Tenant Handbook (002)

TENANT HANDBOOK

CONTENTS

INTRODUCTION 3 HEALTH & SAFETY POLICY 09/10
YOUR KF TEAM 4 STATUTORY DUTIES OF OCCUPIERS 11
ACCIDENTS & EMERGENCIES 12
ACCESS AND AMENITIES 5 FIRE SAFETY 13/14
COMMUNICATION 6 FIRE PROCEDURES 15
COMMON AREAS 7
CAR PARKING / VEHICLE ACCESS 8 MANAGEMENT OF CONTRACTORS 16/17
DELIVERIES & COLLECTIONS CONTRACTOR RULES 17
ALTERATIONS 18
SUB-LETTING & ASSIGNMENT 19/20
VACATING 21

INTRODUCTION

WELCOME TO MERCHANT WORKSPACE MERCHANT WORKSPACE IS MANAGED
BY KNIGHT FRANK LLP

 On behalf of our client Busysky Ltd, the Knight Frank The Knight Frank Management Team are responsible for:

Management Team would like to extend a warm  Building fabric, internal common areas (where applicable)
welcome to Merchant Workspace. and the associated plant & equipment

 We are delighted to have you as our tenant and will  All aspects of H&S including emergency procedures,

do everything possible to make your occupancy regulations & legal compliance within common areas

enjoyable and rewarding.  Risk management within common areas

 External Fabric Repairs, Lighting and Landscaping

 External Gritting and Snow Ploughing

 Statutory maintenance and testing of fire Alarms and
lighting within common areas and evacuation drills

 Tenants are responsible for security, lighting, small
power, fabric, repairs, general maintenance and cleaning
within their demise.

Please be reminded that if there is conflict between the
content of your lease and this handbook your lease will
override any content herein as it is a binding legal document.

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YOUR TEAM YOUR LOCAL OFFICE

Management Surveyor Knight Frank LLP
Amy Scales 9 Bond Court,
Service Charge & Lease Queries Leeds.
E: [email protected] LS1 2JZ
T: 0113 297 2428 T: +44 113 246 1533

Director of Facilities Facilities Manager
Management UK Russell Bailey
Ray King Property Management Queries
E: [email protected] E: [email protected]
M: +44 7876 034696

Client Accountant
Aly Roshan
Accounts Queries
E: [email protected]
T: 0113 246 1533

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COMMUNICATION

Communication is the most crucial element in ensuring your satisfaction as a
tenant as well as adherence to the policies and procedures in this Tenant
Handbook.

All requests for maintenance or to report a problem please contact our
dedicated Knight Frank Elogbooks 24/7Helpdesk on 01480 484 901.

Should you have a general enquiry please contact the Leeds Management
Team during normal working ours on 0113 246 1533.

TENANT REPRESENTATIVE

We ask that each occupier designates a business representative who will be
the main contact between your company and the Knight Frank Management
Team. Your representative will be responsible for making requests and
reporting problems as well as conveying important information from our
office to your employees. Your representative will also be included on our
Elogbooks system to allow receipt.

Please call us with any specific questions you may have regarding the
information in this guide. We look forward to a long and pleasant
relationship with you.

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COMMON AREA CONTRACTS

PROVIDING AN EXCEPTIONAL SERVICE AT MERCHANT
WORKSPACE IS OF PARAMOUNT IMPORTANCE TO KNIGHT
FRANK. WE HAVE PUT IN PLACE CONTRACTS THAT ARE
SPECIFICALLY TAILORED TO THIS PROPERTY AND EACH
CONTRACT IS CLOSELY MONITORED AND MANAGED BY THE
FACILITIES MANAGER WHO WILL ENSURE ANY ISSUES ARE
DEALT WITH EFFICIENTLY AND EFFECTIVELY.

AS DEMISED AREAS DIFFER FOR EACH OCCUPIER AT ADWICK
PARK PLEASE CONTACT US IF YOU ARE UNSURE WHICH
AREAS ARE YOUR RESPONSIBILITY AND WHICH ARE COMMON
AREAS. THE BELOW CONTRACTS APPLY TO COMMON AREAS
ONLY:

• CLEANING
 Entrance, Reception and Stairwell in respect of Units 3, 4a and 4b
 Car Park Areas
 WCs except where individually demised
 Feminine Hygiene where applicable
 Supply of Consumables where applicable

• MECHANICAL & ELECTRICAL
 Annual Electric Heater Maintenance
 Water Hygiene Maintenance & Monitoring

• FIRE SAFETY
 Weekly fire alarm testing
 Fire alarm maintenance
 Fire evacuation drill
 Emergency light testing (monthly & Annual)
 Fire Extinguisher service
 Fire Alarm Monitoring

• H&S RISK ASSESSMENTS
 Fire Risk Assessment
 H&S Risk Assessment
 Legionella Risk Assessment

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CAR PARK
ACCESS

Some tenants have a number of parking bays for use which are set out in
their leases. The car park is available to authorised users only and only
designated spaces or shared visitor spaces should be used.

Owners leave their cars entirely at their own risk. The Landlord and
Knight Frank LLP accept no responsibility for any damage or theft to
property or vehicles left in this area.

Tenants are required to observe all speed restrictions.

Car park spaces are not to be used for general storage without prior
permission from your Landlord.

Any damage to surfaces, lack of lighting or other deficiencies should be
notified to the Facilities Manager as soon as possible so that suitable
repairs can be undertaken.

GENERAL CAR PARKING ENQUIRIES

All enquiries regarding parking should be directed to the Management
Surveyor for the property.
VISITOR/CONTRACTOR PARKING

Visitors and contractors are allowed to use the car park albeit they must
be directed into spaces leased by yourselves.

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BULK DELIVERIES DELIVERIES

Where bulk deliveries are being arranged which require transit through 8
the central core and could potentially cause damage to the fabric of the
common areas within the estate it will be necessary to agree the precise
route of entry and ensure that parts of the estate susceptible to damage
are adequately protected. All protection works are to be carried out at the
expense of the tenant, and, if necessary, a schedule of condition will be
prepared by the management team to avoid any disputes concerning any
damage. Where a tenant has new furniture for delivery and/or old furniture
for removal, please be aware that when using lifts, hardboard covering
will be required to protect the flooring and covering will be required to
protect the walls up to the height of the car.

RESPONSIBILITIES FOR LOSS OR DAMAGE

Neither the landlord or managing agents, nor their representatives can be
held responsible for any loss or damage, which may occur to any items or
goods delivered to the building or to those items or goods during
attempted delivery to the building.

HEALTH & SAFETY POLICY

BUSYSKY LTD AND KNIGHT FRANK ARE COMMITTED TO PROVIDING A HIGH QUALITY OF SERVICE
DELIVERED WITH PROFESSIONALISM AND INTEGRITY. YOUR HELP IN MAINTAINING THESE STANDARDS IS
GREATLY APPRECIATED IN ORDER TO ENSURE A CLEAN, SAFE AND EFFICIENT WORKING ENVIRONMENT
FOR EVERYBODY.

THE LANDLORD’S OBJECTIVES AND RESPONSIBILITIES ARE OUTLINED BELOW BUT PLEASE ENSURE YOU
ARE FAMILIAR WITH THE TERMS OF YOUR LEASE AND UNDERSTAND YOUR OWN RESPONSIBILITIES IN
RESPECT OF YOUR DEMISE.

LANDLORD’S OBJECTIVES LANDLORD’S RESPONSIBILITY
Responsibility for Health and Safety matters on behalf of the Landlord is
The Landlord's objectives are to: exercised by the Facilities Manager and the Landlord's contractors. The
• Provide a safe and healthy working environment for all persons Facilities Manager is also responsible for Tenants’ observance. Jointly
they are responsible for:-
working or having business within the building.  Fire, bomb or hazardous substance spillage etc., emergency

• Ensure the safe and efficient operation of the building by the procedures and actions.
prevention of accidents to individuals and damage to property.  Safety training.
 Housekeeping inspections.
• Minimise nuisance to all tenants and their staff.  Regular review of all building contracts and procedures especially with

• Ensure all products brought into or used within the common parts of regard to Health and Safety.
the building are safe and appropriate for their proposed use and  Investigation of accidents, dangerous occurrences and reported
maintain a register of all such products to ensure all Health and Safety
Executive recommendations and requirements (control of substances hazards and any necessary remedial action.
hazardous to health Regulations 1988 in particular) are met and
observed. 9

• Ensure contractors appointed by the Landlord do not jeopardise the
safe working environment policy for the building.

REPORTING FAULTS AND PROBLEMS ELECTRICAL DEFECTS
All discoveries, happenings or occurrences which endanger or appear • Worn cables or loose connections
likely to endanger the safety or security of the building fabric or • Multiple connections to power sockets
occupants or which is damaging or likely to cause damage to the • Faulty electrical wiring
building, its contents or occupants must be reported to the Knight • Trailing cables
Frank Elogbooks Helpdesk Immediately on 01480 484 901.
GENERAL OFFICE HAZARDS
TYPES OF HAZARD AND RISK • Jagged/sharp edges to furniture and equipment
Various individual risks, hazards and occurrences which may be minor • Unsuitable positioning of furniture and equipment
in their own right but which combined with others could become a • Worn, uneven or slippery floor coverings
major problem include:- • Unsuitable stacking of items
• Spillage and broken glass/china
FIRE RISKS
 Accumulation of combustible waste CARELESSNESS BY STAFF
 Propped-open or non-closing Fire Doors • Attempting to repair equipment without training
 Obstruction of Fire Doors/corridors or stairways • Misuse or abuse of machinery/equipment
 Non-essential electrical equipment left switched on overnight • Attempting to lift/move heavy objects

The above list is not comprehensive but intended as an indication of
how and where problems can and do arise.

10

STATUTORY DUTIES
OF OCCUPIERS

All occupiers are reminded of their statutory obligations under numerous
statues affecting employment, including the Health & Safety at Work Act
1974, Regulatory Reform (Fire and Safety) Order 2005 and the
Management of Health & Safety at Work Regulations 1999. These
statutes place responsibilities upon employers and employees alike.
The legislation is wide ranging and we would advise that any queries
concerning occupiers’ responsibilities are addressed to the Facilities
Manager.
You may be requested to provide evidence of compliance with relevant
statutory obligations on an annual basis. This allows the Landlord to
ensure the safety of other occupants within the building.

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ACCIDENTS &
EMERGENCIES

FIRST AID AND ACCIDENT REPORTING
The landlord does not provide First Aid facilities. It is the responsibility of
each tenant to provide sufficient support to their employees in respect of
properly trained first aid personnel and first aid equipment.

IN CASE OF AN EMERGENCY OR IF AN AMBULANCE HAS BEEN CALLED PLEASE CONTACT THE
KNIGHT FRANK MANAGEMENT TEAM ON 0113 246 1533.

Tenants must submit an incident report to the Facilities Manager in
respect of all incidents occurring within common areas or involving
landlord equipment.

Additionally, tenants must maintain their own accident book for record
keeping of occurrences within their demises.

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FIRE SAFETY

The responsibility for safety from fire rests on all occupiers
and strict adherence to the site rules is important. Being
prepared for an emergency is the best defence.
It is the responsibility of all tenants to maintain adequate
fire safety provisions within their demise and not to interfere
with or obstruct any equipment provided by the landlord.

TENANT FIRE RISK ASSESSMENTS
All Occupiers are responsible for ensuring that an adequate Fire Risk
Assessment is in place for their demise and a copy must be provided to
Knight Frank. You may be requested to provide a copy of your Fire Risk
Assessment to the Facilities Manager on an annual basis.
ACTIVITIES AFFECTING FIRE SAFETY

Any activities which may impact on the fire safety of occupants or affect
the emergency arrangements for the building and the storage of any
hazardous materials must be notified to the Facilities Manager.
DISABLED PERSONS

As an employer it is your responsibility to ensure that any disabled
employees or visitors can be evacuated from the building safely. It is
important that the Facilities Manager is notified if there are disabled
persons in the building so that arrangements can be properly co-ordinated
in the event of an emergency.

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INFORMATION AND TRAINING FIRE ALARM TESTING
All tenants must ensure that their employees, visitors and contractors are
familiar with emergency and evacuation procedures. The fire alarm is tested every Thursday from 9:00am
within all properties where we are required to carry out
All staff should familiarise themselves with the following: testing
 Location of break glass points
 Location of Fire Exits N O T E : It is important for all staff to be aware of the correct action
 Location of fire fighting equipment and methods of operation to take if a fire occurs. The following procedures for fire drills and
fire evacuation should be adhered to:
TENANT FIRE WARDENS
Each tenant should designate their own fire wardens for their demise. PROCEDURES FOR FIRE DRILLS
Details of the designated fire wardens should be provided to the Facilities There are 2 fire drill exercises carried out annually at each building each
Manager. Tenants must ensure their fire wardens have received suitable year. The Chief Fire Warden within your business will be contacted prior
training. to ensure the date and time cause minimum disruption.
Please send a list of all nominated Fire Wardens to the Knight Frank
FIRE EXTINGUISHERS Facilities Manager and notify the Facilities Manager of any changes.
Fire extinguishers are situated throughout the internal common areas at
Merchant Workspace where it is the landlord’s responsibility to provide and The purpose of a fire drill is to ensure that staff are aware of their duties in
maintain them. All occupiers should take care to ensure that the fire the event of an emergency, both in dealing with the fire and in directing
extinguishers within their own tenanted areas are in their proper place and visitors from the premises without delay or alarm.
regularly maintained. Occupiers are responsible for the testing and The action to be taken by a person discovering a fire or by a person
maintenance of these. They should arrange for them to be tested at least telephoning the Fire brigade is shown below under Fire Evacuation.
once a year by a competent person in accordance with the relevant British
Standard Code of Practice. 14
Under no circumstances must fire extinguishers be used to prop doors open.
Please also remember that the use of fire extinguishers in an emergency is
a last resort and not an alternative to evacuating the building.

FIRE EVACUATION

EVACUATION OF SITE IF YOU DISCOVER A FIRE OR ONE IS IF YOU HEAR THE FIRE ALARM:
REPORTED TO YOU:

On hearing the alarm signal all staff should stop • Operate the nearest fire alarm call point. • Ensure that all personnel in your area of control
working and quickly but calmly evacuate the building leave the premises using the nearest available fire
using the nearest fire exit. Please ensure you assist • Evacuate the immediate area, check to ensure exit and proceed to the assembly point.
any visitors who may not be familiar with the building that no one is left behind.
layout. The Designated Fire Marshals should • Check to ensure no one is left behind. Check
supervise the evacuation and ensure that all areas, • Check toilets, storerooms and other unoccupied toilets, storerooms and other unoccupied areas
including the toilets, have been evacuated. areas.
All doors should be kept closed. • Ensure that any disabled persons working in or
All electrical and gas appliances should be turned off. • Ensure that any disabled persons working in or visiting your area are assisted and accompanied to
visiting your area are assisted and accompanied to the designated fire refuge point on your floor.
All staff, on completion of their duties, should the designated fire refuge point on your floor.
assemble at the assembly point, please see below. • Await instructions from the Senior Fire Brigade
• Proceed to the assembly point. Officer before re-entering the premises.
The staff assembly point will be identified within
your own Fire Risk Assessment and should be • Designate a member of staff to call the Fire
communicated to all staff. Brigade via the 999 system and notify the Senior
Fire Warden that the Fire Brigade has been called.
All Senior Fire Wardens should ensure they are
wearing a high visual jacket and congregate
together at your designated Assembly Point.

15

MANAGEMENT OF CONTRACTORS

MANAGEMENT OF CONTRACTORS PERMITS TO WORK

You are responsible for ensuring that your contractors Irrespective of location, high risk works or those which
adhere to all site rules and adhere to the following: may have a significant negative impact on landlord
systems or other occupants may only take place if a
 Contractors must be appropriately supervised and permit to work has been issued by the Facilities
Manager. Upon notification of the required work the
monitored to ensure they follow their risk Facilities Manager will determine if a permit is required.
assessments and method statements. Typically this will include:

 Disruption to other tenants must be considered and • Access to the roof

adequately addressed. • Access into landlord plant rooms

 Routes for transport of materials and waste must be • Work involving or near to known ACMs
determined to prevent damage to the building or
• Work requiring temporary isolation of fire alarms or
disruption to other occupants. sprinklers.

 Materials need to be stored appropriately. Highly • Use of highly flammable or other high risk chemicals
flammable substances may not be stored on site.
• Work which will impact the means of escape
 Waste needs to be correctly disposed of and must
• Hot works
not create an additional fire risk.

 Emergency procedures need to be explained to
contractors and must be adhered to.

 Ensure that no element of work affects fire safety

provisions or means of escape without prior

consultation and agreement with the Facilities
Manager over alternative or temporary measures.

 Disturbance or exposure to asbestos containing

materials must be properly assessed and managed.

Contractors working inappropriately or working
without a valid permit will be asked to leave site
with immediate effect.

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LICENCE TO ALTER

Landlord’s consent may be required if you APPLYING FOR LICENCE TO ALTER
intend to carry out any alterations to your Any application for Landlord’s consent should be made to the management team
demised premises even if the works are non- well in advance of the proposed start date, please ensure the following
structural. Please ensure you consult your documents are provided:
lease and contact the Management Surveyor  Details of the Programme of Works, the Method Statement and the Proposed
to discuss any proposed works in the first
instance. Contractor.
 A copy of the contractor’s insurance policy.
Fit Out Works  Plans, sections and elevations of all internal layouts on a scale 1:100.
Before any fit out works are carried out the tenant must first advise the Knight  Evidence that the alteration complies with all relevant statutory requirements,
Frank Management Team in order to establish whether the proposed alterations
are permitted under the lease and whether Landlord consent is required. including those relating to fire precautions, Building Regulations and Planning.
When proceeding with authorised fit-out works the tenant and their contractor
must comply with Knight Frank’s Contractor Guidance and Instructions. A copy Alterations will need to comply with the Building Fire Strategy and maintain the
of this document is available from the Facilities Manager. fire protection and fire compartmentalisation standards determined within.
Depending on the extent of the works to be carried out the Landlord may appoint Any consequential alterations to the existing electrical installation in the Premises
their own Facilities Manager or Building Surveyor to oversee the works on their (including any connections or additions), once approved by the Landlord, must be
behalf. carried out in accordance with the terms and conditions laid down by the Institute
If in doubt please contact The Knight Frank Management Team. of Electrical Engineers and the regulations of the appropriate electricity supply
authority.
Knight Frank management team must be notified prior to any works commencing.
Please check your lease in order to determine the costs that you may be
responsible for in respect of any application for consent. This will include all legal
and professional fees incurred on behalf of the Landlord.

Please note that the landlords costs, and that of his agent, will be payable
whether the works ultimately go ahead or not. For more information please
contact the Management Surveyor.

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TENANT’S NAME SIGNAGE

The Landlord is responsible for all totem and directional signage within the external common areas of the estate.
We are currently in the process of implementing a new signage scheme at Merchant Workspace and the following will be applicable once the new signage is in situ:
Under no circumstances may occupiers themselves make any alterations to the signage. It is of uniform standard design and size to maintain a consistent appearance. Name
boards for each incoming tenant will be provided on taking up occupation at Merchant Workspace at no direct cost to the tenant. Please notify the Facilities Manager of the
business name you wish to be displayed on this signage.
If for any reason the sign needs to be changed during the tenant's occupation (other than for reasonable wear and tear) the tenant is to pay for the cost of this. You will need to
provide the Facilities Manager with no less than 14 days notice of the required change and they will need to be satisfied at the time of making the request that the name to be
displayed is that of a lawful occupier.
Signage on the exterior elevations of your building will require Landlord consent, please consult your lease prior to installing any signage on the building and contact the
Management Surveyor with your proposals.
Specific signage display areas will be provided within the internal common areas of the buildings, all applications for installation, alteration or additional wall mounted tenant
signage must be made to the Knight Frank Management team.

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SUB-LETTING & ASSIGNMENT

GROUP COMPANY OCCUPATION N O T E : In all cases copy letters of application for the references should
be supplied which should in each case specifically refer to the total
Save as expressly provided to the contrary in and in accordance with the amount of annual rent and service charge and to the length of the lease
lease, no one other than the named tenant may occupy the Premises. term.

SUB-LETTING 19

The provisions for subletting are set out in the lease and, if permitted,
Landlord consent will be required by way of a Licence to Sub-let.

Where subletting is permitted under the lease, an application to sublet
must be submitted to the Management Surveyor.

You must provide the following information relating to the proposed sub-
tenancy: -
 Full name, address and company number for the proposed sub-tenant.
 Confirmation of the proposed sub-tenant's business and of the use to

which it intends to put the Premises.
 Details of the proposed area of the building to be sub-let
 Heads of Terms for the sub-letting
 Copies of the sub-tenant’s last 3 years audited accounts.
 References for the proposed sub-tenant from: -

- its bankers

- its accountant

- its current landlord (if applicable)

ASSIGNMENT
Alienation provisions are contained within the lease, if assignment is permitted it
will be subject to Landlord Consent via a Licence to Assign.

An application to assign must be submitted to the Managing Agents.

You must provide the following information relating to the proposed assignee:

 Full name, address and company number of the proposed assignee.
 Confirmation of the proposed assignee's business and of the use to which it

intends to put the Premises.
 References for the proposed assignee from: -

- its bankers,

- its accountant,

- its current landlord (if applicable)

N O T E : In all cases copy letters of application for the references should be
supplied which should in each case specifically refer to the total amount of
annual rent and service charge and to the length of the lease term.

ALTERATIONS BY SUB-TENANTS / ASSIGNEES
You should also provide details of any alterations the proposed assignee / sub-
tenant intends to make to the demised premises as separate consent may be
required.

N O T E : Under the terms of your lease you are likely to be responsible for all
costs incurred by the Landlord in respect of applications for consent.

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VACATING

Arrangements for vacating your property upon
expiry of your lease should be made with the
Management Surveyor.

Until the tenancy period has officially terminated you will remain responsible for
undertaking any maintenance and statutory inspections at the premises. Please
note that if the demised area is not occupied this may included additional tasks
such as regular flushing of water outlets. All Fire Safety Equipment should also
be maintained and tested.
The Building Insurers may also have specific requirements if the property is
unoccupied such as weekly manual inspections and / or a monitored alarm.
Arrangements should be made with the Facilities Manager for use of the lifts and
loading bays to allow removal of furniture etc.
Copies of any maintenance documents or statutory inspection reports that are
required under the terms of the lease and may be relevant to any future tenants
should be provided to the Facilities Manager at the end of your term.
This may include:
 Electrical inspection reports and schematics
 Fire alarm maintenance records
 Emergency lighting maintenance records
 Intruder alarm maintenance records
 Asbestos surveys and registers

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The combination of our people, research and technology Australia United Kingdom
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clients come back to us for their personal and professional
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• Lease Advisory

• Planning

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Management

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