Information
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Store
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Audit Title
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Date of site visit
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Store Building Surveyor
Radio Controlled Lighting Pre Contract Minutes
Store Details
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Store Name
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Store No
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Location
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Store Telephone Number
Attendees
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Meeting Attendees
Attendees
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Minutes cc'd to
Preambles
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All mobiles switched off
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All parties were introduced
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The works on site include the removal of the existing Hi Bay lighting to the salesfloor of the store and the mini Hi Bay lighting to the mezzanine floor (if installed) and the replacement of these light fittings with a new 3 or 4 tube, 80 watt per tube, radio controlled fluorescent light fitting to the salesfloor and a 2 tube, 80 watt per tube, radio controlled fluorescent light fitting to the upper Mezzanine area (if installed). The new fitting shall have a new support arrangement consisting of a steel wire and a Gripple fixing clamp. The existing chequerboard lighting pattern shall be removed and where required a new control panel shall be installed to provide the necessary control to the new lighting. The new lighting shall give 2 levels of illumination. All lights shall dim to 37.5% of their output when there is sufficient external lighting, and out of trading hours when the store is occupied, and the lighting shall revert to 100% lighting output when the external lighting is below the necessary LUX level. The dimming operation is controlled from an internal radio transmitter and an external Lux sensor. The Hi Bay warehouse lighting if fitted shall be replaced by a 4 x 80 Watt PIR fitting. A push button for overriding the lighting into 100% illumination, for 2 hours, when required by the store, shall be available on the front of the control panel. The use of this override button shall be monitored centrally.
Scope Of Works
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The Specification for replacing lighting in Homebase Stores was outlined to the installing contractor and the Store at the Pre Contract meeting and the works that will be undertaken within the store during the project were discussed and agreed.
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The existing Hi Bay and mini Hi Bay lighting shall be removed from site and disposed of by the installing contractor. New Radio Controlled lighting shall be installed above the sales floor in the locations of the existing lighting on a one for one basis. The mounting height of the lighting shall be that of the lowest existing Hi Bay fitting ensuring all obstructions including heaters and signage are avoided.
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The sales floor replacement lighting has been confirmed as the following.
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Any Hi Bay Police Lighting within the store is to be removed.
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All new lighting will require 48 hours burn in prior to switching to 37.5 %.
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All new lighting shall be removed from the 24hr circuit tap off points.
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All new lighting that fails to illuminate due to electrical problems on site is to be marked on a sketch plan of the site and passed back to the Building Surveyor for review and action.
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Delivery access was agreed as the Homebase service area. There will be a skip for the electrical contractor and an area in the service yard shall be set aside for its location.
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The delivery of contractors items can be undertaken during store trading times through the Homebase Service area through prior arrangement with the store but these deliveries should not interfere with the stores own deliveries. An area of the store shall be designated for storage of the contractor’s materials. All deliveries, where possible, are to be met by, and signed for, by a member of the electrical contractors workforce. If this is not achievable then Homebase accept no liability for any materials stored on site. All delivery details are to be confirmed with The store manager before commencement.
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The store shall provide a safe, secure, storage area for the contractors access equipment and the use of power sockets for charging purposes.
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The area for contractor’s car parking is to be agreed with the store manager prior to start on site.
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It was agreed that no loss of power, heating or any other service that could affect the stores trading would be allowed during trading hours.
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The fire alarm system shall not be affected by these works.
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The security alarm system shall not be affected by these works.
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The sprinkler system if applicable shall not be affected by these works.
Confirmed Number of Existing Hi Bay Light Fittings
Controls Information
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Is the store in the Bureau
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If the store is a Bureau site Pulse Services are to undertake the controls work, for Non Bureau sites Severn Controls will undertake the controls works. Please note the controls company for this scheme.
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If the store is a NON BUREAU store please provide a description of the location for the new lighting controls panel and phone line installation
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If the store is a NON BUREAU store please provide photographs of the location for the new lighting controls panel and phone line installation
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The Radio Control lighting requires an external lux sensor which must be fitted to a north facing wall. Please confirm the location of the external lux sensor?
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Please photograph the location of the external lux sensor
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The Radio Control lighting requires an internal transmitter which should have a clear line of site to all fittings. Please confirm the location of the internal transmitter?
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Please photograph the location of the internal transmitter
Programme
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Project Start Date
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Project Completion
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Store Opening Hours Mon - Fri
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Store Opening Hours Sat
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Store Opening Hours Sun
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Project Working Hours Mon - Fri
- Monday - Friday 20:00 - 08:00
- Monday - Friday 21:00 - 08:00
- Saturday - 20:00 - 10:00
- Saturday - 21:00 - 10:00
- Sunday - 16:00 - 08:00
- n/a
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Project Working Hours Sat
- Monday - Friday 20:00 - 08:00
- Monday - Friday 21:00 - 08:00
- Saturday - 20:00 - 10:00
- Saturday - 21:00 - 10:00
- Sunday - 16:00 - 08:00
- n/a
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Project Working Hours Sun
- Monday - Friday 20:00 - 08:00
- Monday - Friday 21:00 - 08:00
- Saturday - 20:00 - 10:00
- Saturday - 21:00 - 10:00
- Sunday - 16:00 - 08:00
- n/a
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Snagging and Handover shall be held on site on the
Store Security
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Overnight security shall be provided by a Homebase store key holder colleague. The costs for overnight cover can be reclaimed by the store via their Regional Manager.
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The budgets for the provision of stores overnight cover is held by the Divisions and it is included in the funding for MIT / Bench / LTS / Other. In the first instance the store should try to cover the costs within their existing budget, if they are unable to do this, then the Regional Manager would need to authorise the use of some of their budget to assist the store, but all should be aware funding is available is for 1 key-holder plus 1 colleague only
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The Homebase Stop & Search policy is to be enforced by the store to include vehicle and bag checks where applicable.
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All contractors are to have sealed photographic ID & logo tee shirts.
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All contractors to use the store signing in / out book which the store management shall police.
Health & Safety
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The contractors Health and Safety file shall be kept on site for inspection. This will contain all of the Risk Assessments and Method Statements required for the tasks within the project. The Homebase Working at Height permit and the Homebase MEWP policy shall be strictly adhered to.
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This project shall be managed in line with the ‘Health and Safety requirements for maintenance contractors working at Home Retail Group premises’ document.
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This project is Non Notifiable with regards to the CDM Regulations however as we are undertaking works from a MEWP, and at height, we shall be managing this project via the attached Non Notifiable Project Plan. The completed copy of this form requires completion and is to be returned to The Building Surveyor for vetting and approval PRIOR TO ANY WORKS STARTING ON SITE. Home Retail Group Building Services may undertake ad hoc health and safety audits of this project whilst on site. These shall be unannounced.
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The Building Surveyor has access to an asbestos survey for this site and there is an asbestos summary in the store. The contractor is to request this survey before progressing this project. Notwithstanding this report the contractors on site should proceed with caution and
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There are to be no Hot Works undertaken on this site during this project.
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It was agreed that contractors can use the HB welfare facilities. These facilities are to be kept clean and tidy by the contractors on site.
Payment information
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The order for these works has been raised for the sum of:
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The order number for these works is:
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Variations will be accepted by agreement with the Building Surveyor only.
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There will be no valuations during the project. The final valuation shall be at project completion.
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The Final account shall be agreed two weeks after handover.
Store Photographs
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Store Photographic Schedule
Any other Business
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Planned Lighting Maintenance shall be contacted to confirm this project is planned and they can subsequently amend their planned visits and Asset Registers to suit.
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Additional information following Pre Contract Meeting
