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Updated on July 21, 2025

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Retail Design & Delivery Process

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1-Document Data :

  • Document code : RP-PR-02
  • Issue Date : 14/7/2025
  • Issue No: 02/00
  • Revision No : 00
  • Revision Date : –/–/20–

2-Objective

The objective of this document is to outline the flow of activities, events, and
processes necessary to assist the tenant in moving into his unit and starting
operations while controlling the design criteria to match our building’s brand. Some of the tasks might include:
• Facilitate the tenants’ contractors’ work inside our premises.
• Make sure that the tenants and their contractors are aware of our site rules and design criteria.
• Inspect the contractors’ work and communicate the progress to all stakeholders.
• Handle the closeout and the transition to Operations Team.

3- Process Owners

3.1 RDD & Projects Engineer
3.2 RDD & Projects  Manager

4- Terms & Definitions

RDD Manual: Document outline the specific design criteria for all the Tenants, the
Tenants’ designers and the Tenants’ contractors, as required by the Landlord. These
criteria act as a guide for the design of all works by the Tenants in conjunction with
the provisions of the Tenants’ lease with the Landlord. Furthermore, these criteria
are subject to revision by the Landlord, and the Landlord’s interpretation of these
criteria is final and governing. The Tenants shall be encouraged to express their own
unique design statements within the parameters of the design criteria as outlined in
this manual.

5- Process

The process by which a unit is delivered may be divided into the following phases:
5.1 Design Review & Approval
5.2 Works Monitoring & Controlling
5.3 Closeout & Operations

Unit Delivery Phases

5.1 Design Review & Approval

5.1.1 During the design review & approval (also, it’s called the planning & programming phase), the unit design is defined, detailed, and managed. Some of the design review & approval phase required documents are:

  1. Authorized Tenant Representative (ATR)
  2. Retail Delivery Pack (RDP)
  3. Checklist for Fitting-Out Prior to Commencement of Work
  4. Concept Design Submission
  5. Detailed Design Submission
  6. Pre-Start Documents
  7. Notice to Take Possession
  8. Contractors Selection 

5.1.2 Upon closing the lease deal, the Leasing Manager will invite the RDD Coordinator to meet with the Contractor to discuss any needed inquiries..

5.1.3 After the meeting, the RDD Coordinator will send all the design & delivery checklist & all the required documents to the new tenant.

5.1.4 The Contractor will prepare the files and send them with the concept design to the RDD Coordinator within 15-30 days including initial timeline of project.

5.1.5 The RDD Coordinator will review the design within 5 working days from submission  ..

5.1.6 Once approved, the RDD Coordinator will send approval notification to the new tenant to start the next phase of the unit delivery which is related to the contractors’ works and work monitoring & controlling.

5.2 Works Monitoring & Controlling

5.2.1 Prior to the commencement of the fit-out or reinstatement works the contractor is required to submit a work program to the RDD Coordinator within 1 week after the approval of the design to schedule the inspections and monitoring tasks.

5.2.2 The RDD Coordinator will communicate the work progress and inspection notes to all stakeholders during this phase.

The required inspections:

  • Material Inspection Request .
  • Electrical Material Inspection.
  • Light Current Material Inspection.
  • Plumbing Material Inspection.
  • HVAC Material Inspection.
  • Fire Protection Material Inspection.

5.2.3The RDD Coordinator will conduct inspection by coordination with contractor during working hours in order to finish the work before the opening date.

5.2.4The RDD Coordinator & the Projects Team members will start the inspection after every milestone using the relevant inspection form.

5.2.5In critical cases, the RDD Coordinator will communicate the inspection findings to the tenant and all stakeholders.

5.2.6The tenant and his contractor will work to fix the issues.

5.2.7After every milestone, the tenant will have to provide the required submittals according to the Electromechanical Submittals Checklist

5.3 Closeout & Unit Operations

5.3.1 Once the unit is sufficiently complete, the RDD Coordinator will work with the Projects Team to conduct a substantial completion inspection to confirm that the work is complete in most respects. Also, the contractor is required to provide a set of record drawings (available in the Electromechanical Submittals Checklist).

5.3.2 The RDD Coordinator will create a file for every new tenant containing all the inspection forms, and the submitted drawings and files.

5.3.3 Once the unit is sufficiently complete, the RDD will conduct the final inspection.

5.3.4 Any issues discovered during the final inspection will be communicated to the contractor.

5.3.5 Once all issues are fixed, the RDD Coordinator will Statement of Completion and gather the required approvals.

5.3.6 The RDD Coordinator will communicate the work progress to the Operations & Leasing Teams to prepare for the handover and welcome process.

5.3.7 RDD coordinator will fill handover form in (Core & Shell units) & (finished units).

5.3.8 RDD coordinator will ask the new tenant to fill his signature on handover form , when the tenant move out the unit , RDD will conduct an inspection according to signed handover form any damage or missing will be deducted from the tenant.

5.4 Design & Delivery Manual

The purpose of this manual is to outline the specific design criteria for all the Tenants, the Tenants’ designers and the Tenants’ contractors, as required by the Landlord. These criteria act as a guide for the design of all works by the Tenants in conjunction with the provisions of the Tenants’ lease with the Landlord. Furthermore, these criteria are subject to revision by the Landlord, and the Landlord’s interpretation of these criteria is final and governing. The Tenants shall be encouraged to express their own unique design statements within the parameters of the design criteria as outlined in this manual.

5.4.1 The manual should be reviewed once every year .

5.4.2 The names, titles, and contacts inside the manual must be updated regularly and upon any change.

5.4.3 Any requirements change must be added to the manual immediately.

5.4.4 The content of the manuals to be written by the RDD Coordinator.

5.4.5 The content must be clear, understandable, and user-friendly.

5.4.6 The design of the manual must be premium, modern, and matches the identity and level of our company.

5.5 Signages

5.5.1 RDD Team completely technically responsible for new signages inside Galleria 40(Material, specs, dimension, location).

5.5.2 In case anyone need a new signage, Requester will make a request for a new signage and send it to RDD Team.

   5.5.2.1 RDD will create the design.

   5.5.2.2 RDD will send the design to marketing for review.

   5.5.2.3 RDD will make PR.

   5.5.2.4 complete procurement process.

5.5.3 in case the request for replacing signage, Duty Manager in case founded any damage of any signage he will open a ticket on Raya Ticket system.

  5.5.3.1 Duty Manager will register the ticket on Maintenance Department.

  5.5.3.2 Maintenance department will make PR

  5.5.3.3.Complete procurement process.

  5.5.3.4 Maintenance will close the ticket after the signage has been installed.

6- KPIs

  • % of compliance with the documented process.
  • % of compliance with the SLA of the process. 
  • % of Adherence to project timeline (according to the contract)

 

7- Forms & Documents

ser

Document Name

Document code

1

MEP Specifications

RD-PR-01-F01

2

New Electrical material inspection

RD-PR-01-F02

3

New fire protestation material inspection

RD-PR-01-F03

4

New HVAC material inspection

RD-PR-01-F04

5

New light current material inspection

RD-PR-01-F05

6

New plumbing material inspection

RD-PR-01-F06

7

Statement of completion

RD-PR-01-F07

8

List of electromechanical drawings

RD-PR-01-F08

9

Notice to take possession

RD-PR-01-F09

10

Pre start documents

RD-PR-01-F10

11

Detailed design submission

RD-PR-01-F11

12

Retail Delivery pack

RD-PR-01-F12

13

Checklist for fitting out prior to commencement

RD-PR-01-F13

14

Handover form

RD-PR-01-F14

15

Material Inspection Requset

RD-PR-01-F15

Inspection Forms & The Required Documents
RDD Requests for modifying process (July 2025)
RDD Procedure after modifying (July 2025)
Signed Document ( old )

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