Architecture Design and Construction
Project Review and Approval Process
Issued 11 Oct 2012
(L0046791) (L0046829) (L0046857)
Architecture Design & Construction Project Review and Approvals Process
Date : 11 Oct 2012 (L0046791) Contents
CONTENTS
Section Page No.
Introduction 1
General Requirements 2
Design Review and Approval Process 4
Project Meetings 7
New Construction 9
Conversions 17
Appendices
Appendix A – Preliminary Plan Submission
Appendix B – Design Development (50%) Plans and Specifications Submission
Appendix C – Final (100%) Plans and Specification Submission
Appendix D – Shop Drawings and Other Submissions
Appendix E – Acceptance Protocol (Management Agreement)
Appendix E – Acceptance Protocol (Franchise Agreement)
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INTRODUCTION
Purpose of this Document
The purpose and objective of this document is to supplement the approval and review process requirements
set out in the relevant Franchise Agreement and/or Management Agreement and/or Technical Services
Agreement relating to the relevant hotel (the “Operating Agreement”) regarding the design, construction, pre‐
opening and opening phases of a new or conversion hotel development and to set out the framework around
which those reviews and approvals are conducted.
The following procedures are to be read in conjunction with the relevant Operating Agreement. Nothing
contained in this document relieves any of the parties of any obligations or contractual responsibilities under
the relevant Operating Agreement and in the event of any conflict between this document and the relevant
Operating Agreement the latter shall prevail. References in this document to “Hilton Worldwide” means Hilton
Worldwide Inc and/or its affiliates that are party to a relevant Operating Agreement. References in this
document to “Owner” mean the counterparty to the relevant Operating Agreement that has an obligation to
construct, renovate, fit out, equip and decorate the hotel subject to such Operating Agreement.
All of these pages and the relevant Hilton Worldwide architecture, design and construction standards (of
which this document forms part) applicable to the brand under which the hotel which is the subject of the
Operating Agreement shall operate (the “Hilton Worldwide Architecture, Design and Construction Standards”)
will apply to all of the following situations:
1. New construction hotels.
2. Conversion of non‐Hilton Worldwide branded hotels to Hilton Worldwide branded hotels.
3. Renovation and refurbishment works to re‐licensed Hilton Worldwide branded hotels
The Role of Hilton Worldwide Architecture, Design & Construction
Hilton Worldwide’s Architecture, Design and Construction team (the “A,D&C Team”) has experience in the
design and management of the branding, refurbishment, extension and construction of Hilton Worldwide
hotels. The A,D&C Team covers a diverse range of construction and design disciplines and will provide a range
of assistance to the Owner’s Professional Team including in relation to procurement, architecture and interior
design, service installation design and costs throughout the hotel development process.
Hilton Worldwide Project Director
For every development opportunity a Project Director will be nominated from within the A,D&C team (the
“Hilton Worldwide Project Director”). The Hilton Worldwide Project Director will be the principle point of
contact during the entire hotel development process from inception to opening. The Hilton Worldwide Project
Director is there to assist the Owner’s Professional Team achieve the smooth and trouble‐free delivery of the
highest quality hotel product that incorporates the following fundamental components of any Hilton
Worldwide hotel from an architecture and construction perspective:
Cost effective architecture, design and construction that is compliant with relevant Hilton Worldwide
Architecture, Design and Construction Standards and any other relevant brand standards;
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INTRODUCTION – CONT’D
Project Management – Cont’d
Operational efficiency;
Architectural and interior design excellence;
Energy efficiency and sustainability through construction and in operation.
Design
The role of Hilton Worldwide’s Global Design Services group is to provide design guidance for key areas of the
hotel, including optimising the spatial requirements and operational relationships in both front and back of
house areas of the hotel. Interior design excellence is a key factor in all Hilton Worldwide hotels and the team
provide both design direction and assistance in this area and are happy to recommend relevant interior design
consultants for each project.
Within the Global Design Services group is a dedicated FF&E group. This group provides guidance on the
compilation of FF&E and OSE schedules for the hotel project and constantly works with Hilton Worldwide’s
internal sourcing team and supply chain to ensure that product selection is always current and relevant, and
seeks to deliver value for Owners.
All of this culminates in Hilton Worldwide’s overall objective helping Owners to deliver exceptionally designed
hotels whilst remaining cost effective and operationally efficient.
Engineering Support
The Engineering Support group (within the A,D&C Team) will provide guidance on all mechanical, electrical and
plumbing installations and advice on the delivery of a hotel that conforms to Hilton Worldwide’s overall global
environmental and sustainability initiatives and targets.
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GENERAL REQUIREMENTS
Generally
The following sections shall apply to all new construction and conversion projects in whatever form.
Approval of Owner’s Professional Team
Hilton Worldwide will only accept the use of qualified professionals that have gained relevant experience in
the design and construction of quality hotel operations. This will include all professionals who form part of the
professional team for the project (“Owner’s Professional Team”) including, but not limited to, architects,
project managers, MEP engineers, structural engineers, interior designers, kitchen consultants, landscape
architects and other specialist consultants. The relevant Operating Agreement may specify those mandatory
consultants that must be engaged on the project and that are subject to Hilton’s approval.
In order to assist with the selection of appropriate consultants, the A,D&C Team will provide a preferred
consultant panel for these mandatory consultants, when requested.
Prior to the commencement of the design, planning and approval process, the A,D&C Team must be furnished
with contact information and relevant hotel experience for all of the Owner’s Professional Team that the
Owner is intending to retain on the project and will review and confirm in writing its approval or rejection of
those proposed parties within the project team.
Appointment of Owner’s General Contractor
Where requested, the A,D&C Team will provide details of general contractors they consider appropriate for
inclusion on the Owner’s tender list.
Access to the Hilton Worldwide Architecture, Design & Construction Standards
Access to or distribution of the relevant Hilton Worldwide Architecture, Design and Construction Standards
manuals will be arranged by the Hilton Worldwide Project Director. The Hilton Worldwide Project Director will
liaise with the Owner and the Owner’s Professional Team as to the implementation of these standards. The
access to this information will generally be subject to the project being at an appropriate stage and a signed
and legally binding unconditional Operating Agreement being in place.
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DESIGN REVIEW PROCESS GENERALLY
Design Elements
Competition in today’s hotel market makes protecting Hilton Worldwide’s brands essential for the success of
the hotel for the benefit of all parties. Design elements contained in Hilton Worldwide’s brand hotels enable
guests to associate Hilton Worldwide’s services with the high standards of quality that Hilton strives to
provide. For that reason, Owners acknowledge that it is in all parties’ interests to develop a design for the
hotel project which is consistent with Hilton Worldwide’s overall design intent. Accordingly, Owner agrees that
Hilton shall have final design approval of all finishes, colours and materials within the hotel project.
Design Review Workshops
Whilst the formal design review process requires specific information (as described later in this document), in
order to foster an open and ongoing process of communication regarding design elements, it is strongly
recommended that separate informal design review workshops are conducted for all areas of the hotel and for
all design disciplines during the course of the design development phase of the project.
Experience has shown that not only is the time period required for formal approval significantly reduced if
these design workshops are held prior to formal submissions being made, but also the quality of the hotel is
enhanced and abortive design and/or construction work is potentially avoided.
All reviews shall be arranged by the Owner and Hilton Worldwide. Ideally, all information to be discussed at
the workshop should be supplied seven (7) calendar days prior to any meeting where feedback may be
required.
Owner attendees shall include those individuals necessary to provide a full presentation of the design
elements being reviewed and to be approved by Hilton Worldwide. Hilton Worldwide attendees shall include
those individuals with decision‐making authority regarding the design elements to be approved by Hilton
Worldwide.
Presentation materials shall include renderings, colour boards and technical specification books, as well as
material, fabric and carpet samples where relevant.
Formal Design Approvals
Prior to commencing any works on site all documents and drawings describing any proposed new
construction, refurbishment and/or alterations to the hotel must be provided to and approved by the A,D&C
Team.
The formal plan review process is designed to ensure the timely submittal of the necessary and relevant plans
and information required to enable a considered review, give appropriate feedback, and finalise any required
amendments to and/or agreement of such plans or project information. This will ensure that all parties have a
clear and mutual understanding of what information is required, what is being proposed, what feedback has
been given, what actions are required and what is approved.
The Owner shall submit full‐size, reproducible drawings of all proposed submittals to Hilton Worldwide for its
approval as detailed in the following pages.
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DESIGN REVIEW PROCESS GENERALLY – CONT’D
Formal Design Approvals – Cont’d
Hilton Worldwide shall provide either written approval or disapproval of the Plans formally submitted. Any
items disapproved by Hilton Worldwide will be returned to the Owner with a written explanation detailing the
reasons for such disapproval. Promptly following any Hilton Worldwide notice of disapproval, the Owner and
Hilton Worldwide shall attempt to reach a satisfactory and agreeable resolution of the disapprovals submitted
by Hilton Worldwide. The Owner shall incorporate any agreed upon modifications in a revised submission and
resubmit these to Hilton Worldwide.
Review Criteria
The criteria applied by Hilton Worldwide during the formal design review process are to assess the designs and
their compliance against the following general criteria (which are set out in no particular order of priority):
(i) the agreed scope of the project;
(ii) any relevant Hilton Worldwide Architecture, Design & Construction Standards;
(iii) accepted industry standards;
(iv) the design narrative for the relevant Hilton Worldwide brand; and
(v) any other relevant Hilton Worldwide Brand Standards.
Design Revisions and Changes
All Hilton Worldwide’s comments or modifications to all plans and specifications, to the extent necessary to
assure that the hotel project meets the Hilton Worldwide Architecture, Design & Construction Standards, shall
be implemented by the Owner. In the event the Owner is aware of any deviation, change or departure in the
actual design, development, construction, engineering, planning, equipping, fixturing, furnishing, or
completion of the hotel project, the Owner shall so advise Hilton Worldwide promptly in writing of any such
deviation, change or departure in sufficient detail and with sufficient time to allow Hilton Worldwide to fully
evaluate and approve or disapprove the deviation, change or departure.
Review Basis
Hilton Worldwide will be working in an advisory capacity but it is noted that any approval by Hilton Worldwide
shall not be deemed or construed to imply any representation or warranty as to the item or matter so
approved.
Equally, Hilton Worldwide shall not be responsible for the adequacy or coordination of any plans and
specifications or for the structural soundness or integrity of any part of the project, or for the sufficiency of any
mechanical and/or electrical systems. This all remains the sole and exclusive responsibility of the Owner.
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DESIGN REVIEW PROCESS GENERALLY – CONT’D
Review Basis – Cont’d
No review, comment, sanction, agreement, consent or other approval, recommendation (including in respect
of the members of the Owner’s Professional Team), advice or inspection by or on behalf of Hilton Worldwide
or any failure or delay by Hilton Worldwide in making or giving the same shall:
(i) relieve the Owner (or any third party engaged by the Owner) in whole or in part of any of its
obligations or liabilities under the Operating Agreement;
(ii) render Hilton Worldwide responsible or liable to the Owner or to any other person for the project
(or any part thereof) or for any delay relating thereto; and
(iii) be relied upon by any person other than the Owner, and then only by the Owner for the
purposes set out in the Operating Agreement.
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PROJECT MEETINGS
Kick‐Off Meeting
A kick‐off meeting will take place to introduce all of the key contacts from the Owner’s Professional Team and
the Hilton Worldwide A,D&C Team. It is a forum that will enable Hilton Worldwide to communicate to all
parties the intent of the Hilton Worldwide Architecture, Design & Construction Standards which must be
followed. It will help the Owner’s Professional Team understand the key areas of information that is required.
This meeting should be attended by the following: Owner/Developer/Investor and consultants; Architect,
Designer, Project Manager, MEP Consultant and from Hilton Worldwide; representatives from the A,D&C
Team and from Development plus any other relevant Hilton Worldwide parties.
Pre‐Construction Meetings
Pre‐construction meetings shall take place on a basis that enables regular updates on the design process and
approval status. They should be at least every 2 months and the agenda should be similar to that of the kick off
meeting. An update shall be produced by the Owner for both the design programme and the construction
programme. A schedule of all outstanding items must be produced and reviewed to keep a record of the
approval status and general content.
Pre‐Construction Meeting Minutes
The Owner shall arrange for minutes, in English, to be prepared and distributed to all meeting attendees
promptly following each review session. These minutes shall reflect specifically which design elements were
approved and which design elements were rejected by Hilton Worldwide and the steps which need to be taken
in order to obtain Hilton Worldwide’s full approval of all design elements. The accuracy of the minutes shall be
verified by the Hilton Worldwide Project Director.
Construction Progress Meetings and Reports
The Hilton Worldwide Project Director and the members of the Owner’s Professional Team shall be available
via telephone conference or by attendance at meetings, as agreed between the Owner and Hilton Worldwide
from time to time. The schedule of telephone conference calls and meetings shall be periodically reviewed by
the Owner and Hilton Worldwide as and when required.
Until completion of the hotel there shall be regular monthly technical meetings relating to the design and
building works arranged for that purpose between the Owner, the Owner’s Professional team, and the General
Contractor to review the progress of the building works. The Owner shall give to Hilton Worldwide appropriate
notice of and copies of the agenda of all such meetings.
The Owner shall provide to Hilton Worldwide the following in English:
a. Reasonable notice of and an invitation to all relevant meetings (including site, design, team, or project
meetings) and the minutes of all such meetings.
b. Contractor’s monthly reports produced in connection with the project.
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PROJECT MEETINGS – CONT’D
Construction Progress Meetings and Reports – Cont’d
c. Monthly reports identifying all relevant material issues relating to the project including without
limitation:
(i) Monthly programme status of overall project and major construction items including any
planned measures to recover delays when measured against the initial project programme;
(ii) Digital photographs showing the general level of progress;
(iii) Schedule of any outstanding information required from Hilton Worldwide; and
(iv) Formal design submission approval status by Hilton Worldwide.
Construction Meeting Minutes
The Owner shall arrange for minutes, in English, to be prepared and distributed to all meeting attendees
within five (5) calendar days following each progress/monthly meeting. These minutes shall reflect specifically
which design elements were approved and which design elements were rejected by Hilton Worldwide and the
steps which need to be taken in order to obtain Hilton Worldwide’s full approval of all design elements. The
accuracy of the minutes shall be verified by the Hilton Worldwide Project Director.
The Owner shall keep Hilton Worldwide informed of the progress of the project as related to the development
program and the dates by which the Owner intends to and does issue all or any part of the project for tender.
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NEW CONSTRUCTION
Generally
All of the requirements set out in the preceding sections of this Project Review and Approvals Process will
apply to new constructions. The formal design submittals for a new construction project are described below.
Project Brief
Information required at this stage is to communicate a basic summary of the proposal to ensure that it is
aligned with the requirements of the relevant Hilton Worldwide Architecture, Design and Construction
Standards and the relevant Hilton Worldwide Brand Standards. It must include a project brief, facilities
schedule, development program and concept design.
As required by the Operating Agreement or, if not specified then, within thirty (30) calendar days of the signing
of the Operating Agreement, the Owner shall submit in English to the A,D&C Team, for the approval of Hilton
Worldwide, the elements that are required as follows:
a. An Area Programme (Facilities Schedule) for the project showing public areas, back of house, and
guestroom components including a summary page showing gross areas and total enclosed areas per
key, gross area of meeting spaces per key, guestroom and suite ratios, and any other significant data
unique to this project.
b. The Project Brief in English which includes a written design narrative from the Architect, Interior
Designer, and/or F&B Designer incorporating their comments and inspirations for the design. It must
outline the key objectives, scope of work, design guidelines, the Owner’s Professional Team and other
requirements relating to the hotel and the project and, if applicable, information on any mixed use
development identifying how the non‐hotel aspects of the mixed use development impact or affect
the hotel.
c. The Development Programme shall be a timeline identifying all key activities affecting, relating to or
required for completion of the project and opening date including, the duration and completion date
for each key milestone, obtaining approvals, developing and completing the concept design, design
development (the final floor plans, building envelope and system designs for each design discipline on
the consultant category list), contract documents, design approvals, mock‐up and prototype rooms,
tendering, procurement, construction, fit‐out, test and commissioning, completion of construction,
pre‐opening activities commencement, “soft opening” and, if applicable, an indicative timeline for the
mixed use development indicating any impact on the hotel project.
Key timing milestones and their completion dates that must be shown on the Development
Programme will include the following as a minimum:
i. Project Brief;
ii. Facilities Schedule/Area Programme;
iii. Development Program;
iv. Concept Design;
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NEW CONSTRUCTION – CONT’D
Project Brief – Cont’d
v. Appointment of the Owner’s Professional Team;
vi. Preliminary Plan submission;
vii. Design Development (50%) Plans and Specifications Submission;
viii. Final (100%) Plans and Specifications Submission;
ix. Mock‐up and Prototype/Control Room(s);
x. Construction commencement;
xi. Commissioning commencement;
xii. Hotel construction completion date
xiii. Handover of hotel to manager/management company;
xiv. Hotel opening date.
d. Concept design.
e. Detailed Budget/Cost Plan for the project submitted in an elemental format.
Preliminary Plans Submission
As required by the Operating Agreement or if not specified then, within 3 months following date of the
Operating Agreement, the Owner shall prepare and submit to Hilton Worldwide for the approval of Hilton
Worldwide, the Preliminary Plans Submission. A Preliminary Plans Submission must consist of the submission
form set out in Appendix A hereto together with the information listed therein.
The submission shall also include a comprehensive list of all of all the facilities of the hotel, including
architectural drawings at 1:100 scale of all floor plans, sections and elevations of the building and, if applicable,
information on any mixed‐use development identifying how the non‐hotel aspects of the mixed development
impact or affect the concept design of the hotel. The objective of this submission is for the Owner to
demonstrate that, in principle, the basic brand requirements as set out in the relevant Hilton Worldwide Brand
Standards and Hilton Worldwide Architecture, Design & Construction Standards can be achieved and each of
Hilton Worldwide’s brand customer satisfaction and brand positioning goals are met and the submission will
be reviewed by Hilton Worldwide in this context.
Hilton Worldwide shall respond to this submission with a written schedule highlighting in each case where
approvals have been granted or where conditions or standards have not been achieved. Advice on how these
areas can be adapted to achieve an approved status may be given where appropriate.
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NEW CONSTRUCTION – CONT’D
Design Development (50%) Plans and Specifications Submission
As required by the Operating Agreement, or if not specified then, within six (6) calendar months of the date of
the Operating Agreement but not less than six (6) calendar months prior to the proposed construction
commencement date, the Owner shall submit to Hilton Worldwide, for the approval of Hilton Worldwide, the
Design Development (50%) Plans and Specifications Submission. The Design Development (50%) Plans and
Specifications Submission must consist of the submission form set out in Appendix B hereto together with the
information listed therein.
The Design Development (50%) Plans and Specifications consist of detailed information including MEP design.
This submittal will be reviewed mainly for overall design co‐ordination and conformance. It must also include
outline specifications of all the areas as listed in the Design Development (50%) Plans and Specifications
Submission, preliminary interior design elements including concepts, image boards and materials including a
written description of the proposed design of the food and beverage concept.
Hilton Worldwide shall respond to this submission with a written schedule highlighting in each case where
approvals have been granted or where conditions or standards have not been achieved. Advice on how these
areas can be adapted to achieve an approved status may be given where appropriate. All changes to the
design as described in the response shall be incorporated into the Final (100%) Plans and Specifications
Submission.
Final (100%) Plans and Specifications Submission
As required by the Operating Agreement, or if not specified then within nine (9) calendar months of the date
of the Operating Agreement the Owner shall submit to Hilton Worldwide for the approval of Hilton Worldwide
the Final (100%) Plans and Specifications Submission.
The Final (100%) Plans and Specifications Submission shall include but not be limited to layouts, working
drawings, millwork details, design detailing, schedules and specifications and must consist of the submission
form set out in Appendix C hereto together with the information set out therein.
No construction shall commence prior to the approval of the Final (100%) Plans and Specifications Submission.
In the case of a “Phased Design & Build” project this shall apply to each individual element and no element
shall commence construction prior to its approval by Hilton Worldwide in accordance with this document.
This submittal will be reviewed for final design co‐ordination and conformance. Hilton Worldwide will provide
a written response to all items and issued as described in the previous review process. All changes to the
design as described in the Plan Review shall be incorporated into the Final Plans Document Review Submittal.
A Plan Review will be issued to the Owner with comments noted for incorporation into the final construction
documents. Final approval will be issued upon receipt of a written notification by the owner agreeing to
respond to outstanding items and describing the method in which these items will be resolved. Addendum
drawings may be necessary.
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NEW CONSTRUCTION – CONT’D
Shop Drawings and Other Submissions
Construction submittals must also be provided by the Owner if not included elsewhere to Hilton Worldwide for
review and approval prior to purchasing or orders being placed. Manufacturers’ technical information,
drawings and specifications should be provided by the Owner to Hilton Worldwide for all of the items set out
in Appendix D hereto for conformity review.
Format of all Submissions
All submissions are to be made in Adobe Acrobat pdf format as a minimum, in local language and English.
Mock‐Up Room
The Owner shall build and prepare for design purposes and for the approval of Hilton Worldwide, a mock up
room for each typical room type e.g. king room, double room or different décor. Such mock‐up rooms shall be
completed and available for approval within any applicable periods specified in the Operating Agreement, or if
not specified then:
(i) In respect of a full service brand, six (6) months from the commencement of construction of the hotel;
and
(ii) In respect of a focused service brand, three (3) months from the commencement of construction of
the hotel;
and in any event prior to the mechanical, electrical and fire protection first fix (rough in works) and prior to
making purchasing commitments for FF&E and other guestroom materials. The mock up room(s) may be
provided on site or off site as determined by the Owner.
All drawings, specifications and FF&E control books in connection to the mock‐up room must be submitted by
the Owner at least 6 weeks prior to commencement of the construction of the room. For focused service
brands this may be waived if it is considered there are no material or significant deviations from the
prototypical design for the relevant Hilton Worldwide brand.
For the purpose of clarity a mock‐up room is a fully fitted‐out and decorated typical guest room(s) including
adjoining corridor and services riser mock up for the purposes of design and operational approvals including all
FF&E, operating equipment, functioning furniture, fully operating power points and other electrical services
and an air conditioning fan coil in the bulkhead, together with all fixed wall, floor and ceiling finishes, fittings
and services for the purpose of benchmarking, quality control and services co‐ordination. The review will
require the attendance of the following parties: Hilton Worldwide Project Director and Hilton Worldwide
Design Manager, Owner’s Designer, Owner (or Representative), General Contractor and Owner’s Purchasing
Agent (if applicable).
Following the mock‐up room review meeting, the Hilton Worldwide Project Director will distribute minutes
confirming the status of all the items, approved or rejected, and any recommendations considered
appropriate.
Approval must be obtained from Hilton Worldwide prior to any of these works being carried out on the actual
hotel site and/or materials, products being ordered.
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NEW CONSTRUCTION – CONT’D
Sample/Control Room
Hilton Worldwide requires a sample/control room to be made available for the purposes of quality control.
This room must include all the proposed finishes and furnishings in the proposed guestroom to be constructed
for review and approval by Hilton Worldwide.
The review will require the attendance of the following parties: Hilton Worldwide Project Director, Hilton
Worldwide FF&E Manager, Hilton Worldwide Design Manager, Hilton Worldwide Operations Manager (in
hotels managed by Hilton Worldwide), Owner’s Designer, Owner (or Representative), General Contractor and
Owner’s Purchasing Agent (if applicable).
Following the review meeting the Hilton Worldwide Project Director will distribute minutes confirming the
status of all the items, approved or rejected and any recommendations considered appropriate. All items must
be resolved prior to the commencement of any fit out of guest rooms and corridors on the actual hotel site. If
the requirements of both the mock‐up room(s) and the sample/control room can be accomplished by the
construction of only one room this must be completed on site.
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NEW CONSTRUCTION – CONT’D
Final Inspection, Project Completion and Handover
The Hilton Worldwide Project Director is responsible for co‐ordinating with all Hilton Worldwide functions in
order to verify that:
(i) the hotel has been constructed and fitted out in accordance with Hilton Worldwide Architecture,
Design and Construction Standards; and
(ii) the hotel has been completed in terms of physical condition to such an extent as to be capable of
being operated to the requirements of the relevant brand and is ready, in terms of physical
condition only, for full opening to the public in accordance with the terms of the relevant
Operating Agreement.
For the avoidance of doubt, the Hilton Worldwide Project Director’s representations relate to the physical
condition of the hotel only and not to the operational readiness of the hotel. The opening of the hotel will only
be permitted once approval is given to both its physical condition and operational readiness. As such, the
following conditions only relate to the completion of the physical condition of the hotel and not to its
operational readiness.
Completion (and in the case of hotels which are to be managed by Hilton Worldwide handover to Hilton
Worldwide) of the hotel is defined in and governed by the Operating Agreement and shall include the
following conditions which will be co‐ordinated by the Hilton Worldwide Project Director:
1. 100% of the guestrooms must be complete in every detail and ready for habitation.
2. 100% of the public areas must be complete and ready for guest use, including the swimming pool
and congruent areas (if applicable).
3. Site construction must be totally complete. Construction trailers and equipment must be off site and
away from guest view.
4. All roadways and paved areas must have been swept and be free of any dirt or debris.
5. The hotel must have in place all consents, permits and licenses required to operate all areas of the
hotel including but not limited to the hotel’s restaurant(s), bar(s), elevators, swimming pools, etc.
and including but not limited to the licences etc. set out in appendix 7 to the Acceptance Protocol
Document (the form of which is set out in Appendix E).
6. All terms of the Operating Agreement must be fulfilled on or before the date specified in any
conditional opening approval letter served by Hilton Worldwide which relate to the physical
condition of the hotel.
7. Evidence of insurance coverage must have been provided to Hilton Worldwide as required in the
Operating Agreement.
8. Full inspection by an independent third party inspector of all fire life safety systems and acceptance
by Hilton Worldwide.
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NEW CONSTRUCTION – CONT’D
Final Inspection, Project Completion and Handover – Cont’d
The following information is required during the final inspection:
1. The date when practical completion (where relevant) under the Owner’s building contract has
occurred.
2. Delivery of all operating and maintenance manuals to the hotel.
3. Delivery to the hotel of all original consents, permits and licenses required to operate all areas of the
hotel.
4. Satisfactory completion of all the items as required by the Acceptance Protocol Document (the form
of which is set out in Appendix E).
5. The delivery of the hotel completion documentation as specified in the Operating Agreement but
which will generally comprise the following (relevant for Management Agreements only) :
(i) a computer disk or CD of a complete set of final construction issue drawings of the project
(including all works constructed in connection with the same, the route and connection
points of all services to and from the same and details of any services re‐routed retained or
disconnected) suitable for reproduction and record purposes;
(ii) a full set of technical specifications, operation manuals and maintenance and guarantee
documentation complete with commissioning data records and certificates relating to any
plant and machinery or any mechanical, electrical or electronic or other systems forming part
of the project;
(iii) details of all manufacturers and suppliers of specialist or proprietary materials or products
used in the project which carry a supplier's or manufacturer's guarantee and details of such
guarantee;
(iv) any other additional information required by applicable laws (for example, health and safety
file information);
(v) three (3) full sets of the “as built” drawings in hard copy and CAD format (*.dwg, *.dwf, etc.).
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NEW CONSTRUCTION – CONT’D
Fire Life Safety
Written approval of the plans for required fire safety systems must be obtained from the
government/regulatory authority having jurisdiction prior to installation of the fire safety system and
subsequently prior to handover of the hotel by Hilton Worldwide (in the case of a hotel managed by Hilton
Worldwide) and/or hotel opening.
The form of written approval may vary by government/regulatory authority. For the purposes of this
document, this shall be defined as a certificate, letter of approval, permit, stamp of approval, or other
approval method as used by the relevant government/regulatory authority.
Written certification that the required fire safety systems have been installed according to the plans approved
by Hilton Worldwide by a licensed contractor and are fully operational, tested and approved by the authority
having jurisdiction must be obtained from the installation contractor.
Architecture Design & Construction Project Review and Approvals Process
Date : 11 Oct 2012 (L0046791) Page No. 17
CONVERSIONS (OF A NON‐HILTON WORLDWIDE BRANDED HOTEL TO A HILTON WORLDWIDE BRANDED
HOTEL) OR RENOVATIONS AND REFURBISHMENT WORKS FOR A RE‐LICENSED HILTON WORLDWIDE
BRANDED HOTEL
A conversion Product Improvement Plan (“PIP”) will be prepared prior to signing an Operating Agreement for
any new development deal where a non‐Hilton Worldwide brand hotel will convert into one of the brands of
Hilton Worldwide. This will be required and must be undertaken prior to execution of the Operating
Agreement. A copy of the PIP will be appended to the Operating Agreement.
The Hilton Worldwide Project Director will assist the Owner in the following areas during the course of the
conversion process:
1. Compliance with the PIP.
2. Compliance with the relevant Hilton Worldwide Brand Standards and Hilton Worldwide Design and
Construction Standards.
3. Compliance with the relevant brand design narrative.
Conversion PIP
Where the PIP requires minor re‐design and/or renovation of existing facilities, design drawings of guestrooms
and public areas furnishings and layouts and interior/exterior elevations shall be submitted for Hilton
Worldwide review and approval. This submittal is to be sent to the A,D&C Team and shall include colour
renderings or photographs if requested by the A,D&C Team in line with the section of this document headed
“Design Review Process Generally – Design Elements”.
Where the PIP requires major refurbishment works and/or construction of additional facilities, complete
design and specifications are to be submitted to and approved by the A,D&C Team prior to commencement of
construction in line with the previous section of this document relating to New Construction.
Active Conversion PIP
Once a PIP is activated, the process is managed by the A,D&C Team.
Various specialist reports are required such as but not limited to an IT, engineering (including any outstanding
maintenance issues), FLS report, acoustics , asbestos and fire stopping (where requested).
Any proposed extensions or deviations from relevant Hilton Worldwide Brand Standards and Hilton Worldwide
Design and Construction Standards will be sent to the appropriate Hilton Worldwide brand team for approval.
The design and construction programme must be approved by Hilton Worldwide and issued prior to
commencement of any works. Design review submittals will be handled by the A,D&C Team. Thirty (30) day
progress reports and photographs must be sent to the A,D&C Team after every monthly site meeting.
Outstanding works must be tracked on a monthly basis.
The meeting process and requirements shall follow the same as set out in this document for a New
Construction. Minutes must be in English and issued within seven (7) calendar days and must include the
proposed design programme and construction programme.
Architecture Design & Construction Project Review and Approvals Process
Date : 11 Oct 2012 (L0046791) Page No. 18
CONVERSIONS (OF A NON‐HILTON WORLDWIDE BRANDED HOTEL TO A HILTON WORLDWIDE BRANDED
HOTEL) OR RENOVATIONS AND REFURBISHMENT WORKS FOR A RE‐LICENSED HILTON WORLDWIDE
BRANDED HOTEL – CONT’D
Active Conversion PIP – Cont’d
A mock‐up room and sample control room (in accordance with the requirements of the previous section of
this document relating to New Construction) shall be constructed, fitted out and made available for approval
by Hilton Worldwide when the PIP includes the addition of new facilities or where there is refurbishment of
guestrooms.
Hilton Worldwide requires a final report of compliance and photos to be submitted by the Owner at least
fifteen (15) calendar days prior to opening of the hotel.
APPENDIX A PRELIMINARY PLANS SUBMISSION
Date : 11 Oct 2012 Page No. 1
Site Name :
Brand :
Site Address :
Owner/Developer :
Contact :
The following list comprises the information required for the Hilton Worldwide Design and Construction Department to conduct a formal review of the Preliminary Plans in connection with the above project.
Please submit this form with the information listed.
Plans and documents to be submitted to the Hilton Worldwide Project Director at least (20) calendar days before any sign‐off meeting.
1. An Area Programme (Facilities Schedule) for the project showing public areas, back of house, and guestroom components. Include a summary page showing gross areas and total enclosed areas per key, gross area of meeting spaces per key, guestroom and suite ratios, and any other significant data unique to this project.
2. Vicinity Map/Location Plan which must include adjacent properties (existing and planned), associated roads and the like. Minimum scale 1:1250.
3. Site Plan with building, car parking (quantity and size of spaces of aisles to be provided), landscaping and recreational area outlined. Indicate satellite dish location (if provided), signage locations and refuse/storage building location. Minimum scale 1:500 plans of all areas.
4. Floor Plans of all areas at a minimum scale of 1:100 with all key dimensions noted and including the following information :
(i) No. of guestrooms per floor;
(ii) Gross building area in square metres;
(iii) Name of all internal spaces;
(iv) Larger scale detail of all typical guestroom layouts including dimensions; and
(v) Seating layouts showing capacity of all F&B areas and meeting and conference rooms.
Note : For additions, all floor plans and exterior elevations must show the relationship to the existing building(s).
5. A section through the building at a minimum scale of 1:100 showing all floor to ceiling heights.
6. Exterior elevations indicating proposed materials and the positions of building signage. Minimum scale 1:100.
APPENDIX A PRELIMINARY PLANS SUBMISSION
Date : 11 Oct 2012 Page No. 2
7. Narrative description and design brief for all mechanical, electrical and plumbing installations, including sprinklers (where relevant). Outline scope of works identifying all elements of the following disciplines; mechanical (including design criteria), electrical (including design criteria), plumbing, lifts (including lift traffic analysis), building energy performance and sustainable elements included in the design and single line schematic diagrams for key systems such as HV/LV distribution, ventilation, chilled water, domestic hot water, heating and plumbing.
8. Outline Fire Strategy including all local codes and design principles for the project.
9. Drawing Register of attached information including a list of all drawings to be reviewed (including revision number) and a list of any other documents to be reviewed.
10. Project Brief
11. Concept Design
Please provide all sheet numbers, sheet names, scales, current date and a note in the drawing border that indicates “PRELIMINARY PLANS’.
Review and approval of the Preliminary Plans must be secured prior to submission of the Design Development (50%) Plans and Specifications.
APPENDIX B DESIGN DEVELOPMENT (50%) PLANS AND SPECIFICATIONS SUBMISSION
Date : 11 Oct 2012 Page No. 1
Site Name :
Brand :
Site Address :
Owner/Developer :
Contact :
The following list comprises the information required for Hilton Design and Construction to conduct a formal review of the Design Development (50%) Plans and Specifications in connection with the above project.
Please submit this form with the information listed.
Plans and documents to be submitted to the Hilton Worldwide Project Director at least (20) CALENDAR days before any sign‐off meeting.
1. A Site Plan at a minimum scale of 1:500 showing dimensioned parking and roadways, all proposed materials, signage locations, external lighting and landscaped zones.
2. Floor plans at a minimum scale of 1:100 showing final room designations and numbers, wall types, room dimensions, FF&E and fixed furniture layouts, floor to ceiling heights in each zone, floor, wall and ceiling finishes and fire and acoustic ratings of walls and floors.
3. Large scale floor plans of the following specific areas (scale as shown) :
(i) Individual guestroom and bathroom types including millwork and elevations (1:20);
(ii) Kitchen layouts (1:50);
(iii) Adminstration Offices (1:50);
(iv) Business Centre (1:50);
(v) Meeting rooms and conference rooms (1:50);
(vi) Public toilets (1:50); and
(vii) Recreational areas.
4. Building elevations at a minimum scale of 1:100 showing all finishes, colours of materials and finishes, window types and operational details, vertical dimensions and signage locations.
5. Building sections at a minimum scale of 1:50 showing all overall vertical dimensions, clear ceiling heights, longitudinal and traverse sections through the whole building and fire rating of floors and roof structures.
APPENDIX B DESIGN DEVELOPMENT (50%) PLANS AND SPECIFICATIONS SUBMISSION
Date : 11 Oct 2012 Page No. 2
6. Mechanical, electrical and plumbing engineering plans (showing plant and equipment locations (minimum scale 1:100), single line drawings for all piped and ducted services, detailed service riser layout between guestrooms, electrical power and lighting layouts and air balance calculations) as follows :
(i) Mechanical design including : plans showing plant and equipment locations (minimum scale 1:100), single line drawings for all piped and ducted services, make up air and exhaust calculations, main plant locations and indoor unit locations for all piped and ducted systems including outline plant ratings, BMS schedule of included items, heat metering strategy, building energy calculations and proposed building rating, supporting calculations for justification on plant selection and design criteria for all areas. Detailed service riser layout between guestrooms and typical room details and air balance calculations.
(ii) Fire Life safety design including: fire strategy report, fire strategy drawings (minimum scale 1:100), list of applicable codes used to develop and support the proposal.
(iii) Electrical design including : plans showing plant and equipment locations (minimum scale 1:100), single line drawings for HV and LV installations including outline load summary, lighting, coordinated riser diagrams, typical guestroom requirements, fire alarm / voice alarm schematic, CCTV system locations brief scope and schematic, generator supported loads, emergency lighting outline design, TV distribution schematic, lightning protection, music systems, lighting controls, energy metering strategy and AV systems.
(iv) Audio Visual design must include: scope of works, schematics outline proposals.
(v) Plumbing design including: (minimum scale 1:100), single line drawings for all piped services including systems such as rain water, grey water, detailed service riser layout between guestrooms, main gulley locations (minimum scale 1:100).
(vi) Mechanical handling design including: Lift traffic analysis’, Lifts proposed and manufacturer, escalators proposed and manufacturer, dock levellers, scissor lifts, dumb waiters, hoists. All details of performance criteria must be submitted with a list of suppliers.
7. Kitchen and laundry layouts at a minimum scale of 1:50 together with preliminary equipment schedules.
8. Outline specifications including finishes, fittings, general construction standards and MEP installations.
9. Location of satellite dish (if provided).
10. Building and ground signage proposals including any associated electrical requirements.
11. Drawing Register of attached information including a list of all drawings to be reviewed (including revision number) and a list of any other documents to be reviewed.
Please provide all sheet numbers, sheet names, scales, current date and a note in the drawing border that indicates “DESIGN DEVELOPMENT (50%) PLANS AND SPECIFICATIONS’.
Review and approval of the Preliminary Plans and Design Development (50%) Plans and Specifications must be secured prior to submission of the Final (100%) Plans and Specifications.
APPENDIX C FINAL (100%) PLANS AND SPECIFICATIONS SUBMISSION
Date : 11 Oct 2012 Page No. 1
Site Name :
Brand :
Site Address :
Owner/Developer :
Contact :
The following list comprises the information required for Hilton Design and Construction to conduct a formal review of the Final (100%) Plans and Specifications in connection with the above project.
Please submit this form with the information listed.
Plans and documents to be submitted to the Hilton Worldwide Project Director at least (20) Calendar days before any sign‐off meeting.
Complete working drawings and specifications, properly sealed and signed by the architects and engineers of record, when required by government regulations, are to be submitted and approved by Hilton Worldwide before construction begins. For Design and Build conditions, drawings and specifications must be submitted at key milestones for approval as the project progresses.
The drawings and specifications must include the following :
1. Complete and indexed civil, architectural, mechanical, plumbing (including detailed fire protection drawings), electrical and structural drawings. All drawings should include definitions of all abbreviations and symbols used within each discipline.
2. All room finishes, door and hardware schedules.
3. Identification of exterior signage drawings showing location and design of all high level, low level and external directional signage.
4. Room layouts for all guestroom types indicating room dimensions, furnishings, electrical, telephone and television outlets. Interior elevations of all guestroom types are also required, together with details of all finishes and artwork locations and details.
5. An interior design package prepared by a professional interior design firm experienced in hospitality interior design. The format of the following submittals must be an A4 2‐ring binder with project name, location and date clearly identified on the front cover and spine. Each finish, fabric and cut sheet must be inserted in a clear A4 sleeve placed in the binder. A Hilton Worldwide approved specification sheet must accompany each finish, fabric or cut sheet.
The submission must include : (i) Floor plans, including ceiling plans, at 1:50 scale, showing all guestroom types and all public
areas. FF&E, ceiling heights, lighting and floor finishes must also be denoted. Specifications for each item of furnishing and all interior finishes must also be submitted.
(ii) Scaled elevations of all interior walls of the public spaces. All finishes must be noted and artwork locations identified along with the size of artwork and subject matter.
APPENDIX C FINAL (100%) PLANS AND SPECIFICATIONS SUBMISSION
Date : 11 Oct 2012 Page No. 2
(iii) Samples of all finishes and fabrics, together with cut sheets of all public area and guestroom furniture. All samples and cut sheets must be clearly labelled and identified as to the proposed use and location.
(iv) Submissions for conversions must include colour photographic documentation of the existing conditions. It must include the exterior, public area and guestroom types and be identified on a location plan. The location plan must identify the location of the photograph and the direction of the photograph.
(v) A sample and schedule of the proposed interior signage.
(vi) Specialist lighting schemes; details of all lighting and proposed control.
6. A full mechanical, electrical and plumbing design package incorporating the following systems information :
(i) Final mechanical design including but not restricted to all main system schematics, methods of air distribution, hot water, chilled water, potable water, gas distribution, heat loads, cooling loads, fresh air requirements, design temperatures, air supply and extract calculations, make up air and exhaust calculations, all methods of air distribution, equipment specifications and locations, all controller locations including sample pictures, BMS system, heat metering strategy, building energy calculations and proposed building rating, specifications and proposed plant manufacturers.
(ii) Final Fire Life safety design including: fire strategy report, fire strategy drawings, list of applicable codes used to develop and support the design, sprinkler design and calculations, fire alarm design scope and drawings, voice alarm design scope and drawings, emergency lighting layouts and calculations and description on system, kitchen suppression, IT suppression, UPS design, dry/wet risers, smoke extract/clearance, stair ventilation/ pressurisation, generator supported loads, hose reels, fire alarm matrix. All system drawings and manufacturers must be provided to support the overall strategy.
(iii) Final electrical design including : lighting and coordinated reflected ceiling plans, HV and LV installations including load calculations, small power, lighting, equipments specifications and locations, coordinated riser diagrams, thermostat locations, fire alarm systems, CCTV systems, intruder alarm systems, access control and full layouts of coordinated reception panels, security lodge panels and services, IT rooms services and equipment, including elevations of equipment, generator supported loads, emergency lighting, TV distribution, lightning protection, music systems, lighting controls and energy metering strategy.
(iv) Audio Visual design must include: scope of works, detailed drawings including plans and elevations showing equipment finishes, schematics, manufacturer of products including pictures, power and heat output requirements, maintenance and warranty.
(v) Final plumbing design including: all piping, connections, sizing, riser diagrams and fixtures schedule.
(vi) Final Mechanical handling design including: Lift traffic analysis’ from chosen manufacturer, detail drawings of all lifts proposed by manufacturer, detail drawings of all escalators proposed by manufacturer, dock levellers, scissor lifts, dumb waiters, hoists. All drawings must be submitted from the chosen manufacturer and installer. Details of maintenance and warranties.
APPENDIX C FINAL (100%) PLANS AND SPECIFICATIONS SUBMISSION
Date : 11 Oct 2012 Page No. 3
7. Kitchen and laundry layouts at 1:50 scale showing equipment locations and specifications and all mechanical, electrical and plumbing connections and requirements.
8. IT and communications design (where not included in electrical drawings).
9. Bar, service station and pantry equipment locations and specifications and all mechanical, electrical and plumbing connections and requirements.
10. Drawing Register of attached information including a list of all drawings to be reviewed (including revision number) and a list of any other documents to be reviewed.
Please provide all sheet numbers, sheet names, scales, current date and a note in the drawing border that indicates “FINAL (100%) PLANS AND SPECIFICATIONS’.
Review and approval of the Preliminary Plans and Design Development (50%) Plans and Specifications must be secured prior to submission of the Final (100%) Plans and Specifications.
APPENDIX D SHOP DRAWINGS AND OTHER SUBMISSIONS
Date : 11 Oct 2012 Page No. 1
Site Name :
Brand :
Site Address :
Owner/Developer :
Contact :
The following list comprises the information required for Hilton Design and Construction to conduct a formal review of the Shop Drawing and Other Submissions in connection with the above project.
Please submit this form with the information listed.
Plans and documents to be submitted to the Hilton Worldwide Project Director at least (20) calendar days before any sign‐off meeting.
1. Plumbing fixture and equipment cut sheets and trade literature.
2. Light fixture cut sheets and trade literature.
3. Door hardware cut sheets and schedule including electronic locks, proximity readers and any other door locking systems.
4. Roof material sample, cut sheet and trade literature.
5. Exterior wall finish sample, cut sheet and trade literature.
6. Fire sprinkler shop drawings.
7. Lift & Escalator shop drawings
8. Audio Visual shop drawings
9. Specialist joinery shop drawings.
10. Gym equipment cut sheets and trade literature.
11. FF&E submittal including colour boards, cut sheets and specifications.
12. Acoustic and background noise survey confirming compliance with the stated acoustic requirements.
13. Drawing Register of attached information including a list of all drawings to be reviewed (including revision number) and a list of any other documents to be reviewed.
Please provide all sheet numbers, sheet names, scales, current date and a note in the drawing border that indicates “SHOP DRAWINGS AND OTHER SUBMITTALS”.
Review and approval of the Preliminary Plans, Design Development (50%) Plans and Specifications and Final (100%) Plans and Specifications must be secured prior to submission of the above submittals.
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol (Management Agreement)
Project: [Insert name of hotel] Nature of work: New Build Construction Date of this Acceptance Protocol: xx/xx/xxxx
Operator Owning Company Hilton Worldwide [insert name of Owning Company] Represented by: xxxxxxxx Represented by: xxxxxxxxx Construction Works carried out by: xxxxxxxxxxx Represented by: xxxxxxxxx
This Acceptance Protocol formalises that, subject to the terms set out herein:
(i) the hotel has been constructed and fitted out in accordance with Hilton Worldwide Architecture, Design
and Construction Standards; and
(ii) the hotel has been completed in terms of physical condition to such an extent as to be capable of being
operated to the requirements of the relevant brand and is ready, in terms of physical condition only, for
full opening to the public in accordance with the terms of the Management Agreement dated (insert date)
(as amended) (the “Management Agreement”).
For the avoidance of doubt, this Acceptance Protocol relates to the physical condition of the hotel only and not to the operational readiness of the hotel. The opening of the hotel will only be permitted once approval is given to both its physical condition and operational readiness in accordance with the terms of the Management Agreement.
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
As of the date of this Acceptance Protocol and subject to the terms of this Acceptance Protocol and the Management Agreement, the Operator will take over the Hotel and prepare for its operational readiness as provided for in the Management Agreement. 1. Scope
This Acceptance Protocol relates to the Hotel as defined in the Management Agreement. 2. Defects and works that are still to be done
The following defects to be rectified and works still to be carried out have been identified as of the date of this Acceptance Protocol and accordingly are excluded from this Acceptance Protocol until such time as they have been rectified and/or carried out to the mutual satisfaction of the Owner and Operator
A list of defects to be rectified signed by all parties or their representatives (appendix 2, page .. to
..) (the “Snagging Works”)
A list of the works still to be carried out signed by all parties or their representatives (appendix 3,
page ... to ...) (the “Outstanding Works”)
3. Handover of the Hotel
Subject to the terms of this Acceptance Protocol and the Management Agreement the Operator will now take over the Hotel and prepare for its operational readiness as provided for in the Management Agreement.
4. Notification by the Operator of non‐compliance
4.1 Operator hereby gives notice of the following deviations from the Hilton Worldwide Architecture, Design and Construction Standards identified as at the date of this Acceptance Protocol:
[insert details]
4.2 The Owner acknowledges receipt of the above notification without further comment at this time.
5. Rectifying defects/carrying out the outstanding works
5.1 The Owner will carry out the Outstanding Works with all reasonable diligence and shall complete them no later than (period of time to be entered once agreed upon), unless otherwise provided in Appendix 3. The Outstanding Works shall be carried out at times and in a manner approved by the Operator and so as to cause as little disturbance as possible to the efficient management and operation of the Hotel.
5.2 The Owner shall, at its sole cost and expense, undertake or procure that the relevant original
contractor undertakes the Snagging Works.
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
5.3 The Operator may, but shall have no obligation to, arrange for certain of the Snagging Works to be carried out by the employees of the Hotel employed in the engineering department (the “Engineering Employees”) and shall notify the Owner when this is done. Any costs and expenses incurred in carrying out such Snagging Works shall be at the sole cost and expense of Owner. Such assistance by the Operator shall not make the Operator responsible or liable for the Snagging Works or for any delay in the completion of the Snagging Works and the Owner shall continue to be responsible for any incomplete or defective Snagging Works.
5.4 The Owner will notify the Operator in writing when any of the Outstanding Works and/or
Snagging Works have been completed and are ready for inspection. The Operator will notify the Owner in writing when any of the Snagging Works carried out pursuant to paragraph 5.3 above have been completed and are ready for inspection. The parties or their representatives will then jointly inspect the works and a further report will be prepared and a formal acceptance agreed upon once the Operator and the Owner have accepted that the works have been satisfactorily completed in accordance with the Hilton Worldwide Architecture, Design and Construction Standards.
5.5 The handover of the Hotel under this Acceptance Protocol and the opening of the Hotel by the
Operator shall not in any way relieve the Owner of any of its liabilities or obligations to cure any defects and deficiencies in the Hotel in accordance with the Management Agreement.
6. Documentation and inventories
6.1 The training of the Hotel’s personnel in the operation of the equipment/installation/system took
place on [date to be inserted]. The reports on the training were handed over to the Operator when the documentation for the building was handed over on [date to be inserted].
6.2 The documents required to operate the equipment/installation/system (operating instructions,
brochures, equipment specifications, maintenance instructions, spare parts lists, measurement forms, consents, acceptance forms, etc) were handed over to the Operator on [date to be inserted].
6.3 The details missing from the documentation referred to above will be handed over to the
Operator by (period of time to be entered once agreed upon). 7. Post Handover defects
If any further errors, omissions or defects in the works are noted after the date of this Acceptance Protocol these will be notified in writing to the Owner. This relates to those areas covered by the construction warranties that currently exist (See Appendix 9). It is agreed that these items will be logged by the Operator and categorised as Critical; requiring immediate action within 24 hours, Urgent; requiring action within three days or Normal; requiring rectification within four weeks. Critical items will be those where there is a danger to the Hotel guests, the staff and/or relate to Fire and Life Safety issues. Urgent items will be those that relate to possible loss of revenue if repairs are not carried out and Normal items will be for all other matters.
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
It is agreed and accepted that if these response times are not achieved then the Operator will have the right (but not the obligation) to undertake whatever works are deemed necessary to remedy the deficiencies, pay for the works from the operating accounts of the Hotel and charge the costs back to the Owner by a deduction from the Owners Return.
8. Signatures
By signing this Acceptance Protocol the parties accept and agree its terms. Signed on behalf of the Owner Signed on behalf of the Operator (A&C Dept) By [name to be inserted] on [insert date] By [name to be inserted] on [insert date] Signed on behalf of the Operator (Opps Dept)
By [name to be inserted] on [insert date]
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendices Appendix 1: List of those present Appendix 2: List of Snagging Works Appendix 3 List of Outstanding Works still to be completed Appendix 4: Utility Meter and Sub‐meter readings Appendix 5: List of handover documentation, O&M manuals and “As Built” drawings Appendix 6: List of keys Appendix 7: List of all permits and licences for opening the Hotel Appendix 8: Building Permit Appendix 9: Contract warranty periods
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendix 1 to acceptance report dated: List of those present Date: No. Company Name Telephone number Signature
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendix 2 to acceptance report dated: List of Snagging Works (See attached documents, pages …..to ……
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendix 3 to acceptance report dated: List of Outstanding Works No. Description of works To be completed by Comment on completion
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendix 4 to acceptance report dated: Utility Meter and Sub‐meter readings Water meter no. Reading Date Electricity meter no. Reading Date Other meters no. Reading Date
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendix 5 to acceptance report dated: List of handover documentation, O&M manuals and “As Built” drawings The attached list shows the contents of the O&M manuals and all other documentation for the building, together with a list of all of the “As Built Drawings” that have been handed over to the Operator by the Owner on [date to be inserted].
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendix 6 to acceptance report dated: List of keys
No Room Number, Name and Location Door Type Locking Devices Master Key Systems
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendix 7 to acceptance report dated: List of all permits and licences for opening the Hotel which must have been received prior to acceptance.
Sanitary certificates for all outlets
Alcohol license for all outlets including minibar
Public reproduction of music or TV programs (Author rights)
Telecommunication (for public internet access)
Registration of Radio and TV sets
Labour & Sanitary inspection notification
Final hotel classification certificate
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendix 8 to acceptance report dated: Building Permit
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by Operator (A&C Dept)
Initialled by Owner Initialled by Operator (Opps Dept)
Date : 11 Oct 2012 (L0046829)
[Insert name of hotel] Acceptance Protocol Appendix 9 to acceptance report dated: Contract warranty periods
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by A, D&C Dept) Initialled by Franchisee Date : 11 Oct 2012 (L0046857)
[Insert name of hotel] Acceptance Protocol (Franchise Agreement)
Project: [Insert name of hotel] Nature of work: New Build Construction Date of this Acceptance Protocol: xx/xx/xxxx
Franchisor Franchisee Hilton Worldwide [insert name of Franchisee Company] Represented by: xxxxxxxx Represented by: xxxxxxxxx Construction Works carried out by: xxxxxxxxxxx Represented by: xxxxxxxxx
This Acceptance Protocol formalises that, subject to the terms set out herein:
(i) the Hotel [applies on MA version too] has been constructed and fitted out in accordance with Hilton
Worldwide Architecture, Design and Construction Standards; and
(ii) the Hotel [as above] has been completed in terms of physical condition to such an extent as to be capable
of being operated to the requirements of the relevant brand and is ready, in terms of physical condition
only, for full opening to the public in accordance with the terms of the Franchise Agreement dated (insert
date) (as amended) (the “Franchise Agreement”).
For the avoidance of doubt, this Acceptance Protocol relates to the physical condition of the Hotel [as above] only and not to the operational readiness of the Hotel [as above]. The opening of the Hotel [as above] will only be permitted once approval is given to both its physical condition and operational readiness in accordance with the terms of the Franchise Agreement.
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by A, D&C Dept) Initialled by Franchisee Date : 11 Oct 2012 (L0046857)
1. Scope
This Acceptance Protocol relates to the Hotel as defined in the Franchise Agreement. 2. Defects and works that are still to be done
The following defects to be rectified and works still to be carried out have been identified as of the date of this Acceptance Protocol and accordingly are excluded from this Acceptance Protocol until such time as they have been rectified and/or carried out to the mutual satisfaction of the Franchisee and the Franchisor: [colon also for MA]
A list of defects to be rectified signed by all parties or their representatives (appendix 2, page .. to
..) (the “Snagging Works”)
A list of the works still to be carried out signed by all parties or their representatives (appendix 3,
page ... to ...) (the “Outstanding Works”)
3. Notification by the Franchisor of non‐compliance
3.1 The Franchisor hereby gives notice of the following deviations from the Hilton Worldwide Architecture, Design and Construction Standards identified as at the date of this Acceptance Protocol:
[insert details]
3.2 The Franchisee acknowledges receipt of the above notification without further comment at this
time. 4. Rectifying defects/carrying out the outstanding works
4.1 The Franchisee will carry out the Outstanding Works with all reasonable diligence and shall complete them no later than (period of time to be entered once agreed upon), unless otherwise provided in Appendix 3. The Outstanding Works shall be carried out in a manner approved by the Franchisor.
4.2 The Franchisee shall, at its sole cost and expense, undertake or procure that the relevant original
contractor promptly undertakes the Snagging Works.
4.3 The Franchisee will notify the Franchisor in writing when any of the Outstanding Works and/or Snagging Works have been completed and are ready for inspection. The parties or their representatives will then jointly inspect the works and a further report will be prepared and a formal acceptance agreed upon once the Franchisor and the Franchisee have accepted that the works have been satisfactorily completed in accordance with the Hilton Worldwide Architecture, Design and Construction Standards.
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by A, D&C Dept) Initialled by Franchisee Date : 11 Oct 2012 (L0046857)
4.4 The issuing of this Acceptance Protocol and the opening of the Hotel by the Franchisee shall not in any way relieve the Franchisee of any of its liabilities or obligations to cure any defects and deficiencies in the Hotel in accordance with the Franchise Agreement.
5. Documentation and inventories
5.1 The training of the Hotel’s personnel in the operation of the equipment/installation/system took
place on [date to be inserted].
5.2 The Franchisee has retained all documents required to operate the equipment/installation/system (operating instructions, brochures, equipment specifications, maintenance instructions, spare parts lists, measurement forms, consents, acceptance forms, etc).
6. Post Handover defects
If any further errors, omissions or defects in the works are noted by the Franchisor after the date of this Acceptance Protocol these will be notified in writing to the Franchisee. It is agreed that these items will be logged and categorised by the Franchisor and Franchisee as Critical; requiring immediate action within 24 hours, Urgent; requiring action within three days or Normal; requiring rectification within four weeks. Critical items will be those where there is a danger to the Hotel guests, the staff and/or relate to Fire and Life Safety issues. Urgent items will be those that relate to possible loss of revenue if repairs are not carried out and Normal items will be for all other matters. The Franchisee will undertake whatever works are deemed necessary to remedy the items within these response times.
7. Signatures
By signing this Acceptance Protocol the parties accept and agree its terms. Signed on behalf of the Franchisee Signed on behalf of the Franchisor (A, D &C Dept) By [name to be inserted] on [insert date] By [name to be inserted] on [insert date]
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by A, D&C Dept) Initialled by Franchisee Date : 11 Oct 2012 (L0046857)
[Insert name of hotel] Acceptance Protocol Appendices Appendix 1: List of those present Appendix 2: List of Snagging Works Appendix 3 List of Outstanding Works still to be completed Appendix 4: List of all permits and licences for opening the Hotel Appendix 5: Building Permit
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by A, D&C Dept) Initialled by Franchisee Date : 11 Oct 2012 (L0046857)
[Insert name of hotel] Acceptance Protocol Appendix 1 to acceptance report dated: List of those present Date: No. Company Name Telephone number Signature
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by A, D&C Dept) Initialled by Franchisee Date : 11 Oct 2012 (L0046857)
[Insert name of hotel] Acceptance Protocol Appendix 2 to acceptance report dated: List of Snagging Works (See attached documents, pages …..to ……
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by A, D&C Dept) Initialled by Franchisee Date : 11 Oct 2012 (L0046857)
[Insert name of hotel] Acceptance Protocol Appendix 3 to acceptance report dated: List of Outstanding Works No. Description of works To be completed by Comment on completion
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by A, D&C Dept) Initialled by Franchisee Date : 11 Oct 2012 (L0046857)
[Insert name of hotel] Acceptance Protocol Appendix 4 to acceptance report dated: List of all permits and licences for opening the Hotel which must have been received prior to acceptance.
Sanitary certificates for all outlets
Alcohol license for all outlets including minibar
Public reproduction of music or TV programs (Author rights)
Telecommunication (for public internet access)
Registration of Radio and TV sets
Labour & Sanitary inspection notification
Final hotel classification certificate
APPENDIX E ACCEPTANCE PROTOCOL
Initialled by A, D&C Dept) Initialled by Franchisee Date : 11 Oct 2012 (L0046857)
[Insert name of hotel] Acceptance Protocol Appendix 5 to acceptance report dated: Building Permit
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