there is no need for an application. i.e. You may replace a staircase, but it has to comply with part K, and it would be easy to miss some detail that would then mean it wouldn't comply.

[Chris Houston]

Fair enough.  So here is my check list so far:

Risk Assessment
Fire Safety Risk Assessment completed by competent person and all recommendations acted upon.

Fire Alarm
Fire detection and alarm system designed and installed per British Standard 5839, Part 1, 2002.
Call points not obstructed and visible.
Control panel visible.
Fire detection and alarm system operates as per fire strategy/centre cause and effect.
Music is silenced upon alarm activation.  All heating, ventilation and air conditioning systems shut down.
Any obsolete equipment and wiring removed.
Absence of any faults on fire alarm control panel.
Witness test of above carried out.
All work done to the above by competent contractor.
Maintenance contract in place.

Sprinkler System
Check that sprinkler system still operates as per British Standard and fire strategy and head location still relevant.
The sprinkler system is relevant to the category of goods stored.
All work done to the above by competent contractor.
Maintenance contract in place.

Storage
No flammable liquids, explosives, fireworks, radioactive materials or compressed gasses (1 bottle of helium/balloon gas is acceptable).
Goods not stored within 500mm (in the case of OH sprinkler systems) or 1000mm (in the case of EH systems) of height of sprinkler heads in any part of the room.
Goods not stored in close proximity of lights or heating.

Emergency Lighting
Emergency lighting operates as per British Standard 5266-1: 2005.
Emergency lighting illuminates escape routes, changes in direction, fire points and signs
Maintenance contract/regime in place.

Means of Escape
Check that combustible linings are no higher than Class 1 (As per British Standard 476).
Any changes in escape routes have Building Control approval or tenant absolutely clear that changes meet with all Building Regulations.
Access control system is fail safe, green over-ride boxes are provided.
Fire door lobbies are not used for storage.
Check that fire exit signs comply with shopping centre standard (insert EU or British standard).

Any penetrations through fire break walls have been stopped by appropriate fire resisting materials.

Fire Extinguishers
Fire extinguishers provided as per BS 5306 and fire risk assessment.
Maintenance contract in place.

Fire Action/Training
Staff training including use of fire extinguishers and action to be taken in event of fire.
Fire action notices in accordance with centre procedures


Any further comments would be welcome.

[Mike Buckley]

Also ensure that the requirements of CDM are being met if it is applicable.

Consider Permit to Work systems for hot work and work which may mean that systems such as sprinklers, fire alarms which may be temporarily deactivated during the work are reinstated before the end of the day. This needs to be passed on to the centre security. This could be extended to work on the electrical system, plumbing etc. to ensure things are left in a safe condition.

[Chris Houston]

Also for them to be aware if window drenchers are installed so they do not put posters on the windows.

Can you tell me a little bit more about these?  I am not familiar with them.

[Galeon]

Some shops that are say on the corner of the mall also have drop smoke curtains in the windows to stop glass going into the mall , which would have to activate when the shop is in alarm , and also if the centers compartment is affected.