Getting your retail store or office fit-out project compliant is becoming increasingly difficult.
There is the changing landscape of rules and regulations , with each municipality essentially functioning as its own pseudo country. Landlords have even holding back the opening of stores for non compliance resulting in real financial loss for your client.
So how then do you manage the pressures of this, in conjunction with the time crunch of the beneficial occupation build out?
These are 3 important steps to ensure that your compliance journey goes smoothly:
Sourcing the right info from landlord prior to accepting beneficial occupation
When it comes to space compliance 80% of the difficulty comes in by not having the correct documentation at the onset. although this varies from municipality to municipality these general rules to keep as a handy checklist at the start of every project. It is good practice not to accept handover prior to these being sent to you.
Checklist 1: Documents required from landlord for building plan approval
A copy of the mall/buildings title deed
A copy of the mall/buildings sg diagram
A copy of a site plan of the mall/building for level your shop/office is on
A set of council approved plans of the mall/ building
A copy of mall’s utility bill not older than three months (may not always be required)
Checklist 2: Documents required from landlord for occupancy certificate
An electrical COC for all existing electrical work to white box / existing space
A plumbing COC for all existing plumbing work to white box / existing space
A glazing certificate for any existing shopfronts, windows or glass partitions
A Mechanical Ventilation COC / form 4 to indicate to the municipality that the existing mechanical ventilation system comes to building code ( SANS 10400 Part O )
If any structural work was undertaken by landlord eg new brickwork or concrete slabs a “form 4” to indicate to the municipality that structural work was undertaken by a qualified engineer and that the engineer appointed has signed off work as compliant. ( Not always required your compliance facilitator can advise you on this)
Drawings to be lean & informative
In our experience it is not the volume but the clarity of information on council drawing that will make the plan approval process smooth.
Checklist 3 : Minimum information required on your council plans
A site plan / mall plan showing the space you are working on in red
A general floor plan for each level of your designed space , showing the overall dimensions, names of each of the rooms/ spaces and dimensioning the thickness of any new brickwork or drywalling. Remember to hatch the existing walls that enclose your space solid black. If there are any existing walls within the space you are retaining these should be hatched a solid black as well. Differentiate the hatching for new drywalling and new brickwork.
A coordinated ceiling plan for each level of your space showing the following:
- HVAC diffusers/grills,
- Any smoke detection ,
- Any sprinklers ,
- Emergency lighting etc.
A fire plan of each level of your space showing the following :
- Positions of all fire equipment in the space,
- Fire signage to be indicated
- Show with direction arrow the closest fire house reel
outside of boundary space and the distance to it
- Show escape path by means of arrows
Note : in some cases the client may need to appoint a fire consultant to prepare this information( Consult with your compliance facilitator who can advise you when this is needed)
At least one dimensioned section through the space. remember to indicate on all plans where this section was taken by means of section lines and arrows. Remember to hatch all existing walls and slabs as solid black .
A dimensioned shopfront elevation .
Having your ducts in a row
We are now on the home stretch. Use these checklists to get organised.
Checklist 4 : information needed from your client/ contractors for building plan submission
All documentation mentioned in checklist 1 on this document received from landlord.
A signed power of attorney form from your client giving permission to council facilitator to sign all documentation related to the submission on their behalf. This will make everyone life easier as it avoids the up and down for multiple parties to sign plans an documentation which can result in long delays. Your compliance consultant will be able to provide you with this form
If the client is not an individual but a company a company resolution form giving your client the permission to sign on behalf of his company . Your compliance consultant will be able to provide you with this form.
If the space is to have mechanical ventilation and this is going to be changed from what landlord provided your HVAC contractor will need to sign a “form 2” .This form tells the municipality that there is an appointed provisional who will be designing the HVAC system and that this person has the necessary qualifications and p.i insurances to do so. Your compliance consultant will be able to provide you with this form.
If you are building any new brickwork or if the new drywalling is above 2.7m the council will request that the client appoint a structural engineer. This structural engineer will need to sign a “form 2”.Your compliance consultant will be able to provide you with this form.
If the client has appointed a fire consultant to prepare fire plans . The fire consultant will need to sign a “form 2”.Your compliance consultant will be able to provide you with this form.
Checklist 5 : information needed from your client/ contractors for occupation certificate
Once the plans are approved your council facilitator will facilitate the occupation certificate if appointed to do so . the following is needed from you:
All the documentation mentioned in checklist 2 from your landlord
An electrical COC for any additional work undertaken by qualified electrician on the space in your fit-out if applicable.
A plumbing COC for any additional work undertaken by qualified plumber on the space in your fit-out if applicable.
A glazing COC for any change to existing shopfronts or any additional glazing work installed in the space if applicable.
If the HVAC system was changed fro that provided by landlord the HVAC consultant will need to provide a completed “form 4”. This form tells the council that the appointed consultant has signed off that the work undertaken on this system is compliant .Your compliance consultant will be able to provide you with this form
If you have built any new brickwork or installed drywalling above 2.7 m a structural engineer will need to sign a “form 4”.Your compliance consultant will be able to provide you with this form
If a fire consultant was appointed on project the fire consultant will need to sign a “form 4”.Your compliance consultant will be able to provide you with this form
Provide your compliance consultant with current & future service dates found on any fire extinguisher installed in the space.
We hope this post helps you to make your compliance journey easier.
We are compliance specialist helping both national chains and individual companies to achieve plan approvals & occupation certification throughout South Africa for over 5 years.
For any assistance or questions you may have, feel free to drop us a mail