Cottonwood Corporate Center Electronic Tenant® Portal Created on November 10, 2014
Cottonwood Corporate Center Electronic Tenant® Portal Created on November 10, 2014 Building Amenities: Internet & Phone INTEGRA Internet services are available through a variety of telecommunications service providers. For more information about the providers, please refer to the Telecommunications Section. TELEPHONE SERVICES: Telephone services for building tenants are provided by Integra, XO Communications, PAETEC, WorldCom, and Qwest. For information about the service providers, please refer to the Telecommunications Section. Building Amenities: Restaurant Market Street Grill and Oyster Bar (801) 942-8862 Building Amenities: Satellite TV & Music Television services in your suite are available through MUZAK, Direct TV, or Dish Network. The phone numbers and websites are as follows: Direct TV 800-347-3288 Dish Network: 800-333-3474 MUZAK (877) 850 6876 Building Amenities: Showers If you are interested in using the shower facilities in the office park, you must notify the Management Office and we can program each employee into the access system. The shower rooms are located in Building 2795 E Cottonwood Parkway. They are on the main floor on the southeast side of your corridor behind the elevators and restrooms. You must furnish your own lock for the lockers as well as your own towels, soap, and shampoo. Please do not leave contents in the lockers for more than 12 hours. Any locks and/or personal belongings left in the lockers will be cleaned out each night. Please use the shower room at your own risk. We will not be responsible for any lost or stolen items. Building Operations: Building Management The staff of Cottonwood Corporate Center is dedicated to making your work environment as safe and pleasant as possible. The Building Office is located in Suite 155. Please do not hesitate to contact the management office at: Phone: (801) 930-6200 Fax: (801) 930-6205 Address: CommonWealth Partners 2795 E. Cottonwood Parkway Suite 155 Salt Lake City, Utah 84121 Hours: Open Weekdays 8:00 a.m.-5:00 p.m. After hours and on weekends, please call (801) 930-6200 and listen to the recording It will provide you with additional personnel phone numbers after hours. If for some reason the after hour management number is not working, call the building operations manager direct at (801) 514-2060. The following personnel are available to address your needs: Title Property Manager Receptionist Property Accountant Chief Engineer Engineer Engineer Name Phone Email Molly Westbrook (801)930-6200mwestbrook@cwp-ms.com Meghan Sucher (801)930-6200msucher@cwp-ms.com Stephanie Hill (801)930-6200shill@cwp-ms.com Adam Walbridge (801)930-6200awalbridge@cwp-ms.com Jeremiah (801)930-6200jursenbach@cwp-ms.com Ursenbach Stephan (801)930-6200sramseyer@cwp-ms.com Ramseyer Building Operations: Building Hours of Operation Building Hours Monday - Friday Saturday Sunday 7:00AM - 6:00PM 7:00AM - 1:00PM Closed The buildings will be closed on designated holidays. During non-business hours, access cards/fobs are required to gain access into the building and the elevators. Security: Pacific National Security Officers Hours - 6:00a.m.-11:00a.m. & 12:00p.m.-8:00p.m Cleaning: Daytime Cleaning Staff Day Porters, Weekdays Building Operations: Holidays The Building Holidays observed each year are listed below in order to aid your planning operations during the year. New Year's Day Martin Luther King Day President’s Day Memorial Day Independence Day Labor Day Thanksgiving Day (Thursday and Friday) Christmas Day Certain services are not provided on weekends and the holidays listed above. Building Operations: Leasing The leasing company for Cottonwood Corporate Center is Commerce CRG, located at 170 South main Street, Suite 1600, Salt Lake City, UT 84101. The main phone number is 801-322-2000. Listed below is the contact information for the authorized representatives. Title Leasing Agent Leasing Agent Name Mike Richmond Dana Baird Phone Number E-Mail (801) 303-5434 mrichmond@comre.com (801)303-5526 dbaird@comre.com Building Operations: Rent Under the terms of the Lease Agreement, rental and all other recurring charges are due and payable, without demand, on or before the first day of each month. All recurring charges are due on the 1st regardless if a statement is submitted to your firm. Late fees will be assessed in accordance with Lease provisions. Please remit payments to the address indicated below for your specific building: NOP Cottonwood 2755, LLC PO Box 410005 Salt Lake City, Utah 84141-0005 NOP Cottonwood 2795, LLC PO Box 410011 Salt Lake City, Utah 84141-0011 NOP Cottonwood 2825, LLC PO Box 410022 Salt Lake City, Utah 84141-0022 NOP Cottonwood 2855, LLC PO Box 410033 Salt Lake City, Utah 84141-0033 Building Operations: Tenant Communication Communication is essential to developing good landlord/tenant relationships. To ensure effective communication between your firm and Building Management, we request that you designate a “Tenant Representative” as the contact person between your company and the Management Office. Your tenant representative is the key to accurate and timely information when making requests or reporting problems. We suggest that all communication from your company to the Management Office be channeled through your tenant representative. Building Security: Access Cards/Fobs Access cards/fobs may be obtained by contacting Meghan Sucher at MSucher@cwp-ms.com or by calling her at (801) 930-6200. The access card/fob will be activated within 24 hours. Access cards are issued for a fee of $5.00, access fobs are $8.00, which will be billed to your firm. If the access card/fob is lost, a $25.00 fee will be charged. Also, when terminating employees, please remember to collect the access cards/fobs from them and notify the Management Office of the change. You will be charged for lost or unaccounted for cards/fobs. Building Security: Building Access Patrons may enter the building during normal business hours, which are Monday through Friday from 7:00 a.m. to 6:00 p.m, and on Saturday from 7:00 a.m. to 1:00 p.m. The Building is closed on Sundays and certain holidays. Access into the building after normal business hours requires a building-issued access card/fob. The access card/fob reader is located at the front of the building and east and west entrance doors. Visitors must be accompanied by card/fob holder. Building Security: Deliveries All deliveries to the building requiring the use of a cart or dolly must be directed through the Freight entrance located on the first level on the east or west side of the buildings. Please instruct your vendors to utilize these entrances and not the main building entrance. Moving of large equipment, furniture, large items or large quantities of items is strictly prohibited during business hours. These types of moves must be scheduled through the Management Office ten days prior to the actual move and scheduled after 5:00 p.m. See the Tenant Moving Regulations in the for more details. Building Security: General Office Security Security Checklist The following is a list of general office security suggestions, which are offered to you as an aid in establishing your internal security procedures: Restrict office keys to those who actually need them. Keep complete, up-to-date records of the distribution of all office keys. Establish uniform procedures for collecting keys prior to the termination of employees. Establish a rule that keys must never be left unguarded on desks or cabinets. Require that filing cabinet keys be removed from locks and placed in a secure location after opening cabinets. Prevent unauthorized personnel from reporting a lost key and receiving a replacement. Ensure that a responsible person is in charge of issuing all keys. Store keys systematically in a secured wall cabinet of either your own design or one that conforms to a commercial key control system. Insist on identification from repairmen who come to work in your office. Clear all desks of important papers. When working alone in the office at night, lock the front door to prevent anyone else from entering. Keep the police, fire department, and building security telephone numbers posted. Double check to see that all doors are securely locked before you leave. Suspicious Persons If you see suspicious or offensive persons in the building, please call the Management immediately. If possible, make note of appearance, clothing, etc. in order to assist building security in locating them. Please be aware of strangers in your Tenant areas and halls. Quite often a question such as “May I help you locate someone?” will be enough to deter a potential thief. Suspicious encounters of this type should be reported to the Office of the Building immediately. Building Security: Key and Locks Keys will be issued to new occupants upon move-in based on the quantities outlined in the Lease. Additional keys should be requested through the Management Office and will be billed to each tenant. Locks are installed in the suite prior to move-in and building management will maintain one spare key for each separately keyed lock in your suite. Tenants may not alter their locks in any manner without consent of the Landlord due to City Code requirements, life-safety issues, and building standards. Should you suite require a lock change or an addition of a lock, please call the Management Office. Re-keying of a lock must be initiated by an authorized manager of the firm in order to protect your firm. Changing of the locks will be billed accordingly. When terminating employees, please remember to collect all keys and access devices from them. Building Security: Lost and Found Please report all lost or found items to the Management Office and we will do our best to return the items to its owner. If you are looking for a lost item, please don’t hesitate to contact the management office. Building Security: Security Officers On-site Security Officers contracted though Pacific National Security are at the building 13 hours per day, 5 days a week and are available to assist tenants and patrons. The Officer is also available to escort individuals to their vehicles after normal business hours. Random drive-by patrols take place 7 days a week. Building Security: Soliciting & Loitering Canvassing, soliciting, peddling and loitering are not allowed within the premises. If you are approached by a solicitor of any kind, or if you observe an individual engaged in such activities, contact the Management Office immediately. Building Security: Thefts and Vandalism Acts of theft and vandalism should be reported to the Salt Lake Sheriff’s Department and then to the Management Office. Incident reports may be required by your firm’s insurance provider. CommonWealth Partners follows a “zero-tolerance” policy with respect to theft and vandalism. If perpetrators of these offenses are identified, CommonWealth Partners will prosecute to the fullest extent of the law. Building Services: Building Directory and Signage Each Tenant within the building is issued a directory slat for the security desk and elevator directory board located on the first floor main lobby and near the elevators. Should a listing need to be changed, please submit written notification of such change to the Management Office. A small fee will be incurred and charged back to the tenant for the new signage. GRAPHICS Each tenant within the building is issued a building standard signage plaque to be installed outside the suite door upon moving into the building. All signage must be authorized by CommonWealth Partners. Building Services: Elevators The building maintains high-speed passenger elevator cabs that service the tenant suites/floors. Building Services: Forms For your convenience, we have included downloadable and printable PDF document forms that will expedite various building management service requests. Hard copies of all forms are available from the Property Management Office as well. To view and print PDF files, you need the Adobe Acrobat Reader software. If not already installed on your computer, it can be obtained for free at www.adobe.com Bomb Threat Checklist Disabled Persons Form Sample Certificate of Insurance Building Services: HVAC Heating and air conditioning are provided during normal building hours of operation, excluding holidays. Comfort conditions in the commercial space can be quite different than a resident. Continuous fan operation (required by code for ventilation purposes), increases moisture evaporation from your skin which makes you feel cool. This situation coupled with a normally lower humidity level during cold weather results in a need for room temperatures several degrees warmer than a private residence. You must realize that a good commercial thermostat controls over a range of + or - 1.5 degrees Fahrenheit. This means that when we set the thermostat at 72 degrees, the area will be at 70.5 degrees during cold weather and 73.5 degrees during warm weather. (This often occurs from morning to afternoon.) The following table shows our building settings. Settings outside this range will result in complaints and erratic conditions. Personal Preference Control Heating Prefer Cool Area 69.5 Average Conditions 71.5 Prefer Warm Area 73.5 Thermostat Set Point 71 73 75 Control Cooling 72.5 74.5 76.5 NOTE: We use thermostat set points of 71 to 75 degrees. If the thermostat in your area does not seem to be working properly and you’re uncomfortable, please note conditions at various times of the day and turn in request for service. This will aid building operations staff in finding and solving the problem. If you have any mechanical or heating and air conditioning problems, please call Building Operations at the numbers listed above. After Hours HVAC After normal hours of operation, which is from 7:00 AM to 6:00 PM Monday-Friday and 7:00 AM to 1:00 PM on Saturday, the heating and the air conditioning system within the building will deactivate. When you require heat or cooling after the normal building hours you can turn on the system by pressing the Override button on the master thermostat. The system will stay on for a minimum of 2 hours. Should you require additional time you will need to press the button again for an additional block of time. Please remember that there are charges associated with the use of the after -hours heat and air conditioning so please check with your office manager when using this service. There is a two-hour minimum charge when starting up the after-hours HVAC system. Building Services: Janitorial Services Janitorial services within the building are conducted Monday through Friday and sometimes on Saturdays and Sundays. Cleaning consists of vacuuming, mopping, light dusting, and trash receptacle removal. Any special requests above normal cleaning and/or other cleaning issues should be directed to the Management Office. Management also employs ProTouch Building Management for day cleaning services for common areas of the building, parking areas, and other specified tasks Monday through Friday. CommonWealth Management contracts with various companies to provide the various maintenance services for the building. Please feel free to call the Management Office if you have a problem with any of these services. In order to help us serve you better and keep your suite clean and neat, we ask that the tenants be responsible to clean their own appliances, including refrigerators, microwaves, kitchen sinks, countertops, and break room tables. Please throw all food items into the trashcans, as the janitorial staff will only take items clearly marked “Trash”. Also, please make sure you turn off all the coffee machines or other electrical appliances each night. The Janitorial staff will be glad to remove normal amounts of cardboard. The tenants must remove the packing material, break down the boxes and label them as “TRASH”. If you have a large shipment and end up with large amounts of cardboard, it would be very helpful if your staff would break down the boxes and take them out to the compactor located in the dumpster enclosure between building 2795 and 2825. If you have any other garbage to dispose of that will not fit into your office trash can, please label the items as “Trash” and set them next to the trash can. The janitorial staff will not remove any items unless they are clearly marked “Trash”. If you are completing a major clean up, please inform Building Management and they will contact Building Operations or Janitorial to arrange for special pick-up. Do not dispose of syringes or medical supplies in the regular trashcans or in the restroom trashcans. Please use a sharps container if you have medical waste. With regard to the restrooms, please do not throw wet garbage or drink cups into the garbage cans that are built into the walls. Building Services: Lights The buildings lighting system operates on motion sensor devices. There will be no regular light switches in most spaces. The lights will come on automatically when you enter into the offices. This should help keep power usage at a minimum and conserve energy. If you have any problems with the lighting, please call the Management Office. Please do not cover up or unscrew any of the light tubes as this may cause damage to the light fixture. If you need lighting adjustments, please call the Management Office. Building Services: Mail Service Upon move-in, each tenant is assigned a tenant mailbox and given keys in the U.S. Postal mail area located in the mail room on the 1st floor. The Postal Service will pick up out-going mail one time each day, around 3:00 PM. There are drop boxes for United Parcel Services and Federal Express in buildings 2795 and 2855 mail rooms on the first floor. Please see the drop boxes for the scheduled pick-up times. Building Services: Maintenance Requests For your convenience this Handbook includes an Electronic Tenant Service Request System. Use this system to submit routine maintenance requests directly to the engineering department; to track the status of previously submitted requests; to download important documents; and to communicate with the property management office. 1. Simply click on the link below, 2. Enter your username and password 3. Choose the action you would like to complete Click here to log into the Electronic Tenant Service Request System Once you have logged into the system, you will be presented with four options: Complete a Maintenance Request Form Update User Information View Electronic Maintenance Request Log Download Miscellaneous Administrative Forms For detailed instructions for using the Electronic Tenant Service Request System please see the following pages or contact the Building Office. Completing a Service Request Form After logging in, click on the "Electronic Maintenance Request Form" Link. Users will be taken to a service request form. Step One- Confirm or complete all contact information. Step Two- Choose the nature or type of request being submitted. Step Three- If applicable, provide details of the contractor to be used. Step Four - Review all information thoroughly. Click submit. You will receive conformation via e-mail that your request was submitted to the management office. Updating User Information Personalized user information is used to auto-fill the Electronic Maintenance Request Form for quick and easy submission. In addition, accurate contact information will assist the management staff in expediting all maintenance requests. Each user should check regularly to ensure that accurate information is on file. Click here to log into the Electronic Tenant Service Request System Electronic Maintenance Request Log This feature allows users to track and monitor all service requests submitted through the Electronic Tenant Service Request System. Service requests are sorted by month and will have the current month displayed upon entry. Miscellaneous Forms Here users can download and print various administrative forms, reports and documents. In order to access the forms and documents contained in this section, users must have Adobe Acrobat Reader 5.0 or higher installed on their computers. This software is free and can be obtained by clicking here. Questions regarding the Electronic Tenant Services Request System should be directed to the Management Office. Click here to log into the Electronic Tenant Service Request System Building Services: Recycling CommonWealth Partners and American Shredding provide a facility-wide shredding and recycling program. We have set up a building-wide recycling program to recycle all types of paper. Paper: 96 Galloon containers are placed in each tenant’s space. Employees are required to empty any small blue bins into the large container themselves. ALL paper can be placed in these containers and will be shredded. Bins will be serviced bi-weekly. There will be an extra charge of $15 per pickup for any additional 96 gallon bin needed. If a tenant does not have room for a 96 gallon container and would like to continue the service of the small blue bins, there will be a $0.50 charge per blue bin per service. Please let management know if you would like to schedule this. Bottles and Cans: Each tenant has a green container placed in their breakroom/central location and the janitorial company will empty the bins as needed. All plastic bottles and cans can be placed in these green containers. There are also bottles and cans containers in each building’s mail room. Building Services: Telecommunications Tenants and companies located in the Cottonwood Corporate Center (CCC) have full access to the Telecommunications Network, including voice, data and video. Tenants may use any carrier of choice, however the actual physical access to the CCC is provided by Qwest, AT&T and Integra Telecom. If another carrier besides the ones mentioned is desired, that chosen carrier will use one of the embedded carriers to deliver the desired product. The tenant will only deal with their chosen carrier and that carrier will make all of the other arrangements required to get the services delivered. All three of the physically embedded providers mentioned in the previous paragraph have fiber entrances into the complex. The available services through those carriers ranges from DS0 (normal single line dial tone) to 10 gigabits per second high bandwidth connectivity. Any services that a carrier of choice provides can also be provided at the CCC. Along with the above mentioned items, it should be noted that Hines works in conjunction with Integra Telecom to provide the telecommunications and data services to various tenants here at the Cottonwood buildings. Hines contracted with Integra Telecom, who made a substantial investment at the Corporate Center, to manage the main telecommunications backbone (within and between buildings) and the vertical risers. Our telecommunication closets are properly labeled, neatly wired and records are kept up to date. This is done to serve you better and to protect you from inadvertent telecommunications problems. HOW ARE SERVICES DELIVERED? Each building has a main telecommunications closet located on the 1st floor. With the exception of the 2755 Building (furthest West) where it is located in the lower parking structure. This main closet is where each physical carrier will deliver their services to the respective building. HOW DO SERVICES GET DELIVERED TO MY FLOOR? The delivered services are tagged in the first floor closet (by the delivering carrier) with customer name, circuit identification and the floor it is to be taken to. Integra will then cross-connect those services through the riser cable to the proper floor phone closet, place them on a terminal block and label them with the information they are given. It is the responsibility of the tenant to pay for those riser connection services. Each tenant will be required to sign a work order for Integra to schedule the above mentioned connection requests. If Integra is your service provider, these costs will be included in the fees they present to you in your original proposal. If Integra Telecom is not your service provider, the billing rates will be as follows: Basic rate: $80.00 for one circuit (one line of basic dial tone or T-1) Plus $20.00 for each additional circuit HOW DO THE SERVICES GET DELIVERED FROM THE FLOOR PHONE CLOSET TO MY PARTICULAR SUITE? It is the responsibility of the tenant to get that accomplished. They may use any vendor of choice. There are certain rules associated with that connection. Those requirements can easily be attained by contacting building management or Integra Telecom. HOW DO I GET MY CIRCUIT TESTED? Integra will not be responsible for the final testing of the total circuit. That will be up to the carrier and vendor. Integra will provide testing of the building backbone portion of the circuit. If they (carrier and vendor) cannot attain a positive resolution to a service problem and Integra is asked to come back out, a service charge will be billed to the tenant if it proves to be a carrier or vendor issue. Service charge rates are $110 per hour during business hours and $165 per hour on nights, weekends, or holidays. WHAT KIND OF TIME FRAME IS REQUIRED TO GET MY RISER WORK ACCOMPLISHED? To make the process work as smoothly as possible, Integra needs at least 2 days lead time to assure your service is in place in a timely manner. When the tenant is informed as to when their service is to be delivered, they should contact property management (801) 930-6200, who will contact Integra and inform them of upcoming needs. It is very important that lead time is given as Integra will not be able to respond to ‘immediate’ requests. SHOULD I LEAVE COTTONWOOD, WHAT ARE MY RESPONSIBILITIES? When a tenant leaves the Cottonwood Corporate Center, the tenant’s responsibility is to have their local cabling vendor remove the cabling that was installed when the lease was signed. It is important that this process be completed by a vendor as to not cause any disruption of service to any of the other tenants in the building. SPECIAL NOTE: Hines realizes that all services are not easily delivered on building riser cable. In those instances where special needs are required, there will be some flexibility afforded. The important point is that those special requirements submitted to the building management team, will be reviewed by Integra Telecom to insure that the overall requirements of the CCC are followed. Integra Telecom will be happy to consult with the tenants and their vendors. It is the goal of Hines management to provide you and all of our tenants, the best communication services possible. We know that communication is the backbone of your business and will continue to work with you to ensure the safety, security and integrity of the telecommunications infrastructure. Emergency Procedures: Announcements For Audible Alarms May I have your attention please? We are currently assessing the alarm situation. Please standby and we will communicate further information shortly. May I have your attention please? We are currently assessing the alarm situation. Please standby and we will communicate further information shortly. 1. ANNOUNCEMENT FOR A FALSE ALARM May I have your attention please? This is a member of the property management group. We have experienced a false alarm. Please excuse the inconvenience. May I have your attention please? This is a member of the property management group. We have experienced a false alarm. Please excuse the inconvenience. 2. A CONFIRMED FIRE WHICH REQUIRES EVACUATION May I have your attention please? May I have your attention please? An emergency situation has been confirmed on floor(state floor). Proceed carefully to level (next lowest evacuation floor at least two floors below the fire) using the (north and/or south ) stairwell. REFUGE FLOORS ARE (name the refuge floors). Wait 30 seconds and repeat. BEGINNING May I have your attention please? May I have your attention please? This is a member of the property management group. We will be conducting a life safety test. CONCLUSION May I have your attention please? May I have your attention please? This is a member of the property management group. The life safety test is over. Emergency Procedures: Assistance For Physically Impaired Special planning needs to be done to provide assistance as needed for any physically impaired employees. PRE-EMERGENCY PLANNING 1. Make sure individuals have read the general information in this handbook. 2. Have an “assistant” assigned to aid a physically impaired person. Make sure this “assistant” knows where the employee is located and the type of disability. 3. Have the “assistant’ meet with the individual to discuss the best method of assistance. 4. Train the “assistant” in the best method for transporting occupant with restricted mobility. Make sure the “assistant is prepared physically to carry the impaired individual if necessary. Wheelchairs should enter stairwells last, so as not to black evacuation traffic flow and/or emergency personnel. EMERGENCY ACTIONS Upon notification of an emergency: 1. Have “assistant” proceed to assist assigned person. 2. Proceed to the stairwell. NOTE: In a fully sprinkle red building, the physically impaired person and the “assistant” may choose to enter the stairwell and remain there. If this is the case, the Property Manager should be notified of the location. If further evacuation is necessary, the “assistant” should assist the physically impaired person or get help from the Fire Department. 3. The “assistant” should remain with physically impaired person until emergency is over or until given instruction to do otherwise by emergency personnel. 4. Evacuation and Relocation Procedures for Disabled Persons: 5. Ambulatory: Move them to the nearest exit door. Stand by until the stairway is clear. Follow them down to the street level and to the pre-designated meeting location assisting them whenever needed. 6. Non-Ambulatory: Move them to the nearest exit door and wait for fire department personnel. If room becomes untenable, remove the person from the wheelchair and move them into the stairway, clear of traffic and wait for fire department personnel. 7. All disabled persons should have assistants from your office assigned to assist them. During an emergency, at no time should disabled persons be left alone. 8. Each tenant shall maintain an updated list of non-ambulatory and/or disabled persons. This list is to be kept in the Building Manger’s Office and is to be made available to the fire department during emergency evacuation. Click here for Disabled Persons Form Emergency Procedures: Bomb Threat Telephone Threat When a bomb threat is made over the telephone, obtain the following information from the caller: Exact location of the device. Time set for explosion; Description of the device; Reason the caller has placed the bomb; Exact words used by the caller. Keep this information as confidential as possible. Notify the Police Department. Call 911. Notify the Management Office at (801) 930-6200 Once the Management Office has been notified of a bomb threat, it is our policy to advise your firm’s manager or senior officer. It is up to the manager or senior officer to decide whether it is appropriate to evacuate the office. In the event that you are asked to evacuate the Building, please move away from the Building so as to allow unfettered access to emergency personnel. Do not re-enter the Building until the Management Office, the Police, or the Fire Department have given clearance. Click here for the During Business Hours Bomb Threat Checklist Flowchart Click here for the After Business Hours Bomb Threat Checklist Flowchart Click here for the Bomb Threat Checklist Form Click here for the Explosion Emergency Flowchart Suspicious Packages or Mail Bombs Letter bombs are usually sent through the mail addressed to a specific individual in the company, usually disguised to look like some sort of gift or a small package. Letter bombs have the power to kill or seriously maim anyone in close proximity. Letter bombs are usually contained within a large size manila envelope 1/4" to 1/2" thick and are fairly rigid. However, the technology used in letter bombs has become increasingly sophisticated, and can be difficult to detect visually. Letter bombs have been mailed from cities or small towns in the United States, as well as from foreign countries. Be especially wary of letters that are mailed to titles -- Chairman, President, Manager, Security Officer, etc. â rather than directly to named individuals. If you suspect a parcel contains a letter bomb: Clear everyone out of the immediate area; establish at least a 25 foot radius around the package. Notify the police at 911 and Building Management. DO NOT HANDLE IT UNDER ANY CIRCUMSTANCES. DO NOT ATTEMPT TO DEACTIVATE IT YOURSELF. Emergency Procedures: Civil Disturbance Should a riot or civil disturbance start outside the Building, the security guards will immediately lock all entrances to the building. The police will be notified. We will keep you informed. If a disturbance should occur in the main lobby, all elevators will be turned off at the first floor and the police will be summoned. Click here for the Civil Disturbances Flowcharts Emergency Procedures: CPR & Injuries CPR - CARDIOPULMONARY RESUSCITATION IT CAN BE AS EASY AS A-B-C: A-AIRWAY Place victim flat on his/her back on a hard surface. Shake victim’s shoulders and shout, “are you ok?” If no response, call 911 Head tilt/chin lift- open victim’s airway by tilting their head back with one hand while lifting their chin up with your other hand. B-BREATHING Position your cheek close to victim’s nose and mouth, look toward victim’s chest. Look, listen, and feel for breathing (5-10 seconds). If not breathing, pinch victims’ nose closed and give 2 full breaths into victim’s mouth (use micro shield from first aid kit). If breaths won’t go in, reposition head and try again to give breaths. If still blocked, perform abdominal thrusts (Heimlich maneuver). C-CIRCULATION Check for carotid pulse by feeling for 5-10 seconds at side of victim’s neck. If there is a pulse, begin chest compressions as follows: Place heel of one hand on lower part of victim’s sternum. With your other hand directly on top of first hand, depress sternum 1.5 to 2 inches. Perform 15 compressions to every 2 breaths at a rate of 80-100 per minute. Check for return of pulse every minute. CUTS AND ABRASIONS THE PROPER TREATMENT Cuts: Cleanse area thoroughly with soap and warm water, carefully washing away any dirt. Apply direct pressure to wound until bleeding stops. Put sterile bandage on wound. If cut is deep, get to a doctor as quickly as possible. Abrasions: Wash thoroughly with soap and warm water. If is bleeds or oozes, bandage to protect from infection. Signs of an infection: Swelling Redness Pain May cause fever Presence of puss DISLOCATIONS The most common dislocations occur in the shoulder, elbow, finger, or thumb. SIGNS: Swelling Deformed look Pain and tenderness Possible discoloration of the affected area. TREATMENT: TREATMENT: Apply a splint to the joint to keep it from moving. Try to keep joint elevated to slow blood flow to the area. A doctor should be contacted to set the bone back into place. FRACTURES FRACTURE: A fracture does not pierce through the skin. If it is not cared for properly, it could become a compound fracture. WHAT TO DO: Check for swelling around the affected area. There may be discoloration of the skin. If the victim complains of tenderness and pain in the area or says that he/she felt or heard a bone snap, see a doctor immediately. COMPOUND FRACTURE: A compound fracture pierces through the skin. Serious bleeding may occur with this type of wound. Do not apply pressure to a compound fracture to stop the bleeding. WHAT TO DO: Cover the injured part with a sterile pad. Apply a splint to keep the bone from causing further injury to the surrounding tissues. Wait for medical help. Avoid moving the victim, but keep them warm, comfortable, and reassured. APPLYING SPLINTS TAKING A SUPPORTIVE ACTION: A splint can be corrugated cardboard, folded newspapers, boards, straight sticks, or a rolled up blanket. A splint helps protect the injury until help arrives. The splint should be long enough to extend beyond the joints on both sides of the fracture. HOW TO APPLY SPLINTS: Use strips of cloth, handkerchiefs, ties, or belts to hold the splint in place. Be sure not to secure the splint so tightly that it causes poor circulation below the wound. FOR ARM FRACTURES: Apply a splint. Use a large, triangular bandage to make a sling to prevent the arm from moving. Once a splint has been applied to a fracture, carefully elevate the wounded area to slow blood flow to the wound. For a compound fracture, control bleeding by holding a clean cloth on the wound before applying a splint. Pressure should be avoided to prevent the bone from splintering and causing more damage to surrounding tissues. HEART ATTACKS: Many heart attack victims could be saved if bystanders recognized the symptoms of a heart attack and get the victim to a hospital quickly. Indeed, many victims of heart attacks think they are experiencing HEARTBURN or other minor discomfort when in fact their life is in jeopardy. The most significant sign of a heart attack is chest pain. The victim may describe it as pressure, a feeling of tightness in the chest, aching, crushing, fullness, constricting, or heavy pain. The pain may be located in the center of the chest although it is not uncommon for the pain to radiate to one or both shoulders or arms or to the neck, jaw, or back. In addition to apin, victims may experience sweating, nausea or shortness of breath. Many victims deny they may be having a heart attack. Others may have their condition worsened by fear of dying. With all victims of heart attacksâand with all victims receiving first aid for any conditionâit is important for the rescuer to constantly reassure the victim and keep them as calm and relaxed as possible. The psychological value of reassurance is as important in first aid as any other treatment FIRST AID FOR A HEART ATTACK Recognize the signs and symptoms of a heart attack Comfort and reassure the victim Have the victim stop whatever they were doing and sit or lie in a comfortable position Call 911 immediately If the victim becomes unconscious, be prepared to perform CPR ELECTRIC SHOCK FIRST AID FOR ELECTRIC SHOCK VICTIMS Don’t touch them! Unplug the appliance or turn off the power at the control panel. If you can’t turn off the power, use a piece of wood, like a broom handle, dry rope or dry clothing, to separate the victim from the power source. Do not try to move a victim touching a high voltage wire. Call for emergency help. Keep the victim lying down. Unconscious victims should be placed on their side to allow drainage of fluids. Do not move the victim if there is a suspicion of neck or spine injuries unless absolutely necessary. If the victim is not breathing, perform mouth-to-mouth resuscitation. If the victim has no pulse, begin CPR. Cover the victim with a blanket to maintain body heat, keep the victim’s head low and get medical attention. FIRST AID FOR ELECTRICAL BURN VICTIMS Electrical burns can vary in severity depending upon: How long the body is in contact with the electric current The strength of the current The type of current The direction the current takes through the body. Often these burns are deep. There may be more than one area burned. One area may be where the current entered the body and another may be where it left. Electrical burn wounds may look minor on the outside, but could be severe on the inside. If a person has receive an electrical burn, check for shock (signs include being cold, clammy, pale, and having a rapid pulse) and begin treating the burned area: Do not apply grease or oil to the burn. Cover the burn with a dry, sterile dressing, but do not cool the burn. Keep the victim from getting chilled. Seek medical attention as soon as possible. BLEEDING: FIRST AID FOR BLEEDING: For slight bleeding, pressure applied by a sterile gauze bandage held firmly over the wound usually stops the flow of blood. For more severe bleeding, it may be necessary to locate the vein or artery above the bleeding point and press it against the bone behind it. When pressure is properly applied, external bleeding should cease. Internal bleeding is extremely dangerous and medical assistance should be sought immediately. With internal bleeding it is important to recognize the general signs (which apply to both external and internal bleeding): Cold, clammy skin Weak, rapid pulse Fast, shallow breathing Victim may feel faint or even pass out A few other scenarios and what to do in each: If internal bleeding is suspected, do not give victim and food or drink If internal bleeding is suspected, do not give victim and food or drink If the victim has been stabbed, and the weapon is still in the wound, DO NOT REMOVE If the victim has an open wound in the chest, cover it to prevent air entering the chest If there is bleeding from the leg or uterus, lay the person down with legs raised Keep the victim warm and comfortable but do not overheat The sudden loss of large quantities of blood may result in the condition of shock, in which the skin becomes cold and clammy and the blood pressure drops severely. Watch the victim’s pulse and breathing. F the victim has stopped breathing, give mouth-to-mouth. Bleeding from an artery can be recognized by the rhythmic pumping of the blood from the wound and its bright scarlet color. Bleeding from a vein is recognized by the fact that the blood is much darker and flows more smoothly. If victim is bleeding: Find the location of the bleeding. Apply pressure for at least ten minutes so the blood has time to clot. If a clean dressing is available, use this to help stop the bleeding. Continue to apply pressure over the dressing until the bleeding stops. Wash the wound and remove any foreign matter than comes out easily. Cover the wound with a clean dressing, and apply a firm bandage to keep the dressing in place. BURNS CHARACTERISTICS AND TREATMENT Never put greasy ointments on a burn. They seal heat into the wound and may cause infection. Always seek medical attention if: Victim is a child or elderly person Burn covers more than one body part Burn is located on any sensitive area of the body (hands, face, feet, etc.) Burn is third degree Burn is caused by chemicals FIRST DEGREE BURNS Characteristics: Redness Mild pain Swelling Treatment: Immediately submerge the affected area in cold water. Hold it under cold running water, or place cold wet clothes on it until the pain decreases. Cover with a clean, dry gauze dressing for protection. SECOND DEGREE BURNS Second Degree Burns go through to the second layer of skin. They should heal within a few weeks. Characteristics: Blisters Rough, red skin Swelling Extreme pain Treatment: Immerse in cold water or apply cold, wet cloths immediately. Gently blot area dry. Do not rub. Rubbing may break the blister, opening it to infection. Cover wound with dry, sterile bandage. If burn is located on arm or leg, keep limb elevated as much as possible THIRD DEGREE BURNS Third Degree Burns are less painful than second degree burns because the nerve cells in the affected tissue are actually destroyed. Even though less pain accompanies them, the damage is greater. The burn goes through the third layer of skin. Characteristics: Whitish or charred appearance Treatment: Do not remove any clothing near or at the site of the burn. Do not apple cold water or medication to the burn. Place clean, dry cloths (i.e. strips of a clean sheet) over the damaged area. If burns are on arms or legs, keep the limbs elevated above the level of the heart. If victim has burns on face, check frequently to make sure they are not having trouble breathing. Get victim to hospital at once. CHEMICAL BURNS Remove clothing on or near the burn area. Never pull clothing over the head with a chemical burn. You may need to cut the clothing. Wash the area thoroughly with low pressure water for at least 20 minutes. Apply a clean dressing to the area. Get medical attention as soon as possible. Click here for the Disaster Recovery Flowchart Emergency Procedures: Earthquake THE BASICS A few of the items you might want to have: Two quarts to one gallon of water per person per day. Canned (don’t forget a manual can opener), prepackaged, freeze-dried, or dehydrated food that’s good hot or cold (don’t forget infants, pets and special dietary needs). First aid kit and instructions. Critical medications (i.e. asthma, allergy, heart, insulin), extra eyeglasses, etc. Battery operated radio and flashlight with spare batteries. Blankets. SAFETY SUPPLIES Heavy shoes and gloves (ladies, keep an extra pair of tennis shoes in your office or car if you usually where high heels). Candles and candle holder, matches dipped in wax and kept in waterproof container. Change of clothing including cold weather gear. Sharpe knife or razor blades. SANITATION SUPPLIES Large trash cans, plastic trash bags (for trash, water protection, ground cover). Liquid detergent, shampoo, toothpaste, and toothbrush, deodorant, feminine hygiene supplies. Infant supplies, pre-moistened towelettes, toilet paper. Newspapers to wrap garbage and waste (can also be used for warmth). COOKING SUPPLIES Barbeque items (charcoal, lighter fluid, or camp stove with fuel). Sealable plastic bags (various sizes), plastic plates, plastic utensils and cups, pots with lids. Click here for the Natural Disasters Flowchart Emergency Procedures: Elevator Malfunction Elevators are a safe mode of transportation. However, like all other devices, they do malfunction. Be prepared for such an occurrence. In order to repair sophisticated automatic controls, time is necessary. You may be detained in the elevators. BE CALM. WHAT TO DO 1. Push the alarm button on the elevator panel, the bell will then sound. 2. Voice communication devices are located in the lower corner of the elevators. Open door on voice box, push large button and begin speaking to the monitoring company. 3. If there is more than one person in the elevator, only one person should talk at a time. 4. Give the elevator number, which is located on the inside of the elevator call box door. 5. Do not try to force open the elevator doors. 6. DO NOT attempt to leave the elevator if it is not level with the floor. This is very dangerous! 7. If a malfunction is observed from the outside of the elevator, please notify management services at 801-930-6200. If after hours, please listen to message for emergency phone numbers. WHAT WILL HAPPEN 1. You will be asked to identify passengers, and provide other pertinent information. 2. Sit on the floor of the elevator and relax. 3. One of the building operations staff members will respond as quickly as possible and will locate the elevator cab to help you. 4. They will also notify the elevator contractor immediately. They are on call 24 hours. Emergency Procedures: Emergency Contacts All Emergencies Building Management Office Building Security/After Hours Emergencies Fire Department (non Emergency) Police Department (non Emergency) Poison Control Intermountain Medical Center 5121 South Cottonwood Street 911 801) 930-6200 (801) 560-3137 (801) 840-4000 (801) 743-7000 (801) 743-7000 (801) 507-7000 Important Notes Emergency contacts and phone numbers for each tenant in the buildings are maintained in the Management Office. Should there be any change in the designated emergency contact or change in the phone number, please submit the change in writing on company letterhead to the Management Office or send a similar e-mail request. An Emergency Contact Form is enclosed in the Forms Section for you convenience. If you call 911 as a result of a medical emergency, please be sure also to notify building management with your name, callback number, and location so that security may swiftly guide the paramedics to your exact location. If the audible alarm within the building sounds, please do not call the Management Office, unless you have something specific to report. Building Management is aware of the noise, as well as the source of the alarm, whether it’s false or a legitimate emergency. Please keep the telephone lines clear so that Management may to attend to the situation as quickly and efficiently as possible. Emergency Procedures: Evacuation and Relocation Exiting Procedures 1. When the building goes into alarm, all occupants should find their way to the nearest exit stairway. 2. The occupants are to move in a quiet, orderly fashion, single file, listening for directions from Emergency Personnel. 3. Platform or high heeled shoes should be removed and carried. 4. When descending the stairs, stay to your right, out of the way of emergency personnel. 5. Merge alternately when two lines meet at floor landings. 6. Once out of the building, proceed to the assembly area. See “Assembly Points Section” in this manual for designed location. 7. Once at the pre-designated meeting location, the emergency contact person from each tenant will conduct a head count and report the results to the Fire Department Incident Commander and to the Property Manager. 8. Return to the building only upon instruction of the Chief Fire Officer. Emergency Procedures: Fire Drills To have an effective emergency procedures program, it is necessary that comprehensive training is given to everyone in the building. Practice fire drills will be held at least once a year at the Cottonwood Corporate Center. Please take these fire drills seriously. All fire drills will be announced as to the date only. The time of day will be unannounced in order to simulate an actual emergency. Fire drills should never be taken lightly. They can help to instill in the minds of all occupants the correct procedures necessary to ensure the safety of life and to test building emergency equipment, procedures, and staff duties. Know the location of your nearest emergency exits and learn evacuation procedures. Know the location of fire alarms and know how to activate them. Know the sound of your building’s fire alarm and always respond promptly to it. If you have a physical impairment that could slow you during an evacuation, notify your emergency contact person in your office so a colleague can be designated to assist you. The Property management office maintains a list of physically disabled individuals who will require assistance during an emergency. Be sure you have provided such a list to the Property management office. Emergency Procedures: Fire Extinguishers BASIC INFORMATION: Fire extinguishers are essentially first-aid devices provided and maintained close at hand for immediate use when needed. It must be understood that they are designed to cope with fires and are required even though the property is equipped with automatic sprinklers and an interior standpipe system. Extinguishers are classified by their ability to extinguish various types of fires. It is important to use the right type of extinguisher. The wrong extinguisher may fail to extinguish the fire as well as cause personal hazard from electrical shock, poisonous fumes, or may even spread the fire. The fire extinguishers located in the common areas at Cottonwood Corporate Center are multipurpose dry chemical extinguishers that are suitable for all types of fires. Each tenant is responsible for supplying and annually inspecting the required number of fire extinguishers within their suite. One fire extinguisher is required for every 1,500 square feet and they must be within a 75’ distance of each other. For your convenience, building management contracts with a certified state inspection firm to complete the required inspections each year. If your firm elects to utilize this contractor, management will be glad to schedule an inspection and bill your firm for the inspection fees. Advance notification of this service will be forwarded to all tenants prior to the inspector’s arrival. Also, fire extinguishers for the buildings common areas are maintained in the building stairwells and lobby areas. Please familiarize yourself with locations of fire extinguishers in case of emergency. Emergency Procedures: Flooding In the event of a flood that may cause damage to tenant property or affect the normal operation of the building, designated tenant representatives will be contacted by Building Management personnel, regardless of the time of day. The first priority is to ensure that no personal injury occurs as the result of a flood. The second priority is to discover the cause and prevent or minimize additional flooding. Once the flooding has been contained, clean-up operations will be commenced. Tenants will need to contact their insurance carrier for any damage to their property. Emergency Procedures: Homeland Security Cottonwood Corporate Center recommends that each tenant have an emergency action plan in place to help their employees prepare for, and react quickly to, a regional emergency, including terrorist attacks. Click on the links below to access a variety of resources that aid in preparing for a regional emergency. Department of Homeland Security http://www.dhs.gov/dhspublic Federal Emergency Management Association http://fema.gov/ American Red Cross http://www.redcross.org/ Center for Diseases Control and Prevention Emergency Preparedness and Response http://www.bt.cdc.gov/ Local media outlets will provide important information during an emergency situation. Emergency Procedures: Power Failure In the event of power failure within your office, please call the Management Office at 801-930-6200 and report the outage. Should the entire building experience a power failure, please be assured that the management staff will be working diligently with Utah Power and Light to determine the cause and to restore power to the building. The building is equipped with an emergency generator that is capable of supplying power to limited building circuitry. Elevator service, lighting and other services are significantly reduced under emergency conditions. In the event of a power failure at the building: The building’s emergency generator will automatically be activated. The generator power will provide resources to operate the following: Limited emergency lights in the building stairwells, lobbies, corridors, and in most suites. One of the elevators. The building’s life safety system which includes the fire system. Management will make periodic announcements concerning the power failure via the telephone and/or by one-on-one communications with a representative of your firm. There is no immediate danger in the event of a power failure. The buildings are equipped with emergency lighting systems which will adequately illuminate stairwells, lobbies, and corridors. Emergency lights are also provided in each elevator cab. When a power failure occurs, all elevators will temporarily stop operation and then proceed to the ground floor lobbies. Building Management Staff will do the following during a power failure: Initiate contact with Utah Power to report the outage and to obtain information pertaining to the cause of the outage and the estimated time until the power will be restored. Management will be in continuous communication with Utah Power until power is restored. Check all elevators for possible entrapments. Individuals inside the elevator cabs during an outage will possibly be detained until the emergency generator is active and the elevator is recalled to the first floor. Provide periodic announcements via the telephone and/or visiting in person with a representative of your firm. Assess the need for a full building evacuation and shutdown should a power failure be expected for a long period of time. A building evacuation may occur if power has not been restored to the building within a reasonable amount of time. If a building evacuation should occur, the building will be closed to all tenants and their visitors for safety and security concerns. Signs indicating the status of the building closure will be posted on the front, east, and west entry doors of the building. Emergency Procedures: Severe Weather When severe weather conditions become apparent, the U.S. Weather Bureau describes conditions by two (2) classifications, a Watch or a Warning. This applies to the reporting of severe thunderstorms, the approach of weather conditions favoring the formation of tornadoes, a hurricane condition, a winter storm condition, etc. A Watch becomes effective when atmospheric conditions are present that can produce the particular weather phenomenon. A Warning means that the weather condition has been spotted and prompt action must be taken to enhance safety. Except in very rare circumstances, the decision to evacuate the building based on the above weather reports will not be made by Building Management, but rather by each Tenant Company. However, in the event these conditions do exist, the following guidelines should adhered to: Move away from outside windows. If the windows in your offices are supplied with blinds, close the blinds (this will provide protection from broken glass). Do not panic. If evacuated, lock all desk drawers and take all items of value with you. If evacuated, use a route that is in the building interior and stay away from large expanses of glass and windows. Use the stairwells rather than the elevators. If evacuated, do not return to your office until advised to do so. Emergency Procedures: Toxic Hazards If there is a toxic spill or exposure, proceed immediately to an area where you are no longer exposed. Call 911. Provide the building’s address, your floor and phone number, and also what type of spill has occurred. Take appropriate action to contain the hazard; close doors behind you, and always follow all safety procedures when working with toxic materials. Introduction: Welcome The tenant information provided in this Electronic Tenant Handbook is meant to provide you with a better understanding of Cottonwood Corporate Center and to facilitate your company’s operations. There is a great deal of information contained within this handbook; take the time to familiarize yourself with this handbook and it will become a valuable resource for you and your company. Please note that the Building Management Office is available to help in any way possible. Your first call for any problem or question can always be directed to the Building Management Office, and we will assist you from there. Every attempt has been made to provide current and accurate information in this handbook, but it is possible that some items will change over time. The Building Management Office will promptly notify you of any such changes. Please feel free to contact the Building Management Office with any questions you may have. We are here to serve you. Welcome to Cottonwood Corporate Center a premier CommonWealth Partners property. Introduction: About CommonWealth Partners CommonWealth Partners was founded in 1995 by senior members of a diversified development and operating team that had worked together for 15 years. Together they developed over 20 million square feet of large-scale, premier-quality office and mixed-use projects that set new standards of excellence in serving the needs of corporations, professional firms and financial institutions. CommonWealth Partners has been successful in establishing strong tenant relationships: we believe that the tenant-landlord relationship is a partnership that benefits from an owner-operator approach. In other words, the owner-operator (and not a third party) is in the best position to control property management services. Managing the properties we own results in both cost-efficiency and superior tenant service. CWP operates based on the belief that our customers demand not only high quality office space but also a broad range of services to support and enhance their core business operations. CWP strives to understand our customers’ businesses, and to work cooperatively with them to provide targeted building amenities and service programsâprograms that will serve their needs and enhance their productivity, as well as meticulously maintain the physical foundation of each asset. For more information on CommonWealth Partners, access www.commonwealth-partners.com Introduction: About Cottonwood Corporate Center Cottonwood Corporate Center, located at the mouth of Big Cottonwood Canyon, is one of Salt Lake City's most prestigious office locations. Designed by GSBS Architects, the property boasts spectacular views of both the canyon and the Salt Lake Valley. Nestled at the foot of the Wasatch Mountains, the four-building Class A suburban office campus offers views of nearly the entire Salt Lake Valley. With easy access to I-215 freeway, the campus is just 20-minutes away from downtown Salt Lake City, Park City and the Salt Lake International Airport. Cottonwood Corporate Center's proximity to four ski resorts, several premier hotels, and many popular dining options makes it an ideal location for work and play. Introduction: Operating Instructions Navigation You move through The Electronic Tenant Handbook just as you would a traditional Internet site. It’s as simple as pointing and clicking. The main page features a Table of Contents that provides links to each Chapter. Upon entering a Chapter, you will find links to the specific information provided in that chapter’s Sub-Sections. You may return to the Table of Contents or Chapter Overview at any time by clicking the clearly labeled link on every page. Special Features This Electronic Tenant® Handbook has special features, such as a Maintenance Request System and Search engine. In order to take advantage of these useful features, you must have Adobe Acrobat Reader installed on your computer. This software is free and easy to use, and can be obtained by clicking here. Updates The Electronic Tenant Handbook is updated on a regular basis, so please be sure to periodically check for updates and new information. In order to keep you abreast of your property’s operations, we have included a monthly Building Calendar and Announcement Board. Here, you will find information regarding scheduled maintenance and events taking place at the property. If you are having trouble accessing the Electronic Tenant Handbook or need assistance, please e-mail or call the Management Office. Policies and Procedures: Automobile Accidents On Property Automobile accidents that occur on the property should be reported to the Management Office. Persons involved in an accident are encouraged to contact the local authorities and their insurance providers. The Salt Lake Sheriff’s Department will most likely not be dispatched to an automobile accident on private property unless a bodily injury has occurred. Policies and Procedures: Building Rules To maintain a first-class office environment and serve the collective interests of all tenants in the building, tenants and visitors are required to comply with these Rules and Regulations. A summary of the more important rules are listed below. No burning candles or using heaters in office suites; these are extreme fire hazards. No signage, placards, pictures, decorations, names, advertisements, or notices are allowed to be installed in windows that are visible from the exterior of the office. All visible signage must be pre-approved by the Management Office. No birds or animals, except seeing-eye dogs are allowed in the building. No skateboards, rollerblades, or other vehicles are allowed in the building. If you have spilled something on the floor, either the carpeting or hard surface, please notify the management office and they will send the day porters to clean up the spill. This will help prevent slips and falls and prevent stains. Policies and Procedures: Construction/Alterations & Remodeling All construction, alterations, remodeling, building fixture repairs, etc. must be authorized by the Management Office. Plans showing proposed modifications must be submitted to the Management Office for review and approval prior to commencement of any work. The Management Office maintains a list of qualified/preferred vendors. Work by unauthorized contractors is strictly prohibited. All vendors/contractors must submit proof of liability insurance before beginning any type of work. Please click here to see a list of those insurance requirements. Policies and Procedures: Insurance Requirements Providing the Landlord with a valid Certificate of Insurance is a provision of your firm’s Lease Agreement. Please insure that your firm provides and maintains a current original certificate in the Management Office. The required certificate information can be found on the Tenant Certificate of Insurance Requirements found in the Forms section of this handbook. Policies and Procedures: Moving Please notify the Management Office to schedule any specific moving-in or moving-out of any large furniture and/or equipment. We will need to schedule the date and time to avoid conflicts with the loading area, and we will need to pad the elevators and protect the elevator flooring. The Management Office will need to know the name of the moving company you are planning to use. In addition, it will be best if your movers become familiar with the loading area and elevator facilities in order to anticipate any problems. Please have the movers protect all the flooring in the building to prevent abrasion and breaking under heavy loads as they are moving. You will be held responsible for any damage to the building or its surroundings caused by movers or employees during the move-in or move-out of any items. Policies and Procedures: Parking There is not parking allowed in the front circle entrance of the building. Please remind all of your customers, visitors, and vendors of this policy. Convenient parking for employees and customers is essential for your business success. Please check with your office manager for any assigned parking stalls you may have. All office employees must park in assigned or designated spaces or in the buildings parking structure. The one-hour visitor parking stalls in front of the office building are provided for visitors only and should not be utilized by tenants. Please report suspicious vehicles to the Management Office. DO NOT take it upon yourself to call the towing company, as you will be solely responsible for the ramifications of any towing disputes or towing damage to the vehicle. Do not leave any valuables including purses, cell phones, sunglasses, stereo faceplates, etc. in your vehicle. Keep all valuables out of site or carry them with you to your office suite. We will not be responsible for lost or stolen articles. PARKING VIOLATIONS In order to provide ample parking to visitors of the building and to maintain an orderly parking garage, Building Management adheres to strict parking policies. Tenants will be issued citations for parking in visitor parking, in unauthorized reserved spaces, in two spaces, blocking entrances, etc. Violators will be subject to a notice, wheel lock, fines and/or towing. Policies and Procedures: Smoking Smoking is not permitted within the building, in any common area, or at any entrance into the building per City Ordinances. Violations will be taken seriously. For your convenience, a permanent smoking area is located on the east side of the 2795 East Building. Seating and ash trays are available. Policies and Procedures: Tenant Function Guidelines If your firm is planning a tenant function (party, reception, fun raiser, etc.) please notify the Management Office in advance. The Management Office maintains certain policies and procedures to help coordinate the event, limit liabilities, and ensure the safety of all tenants and guests. The Management Office may ask for the following information: date of event, time, number of guests, and presence of alcohol, parking requirements, service elevator use, janitorial needs, and a certificate of insurance. An executed Waiver of Liability will also be required prior to the proposed function. Policies and Procedures: Tenant Manuals Please click on the links below for the Tenant Manual 2755 Tenant Manual 2795 Tenant Manual 2825 Tenant Manual 2855 Tenant Manual Sustainability: Overview CommonWealth Partners is dedicated to minimizing our environmental impact and creating efficient, healthy and productive working spaces. Our Sustainability Policies and Programs are an integral part of the day-to-day operations at this property. These policies serve to maximize the efficiencies of our property management practices, minimize the environmental impact of building operations, and reduce operating expenses. As a tenant, you do not have to abide by these policies but in so doing, your participation helps us: 1. Have a positive and sustainable impact on our community 2. Create a healthier working environment for our tenants Sustainability: Corporate Sustainability For more information about our sustainability programs, please visit our Corporate Sustainability website. Sustainability: Sustainability Policies and Procedures Your go-to source for specific procedures, tenant guidelines or forms related to sustainability, including the Green Office Guide, Green Tenant Improvement Guide, Smoking Policy, and the Sustainable Purchasing Policy. Green Office Guide: The Green Office Guide provides simple, low-cost behavior strategies, best practices, and resources our tenants can use to create a green office. This guide is a starting place for you to learn more about the benefits of green buildings and inspire you to explore the many ways you can join us in providing a healthy work environment for your employees and be a positive image as a leader in sustainability. For further details, please refer to the Green Office Guide PDF. Green Tenant Improvement Guide: The Green Tenant Improvement Guide serves to educate you, the tenant, about a variety of strategies you can use to green your interior space. This handbook will show you how greening your tenant space can result in employee health and productivity. For more specific tips on tenant improvements, please refer to the Green Tenant Improvement Guide PDF. Smoking Policy:This policy is intended to prevent or minimize exposure of building occupants, indoor surfaces and systems to environmental tobacco smoke (ETS). Smoking Policy PDF Sustainable Purchasing Policy: The goal of the Sustainable Purchasing Policy is to reduce the negative environmental impacts of materials and supplies purchased, and to provide guidance toward responsible management practices. Sustainable Purchasing Policy PDF Waste Management Policy: The goal for this policy is to reduce the amount of waste and toxins hauled to and disposed of in landfills by recycling. You qualify for the MRP2 Prerequisite just by having this policy in place. The goal is to reuse, recycle, or compost at least 50% of ongoing consumable goods and reuse or recycle 75% of durable goods, recycle 100% of batteries and mercury containing lamps. Waste Management Policy PDF Sustainability: Energy Conservation As tenants, you have the biggest impact in reducing your building’s operating costs and saving energy. You can do your part by following a few simple energy conservation measures and educating your employees about the importance of using energy wisely. Here are some examples on things you and your employees can do right now to lower energy costs: Have task lighting at individual workstations Install lighting occupancy sensors to automatically turn off lights Install power strips or smart strips to eliminate vampire loads & switch power off when not in use Turn off equipment, computers, printers, TVs, power strips and lights when leaving office Install ENERGY STAR Equipment Find additional strategies in our Green Office Guide. Sustainability: Recycling Program CommonWealth Partners fully supports waste reduction at this property. Our recycling program has a goal of recovering and recycling over 75% of the total waste that is generated at this site. Through this program, we want to educate you on how to reduce waste. Contact the Property Management Office to obtain recycling containers that are available for your space. Here are a few strategies you can implement now that will help toward this effort: Print media and marketing materials on recycled and FSC certified paper Properly dispose of furniture and office equipment (Donate and/or Recycle) Refill toner and printer cartridges For external printing, request soy vegetable based ink Print media and marketing materials on recycled and FSC certified paper Each desk, printer & kitchen has recycling/trash can set Cancel unwanted paper publications and subscriptions or register for e-newsletters Replace paper towels for hand dryers Find additional strategies in our Green Office Guide. Sustainability: E-Waste Recycling All of CommonWealth’s properties participate in an annual E-waste event that typically takes place during Earth Day week in April. Please contact the Property Management Office for the next scheduled E-waste event or to make a special request for pickup. Sustainability: Transportation Program Transportation programs to encourage carpooling, use of public transit and minimizing unnecessary travel can lower employee costs and reduce greenhouse gas emissions to benefit local communities. Some strategies for alternative transportation and sustainable commuting behavior include: Have an Alternative Commuting Transportation Program in place Perform an alternative transportation employee survey Provide transit fare reimbursement for employee commutes Use teleconferences and videoconferences to reduce travel Find additional strategies in our Green Office Guide. Sustainability: Indoor Air Quality Reporting OCCUPANT COMPLAINTS: Commonwealth has a comprehensive Indoor Air Quality program in place. If you have a complaint: Contact your Office Manager (tenant representative). The Office Manager should submit an online work order and an on-site staff member will be dispatched to follow up with it. Property Management will ensure that appropriate action is taken to mitigate the issue. Resolution is reported to the Office Manager.
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