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On May 23, 2011 Brussels witnessed the official opening of a new office for the Permanent Representation of the Republic of Poland in the EU. The main reason for celebration was the commissioning of a building for the benefit of the Permanent Representation staff which will meet the standards and challenges of the future. |
The opening of the new office is an important moment in the history of the development of Poland’s Foreign Services. It was finally possible to put behind us the old solutions of papering over the cracks and redecorating. The professional and rigorous approach to the design and management of this investment made it possible to challenge the stereotypes of increasing costs and the slow pace of building work, and the building was completed within budget and in record time. Consequently, we have a building which is a milestone and a point of reference for the future infrastructure of the Ministry of Foreign Affairs. It is the best showpiece of Poland in Europe on the brink of Poland’s Presidency in the EU.
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Facts:
- location – Rue Stevin 139, the heart of the European district in Brussels
- close proximity to the buildings of the European Commission and the European Council – approx. 200 m
- usable floor area of approx. 10 000 sq m
- six floors
- two-level underground car parking
- modern security system
- modern, green energy-management technology
- over 280 advanced modern workstations
- multi-purpose, 200-km-long wiring with various strand diameters
- project completed within 13 months
A computer-like building
The new office is outstanding for many technical reasons. After moving out, the workstations for the Permanent Representation staff were radically redesigned. This is the first step in restructuring the whole of the Foreign Service and Administration in a broader sense. A universal access card, which functions like an ID card inside the structure, enables access to all the office equipment and appliances. The building is equipped with the latest technical solutions, including network process management (which can be also controlled remotely from Warsaw for example) , VoIP system, notebooks with safe network access, mobile appliances, and the newest hardware equipment. Working comfort has also been increased due to a remote, smart and individually programmable air-handling system, high-standard security systems, energy efficiency systems, and the best quality of interior fittings. Thanks to this structure, the working environment of the whole Permanent Representation staff is among the best in Brussels.
New challenges and more tasks for staff
In the middle of 2007, the decision was made to transfer the headquarters of the Permanent Representation to Brussels. The existing building on the Avenue de Tervueren 282-284 was good enough when Poland began to negotiate its accession to the EU, as well as in the initial stage of our membership. However, the number of tasks was growing, as was the number of officials. Soon, a new staff headquarters had to be found. Location was also a significant issue as the previous building was around 2.5 km from the main EU institutional headquarters.
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In the heart of the EU
Put up for sale in 2007, the building of the General Management of the Belgian Post Office, located at 139 Rue Stevin, met the criteria for the Permanent Representation’s building. The offices of the EU Council and the European Commission are only 200 meters away, whereas the building of the European Parliament is only a 15-minute walk away. In late 2007- early 2008 the Polish National Treasury purchased this building for €19.5 m. This is when the selection procedures for designers and developers of the new premises started.
Only walls remained
After the purchase of the building, a thorough conversion was needed to ensure the adaptation of a functional and technical system to meet the needs of a diplomatic mission. Demolition work, which was awarded by tender, was performed by Enterprises Jacques Delens S.A. The fact that only the load-bearing walls were preserved from the former structure of the post office building bears testimony to the complexity of the construction work.
Experienced Contractors
The next phase of the investment project, the reconstruction of the building, was completed by the Polish-Belgian consortium Entreprises Jacques Delens S.A. and Qumak-Sekom S.A. The consortium was responsible for the full scope of civil, assembly, installation and finishing work, together with providing interior fittings. The design was prepared by the Konior & Partners Architects S.A. design agency.
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Multinational team
A mix of French, Flemish, English, Romanian, Turkish, Italian and, of course, Polish workers prevailed on the construction site. A number of Poles delegated from the country and those living in Brussels were employed during the investment.
1 year, 1 month and 1 completed building
Construction work, including finishing work and installation of fittings, lasted 13 months. The usable floor space amounts to 10,000 square metres (offices take up 6,500 square metres). The offices of ambassadors, department coordinators and employees are mixed with modern open spaces which have been prepared for the period of the Polish Presidency of the EU Council. The modular, fully-multimedia and computer-operated meeting halls are ranked among the most modern. The modern teleconference equipment enables simultaneous connection with several places in any part of the world. The building is fully adapted for the needs of people with disabilities.
Electronic house manager
The building uses modern, integrated systems, including BMS (Building Management System), SMS (Security Management System) and SAP, a fire detection system. The BMS allows for the control of all the important parameters of the building, such as ventilation efficiency, temperature and humidity levels in the rooms, and air quality. It also monitors the CO2 concentration and detects hazardous gases and reports even the smallest detected abnormalities in readings. The SMS is used for providing security and controlling the movement of persons and vehicles. In case of fire, the SAP system immediately notifies the occupants and starts monitoring procedures. What is more, if necessary, the operation of the building can be monitored from the Foreign Ministry headquarters in Warsaw.
Energy efficiency
The new building is truly green. The central management system (BMS) provides excellent conditions for those working inside: it adjusts lighting, ventilation, air conditioning and all key equipment in the rooms. This substantially reduces the energy consumption and related costs. Intelligent heating management and heat recovery from the exhaust air is not only cost-effective but also reduces the emission of harmful gases. In case of a major breakdown in energy supply, the building can use its own back-up power supply for over two days.
Cutting-edge pride of the Ministry
The investment in the new headquarters of the Permanent Representation of Poland in Brussels cost around € 40 million in total. As a result, the renovated building is now among the most modern in Brussels and its value has substantially increased. The way in which the investment on Rue Stevin was carried out and the cutting-edge solutions applied are the effect of the general modernization of the whole Foreign Affairs Ministry, based on a long-term project management strategy.
The Great Move
On Friday, April 29, 2011, at 5 p.m. the Staff of the Permanent Representation switched off their computers and the era of working in the old office on Avenue de Tervueren came to an end. After the weekend, on Monday, May 2, they switched on their computers in the new building at Rue Stevin 139. No complications occurred during the logistically complicated procedure of moving out.
Prepared for the Presidency
The building is big enough for a staff of 200, which is approximately the number of people employed in the Permanent Representation. However, during the Presidency, 300 people are expected to work in the new building. Thanks to the modularity of the new building all staff will enjoy a modern standard of working conditions.
That’s not the end
Under the contract conditions, the building will be extended by an extra 500 square meters by 2015. This extra space will be a spacious representative room with kitchen facilities. Today’s opening ceremony is the next step in the comprehensive modernization of Poland’s diplomatic services. On May 16, 2011, a new office of the Consulate General of the Republic of Poland in Lviv was opened. In the next few months new buildings in New York and Washington will be completed. A building in London is under construction.
Source: http://www.brukselaeu.polemb.net/files/media/20110523_noweSP_PL.pdf
Photos: http://www.premier.gov.pl/zdjecia_i_filmy/galerie_zdjec/nowa_siedziba_przedstawicielst,6616/