THE REDI MANUAL 2018 Updated: 09/2018
TABLE OF CONTENTS
1. WELCOME ______4 2. INTRODUCTION ______5 3. REDI ______6
3.1. POSTAL ADDRESSES ______6 3.2. REAM’S CONTACT DETAILS IN REDI ______6 3.3. SERVICE PROVIDER CONTACT DETAILS ______6 3.4. COMMUNICATIONS IN REDI ______7 3.4.1. Intranet ______7 3.4.2. WhatsApp ______7 3.4.3. Shopping centre development forum ______7 3.4.4. Marketing forum ______7 4. MATTERS AGREED JOINTLY IN THE LEASE AGREEMENTS ______8
4.1. MAINTENANCE RENT ______8 4.2. INSURANCE ______8 5. STAFF SERVICES ______8
5.1. ACCESS OUTSIDE OPENING HOURS ______8 5.2. PO BOXES ______9 5.3. STAFF SOCIAL AND RECREATIONAL FACILITIES ______9 5.4. REDI CARD ______10 5.5. CONFERENCE ROOM ______10 5.6. PERSON LIFT ______10 6. GENERAL INFORMATION ______10
6.1. OPENING HOURS ______10 6.2. INFO DESK ______11 6.3. BRYKA ______11 7. GETTING TO REDI ______11
7.1. METRO ______11 7.2. BUS ______11 7.3. TRAM ______11 7.4. TAXI ______12 7.5. CAR ______12 7.6. BICYCLE ______13 7.7. PEDESTRIANS ______13 8. COMMON SERVICES IN REDI ______13
8.1. ATMS ______14 8.2. BOTTLE RETURN & RECYCLING POINTS ______14 8.3. STORAGE LOCKERS ______14 8.4. LOST AND FOUND ITEMS ______14 8.5. COLLECTION POINT ______14 8.6. SHOPPING TROLLEYS ______14 8.7. CHILD CARE ______14 8.8. POST OFFICE ______14
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9. MARKETING ______15
9.1. YOU, ME + WE = TEAM ______15 9.1.1. Opportunities to participate ______15 9.2. OWN MEDIA ______15 9.2.1. Do you have an activity in mind? ______15 9.2.2. Would you like to buy extra visibility for your company? ______16 9.3. SOCIAL MEDIA ______16 9.4. PLEASE TAKE OTHERS INTO CONSIDERATION ______17 9.5. MARKETING AND COOPERATION MODEL ______17 10. MAINTENANCE YARD ______17
10.1. DELIVERIES ______17 10.2. WASTE MANAGEMENT, FACILITIES AND SORTING ______18 10.3. WASTE SORTING INSTRUCTIONS ______18 11. PROPERTY AND USER SERVICES ______19
11.1. DATA COMMUNICATIONS ______19 11.2. MAINTENANCE MANUAL AND DOCUMENTATION ______19 11.3. FOLLOW-UP PLAN ______20 11.4. LIFTS AND ESCALATORS ______20 11.5. HEATING AND COOLING ______20 11.6. WATER AND WASTE WATER ______20 11.7. ELECTRICITY ______20 11.8. CLEANING ______20 11.9. WINDOW WASHING ______21 11.10. MAINTENANCE OF OUTDOOR AREAS ______21 11.11. PEST CONTROL ______21 12. SAFETY AND SECURITY ______22
12.1. RESCUE PLAN ______22 12.2. GENERAL SAFETY AND SECURITY INSTRUCTIONS ______22 12.3. GENERAL SECURITY ______23 12.4. SECURITY CONTROL ROOM ______23 12.4.1. Security control room’s service point ______23 12.4.2. Access control and key management ______23 12.4.3. Camera surveillance ______23 12.5. ACTIVITIES OF THE AUTHORITIES ______24 APPENDICES ______25
APPENDIX 1 PO BOX LOCATION ______25 APPENDIX 2 APPENDIX 1 OF THE LEASE AGREEMENT, ”TERMS AND CONDITIONS OF LEASE AGREEMENT” ______26 APPENDIX 3 APPENDIX 5 OF THE LEASE AGREEMENT, “MINIMUM OPENING HOURS OF REDI SHOPPING CENTRE” ______37 APPENDIX 4 APPENDIX 6 OF THE LEASE AGREEMENT, ”DETERMINATION PRINCIPLES FOR MARKETING FEE” ______38 APPENDIX 5 MAP OF THE METRO ACCESS ______40 APPENDIX 6 REDI’S MARKETING AND COOPERATION MODEL ______41 APPENDIX 7 RYL CLEANING STANDARDS ______45 APPENDIX 8 WASTE SORTING INSTRUCTIONS ______47 APPENDIX 9 DIVISION OF RESPONSIBILITIES TABLE ______53
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1. WELCOME
Hey You!
Congratulations! You’ve just been picked as an MVP to the REDI team.
Nervous? But excited? Great, so are we. Are you curious, open-minded and willing to learn new things? Fantastic, that’s what we are looking for. You do like work, people and encounters? Super!
REDI has a place for every smiling face, honest team player and everyday hero. We work together, at the heart of the city, in our REDI.
We are thrilled to be able to share REDI with You. Welcome to the team!
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2. INTRODUCTION
The REDI Manual provides a comprehensive overview of the various premises and functions of the REDI shopping centre. At the same time, it instructs lessees and other users on how to act in the shopping centre and how its functions are organised. Appendices 1, 5 and 6 of the lease agreement contain more details on the functions (see Appendices 2-4).
The manual is also intended to inform lessees and other user of the property and user services offered by the REDI shopping centre and the contents of those services.
You will also find our up-to-date contact details in the manual.
The REDI Manual is intended for REDI’s entrepreneurs, lessees, property service providers and the employees of these. The manual is available in electronic format in REDI’s Intranet, the rescue plan and maintenance manual.
HEY NEWCOMER! CHECK THESE OUT AND TAKE CARE OF THEM:
Read the _LINK__ electronic orientation materials carefully Do the test behind the link After you pass the test, you will get your REDI card and can start enjoying the discounts Take part in one of the bi-monthly REDI orientations – the schedule can be found in the Intranet. The orientations will start in January 2019
THANKS FOR BEING PART OF THE TEAM!
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3. REDI REDI will comprise eight residential towers, a shopping centre and a parking facilities excavated into the rock. REDI shopping centre has two sides; city center’s side “Stadi” and sea’s side “Sköne”.
The REDI shopping centre is managed by SRV REAM Oy (hereinafter REAM), which is also responsible for communications related to the shopping centre. Management of the REDI shopping centre is divided into property and business management.
3.1. Postal addresses Postal address: Hermannin rantatie 5 A, 00580 Helsinki, Finland Shopping centre office: Hermannin rantatie 3 B 3.krs, 00580 Helsinki, Finland
3.2. REAM’s contact details in REDI Shopping Centre Director Pia Svensk +358 50 389 0569 / [email protected]
Marketing Manager Heli Vainio +358 40 050 5607 / [email protected]
Marketing Assistant Janina Pohja +358 45 354 9814 / [email protected]
Shopping Centre Coordinator Anu Hautala +358 40 656 5051 / [email protected]
Property Manager Jukka Parkatti +358 40 648 3730 / [email protected]
Leasing Specialist Pepe Singo-Mäkinen +358 40 572 9394 / [email protected]
3.3. Service provider contact details Security services Company: Prevent 360 Security control room 046 920 7745 [email protected]
Cleaning Company: LeoClean On-call service 0400 480 767 [email protected]
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Property maintenance (HVAC) + maintenance yard All notices of defect and serviceman requests are to be done through contacts below. Company: Are Oy Customer service centre +358 20 530 5700 [email protected]
Bottle and trolley service Company: Spectra On-call service +358 44 737 5105 [email protected]
Parking Company: Q-Park On-call service 020 781 2400 [email protected]
3.4. Communications in REDI
3.4.1. Intranet REDI has a common electronic communications channel, the Intranet, which we can use for quick and easy communications concerning news and the use of the shopping centre and property. In addition, lessees can use the Intranet for example to make service requests to cleaners and to give feedback to others in REDI.
The Intranet can be found at https://srv.hyperin.com/tenants/public/tenantinfo. Accessing the Intranet requires you to log in. If you don’t have a user name and password yet, you can request them from [email protected].
3.4.2. WhatsApp There is a dedicated WhatsApp group for rapid communications in REDI. Shop managers will be added to the group automatically, but others can be added to the group too. The maximum size of the group is 250.
You can ask to join the group from marketing assistant.
3.4.3. Shopping centre development forum The forum will be established in January 2019. The members will be selected in late 2018.
3.4.4. Marketing forum The forum will be established in January 2019. The members will be selected in late 2018.
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4. MATTERS AGREED JOINTLY IN THE LEASE AGREEMENTS The written lease agreement of every lessee specifies the amounts of their net and maintenance rents and the marketing fee. Appendices 1, 5 and 6 to the lease can be found at the end of this manual (see Appendices 2–4).
4.1. Maintenance rent The maintenance rent covers the costs incurred from the maintenance and use of the property, such as administrative, operating, maintenance, upkeep, energy and repair costs, along with real estate tax and insurances. Basic renovation costs or comparable items will not be added to the maintenance rent.
The table on the division of responsibilities is appended to this manual (see Appendix 9).
4.2. Insurance The shopping centre has taken out full value insurance for the property, which covers losses incurred from fires, break-ins, water damage, etc. Lessees are liable for their movables and any special risks related to their business.
5. STAFF SERVICES
5.1. Access outside opening hours When the shopping centre is closed, staff enters and leaves through the maintenance lift lobbies and staff bicycle parking facility (see picture below and part 7.6.). Shops can specify stricter limits for the movements of their staff should they wish.
Staff entrance = maintenance lift lobbies.
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5.2. PO boxes The boxes for incoming mail are located on floor K2, near the vehicle ramp to Työpajankatu. The PO boxes of all shops are located in the same area and are opened with the key to the retail premises. A map to the PO boxes is appended (see Appendix 1). You can find your PO box number from the list in Intranet.
Using the PO box requires a change of address agreement with Posti.
Your shop’s postal address is: Shop name, PO box number Hermannin rantatie 5 A, 00580 Helsinki, Finland
5.3. Staff social and recreational facilities REDI’s recreational facilities are located on floors K1–K3. Most retail premises include a break room and staff toilet. In addition to these, windowed break room 3A-601 at the north side of the 3rd floor is available for common use, and there are shared staff toilets in the maintenance corridors of every floor.
There are separate social premises for restaurant staff, maintenance staff and other personnel. The social premises are located in the maintenance corridors of floors K1 and K2.
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Lessees can rent cabinets from the social premises for their staff for the monthly price of EUR 15/cabinet + VAT. Shopping Centre Coordinator is in charge of cabinet rentals. The security control room monitors the appropriate use of the cabinets.
5.4. REDI card All REDI personnel will be given a staff ID entitling them to discounts in REDI.
5.5. Conference room Room 2A-100 (184 m2) on the 2nd floor can be rented for conferences and meetings. Bookings are managed by the info desk.
5.6. Person lift The shopping centre has a person lift available for hire. Lift hire is managed by Maintenance Manager Olli-Pekka Kettunen, +358 50 574 2334, [email protected].
6. GENERAL INFORMATION
6.1. Opening hours Minimum opening hours are specified in Appendix 5 to the lease (see Appendix 3).
Shops are open 9:00–21:00 on weekdays, 9:00–18:00 on Saturdays and 12:00–18:00 on Sundays. Services, restaurants and entertainment service providers may have different opening hours.
Longer opening hours are possible by written agreement with the shopping centre management. Longer opening hours will increase the maintenance rent of the business.
The passages to retail premises are closed after the closing of the shops, so that access between the metro and street level will remain open during metro service hours. Access to the metro will be closed outside metro service hours.
A map of the metro access is appended to the manual (see Appendix 5)
Access from the eastbound bus stop on Itäväylä (3rd floor) to street level will be open at least from 5:00 to 1:00 all year. The restaurant area is located in the same section as the bus stop access, which permits the restaurants to keep longer opening hours.
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6.2. Info desk REDI’s info desk is located on Stadi’s (the city centre) side of the 1st floor (Hermannin rantatie). In addition to providing guidance for customers, it also serves as a first aid station and lost and found office. The info desk is equipped with a defibrillator.
The info point is open 11:00–19:00 on weekdays, 11:00–18:00 on Saturdays and 12:00–16:00 on Sundays.
REDI has interactive info screens on every floor (white frame), and lifts and lift lobbies are equipped with floor-specific floor plans/info screens.
Contact information of the info point: [email protected] / mobile phone & WhatsApp 044 755 4308
6.3. Bryga REDI’s 5th floor roof garden, Bryga, is open daily from 8:00 to 20:00. The garden can be accessed from inside the shopping centre, by the stairs located on the side of Englantilaisaukio or via the ramp located next to the northern lanes of Itäinen Baana.
6.4. Customer toilets All customer toilets are located in Sköne side on floors K1, 1 and 2. 7. Getting to REDI
7.1. Metro The Kalasatama metro station is located on the 3rd floor of REDI. The metro stops at the station more than 500 times every day. The main access to the metro station will be through the shopping centre, but the old access (Hermannin rantatie) will also remain open.
The metro’s normal service hours are 5:00–24:00 from Monday to Saturday and 06:00–24:00 on Sundays. The detailed schedules can be found at HSL’s website.
7.2. Bus The access from the bus stops on Itäväylä to the shopping centre is open from 5:00 to 1:00 every day. The detailed schedules can be found at HSL’s website.
7.3. Tram The city of Helsinki plans to open a tram line on the Nihti-Kalasatama-Pasila route in 2024, while the tram route through the Kruunusillat bridges is slated for completion in 2026.
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7.4. Taxi The closest taxi station can be found at Työpajankatu 13.
7.5. Car REDI has approximately 1,950 parking spaces over four levels. Parking levels K2 and K3 are located in the parking garage. Parking on these levels is subject to an hourly rate. Parking levels K5 and K6 are excavated into the rock and have both hourly and monthly payment options.
The parking facility is operated by Q-Park, whose service point is located on parking level K2. If you have any questions regarding parking, please contact Q-Park.
The vehicle entrances to the parking garage are located on Hermannin rantatie, Työpajankatu and, for cars coming from the city centre, under the Junatie bridge (see picture below).
The park-and-ride area is located in the lower parking facility (K5 & K6) and contains 300 park-and-ride spaces. Park-and-ride can be used by showing an HSL travel card at the entrance barrier if there are spaces available. The number of free parking spaces is displayed on street signs along the vehicle access to the parking facility. Park-and- ride is available from 6:00 to 17:30 on weekdays for EUR 2/day.
REDI’s parking garages are equipped with medium-speed (22 kWh) charging points for electric vehicles. There are 15 EV charging points on level K2 and 212 EV charging
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points on the levels excavated into the rock. The charging points are equipped with Type 2 and supershuko sockets. The price of charging is 15 cnt/kWh.
7.6. Bicycle Bicycle lanes lead to REDI from every direction.
There are 1,045 spaces reserved for bicycle parking. The bicycle parking areas are located on Englantilaisaukio (730 spaces) and Kalasatamankatu (140), and in the Hermannin rantatie area (58) and the Bryga roof garden (117). Approximately 540 bicycle parking spaces will be built initially, and the remainder will be opened when the residential towers are completed.
The covered bicycle parking spaces (175) for REDI personnel are located on level K1, in a marked area accessed by the lift from Englantilaisaukio.
There is a charging station for electric bicycles (10 pcs) on Kalasatamankatu and a charging cabinet for bicycle batteries (12 pcs) is located at the southern end of Kalasatamankatu, in the Sköne-side entrance. Electric bicycles can be charged free.
REDI will feature two city bike stations with 48 bikes along Hermannin rantatie and 40 on Englantilaisaukio.
7.7. Pedestrians There are seven street-level entrances to REDI.
8. COMMON SERVICES IN REDI The common services offered to customers of REDI are presented below. Information on the services offered by lessees are available from the shop presentations on the redi.fi website and on the info screens in the shopping centre.
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8.1. ATMs There are three ATMs in REDI: a TalletusOtto. machine on level K1 and two Otto. machines, one at street level on the Sköne side and one on the 2nd floor.
8.2. Bottle return & recycling points REDI’s bottle return and recycling points are located on level K2.
The collection point accepts cardboard, paper, clothes, plastic, metal, glass and electrical and electronic scrap (such as batteries, small electrical appliances and lamps).
8.3. Storage lockers Customers can store their belongings in locked storage lockers while they shop. The lockers are located behind the trolley park in front of the conveyor on level K1. The lockers are emptied every night and items left in them are taken to the lost and found office.
8.4. Lost and found items We trust lessees to deliver any lost and found items immediately to the info desk on the 1st floor. The info desk will store items for a maximum of one week, after which they will be delivered to Finland’s lost property office in Kamppi, which will charge the statutory storage fee from the customer.
8.5. Collection point Use of the collection point requires the lessee to sign a collection service agreement with the operator, Q-Park. The collection point is located at Q-Park’s service point on level K2.
8.6. Shopping trolleys REDI has common shopping trolleys situated on levels K1 & K2. There are trolley parks on every level of the parking facility.
The trolleys are intended for the sole use of customers, and lessees may not use them.
8.7. Child care The child care room and playground are located on the 2nd floor, on the Sköne side. In addition to these, Elixia maintains a public and chargeable child park on the 4th floor. For further information, please contact Elixia REDI.
8.8. Post office The post office is located on level K1, on the premises of the K-Supermarket.
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9. MARKETING Successful marketing is extremely challenging due to the tough competition and numerous choices available to the customers of today. With good teamwork, we nevertheless have a great chance of success! REDI works to increase the whole shopping centre’s attractiveness and brand on the market. When our lessees are active in their own marketing, this will add up to a fantastic whole.
9.1. You, me + we = team Teamwork is vital to the appeal of REDI. Today, customer experience is the king. A good customer experience has many components: is the shopping centre clean, can I find the services I need, is the lighting adequate, is the temperature OK, do I like the other customers, is getting around the shopping centre convenient, what kind of service did I get, etc. Succeeding in these fundamentals is essential, but appeal is built by exceeding the customer’s expectations – such experiences will be remembered by our customers and mould their opinion of us. This has been demonstrated by studies. We will probably not be able to pull hundreds of such stunts on a daily basis, but let’s try to surprise our customers regularly.
We can all contribute to the appeal of REDI and our own businesses. One smile will not make the customer’s day, but with a thousand smiling faces on 350 days of business each year, we will rack up a hundred thousand smiles – or any other positive surprises – which counts for something!
9.1.1. Opportunities to participate Take part in our monthly morning briefings Join the marketing team that develops ideas for REDI Participate in the wider spring and autumn reviews, which take stock of our operations on a longer term and analyse the results Come to the sector core lessee dates, at which we brainstorm for joint activities for the sector and how we could succeed more by working together Or come for a chat with the shopping centre office team!
9.2. Own media REDI’s own media enables a lot of activity with reasonable investments. We have LED, advertisement and guide screen capacities in addition to Radio REDI, the REDI magazine, social media accounts, the website and promotion points. We plan the use of these channels with the best interests of REDI as a whole in mind and review their use in the marketing team and morning briefings.
9.2.1. Do you have an activity in mind? I’d like to hold a VIP evening
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I’d like to distribute flyers in the shopping centre I’d like to organise a flash mob I’d like to hold my own event on the shopping centre’s common premises
In any of the above cases (or whatever else you may have in mind), please contact the shopping centre office team to agree on the practical arrangements and avoid any unnecessary overlap.
9.2.2. Would you like to buy extra visibility for your company? The strong own media described above provides lessees with cost-effective additional visibility.
The options are: Big LED screens (9 pcs, Visual Art) 65” indoor screens (11 pcs, Visual Art) 65” guidance screens (15 pcs, marketing team) Radio REDI (Pinesker) REDI magazine (Kanavan Sanomat) Neon sign on the façade (shopping centre coordinator) Promotion points (Visual Art)
Advertising space on the digital indoor and outdoor screens and the use of promotion points is sold by Visual Art, Pinesker sells ad slots on Radio REDI and ads to REDI magazine is handled by Kanavan Sanomat. The media cards can be found in Intranet.
In addition to digital advertising screens, REDI has info screens on which lessees can show their own ads. If you are interested in advertising on info screens, please send your schedule requests and info on the content to the info desk’s e-mail address ([email protected]). The info team compiles the requests and forwards them to the marketing team, which selects the announcements and advertisements that fit into its plans and requests the materials from the chosen businesses. The lessee is responsible for the costs incurred from producing the ad.
9.3. Social media REDI’s social media accounts are maintained by the marketing team. We aim to interact with our customers and instead of simple follower numbers, we track commitment (= shares, likes, comments, discussions).
We use the hashtags: #REDI #rakkaudestakaupunkiin #kalasatama and the location tag @REDI.
REDI’s accounts Instagram: @redihelsinki
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Facebook: REDI (@redihelsinki)
9.4. Please take others into consideration In addition to marketing, teamwork is needed in the everyday business of the shopping centre, so let’s take others into consideration in our work – we are one REDI team.
Please note that any music you play may not be so loud as to be heard on the retail premises next door or in the hallways. This is easy to fix by adjusting the speaker settings.
Also note that stands, signs or campaign materials may not be placed in the hallways.
9.5. Marketing and cooperation model The official process goes like this: For each calendar year, REAM shall draw up a marketing plan and, based on this plan, a marketing budget by the end of November in the preceding year. REDI’s marketing team will draft the concrete plan in cooperation with a marketing team assembled from amongst the lessees. The key aim of the shopping centre's joint marketing is increasing visitor volumes and the creation and long-term development of the REDI brand.
REDI’s Brandbook can be found in Intranet.
10. MAINTENANCE YARD The maintenance needs of REDI are served by a single maintenance yard with 11 piers and two unloading stations for vans. The waste recycling point for lessees is also located in the maintenance yard.
10.1. Deliveries Access to the maintenance yard is via the vehicle ramp from Työpajankatu.
The maintenance yard is open 05:00–22:00 on weekdays, 07:00–18:00 on Saturdays and 10:00–16:00 on Sundays. At other times, deliveries have to be agreed with the maintenance yard staff or REDI’s security firm. The maintenance yard is manned 07:00–18:00 on weekdays.
Traffic in the maintenance yard is scheduled by sector. Suppliers must schedule their deliveries in the maintenance yard’s booking calendar, which can be found at https://redi.tyomaapalvelu.fi or by calling 046 923 5447. Deliveries must be scheduled in advance, no later than on the day before the delivery. Driving into the maintenance yard without an appointment is forbidden.
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The maintenance yard may not be used for storage. All goods must be taken to the maintenance lifts through the maintenance corridor and to the warehouse/their places from there. Any items that do not belong in the maintenance yard will be immediately removed by the maintenance staff. The lessee will be charged EUR 500 for such removals. Suppliers who regularly violate this rule will be banned from the maintenance yard.
If you have questions related to the maintenance yard, please contact the maintenance yard staff directly by calling 046 923 5447. For instructions on sorting waste in the maintenance yard, see section 10.3.
10.2. Waste management, facilities and sorting The storage of garbage and waste in customer or retail premises is prohibited. The lessee shall take garbage and waste to their designated area in accordance with the sorting and handling instructions provided by REDI.
There are four waste presses in the maintenance yard, two for organic waste, one for cardboard packaging and one for waste-to-energy waste. In addition to these, the maintenance yard has a baling press for clear plastic, a press for tin canisters and a dedicated waste disposal room with receptacles for glass, metal, recycled and office paper, hazardous waste and waste oil and grease from restaurants.
The costs of basic waste management are included in the maintenance rent.
10.3. Waste sorting instructions Lessees shall sort their own waste in accordance with the instructions of Remeo. The instructions are appended to this manual (see Appendix 8).
Organic waste Organic waste is sorted and collected in organic waste bags on site and taken to the organic waste press in the maintenance yard by the lessee’s employees or cleaning personnel.
Waste used as an energy source Waste-to-energy waste is sorted and collected in its own bins or sacks on site and taken to the waste-to-energy waste press in the maintenance yard by the lessee’s employees or cleaning personnel.
Recyclable paper and white office paper Paper waste is sorted into recyclable paper and white office paper and taken to paper collection bins in the maintenance yard’s waste room by the lessee’s employees or cleaning personnel.
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Metal and glass waste Metal and glass waste is sorted and collected into dedicated bins on site and taken to the collection bins in the maintenance yard’s waste room by the lessee’s employees or cleaning personnel.
Frying oil Waste frying oil and grease from restaurants is taken to the grease tank in the maintenance yard’s waste room.
Cardboard packages Cardboard is sorted, collected and flattened in roller cages on site and taken to the cardboard press in the maintenance yard by the lessee’s employees or cleaning personnel.
Hazardous waste Hazardous waste is collected in a dedicated bin on site and taken to the designated locations in the maintenance yard’s waste room by the lessee’s employees or cleaning personnel.
Confidential materials Lessees shall arrange for the collection of documents and other confidential materials according to their own requirements and at their own cost.
11. PROPERTY AND USER SERVICES The Property Manager is in charge of REDI’s general arrangements and procures and organises all required services and supervises their implementation in a centralised manner. Matters of practical importance to lessees are described in this section.
The contact details of service providers can be found in section 3.3.
11.1. Data communications Each lessee orders their own internet connections from the operator of their choice. The shopping centre’s public WiFi is intended for customers only.
11.2. Maintenance manual and documentation REDI has an electronic maintenance manual containing the property’s use, maintenance and long-term plans (LTP). All defect notifications are logged into the maintenance manual, from which REDI’s technical maintenance staff is informed of them.
The property’s final documentation is archived by REAM, mostly in an electronic format.
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Extra additions and alterations made after opening must always be agreed on in advance and authorised in writing by the shopping centre management. The shopping centre will provide up-to-date documents for lessees planning extra additions or alterations to their premises. All changes and additions must be updated into the plans and delivered to the shopping centre.
11.3. Follow-up plan A maintenance rent plan is drawn up for REDI each year. The plan’s realisation is monitored and reported to the property owners and lessees.
11.4. Lifts and escalators REDI’s lifts and escalators are supplied by Kone Oyj, which also takes care of maintenance during the warranty period. The escalators are monitored remotely and notifications of defects are sent automatically to the security control room.
11.5. Heating and cooling REDI’s heating and defrosting systems are connected to the district heating network of Helsingin Energia. The energy consumption of individual lessees is not metered, since heating and defrosting are included in the maintenance rent.
REDI’s cooling systems are also connected to the district cooling network of Helsingin Energia through a single connection. The cooling power of the general ventilation system is 60 W/m2 and its costs are included in the maintenance rent.
11.6. Water and waste water REDI’s water systems are connected to the water network of Helsingin Vesi. The sprinkler system has its own feed line from the city’s water circuit.
The water networks are designed to permit the separate metering of the water consumption of restaurants and the car wash.
11.7. Electricity REDI does not have its own medium voltage connection; rather, lessees make electricity supply agreements directly with the electricity supplier of their choice. The electricity consumption of the public areas is included in the maintenance rent.
11.8. Cleaning The cleaning zones are divided into public areas and lessees’ premises. The shopping centre is responsible for the cleaning of the common and public areas. REDI has two cleaning centres used by the company contracted to clean the public areas.
The quality of cleaning is defined according to the cleaning levels in RYL (scale of 1– 5). The cleaning level of common and public areas has been set at 4, that of rear
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areas (maintenance and storage corridors, maintenance lifts) at 2 and that of shared social premises at 3. The RYL cleaning levels are appended to this manual (see Appendix 7).
Lessees are responsible for the cleaning of their own retail premises and storage areas. The shopping centre expects the premises to be kept clean, and the lessor can intervene if premises are not kept sufficiently clean.
Shop-specific floor maintenance instructions are provided in the shop’s own electronic user and maintenance manual.
11.9. Window washing Lessees are responsible for washing their own windows up to the height of the ceiling of the 1st floor, along with washing both sides of interior windows.
Glass surfaces in public areas are the responsibility of the property. The 1st floor windows are also washed when the shopping centre has its exterior windows washed. The costs are included in the maintenance fee.
11.10. Maintenance of outdoor areas Are Oy is responsible for keeping REDI’s outdoor areas and the roof garden clean.
REDI’s outdoor areas are connected to a street defrosting system, which removes snow and ice in the winter season. The defrosting system significantly reduces the need for snow clearing and gravelling.
The maintenance class of the roof garden is A1.
11.11. Pest control The shopping centre is responsible for pest control in the property’s public areas, maintenance corridors and maintenance yard. Lessees are obligated to report any pest sightings immediately.
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12. SAFETY AND SECURITY
12.1. Rescue plan REDI’s rescue plan can be found at www.pelsu.fi/redi.
The plan describes the rescue organisation and its tasks in the event of emergencies or crises. The rescue plan also contains a description of the property’s equipment and systems, along with detailed instructions for individual property users on how to act in the event of an emergency.
Each company and lessee can draw up its own detailed emergency instructions on the basis of the real estate company’s rescue plan.
12.2. General safety and security instructions
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12.3. General security REDI and the parking company use the same security company for general security in the area. The number of security guards/janitors in the public area depends on the point of time. They assist customers and take care of general security and comfort in the public area during opening hours. The security company ensures that no unauthorised persons remain on the premises after closing.
12.4. Security control room REDI and the parking facilities have a joint security control room located on level K1. The control room is manned from 06:00 to 22:00 every day and monitored remotely from 22:00 to 06:00.
The control room performs camera surveillance and access control and controls the crime alarm system. The security systems of individual companies can be connected to the security control room’s systems by separate agreement. In the interest of efficiency and functional benefits, we aim to centralise the management of security as much as possible.
12.4.1. Security control room’s service point In the event of incidents, lessees are served by the security control room service point located on level K1, in the maintenance corridor behind the customer toilets. You can visit or call the service point, or send e-mail or a message through the Intranet.
The service point is open from 07:00 to 20:00. The on-duty control room staff will provide assistance at other times.
12.4.2. Access control and key management REDI’s access control covers the premises to which the personnel and suppliers of lessees have access. Access control user services and key management, along with the key management of retail premises (electro-mechanical Qlick keys) are managed by the security control room on level K1.
The Qlick key must be activated each month. There are two key activation points, one in the security control room’s service point and the other in the south-western maintenance lift lobby. The purpose of the activation process is to ensure that no one besides the holder of the key is able to use lost keys. If the key is not activated, it will stop working and must be reactivated by the security control room.
12.4.3. Camera surveillance REDI’s customer areas are equipped with recording camera surveillance, which also covers the outdoor areas, parking facility and the maintenance corridors and yard.
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12.5. Activities of the authorities REAM manages cooperation with the authorities and the statutory official inspections (e.g. fire inspection).
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APPENDICES
Appendix 1 PO box location
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Appendix 2 Appendix 1 of the lease agreement, ”Terms and conditions of lease agreement”
TERMS AND CONDITIONS OF LEASE AGREEMENT
1. Entry into force of the lease agreement, transfer of the object, commencement of the lease period and liability to pay rent
The lease agreement shall become valid upon signature by both parties.
The final opening date of the shopping centre and the date of transfer of possession will be informed in writing to the contact person of the lessee mentioned in the agreement six (6) months before opening at the latest. The lessee agrees to open its store on the opening date informed by the lessor.
If the leased premises are not completed by the date confirmed by the lessor as described above, and the reason for completion is not due to force majeure as referred to in the general conditions for building contracts (YSE 1998, state of defence or emergency conditions, a strike, boycott, lockout, exceptional weather, or other circumstances referred to in the Emergency Powers Act), the lessee shall be entitled to receive compensation for the delay in completion. The compensation is 50% of the pre-VAT absolute net rent, corresponding to the duration of the delay for a period of no more than six (6) weeks. Force majeure postpones the aforementioned date correspondingly to its effect. The aforementioned due date of completion is also postponed by the corresponding effect if the delay in completion is caused by a delay in submission of the initial data required of the lessee for the planning and implementation of the object of the lease. Any delay in completion dates also delays other agreement responsibilities and obligations correspondingly. If the transfer of possession is delayed, the lessee is not entitled to any other refund or compensation other than that stated above, nor does the lessee have the right to dissolve the lease agreement. If the transfer of possession or opening of the leased premises is delayed due to a reason attributable to the lessee, the lessee is liable to compensate to the lessor one and a half times the amount of absolute net rent corresponding to the delay period, as well as the maintenance rent corresponding to the delay period.
The lessor is entitled to carry out finishing work and floor area measurements, perform test use, measurements and adjustments related to building systems, as well as other corresponding measures in the leased premises after transfer of possession, without any obligation to reduce the rent or provide compensation to the lessee.
The lessee is responsible for checking the condition of the object of the lease upon the transfer of possession. Upon transfer of the object of the lease, the lessee and lessor shall prepare minutes of the receipt inspection, listing any defects.
After the building’s completion, the floor area of the leased premises and the rent based on the floor area will be checked using the layout, in order to ensure that they correspond to the final plans in accordance with RT 12 11055. Calculation of the boundary of non-separating and non-load-bearing walls lies within the wall. The lessor retains the right to make minor alterations to the location of the commercial premises and the boundary walls. After construction of the boundary walls the floor area shall be measured by the Lessor. Thereafter the Lessee shall make such verifying measurements that are necessary for the interior design and furnishing of the premises.
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At the receipt inspection, the lessee acknowledges receipt of the shopping centre user handbook. The lessee agrees to abide by the building and lease object user handbook and to participate in the property user training arranged by the lessor.
2. VAT and other taxes and payments
The lessor has registered for VAT pertaining to its rental activities with respect to the leased premises. The lessee shall ensure that the leased premises are used for purposes subject to VAT at all times.
The lessee agrees to indemnify the real estate company or lessor for all damages and losses, including possible tax increases and penalty fees, resulting from any breach, on the lessee’s part, of the agreement, or if the lessee through other action or negligence causes the obligation to repay for any VAT deductions. The lessee is also liable to pay compensation if its successor causes damage after the lessee has transferred the possession of the leased premises or the lease agreement in breach of the condition prohibiting transfer.
If the lease agreement is dissolved during the term of the lease due to a reason attributable to the lessee, the lessee shall fully indemnify the lessor for all costs and expenses incurred from the dissolution, including costs and expenses resulting from the repayment of any VAT deductions. In addition, the lessee shall pay the lessor compensation corresponding to any lease income not earned from the lease period of this lease agreement, and compensate other costs of re-lease and maintenance costs for the time that the premises are not leased.
If the calculation of the cost-of-living index is discontinued or its use as a basis for raises is prohibited, the basis for change is a replacement or most closely corresponding index reflecting a change in prices as of the date of discontinuation.
Any new taxes or corresponding charges imposed by a public authority after this agreement has been signed may be added to the rent from the date of their entry into force upon the lessor’s notification thereof.
3. Maintenance rent
In addition to the absolute net rent, the lessee agrees to pay a maintenance rent that covers the lessee’s share (as defined in Appendix 4) of all the real estate company’s and REDI shopping centre’s maintenance costs. These costs include costs incurred from the use of the property, management, maintenance, annual repairs, technical surveillance, personnel, administration, bookkeeping, public area security and security systems, cleaning, heating, water and sewage, energy, waste management, accident and liability insurances, space and equipment leases payable, property taxes, management and maintenance of common areas, street areas, outdoor areas, access routes, corridors and stairways, winter maintenance, and the shopping centre management costs and any other costs incurred from the use, administration, management and maintenance of the property. In addition, the lessee shall be responsible for the water, electricity and waste management services in respect of its leased premises according to separate measurement, as well as for ensuring the cleaning, minor repairs, washing the interior surfaces of the shop fronts/windows, changing light bulbs and insuring the movable property in its premises. First-floor lessees shall also be responsible for washing the external windows of the premises. The shopping centre will wash other external surfaces once a year.
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The amount of maintenance rent is determined by the determination principles set out in Appendix 4. The lessor confirms the maintenance rent for the following calendar year on the basis of the budget of the real estate company and REDI shopping centre by 15 December, and for the first year of the lease, by the transfer of possession of the leased premises. The actual maintenance costs for each calendar year are checked immediately after completion of the real estate company and REDI shopping centre’s financial statement, and the difference between the actual costs and the maintenance rent paid by the lessee is taken into account in the next lease payment.
4. Separate charges
In addition to the maintenance charge, the lessee shall pay for the water and electricity it has consumed on the basis of measurement. The lessee additionally pays waste management costs insofar as they are not included in the maintenance charge.
Electricity The lessee shall pay for the electricity consumed in the leased premises, including distribution charges, directly to the electricity supplier in accordance with the agreement made by the lessee with the electricity supplier. The lessee shall make an agreement for electricity with the electricity supplier of its choice.
Water The lessee shall pay for water (both clean and sewage) consumed in the leased premises on the basis of measurement in accordance with the tariff of the water utility company. The charge for water is paid to the lessor according to invoices.
Waste management The costs of the lessee’s normal waste are included in the maintenance charge. If waste measurement is later implemented, the lessee shall be liable for waste management costs on the basis of the measurements. The lessee shall be responsible for the management of any hazardous waste and resulting costs. The lessee shall comply with the shopping centres waste sorting guidelines. 5. Agreement guarantee
As a guarantee that all the terms and conditions related to this agreement shall be discharged, the lessee shall provide and pledge by signing this agreement a guarantee to the lessor, specified below and accepted by the lessor, corresponding to three (3) months’ absolute net rent, maintenance rent and marketing fee, including VAT. The law applicable to the guarantee shall be the law of Finland. The possession of the leased premises shall not be transferred before the delivery of the rent guarantee in accordance with this agreement. If the lessee does not deliver the guarantee or additional guarantee as stipulated in the agreement by the agreed date, the lessor shall have the right to dissolve the lease agreement. The guarantee may also be used for fees related to the premises and invoiced by the real estate company from the lessee. The guarantee is additionally valid as a guarantee for any new agreement made between the parties of this agreement, until the guarantee stipulated in the new agreement is delivered.
The guarantee must be valid for at least three (3) months after the termination of the lease agreement. The guarantee must also be valid for any new lessor. The terms of the pledged deposit must allow the lessor to withdraw funds from the account without consulting the account owner. The letter of no set off for a pledge deposit from the banking institution that received the deposit shall be delivered to the lessor.
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If the owner of the deposit provided as guarantee is other than the lessee, a separate pledge commitment on the pledge of the deposit must be obtained from the party providing the guarantee. The lessee shall be responsible for notifying the guarantee provider of any such commitments and other matters pertaining to its ability to observe payments and agreements that may be of significance to the guarantee provider. The lessor retains the right to provide the guarantee provider, if so requested, information on how well the lessee has discharged the agreement obligations for which the guarantee provided by the guarantee provider is a guarantee. 6. Condition of leased premises
The building and condition of the leased premises in the building stage and upon commencement of the lease agreement The lessor shall ensure that the leased premises are designed and built to the basic quality level defined in Appendix 3. The procedure and principles for the implementation of alterations to the basic quality desired by the lessee are described in Appendix 7 of this lease agreement. The parties acknowledge that as the design is developed in more detail, changes may be made to the existing draft plans (floor plans). Anything other than minor design changes shall be jointly accepted by the parties.
The lessee is responsible for any equipment, fixtures or other investments required for its intended use of the premises.
The lessee is responsible for checking the condition of the object of the lease upon transfer of possession. Upon transfer of the object of the lease, the lessee and lessor shall prepare minutes of the reception inspection, listing any defects. Payment of the lessee’s alterations is a requirement for the transfer of possession of the premises.
Maintenance of the leased premises during the term of the lease agreement The lessee is responsible for managing the leased premises carefully. On determining the rent, it has been agreed that the lessee is responsible for the fulfilment and maintenance of requirements resulting from its own activities in the leased premises, such as alteration requirements required by official regulations in the leased premises and internal repairs in the leased premises, such as surface treatment, painting, wallpapering, renewal of flooring, internal door and window repairs in the leased premises, and other usual repairs and measures required for maintaining the premises in good condition, which are not caused by structural factors.
The lessee is responsible at its expense for the maintenance of any machines, equipment and other systems, acquired by the lessee, in the leased premises, as well as the maintenance of machines, equipment and systems acquired by the lessor that solely serve the leased premises and any regular maintenance, cleaning and repairs of escalators located within the premises. The lessee is responsible at its own expense for cleaning the grease ducts and grease pits in the leased premises. If the lessee fails to comply with the cleaning responsibility stipulated above, the lessor retains the right to have such cleaning measures carried out at the lessee’s expense.
It is further agreed that the lessee is responsible for damage caused as a result of any reason whatsoever to the premises’ windows and glass surfaces (including windows and glazing that enclose the commercial premises such as that bordering on the shopping centre passageways), even if the damage is due to a reason other than the lessee’s negligence.
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The lessee shall keep its store concept up-to-date and shall strive to update the concept’s look every 3-5 years.
Condition of the leased premises upon termination of the lease Upon termination of the lease, the leased premises shall be transferred to the lessor in the condition specified in more detail in section 24.
7. Transfer of lease and subletting the object of the lease
The lessee may not, without written consent of the lessor, transfer its lease, accept subtenants in the leased premises, re-lease the leased premises, or otherwise transfer the premises to a third party. The transfer prohibition also applies to transfer of business.
The lessor retains the right to transfer this lease agreement to a third party without consulting the lessee. 8. Intended use
The lessee shall undertake to actively practice business activities in the commercial premises in accordance with the intended use agreed on page 1. Activities other than those set out in this agreement in the section entitled Intended use may not be carried out in the leased premises without the written consent of the lessor.
The lessee shall procure any official permits required for its activities in the premises and comply with their conditions. If the activities practised by the lessee in the premises result in official sanctions or obligations to the lessor, the lessee shall be liable to compensate the related costs in full. If it later emerges that the premises are not appropriate for the intended use due to the nature or extent of the lessee’s activities, or if amended legislation or other official norms or regulations applicable to the lessee’s activities require alterations, the lessee shall carry out the required work itself or order these from the lessor at its own expense. The lessee is not entitled to receive a reduction in rent for the duration of the alteration work.
For any pollution of the building’s structures caused during the lessee’s period of possession and due to the lessee or its sub-lessee or any other party which has obtained possession from the lessee, the environmental sanitation of structures shall be conducted at the lessee’s expense, and the lessee shall be liable for any damages caused to the lessor or a third party.
The agreed intended use shall be interpreted strictly, as the leased premises are located in a shopping centre where stores are situated to create an attractive commercial environment for customers.
9. The lessee’s responsibilities in using the object of the lease
The lessee must keep the leased premises in good condition. The lessee shall notify the lessor without delay of any defects or deficiencies, the correction of which is the lessor’s responsibility.
The lessee is responsible for the maintenance of such structures, systems and equipment located inside or outside the premises in its possession that solely serve the activities of the lessee. The use of corridor and other areas that are not part of the leased premises for sales, marketing, presentation or storage purposes is prohibited without explicit permission from the lessor.
The lesser may, at its expense, attach advertising fixtures such as business logos, signboards, illuminated signs, signposts, window taping, etc., only with explicit permission from the lessor and in locations approved
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by the lessor. The lessor is entitled to charge separately agreed rent for advertising space for any advertising attached to the shopping centre’s façade and/or advertising tower. The lessor will obtain any required official permits at the lessee’s expense. The lessee is responsible for the upkeep of its advertising fixtures and related expenses for the entire duration of the lease. The lessee is also responsible, at its expense, for the removal of the advertising fixtures and tidying up after their removal upon termination of the lease period of the leased premises and/or advertising space.
If the lessee does not fulfil its obligations regarding the upkeep of advertising fixtures within 14 days despite a written reminder from the lessor, the lessor has the right to have the advertising fixture repaired or removed and to charge the resulting costs to the lessee. If the advertising fixture causes immediate danger, it must be repaired immediately. 10. Other matters pertaining to the use of the property
The lessor will allocate an access point for the lessee’s telecommunication and TV connections in the telecommunications and TV cabling installed in the building. The lessee shall organise any required telecommunications and telephone connections and obtain telephone switchboards and equipment at its own expense. 11. Repairs undertaken by the lessor
The lessor may undertake repairs and alterations in the leased premises after providing prior notification of the work to the lessee. The lessor shall notify the lessee of any repairs to be undertaken in the leased premises no later than two (2) weeks before the work commences. Exceptions include any work on urgent repairs, which may be undertaken immediately, and maintenance that can be undertaken without disturbance to the lessee’s operations. If the alterations and repairs in the leased premises cause significant disturbance to the use of the leased premises, the lessee shall be notified two (2) months before work commences. In such a case, the lessee is not entitled to a reduction in rent or to terminate the lease agreement.
The lessor is entitled to take into use any route reservations required for the property from the leased premises for water pipes, sewers, electricity and data transfer routes, etc. In the cases referred to in this clause, the lessee is not entitled to terminate the lease agreement.
The lessor or its representative is entitled to access to the building/commercial premises in order to monitor its condition and management by agreeing on this with the lessee in advance. 12. Temporary disturbances and interruptions
Temporary disturbances and interruptions and restrictions required for the maintenance of the property in water, sewage, heating and electrical equipment and their use, or other comparable cases, do not entitle the lessee to receive a reduction in rent or compensation, unless said damages are caused by the lessor’s negligence or omission. For the sake of clarity, the aforementioned cases do not entitle the lessee to terminate the lease agreement.
The lessor shall not be held responsible for disturbances or irregularities in the distribution of water, electricity or heat or in the property’s IT network that are beyond its control. If the failure or disturbance is caused by the lessee’s negligence or omission, the lessor is entitled to reclaim the direct repair and other costs from the lessee.
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13. Alterations undertaken by the lessee
The lessee may not undertake any alterations in the leased premises without the prior written consent of the lessor. 14. Measures outside the leased premises
The lessee is aware of the overall REDI building projects and the construction of the Kalasatama area described in Appendix 7, and that these do not entitle the lessee to any reduction in rent, other compensation or refund. Neither does this entitle the lessee to terminate the lease agreement.
The lessee is not entitled to a reduction in rent or to terminate the lease agreement due to disturbances caused by measures undertaken by third parties outside the leased premises (such as maintenance work by other lessees or construction or maintenance of nearby properties or streets) or caused as a result of negligence. Because said disturbances are not due to the action, negligence or carelessness of the lessor, the lessee is not entitled to claim compensation from the lessor for any damages suffered. 15. Shopping centre opening hours
The lessee agrees to comply with the shopping centre opening hours set out in Appendix 5. The opening hours set out in the appendix are minimum opening hours. The lessor is entitled to change the opening hours set out in the appendix by notifying the lessee of the new opening hours in writing at least three (3) months before the new opening hours take effect.
If the lessee fails to comply with the opening hours defined in Appendix 5 and does not correct this failure despite a written reminder within the time limit set in the reminder of at least three shopping centre opening days, the lessee shall pay a contractual penalty to the lessor immediately upon receipt of the invoice of a sum of money corresponding to two (2) months of the lessee’s absolute net rent, including VAT. In the case of repeated breaches, if the lessee does not correct its practices despite two written reminders, the lessor is entitled to terminate the agreement. 16. Insurance obligation
The property insurance taken out for the property does not cover damages to the movable property owned or managed by the lessee.
The lessor shall not be liable for any damage caused to the lessee’s or a third party’s property located in the premises managed by the lessee, or to the lessee’s business. The lessor shall not be liable for any damage or injury that may be caused to the lessee’s employees, customers or third parties in the premises, or for any damages or injuries that are within the scope of the lessee’s commercial general liability. The lessor shall not be liable for any accidents caused by slipping within the premises.
The lessee shall be liable for any damage caused by its own actions and property in the leased premises to the lessor, property owner or third parties. If any costs are incurred by the lessor for damages caused by the lessee’s actions or property to a third party and for which the lessor or building owner would be primarily liable under existing law, the lessee shall indemnify the lessor for such costs in full.
The lessee is responsible for the guarantee and insurance obligations for alterations or repairs in the leased premises and shall, upon request, present such documents to the property owner. The lessee is responsible
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for insuring its own property in the building and for other insurance related to the use of the real estate and its operations (such as coverage against vandalism directed at windows and business interruption insurance). 17. Parking
The shopping centre customer parking is located in the immediate vicinity of the shopping centre in a public underground pay parking facility. 18. Keys
The lessee is provided with access control identifiers and, if the lessor has equipped the leased premises with a lock, keys to the premises upon transfer of possession against receipt, provided that the lease agreement has been signed, the agreement guarantee has been delivered, and any lessee’s alterations have been paid.
The lessee is responsible for ensuring that it and its employees shall store the access control identifiers and keys carefully. However, if any access control identifiers or keys are mislaid or stolen, the lessee must immediately notify the lesser of this. The lessee shall be liable for any expenses incurred from keys being mislaid or stolen, including rekeying of the property locks. The lessor will not organise key services unless separately agreed.
The common areas of the shopping centre are covered by centralised security and caretaker services, the cost of which is included in the maintenance rent. The lessee is, however, liable to pay the costs of separate alarm response call-outs originating from premises in its possession, if the cause of the call-out is carelessness on the part of the lessee.
19. Waste management
The storage of garbage and waste in the leased premises is prohibited. The lessee shall at its own expense take garbage and waste to a specially designated area in accordance with sorting and handling instructions provided by the property owner. The lessee is responsible for the handling of hazardous waste and the ensuing costs. 20. Safe use of the premises
The lessee shall use the leased premises and any common premises carefully and comply with regulations and norms regarding occupational safety, the environment, health, cleanliness, etc. The lessee shall be responsible for the safe use of the premises on its own part as well as on the part of its employees, customers and visitors. The lessee is responsible for security inside the leased premises.
The lessee agrees to comply with instructions issued by the lessor regarding waste management, the use of technical equipment, data systems, routes, safety regulations, security, access control, etc. The lessee agrees to keep its employees informed of said instructions. 21. Emergency plan and self-preparedness
The lessee shall be responsible for taking preparatory measures in the respective premises to protect persons, property and the environment in dangerous situations and to prepare for those rescue measures that it can undertake itself. The lessee shall prepare an emergency plan required for its own operations.
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The lessor or its representative shall, in cooperation with the lessees, plan the joint measures required for the building in compliance with the Rescue Act for preparing for the protection of persons, property and the environment in the respective premises in dangerous situations and during rescue measures. 22. Building safety and use of common premises
The building exits and adjoining corridors as well as rescue routes, meaning a roadway or access route reserved for emergency vehicles near the building, must be kept free of obstruction at all times.
Easily flammable material or other items that increase the risk of fire or hinder fire extinguishing may not be unnecessarily stored in basements or in the immediate vicinity of the building. Nothing may be stored in front of exits or access routes in the cellars and storerooms. The lessee shall keep the aforementioned areas as well as loading and unloading areas, service corridors, emergency exits and fire doors clear, and may not use any part of them for storing goods. The lessee must move any incoming goods immediately to its own premises. User-specific schedules and locations will be defined for the loading and unloading areas.
If the lessee leaves items in the common premises and fails to remove them after a reminder, the lessor is entitled to remove and store the items at the lessee’s expense. The lessee may not use any part of the building’s common premises for sales activities, presentations, storage or any other purposes without the lessor’s permission. 23. Shopping centre marketing and sales reporting
The shopping centre is marketed as a whole. The lessor is responsible for marketing planning and implementation. Marketing of the shopping centre is described in more detail in Appendix 6.
To assist in measurement of the effectiveness of marketing and the planning of marketing efforts, the lessee agrees to report its monthly sales and amount of cash transactions to the lessor or other person appointed by the lessor in respect of each month by the fifth day of the following month. If necessary, the lessee must also report information (campaigns) with respect to certain dates. Such information will be kept confidential in respect of individual commercial premises.
24. Moving out
The moving date is the end date of the agreement. The premises must be transferred back to the lessor’s possession on the moving day in the condition described in the basic facilities description aside from normal wear and tear of the premises, unless otherwise stipulated below.
If the lessee’s alterations or separate acquisitions have been made in the premises at the start of the lease agreement, or if during the term of the lease the lessee has made other alterations, they are either left in place, compensated, or dismantled/removed in accordance with what has been agreed when such lessee’s alterations, separate acquisitions or corresponding later alterations have been made. If this has not been agreed upon, the lessor is entitled to keep the lessee’s alterations, separate acquisitions or later alterations to the leased premises without any compensation obligation to the lessee. The lessee is, however, responsible for removing at its expense any lessee’s alterations, separate acquisitions or later alterations at the lessor’s request, and to restore the leased premises to the state specified in the basic facilities description.
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The lessee shall be responsible at its expense for the basic cleaning of the leased premises before the termination of the agreement, for clearing the premises of its machines, equipment and furnishings as well as other movable property and any third-party property in its possession, and for removing illuminated advertising, tapes, signboards, etc. from the premises and shop windows. The lessee shall additionally be responsible for removing at its expense any furnishings, machines and equipment, illuminated advertising, tapes, signboards, etc., which it has acquired and installed at its own expense, or which are otherwise its responsibility, elsewhere in the shopping centre premises, and to repair any marks left by their removal, by the end of the lease period, unless otherwise agreed in writing.
If the lessee fails to fulfil its obligations agreed above in this section ‘Moving out’, the lessor is entitled to have the agreed work and measures carried out at the lessee’s expense and to dispose of the property left in the leased premises or elsewhere in the shopping centre as it deems appropriate with no obligation to compensate the lessee. The lessor is entitled to use the guarantee provided by the lessee to cover the costs of such work and measures.
At the termination of the lease period, the lessee is not entitled to compensation for the reduction of its customer base due to the move, moving expenses, etc. 25. Goodwill value
The lessee agrees and understands that the premises do not accrue any goodwill value as referred to in section 45 of the Act on Commercial Leases because it is located in a shopping centre. The shopping centre entity is in itself, as an entity, a place of business with rental value, consisting of the stores and other commercial premises therein, and which operates and is marketed on a long-term basis as an entity through the joint efforts of all the shopping centre businesses and the lessor. The premises as a place of business are hence an inseparable part of the shopping centre entity and have been marketed as a part of the shopping centre using its common funds, and does not accrue separate goodwill value. 26. Use of the shopping centre logo and name
In its advertising, the lessee shall in general use the shopping centre logo, unless otherwise agreed due to chain marketing. The lessee’s advertising must be ethically acceptable. The name of the shopping centre may not be joined to the lessee’s official company name. The name of the shopping centre may be used as part of the marketing name, but its use must be discontinued when the lease period ends. 27. Confidentiality
This agreement, the related negotiations, and any information disclosed therein which is not publicly available, is confidential between the parties, and shall not be disclosed to third parties without the consent of the other party or unless obligated by law or related decrees and regulations. The lessor and the lessor’s representatives are, however, entitled to use the lessee’s name/brand name in the marketing of REDI. In the case of a possible sale of the object of the lease, the lessor is entitled to disclose information on this agreement to its advisers, potential buyers of the object of the lease and their advisers.
The lessee and all users of the premises shall keep matters concerning the security of the property confidential. The confidentiality obligation also continues after the end of the lease period.
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The lessor is obliged to keep the information it has received confidential. The lessor is entitled to use the information contained in this agreement internally in necessary reports and any possible benchmarking studies. 28. Legislative compliance
The lessee is responsible for ensuring that the activities it practices in the premises and shopping centre are compliant with the laws and regulations valid in Finland at any given time, and that it has the required official permits for its activities. The lessee agrees to immediately notify the lessor of any deviations.
The lessee shall comply in its operations with the laws related to environmental protection valid in Finland and any separate environmental regulations laid down by the shopping centre. The rent guarantee provided by the lessee may also be used for the fulfilment of environmental obligations caused by the lessee. The lessor shall have the right to perform environmental and other inspections in the leased premises and to terminate any activities that are contrary to laws and regulations. The lessor is entitled to full indemnification for any sanctions imposed on the lessor as a result of any activities of the lessee in violation of laws and regulations. 29. Applicable law and disputes
Unless otherwise agreed in this agreement, the act on commercial leases valid at any given time shall apply. This agreement shall be governed by the legislation valid in Finland. Possible disputes arising from this agreement will be resolved primarily by means of negotiation. If no agreement is reached, the dispute will be resolved through arbitration, in accordance with the arbitration rules of the Finnish Central Chamber of Commerce, by a single arbitrator. The grounds for execution for an undisputed and outstanding rent receivable or eviction order, however, may be applied for from the district court of the locality in which the leased premises are situated.
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Appendix 3 Appendix 5 of the lease agreement, “Minimum opening hours of REDI shopping centre” MINIMUM OPENING HOURS OF REDI SHOPPING CENTRE
Within the legally permitted framework, all commercial premises in the REDI shopping centre must observe the following opening hours;
- Weekdays 9 am to 9 pm (restaurants 11 am to 9 pm) - Saturdays 9 am to 6 pm (restaurants 11 am to 6 pm) - Sundays all businesses 12 noon to 6 pm, Christmas season 12 noon to 9 pm
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Appendix 4 Appendix 6 of the lease agreement, ”Determination principles for marketing fee” DETERMINATION PRINCIPLES FOR MARKETING FEE
All lessees of the REDI shopping centre shall pay a separate marketing fee for the general marketing of the shopping centre. Lessees’ share of the REDI shopping centre marketing budget is 70% and lessor’s share 30%. In addition, in the course of years 2014-2018, the lessor invests several million euros to execute REDI brand marketing, marketing of retail space and the opening of the shopping centre. Addition to the above, the lessor is prepared for additional marketing investments during the first three years: 1st year EUR 400 000, 2nd year EUR 250 000 and 3rd year EUR 150 000. The lessor takes full responsibility of the above mentioned additional marketing investment.
Based on 2014 cost levels, the total estimated market fee, i.e. the marketing budget, is around EUR 700,000. This figure will be adjusted as plans progress. The lessees shall contribute 70%, or around EUR 490,000, of this sum. This marketing fee, which will be collected from the lessees, will be set based on a marketing budget to be drawn up for the shopping centre. For each calendar year, the lessor shall draw up a marketing plan and, based on this plan, a marketing budget by the end of November in the preceding year. By the end of December in the preceding year, each lessee shall be informed of the marketing fee payable for the calendar year in question.
Lessees will become liable to pay the marketing fee from the moment at which they become liable to pay rent. The following formula will serve as the basis for calculating the monthly marketing fee to be paid by each lessee:
풃 ∗ √풂 b = a factor determined separately based on the marketing budget for each year. The factor calculated for each year will be used to determine the sum total of the marketing fee payable by each lessee. The factor for 2014 is 181 (estimate). a = Leased floor area of commercial premises
Each calculation unit generated using the formula equates to one euro.
Objectives of joint marketing
The key aim of the shopping centre's joint marketing is the creation and long-term development of a shopping centre brand. Successful marketing of the shopping centre will require good cooperation, based on which the participants (retailers, the management of the shopping centre and the owners) commit themselves to pursuing a common objective in the interests of the shopping centre as a whole.
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The objective of joint marketing is to bring customers to the shopping centre and to make the centre into an attractive place to shop. Marketing will include a customer pledge which the shopping centre will fulfil on the basis of accessibility, opening hours, service, cleanliness, security and other issues which have a key bearing on the customer experience.
Lessor’s marketing responsibilities
The lessor agrees to use the sum accumulated from the marketing fee to pursue fulfilment of the objectives set for e.g. consumer marketing. The lessor will not use any of the marketing fee as a commission for, say, its own administrative overheads, but shall use the entire budget for the marketing of the shopping centre.
In return for the payment of marketing fees, by the end of October the lessor must provide all companies participating in the shopping centre's joint marketing with the marketing plan and budget for the following year. When drawing up the marketing plan, account must be taken of the viewpoints of the lessees.
The previous year's number of visitors to the shopping centre, sales figures and final marketing budget shall be presented by March in the year in question.
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Appendix 5 Maps of the metro and bus access Image to be added
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Appendix 6 REDI’s marketing and cooperation model
REDI’s marketing and cooperation model “The shopping centre is to be marketed as a whole. The owner or their representative is responsible for planning and implementing marketing.”
The objectives of shopping centre marketing The main objective of the shopping centre's joint marketing efforts is the creation and long-term development of the shopping centre’s brand in order to create considerable value for the owner. Another fundamental objective is to retain the centre’s commercial interest and vitality. Successful marketing of the shopping centre will require good proactive cooperation in which all parties (retailers, shopping centre management and owners) will commit to pursuing a common marketing goal in the interests of the shopping centre as a whole.
Joint marketing seeks to create customer flows to the centre, help it stand out from its competitors, profile its content and offering, and make it an appealing and pleasant place where customers will enjoy spending time. Marketing will include a customer pledge that the shopping centre will fulfil on the basis of accessibility, opening hours, services, cleanliness, security and other factors that have a key bearing on the customer experience.
Cooperation with entrepreneurs All tenants who have signed a lease agreement will participate in marketing the REDI Shopping Centre. Tenants will become eligible for involvement in marketing on the basis of the marketing fee connected to their lease agreement (which is comparable to rent) and the principles for determining the marketing fee. The principles for determining the marketing fee are appended to the lease agreement.
Marketing is an essential aspect of the shopping centre’s activities and every tenant is expected to do their part. Participation is required in three areas: 1. a marketing fee based on premises size is collected in conjunction with monthly rent 2. involvement in planning marketing 3. involvement in the centre’s joint activities and campaigns.
Marketing team A maximum 10-person marketing team will be appointed from among the shopping centre’s tenants. This team will work with the shopping centre’s management to involve and engage the tenants in planning marketing and preparing future marketing policies. The same team will also be tasked with proactively bringing tenants’ feedback on marketing to management’s attention. As the marketing team is not a registered association, it will not be burdened by the bureaucracy of annual general meetings, minutes, accounts, administrative costs and statutory schedules. The essential aspect of the model is that the lessor is
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responsible for planning and implementing marketing in accordance with each approved budget and the marketing fees collected.
The marketing team will consist of 5–10 entrepreneurs or store managers from the shopping centre. The members of the marketing team will be elected at the spring meeting for a two-year term. Only one member may be appointed from each company or store (not more than one person from the same business). The goal is to create a team that is representative of different sectors. All of the shopping centre’s entrepreneurs and/or store managers will be invited to the spring meeting. Members may be re-elected. The first time, half of the members will only be appointed for a term of one year.
Entrepreneurs will therefore play a lighter overall role than in traditional entrepreneur associations, but they will also have a clear and consistent communications channel to the shopping centre’s marketing organisation and will play a fundamental role in sparring. The shopping centre’s brand and its creation will be the key factor in the centre’s success, and are too important to leave in the hands of anyone other than the owner or their authorised representative.
The marketing team will convene as necessary at the invitation of the shopping centre’s management, which will be an estimated 4–8 times per year and at least once per quarter. The shopping centre’s Marketing Manager will convene and chair these meetings.
Shopping centre meetings All of the shopping centre’s tenants will be invited to at least two meetings per year, one in the spring and one in the autumn. The agenda for the spring meeting will include a presentation of the previous year’s annual report, visitor numbers and sales figures to members, as well as a review of the targets and actualised budget. The marketing action plan and budget for the following year will be presented at the autumn meeting. The themes for other meetings may include presenting upcoming campaigns, activities and other things to members in advance.
Above all, these meetings seek to act as a feedback and discussion channel for the shopping centre’s management and marketing organisation to communicate with tenants. They also seek to generate ideas – as many and as varied as possible – on how the shopping centre’s marketing can promote the commercial success of its businesses while simultaneously enhancing the centre’s brand and its recognition. This process is facilitated by the shopping centre’s Marketing Assistant or Marketing Manager.
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Autumn meeting Budget and action plan for the following year For all tenants
Interim meeting Interim meeting Generating ideas, preparations Generating ideas, preparations For the marketing team For the marketing team
Spring meeting Reviewing the targets for the previous year Marketing team is elected For all tenants
The shopping centre’s other internal communication channels In addition to meetings, the shopping centre’s operative management will primarily communicate with tenants electronically. In practice, this means via the intranet, which will be used to coordinate both real- time information for tenants and tenants’ notifications of sales and transactions for management’s use. Operative management will also provide tenants with regular information about the shopping centre’s situation and other current issues at informal morning coffee events (maximum once per month). These events seek to improve information flow in both directions and forge a good team spirit between the centre’s entrepreneurs.
The intranet may also be used to handle the following: content management for the shopping centre’s website and information kiosks; advertising product management and space rental; newsletters for consumers and bulletins for tenants (news, emails and text messages); feedback from consumers and tenants; campaign steering and monitoring visitor numbers; material banks and monthly sales reports; key management, and the sending and administration of a variety of service requests.
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Summary: All tenants will be invited to the spring and autumn meetings Before any major campaigns, the associated activities and materials will be presented to all tenants at a joint meeting After campaigns, all entrepreneurs will be asked to give feedback on how the campaign went and how it could be improved in the future (e-surveys using, for example, Webropol forms) The marketing team will generate ideas, plan and prepare marketing measures in collaboration with the shopping centre’s management, and will proactively highlight feedback from tenants
Figure 1 A diagram of the operating model
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Appendix 7 RYL cleaning standards
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Appendix 8 Waste sorting instructions
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Appendix 9 Division of responsibilities table PART OF THE BUILDING/DEVICE REDI LESSEE STRUCTURES Roof X Roof, base floor, intermediate floor X External walls, walls, pillars, beams X Loading docks X Moisture barriers X Heat and sound insulation X Painting of separating walls X Floor and wall surfaces X Recessed ceilings X RETAIL PREMISES’ GLASS WALLS AND THEIR STRUCTURES Exterior X Interior X Glass X DOORS Shopping centre entrances X Flat entrances Exterior X Interior X Interior doors Inside flats X Inside the shopping centre X Door closers X Door stay fasteners X Flat doorbells X Peepholes X Door chains X Name plates X LOCKS Shopping centre entrances X Inside the shopping centre X Interior doors of flats X Flat entrances Primary lock X Extra locks X WINDOWS External frame X Maintenance and painting X Opening and mountings X Interior and middle frame Maintenance and painting X Replacement X Opening and mountings X
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