scope:

Caveat

An allocation of space is a means of reserving space for a possible specific use. An agreement to allocate space does not carry any warranty or other representation that the space is fit for the intended use.

Application

This standard applies to all operational property; this includes stations, non-station operational premises and track areas when space is required for:

assets (fixed or non fixed plant, equipment, fixtures and fittings and conducting media (e.g. cables, trunking, pipes)); 

staff use; 

storage. 

This standard specifically does not apply to the following premises:

head office accommodation properties (i.e. LUL office premises not located within operational property); 

train maintenance depots (except for those parts occupied by LUL); 

LUL commercial units; 

any premises, land or buildings in relation to which LUL has any legal or equitable interest adjoining or neighbouring operational property;

space leased to contractors (e.g. PFI).

It shall not be necessary to make an application under this standard in respect of: 

assets located within any part of operational property on 31 December, 2002; or, 

the 'like for like' substitution of an asset within operational property. A 'like for like' substitution of an asset is where the replacement asset is to be located in the same place as the original item, requires the same or less space and performs substantively the same function as the original asset. 

This standard shall apply to all space requirements for assets within operational property that are not within categories specified in 2.4 a) or b) above. This includes specifically; 

the replacement of assets existing at 31 December, 2002 by another asset which performs another function or requires an enlarged area of space for its location or both; and 

the relocation of assets existing at 31 December 2002 to another position within the operational property. 

This standard shall also apply when the use of space changes between asset and staff and storage use.

Space Allocation Authority 

The Space Allocation Authority (SAA) shall make decisions about competing requirements for space as required by this standard. The SAA shall comprise the LUL Space Allocation Manager who shall consult experts within LUL as appropriate.

Space Appeals Panel 

The Space Appeals Panel (SAP) shall consider any objections to the decisions of the SAA. The SAP shall comprise three Level 1 managers, appointed by and acting on behalf of their respective directors, from the following LUL directorates: Stations, Marketing and Planning, Contracts (or successor directorates). The Stations representative shall act as chairman, however the chairmanship may vary if agreed by all three. The SAP shall consult other LUL directorates as the subject for discussion requires. The space allocation manager shall provide secretarial support and advice to the panel. The Applicant, a representative from the Responsible Infraco or any Competing Party may be invited to attend meetings of the SAP together with other experts as the Panel may wish to include from time to time.

Decisions 

This standard provides a forum to achieve solutions by consensus to competing requirements for space. The procedure in 3.0 below sets out the roles played by the SAA and the SAP and the basis upon which they are to make decisions to resolve such competing requirements. In order to achieve the most appropriate result for all parties, applications for space need not be automatically allowed or refused and the SAA or the SAP may issue a decision that provides an alternative compromise solution. The objective of any decision is to find the optimum overall position taking into account the criteria for deciding between competing requirements for space (the 'criteria') (appendix 5.10), together with any cost / benefit or other specific factors that are relevant to the application.

An allocation of space may or may not be made for any prescribed time period. Any decisions of the SAA or SAP shall continue to have effect until the occurrence of any of the events in appendix 5.12.

Preparation prior to making an application

Prospective applicants shall ascertain the suitability of a given space for their requirements, including the impact of those requirements on the space and its surroundings, prior to submitting an application through this process. This could include site visits, consideration of alternative sites and discussion with local staff and others whom the applicant considers likely to have a possible requirement for the space or be able to comment on its suitability.

Administration

LUL and each of the Infracos shall appoint Space Allocation Representatives who shall act as focal points for communications within and between their respective organisations and shall administer applications as set out in the procedure in 3.0 below. Anyone seeking an allocation of space shall complete an application form (appendix 5.8) and send it to his or her organisation's Space Allocation Representative who shall oversee the application's progress through the procedure. The SAA, based in LUL, may intervene in any part of the procedure in order to avoid delay or where the SAA considers that initiating consultation would be advantageous to the administrative process. Although a Space Allocation Representative is required by the procedure to establish and record allocations, it is LUL, acting through the SAA or SAP, that makes allocations.

Contractors

Contractors to either LUL or an Infraco that require space shall submit an application form for the space to the Space Allocation Representative within their client's organisation. 

Prospective applicants shall ascertain the suitability of a given space for their requirements, including the impact of those requirements on the space and its surroundings, prior to submitting an application through this process. This could include site visits, consideration of alternative sites and discussion with local staff and others whom the applicant considers likely to have a possible requirement for the space or be able to comment on its suitability.

Third parties

Organisations not contracted to LUL or the Infracos that require space shall apply to LUL whose Space Allocation Representative shall make an application for an allocation on their behalf.

Enforcement 

This standard shall be enforceable from 1st January 2004. LUL and the Infracos shall advise each other the names of their Space Allocation Representatives within two weeks of this date.

Purpose

This standard defines the space allocation process that determines how space shall be allocated to parties requiring space on operational property.

The process provides the means for agreeing and recording an allocation of space and a forum for achieving solutions if there are competing requirements.