Lockdown Procedures & Requirements: Offices

The current situation is unprecedented, however the 340 strong team at MAPP will not stop until they have done everything they can to look after the buildings you have entrusted to us, engaged with and reassured the occupiers in those buildings, and worked with you and your team to protect the value of those assets.

We will do all we can to ensure we are providing a safe and secure environment, that buildings are ready to occupy at short notice, and that we are reducing or increasing service provision from our suppliers according to the demands of the building and other relevant factors.

MAPP will continue to update clients, occupiers and suppliers frequently bearing in mind the situation is changing daily.  Should the Government restrict movement or access on a significant scale to prevent people accessing their place of work for anything other than absolute essential activity MAPP’s response has been built with the following in mind:

 

Insurer Requirements
Insurers requirements typically include;

  • Notifying Insurers of the date the property was/will be vacated.
  • Making sure all power sockets have been turned off.
  • That electricity and water have been isolated where practical to do so. This may not be possible if it is required for alarms or sprinklers for example. 
  • Ensuring all windows and doors have been fully secured and locked.
  • Removal of any combustible materials around the building perimeter.
  • Keeping all security and fire safety devices fully operational including sprinklers, fire alarms and extinguishers; fully checked and maintained.
  • Isolating equipment requiring a statutory inspection that cannot be fulfilled, such as lifts or access equipment

 

Working with Suppliers
MAPP is working on the basis that MAPP’s own team and essential suppliers such as security, cleaners and M&E maintenance contractors will be allowed to access the office buildings.

We have been closely liaising with our service partners.  Whether in relation to obtaining and understanding their own business continuity plans or receiving updates on availability of resources given that some are being asked to scale up their activities.  Many have been seeking reassurance around payment.

It is vital that funding for these essential suppliers is forthcoming. We anticipate that Service Charge Accounts are likely to be low on cash due to non-payment by occupiers. Without funding being provided critical supplies and personnel may be withdrawn very quickly by the supplier base, given that they will be inundated with work opportunities.  It is vital that we are able to keep roles filled and by keeping our regular staff, maintaining site knowledge wherever possible.  

We will therefore be working with our clients to request temporary funding to support cash flow. Our accounting team will be regularly monitoring balances, and will keep  clients closely notified as part of their post Quarter updates.

Ongoing and increased security is likely to be provided via a combination of MAPP employees and external security firms.  We anticipate physical and cyber security threat levels escalating and whilst security is a significant part of any service charge it will be vital to asset protection.  

We are very much aware of the need to keep service charge expenditure to a minimum.  Where possible, MAPP employees will play a vital role during daytime hours to reduce cost, to provide additional reassurance to occupiers, and because of their working knowledge of the building will be able to carry out basic functions and tests.

Notwithstanding yesterday’s guidance from the Government, a number of our clients buildings are still running.  A number of occupiers are utilising their premises either for vital office-based work or simply because their virtual infrastructure cannot accommodate all staff.  In the event of a lockdown being announced, our site teams have begun shutdown planning, and been given detailed guidance. The following are highlights of those actions and help explain why we continue to need help from our supply chain and site staff even in the event of partial or full closures:

  • The building will be secured. All doors will be locked and windows secured. 
  • MAPP will increase the levels of security to protect the building and occupier space. 
  • Where available, remote CCTV monitoring will be carried out or security suppliers carrying out regular checks. 
  • All lifts will be isolated, grounded and locked off where possible.
  • Water and gas for non essential building services will be isolated as far as possible.
  • Air conditioning systems will be switched to a program based on specialist advice to ensure system integrity.
  • Where access allows Security, M&E or MAPP employees will run all taps in common areas to keep water circulating to prevent stagnation. Security, M&E or MAPP employees will also flush all common area toilets and urinals to prevent traps from drying out.
  • During minimal occupancy if there are water tanks in the building the turnover of water will be minimal. Water in these tanks will be minimised where possible. Water tanks will require a full chlorination before the buildings are re-occupied.
  • Cooling Towers will be maintained in accordance to their requirements.  Where maintenance cannot be undertaken, we will coordinate with our Water Consultants for advice on implementing existing plans to safely shut down, clean, protect these systems and follow the plans for safe reinstatement when required.
  • Refuse collections will be reduced or stopped depending on whether occupiers are still in the property and the amount of refuse being generated. Pest control contracts will be fully maintained.
  • Discretionary Services such as weekly flowers in reception and other non essential requirements will be suspended where at all possible.
  • M&E maintenance contractors or MAPP employees will undertake weekly fire alarm testing and routine maintenance tasks including generator testing (and fuel supply monitoring).
  • Post will be held for occupiers in a secure location. Occupiers will be responsible for collecting post when one of their representatives returns to the building.  Personal deliveries will not be accepted.  
  • There will be cleaning of the common areas. Whilst this will be on a reduced basis due to the reduced occupancy of the building the focus will switch to ensuring that high risk areas are deep cleaned to stop the spread of Coronavirus.
  • MAPP employees will continue to monitor risk and ensure compliance with statutory testing so that the building is ready for re-occupation once a lockdown has been lifted. 
  • Re-occupation preparation plans will be drafted to determine how quickly our office buildings can be put back into full operation.  These will reflect critical supplies, staff assembly and supplier deployment.

 

Occupiers
Occupier liaison remains of critical importance to MAPP.  We are working to ensure that occupiers are aware of the responsibilities they have for their own spaces and specifically for conforming with insurers requirements. We will also remind them of standard maintenance checks that will need to be carried out to ensure the integrity and safety of the building is not compromised.  Where that is not possible MAPP employees or external contractors will fulfill that role to protect the building as a whole.

Emergency contact information is being regularly updated to reflect changes in occupier personnel and their own escalation procedures.  We will be in regular communication to determine emergency access arrangements. Similarly, to brief contact information or changes in personnel within MAPP’s teams as staff rotate responsibilities.

Some buildings may have individual requirements which will be implemented by MAPP employees. These will be communicated to the occupiers and the owner.