© This document is the property of Appraisal Property Management Sdn Bhd (APM), a member of the JLL network and may not be copied, used or disclosed in whole or in part except with the prior written permission of Appraisal Property Management Sdn Bhd, a member of the JLL network or if it has been furnished under contract with another party, as specified in that contract. The copyright and the foregoing restriction on copying, use and disclosure extend to all media in which this information may be embodied. No liability is accepted for errors or omissions in this document. IQ Tenancy Fitout Guide 2 Dec 2022 P age 1 of 112 MENARA IQ TUN RUZAK EXCHANGE (TRX) KUALA LUMPUR, MALAYSIA TENANCY FIT OUT GUIDE PREPARED BY: Appraisal Property Management Sdn Bhd, a member of the JLL network Registration No. 201001022363 (906133-M) Unit 7.2, Level 7, Menara 1 Sentrum, No. 201, Jalan Tun Sambanthan, 50470 Kuala Lumpur. Tel : 03-2260 0777 Fax : 03-2260 0799 License No. PM(1) 0045 Revision Date Revision Name Item/s By Whom 2 December 2022 IQ Tenancy Fitout Guide 12 Dec 2022 Various JMcB Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 2 of 112 TABLE OF CONTENTS OVERVIEW ........................................................................................................................... 8 1 SUSTAINABILITY ................................................................................................ 9 2 SOCIAL & CORPORATE RESPONSIBILITY ....................................................12 3 DOCUMENT INTENT ........................................................................................ 13 4 OUR COMMITMENT TO INCIDENT AND INJURY FREE .................................14 5 DISCLAIMER ..................................................................................................... 15 6 DEFINITIONS .................................................................................................... 16 7 FIT-OUT ADMINISTRATION ............................................................................. 17 7.1 THE PROJECT CONTROLLER ........................................................................ 17 7.2 THE PROJECT MANAGER ............................................................................... 17 7.3 DEVELOPMENT APPROVAL PROCESS .........................................................18 7.3.1 Property Management Approval ...........................................................18 7.3.2 Development Application (or equivalent) ..............................................18 7.3.3 Construction Certificate (or equivalent) .................................................18 7.3.4 Complying Development Certificate (or equivalent) ..............................18 7.3.5 Certificate of Occupation (or equivalent) ...............................................18 7.3.6 Folio Identifiers ....................................... Error! Bookmark not defined. 8 COORDINATION MEETINGS ........................................................................... 20 8.1 THE FIRST MEETING - CONCEPT DESIGN ....................................................21 Purpose ............................................................................................................. 21 Summary ........................................................................................................... 24 8.2 THE SECOND MEETING - DETAILED DESIGN ...............................................24 Purpose ............................................................................................................. 24 Summary ........................................................................................................... 25 8.3 FURTHER MEETINGS ...................................................................................... 26 Purpose ............................................................................................................. 26 Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 3 of 112 8.4 THE PENULTIMATE MEETING - PRACTICAL COMPLETION OR TENANT OCCUPATION ........................................................................................................... 26 Purpose ............................................................................................................. 26 Summary ........................................................................................................... 27 8.5 THE ULTIMATE MEETING – PROJECT COMPLETION...................................27 Purpose ............................................................................................................. 27 Summary ........................................................................................................... 28 9 GENERAL ......................................................................................................... 29 9.1 PROPERTY MANAGEMENT OFFICE CONTACT DETAILS.............................29 9.2 PERFORMANCE BOND.................................................................................... 29 9.3 INSURANCES ................................................................................................... 29 9.4 INDUSTRIAL MATTERS ................................................................................... 30 9.5 PROGRESS PAYMENTS .................................................................................. 30 9.6 SAMPLES.......................................................................................................... 30 9.7 HANDLING AND STORAGE ............................................................................. 30 9.8 CLEANING AND RUBBISH REMOVAL.............................................................30 9.9 TRADE WASTE ................................................................................................. 31 9.10 FINISHES PROTECTION .................................................................................. 31 9.11 RETURN AND STORAGE OF BASE BUILDING MATERIALS..........................32 9.12 SECURITY ........................................................................................................ 32 9.13 ELECTRICITY ................................................................................................... 33 9.14 LIFTS ................................................................................................................. 33 9.15 TOILETS............................................................................................................ 34 9.16 LOADING DOCK, GOODS LIFT ACCESS AND PARKING ...............................34 9.17 HAZARDOUS MATERIALS ............................................................................... 35 9.18 DUST, SMELLS, NOISE AND VIBRATION .......................................................35 9.18.1 Noise Restrictions ................................................................................. 35 9.18.2 Compliance with Noise Restrictions ......................................................36 9.18.3 Drilling and Core Holing ........................................................................ 37 9.19 DUSTLESS DRILLING AND CUTTING .............................................................37 Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 4 of 112 9.20 BREACHES OF THIS MANUAL ........................................................................ 37 10 WORK HEALTH & SAFETY .............................................................................. 38 10.1 RESPONSIBILITIES .......................................................................................... 38 10.2 COMPLIANCE WITH WHS LEGISLATION .......................................................38 10.2.1 WHS Induction Training ........................................................................ 38 10.2.2 WHS Management Plan ....................................................................... 38 10.2.3 WHS Safe Work Method Statement .....................................................39 10.3 HAZARDOUS SUBSTANCES ........................................................................... 40 10.4 COMPLIANCE WITH LEGISLATION.................................................................40 10.5 GLOBAL MINIMUM REQUIREMENTS (GMRS) ERROR! BOOKMARK NOT DEFINED. 10.6 SAFETY PROCEDURES................................................................................... 41 10.7 SAFETY SUPERVISOR .................................................................................... 42 10.8 SAFETY REPORTING....................................................................................... 42 11 EMERGENCY ACTION ..................................................................................... 44 11.1 EMERGENCY ACTION RESPONSIBILITIES....................................................44 11.2 FIRE OR SMOKE .............................................................................................. 44 11.3 BOMB THREAT ................................................................................................. 44 12 ARCHITECTURAL............................................................................................. 45 12.1 TENANCY WASTE STREAM REQUIREMENTS FOR OCCUPATION .............45 12.2 INTER-TENANCY WALLS................................................................................. 45 12.3 PLASTERBOARD.............................................................................................. 46 12.4 SET PLASTER CEILING ................................................................................... 46 12.5 CEILING TILE LOADING ................................................................................... 46 12.6 CASING BEADS AND EDGE TRIM...................................................................46 12.7 CORNERS, OPENINGS AND STANDARD OF FINISHES................................46 12.8 SOUND RATINGS ............................................................................................. 47 12.9 SEALING OF PENETRATIONS ........................................................................ 47 12.10 ACOUSTIC CONSIDERATIONS...............................................................47 Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 5 of 112 12.11 GLAZING AND JOINTING ........................................................................ 47 12.12 VINYL ETCHING ....................................................................................... 47 12.13 FINISH TO GLASS EDGES ...................................................................... 47 12.14 PARTITIONING REQUIREMENTS TO EXTERNAL WINDOWS...............48 12.15 FIXING TO FAÇADE MULLIONS AND SILLS...........................................48 12.16 MATERIAL OFF-GASSING ....................................................................... 48 12.17 MASTER KEYS ......................................................................................... 48 12.18 SIGNAGE .................................................................................................. 49 12.18.1 Single Floor Tenants............................................................................. 49 12.18.2 Multi-Tenanted Floors ........................................................................... 49 12.18.3 Lift Signage........................................................................................... 49 12.19 PENETRATIONS ...................................................................................... 50 12.20 FLOOR LOADING ..................................................................................... 51 12.21 PAINT........................................................................................................ 52 12.22 COMMON AREAS .................................................................................... 52 12.23 THERMOSTATS ....................................................................................... 52 12.24 OTHER...................................................................................................... 52 12.24.1 Fittings, Fixtures & Finishes ..................................................................52 12.24.2 External Terrace Areas ......................................................................... 53 12.24.3 Façade Cleaning .................................................................................. 53 12.24.4 Attachment to Columns and Beams .....................................................53 12.24.5 Base Building Blinds ............................................................................. 53 13 BUILDING SERVICES ....................................................................................... 54 13.1 ONE IQ – NOMINATED CONTRACTORS ........................................................57 13.2 ONE IQ – PREFERRED CONTRACTORS ........................................................58 13.3 AIR CONDITIONING AND CONTROLS ............................................................59 13.3.1 BMS Platform ....................................................................................... 59 13.3.2 Base Building Air Conditioning – General Error! Bookmark not defined. 13.3.3 Base Building Smoke Spill System ......................................................60 Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 6 of 112 13.3.4 Base Building Air Conditioning – Tenant Supplementary Cooling ... Error! Bookmark not defined. 13.3.5 Base Building – Exhaust System ..........................................................63 13.4 FIRE SERVICES INSTALLATION ..................................................................... 65 13.4.1 Sound System & Intercom System for Emergency Purposes. ..............66 13.4.2 Sprinkler System .................................................................................. 66 13.4.3 Fire Alarm System .................................. Error! Bookmark not defined. 13.4.4 Hose Reels ........................................................................................... 69 13.4.5 Wet Riser System ................................................................................. 69 13.5 ELECTRICAL SERVICES.................................................................................. 71 13.5.1 General ................................................................................................. 71 13.5.2 Tenant Lighting ..................................................................................... 72 13.5.3 Power ................................................................................................... 72 13.5.4 Distribution Boards and Wiring .............................................................73 13.5.5 Emergency and Exit Lighting ................................................................73 13.5.6 Standby Power Provisions ....................................................................74 13.5.7 Energy Metering and Monitoring ...........................................................74 13.5.8 Public Address System ......................................................................... 74 13.6 HYDRAULIC SERVICES ................................................................................... 75 13.6.1 Potable Water Supply ............................. 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Bookmark not defined. 13.6.2 Sanitary Plumbing System ....................................................................75 13.7 FLOOR PENETRATIONS.................................................................................. 77 13.8 FIRE STOPPING ............................................................................................... 77 13.9 WATERPROOFING ........................................................................................... 78 13.10 INTERRUPTION OF SERVICE .................................................................87 13.11 REINSTATEMENT AND MAKING GOOD AT END OF OCCUPATION ....78 13.12 KITCHEN APPLIANCES ........................................................................... 79 13.13 ACCESS CONTROL/SECURITY SYSTEMS ............................................79 13.13.1 GENERAL ................................................................................................. 79 13.13.2 TECHNICAL DETAILS .............................................................................. 80 Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 7 of 112 13.13.3 EXTENSION OF BASE BUILDING SYSTEMS .........................................80 13.14 COMMUNICATIONS SYSTEMS ...............................................................81 13.14.1 GENERAL REQUIREMENTS ...................................................................81 13.14.2 TELECOMMUNICATION SYSTEM PROVISIONS ....................................90 13.15 TELECOMMUNICATIONS SERVICE PROVIDER ....................................81 13.16 BUILDING COMMUNICATIONS RISERS .................................................92 13.17 TENANCY CABLE RETICULATION AND CONTAINMENT ......................82 13.17.1 INTER-FLOOR CABLING ......................................................................... 82 13.17.2 CABLING INSTALLATION STANDARDS .................................................93 13.17.3 WIRELESS SYSTEMS.............................................................................. 82 13.18 INTEGRATED COMMUNICATIONS NETWORK (ICN) ............................83 13.19 MASTER ANTENNAE AND TV (MATV) SYSTEM ....................................83 13.20 IN HOUSE BUILDING COVERAGE (IBC) .................................................83 14 COMMISSIONING REQUIREMENTS AND PROCEDURES .............................85 APPENDIX 1 – FITOUT DOCUMENT REGISTER .............................................................88 APPENDIX 2 – BASE BUILDING CONSULTANT’S SERVICES REVIEW CRITERIA ......91 APPENDIX 3 – PERMITS ................................................................................................. 104 APPENDIX 4 – ESD MINIMUM REQUIREMENTS ........................................................... 105 APPENDIX 5 – COMMERCIAL WASTE FITOUT GUIDE................................................. 106 APPENDIX 6 – EQUIPMENT NAMING CONVENTION .................................................... 106 APPENDIX 7 – GLOBAL MINIMUM REQUIREMENTS ................................................... 107 Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 8 of 112 OVERVIEW TRX is an integrated 70-acre development that will be KL's new CBD and Malaysia's International Financial District. Excellent connectivity, iconic public realms and smart and sustainable design come together to create Malaysia’s first international financial district at Tun Razak Exchange (TRX). Designed as KL’s best-connected address, TRX’s 70-acre masterplan includes a dedicated MRT interchange station and direct accesses to Jalan Tun Razak, MEX and SMART Highways, as well as the upcoming DUKE 3. A pedestrian boulevard will connect TRX with the Bukit Bintang shopping belt, creating a seamless lifestyle destination that is vibrant, lively and inclusive. At the heart of TRX is The Exchange Mall, and located on the mall’s rooftop is the TRX Central Park, a 10-acre public green nexus. A future-ready development developed with sustainability at its core, TRX is the first development in Malaysia to have received a neighbourhood-level provisional Green Buildings Index (GBI) certification. Menara IQ sits at the heart of TRX in a location that allows it to take advantage of all that TRX offers whilst maintaining its own personality and presence. IQ is the new home of HSBC Bank Malaysia and we welcome other like minded companies to join in our vision to be a smart and sustainable centre of excellence providing an exceptional working environment. To maintain the integrity of the IQ vision we have developed a rigorous process for managing the process of designing and delivering tenancy fit-outs, which is described in this document. Our intention is that by following this process, all parties will benefit. IQ offers a suite of sophisticated services to meet the demands of today's tenant. It is important to understand that the installation of partitioning will almost certainly cause alterations to the air conditioning, sprinkler system and lighting layout as a minimum. Careful attention to the modification of these services within and outside the tenancy boundaries during fit out will ensure that the level of service is not compromised. Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 9 of 112 1 SUSTAINABILITY The Property Owner/s and Property Management are committed to high standards of environmental sustainability performance of the Property and to the establishment and maintenance of collaborative working partnerships with all property stakeholders to see these aspirations realised. The Specialist Supplier plays a pivotal role in realising and sustaining these aspirations. The Property has been designed to a LEED Gold Design & Build rating and we intend to maintain high standards after completion and during ongoing operations. This is expected to be achieved through initiatives in the occupation, operation, management, servicing and maintenance of the Property. Property Management regards environmental sustainability and management as fundamental aspects of sound business practice and is committed to the implementation of management methodologies that deliver value and demonstrate environmental stewardship while being responsive to the expectations of global and local societies in general. Property Management continually reviews and seeks to improve its ability to meet the needs and expectations of its customers and clients, shareholders, employees and the community. It is serious about its concern for the environment, seeking to make efficient use of energy, water, paper and procurement of materials to reduce the direct environmental impact of its operations. Property Management endeavours to integrate environmental considerations into risk analysis and decision making in its business activities and also where it may be indirectly associated with environmental impacts through the activities of the Property stakeholders and in particular, its service providers. Property Management will assist our clients and customers in their commitment to: a) Seek to reduce greenhouse gas emissions in its operations in an action-orientated plan implemented through voluntary commitments, b) Minimise the amount of waste produced in its operations and where it has influence, by use of recycling schemes, increased efficiencies in procurement and by raising staff awareness, Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 10 of 112 c) Integrate environmental considerations as part of its purchasing and contracting policies, d) Continue to incorporate due consideration of environmental risks in its activities, e) Continue to act responsibly as investment managers on behalf of investors and clients, implementing environmental strategies which are cost effective, f) Comply with all environmental statutory requirements, g) Build the environmental knowledge and awareness of staff across all dimensions of the Company’s operations, h) Support community initiatives to promote dialogue on environmental issues, make practical contributions to solving environmental problems and work in partnership with the community to conserve environmental heritage. We are committed to acting sustainably in all aspects of our business, and more specifically, to the development, implementation and continual improvement of sustainable practices throughout our services contracts. In this pursuit of sustainability, we find ourselves in a position where we have the ability to positively influence our stakeholders; their decisions and their activities. We want you to share our journey and embrace the principles that we see as being vital to this partnership. Together on this journey we will commit to: • Proactively reducing our business and personal footprint on the environment • Seeking continual improvement in our productivity • Innovating sustainable business practices • Influencing and educating those stakeholders within our sphere of influence, both in the workplace and at home, and promoting ongoing dialogue • Building open and transparent partnerships that provide us with sustainable solutions • Acknowledging the upstream and downstream impacts of our activities • Recognising and rewarding effort and achievement. We recognise that there will be challenges and opportunities, both known and unforeseen, Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 11 of 112 that will arise throughout our transition to becoming a sustainable business. By positioning ourselves with the Building Owners, the Tenants, their staff and customers in a flexible, accountable and transparent partnership, we are confident that we can approach such change with intelligence and passion. We acknowledge that this journey towards sustainability will be a learning process and a continual evolution for all of our systems, processes, culture and attitudes. We do not expect all the answers immediately. We do however invite you to embrace this journey and move forward with demonstrated commitment, to partner with us on programs and initiatives that provide sustainable solutions, and to recognise and reward those stakeholders who contribute to our joint successes. Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 12 of 112 2 SOCIAL & CORPORATE RESPONSIBILITY The Property Owner and Property Management are committed to the highest standards of corporate social responsibility, diversity and inclusion. Office Tenants and Retailers are encouraged to support diversity and social sustainability through appropriate procurement policies and practices. For example: • procuring goods and services from ethically produced and socially sustainable sources; • Purchasing goods and services from locally owned and run businesses, from not-for- profit or social enterprise businesses; • Providing professional development and advancement opportunities for disadvantaged groups such as those from ethnically diverse backgrounds and people with disabilities; • Mentoring young or disadvantaged youth in design and fit-out installation skills; or • Designing tenancy fit-outs that employ Design for Dignity principles which allow easy access and use by all stakeholders. Business ethics and social standards can also vary widely across different countries. In the current globalised economy, it is reasonable to assume that products used in fit-outs may have been manufactured overseas. By asking questions of your supply chain you can ascertain how your goods and services are procured and how socially sustainable they are. Managing a business supply chain means that business suppliers are readily able to respond to questions about their ethically and socially supportive work practices. Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 13 of 112 3 DOCUMENT INTENT This document has been prepared by Appraisal Property Management (APM) as Managing Agent for the Owner/s of the Property. The information contained herein shall be the subject of periodical review as time and circumstances warrant. As a guideline document, its purpose is to be both instructive and informative to enable Tenants to obtain necessary Lessor’s consents and approvals to tenancy works and thus arrive at a speedy, but nevertheless realistic, tenancy fit out program. It is in the Lessor’s interest as well as that of the Tenant to eliminate time delays so that efficient occupation of the building may take place. Tenancy fit out is a complex operation involving many parties and in order to ensure the efficient execution of tenancy fit out from the preliminary design stage throughout to practical completion it is essential that all parties have a clear understanding of their respective roles and adhere to the procedures outlined in this document. The objectives of the Tenancy Fit-Out Guide are to: • Provide assistance for tenants to ensure that their fit-outs complement the base building to maintain the effectiveness of the base building services • Ensure that the base building environmental aspirations and design is not compromised through the fit-out process, and to encourage tenants to support sustainability objectives • Help protect the image and quality of IQ for the benefit of both the owner and tenants. • Set guidelines to ensure a safe, comfortable, attractive and environmentally sensitive working environment for tenants, employees and their clients and visitors. • Ensure the long-term asset value of IQ is not diminished. Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 14 of 112 4 OUR COMMITMENT TO SAFETY AT ALL TIMES The Owner/s of IQ and APM believe in the fundamental principle that every person associated with our business or properties should be able to go about their activites without being injured. The principle of safety at all times is based on the principle of care and concern for other people. It is focused on Workplace Health & Safety policies, procedures and statistics, and on relationships with our colleagues, concern for their welfare and ensuring all activities are completed in a manner that is safe for all. We are committed to the provision of safe environments which are consistent with the principles of safety at all times for all people; our staff, contractors and service providers, visitors, tenants and their guests. The safety at all times philosophy extends beyond property and work boundaries. It is a message which we encourage everyone to adopt for all activities they and their families and friends undertake whether these activities relate to work, travel, leisure or at home. Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 15 of 112 5 DISCLAIMER The Property Owner/s of IQ on their own behalf and on behalf of its respective agents, employees and consultants note that for this document and all information contained herein or subsequently provided in relation to this document (“the Information”): All descriptions, dimensions statements and other particulars in the Information are given in good faith and are believed to be correct, but any intending Tenant should not rely on them as statements or representations of fact or as any warranty and must satisfy themselves by inspection or otherwise as to the correctness of each of them. No person being an agent, employee or consultant of the Owner/s of IQ has any authority to make or give any representation or warranty whatsoever in respect of the information. Intending Tenants should consult with and take such advice from their own advisers prior to entering into any legally binding obligations. At the time of printing, all facts and figures contained in or referred to in this document were to the best of the knowledge information and belief of IQ Owner/s and the Property Manager, true and correct, however, the information contained herein may be subject to change. Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 16 of 112 6 DEFINITIONS Project : Refers to any alterations / modifications or fit out of an area to be tenanted (may already be tenanted). Lessor / Owner / Landlord : HSBC Bank Malaysia Berhad (Registration No. 198401015221) ( 127776-V) Menara IQ, Lingkaran TRX, Tun Razak Exchange, 55188, Kuala Lumpur, Malaysia Tenant / Lessee : Any party (including natural persons, a body corporate or trust) that has or will enter into an agreement with the Owners/Lessors to occupy an office, retail or car space at IQ. Project / Fit-out Controller : The person responsible for monitoring the project nominated by Property Management. Project Manager : Designated Manager and/or Principal Contractor, or other person employed by the Tenant, co-ordinating between the Tenant, services contractors and Property Management &/or the Project Controller. The Tenant is responsible for appointing the Project Manager. Property Management / Building Management (APM): Appraisal Property Management Sdn Bhd, (Registration No. 201001022363) (906133-M) Unit 30-01, Level 30, Tower A, Vertical Business Suite, Avenue 3, Bangsar South, No.8 Jalan Kerinchi, 59200 Kuala Lumpur, Malaysia. The Menara IQ Property Management office is located at: LG level, Menara IQ, Lingkaran TRX, Tun Razak Exchange, 55188, Kuala Lumpur, Malaysia. IQ – PROPERTY DESCRIPTION: The office tower situated at Lot C7-11, Tun Razak Exchange (TRX), Kuala Lumpur, Wilayah Persekutuan, Kuala Lumpur, Malaysia. Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 17 of 112 7 FIT-OUT ADMINISTRATION 7.1 THE PROJECT CONTROLLER The Property Management team at IQ will appoint a Project Controller, who will monitor the fit out of your premises at IQ. If you have any queries regarding the submission details required or procedure to be followed, please feel free to contact the Project Controller by contacting the Property Management Office. 7.2 THE PROJECT MANAGER The key to successful fit-out is a competent Project Manager co-ordinating between the tenant, services contractors, and Property Management. The tenant is responsible for appointing the Project Manager, who may be a direct employee of the tenant. The Project Manager must have demonstrated proof of high standards of commercial fitout work in landmark buildings. IQ has a sophisticated suite of services, and to gain the optimum benefit from these services, tenant fit-outs must be correctly designed, installed, and commissioned. It is found that the majority of tenant complaints with services are due to modifications done during the fit-out, which can be avoided by proper design and execution. It is the responsibility of the Project Manager to chair co-ordination meetings between the tenant, Property Management and relevant specialist service contractors on a regular basis to enable Property Management to monitor the progress of the fit-out and service modifications for the benefit of the tenant. The Project Manager shall appoint and maintain on the site for the duration of the fit-out, a competent full time Foreman or Supervisor who shall be fully experienced in all aspects of the works. The Foreman or Supervisor is to be the Project Manager’s representative on the site, who shall have the authority to take all necessary actions requested by Property Management in relation to quality, performance and overall control as well as the daily organisation and planning of the works. The Project Manager shall provide the Foreman or Supervisor with a mobile phone. The Project Manager shall submit information for approval to Property Management as stipulated in this manual, such approval not lessening the liability of the Project Manager. Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 18 of 112 7.3 DEVELOPMENT APPROVAL PROCESS The basic stages for fit-out, refurbishment, remodelling and general changes to tenanted areas are: 7.3.1 Property Management Approval Property Management must be informed of your proposal and be provided with suitable documentation, drawings, material sample boards, etc. Note: Property Management are the only persons authorised to sign statutory authority documents on behalf of the Property Owner/s. 7.3.2 Development Application (or equivalent) Some fit-out and refurbishment works may require to be carried out under a Development Application, the criteria for which should be discussed with the nominated Regulatory Authority. 7.3.3 Construction Certificate (or equivalent) Before works commence, a Construction Certificate must be provided. This document certifies that all of the proposed changes to the tenancy and services are in accordance with the relevant Authority Laws and Standards. A suitable consultant or regulatory authority will be required to prepare/issue this certificate. 7.3.4 Complying Development Certificate (or equivalent) Some fit-out and refurbishment works may be able to be carried out under a Complying Development Certificate, the criteria for which should be discussed with the nominated consultant or regulatory authority. 7.3.5 Certificate of Occupation (or equivalent) At the conclusion of works, a suitable consultant or the local regulatory authority will certify that the fit-out, inclusive of all services and equipment, conforms to the relevant Authority Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 19 of 112 Laws and Standards &/or prescribed codes. This certification, together with statements of compliance from each contractor, will enable the consultant to then issue a Certificate of Occupancy. The relevant base building maintenance contractor/s must be used for the changes to the fire and emergency services systems. The Tenant’s Project Manager will ensure that the base building contractor/s issue certificates of compliance that state that the tenancy services are able to integrate with and perform to the base building design or applicable operating standards. As a precursor to the acceptance of the final certifications, the Property Manager requires the tenant to complete an integrated test with the base building for all mechanical, fire and life safety systems Note: A tenant is not permitted to populate or conduct business from the tenancy fit-out area until an Occupation Certificate has been issued. Menara IQ TRX KL - Tenancy Fitout Guide - 12 December 2022.docx P age 20 of 112 8 CO-ORDINATION MEETINGS During the fit-out program there will be a series of meetings, organised and chaired by the Project Manager. Attendees will be: • The Project Manager • A tenant representative • The Property Management Project Controller and as appropriate: • The base building services and sustainability consultants, • Representatives from specialist service contractors as invited by the Project Manager The Project Manager shall issue to all attendees of the coordination meetings an invitation and agenda at least 7 days before the meeting and minutes, within three (3) days after the meeting. 8.1 THE FIRST MEETING – KICK OFF One (1) week prior to the first meeting the Project Manager will provide Property Management a list of the proposed consultant team members (firm and individuals), head contractor, sub- contractors, preliminary project program and overall Tenant brief. Purpose • Introduce the key members of the project team and the Property Management team and the base building consultants. • Discuss this Tenancy Fitout Guide and ensure mutual understanding of the responsibilities and activities herein • Agree a target program and the key milestone dates • Raise any concerns or issues for discussion Summary At the end of the first meeting all parties that will be involved in the project will have a strong