The purpose of this Guidance Note is to provide guidance to asset managers, property managers and facilities managers in relation to the management of waste during refurbishment or fit-out activities.
Refurbishment and fit-out activities represent ‘abnormal’ operating conditions within a property management setting. It is important that procedures are in place to ensure that the activities that accompany refurbishment and fit-out are appropriately managed.
From a waste management perspective, a Waste Management Plan is a central document that sets out the way in which waste associated with the refurbishment or fit-out project will be managed.
The effectiveness of the Waste Management Plan will be influenced by how well a range of other factors associated with the project are managed. These factors include:
The benefits of managing waste associated with refurbishment and fit-out projects align with the broad range of environmental and business benefits associate with the adoption of the waste management hierarchy and general good waste management practice.
As refurbishment and fit-out projects take place outside of ‘normal’ property management operating conditions, it is important that specific consideration is given to managing the associated waste in line with a property’s existing waste management arrangements. This will contribute to the ongoing control of waste related risks and opportunities.
The benefits of managing waste associated with refurbishment and fit-out projects can include:
Managing waste during refurbishment and fit-out can also support property rating and certification schemes, such as SKA, for example.
The table below summarises the key activities associated with refurbishment and fit-out activities, and highlights where asset managers, property managers and facilities managers are likely to have a responsibility or specific interest.
1. Waste Management Plan
2. Vehicle access and movement
3. Contractors on site
4. Reductions in space in loading bays, service yards and/or car parks
While the management of waste during a refurbishment or fit-out project is the responsibility of project’s main contractor, asset, property and facilities managers are likely to have interest in the associated Waste Management Plan, and ensuring that this plan is aligned with the property’s wider waste management arrangements.
Property and facilities managers also have a role in coordinating activities at a property that may have the potential to influence a refurbishment or fit-out project, and the effective management of associated waste.
A Waste Management Plan should be prepared for the refurbishment and fit-out project. This plan should set out the expected waste profile relating to the project, along with the arrangements for managing waste to achieve targets relating to waste generation and disposal methods.
The Waste Management Plan should ensure that waste arising from the activities is managed in accordance with the waste hierarchy and either minimised through well managed procurement, managed separately to the wider building waste management system, segregated to recover as much material as possible for reuse or recycling, and collected at a frequency that allows the process to work smoothly.
While the preparation and maintenance of a Waste Management Plan for a refurbishment or fit-out project is the responsibility of the main contractor, it is important that property and facilities managers, and where relevant, asset managers, are consulted and agree with the plan.
It is also possible that facilities managers agree to undertaken specific waste management tasks in relation to the refurbishment or fit-out project.
A refurbishment or fit-out project may involve an increase in vehicles requiring access to and movement within the property site. This can include both vehicles delivering materials and those providing waste services to the project.
It is important that the property manager, or main contractor in co-ordination with the property manager, make resource available to check vehicles in and differentiate between whether they are servicing the building as a whole, or the refurbishment or fit out activity.
A refurbishment or fit-out project will involve an increase in the number of contractors on site. It is important that both new contractors are aware of waste management arrangements for the project they are engaged to work on, as well as that contractors on existing projects are aware of the rules relating to engagement with the refurbishment or fit-out project.
It is important that the property manager engages the main contractor for the refurbishment or fit-out project and other projects on site to consider necessary waste related briefings at agreed intervals to all contractors attending site to ensure all fully understand the waste management arrangements and conditions of permits/permissions.
A refurbishment or fit-out project is likely to place temporary pressure on space for materials storage, waste management provision, parking, and welfare facilities which are fully segregated from the rest of the property.
It is important that the property manager engages the main contractor for the refurbishment or fit-out project to understand the likely requirements for space as part of project planning. These arrangements should be reviewed at regular intervals, including any feedback from occupiers regarding the extent to which arrangements for managing space are effective.
The following Guidance Notes contain related information:
Following a successful pilot during the fit-out of 201 Bishopsgate and The Broadgate Tower, British Land has published guidance on managing fit-out waste. The company now encourages occupiers and building management teams to apply this approach on all major fit-out projects.
Read the case study here.
At Elliott’s Field Phase II, Hammerson achieved two world firsts: the first ‘BREEAM Outstanding’ shopping park and the first ‘zero regulated carbon’ shopping park globally. These were key targets for the project team from the outset, achieved by incorporating passive design features and efficient building services to minimise energy demands, engagement with retailers on fit-outs and a major rooftop PV array to supply on-site electricity demand and offset emissions.
Read the case study here.
Canary Wharf Group has carried out a major lighting upgrade in retail areas at Cabot Place, Canada Place, Churchill Place and Jubilee Place, installing an energy efficient LED lighting system in the shopping malls and car parks. This upgrade follows a pilot project in 2014, which saw 1.4 km of LED strip lighting installed at Canada Place and monitored for a full year. Informed by the results of this pilot, Canary Wharf Group carried out a tender process involving three providers, appointing Minimise Energy. Together, the team has replaced 9,260 light fittings and 5.3 km of strip lighting with energy efficient LEDs. In addition, 30% of luminaires are fitted with motion sensors to deliver further efficiency savings.
Read the case study here.