Fit-out Guidelines

ASPIN COMMERCIAL TOWER

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 Fit-out Guidelines

TABLE OF CONENTS

SECTIONS CONTENTS

1 Introduction to fit out Guide lines

2 Key Contacts of Facility Management

3 Introduction of Fit-out Process

4 Requirement of Documents & Drawings

5 Electrical Guidelines

6 Mechanical Guidelines

7 Penalty Clause

8 Insurance

9 EHS Policy

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 Fit-out Guidelines
Introduction of the Tower

PROJECT OVERVIEW
Aspin Tower is a one of the prestigious of Aspin Holding Commercial/Office Tower, which
is located near interchange 4 on Sheikh Zayed Road, Trade Centre 1st – Dubai UAE.

PROPERTY DESCRI PTION

Aspin Tower, B+G+M+52+2 Service floor is located at the centre of city. The tower has 1
entrance and reception. The Area of Commercial is Leasable is 390,624 Sq.ft, No of
commercial offices is 208 and Retails Shop is 3. No of Lift is 8 (7 Passengers and 1 Service).
886 Covered car parking, 1 Handicap car parking and 60 mid plot parking (Valet parking
concept). The Tower is served by Water Cool chilled System. Each Level (Common Area)
has Electrical Room, IT Room and Staircase located at behind the Elevators. There are 3
no’s of lift dedicated from Ground to 29th Floor and 3 no’s of lift dedicated to 29th to 54th
floor.

Basement consists of the LV Room, Fire Pump Room, Telephone Room, BMS & CCTV
Room, Water Tank, etc. The Ground floor consists of Reception, 3 Retails Shops.

From 1st floor to 20th floor consists of 4 office area, Common corridor area, Electrical Room
and IT Room.

21st floor is service floor – consists of FAHU, Heat Exchangers, Chiller pumps, water pumps,
Firefighting pump, Electrical Room, IT Room etc.

22nd to 44th floor consists of 4 no’s of office area, common corridor area, Electrical Room,
and IT Room.

45th floor is service floor – consists of FAHU, water pumps, Fire Fighting pumps, electrical
Room and IT Room.

46th to 52, 54 floor is consists of 4 no’s of Office area, common corridor area, Electrical
Room and IT Room.

53rd Floor is the Main Office of Aspin Holding LLC.

In the view of recent discussions with ASPIN Holding LLC and desired to fully utilise and
Facility Management services offered by M/s. Emitech Technical Services LLC, this
proposal details out the various services and methodology that ETS has planned for Aspin
Commercial Tower. ETS has applied a value oriented, long term, ownership approach to
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the strategic day to day management of facility. This approach is intended to reduce
medium term to long term operating costs and optimize service levels for the business
units of Aspin Holding.

2. KEY CONTACTS OF FM TEAM

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FM TEAM: Emitech Technical Services LLC

S.No Contact Person Designation Contact

Number 1

01 Ningaraj FM Engr–Elect 052 9038239

02 Roshan FM – Foreman–Elect 052 9038240

03 Jubair FM Tech-Elect 050 3602937

04 Rajesh Kumar FM Engr. – Mech 052 9038238

05 Azhar FM Foreman – Mech 052 9038242

06 Murali FM Tech –Mech 055 2152447

Prepared by Reviewed by Approved by

3. FIT-OUT PROCESS
a. Signing the lease agreement:

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 Fit-out Guidelines
The tenant signs the lease agreement with the Aspin Holdings LLC and confirms a
date of office handover.

b. Tenant Briefing:
Tenant / contractor technical briefing shall be scheduled (same date of site
handover unless agreed); during this, the tenant is provided with the Tenant CD
(the CD shall include Fit-out manual and the leased unit floor as built drawings)
and will be briefed with
 The fit-out process
 Contracting security deposits
 Contractor all risk insurance
It is encouraged to have the contractor / designer in the tenant Briefing session.
Note: it is tenant responsibility to verify and check all site dimensions.

c. Design Submittal and Review:

Fit-out contractor to submit the proposed design to FM Team Emitech Technical
Services for Design Review and NOC.
Note: Review Period is 5 working days from date of Submission.

d. Submittal to Relevant Regularity Authorities

After design’s NOC, the contractor submits the designs Authority approvals of
Dubai Municipality, Dubai Civil Defence, DEWA for approvals and NOC.

e. Fit out works commencement:

The fit-out work contractor shall be submit the Client appointment letter, Valid
Trade license copy, Client Design Approved Drawings, work program and list of
Employee to FM team for the work permit.
After the FM work permit, the contractor should contact security and obtain
security permits for all the people who are intended work. Only valid holders will
be allowed to access the building.
The contractor must use the service lifts only for the loading and unloading of
materials. The service lifts and corridor walls, floors (which floor you will work) to be

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protected by carton sheets. The carton sheets are to be changed if it’s damages
or too dusty. Also the main door of the working office to be covered with carton
sheet
Contractor can park the vehicle for loading and unloading the materials at near
the gate number 2 which is the next door of main entrance. Also parking is not
allowed more than 30 min.
Contractor shall be stored their materials at in work office place only. Not allowed
to store the materials in corridor, and ground floor areas.
All wastage materials disposal shall be by contractor responsibility and the time of
after 6.00 PM to 5 AM only.
Slab core cutting will not be allowed. If necessary requirement contractor must
approach the FM team for the approval
Fire Sealant must be applied if slab core made below 80 mm & above Fire Jacket
to be provided. Fire Damper to be provided
All the persons working at inside the building must be use Safety Protection
Equipment and company identification required at all time.
All existing Fire Alarm Detectors, Emergency lights and other services are to be
covered. Keep portable Fire Extinguishers at all time during site execution.
The working time will be from 8 AM to 6 PM and the noisy works will be from 8 PM
to 5 AM. During the day time noisy works will be not allowed.
Contractors are not allowed to change the modification of existing pantry, Toilets
and Sanitary fittings & accessories.
All authority submissions, inspection requests and approvals are to be submitted to
FM Team
Existing construction details of walls, ceiling, roof, floor, glazing etc. will be
available in the set of As Built Drawings provided in the CD for the contractor to
verify the cooling loads.

No unnecessary noise or vibrations should be transferred to adjacent premises due

to improper work (maximum of NR45 is permitted)
All the contractor employees are not allowed to use smoking, alcohol and any
other illegal activities at inside the building.

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Any hot works must be carried out with prior permits and adequate safety
measures should be available during the process.
In case of any emergency please contact our FM team for guidance.

f. Temporary Facilities for Contractors:

 Temporary Electrical power and water supply shall be provided upon the
contractor request ( Temporary services charges are applicable as per the
fee matrix / Month)
 The fit-out period is determinate by rent commencement Date (RCD)
stated in the lease of agreement.

g. Fit-out Inspections:
o DEWA to inspect and issue the Meter for water and Electricity
o Civil Defense to inspect and issue the Approvals & Complete
Certificate
o Dubai Municipality, FM to inspect first fix prior closing to false ceiling
and final inspection upon completion of the work and issue the work
completion certificate.

h. Operation Certificate:
The tenant to approach FM team to receive the fit-out completion
certificate and operation certificate after getting final Authority approvals
from DM, DEWA and Civil defense

4.0. Requirement of Design Drawings for Reviews

3 sets Hard Copy of A2 Drawings and 1 CD (in PDF and CAD Format). The required
drawings as listed below:

Architectural Drawings: (Existing & Proposed)

1. Key Plan
2. Partition Layout
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3. Furniture layout
4. Floor Finish layout
5. Reflecting ceiling plan (Co-ordinate with MEP)
6. Sections and internal elevation
7. Internal perspective
8. Shop/Office front design and details
9. Signage type / details
10. Materials samples if applicable
MEP drawings (Existing & proposed)
1. Load Schedule
2. Lighting layout
3. Power layout
4. Fire alarm layout
5. Firefighting layout
6. Water supply layout
7. Drainage layout
8. Telephone and data layouts
9. HVAC load schedule
10. AC design and ventilation layout
11. FCU valve package details
12. Equipment schedule
Required Documents (Hard copy + CD)
1. Fit-out contractor’s appointment letter from the tenant (on letter head)
2. Fit-out contractors acceptance letter (on letter head)
3. Fit-out contractor valid trade license copy
4. Tenant Lease agreement copy
5. Tenant valid Trade license copy
6. NOC from civil defense
7. NOC from DEWA
8. NOC from DM
9. Outline program of fit-out works
10. Monthly Utility Charges AED. 1,000

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11. Current dated Security cheque AED. 20,000 (In-cash)

5.0. Electrical Guidelines

5.1. Electrical Systems
The electrical system shall be designed for the nominal electric supply voltage
from DEWA is 230/400V, 3Φ, 50Hz, 4 wires with separate neutral and protective
conductor. All equipment, apparatus, materials and accessories used in electrical
installation should be designed and rated for operation on this electric supply.

5.2. Electrical Design Guidelines

 The client’s contractor must ensure to limit the total connected load to be
within the DEWA approved load for the particular premises.
 The entire electrical system within the retail unit shall be designed as per the
latest regulations of DEWA
 The client’s contractor shall not carry out any electrical installation works
without approval of drawings from FM team, Aspin and DEWA.
 For three phase electrical system, the load distribution shall be accurately
distributed and balanced.
 Overloading of circuits shall be avoided
 For retail outlets, all general purpose 13A power sockets shall be connected
ring circuit.
 Signage lighting shall be connected to separate 100mA ELCB. Signage
lighting shall be controlled by timer.
 The minimum size of wire shall be not less than 2.5 sq.mm
 Energy conversation must be given due priority during design. Energy
saving lamps shall be used where ever possible.
 All switch gears shall be fabricated using high quality material and factory
tested.
 All restaurants/Coffee shops and retail unit with equipment with power
requirement of 3KW or more shall be covered / closed without inspection
and approval of Dubai properties Group.
 All power outlets in wet areas like kitchen / pantry shall be weather proof.
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 The entire electrical system shall be properly earthed and tested.
 Electrical Distribution board shall have identification labels clearly indicating
the DB number and panel number which fed the DB.
 The final DEWA approved load schedule shall be attached inside the DB.
 The client’s contractor shall be responsible for liaising with DEWA for
Approval, inspection and permanent power supply connection.
 No light fittings & power sockets shall be installed outside the retail unit
except signage.

5.3. Fire Alarm System:

 The Fire Alarm system within the retail unit shall comply with NFPA-72 and
Dubai civil defense authority regulations.
 All the closed area shall have separate smoke detector and emergency
light.
 All pantry / kitchen area have heat detector
 Smoke detector shall be located away from the grills / Diffusers by at least
50CM.
 Fire alarm break glass shall be located near Entrance / Exit doors and shall
be clearly visible.
 Fire Alarm System programming, Testing & Commissioning must be done by
the following approved contractors only.
o Contractor’s Name: Al Arabia
o Contact Name: Mr. Tamir Elshaqawy
o Contact Number: 050 785 9 317 / 04 203 7 350

6.0. Mechanical Guidelines - HVAC

The MEP designer must be located within UAE for any technical discussion. Where
the tenants have any ambiguity the services provisions or discrepancy, the same
should be highlighted before the commencement of the work. Any discrepancy
seen after issuance of the work permit will not be entertained and tenant is fully
responsible for the subsequent consequences that arrive from this.

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6.1. Standards:
Follow ASHRAE design guidelines and local DM regulation wherever applicable.
Where there is an ambiguity, the same should be clarified with ASPIN Holding LLC
Technical Team or FM team.

6.2. Temperature:
Unless otherwise specified, all the heat load calculation should be carried for an
outdoor condition of 115/86 Deg. F. However, the equipment selection like Chilled
water system should also be selected at the same temperature condition.

6.3. U- Value of Various Materials:

All the U values must be within the guidelines of latest DM regulations.

6.4. Duct Construction Standard:

In general, all ducts may be made from GI / PI. The designer may propose PI duct
to minimize the time taken in the production of GI duct.
Air Velocity within Ducts:
Duct must be designed to a face velocity for various applications as stated below:

 FCU : 600 fpm

 AHU : 1000 fpm

 SF / EF : 1500 fpm

6.5. Duct insulation:

All the conditioned air ducts must be insulated if it’s GI. Use either fiber glass or
closed cell elastomeric rubber insulation for this purpose. Where fiber glass
insulation is used, the duct surface must be further treated with a vapor barrier
coating.

6.6. Chilled Water:

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All the retail units are connected to the central cooling plant which operates
variable volume pumping system. Chilled water is supplied at 6.3 ºC with a fluid
temperature return of 11.8 ºC up to 21st Floor.
21st floor there is 3 no’s of Heat Exchangers and its supplied 7.2 ºC with a fluid
temperature return of 12.7 ºC up to 54th floor.
Hence all the air conditioning equipment must be selected at this specified
temperature.

6.6a) The FAHUs located in Utility floors ( 21st Floor & 45th Floor ) supplies
treated Fresh Air to various offices at 16 Deg C (DB) /15.5 Deg C (WB). For
the flow rates of treated supply air & Exhaust Air refer to schematic
drawings attached in the CD.

6.7. Valve Package:

Refer to figure below for the typical valve package details with a bypass valve for
flushing

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LEGEND
DRV Double Regulating Valve
GV Gate Valve
TP Testing Point
IPCV Independent Pressure Control Valve
FC Flexible Connector
DP Drain Point
‘Y’-STR Strainer – ‘Y’ Type
IV Isolation Valve
AV Automatic Air vent
NC Normal Closed

Note: Drain point to be connected to the drain line which is provided near pantry
& toilet. Drain pipe shall be insulated with rubber insulation. AAV discharge to be
connected with the drain line or condensing tray

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6.8. IPCV Specification:
A). All modulating control valves shall be pressure independent and provided by
the same manufacturer to ensure continuity and guaranteed performance from
the manufacturer. IPCV should be configured with one integrated valve body to
incorporate an adjustable CV chamber and separate pressure regulating
chamber to maintain constant differential pressure across the control surface.

B). The control valve manufacturer shall provide written guarantee that the
heating and cooling coils will meet or exceed design delta T performance at all
load conditions as projected by an ARI certified coil program at time of
commissioning. The valve manufacturer will reimburse the full purchase price of
the valve if this performance level cannot be met.

C). Balancing valves and associated balancing shall not be used where pressure
independent modulating control valves are installed. The control valve must have
the ability to limit flow to the maximum design flow specific for each coil at all
valve differential pressure ranges of 5 to 70 PSID.

D). Valve shall require no more than 5 PSID to operated pressure independent.
Flow shall not vary more than +/-5% through the entire operating pressure range of
5 to 70 PSID.

E). Each control valve shall be individually flow tested and factory verified to
deviate no more than +/-5% through the entire operating pressure range of 5 to
70. All valves shall be tested on a test stand calibrated and verified with
traceability to NIST standards. All testing must be performed at 5 PSID (0° through
90° at 10° increments), 15 and 70 PSID (45° and 90°). Test reports must be provided
if requested.
F).Each control valve shall be factory commissioned. A calibrated performance
tag shall be provided with each valve listing the measured flow rate in 10° rotation
increments.

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G). Control valve range ability shall be a minimum of 100:1 through the operating
pressure range.

H). Valve bodies 2” [50mm] and smaller shall be brass. Valve bodies 3” [80mm]
thru 8” [200mm] shall be ductile iron. All internal parts shall be brass, carbon steel,
stainless steel or Teflon®. Plastic internal parts are not acceptable.

I). All valves shall have (3) factory installed pressure/temperature ports to allow
field verification of flow and pressure independent operation. If ports are not
provided, contractor shall supply and permanently install a magnetic flow meter
to allow for flow verification for each control valve.

J). Valve flow characteristics may be modified in valves 8” [200mm] and smaller
without removal from the piping system. All seals may be replaced in valves 3”
[80mm] and smaller without removal from the piping system.

K). Valve differential pressure rating shall be equal to or greater than the
associated pump’s design head pressure. Valve assembly and actuator torque
shall be selected to close off against this differential pressure.

L). All valves shall be warranted by the manufacturer for no less than a full 5 years
from the date of purchase.
M). All Valves shall provide 100:1 turn down
N). Valves should be suitable for vertical or horizontal installation.
O). Valve should require no straight run requirements for coordination purpose.
P). Actuators should rotary action to ensure accurate flow regulation at all points.
Q).The valves should be a compact design to minimize the space required.

6.9. Cooling Coil Selection

Cooling Coil selection is governed by the heat load calculation, follow the on and
off coil conditions based on the software recommendation.

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For Maximum available chilled water flow / AC load - refer as built drawings of
particular office/floor available in the CD

6.10. Flushing:
The internal chilled water piping within the retails / Office space should be
chemically cleaned and flushed. Obtain a third party chemical treatment
company (approved by DM) report before connection the chilled water piping to
the main distribution piping. Unauthorized connection to the main system without
the chemical report may lead to penalties.

Chemical Parameters:
S.No Parameters Control Parameters
1 pH 7.5 – 9.5
2 Conductivity (micro, Siemens/cm) To be set as per TDS
3 T D S, ppm < 900
4 Total Iron, ppm < 1.0
5 Suspended Solids < 50
6 Chlorides (ppm) 70-80 (Max)
7 Total Hardness, ppm < 150
8 Total Alkalinity, ppm < 250
9 Molybdate as MoO4, ppm 80 – 100
10 Appearance Cleared to light yellow
11 Total bacterial Count < 1000 Colonies / ml

Up to 21st:
Chemical Supplier: Culligun Water Testing.
Contacts: Mr. Pandiyan – 056 6543107 / pandiyan@culligan.ae
After 21st:
Chemical Supplier: Vasuchem
Contact: Mr. Chierag - 050/5958185

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6.11. Valve / Equipment Pressure Rating .
Unless otherwise approved, use PN 25 valves up to 50mm diameter and PN 16 for
valves above 65 mm and above.

6.12. Balancing the Chilled water

Engage the service of a third party testing company to balance the water system
within the retails unit if the no. of A/C equipment is more than 2 no’s.

6.13. Air Balancing & Pressure Test

Engage the services of a third party testing company to balance the air system
within the retails unit, this will eliminate hot spots within the space.
Pressure Test: Pressure Test shall be carried out up to 16 Bar in witness of FM and
reports to be submitted.

6.14. Pipes embedded within walls of fixtures

Use PEX pipes with sleeves.

6.15. Water Hammer Arrestor

Use water hammer arrestors to protect the piping. Submit sizing calculation for
approval.

6.16. Valve /Equipment Pressure Rating

Unless otherwise approved. Use PN 25 valves up to 50mm diameter and PN 16 for

valves above 65mm and above.

6.17. Drainage & Water Supply

Unless otherwise specified, all the drainage pipes above 3” dia are UPVC. Pipes
below 3: should be in uPVC/ABS/HDPE. All the pipes installed in the ground and
above the ground should have ring seal socket type joints. Use Acoustic Jacket for
drainage pipes which will install above false ceiling or use SDP sound proof
drainage pipes to avoid the noise to the office.

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Available pressure for domestic water supply is not exceeding to 2 Bar.

6.18. Drainage Provision in General

The project is provided with a 3 pipe system waste, soil and vent pipe. It is
desirable to use the existing 3 pipe system to avoid any odor within retail units.

6.19. Fire Fighting

Follow latest edition of NFPA 13 for the sprinkler system and local civil Defense
requirements. Existing sprinklers heads are pendent type sprinklers. The make is
reliable – UL / FM and DCD approved.
 Obtain local Civil Defense approval for the installations.
 Use Galvanized Iron Pipes, fittings and accessories.
 Use UL listed / FM Approved components for the whole installation.
 Install void sprinkler where the void height is more than 800mm above the
false ceiling.

o Contractor’s Name: Al Arabia

o Contact Name: Mr. Tamir Elshaqawy
o Contact Number: 050 785 9 317 / 04 203 7 350

7.0 Penalty Clause in Delta T for Chilled water

For every drop of 1 deg F of delta T beyond the acceptable tolerance of 1
deg F there will be additional charge of 7% on the metered consumption
charges.
8.0 Insurance
AED 1 Million, third party liability insurance each office

9.0 EHS POLICY

9.1 Fitting out Works/Alterations

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Tenants fitting out design contractors must be made aware of the building
Environmental Policy to ensure they include all energy efficient measures as
part of their proposals, (e.g. low energy light bulbs, timer switches, high
frequency lighting).

9.2 Energy Management

Contractors must consider that, installing energy efficient electrical fixtures
when planning the fitting out works (e.g. low energy light fittings, timer
switches, photovoltaic and movement sensors, high frequency lighting,
etc).

9.3 Waste Removal/Disposal

Contractors, their employees and their subcontractors working at Aspin
Commercial Tower are responsible for the disposal of their waste on site
and this must be done within the requirements of the DM, Civil Defence
and EHS Authorities to ensure compliance with the Environmental
Protection. Contractors may be liable for any environmental damage that
may occur from failing to abide by the Environmental Policies for the site.
The contractor is responsible for collating and storing the following
documents:
Waste transfer notes to cover all movements of all wastes from the site.
(Waste Transfer Notes may be issued to cover all repeat movements of
waste in a weekly period). Waste management licences and waste carrier
licences for all waste disposal companies used.
Information on the final destination and disposal route of the waste.
Contractors are to arrange regular/frequent removal of waste, rubble,
redundant materials, etc, from site. Waste must not be placed or disposed
of in landlord’s skips, bins or compactors. Contractors must remove waste
from site by lorry, van, or in a suitable skip. Waste materials may not be
stored in parking bays, goods bays, corridors; goods lift lobbies, plant rooms
or any other of the landlord’s areas, except when the removal is taking
place.

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Contractors must ensure that their employees are aware of the site
drainage systems. A plan of these can be obtained from the building
management office. It is an offence to cause or knowingly permit noxious
or polluting matter, or any solid waste matter to enter any controlled waters
(i.e.: rivers, lakes, ponds, canals, etc).

9.4 Spillage of Noxious/Hazardous Substances

Contractors must ensure that their employees are aware of the procedure
regarding spillages of chemicals/oil. The contractor must provide spillage
granules if their works might involve the risk of spillages occurring. The
procedure must be adopted for saturated granules to be swept up and
disposed of separately as ‘Special Waste’ to ensure legal compliance.
Building management to be notified of any spillage incidents

9.5 General
Consider reducing raw materials such as, amounts of paper used daily,
purchasing of recycling products, where possible. Review all new
purchases for equipment for energy efficiency and other environmental
considerations. The Government has set its own guidelines for
environmental criteria of purchasing which could provide guidance.
Review environmental performance of suppliers/contractors to ensure they
have environmental policies in place to reduce the risk of breaches in
legislation.

Staff Awareness Training on Environmental Management issues

CHECK LIST FOR FIT OUT WORK NOC

S.No Description Yes No N/A Remarks

DOCUMENTS

1 Fit-out Contractor Appointment Letter

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2 Fit-out Contractor Acceptance letter

3 Trade License copy of Contractor

4 Trade license copy of Client

5 Outline program of fit-out works

6 Tenancy Agreement Copy

7 Design drawings approved by Client

8 DM Approval or NOC

9 DEWA Approval or NOC

10 Dubai Civil Defence Approval or NOC

11 Method Statement

12 List of Employee with valid passport & visa

copy

INSPECTION LIST – BEFORE CLOSING

FALSE CEILING

13 Pressure Test for Fire Fighting pipes

14 Chilled Water line installation as per the

requirement

15 Pressure Test for chilled water line

16 Ducting works with proper supports

17 Plenum works with flexible ducts

18 Conduiting, lighting wiring and other Electrical

works above F/C works

19 FCU condensing drain pipe with insulation

20 Valve package for FCU.

21 Flushing for Chilled water line

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22 Chilled water pipes insulation

23 Proper access cover for below FCU

24 Identification of all services

25 Fire Damper

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