Download Chase Tower Indy Electronic Tenant® Portal PDF

Download Chase Tower Indy Electronic Tenant® Portal PDF
Chase Tower Indy
Electronic TenantВ® Portal
Created on November 25, 2014
Building Operations: Introduction
Providing excellent service to you is our primary goal. Through frequent inspection of the property and
careful management of the building's resources and personnel, our intent is to promptly and courteously
respond to your needs and operate the building in a manner that exceeds your expectations. Therefore, we
request your assistance by notifying us of any situation or condition that you feel requires attention by
calling 317-236-0048 or visiting our website www.chasetowerindy.com.
Building Operations: Building Maintenance
For your convenience Building Management offers several routes to enter and track service requests. The
link below will direct you to the Chase Tower Corrigo work order system:
1. Click the following link:
www.reitmr.corrigo.com
2. Enter your Username and Password
3. Choose the action or request you would like to have completed
Note: You may also reach the Corrigo work order system through the Chase Tower Building website at
www.chasetowerindy.com.
Choose the Tenant Resources tab. Please contact the Management Office to change/add a person’s login.
Submitting a request on-line is the most efficient method and will allow self-service work order entry, status
checking and the ability to review work order history on-line. We strongly encourage you to submit requests
electronically. If you would like to learn more about how to make and manage your service requests
electronically, please contact the Management Office for details.
Once a service request has been received, the management staff will address the problem as soon as
possible and, if applicable, send an invoice for the completed service request, if approval prior to performing
the work.
Please direct all service requests to the Management Office rather than maintenance personnel. This
procedure helps the management staff keep track of your requests and ensure that they are resolved in a
timely fashion.
Building Operations: Building Management
REIT Management & Research
111 Monument Circle, Suite 222
Indianapolis, IN 46204
Phone: (317) 236-0048 Fax: (317) 266-3464
Office Hours: 8 a.m. – 5 p.m., Monday thru Friday
Engineers are on call 24 hours a day, seven days a week for building emergencies.
Chase Tower offers a variety of services and conveniences. Please direct all requests and questions
concerning the building to the Management Office at the above number.
Title
Name
General Manager
Jeff Reynolds
Assistant Property Manager Julie Biggs
E-mail
[email protected]
[email protected]
Tenant Service Coordinator Vera Long
Chief Engineer
Robert Farnsworth [email protected]
Building Operations: Green Operations/Recycling
Tenants can assist in the building efforts to reduce building operating costs through energy conservation.
Please make a special effort to educate your employees about the importance of using energy wisely.
Following are examples of how your employees can help in the building efforts to reduce energy costs:
Window treatments should be closed during those times when there is direct sun (including weekends).
Employees should be reminded to turn off all lights, computers, copiers, etc., when not in use or before
leaving for the evening or weekend.
Print on both the front and the back of printed pages.
Purchase recycled paper and other office supplies.
Recycle used ink cartridges, batteries and office equipment appropriately.
It is also important that all building employees follow the instructions regarding what can be recycled and
what needs to be discarded in the standard waste containers. See below the approved recycling list:
Yes: (Items to Recycle)
Office Paper
Envelopes
Newspapers
Magazines
Junk Mail
Cardboard (shipping/pizza boxes)
File Folders
Soda Cans
Soup and Food Cans
Plastic Soda and Water Bottles,
minus caps
Milk Jugs and Detergent Bottles
All household plastics marked 1-7
(look for the recycle symbol with
the number)
No: (Items that cannot be recycled)
Food
Wet Paper
Glass
Food Stained Paper
Food Stained Cardboard
Wet Cardboard
Bottle Tops
Aerosol Cans
Paint or Chemicals
Biohazard Materials
Styrofoam
Packing Peanuts
Carbon Paper
Wax Coated Products (such as
soda/coffee cups)
Paper Towels
Please note:
Containers and soft drink cans must be completely empty
No Food Allowed. All food must be rinsed from containers
No soda cups can be recycled due to wax coating
Bottle caps must be removed before recycling the plastic bottle
Break down all large items to maximize space
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
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
Certain services are not provided on weekends and the holidays listed above. Please contact the
Management Office at least 48 hours in advance, should you require any cleaning, heating, air conditioning
or other special services on any of the above holidays. Tenants will be charged a nominal fee for building
services on the above holidays.
Building Operations: Leasing
The leasing company for Chase Tower is Jones Lang LaSalle located at 8900 Keystone Crossing, Suite
1150. The main phone number is (317) 810-7000. The main fax number is (317) 810-7001. Listed below is
the contact information for the authorized representatives.
Title
Executive Vice
President
Vice President
Name
Phone Number
E-mail
John Robinson (317) 810-7172 [email protected]
Adam
Broderick
(317) 810-7178 [email protected]
Building Operations: Rental Payments
Rent should be paid by the first day of each calendar month during the term of the lease.
The rental payment address for checks sent to the new owner via regular U.S. mail is:
CW Monument Circle, Inc.
PO Box 846002
Boston, MA 02284-6002
Tax ID 46-0622710
The rental payment address for check sent to the new owner via overnight mail is:
CW Monument Circle, Inc.
Citizens Bank
Lockbox Department MMF250
20 Cabot Road
Medford, MA 02155
Building Security: Overview
Security plays an extremely important role in the overall operation of the building. Good security protects the
building against carelessness, negligence, malicious mischief, theft, safety hazards, sabotage and fire.
Access to the building is available 24 hours a day, seven days a week, by access card. Regular hours are
from 7:00 a.m. to 6:00 p.m. Monday through Friday and 7:00 a.m. to 1:00 p.m. on Saturdays. Entry to the
building at times other than these requires you to use your valid access card to gain admittance to the
building and to allow elevator access to your floor.
On occasion, the Building Management may be required to escort an unwanted visitor from the building or
to investigate a theft. The inconvenience caused by these situation can be minimized if the procedures
above and on the following pages are observed.
Building Security: After Hours Access
In special cases when you have vendors or contractors coming in after hours or on the weekends, you must
submit to the Management Office a notice stating the name of the company and the individual who will be
coming and the approximate time they will arrive. Also give a brief description of the purpose of the visit.
Request that the individual(s) have some form of identification to present to security upon arrival.
Building Security: Building Access
Please provide the Management Office with a list of the names and phone numbers of at least three
individuals who may be called to authorize admittance into the building for an employee or visitor who does
not have appropriate security access identification. These individuals would also be contacted in the event
of an emergency.
Building Security: Deliveries
All large deliveries must be scheduled in advance through the Management Office. Please be prepared to
provide the moving companies name, time of arrival, floors they will need access to and any other contact
information. It is also your responsibility to ensure vendors have provided the proper certificates of
insurance to the Building Management.
Building Security: General Office Security
You may choose to unlock or lock your suite entrances during normal business hours. Although we try to
maintain a secure working environment, many people enter the building every day, and we cannot
guarantee complete safety. You can take several preventive measures to keep your area more secure. For
example:
Lock all doors when leaving your suite unattended. Instruct employees to keep valuables and
personal property in secured areas (locked desks, file cabinets or closets) when leaving their areas
unattended.
Always keep safes, vaults, strongboxes or similar devices locked, particularly when unattended. Do
not divulge combinations of safes or vaults or leave combinations where they can be found or easily
deciphered.
Record serial numbers of all valuable office equipment. If anything is stolen or missing, a record of
serial numbers will aid in the recovery of the items.
AFTER BUSINESS HOURS SECURITY
After normal business hours, please make sure that all entry doors to your suite are closed and locked.
Do not allow anyone to follow you into the building after normal business hours. If you encounter someone
having problems gaining entrance into the building, do not let them in. Instead, contact Security.
The Management Office recommends that you keep all valuables and personal property locked up during
non-business hours.
PREVENTION
To reduce crime, emphasis should be placed on preventive rather than reactive measures. Preventive
measures against office thefts and crimes against persons can best be achieved through the individual
efforts of each employee.
All suspicious or criminal activities should be reported immediately, first to the police department and then to
the Management Office.
Building Security: Key, Lock and Card Access Policy
Keys and Locks:
Tenants shall not place any lock(s) on any door in the Premises or Building without Landlord’s prior written
consent, which consent shall not be unreasonably withheld, and Landlord shall have the right to retain at all
times and to use keys or other access codes or devices to all locks within and into the Premises. A
reasonable number of keys to the locks on the entry doors in the Premises shall be furnished by Landlord to
Tenant at Tenant’s cost, and Tenant shall not make any duplicate keys. All keys shall be returned to
Landlord at the expiration or early termination of their Lease. Key and lock requests can be submitted via
the work order system or by contacting the Management Office. There is a nominal charge to the tenant for
keys and lock changes.
Card Access:
New Employees:
New Employees of the building will be issued an Access Card upon the submission of a work request via
Corrigo. This card will then give you access afterhours to the building and onto your floor. You will only have
access during the time that your company has approved on the work request.
You must bring your access card each time you enter or exit the building after hours. After-hour access
readers are located at the Ohio Street, Monument Circle, Wabash Street or Scioto Alley entry and exit
doors. The access readers are located on the building exterior wall by each door. On these readers there is
a small box with a red light. Hold your card in front of the light and it will turn green and the reader will beep,
showing that access into the door has been permitted.
There are also card readers in the elevators, which secure the tenant floors after hours. To access your
floor, hold your access card in front of the light located to the passenger’s right in the elevator cab. The light
will turn green and the reader will beep, press the number of the floor you would like access to. If the floor
indicator button lights then access to your floor has been permitted.
Card Access - New Employees (Continued)
If access to the building or a floor is authorized and in the system and your card does not work two
consecutive times, please bring your card to the Management Office or Security Office with full details as to
the problem with the card. Your card will then be reprogrammed or a new one will be issued.
Please take care of your card. Keep it out of direct sunlight for long periods of time. If you card is either lost
or stolen there will be a $25.00 replacement fee.
Terminated Employees:
Anytime an employee is terminated from your company please notify the Management Office either by
calling or placing a work request via Corrigo.
Building Security: Lost and Found
Please report any lost or found items to the Management Office.
Building Security: Property Removal
To remove property, please complete the property removal pass, located in the forms section of this
handbook, have your supervisor sign it and provide it to security upon leaving with the property. If there are
questions about removing property from the building, please contact the Management Office.
Building Security: Solicitation and Loitering
Canvassing, soliciting, peddling and loitering are not allowed anywhere on the property. If you are
approached by a solicitor of any kind, or if you observe an individual engaged in such activities, contact the
Management Office as soon as possible.
Building Services: Building Signage and Directory
All signage being displayed outside your suite must be coordinated through the Management Office. If you
wish to display a sign or notice in any public area of the building, prior written approval from the
Management Office is required.
Building Services: Cleaning
Cleaning service is provided five nights a week, Monday through Friday. Carpets will be vacuumed,
unobstructed surfaces dusted, and trash will be emptied. If trash that is to be disposed of is not in
wastebaskets, then please inform the cleaning personnel by leaving a trash sticker, provided by
housekeeping on the article to be disposed of. Please DO NOT leave items that are not trash on top or near
wastebaskets that might be misconstrued as garbage. If you have special cleaning needs, such as carpet
shampooing, then contact the Building Management Office at (317) 236-0048. Special cleaning services
can be arranged at tenant expense.
If a small cleaning problem should arise during working hours, please contact the Building Management.
If you have any questions or comments regarding the cleaning services, please notify the Building
Management’s Office.
Building Services: Elevators
Tower
Twenty-one (21) high speed computer controlled passenger elevator cabs servicing the low, mid and
high-rise floors, travel at speeds of up to 1,000 feet per minute and are capable of giving tenants constant
response time in less than thirty (30) seconds. One (1) dedicated service elevator and two (2) escalators
service the retail areas and provide a connection to the Circle Building.
Circle Building
Four (4) renovated passenger elevator cabs servicing the garage level to the building's top floor. One (1)
dedicated service elevator and two (2) lobby escalators, which service the retail areas and provide a
connection to the Tower.
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.
Listed below are the forms we have in our possession. Please review this list and supply us with any
additional forms for inclusion in the Handbook.
Bomb Threat Report Form
Contractor and Vendor Rules and Regulations
Conference Room Reservation Form
Conference Room Configurations
Emergency Tenant Contact Form
Lobby Usage Agreement
Art Wall Agreement
Property Removal Pass
Building Services: HVAC
Heating, Ventilation and Air Conditioning (HVAC) systems in the building typically operate Monday through
Friday during normal business hours. If at any time during working hours you desire adjustment to the
temperature within your suite, electronically submit a work order or contact the Management Office for
assistance. To avoid damage and minimize delays, please do not adjust thermostats. In addition, we
suggest that you keep blinds closed when in direct sunlight. Keeping blinds closed at night and over the
weekend will help maintain a more constant temperature in your suite.
HVAC services after business hours are available upon request and can be scheduled by submitting a
service request on-line or by contacting the Management Office. There will be a charge for after-hours
HVAC service.
Building Services: Mail Service
Your mailing address is:
Your Firm Name (or individual name)
Chase Tower or Chase Tower /Circle Building (Depending on the building you are located)
111 Monument Circle, Your Suite Number
Indianapolis, IN 46204
Building Services: Maintenance Requests
For your convenience Building Management offers several routes to enter and track service requests. The
link below will direct you to the Chase Tower Corrigo work order system:
1. Click the following link:
www.reitmr.corrigo.com
2. Enter your username and password
3. Choose the action or request you would like to have completed
Note: You may also reach the Corrigo work order system through the Chase Tower Building website at
www.chasetowerindy.com.
Choose the Tenant Resources tab. Please contact the Management Office to change/add a person’s login.
Submitting a request on-line is the most efficient method and will allow self-service work order entry, status
checking and the ability to review work order history on-line. We strongly encourage you to submit requests
electronically. If you would like to learn more about how to make and manage your service requests
electronically, please contact the Management Office for details.
Once a service request has been received, the management staff will address the problem as soon as
possible and, if applicable, send an invoice for the completed service request. If approval prior to performing
the work.
Please direct all service requests to the Management Office rather than to maintenance personnel. This
procedure helps the management staff keep track of your requests and ensure that they are resolved in a
timely fashion.
Building Services: Storage
If you require additional storage space, please contact the Management Office for availability.
Building Services: Tenant Functions and Guidelines
If you are planning a function (e.g. party, reception), please notify the Management Office at least two
weeks in advance. The Management Office maintains certain policies and procedures that assist in
coordinating events and limiting liability of the building. The Management Office may ask for the following:
date and time of event, number of guests, presence of alcohol, parking requirements, overtime HVAC
requirements, service elevator use, janitorial needs, security requirements, and certificates of insurance. A
function may not be held in the common areas or on the building grounds without prior management
approval.
Building Services: Trash Removal
Normal building trash removal is provided as a standard building service. Large-scale debris, such as that
following construction or minor renovations is your responsibility as the tenant. For disposal of debris and
boxes for a nominal fee, please contact the Management Office. In addition, you as the tenant are
responsible for the removal of all medical, infectious or hazardous waste from the premises, including any
needles, syringes and other articles or substances classified as medical, infectious or hazardous waste by
law. Any such removal must be approved by REIT Management & Research and performed in compliance
with applicable law.
Emergency Procedures: Introduction
Emergencies happen – the Chicago fire, the Oklahoma City bombing, the San Francisco earthquake, are all
evidence that emergencies can and do impact the workplace. Although they are unplanned and unwanted, it
is everyone’s responsibility to be prepared for them. These Emergency Procedures contain the information
you need to be prepared for an emergency. Everyone who works in this building must read and be familiar
with these procedures. We recommend that these procedures be distributed to all employees and posted in
a lunchroom or other common area.
In some cities, the local code requires specific fire life safety training, and may provide a time frame in which
the training must be received. This guide does not supersede local code. Please adhere to local code
requirements and in the absence of code, follow these guidelines.
If you have any questions about the procedures and plans in this Guide, please contact the Management
Office.
Floor
Wardens
Suite
Monitors
Searchers
Special
Assistants
Manages the
evacuation of the
assigned suite and
common areas of
the floor.
Appointed by the
tenant.
Is also the Suite
Monitor for the
assigned suite.
Manages the
evacuation of the
assigned suite.
Appointed by each
tenant for each
suite.
Ensures no one is
left behind.
Appointed by the
tenant for each
suite.
Appointed by the
Floor Warden for
common areas.
Aids person
requiring special
assistance.
Appointed by the
tenant for each floor.
Organizes and directs the Tenant Emergency
Response Team for the assigned suite and common
areas of the floor.
Keeps the Emergency Person In Charge (EPIC)
informed of absences of Tenant Emergency
Response Team members who are responsible for
common areas.
Ensures all common areas on their assigned floor
are evacuated.
Organizes and directs the Tenant Emergency
Response Team for the assigned suite.
Keeps property team informed of any change to the
list of individuals requiring special assistance, as
well as any absences or changes of the Tenant
Emergency Response Team for their suite.
Searches and evacuates all rooms in the assigned
suite.
Searches and evacuates common areas on the
assigned floor.
Informs the Suite Monitor when assigned area is
fully evacuated.
Ensures that those needing special assistance are
evacuated safely.
Two Special Assistants are required for every
individual requiring assistance.
Emergency Procedures: Bomb Threat
GENERAL INFORMATION
The success of the building’s preventive strategy requires the full cooperation of all tenants. All suspicious
individuals, activities, articles, packages, or situations should be reported to the Management Office
immediately. We depend on your eyes and ears to help keep the building safe.
Generally most bomb threats are false. They are intended to disrupt operations and cause confusion. If a
bomb is intended to kill, injure, and destroy there is typically no advance warning, as that would defeat the
purpose. Regardless, every threat should be taken seriously until proven otherwise.
PROCEDURE
IF YOU RECEIVE A BOMB THREAT OVER THE TELEPHONE:
1. Keep the person talking as long as possible.
2. As you are speaking with the caller, record the information received on the attached Bomb Threat
Report Form located at the end of this section. Note the characteristics of the caller such as gender,
tone of voice, age, accents, and background noises. Keep a copy of the report form in the main
reception/telephone area for easy access. Review the form with your staff and ask them to use it, if
necessary.
3. At the end of the call, dial *69 and record any number provided by the service.
4. Call 911 or the local emergency number.
5. Provide the dispatcher with the following information:
Name
Type of Emergency
Company Name
Physical Building Address [not building name]
Floor and Suite Number
Telephone Number
Any information from the Bomb Threat Report Form (located at the end of this section)
6. Listen to the dispatcher for any additional instructions before hanging up.
7. Call the Management Office.
CONDUCTING A SEARCH
1. If the caller states or implies that a bomb is in a particular suite, be aware that the individuals working
in that suite will be called upon to conduct a search of their area. These individuals are the best
people to determine whether something doesn’t belong or if something has been moved, or is out of
place.
2. Each tenant should develop and maintain a search plan for their office suite. There should be two
Searchers per team. If the suite is large, divide it into quadrants and permanently assign searchers
to a specific quadrant.
3. Conduct your search by assessing the room utilizing the following method:
Search from floor to waist level
Then search from waist to chin level
Then search from chin to ceiling level
4. Keep a written record of the rooms searched and the results.
5. If a device is found, do not touch it:
Isolation – isolate the object
Evacuation – evacuate the area
Notification – notify the authorities
6. If the caller states or implies that a bomb is in a common area of the building, the property team will
conduct the search.
7. Local authorities generally respond to the building to simply take a report if an unidentified or
suspicious article is not found. In turn, if an article is found, the bomb squad is generally called by the
police department.
Emergency Procedures: Chemical, Biological, Or Radiological Event
GENERAL INFORMATION
There is a heightened awareness of the emerging threat of terrorism by unconventional weapons. The most
dangerous forms of these weapons are often the most difficult to manufacture, transport, and weaponize
because they are volatile, difficult to produce and employ. The response to an incident involving CBR
agents is similar to any other incident involving hazardous materials.
PROCEDURE
IF YOU DISCOVER A CBR INCIDENT:
1. Call 911 or the local emergency number.
2. Provide the dispatcher with the following information:
Name
Type of Emergency
Company Name
Physical Building Address [not building name]
Floor and Suite Number
Telephone Number
3. Listen to the dispatcher for any additional instructions before hanging up.
4. Call the Management Office.
5. Remain calm.
Isolate the CBR object, area, and those exposed.
Evacuate the area. Move occupants up wind at least 300 feet away from the contaminated site,
closing doors as you move away.
Notify 911 and the Management Office.
6. A partial or full evacuation may be ordered if the incident is deemed credible, or if mandated by the
local authorities. The Management Office will call each tenant’s primary contact to inform him or her
of the incident.
7. If danger is unsubstantiated, the building may remain open for business. The Management Office will
call each tenant’s primary contact to inform him or her of the incident. It is up to each tenant to
decide whether to evacuate the building or remain open for business. If the building remains open
and your company chooses to close and evacuate the building, please notify the Management Office
so there is a record that your suite is empty. This information will be important if the incident
escalates.
Emergency Procedures: Civil Disturbance
We rely on the local authorities to advise us of protective actions that should be taken during a local
disturbance in or around the property.
Emergency procedures may include one or more of the following:
Partial building evacuation
Securing entry to the building
Securing all stairwells
Securing elevators on a given floor
Restricted access
In the event of a civil disturbance, tenants may be asked to remain in the building under advisement from the
Emergency Person In Charge (EPIC) or law enforcement agencies until the disturbance is under control.
Emergency Procedures: Earthquake
GENERAL INFORMATION
In the event of an earthquake, DO NOT ATTEMPT TO LEAVE THE BUILDING. Reports indicate that you
are safer within a building until the tremors subside to avoid falling debris and downed power lines. If
evacuation is necessary, know where the locations of possible safe refuge areas are located outside and
away from the building. Have a plan for reuniting with your family. Have a predetermined out-of-state
person for your family members to contact.
PROCEDURE
DURING
1. Remain calm. Do not exit the building. DO NOT USE ELEVATORS.
2. Move away from the perimeter of the building. Stay away from windows, bookcases, filing cabinets
and any objects that may fall or shatter.
3. Take cover under a desk or another sturdy object, in a corner or against the wall in the core of the
building. Protect your head and body with your arms and legs. DROP, COVER, AND HOLD.
AFTER
1. Be prepared for aftershocks.
2. Check for injured and assist if possible. Do not move a seriously injured person unless they are in
immediate danger. Call 911 and notify the Management Office of injuries. [See the Medical
Emergencies section of this Guide].
3. Check for fires, gas and water leaks and electrical shorts. DO NOT use matches, cigarette lighters or
turn on electrical switches or appliances. If you smell gas, call 911 immediately, and then call the
Management Office.
4. Open doors carefully. Watch for falling debris.
5. Stay away from windows/glassed areas.
6. Replace telephone receivers in case the telephone system works. Use telephones for emergency
calls ONLY.
7. Listen to the radio for emergency reports.
8. Do not spread rumors regarding the building condition, extent of damage and injuries. This may
cause a panic.
9. Report all damages to the Management Office as soon as possible.
10. Notify the Management Office if your company chooses to close and leave the building.
Emergency Procedures: Elevator Malfunction
If you are in the elevator and it stops for no apparent reason remember to remain calm. Pressing the
emergency button within the cab will alert Building Security that the elevator is malfunctioning. The cab
number will be identified. The Security Officer will establish two-way communication with elevator occupants
until help has arrived.
In the event of a power outage, one elevator in each elevator bank will continue to operate using the building
emergency power generator. Should an outage occur, elevator lights will remain on, but the car itself will
temporarily cease moving. Security will recall each elevator to the lobby one at a time until all elevator cars
are in the lobby, their doors will open, where they will remain inoperable until the power has been restored.
IN THE EVENT OF A FIRE, ELEVATORS MUST NOT BE USED FOR EVACUATION. USE THE
STAIRWELLS.
Emergency Procedures: Emergency Contacts
All Emergencies
Management Office
After Hours Building Emergency
Number
Local Police Department
Police Department (Emergency)
Fire Department
Area Hospital
Methodist Hospital
Electric Company
Indianapolis Power & Light
Gas Company
Citizen’s Gas Company
Water Company
Indianapolis Water Company
911
(317) 236-0048
(317) 266-3466
(317) 327-3811
911
911
(317) 916-3525
(317) 261-8111
(317) 924-3333
(317)263-6355
Important notes
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
In an emergency that requires building evacuation, time saves lives. Knowing and following the evacuation
plan is one of the most important things you can do to ensure your own safety and that of your co-workers.
It is your firm’s responsibility to assign responsible personnel to assist the property team and be responsible
for controlling the movement of your employees and visitors during a full or partial evacuation of the building.
REIT Management & Research will adhere to Federal, State and Local codes and statues.
The Evacuation Plan includes information on the following topic:
Emergency Response Team Members and Responsibilities
Evacuation Relocation Sites
Emergency Response Training
Evacuation Drills
Emergency Procedures for: -Evacuation – Fire – Medical Emergencies – Power Failure – Bomb
Threats – Chemical, Biological, or Radiological (CBR) Event – Avian Flu - Terrorist Activities – Civil
Disturbance – Workplace Violence – Earthquake – Hurricane and Tropical Storms – Tornado and
Severe Weather
EMERGENCY RESPONSE TEAM POSITIONS AND RESPONSIBILITIES
Each tenant should establish an Emergency Response (ER) Team based on the positions described below.
We understand that no two buildings are alike; therefore, positions can be added to your Evacuation Team,
if necessary to provide ample coverage. In some cases, tenants may want to share responsibilities in
common areas on the floor. Additionally, each tenant is encouraged to establish an afterhours calling tree
for contacting its’ employees in the event of an emergency.
The Emergency Response Team consists of the Emergency Person In Charge, Floor Wardens, Suite
Monitors, Searchers, Special Assistants, Stairwell and Elevator Monitors, and Alternates. It is each
Emergency Response Team member’s responsibility to be familiar with the Plan, the emergency exits, and
then location and operation of any available fire alarm system, equipment, and extinguishers.
The following table outlines the roles and responsibilities of Emergency Response Team members. All of
the following roles are appointed by you, the tenant, with the exception of the Emergency Person In Charge
(EPIC) who is the most senior member of the property team on-site at the time of an emergency.
Evacuation
Team
Member
Emergency
Person In
Charge
(EPIC)
Floor
Wardens
Description
Key Responsibilities
Manages the evacuation of
the entire building; the most
senior property team
member on-site at the time
of emergency (e.g.
Property Manager,
Engineer, Security).
Is subordinate to any local
authorities upon their
arrival; however, the
Emergency Person In
Charge (EPIC) remains in
charge of all JLL obligations.
Manages the evacuation of
the assigned suite and
common areas of the floor.
Appointed by the Tenant.
Is also the Suite Monitor for
the assigned Suite.
Provides overall management/supervision of the
emergency evacuation.
Handles all external (e.g. local authorities) and
internal communications.
Makes all decisions related to building emergencies
and evacuation.
Above all, has the responsibility to protect life and
property.
Organizes and directs the Tenant emergency
Response Team for the assigned suite and common
areas of the floor.
Keeps the Emergency Person In Charge (EPIC)
informed of absences of Tenant Emergency
Response Team Members who are responsible for
common areas.
Ensures all common areas on their assigned Floor
are evacuated.
Suite
Monitors
Manages the evacuation of
the assigned suite.
Appointed by each tenant
for each suite.
Searchers
Ensures no one is left
behind.
Appointed by the tenant for
each suite.
Appointed by Floor Warden
for common areas.
Aid persons requiring
special assistance.
Appointed by the tenant for
each floor.
Special
Assistants
Organizes and directs the Tenant Emergency
Response Team for the assigned suite.
Keeps property team informed of any change to the
list of individuals requiring special assistance, as well
as any absences or changes of the Tenant
Emergency Response Team for their suite.
Searches and evacuates all rooms in the assigned
suite.
Searches and evacuates common areas on the
assigned floor.
Informs the Suite Monitor when assigned area is fully
evacuated.
Ensures that those needing special assistance are
evacuated safely.
Two Special Assistants are required for every
individual requiring assistance.
Evacuation
Team
Description
Key Responsibilities
Member
Stairwell
Manages
Ensures that the stairwell door is not hot to the touch and there
Monitors
stairwell
is no smoke in the stairwell.
evacuation
Monitor #1: Holds the stairwell door, keeps talking to a
inside suites and
minimum, does not allow food and beverages into the stairwell,
common areas.
and ensures those evacuating stay on the right side of the
Appointed by the
stairwell.
tenant for each
Monitor #2: Stand on the stairwell landing to direct traffic flow
suite.
and encourages evacuees to remain calm and quiet.
Appointed by the
Floor Warden for
common areas.
Elevator
Prevents use of
Ensures that no one uses the elevators in an emergency.
Monitors
elevators.
Redirects occupants to stairwells.
Appointed by the
tenant for each
suite.
Appointed by the
Floor Warden for
common areas.
ALTERNATIVES
Sufficient alternatives for each Emergency Response Team position must be assigned so that a principal or
alternate is in the building at all times during working hours to supply leadership under the Plan. Coverage
during vacation, sick leave, etc. must be taken into account.
INITIAL ASSEMBLY AREA
In the event of a full building evacuation, the property team will direct evacuees out of the building toward an
initial assembly area. This procedure accomplishes two goals. 1) help provide a safe direction of travel that
does not interfere with the emergency, emergency equipment, and responding emergency vehicles. 2) help
prevent a back up of evacuees in the building’s lobby and stairwells. The initial assembly area is located far
enough away from the building to allow all occupants to evacuate out of the building and relocate to an
assembly area away from the emergency. Once the initial assembly area is reached, tenants may move to
the tenant designated meeting location and wait for instructions from the Floor Warden or Suite Monitor.
TENANT DESIGNATED MEETING LOCATION
Each tenant is responsible for designating its own company meeting location for employees to congregate,
in the event of a full building evacuation. The meeting place should be located well away from the building
(300 ft. minimum) and provide safe refuge. After the evacuation, the Suite Monitor is responsible for taking
attendance to ensure that all of their company’s suite occupants and visitors are accounted for and should
report missing individuals to the local authorities.
REIT Management & Research will adhere to Federal, State, and local codes and statutes.
EMERGENCY RESPONSE TEAM TRAINING
Each tenant must establish an Emergency Response Team based on the positions described above. The
names of team members must be kept up to date and communicated to the property manager. All members
of the tenant’s Emergency Response team will be asked to attend training sessions conducted by the fire
department, police department and REIT Management & Research . Training is essential to the readiness
of the Emergency Response Team and will be scheduled by the property manager.
Cross training is recommended to enable knowledge and role sharing among team members. This is
especially important if one or more team members are unexpectedly out of the office when an emergency
occurs. Cross training helps to ensure a seamless evacuation in a minimally staffed environment.
EVACUATION PROCEDURE
The following process outlines the procedures that the Evacuation Team will follow during an evacuation.
1. Evacuation Team receives notification of an emergency and relocation/evacuation.
2. Floor Warden ensures that the Evacuation Team reports to assigned posts and begins duties.
Suite Monitors – direct the evacuation of the assigned suite.
Searchers – search and evacuate persons from all rooms and common areas.
Stairwell Monitors – direct evacuees down a safe stairwell; ask them to discontinue talking and
to stay on the right side of the stairwell.
Elevator Monitors - redirect evacuees to a safe stairwell.
Special Assistants – Assist those with special needs to evacuate safely.
3. Follow relocation/evacuation instructions provided by the local authorities or the Emergency Person
In Charge.
4. Evacuation Team members report the status of the evacuation, the names and locations of persons
needing assistance and other issues to the Floor Warden/Suite Monitor.
5. Evacuation Team members may leave the floor when duties have been completed; or if a life
threatening conditions exist.
6. Floor Wardens/Suite Monitors report the names and locations of persons needing assistance and
other issues to the local authorities.
7. If a full building evacuation is required, move to the Initial Assembly Area and then relocate to the
Tenant Designated Meeting Location.
8. Suite Monitors take attendance of employees and visitors at the Tenant Designated Meeting Location
and report all absentees to the local authorities.
9. Return to the building when authorized by the local authorities.
EVACUATION DRILLS
The Management Team, often with the assistance of the fire department, conducts periodic emergency
evacuation drills in accordance with the approved Plan. REIT Management & Research's evacuation drill
standard includes following local code or in the absence of code at minimum, drill each tenant on each floor
once per year as defined locally by fire department officials. Conducting drills will help tenants and property
teams prepare for the unlikely event of a true emergency. Building occupants are urged to participate in
drills and in some jurisdictions, participation is required by code.
Written records of the drills and compliance results are kept on the premises readily available for inspection
by the fire department.
Emergency Procedures: Fire
GENERAL INFORMATION
The building may be fully or partially evacuated when a fire alarm signal is sounded. An effective
evacuation depends on the orderly �phasing’ of floor clearance, which means that generally the fire floor is
evacuated first and immediately. Generally, the next floors to evacuate should be the two floors directly
above the fire floor, followed by the two floors directly below. Specific evacuation procedures vary slightly
by location and code. The Emergency Person In Charge (EPIC) will be in charge of the evacuation until the
fire department arrives.
Building occupants must create an environment that supports cooperation with the Emergency Response
Team to ensure that all employees are well informed and instructed on evacuation procedures and comply
with instructions provided.
PROCEDURE
THE PERSON WHO DISCOVERS THE SMOKE OR FIRE SHOULD:
1. Remain Calm
2. Leave the area and if conditions are safe, close doors as exiting to prevent smoke and fire from
spreading.
3. Call 911 from a safe location and report:
Name
Type of Emergency
Location of the Fire
What is Burning
Company Name
Physical Building Address (not building name)
Floor and Suite Number
Telephone Number
4. Call the Management Office from a safe location and report the fire.
5. Emergency Response Team implements the Evacuation Plan.
a. Evacuate or relocate and assist all others in the immediate area
b. Close doors behind you to isolate the fire
c. Proceed to stairwells and listen for instructions. Never use the elevators
d. Be cautious when opening doors so as not to spread the fire. Touch any door with the back of
your hand to see if it is hot before opening.
e. If smoke is present, stay low and crawl with your body against the floor. The clearest air is near
the floor. If forced to make a dash through smoke or flame, hold your breath and cover your
nose and mouth with an article of clothing.
6. Emergency Response Team follows instructions as directed by the local authorities or the
Emergency Person In Charge.
FIRE EMERGENCY SAFETY TIPS
1. Smoke is the number one killer in a fire. Stay low to the ground and move on your hands and knees.
Smoke and noxious gases rise, so staying low can save your life.
2. Know where all emergency stairwells are located, practice exiting and count the number of doorways
and hallways between your location and the fire exits. It is nearly impossible to see in a fire because
of the smoke. This information helps to ensure that you will find an emergency stairwell and evacuate
safely.
3. Do not accumulate quantities of discarded files or other paper trash in your office or storage area.
Pay special attention to housekeeping in those departments that produce quantities of debris, such as
duplication machines, mailing and receiving rooms.
4. Do not store large quantities of flammable solvents, duplicating fluids, or other combustible fluids.
5. Keep electrical appliances in good repair. Report unsafe conditions to the building office.
6. When furnishing an office, consider the fire potential of materials used in large amounts, like
overstuffed chairs, settees, couches or anything that could become a combustible item. Such
furnishings should be flame-proofed.
7. Where potential for fire is especially high, such as supply rooms, tenants may wish to consider
installing additional fire extinguishers.
GENERAL POPULATION FIRE LIFE SAFETY TRAINING
In some jurisdictions, it is required by local fire code for all tenant employees to receive fire/life safety
training. Where not required by code, Jones Lang LaSalle strongly encourages all tenants to participate in
training. In addition, tenants should conduct their own in-house training in accordance with this Plan.
Tenants may call the property manager for assistance with presentations, and to review the tenant’s
company specific plan.
Emergency Procedures: Hurricanes and Floods
GENERAL INFORMATION
When the United States Hurricane Center Issues a Hurricane Warning, the building will close well in
advance of the condition becoming dangerous. REIT Management & Research will request all tenants to
secure their offices and leave the premises.
When a hurricane warning has been issued, it is of the utmost importance that all precautionary measures
and actions are taken immediately for the protection of life and property.
PROCEDURE
1. Keep abreast of weather conditions via radio or television.
2. Remove all papers, pictures, plaques, hanging objects, desktop items, and other loose objects from
perimeter offices and store in interior rooms.
3. Close all doors of perimeter offices. If time permits, close all drapes and blinds.
4. LEAVE ALL INTERIOR DOORS OPEN in order to prevent atmospheric pressure problems.
5. Move all expensive equipment and important documents to interior rooms.
6. Notify the alarm company (if your company has one) of the probability of a power outage during the
storm.
7. Report all flooding, leaks, fires and structural damage to the Management Office as soon as
possible.
Emergency Procedures: Homeland Security and Terrorist Activities
TERRORIST ACTIVITIES
If we experience what we believe to be a credible threat in this building, we will alert the building customer
contacts. Unless authorities dictate, the decision to evacuate the premises will remain with each tenant.
Ultimately, security is everyone’s responsibility, and no security measure can completely prevent terrorist
attacks. By working together, however, we hope to create a more secure environment.
REIT Management & Research has a Threat Level Matrix, based on the Department of Homeland Security
(DHS) threat advisory color code system. This Matrix provides a list of actionable security options available
at each DHS level related to operating procedures that would restrict free and open access to the building.
Some of these options include restrictions on the use of the loading dock, the parking areas, lobby control
for tenants and visitors, delivery services, etc. REIT Management & Research trains its staff and the Tenant
Emergency Response Team to react to emergencies to help guide tenants to safe areas in the event of a
terrorist incident.
If you encounter a suspicious package or substance, please remember these keys to guide your response:
Isolation, Notification, and Evacuation.
Isolate – Do not attempt to move or pickup the suspicious package/substance, restrict access to the
area if safe to do so.
Evacuate – Evacuate if danger is obvious, otherwise await direction from authorities.
Notify – Call 911 and contact the Management Office.
The following are resources for additional information:
Center for Disease Control (CDC) Emergency Response at (770) 488-7100 or http://cdc.gov/ncidod/dbmd/disea
http://cdc.gov/ncidod/dbmd/diseaseinfo/anthrax_g.htm
U.S. Department of Defense (DOD) at 877-438-8222 or www.anthrax.osd.mil Federal Bureau of
Investigation (FBI), special information.
Homeland Security Website http://www.dhs.gov/dhspublic/
Emergency Procedures: Incident Command System and Emergency Person in
Charge (epic)
The Incident Command System (ICS) is widely used throughout the United States by fire agencies and is
increasingly used by law enforcement, first responders, and other public safety applications for emergencies
and event management. The system was designed to provide clear lines of authority, clear objectives and
clear communication.
REIT Management & Research has incorporated the clear chain-of-command principle from the ICS in the
role of the Emergency Person In Charge (EPIC). The EPIC provides a single point of contact for those
handling the emergency. The Emergency Person In Charge (EPIC) is responsible for making decisions and
issuing commands on behalf of REIT Management & Research during the event.
The most senior member of the Management Team on site during the emergency is the Emergency Person
In Charge (EPIC). If there is not a member of the Management Team on site, then the most senior security
officer on site is temporarily the Emergency Person In Charge (EPIC), until a Management Team member
arrives on site.
The Emergency Person In Charge (EPIC) role is fluid and shifts to more senior personnel as they arrive on
the scene during the course of an emergency.
The EPIC is subordinate to any local authorities upon their arrival, but he or she remains in charge of all
REIT Management & Research activities. Above all, the Emergency Person In Charge (EPIC) has the
responsibility to protect life and property.
Emergency Procedures: Medical Emergency
GENERAL INFORMATION
Time is extremely important in the case of a medical emergency. REIT Management & Research
recommends that all tenants keep a first aid kit and emergency supplies available.
THE PERSON WHO DISCOVERS THE EMERGENCY SHOULD:
1. Call 911 of the local emergency number.
2. Provide the dispatcher with the following information:
Name
Type of Medical Emergency
Location of Medical Emergency
Company Name
Physical Building Address [not building name]
Floor and Suite Number
Telephone Number
3. Listen to the dispatcher for any additional instructions before hanging up.
4. Call the Management Office to report the emergency. The property team will open doors and hold
elevators for the paramedics in order to expedite treatment.
NOTE: It is crucial that the injured person is not moved. Try to keep the injured person comfortable without
moving, unless a life-threatening hazard exists.
FIRST AID / EMERGENCY SUPPLIES
The more supplies you have on hand when an emergency occurs, the better prepared you are to deal with
injuries. It is recommended that at a minimum, you have the following available in your tenant space:
First aid kit
Cell phone
Flashlights and fresh batteries
Transistor radio (battery operated)
Latex gloves for blood borne pathogen protection
Heavy gloves in case of broken glass
Emergency Analog Telephone to connect to a facsimile line that will operate in the case of a power
failure
Whistles to get the attention of those around you
Walking shoes to help you evacuate quickly
Bottled water
Light sticks (8 hour)
Emergency Procedures: Pandemic Preparedness
CHASE TOWER SECURITY LEVELS OUTLINE
PREPARATION LEVELS
There are six (6) different levels of preparation that should be planned for based upon the need and
circumstance. Each level is a more heightened level of preparation. For example, if we move from a “Level
1” to a “Level 2”, Level 1 procedures will stay in place with Level 2 being in addition to Level 1.
LEVEL 1
This level corresponds to the World Health Organization’s (“WHO”) Level 1 – “Low Risk of Human Cases”.
Normal business operations; however, identify a pandemic coordinator.
Begin to research up-to-date, reliable pandemic information.
LEVEL 2
This level corresponds to the WHO Level 2 – “Higher Risk of Human Cases”.
Monitor the changes of the pandemic.
Be aware of government contingency planning.
Begin to assess all information available.
Establish liaisons/relationships with local health officials.
LEVEL 3
This level corresponds to the WHO Level 3 – “No or Very Limited Human-To-Human Transmission”.
Order hand sanitizer at all REIT Management & Research employee work areas.
Order masks and gloves for all REIT Management & Research employees.
Order tissue for all REIT Management & Research employee work stations.
Frequent cleaning of sidewalks to keep bird droppings at a minimum.
Have internet access to building systems up and running for remote monitoring of systems. (EMS
and Security systems. Fire System will not be accessible via remote monitoring.)
Ensure that cleaning contractor has ample & appropriate supplies ready to clean doorknobs, stair
railings, elevator buttons, and any commonly touched areas.
Upon notice of limited human to human transmission, purchase 2 months supply of products (masks,
gloves, hand sanitizers and sanitizer stations, tissues).
LEVEL 4
This level corresponds with the WHO Level 4 – “Evidence of Increased Human to Human Transmission.”
Place instant hand sanitizer stations at all entrances of building.
Place instant hand sanitizer stations on all elevator lobby floors outside on stands in elevator lobbies.
(Place stations on top of carpet squares to avoid damage from dripping sanitizer liquid onto carpet.)
Place hand sanitizers for restrooms on countertops (antibacterial agents in hand soap currently being
used in all restrooms).
Place trash containers outside of restroom doors for disposal of paper towels used to open doors.
Begin to educate staff and tenants on the signs and symptoms of the flu, how it is transmitted, and
disseminate information regarding sneeze and cough etiquette. Provide this information in signage
placed at building entrances, restrooms on all floors, and use of e-mail communications.
Begin to educate staff and tenants on “Social Distancing”. This will include:
Discourage congregating with large numbers of people.
Encourage telephone communication when possible.
Avoid shaking hands with others.
Stay a minimum of 3 feet apart from another person.
Social Distancing will be encouraged by:
Posting signage at entrances of building
E-mail Correspondence with Tenants and Employees
Post signage in restrooms encouraging frequent washing of hands.
Post signage at dock and entrances requiring all vendors and delivery personnel to wash their hands
prior to entering building.
prior to entering building.
Post signs in elevators encouraging use of hand sanitizers in elevator lobbies. (Hand sanitizing
stations in elevator lobbies.)
Mandate hand washing by cafeteria employees.
Mandate that REIT Management & Research & subcontract security employees wipe down all
keyboards, phones, desk tops and work stations prior to the start of their shifts. (Including security
posts for all security personnel.)
Activate internet access to building systems.
LEVEL 5
This level corresponds with the WHO level 5- “Evidence of Significant Human to Human Transmission”.
Raise stock levels of certain, necessary supplies.
Continue disseminating materials covering pandemic basics (as described in Level 4).
Continue disseminating materials and supplies in common areas for strategies to minimize the
spread.
Work with cleaning contractor to step up sanitization process in restrooms, door handles, elevator
buttons.
LEVEL 6
This level corresponds with the WHO level 6 “Efficient and Sustained Human to Human Transmission”.
Request that Chase’s Urban Market close
Request that Better Bodies close
Mandate use of sick time when 3 of the 5 symptoms are present (Must discuss with REIT
Management & Research Human Resources Department.)
Consider limiting points of access and implementing health screening stations. Do not permit
contractors into building when 3 of the 5 symptoms are present.
Stay in frequent contact with local health authorities to be aware of procedures being implemented by
city and state officials that will impact the property.
Stay in frequent contact with utility companies to understand their ability to respond to issues
impacting the property.
Communicate frequently with staff members to stay informed of their work status and to communicate
other matters related to the pandemic.
Communicate frequently with tenants (emails, emergency contacts) to make sure that they are aware
of any staffing issues (response time levels may be impacted) and to inform them of any known
exposure from the building staff members.
NOTE: Notwithstanding the foregoing, in the event that the pandemic has been identified in the
building, we will automatically activate Level 6 of our Contingency Plan.
Indiana
Indiana Pandemic and Avian Flu
Information
Indiana State Board of Animal
Health
805 Beachway Dr., Suite 50
Indianapolis, Indiana 46224
Phone: (317) 227-0300
Fax: (317) 227-0330
Web: http://www.boah.in.gov
Division of Fish & Wildlife
Indiana Department of Natural Resources
402 West Washington Street, Room W-273
Indianapolis IN 46204
Phone: (317) 232-4091
Fax: (317) 232-8150
Web: http://www.state.in.us/dnr/fishwild
Indiana State Department of Health
2 North Meridian Street
Indianapolis, IN 46204
Phone: (317) 233-7400
Fax: (317) 233-7387
Web: http://www.in.gov/isdh/
Emergency Procedures: Power Failure
GENERAL INFORMATION
In the event the building sustains a power failure, emergency lighting should be available in the stairwells.
Stairwell emergency lighting is powered by either a battery back-up system or emergency generator.
Generally, HVAC equipment, lights, outlets, most elevators and telephone equipment will not be operational,
however, check with the property team to become familiar with the systems that are in place at your
building.
PROCEDURE
1. The property team will contact the electric company to attempt to find out the cause of the outage and
the anticipated duration of the outage.
2. Turn off all appliances, computers and other equipment. If equipment is turned on and a power surge
occurs, the surge may damage equipment.
3. Floor Wardens and the Emergency Response Team meet in the elevator lobby to determine if any
people are trapped in the elevators. If so, ask the occupants to remain calm and determine if anyone
is injured. Let them know that you are requesting assistance. Call 911 if people are injured or in
danger. Floor Wardens contact the Management Office and inform them of the entrapment, status
and location of the elevator car.
4. Elevator Monitors stay in contact with the trapped individuals until assistance arrives. Reassure them
that assistance is on the way.
5. If the power outage becomes lengthy (an hour or more) and the electric company does not know how
long the power will be out, the property team will provide information and direction to the tenants.
Reassure them that assistance is on the way. The building may close for business. [See the
Evacuation Section of this Guide.]
6. The Emergency Response Team reports to their posts and prepares to evacuate the floor according
to the Evacuation Plan when notified by the Floor Warden.
Emergency Procedures: Severe Weather Or Tornado
GENERAL INFORMATION
The U.S. Weather Service reports the movement of severe weather that may present a threat to
metropolitan areas. Severe weather includes but is not limited to thunderstorms, tornados, windstorms,
snowstorms, etc. If a tornado warning has been issued by the weather service, a tornado siren may sound
in your area to notify you that a tornado warning is in effect.
If an alert for severe weather is announced by the U.S. Weather Service:
1. The Emergency Response Team should move all occupants away from the perimeter of the building
instructing tenants to close perimeter doors when exiting.
2. If time permits, close all drapes and blinds.
3. Take cover in core areas of the building such as interior offices, hallways, corridors, or restrooms
away from glass doors and windows.
4. When the all clear is announced, the Emergency Response Team will direct employees to return to
regularly scheduled duties.
5. Call 911 and notify the Management Office of injuries. [See the Medical Emergencies section of this
Guide]
6. Report any damage such as broken windows, leaks, or fire to the Management Office.
7. Tenants should maintain an inventory of first aid and emergency supplies to be used during severe
weather. [See the Medical Emergencies – First Aid/Emergency Supplies section of this Guide.]
Emergency Procedures: Toxic Hazards
If there is a toxic spill or exposure,
PROCEDURE
1. Proceed immediately to an area where you are no longer exposed.
2. Call 911 or the local emergency number.
3. Provide the dispatcher with the following information:
Name
Type of Emergency
Company Name
Physical Building Address [not building name]
Floor and Suite Number
Telephone Number
4. Listen to the dispatcher for any additional instructions before hanging up.
5. Call the Management Office.
6. Remain calm.
Take appropriate action to contain the hazard; close doors behind you, and always follow all safety
procedures when working with toxic materials.
Emergency Procedures: Workplace Violence
Violence in the workplace is a serious safety and health issue. Its most extreme form, homicide, is the
third-leading cause of fatal occupational injury in the United States. Workplace violence can strike
anywhere. However, some workers are at increased risk, such as those who:
Work with cash
Deliver passengers, goods, or services.
Work alone or in small groups.
Work during late night or early morning hours.
Work in high-crime areas.
Work in community settings and homes where they have extensive contact with the public.
If you observe an incident of workplace violence:
Do not attempt to confront or stop the perpetrator.
Quietly move out of the area and signal others to follow.
Call 911 from a safe area.
Call the Management Office from a safe area.
Alert supervisors and individuals working on the floor and ask them to move out of the office to a safe
location until the local authorities have the situation under control.
For more information on workplace violence, please reference the following web sites:
http://www.osha.gov/SLTC/workplaceviolence/index.html
http://www.cdc.gov/niosh/violcont.html
Introduction: Welcome
On behalf of building ownership and the entire building staff, we extend a warm welcome to Chase Tower.
We are delighted to have you as our customer and will do everything possible to make your tenancy
enjoyable and rewarding.
The purpose of the Tenant Handbook is to give all tenants at Chase Tower a complete understanding of
how to access and utilize the wide array of services at your disposal. As your Property Manager, REIT
Management & Research takes great pride in being able to provide its tenants with the very best in building
amenities and personalized service.
The Tenant Handbook is comprised of topics that are of importance to all tenants, including General Building
Information, Property Administration, Building Services, Security & Life Safety, Tenant Relations, Building
Rules & Regulations and Risk Management.
We trust that you will find the Tenant Handbook to be a helpful and valuable tool during your tenancy at
Chase Tower. We strive to provide our tenants with “world class” service satisfaction. To this end, please do
not hesitate to contact the Management Office for assistance should the need arise.
Communication is the most crucial element in implementing the policies and procedures in this guide. To
ensure effective communication, REIT Management & Research requests that you designate a “tenant
representative” to be the contact between your company and the Management Office staff. Your tenant
representative will be responsible for making requests or reporting problems as well as conveying important
information from the building office to your employees.
Introduction: About REIT Management and Research
Management & Research LLC (RMR) is a private company that primarily manages publicly traded
companies. Since its founding in 1986, RMR has grown from managing one public company with less than
$100 million in assets to eight public companies with approximately $21.5 billion in assets as of June 30,
2012. In combination, the companies managed by RMR generated over $12 billion in annual revenues and
employed approximately 46,000 people as of June 30, 2012.
Five of the companies managed by RMR are real estate investment trusts (REITs). In combination, these
five REITs own approximately 1,650 commercial properties with 145 million square feet which are located in
46 states, Washington, D.C., Puerto Rico, Canada and Australia. The major property types include office,
industrial, hotel, senior living and travel centers. RMR also manages some retail, apartment and self-storage
properties.
Introduction: About Chase Tower
Rising 48 stories, this iconic, Class A Tower offers un-parallel views of the city along with a recognizable
and prestigious address on the historic Monument Circle. In addition to the vibrant downtown district, Chase
Tower, the tallest and most prominent building in Indianapolis, offers a striking grand lobby entrance clad in
marble, highly efficient floor plates and an abundance of on-site and nearby amenities, as well as easy
access to Interstates 65 and 70 and the Indianapolis International Airport.
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 TenantВ® Handbook has special features, such as a warning 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 TenantВ® Handbook is updated on a regular basis, so please be sure to periodically check for
updates and new information.
If you are having trouble accessing the Electronic TenantВ® Handbook or need assistance, please e-mail or
call the Management Office.
Policies and Procedures: Alterations and Remodeling
Alterations to tenant suites require the approval of the Management Office. Requests to make alterations
should be sent in writing to the Management Office. Only contractors approved by the Management Office
can perform alterations. All construction contractors including general, electrical, plumbing and phone
contractors must register with the Management Office at least one week prior to performing any work in the
building. Installing or maintaining systems that affect the building’s infrastructure, such as HVAC
equipment, electrical, or communication equipment, computer or alarm systems, power or fire protection,
must also be coordinated with and approved by the Management Office.
Policies and Procedures: Contractors
See Building Sevices, Forms section of website
Policies and Procedures: General Rules and Regulations
1. Sidewalks, doorways, vestibules, halls, stairways and other similar areas shall not be obstructed by
Tenant or used by Tenant for any purpose other than ingress and egress to and from the Premises.
No rubbish, litter, trash, or material shall be placed, emptied, or thrown in those areas. At no time
shall Tenant permit Tenant’s employees to loiter in Common Areas or elsewhere about the Building
or Property.
2. Plumbing fixtures and appliances shall be used only for the purposes for which designed, and no
sweepings, rubbish, rags or other unsuitable material shall be thrown or placed in the fixtures or
appliances.
3. No signs, advertisements or notices shall be painted or affixed to windows, doors or other parts of the
Building, except those of such color, size, style and in such places as are first approved in writing by
Landlord. All tenant identification and suite numbers at the entrance to the Premises shall be installed
by Landlord, at Tenant’s cost and expense, using the standard graphics for the Building. Except in
connection with the hanging of lightweight pictures and wall decorations, no nails, hooks or screws
shall be inserted into any part of the Premises or Building except by the Building maintenance
personnel without Landlord’s prior approval, which approval shall not be unreasonably withheld.
4. Landlord may provide and maintain in the first floor (main lobby) of the Building an alphabetical
directory board or other directory device listing tenants, and no other directory shall be permitted
unless previously consented to by Landlord in writing.
5. All contractors, contractor’s representatives and installation technicians performing work in the
Building shall be subject to Landlord’s prior approval, which approval shall not be unreasonably
withheld, and shall be required to comply with Landlord’s standard rules, regulations, policies and
procedures, which may be revised from time to time.
6. Movement in or out of the Building of furniture or office equipment, or dispatch or receipt by Tenant of
merchandise or materials requiring the use of elevators, stairways, lobby areas or loading dock
areas, shall be restricted to hours reasonably designated by Landlord. Tenant shall obtain Landlord’s
prior approval by providing a detailed listing of the activity. If approved by Landlord, the activity shall
be under the supervision of Landlord and performed in the manner required by Landlord. Tenant shall
assume all risk for damage to articles moved and injury to any persons resulting from the activity. If
equipment, property, or personnel of Landlord or of any other party is damaged or injured as a result
of or in connection with the activity, Tenant shall be solely liable for any resulting damage or loss.
7. Landlord shall have the right to approve the weight, size, or location of heavy equipment or articles in
and about the Premises, which approval shall not be unreasonably withheld. Damage to the Building
by the installation, maintenance, operation, existence or removal of Tenant’s Property shall be
repaired at Tenant’s sole expense.
8. Corridor doors, when not in use, shall be kept closed.
9. Tenant shall not: (1) make or permit any improper, objectionable or unpleasant noises or odors in the
Building, or otherwise interfere in any way with other tenants or persons having business with them;
(2) solicit business or distribute, or cause to be distributed, in any portion of the Building, handbills,
promotional materials or other advertising; or (3) conduct or permit other activities in the Building that
might, in Landlord’s sole opinion, constitute a nuisance.
10. No animals, except those assisting handicapped persons, shall be brought into the Building or kept in
or about the Premises.
11. No inflammable, explosive or dangerous fluids or substances shall be used or kept by Tenant in the
Premises, Building or about the Property, except for those substances as are typically found in
similar premises used for general office purposes and are being used by Tenant in a safe manner
and in accordance with all applicable Laws, rules and regulations. Tenant shall not, without
Landlord’s prior written consent, use, store, install, spill, remove, release or dispose of, within or
about the Premises or any other portion of the Property, any asbestos-containing materials or any
solid, liquid or gaseous material now or subsequently considered toxic or hazardous under the
provisions of 42 U.S.C. Section 9601 et seq. or any other applicable environmental Laws which may
now or later be in effect. Tenant shall comply with all Laws pertaining to and governing the use of
these materials by Tenant, and shall remain solely liable for the costs of abatement and removal.
12. Tenant shall not use or occupy the Premises in any manner or for any purpose which might injure the
reputation or impair the present or future value of the Premises or the Building. Tenant shall not use,
or permit any part of the Premises to be used, for lodging, sleeping or for any illegal purpose.
13. Tenant shall not install, operate or maintain in the Premises or in any other area of the Building,
electrical equipment that would overload the electrical system beyond its capacity for proper, efficient
and safe operation as determined solely by Landlord. Tenant shall not furnish cooling or heating to
the Premises, including, without limitation, the use of electronic or gas heating devices, without
Landlord’s prior written consent. Tenant shall not use more than its proportionate share of telephone
lines and other telecommunication facilities available to service the Building.
14. Tenant shall not operate or permit to be operated a coin or token operated vending machine or similar
device (including, without limitation, telephones, lockers, toilets, scales, amusement devices and
machines for sale of beverages, foods, candy, cigarettes and other goods), except for machines for
the exclusive use of Tenant’s employees and invitees.
15. Bicycles and other vehicles are not permitted inside the Building or on the walkways outside the
Building, except in areas designated by Landlord.
16. Landlord may from time to time adopt systems and procedures for the security and safety of the
Building, its occupants, entry, use and contents. Tenant, its agents, employees, contractors, guests
and invitees shall comply with Landlord’s systems and procedures.
17. Landlord shall have the right to prohibit the use of the name of the Building or any other publicity by
Tenant that in Landlord’s sole opinion may impair the reputation of the Building or its desirability.
Upon written notice from Landlord, Tenant shall refrain from and discontinue such publicity
immediately.
18. Landlord shall have the right to designate and approve standard window coverings for the Premises
and to establish rules to assure that the Building presents a uniform exterior appearance. Tenant shall
ensure, to the extent reasonably practicable, that window coverings are closed on windows in the
Premises while they are exposed to the direct rays of the sun.
19. Deliveries to and from the Premises shall be made only at the times, in the areas and through the
entrances and exits reasonably designated by Landlord. Tenant shall not make deliveries to or from
the Premises in a manner that might interfere with the use by any other tenant of its premises or of
the Common Areas, any pedestrian use, or any use which is inconsistent with good business
practice.
Policies and Procedures: Insurance Protection
Contractors and Vendors:
Please see the Contractor and vendor Rules and Regulations or refer to your lease document for the
specific insurance requirements a tenant must maintain.
Tenants:
Please refer to your tenant lease for the specific insurance requirements.
Policies and Procedures: Moving Procedures
All tenant moves—into, out of, or within the building—must be coordinated with the Management Office.
Please notify the Management Office of your proposed moving date and to schedule the freight elevator.
The moving company must provide a certificate of insurance to the Management Office at least five days
prior to the day of the move.
REIT Management & Research also requires that the moving company provide protection for building floors,
walls and elevators during loading and unloading. If you are not using a moving company, please call the
Management Office for assistance in coordinating the use of the elevator and protection of floors, walls and
elevators.
In general, moves must be undertaken during non-business hours to simplify access to the building and
minimize any disturbance to other tenants. If this is inconvenient, the Management Office will attempt to
accommodate your schedule in every way possible.
Policies and Procedures: Smoking
Chase Tower maintains a no smoking policy throughout the building, including all common areas, the lobby,
restrooms, stairwells and elevators. Please do not smoke at building entrances.
Policies and Procedures: Vendor Insurance Requirements
See contractor vendor rules and regulations form
It is REIT Management & Research’s policy that all vendors and contractors providing moving services,
remodeling, painting, construction, etc. to the building tenants provide the Management Office with evidence
of the following:
Worker’s Compensation within statutory limits for the state, with employer’s liability of $1,000,000.
Comprehensive General Liability insurance that includes coverage of operation, elevators, and products,
including personal injury and property damage and shall designate the assumptions of liability under
performance of the act of moving. Such insurance shall be in limits of no less than $3,000,000 per
occurrence.
A certificate of insurance naming the Owner, Asset Manager, Landlord and Tenant as additional insured’s
must be furnished to the Management Office before any work can be performed on the premises or before
items can be moved onto or off of the premises. Please contact the Management Office for the exact names
to be included in the certificate.
If your vendor is unwilling to provide the required certificate, they may be denied access to the building.
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