MALL TENANT HANDBOOK
TENANT
HANDBOOK
SHOPPING AND ENTERTAINMENT
GENERAL INFORMATION
INTRODUCTION
Dear Tenant,
We are happy to welcome you in relation to your joining the ranks of the Tenants of mall. The Handbook given below will help you handle issues arising in design and fit-out works of your premises. Once you have read this Handbook please contact the Tenant Coordinator. This will help start our joint work as soon as possible. We count on your cooperation and wish you good luck in your work.
This Handbook describes the rules for design and requirements which are the basic instructions for the Tenants, their designers and contractors. The purpose of the Handbook is to bring the exterior of the stores in compliance with the general view of the shopping mall through motivation of creative skills. MALL is designed by the international professional architects and engineers, with implementation of modern technologies and ideas in order to reach the highest level of fit-out and installation. This is why we request that our Tenants use the services of high-quality designers and contractors to design and create their stores.
The Tenants, their interior designers and contractors shall carefully read this Handbook in order to design, create and construct the stores as well as possible. Thus, construction of the stores will match the shopping mall design and this will enable future customers to understand and feel the special atmosphere of the mall and make it more popular with the customers which the Tenants will benefit from.
The Landlord has the right to change this Handbook as they think fit at any time by sending a written notification thereof to the Tenants. The Tenants shall correct their work as soon as they receive the notifications.
To avoid any doubt, this Handbook is not considered part of the Lease Agreement, does not amend any condition or paragraph of the Agreement and does not cancel any clause thereof. This Handbook is only an additional tool created to assist the Tenant in design and fit-out works of its store.
In the event of any discrepancies between this Handbook and the Lease Agreement, Management Agreement or any other agreement or schedule, any requirements of any of the above Agreements shall prevail over this Handbook.
In the event of occurrence of such discrepancies the Tenant shall send a written notification to the address of Tenant Coordinator in order to receive proper and binding technical instructions on the relevant matter.
This Handbook is designed to familiarize Tenant's architects, designers, engineers and contractors with the general level of quality of design of this facility and with the minimum design criteria set by the Landlord, as well as with its construction requirements for the leased Premises. It is important for every Tenant to aim at creation of an individual style for their Premises, although certain general criteria of engineering and design are required to maintain general integrity of perception of the project.
TENANT COORDINATION TEAM
Tenant Coordinator shall act on behalf of the Landlord and be its main representative in interaction with the Tenants in the part related to the premises Fit-out works. Tenant's interaction with the Tenant Coordinator shall start upon signature of the Premises Lease Agreement and shall continue until the date of delivery of completed premises to the Landlord.
The Tenant Coordinator shall assign a tenant manager for each Tenant who will interact with the Tenant and its contractors concerning all matters arising during premises fit-out works.
Tenant Coordinator
Responsibilities:
- Checking contracts with Tenants.
- Interacting with tenants regarding to tenant requirements.
- General reporting to Landlord on tenant fit-out progress and issues.
- Providing initial data to tenants and resolving tenant issues.
- Handles all official communication with Tenants.
Tenant Manager
Responsibilities:
- Examines Tenants Acts, approvals, handover documents, licenses, insurances, construction plans etc.
- Coordinates examination and approval of Tenant’s designs with Architect, Electrical Engineer, Mechanical Engineer, Manages site engineer.
- Archiving of Tenant’s documents.
Site Engineer
Responsibilities:
- Checks and documents the completeness of tenant’s premises prior to tenant starting works.
- Monitors the progress and quality of work by the tenant’s contractor.
- Monitor violations and adherence to landlord’s rules by the tenant’s contractor.
- Involves Mechanical, Electrical or Architect if violations observed.
- Checks on Tenant’s storage, garbage disposal.
Logistic Manager
tenant’s contractors for access passes to the site, for usage of the cargo lift. containers of disposal by the tenant.
Responsibilities:
- Reviews, comments and approve Tenant designs and as-built drawings.
- Assists the site engineers to ensure adherence of fit-out to tenant’s design and general principles of design as issued by the landlord.
Tenant Coordination Team's Function
- Provide the Tenant initial data for premises design, including architectural plans, premises design requirements, technical specifications for connection to engineering systems of the building and other data required to create a premises design;
- Accept design documentation from the Tenant for consideration and inspection of compliance with the provided initial data and fit-out requirements; agree on the design documentation provided and in the event of remarks, indicate them to the Tenant so that they could be corrected.
- deliver the premises to the Tenant for performance of premises arrangement work;
- Check and approve on a Tenant's Contractor it appointed to carry out premises arrangement work;
- Admit a Tenant's Contractor to performance of premises fit-out work;
- Organize and coordinate premises fit-out work performed by the Tenant's Contractor in the part of supply of materials, admission of employees of the Tenant's Contractor to the work area, provision of points of temporary connection to power resources, garbage collection places, etc.
- Exercise technical supervision over the quality of the premises fit-out work performed by the Tenant's Contractor and its compliance with the current norms and rules;
- Supervise Tenant's observance of the safety, labor, fire and electrical safety requirements in the course of performance of premises arrangement work;
- Participate in acceptance of hidden works performed by the Tenant's Contractor;
- Accept completed arranged premises from the Tenant in order to commission them.
The Tenant Coordination Team's functions in the part of interaction with the Tenant may be extended which the Tenant will be additionally notified of.
Project Development Team
- Tenant after signing Preliminary Agreement ,should get in contact with Subcontractor Tenant coordination team within one week after signing;
- Tenant should give the agreed documentation with AMMA and get from Subcontractor the Tenants package documentation. The Subcontractor tenant manager will be personal contact point for tenants;
- Tenants should choose design companies for architectural, mechanical, electrical with СРО (license for project);
- The design companies should prepare and give design drawings (3x hardcopy in format A4 on scale 1:50 and 1 CD with all AutoCAD drawings) in thirty (30) days after getting tenant package by Tenant;
- Subcontractor tenant coordination team will give comments in fifteen (15) days after tenant submits his design drawings for tenant fit-out works;
- Tenants design companies should prepare and give back working drawings in fifteen (15) days after correcting all comments (3 hardcopy+1CD);
- Tenant should check their future premises and sign act of transfer of the premises after signing the contract;
- After signing the act transfer of the premises tenants should close the facade of the premises within one week by gypsum board and a banner. There should be an access door to premises. On the access door information should be stated about the premises and responsible persons from tenants side;
- Tenants should choose a Contractor which has СРО (for construction). The Contractor should give all necessary documents to appointed Subcontractor Tenant manager to begin
work in the premises:
- Contractors should begin to work with approved working drawings by Subcontractor tenant coordination team and finish works in period according to contract.
- All works in the premises will be checked by Subcontractor site engineers.
- After finishing all construction works contractors will give as-build drawings (electrical project approved by Energonadzor) and all necessary acts to Subcontractor.
- Subcontractor coordination team will check drawings, acts and all works in the premises. If everything is acceptable the client will give permission to open the premises. Two weeks before opening the premises must include products for sales.
- Premises will be open and operate according to Mall shopping centre rules.
RECEIPT OF INITIAL DATA
Initial data (hereinafter referred to as "ID") shall mean information the Tenant requires to prepare design documentation for arrangement of the Premises. ID includes without limitation: Architectural drawings, information on the engineering systems of the Mall, information on limits of powers, HVAC supplies, water and sewerage assigned to be used in the leased Premises, as well as other information required for preparation of design documentation for performance of leased Premises fit-out work.
To receive ID the Tenant shall send an official request for receipt of initial data addressed to the Landlord to the Tenant Coordinator's address. Within a period not exceeding the one specified in the Lease Agreement the Tenant Coordinator shall prepare ID and invite a Tenant's representative to receive it. ID shall be delivered personally to a Tenant's official representative. As further described in, Clause 4.3 of the Commercial Premises Use Agreement.
RULES FOR PREPARATION OF DESIGN DOCUMENTATION
prepare design documentation (hereinafter referred to as "DD") the Tenant shall use an organization having the right to carry out design work in accordance with the current legislation of the Russian Federation. As further described in, Clause 4.4 of the Commercial Premises Use Agreement.
Content of Design Documentation
Prepared DD shall comply with all state and Russian norms. DD shall take into account all requirements of the Lease Agreement and schedules thereto, as well as the requirements indicated in this Handbook. Calculations applied in engineering sections of DD shall strictly comply with all ID received.
DD shall be executed in Russian and in English.
Prepared DD shall contain the following sections (without limitation):
• AS (architectural solutions);
• EEL (electrical equipment and lighting);
HVAC (heating, ventilation and air conditioning);
As well as other sections if the relevant solutions are required in the Premises:
- SN (structured networks);
- WSPS (water supply and sewage system);
- PS (process solutions);
- Other, if necessary.
Should complex structural elements be used in the course of fit-out of the Premises, DD shall contain an SS (structural solutions) section.
DD sections shall contain fullest information, including sections, technology and specification of equipment of the Premises, as well as dimensions of process equipment concerning heat release and loads on structures.
Examination of DD Prepared by Tenant
- Within thirty (30) days after the date of receipt of ID (unless another period is specified in the Lease Agreement) the Tenant shall deliver prepared DD to the Tenant Coordinator for examination.
- Conditions of provision of DD: three (3) hard copies of DD shall be provided as a bound document in format A4 folded and one (1) copy shall be provided on a CD in the DWG electronic format of AutoCAD (2007 or earlier version).
- All the hard copies of DD shall be signed by the Tenant's licensed designers.
- Within fifteen (15) days after the date of provision of DD by the Tenant (unless another period is specified in the Lease Agreement) the Tenant Coordinator shall return one (1) copy of DD to the Tenant with the "Approved", "Remarks to Be Corrected" or "Dismissed" mark.
- Should the examined DD contain the "Remarks to Be Corrected" mark, the Tenant shall within fifteen (15) days correct the remarks specified and deliver DD to the Tenant Coordinator for repeated examination observing all the conditions of provision of DD indicated above.
- Should examined DD contain the "Dismissed" mark, the Tenant shall within fifteen (15) days deliver to the Tenant Coordinator new DD prepared by efforts and at the expense of the Tenant observing all the conditions of provision of DD indicated above.
Adoption of Final Working Project by Landlord
- DD examined by the Tenant Coordinator and containing the "Approved" mark shall be signed by the Landlord and named the "Final Working Project" (hereinafter referred to as "FWP").
- The fact of signature of FWP by the Landlord shall not be considered acknowledgement by the Landlord of the fact that FWP meets the requirements set by the legislation. The Tenant shall be responsible for compliance with applicable legislative requirements. The fact of approval of FWP shall not impose the responsibility for the accuracy, compliance with the requirements of the Lease Agreement and completeness of FWP on the Landlord and the Tenant Coordinator.
Working Project
prepared by the Tenant at least three (3) months before the Mall Opening Date.
FWP made by the Tenant upon requirement of state approving agencies shall o the Tenant Coordinator for examination.
be subject to approval of authorized state agencies, the FWP version to be hall be signed by the Landlord and the Tenant before it is provided to the said or approval.
specified otherwise in the Lease Agreement, the Final Working Project shall be.