Frost Bank Tower Electronic Tenant® Portal Created on February 15, 2015 Building Amenities: Overview Frost Bank Tower features two restaurants: Taco Shack and Blue Ribbon Barbecue. In the lobby are a shoeshine stand by the mailroom, an ATM and bike lockers available for rental. Contact the parking office at (512) 499-0409 for rental information. Westbank Dry Cleaning is located on 4th Street by the parking garage entrance/exit. Other features include a shoeshine stand, Executive Shine, located behind the elevator bank in the lobby. In addition, the following amenities are available for a fee: Frost Bank Tower Executive Health Club managed by "The Hills Fitness Center," suite 1150 Frost Bank Tower Conference Center, suite 1160 for meetings and/or presentations, which accommodates up to 50 people. A kitchenette is attached. This room may be reserved by contacting the Frost Bank Tower Property Management Office or thru the Angus Work Order System. The health club and conference center are both located on the east side of the 11th floor. A full range of business services and restaurants are within walking distance of Frost Bank Tower. Building Amenities: Loading Dock The loading dock operates from 7:00 a.m. until 5:00 p.m., Monday through Friday. The loading dock entrance is located off 4th Street. Loading Dock Operations The loading dock entrance is located on 4th Street. Outside delivery personnel should be directed to use the 4th Street entrance. From within the building, the loading dock is accessible by taking the service elevator to the loading dock (Lobby Level). The loading dock is open from 7:00 a.m. until 5:00 p.m., Monday through Friday. All deliveries to or from the building are required to be done by using the service elevator and must be directed through the loading dock. Deliveries, which require the use of carts larger than a small suitcase dolly, are not permitted through the Main Lobby or by the passenger elevators. Building tenants’ use of the service elevator will be limited to operational functions supporting their business. The unnecessary passenger traffic on the service elevator impedes your deliveries. Accordingly, please direct your employees to use the service elevator for deliveries only. Monday through Friday, between the hours of 7:00 a.m. until 5:00 p.m. deliveries will be limited to 30 minutes. Any delivery that will require a vehicle to be at the dock more than 30 minutes must be scheduled to occur after 5:00 p.m. weekdays or on a weekend. (See after-hours scheduling instructions below.) All delivery vehicle drivers must sign in at the loading dock on arrival. Once signed in, they will be allowed 30 minutes to complete their delivery and depart the loading dock. On expiration of their 30-minute delivery window, security will instruct the vehicle driver to cease operation and depart the loading dock. If the vehicle driver is not present at the vehicle, security will, without additional notice, have the vehicle towed at the owner’s expense. Vendor service vehicles that are too large to fit in the garage will be required to park on the street. All service vehicle drivers must sign in at the loading dock on arrival. All Construction deliveries must be scheduled to occur after 6:00 p.m. on weekdays or on a weekend. All delivery vehicle drivers must sign in at the loading dock on arrival. After-Hours Loading Dock Scheduling: After-hours deliveries can be scheduled by contacting Frost Bank Tower Property Management at (512) 279-1270 or (512) 279-1283. These requests should be made well in advance to ensure time with the dock and or freight elevator. The Dock Master will post an up-to-date copy of the after-hours delivery schedule on the loading dock. Courier Parking: Two courier parking spaces are located in the alley behind the building trash compactors. Parking is limited to 20 minutes and towing is strictly enforced. The Dock Master is not permitted to accept or sign for letters, packages or any other deliveries. Security officers will not allow delivery personnel access to the tenant’s suite after hours. Building Amenities: Lobby Directory Submissions or changes to the lobby directory (the touch screen located next to the security console) should be directed to the Management Office. To ensure accuracy, please type entries exactly as they should appear on the screen, preferably on company letterhead. Building Amenities: Parking Monthly and daily parking is available for tenants and their guests. Entrances to the parking garage are located off 4th Street and Brazos Street. The visitor entrance is located on 4th Street. Parking Garage Access to the parking garage is available to authorized parkers 24 hours a day, 7 days a week. Between the hours of 7:00 p.m. and 7:00 a.m., authorized parkers may access the garage via the after-hours entrance located on 4th Street. Transient or daily parking hours are Monday through Friday 7:00 a.m. – 7:00 p.m. Handicapped parking is available in the parking deck 24 hours a day, 7 days a week. Parking for handicapped vans is available in designated spaces in the parking garage on the first and second levels of the parking deck. The Management Office is located on Street Level adjacent to the parking booth at the 4th Street exit. Office Hours: 9:00 a.m. – 5:00 p.m., Monday -Friday Office (512) 499-0409 Phone: Validation Accounts Parking Validation Accounts may be set up by purchasing a parking ticket validation meter from the Management Office. Validated tickets are processed as the Tenants’ visitors exit the parking garage. At the end of each month, Tenants are invoiced for their validated tickets. Reserved Parking Parking spaces that are designated “reserved” are reserved 24 hours a day, 7 days a week. Non-authorized vehicles parked in reserved spaces will be towed at the owner’s expense. Parking Access Cards Building security access cards double as a parking card. Parking garage management personnel will activate parking privileges when an individual is authorized to park in the garage. To maintain the security of our parking control system, lost or stolen security access/parking cards should be reported by the Tenant Contact to the Management Office immediately. Replacement cards will be issued at a cost of $20.00 per card, which can be paid directly by the individual or billed back to the individual's company. Changes in parking status should be reported to the Management Office by submitting a Access Card Request Form to the Parking Garage Office. New employees must submit a Parking Application to activate the card. Applications can be obtained from the Management Office. Gaining Access to the Parking Garage During Normal Working Hours To gain access to the parking garage, the parking card must be held within 6” of the reader. A red light on the front of the reader will flash green and the gate will open. Remember that the card cannot be read through the window of the vehicle. The card must be held in front of the reader. Proper Use of Card Upon entering and leaving the garage, the card must be swiped, even if on occasion the gate arm is already up, for the card is designed to work by a sequence of entry and exit. Not swiping the card upon entry and exit may cause a delay the next time the card is swiped. Malfunctioning, Forgotten or Temporarily Misplaced Parking Cards During normal hours, authorized parkers who forget their parking cards or on the occasion have cards which fail, should pull a ticket from the ticket spitter to gain access. Upon leaving, the parker should sign the ticket and relay to the parking attendant his/her name and company of employment (a business card is preferable). After-Hours Access Access to the parking garage after hours and on weekends is available for authorized cardholders at the gate located on 4th Street only. After-hours, tenants who forget their parking cards or whose parking cards are not working will be required to go to the Security Console in the lobby. The security officers at the console are required to check a picture ID against the list of authorized parkers to verify the individual is authorized to park in the garage. After verifying the individual is an authorized parker, security will provide the tenant access to the parking garage. Parking Cancellations/Lost or Stolen Cards The Tenant Contact should notify the Management Office of cancellations by submitting a Access Card Request Form. The individual will be deleted from the system and the card will not function until it is reassigned to another parker. A Parking Application must be received from the new parker for the card to be activated. Swapping Access Cards Parking privileges are granted by contract with a specific individual. Should an individual be caught trying to enter the parking garage with another individual’s card, the parking card will be confiscated and parking privileges may be suspended or revoked for the card holder. Pass-Back Pass-back occurs when an authorized parker uses their card to let another vehicle in or out of the parking garage. Pass-back is not permitted and parking privileges may be revoked for violating this rule. Bike Lockers Frost Bank Tower has bike lockers located near the 4th street garage entry and are available for rent. Contact the parking office at (512) 499-0409 for more information. Building Operations: Accounting Rental Remittance PKY-401 Congress LLC Wells Fargo, N.A. PO Box 204885 Dallas, TX 75320-4885 Overnight Remittance: 401 Congress LLC P. O. Box 120444 1501 North Plano Road Richardson, TX 75081 Building Operations: Building Management Frost Bank Tower’s Property Management Office mailing address is: Parkway Properties Frost Bank Tower 401 Congress Avenue Suite 2670 Austin, Texas 78701 The office hours are 8:00 a.m. - 5:00 p.m., Monday through Friday. The Property Management Office telephone number may be utilized during the day as well as after hours, weekends and holidays. During business hours, the telephone will be answered by Property Management Staff. After hours, during weekends and holidays, the telephone will be auto attendant answered, press 9 and you will be directed to security. Property Management Office (512) 279-1270 The following personnel are available to address your needs: Title Name Sr. Property ManagerSammie Baker Property Amber Webster Administrator Chief Engineer Ron Williams Senior Engineer Nick Buhler Engineer Nick Pierce Phone E-Mail Number (512) 279-1285 [email protected] (512) [email protected] 279-1271 (512) 279-1279 [email protected] (512) 279-1280 [email protected] (512) 279-1282 [email protected] Building Operations: Holidays The following days which are considered holidays: New Year's Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day Any other holidays generally recognized as such by landlords of office space in the metropolitan Austin market. Prior to a holiday, an email will be sent to the authorized tenant contacts. This email will serve as a reminder that the building will be closed. Entry into the building on these holidays is via card access. Building Operations: Leasing The leasing company for Frost Bank Tower is Edeavor, located at 500 West 5th Street, Suite 700, Austin, TX 78701. The main phone number is (512) 682-5500. Listed below is the contact information for the authorized representatives. Title Vice-President, Office/Industrial Division Vice-President, Office/Industrial Division Name Travis Dunaway Jonathan Tate Phone Number (512) 682-5570 (512) 682-5560 E-Mail [email protected] [email protected] Building Operations: Leasing Center add text Building Security: Overview Frost Bank Tower security personnel provide a variety of services to building tenants and visitors. Their purpose is to oversee the safety and security of building tenants and guests and to safeguard the owner’s investment. The main security console is located in the lobby and is staffed by security personnel 24 hours a day, 7 days a week. The console acts as a monitoring station for the building life safety and security systems. A security officer monitors the life safety system at all times. A card access system controls after-hours entry to Frost Bank Tower. Closed circuit television is monitored and recorded at the security console. In addition, security officers are available to escort tenants to their cars parked in the Frost Bank Tower Parking Garage. Should you have a security concern at any time, please call the Frost Bank Tower Property Management office main number: (512) 279-1270 or (512) 279-1283. Building Security: Building Access Frost Bank Tower is open from 7:00 a.m. – 7:00 p.m. Monday – Friday. During these hours, access may be obtained via the following entrances: The west lobby entrance on Congress Avenue The east entrance in the kiss-n-drop (the alley which runs through the building between 4th and 5th Streets) Through the parking garage elevator, accessible by entering through either Brazos Street or 4th Street entrance of parking garage. Building Hours Main Doors (Street Level on Congress Avenue): Monday – Friday: Open – 7:00 a.m. - 7:00 p.m. Closed – card access via kiss-n-drop. Saturday: Open – 8:00 a.m. - 1:00 p.m Closed – card access via kiss-n-drop. Garage Elevator Lobbies: Monday – Friday: Open – 7:00 a.m. - 7:00 p.m. With access card via garage entrance, 24 hrs/day. Saturday: Open – 8:00am – 1:00pm. With access card via garage entrance, 24 hrs/day Loading Dock: Monday – Friday: Open –7:00 a.m. until 5:00 p.m. Handicapped Access The main lobby is accessible via a ramp located at the southwest corner of the building. Handicapped accessibility is provided from the parking garage to the building via the parking garage elevators. Twenty-Four Hour Access For your convenience, Frost Bank Tower is open twenty-four hours per day for authorized tenants. Access after hours (weekdays 7:00 p.m. – 7:00 a.m., all day Saturday and Sunday and Building Holidays) is gained via the entrance near the kiss-n-drop (the 4th Street alleyway) with your building access card. In addition, access may be gained through the parking garage for authorized parkers. Vendors, Contractors and Service Personnel All vendors, contractors and service personnel performing work for building tenants must sign in at the security office, located in the Loading Dock during regular operating hours as well as after hours. They will need to leave a picture I.D. with security and will be issued a contractor badge. When finished, they must sign out with security in the Loading Dock and turn in the contractor badge to retrieve their picture I.D. Building Security: Building Access Cards Each of tenant’s employees working in the Frost Bank Tower will be issued a numbered access card with picture. The Frost Bank Tower Property Management Office will issue access cards for new employees to the Tenant Contact. Requests for new access cards should be completed, signed by the Tenant Contact and delivered to the Frost Bank Tower Property Management Office. Requests may take two (2) operating days. Access cards assigned to departing employees cannot be reassigned to new company employees. Notice of reassignment must be provided to Frost Bank Tower Property Management by completing an Access Card Request form. Inoperable Cards In the event your access card does not work, press the intercom button located next to each card reader. The button, once activated, will contact a security officer, who can help the individual gain access and further investigate the problem. If the security system does not read the card at all, the individual requesting access will be asked to proceed to the security console and be required to show a picture I.D. to gain access. If an individual does not have a card, lost their card or left it at home, they will need to report to the security console. Lost or Stolen Cards It is imperative that all lost or stolen cards be reported to the Frost Bank Tower Property Management Office immediately so as not to jeopardize the security of the building and the people that work therein. Once security has been notified that a card has been lost or stolen, the card will be deleted from the system. A new card will be issued on receipt of the Access Card Request Form. This form should be submitted to the Frost Bank Tower Property Management Office. For all lost or stolen cards, there will be a $20.00 replacement fee (subject to change), which can be paid directly by the individual or billed back to the cardholder's employer. Cards for New Employees The Frost Bank Tower Property Management Office will issue access cards for new employees to the Tenant Contact. The attached Access Card Request Form should be completed, signed by the Tenant Contact and emailed to the Frost Bank Tower Property Management Office. A member of the security staff will contact individuals to make an appointment to take a picture for the access card. Terminated Employees/Card Restrictions As employee services are terminated and/or you remove an employee’s after hours building access privileges, please complete the Access Card Request Form and return it to the Frost Bank Tower Property Management Office. The card assigned to the individual will then be deleted from the system. By deleting their card, their name is removed from the list of individuals who have access to enter the building via building access card. Notification of terminated employees/terminated access privileges should ONLY be turned in to the Frost Bank Tower Property Management Office. Tenants should not stop by the security console to inform security of any change. The officer at the console will have no authorization or control to make any changes. Trading/Borrowing Cards The trading or borrowing of cards between employees is not permitted. Should a person be caught trying to enter the building with an access card assigned to another individual, the person’s name will be recorded in the security report, the person will not be allowed into the building and the card will be confiscated and turned over to the Tenant Contact. 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 Lock Policy Duplication of building keys is available upon request. The fees associated with this service will be provided upon request. Please be aware that there is a 72 hour lead time to obtain additional keys. Additional key and lock services may be coordinated through the Management Office. Building Security: Lost and Found Please contact the Management Office at (512) 279-1270 to claim items that have been lost or found in the buildings. Building Security: Property Removal Any person who needs to remove furniture, equipment or other property from the building may do so by presenting at either the Lobby Console or in the Loading Dock security office a properly authenticated Property Removal Form. Building Security: Solicitation Solicitation is not permitted. If someone is soliciting in your suite, then please notify the Management Office at (512) 279-1270 and we will send appropriate personnel to escort them off of the premises. Building Security: Tenant Responsibilities Frost Bank Tower Property Management takes many precautions to protect tenant property; however, tenants are wholly responsible for the security of their suite. By following a few simple guidelines, the possibility of intruders entering your space can be greatly reduced or eliminated. Never leave a suite door unlocked while the reception area is unattended, even if it is momentarily. This may be the single, most important rule to prevent thefts and intruders from entering your suite. Criminals know it is not uncommon for reception areas to be left unattended, especially when a firm is opening up for the business day, during the lunch hour and at the close of the business day. Rear doors or secondary entrances should be kept locked at all times. If doors are equipped with locks, ensure locks are fully engaged. When using your access card, make sure that only you enter on your card. Do not let someone else in on your card or let someone “piggyback” using your card. Hang coats and wraps away from the entrance to the office to reduce the possibility of these items being easily stolen while you are busy. Keep valuables out of sight at all times. Any items of value, such as stamps, checks and cash, should be stored in a locked area. Keep purses and gift packages out of sight and locked inside a cabinet or desk if possible. The building prohibits all solicitors and peddlers. While there are many legitimate solicitors, most tenants do not desire to be bothered. Please call the Frost Bank Tower Property Management Office immediately to report all solicitors and peddlers so they may be escorted from the building. Building personnel are always ready to properly identify themselves. Anyone not readily recognizable posing as a worker for the building, should be reported to the Frost Bank Tower Property Management Office immediately. Every tenant has the right to ask individuals who enter their suite for proper identification. Legitimate courier service personnel carry proper identification. If a courier does not produce identification when asked for it, building security should be notified immediately. We recommend you establish courier drop off and pick-up points at locations that are continually staffed. Receptionists should be instructed to keep all visitors in the reception area and to ask the person being visited to come out and greet the visitor. This will reduce the possibility of unauthorized people entering a tenant space. Should an intruder enter your suite, please call 911 immediately, and then notify Security at (512) 279-1270. Building Services: Overview One of our main objectives at Frost Bank Tower is to provide our tenants with the highest quality of service possible. To do so, it is important that we establish an organized system of communication. This system can best be established by each company designating a Tenant Contact. All requests for services by individual employees should be made directly to the Contact. The Contact will then pass the request for service to the Property Management Office or thru our online Angus Work Order System. This system of communication will eliminate duplicate calls and help us respond to your requests in a timely manner. Upon receipt of a service request, a work order will be generated. Work orders document tenant requests for services, response to these requests and expenditures of resources, both billable and non-billable. It is the tenant’s responsibility to designate one point of contact for submittal of requests to the Property Management Office. At the time the call is placed, the tenant should be prepared to provide the following information: Tenant’s company name Tenant Contact name Name and phone number of individual requesting service Exact location where service is required Complete description of the service requested All tenants will be asked to designate individuals to be contacted in the event of an emergency. Ideally, these emergency contacts will be officers or administrators who are authorized to make critical decisions in emergency situations. The designated Tenant Contacts may also fill the role of Emergency Tenant Contact. Property Management will maintain a confidential listing of Emergency Tenant Contacts along with their business and after-hours telephone numbers. It is the responsibility of the tenant to update the information as changes occur. Building Services: Building Signage and Directory Please contact the management office for signage and directory changes. Building Services: Cleaning Janitorial Services Janitorial services are provided as stated in each lease. Generally, offices, restrooms and public areas will be cleaned five (5) nights a week (Monday-Friday). Any additional services or special cleaning above basic building standards can be arranged by calling the Frost Bank Tower Property Management Office. These additional services are billed back to the individual tenant. Trash Removal Extraordinary trash such as moving boxes, old equipment and construction materials should be removed from the property by the contractor performing the service. The Frost Bank Tower Property Management Office can arrange to have items removed and invoice the tenant for the work. Paper/Cardboard, Plastic bottles and Aluminum can Recycling The established recycling company for Frost Bank Tower is Balcones Recycling. Upon move-in and after, tenants may request recycling bins by contacting the Frost Bank Tower Property Management Office. Frost Bank Tower Recycling Program Building Services: Elevators Elevators Frost Bank Tower is equipped with a total of 15 elevators – five low rise passenger elevators (11-21), five high rise passenger elevators (22-33), one service elevator and four garage elevators, one of which provides service from the basement parking garage to the ground level. 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. Access Card Request Form After Hours Work Request After Hours HVAC Bomb Threat Report Conference Center Reservation and Rules Indemnity Form Insurance Requirements Intermittent Waiver Key Request Form Property Removal Form Signage Request Form Smoking Policy Tenant Information Form Touch Directory Request Form Unconditional Waiver Form Building Services: HVAC HVAC (heating, ventilating and air conditioning) will be provided during the building’s standard operating hours of 7:00 a.m. - 7:00 p.m., Monday through Friday, and 8:00 a.m. to 1:00 p.m. on Saturday. To ensure comfort, please keep blinds on exterior windows completely lowered and positioned at an upward 45-degree angle. Requests for after-hours air conditioning/heating must be submitted in writing on the form provided (see Building Forms Section) and emailed to the Frost Bank Tower Property Management Office no later than 2:00 p.m. on the last working day before the requested date of service. Additionally, tenants may access the air conditioning by dialing in with a code (which is distributed at occupancy). The cost for overtime HVAC is based on the amount specified by lease agreement. Invoices for overtime HVAC will be billed monthly. Building Services: Light Bulb Replacement Building standard light bulbs (2’ and 4’, T-8, Spec 35, Sylvania fluorescent tubes) within tenant suites will be replaced at no charge. All other lighting is considered above standard and will be replaced upon tenant request. Replacement costs will be provided upon request. Building Services: Mail Service Mail Room The U.S. Postal Service delivers mail Monday through Friday to the Frost Bank Tower mailroom on the ground floor. Mail is delivered in office or picked up at 4:45 PM. The mailroom provides outgoing mailboxes for stamped and metered mail. In addition, there are bins for Federal Express, UPS, and Lone Star Overnight. The collection times are posted in the mail area. Post office boxes in the Frost Bank Tower may be obtained by contacting the Frost Bank Tower Property Management office. Mail of any form should never be left on the floor. Packages that do not fit in any of the collection boxes should be taken directly to the post office or given to the U.S. Mail personnel servicing the building. To prevent damage to building finishes and potential injury to tenants and guests, building policy prohibits large sacks of mail and the use of carts in the passenger elevators. Please use the service elevator for these purposes. Building Services: Standard Services Price List Engineer Labor Charge Billed at a rate of $30.00 per hour (billed in ½ hour increments) plus necessary materials to complete the job. Keys and Locks Duplication of keys will be billed at a cost of $8.00 per key. Additional key and lock services may be coordinated through the Frost Bank Tower Property Management Office. Overtime HVAC Rate Based on amount specified by lease agreement. Janitorial Services Additional janitorial services may be coordinated through the Frost Bank Tower Property Management Office and will be priced based on complexity of the project. Emergency Procedures: Overview Purpose of Emergency Plan Provide building occupants with the safest possible working environment. Comply with the fire codes of City of Austin, Travis County and the State of Texas. Familiarize building occupants with the fire codes and planned procedures, which could be initiated in the event of fire or other emergency. The contents of this plan are designed as an Operational Guide for the behavior, safety and protection of building occupants. The following Emergency Plan establishes a sequential plan of response for initially recognizing, identifying and reporting the existence of specific emergency situations threatening the building and/or its inhabitants, and then provide procedures for the safety and protection of personnel and/or property. When implemented and supplemented with appropriate instructions from the building’s Property Management (or its representatives), this plan becomes an operational tool for effective and responsive action when occupants of the building are forced to cope with emergency situations. Please refer to: http://frostbanktower.bssnet.com for on-line emergency plan. Emergency Procedures: Bomb Threat Overview While the vast majority of bomb threats are indeed false alarms meant only to disturb or disrupt the normal work of a person or company, at no time should any call be regarded as just another false alarm. When a Bomb Threat Call is Received: Keep the caller on the line as long as possible. Ask the caller to repeat the message. Tape the conversation if equipment is available. Obtain as much information from the caller as possible: Location of the bomb, Time of detonation, Type of bomb, Appearance or description of bomb, Reason for planting the bomb. Tell the caller the building is occupied and that the bomb might cause the death of innocent people. Listen for background noises that might help in determining where the call was made. At the conclusion of the call, do not hang up the phone. Go to another phone and call 911. When a Bomb Threat Call is Received (continued) Then call Frost Bank Tower Property Management at (512) 279-1270 and give as much information as possible, including the following: Your name, Your location and telephone number, Name of the initial recipient of the threat, Name of anyone listening to the call, Name of any employee threatened by the caller, Normal work location of any threatened employee, Time the bomb is supposed to detonate, Exact location of the bomb, Appearance of the suspected bomb package, Reason given for the bomb, Time given for the bomb. Frost Bank Tower Property Management personnel will contact other appropriate parties. Notify your supervisor about the bomb threat call. Have all written records or notes of the bomb threat call available for the Police and and/or Frost Bank Tower Property Manager to analyze. IMPORTANT - Open telephone lines are essential to effectively controlling this emergency so please make only necessary telephone calls. Quickly and thoroughly search your company area for suspicious, unusual or foreign items (suspected bombs) and report any findings, but DO NOT touch jar or disturb or cover any suspicious items that are found. Report any findings to Security. Your company determines evacuation of your premises, unless Frost Bank Tower Property Management calls for an entire building evacuation. Should your company determine that evacuation is necessary, contact the Frost Bank Tower Property Management Office to advise of the evacuation plan to be used. IMPORTANT - If you determine that your employees and visitors are in imminent danger and you cannot reach the Frost Bank Tower Property Management Office by telephone in a reasonable length of time, you may determine it prudent to exercise your independent judgment and move or evacuate your personnel without being given specific route to follow. Identify and give priority to the movement or evacuation of nervous, emotional, ill and/or disabled personnel. If you evacuate, establish and announce a rendezvous point (a place to ensure employee safety and control, communication of emergency and re-entry information and roll call). Suspected Bomb – Safety Precautions The safety precautions enumerated below are designed to acquaint you with the dangers inherent in the search, discovery, and handling of suspected bombs upon either notification of a bomb or if you have other reason to be suspect. While some of the following safety precautions may seem elementary, do not dismiss them as unimportant nor take them for granted because adequate knowledge provisions may save your life and the lives of others in the building. Do not use cell phones - turn off pagers. Do not use radio equipment to transmit messages. Do not move light switches. Do not smoke. Do not accept the contents of any container as bona fide simply because it was delivered by routine means. Do not accept container markings and/or appearance as sole evidence of the contents, identification and legitimacy. Suspected Bomb – Safety Precautions (continued) Do not touch a suspected bomb. Do not shake, shock or jar a suspected bomb. Do not cover a suspected bomb. Do not carry a suspected bomb. Do not assume that a suspected bomb is of a specific type (high explosive or incendiary). Do not open any suspicious container or object. Do not cut a string, cord or wire on a suspicious container. Do not cut or remove the wrapper on a suspicious container. Do not remove a latch or hook on the cover of a suspicious container or object. Do not raise or remove the cover of a suspicious container or object. Do not change the position of a suspicious container or bottle. Do not place a suspicious container or object into water. Click here to download a Bomb Threat Report Emergency Procedures: Chemical / Biological Threat Hazardous Materials Procedures Just like a bomb threat, there are no set rules or procedures for responding to a chemical or biological threat. The details of each threat must be analyzed and your response custom tailored to the facts at hand. However, local authorities suggest businesses plan their response around the two most likely scenarios: Scenario One: The receipt of a threat without tangible evidence of the presence of a biological or chemical substance. An example of this type of threat would be the receipt of a phone call in which the caller claims a biological or chemical substance is present at your work environment. If your company receives a threat without tangible evidence, the following actions are recommended: Obtain as much information as possible from the caller. Where is the substance located, how will it be dispersed, what will trigger the dispersal, what time will it be dispersed, etc. After the call is complete, do not hang up. Leave the receiver off the hook and the line open to allow the call to be traced. Contact 911. Scenario One (continued) Contact the Frost Bank Tower Property Management Office at (512) 279-1270. Initiate a search of the area identified by the caller. Ask each employee to search their particular area for anything which coincides with the information received from the caller or for anything that seems suspicious or out of place. Remind everyone not to touch or disturb any suspicious items. If any suspicious item is found, move people away from the area and call 911. City of Austin Fire Department’s Hazardous Materials Handling Team (HAZMAT) will respond and assume control of the situation. Scenario Two: The receipt of a threat with tangible evidence that the threat is not a hoax. Tangible evidence is subjective but could include a package marked “Anthrax” or a note, letter or phone call providing details about a threat that are immediately verified. Scenario Two (continued) If you believe the threat is valid the following general procedures should be considered. Collect all readily available information about the threat. Call 911. Call Frost Bank Tower Property Management Office at (512) 279-1270. Clear the threat area to the degree you feel is prudent. If anyone has had direct contact with the threat substance, have them wash all exposed areas thoroughly and repeatedly with hot water and soap. After exposed individuals have finished washing, move them to a safe area but keep them isolated from individuals not exposed. Remember to keep exposed individuals calm, assure them that the fire department and other emergency services will be on site very quickly. Control access to the threat area. If appropriate, building engineers will shut down the air distribution system in the threat area. Maintain control. Do not let fear turn into hysteria. The City of Austin Fire Department has a Hazardous Materials Handling Team and they will be on site in minutes. HAZMAT will determine if an actual hazard exists and, if required, notify the necessary agencies to clean up and remove the hazardous material. 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. 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 Management that the elevator is malfunctioning. The cab number will be identified, and so too, the specific floor on which it is stuck. The Guard will establish two-way communication with elevators occupants until help has arrived. In the event of a power outage, elevators will continue to operate using our emergency power generator. Should an outage occur, elevator lights will remain on, but the car itself will temporarily cease moving. Each elevator will automatically return to the lobby, their doors will open, and 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 Building Management Office Building Security/After Hours Emergencies Fire Department (non Emergency) Police Department (non Emergency) Hospital 911 (512) 279-1270 (512) 279-1270 (512) 974-4245 (512) 974-5750 (512) 324-7000 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 Click here to download an Evacuation Map Emergency Procedures: Fire and Life Safety Building Fire and Safety Features Frost Bank Tower contains many fire safety features that in combination provide excellent fire protection. These features can be placed into four (4) categories: Prevention Detection Control Evacuation Prevention Fire resistant materials used in the construction of the building include: Concrete floors and structural columns, Glass and metal exterior walls, Flame retardant gypsum board with metal studs for interior partitions, Carpet meets all NFPA and County Code standards, Ceilings that are fire resistant mineral fiber suspended on metal supports, Stairwells and core rooms have two-hour fire rating, Building mechanical and electrical functions are located in separate rooms or in closets on each floor. The condition of these rooms is closely monitored by building personnel to ensure the integrity of these spaces. NOTE: While much care has been taken in the construction of Frost Bank Tower, it is equally important that tenants and their employees exercise care by not bringing or installing hazardous materials in the building. Detection The building fire protection system has a multi-zone fire monitoring and notification panel. In addition to controlling all alarms, detection devices and pull stations, it will alert building personnel to any alarm or sprinkler discharge and indicate its location. The system will also engage stairwell pressurization. The public address system is designed to provide emergency communications to all or selected floors. All Life Safety devices are connected to the building’s Life Safety System. Alarms automatically register at the Fire Command Center. Control Fully automatic sprinkler protection is provided on all floors and in all service areas within the building. The sprinklers are activated by heat build-up in the vicinity of the sprinkler. The discharge of a sprinkler will produce an alarm alerting building personnel to the location of the discharge. All system control valves are monitored to prevent tampering or inadvertent disabling. Each floor is equipped with ABC Dry Chemical Fire extinguishers located in close proximity of the stairwells. These extinguishers may be used on all classes of fire common to office buildings. Control (continued) All tenant suites must have at least one (1) fire extinguisher within the office or as defined by city of Austin fire code. Fire strobes and speakers are located in the ceiling throughout all the floors, lobbies, and the garage. These provide visual and audible alarms for affected areas and serve as the public address system for the building in the event of an emergency. Evacuation The building contains emergency stairwells that run the full height of the building. During an alarm, the stairwells are pressurized to prevent smoke from entering the stairwell. In the event of a fire or other emergency requiring evacuation, individuals should go directly to the stairwells. Avoid using the elevators as all elevators may be recalled to the Lobby level and reserved for use by the Fire Department. Safe Refuge Areas are located at the entrances to Fire Exit stairwells on each floor. Individuals unable to manipulate the evacuation route should be moved to the Safe Refuge Area, which is equipped with an intercom system. Tenant Emergency Warden Responsibilities Tenant Wardens are the connecting link between the Frost Bank Tower Property Management Office and the Tenant’s employees during emergencies. As such, the Wardens have direct control and responsibility for all decisions relative to the safety of their employees during an emergency. During an emergency, corporate hierarchy should be relegated in favor of allowing the Tenant Warden to effectively take charge (within the bounds of the Emergency Plan). Each tenant is responsible for designating Emergency Wardens and Deputy Wardens, recommended one or two per fifty employees. Tenant Wardens are responsible for selecting, identifying, and training sufficient Deputy Wardens to effectively perform emergency duties and responsibilities, should the Warden not be present. Each floor should have a minimum of one Tenant Warden and two Deputy Wardens. Responsibilities of Emergency Warden(s) and Deputies: Know the evacuation plans used in an emergency. Know the layout of their floor(s) including the exits and location of fire equipment. Be familiar with the personnel under their control and know if there are any individuals that would require additional assistance in the event an evacuation is necessary. Communicate building information, emergency procedures and notices of fire drills and other correspondence to all employees. Responsibilities of Emergency Warden(s) and Deputies (continued) Tenant Wardens and the Deputies must be knowledgeable about what is not commonplace (i.e., unusual or foreign to the normal environment of their respective company areas) so that for example, in the event of a bomb threat, they will be qualified and instrumental in conducting a search, as well as assisting in the identification of any suspicious items. Due to the key positions they occupy, Tenant Wardens and their Deputies must see that during their absences from the building, other qualified associates are also familiar with and able to perform their emergency duties. Tenant Wardens and their Deputy Wardens should be selected on the basis of two (2) principal criteria: 1. They must be intelligent, alert and resourceful individuals who would be able to remain calm and would be capable of performing a leadership role during an emergency situation. 2. They must work in their respective company areas within the building rather than having primary duties and responsibilities outside the building. Reporting Changes in Tenant Wardens and Deputy Wardens: Any changes in Tenant Warden or Deputy Warden must be updated on the proper forms and submitted to the Frost Bank Tower Property Management Office. Warden Authority: While all personnel and employees should have constructive knowledge of the Emergency Plan and Procedures, they must recognize that it is essential for them to voluntarily accept emergency instructions given to them by the Frost Bank Tower Property Management and by the Tenant Wardens or the Deputy Wardens in order to ensure a safe and orderly response to any emergency situation. Testing of the Building’s Emergency Systems and Procedures Various aspects of the Building’s Emergency Systems and Procedures will be tested on a periodic basis in accordance with the instructions from the Frost Bank Tower Property Management and/or the City of Austin Fire Department. Tenant Wardens are responsible for seeing that all Tenant employees participate in emergency procedure drills conducted by Frost Bank Tower Property Management. Communication with the News Media For the protection and safety of all occupants of the building, employees are requested to refer all media inquiries to their respective company’s public relations representative or to the Frost Bank Tower Property Manager. Designate a Rendezvous Area Stairwells A and B are labeled on the interior side of stairwell doors. Stairwell A- exits in the lobby by Frost Bank. Tenants using stairwell A will rendezvous at 6th and Brazos. Stairwell B- exits on 4th Street. Tenants using stairwell B will rendezvous at 4th and Colorado. Fire Procedures Frost Bank Tower is fully equipped with fire detection and alarm devices and sprinklers throughout the building. Upon activation of an alarm, the Building Fire Alarm System will produce visual and audible alarms on the effected floor, the floor above, and the floor below. If a fire is discovered, DO NOT wait for an alarm to sound. IMMEDIATELY CALL 911. Relay the following information to the 911 operator: The EXACT location of the fire. What is burning (electrical equipment or wiring, liquids, paper or wood furnishings etc.). The severity of the fire. Your name. Your telephone number. Your location. Pull the fire alarm pull station. Pull stations are located in the corridors next to each stairwell entrance. Call Security and the Frost Bank Tower Property Management Office at (512) 279-1270 and relay the above information. Notify your Floor Warden(s). Floor Wardens should begin evacuation. Fire Procedures (continued) If the fire can be controlled by a fire extinguisher, follow the directions on the hand-held fire extinguisher located within your space and in close proximity to the emergency stairwells. DO NOT attempt to control the fire if it poses a threat to your safety. If possible, close the door(s) to the room. This may help contain the fire. If you hear the alarm: Stay calm. Prepare to evacuate if necessary - know the location of the nearest exits. Follow instructions from your Floor Warden or given over the Building Public Address System. If the order to evacuate is given, use the stairs. Move to designated rendezvous area. Individuals unable to navigate the stairwell should be moved to the Safe Refuge Areas. If smoke is present, stay low. The best air is near the floor. Remove high-heeled shoes to facilitate walking down stairs. Take essential personal belongings, as re-entry will not be allowed during the emergency. DO NOT use the elevators. The elevators may be recalled to the Lobby level. DO NOT return to your workspace until you are advised by the Fire Department or Building Personnel that it is safe to do so. Fire Procedures (continued) If you are outside the building during a fire, stay far enough away (300 feet) to avoid falling/breaking glass. Remain quiet during the evacuation in order to hear and understand all emergency instructions. The Floor Emergency Warden or Deputy should direct all personnel as to when and where to evacuate. Proceed in an orderly fashion to the nearest stairwell as directed by the Wardens. Two designated individuals should be the last to vacate space to make sure all personnel have left the area. IMPORTANT: Identify and give priority to the evacuation of nervous, emotional, ill and/or disabled personnel. personnel. Emergency Warden should assign assistants: Two-man teams to assist the disabled. To take flashlights or other portable lights in case of an electrical power failure. To take the company first aid kit if it is readily available and not too heavy. To properly secure and safeguard special company records, (i.e., documents, original contracts negotiable instruments, etc. and to lock the appropriate files, vaults, closets desks, etc.). To unplug appropriate electrical equipment and machines, hot plates, coffee makers, etc. To check for any remaining employees and visitors, turn off lights, close office doors but DO NOT lock if the office is involved in the fire. Have a pre-determined rendezvous point or employees meeting place for communication of emergency and/or re-entry information by the Frost Bank Tower Property Management Office. When the evacuation is completed, assemble and account for all personnel: Total number evacuated. Total number of visitors moved or evacuated. Total number of personnel missing. Total number of personnel in rendezvous area. Names of missing persons. IMPORTANT: If you determine that your employees are in imminent danger, you may determine it prudent to exercise your independent judgment and move or evacuate your personnel without being given specific routes to follow. REMEMBER: Tenant Contacts, Wardens and their assistants are leaders and role models. They must continuously demonstrate not only by words, but also by actions the ability to follow rules and regulations, so that they are capable of leading their employees and visitors to safety. Lives may depend on it. 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 Frost Bank Tower 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. CBS 42 http://www.keyetv.com/ News 8 Austin http://www.news8austin.com/ 590 KLBJ http://www.590klbj.com/ KMFA 89.5 http://www.kmfa.org/ Emergency Procedures: Medical Emergency If there is a Medical Emergency within your office: Call 911 to request an ambulance. Call Frost Bank Tower Property Management at (512) 279-1270 and give the following information: Nature of the Medical Emergency Exact location and name of the sick or injured Whether an ambulance or doctor has been notified If an ambulance has not been contacted, then Frost Bank Tower Property Management will contact 911 and make ready their entrance to the building, if necessary. If the sick or injured person requests you to call their doctor, please do so and notify the Frost Bank Tower Property Management Office so assistance can be given to the doctor when entering the building. Assign someone to stand at the service elevator on the floor where the sick/injured person is located to meet the doctor and/or ambulance attendants and guide them to the sick/injured person. If the sick or injured person is to be sent to a hospital, try to send a friend or fellow employee along to comfort the person and help him/her at the hospital until a relative arrives. Emergency Procedures: Pandemic Preparedness What you Need to Know An influenza (flu) pandemic is a worldwide outbreak of flu disease that occurs when a new type of influenza virus appears that people have not been exposed to before (or have not been exposed to in a long time). The pandemic virus can cause serious illness because people do not have immunity to the new virus. Pandemics are different from seasonal outbreaks of influenza that we see every year. Seasonal influenza is caused by influenza virus types to which people have already been exposed. Its impact on society is less severe than a pandemic, and influenza vaccines (flu shots and nasal-spray vaccine) are available to help prevent widespread illness from seasonal flu. Influenza pandemics are different from many of the other major public health and health care threats facing our country and the world. A pandemic will last much longer than most flu outbreaks and may include "waves" of influenza activity that last 6-8 weeks separated by months. The number of health care workers and first responders able to work may be reduced. Public health officials will not know how severe a pandemic will be until it begins. Importance and Benefits of Being Prepared The effects of a pandemic can be lessened if you prepare ahead of time. Preparing for a disaster will help bring peace of mind and confidence to deal with a pandemic. When a pandemic starts, everyone around the world could be at risk. The United States has been working closely with other countries and the World Health Organization (WHO) to strengthen systems to detect outbreaks of influenza that might cause a pandemic. A pandemic would touch every aspect of society, so every part of society must begin to prepare. All have roles in the event of a pandemic. Federal, state, tribal, and local governments are developing, improving, and testing their plans for an influenza pandemic. Businesses, schools, universities, and other faith-based and community organizations are also preparing plans. As you begin your individual or family planning, you may want to review your state's planning efforts and those of your local public health and emergency preparedness officials. State plans and other planning information can be found at www.pandemicflu.gov/plan/checklists.html. The Department of Health and Human Services (HHS) and other federal agencies are providing funding, advice, and other support to your state. The federal government will provide up-to-date information and guidance to the public if an influenza pandemic unfolds. Pandemic Flu Resources There are many publicly available resources in place to help communities, companies, and individuals plan for a possible pandemic flu outbreak. A few of the most useful sites are linked below: Pandemicflu.gov This is the official U.S. Government site for information on pandemic and avian influenza. The material on this site is organized by topic for easy reference. Centers for Disease Control and Prevention (CDC) The CDC Web site is another primary source of information on pandemic influenza. They also have a hotline—1-800-CDC-INFO (1-800-232-4636)—that is available in English and Spanish, 24 hours a day, 7 days a week (TTY: 1-888-232-6348). Or, if you prefer, questions can be e-mailed to [email protected] Department of Homeland Security (DHS) DHS is working on a “Business Planning Guide,” which will be posted on the DHS home page and on Pandemicflu.gov as soon as it is completed. Also, for business-specific questions, the DHS has created an e-mailbox— [email protected] BOMA Resources BOMA/Greater Toronto Pandemic Flu Report The report addresses the threat to commercial buildings from an avian flu pandemic. The resources above will provide a lot of information, but we also encourage you to: Listen to local and national radio Watch news reports on television Read your newspaper and other sources of printed and Web-based information Look for information on your local and state government Web sites Consider talking to your local health care providers and public health officials. Emergency Procedures: Power Failure All Frost Bank Tower Office Buildings and Common areas are served by emergency generators. In the event of power failure, these generators will provide emergency power for certain basic building functions. Those functions include: Activating emergency lights on each floor throughout the building, including all Exit signs. Activating all stairwell lighting. Activating the building’s emergency Fire, Life and Safety Systems as well as the building’s communication systems. Recalling all elevators to the ground floor lobby. (One elevator will remain operative for use by security to assist handicapped persons or to take service crews and equipment into the building, as needed.) It is seldom necessary to evacuate the building during a power failure. Unless you are directed to do so through the emergency communication system, please remain in your offices. Please…DO NOT CALL the Management Office unless you need to notify us of the location of a disabled employee. 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. Introduction: Welcome The tenant information provided in this Electronic Tenant® Handbook is meant to provide you with a better understanding of Frost Bank Tower 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 Frost Bank Tower a premier Parkway Properties property. Introduction: About Parkway Properties Parkway Properties is a real estate investment trust that owns and operates high quality office properties located in top-teir Sunbelt markets. A proud member of the New York Stock Exchange, Parkway focuses on providing exceptional service and innovative workplace solutions to our customers. We value our relationship with every customer regardless of the square footage leased or business operated. That's the Parkway difference, and it's in everything we do. It's our day-to-day attention to detail in the way we serve, the way we enhance assets and the way we invest capital. The details make the difference and allow us to deliver unmatched service for our customers and create long-term value for our shareholders. Introduction: About Frost Bank Tower As the premiere building in Austin, Frost Bank Tower is the focal point of the city with its unique architectural design. Built in 2003, the signature 33-story Trophy tower features 535,078 square feet of premiere office space in the heart of the Central Business District on the corner of Congress Avenue and Fourth Street, just blocks from the State Capitol. On-site amenities include conference facilities, dry-cleaner, full-service bank, ATM, deli-carry-out restaurants, coffee shop, overnight courier drop box, and a fitness center. In addition, the property features an 11-level parking garage with more than 1,400 parking spaces. Frost Bank Tower is easily accessible to and from MoPac Expressway and Interstate 35. 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 Building Calendar 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: Contractors Contractors: Click here to view the Frost Bank Tower Rules and Regulations for Construction Related documents: Click here to download an Indemnity Form Click here to download Insurance Requirements Click here to download an Intermittent Waiver Click here to download an Unconditional Waiver Form Policies and Procedures: General Rules and Regulations 1. No sign, picture, advertisement or notice shall be displayed by Lessee on any part of the Demised Premises or the Building unless the same is first approved by Lessor. Any such sign, picture, advertisement or notice approved by Lessor shall be painted or installed for Lessee by Lessor at Lessee’s expense. No awnings, curtains, blinds, shades or screens shall be attached to or hung in, or used in connection with any window or door of the Demised Premises without the prior consent of the Lessor, including approval by the Lessor of the quality, type, design, color and manner of attachment. 2. Lessee shall not exceed the capacity of existing electrical current, feeders, risers or wiring installation. 3. The Lessee shall not do or permit to be done in or about the Demised Premises or Building anything which shall increase the rate of insurance on said Building or obstruct or interfere with the rights of other lessees or Lessor or annoy them in any way, including, but not limited to, using any musical instrument, making loud or unseemly noises, or singing, etc., nor use the Demised Premises for sleeping, lodging, or cooking by any person at any time except with permission of Lessor. Lessee will be permitted to use for its own employees within the Demised Premises a conventional coffeemaker and microwave oven. No part of said Building or Demised Premises shall be used for gambling, immoral or other unlawful purposes. No intoxicating beverage shall be sold in said Building or Demised Premises without prior consent of the Lessor. No area outside of the Demised Premises shall be used for storage purposes at any time. 4. No bicycles, motorcycles or other motorized vehicles, birds or animals (except seeing eye/hearing dogs) of any kind shall be brought into said Building. All vehicles or bicycles shall be parked only in areas designated therefore by Lessor. 5. The sidewalks, entrances, passages, corridors, halls, elevators, and stairways in the building shall not be obstructed by Lessee or used for any purposes other than those for which same were intended as ingress and egress. No windows, floors or skylights that reflect or admit light into the building shall be covered or obstructed by Lessee. Toilets, wash basins and sinks shall not be used for any purpose other than those for which they were constructed, and no sweeping, rubbish, or other obstructing or improper substances shall be thrown therein. Any damage resulting to them, or to heating apparatus, from misuse by Lessee or its employees, shall be borne by Lessee. 6. Keys to the Demised Premises will be furnished to Lessee in accordance with the lease terms. No additional lock, latch or bolt of any kind shall be placed upon any door nor shall any changes be made in existing locks or mechanisms thereof without written consent of Lessor. At the termination of the Lease, Lessee shall return to Lessor all keys and access cards furnished to Lessee by Lessor, or otherwise procured by Lessee, and in the event of loss of any keys so furnished, Lessee shall pay to Lessor the cost thereof. 7. Lessor shall have the right to prescribe the weight, position and manner of installation of heavy articles such as safes, machines and other equipment which Lessee may use in the Demised Premises. No safes, furniture, boxes, large parcels or other kind of freight shall be taken to or from the Demised Premises or allowed in any elevator, hall or corridor at any time except by permission of and at times allowed by Lessor. Lessee shall make prior arrangements with Lessor for use of service elevator for the purpose of transporting such articles and such articles may be taken in or out of said building only between or during such hours as may be arranged with and designed by Lessor. In no event shall any weight be placed upon any floor by Lessee so as to exceed 100 pounds per square foot of floor space without prior written approval of Lessor. 8. Lessee shall not cause or permit any gases, liquids or odors to be produced upon or permeate from the Demised Premises, and no flammable, combustible or explosive fluid, chemical or substance shall be brought into the building. 9. Smoking is prohibited in all common areas (exterior and interior) of the building. The designated smoking area is located on the 5th level of the parking garage in the southwest corner. 10. The building shall be open to Lessee, its employees and business visitors between the hours of 7:00 a.m. and 7:00 p.m. Monday – Friday, 8:00 a.m. – 1:00 p.m. on Saturday and closed on Sundays and holidays. At all other times every person, including Lessee, its employees and visitors, entering and leaving the building may be questioned by a watchman as to that person’s business therein and may be required to sign such person’s name on a form provided by Lessor for registering such person. Lessor may also implement a card access security system to control access during such other times. Lessor shall not be liable for excluding any person from the building during such other times, or for admission of any person to the building at any time, or for damages or loss for theft resulting therefrom to any person, including Lessee. 11. Unless explicitly permitted by the Lease, Lessee shall not employ any person other than Lessor’s contractors and employees for the purpose of cleaning and taking care of the Demised Premises. Lessor shall not be responsible for any loss, theft, mysterious disappearance of or damage to, any property, however occurring. 12. No connection shall be made to the electric wires or gas or electric fixtures, without the consent in writing, on each occasion, of Lessor. All glass, locks and trimmings in or upon the doors and windows of the Demised Premises shall be kept whole and in good repair. Lessee shall not injure, overload or deface the building, the woodwork or the walls of the Demised Premises, nor permit upon the Demised Premises any noxious, noisy or offensive business. 13. If Lessee requires wiring for a bell or buzzer system, such wiring shall be done by the electrician of the Lessor only, and no outside wiring men shall be allowed to do work of this kind unless by the written permission of Lessor or its representatives. If telephonic service is desired, the wiring for same shall be approved by Lessor, and no boring or cutting for wiring shall be done unless approved by Lessor or its representatives, as stated. The electric current shall not be used for power or heating unless written permission to do so shall first have been obtained from Lessor or its representatives in writing, and at an agreed cost to Lessee. 14. Lessee and its employees and invitees shall observe and obey all parking and traffic regulations as imposed by Lessor. 15. Canvassing, peddling, soliciting and distribution of handbills or any other written materials in the building is prohibited, and Lessee shall cooperate to prevent the same. 16. Lessor shall have the right to change the name of the building and to change the street address of the building, provided that in the case of a change in the street address, Lessor shall give Lessee not less than 180 days prior notice of the change, unless governmental authority requires the change. 17. Lessor may waive any one or more of these Rules and Regulations for the benefit of any particular Lessee, but no such waiver by Lessor shall be construed as a waiver of such Rules and Regulations in favor of any other Lessee, nor prevent Lessor from the thereafter enforcing any such Rules and Regulations against any or all of the other Lessees of the Building. 18. These Rules and Regulations are supplemental to, and shall not be construed to in any way modify or amend, in whole or in part, the terms, covenants, agreements and conditions of the Lease Agreement to which the same are attached. 19. Lessor reserves the right to make such other and reasonable Rules and Regulations as in its judgment may from time to time be needed for the safety, care and cleanliness of the Frost Bank Tower building, and for the preservation of good order therein. Policies and Procedures: Insurance Protection Please see your individual lease agreement for the requirements. Policies and Procedures: Moving Procedures Move-In and Move-Out Policies 1. Tenant’s representative responsible for coordinating the move (Tenant’s Move Coordinator) and the Tenant’s furniture installation company, delivery company, moving company and related vendors involved in the move shall meet no less than three (3) weeks prior to Tenant’s scheduled move-in date to coordinate times, establish methods of delivery and reserve use of the loading docks, service corridors, elevators and stairwells for the move. 2. All large deliveries or moves in/out of the property take place after normal business hours. Move hours are Monday - Friday 6:00 p.m. to 7:00 a.m. and all day Saturday and Sunday. Use only the service elevator for the movement of furniture. 3. Moves are scheduled on a first come, first serve basis. Only one move can be accommodated at any given time. To schedule your move, contact the Frost Bank Tower Property Management Office at (512) 279-1270. 4. Tenant’s moving contractors will provide Landlord with a Certificate of Insurance evidencing coverage of Statutory Workmen’s Compensation and a minimum of $2 Million Combined Liability. Insurance requirements apply to all companies making move deliveries. 5. Site plans identifying Building entrances, parking and loading dock facilities will be provided to Tenant’s Move Contractor upon request. 6. A pre-move walk-through is to be conducted immediately before the commencement of the move by Landlord, Tenant’s Move Coordinator and the supervisor of the moving company to identify existing damage in common areas and corridors and to insure that areas to be used for transporting items are protected and padded according to Building regulations. 7. All companies making deliveries in connection with the move are to adhere to the moving rules and regulations pertaining to the protection of the Demised Premises and the Project. All costs associated with adhering to such protection procedures shall be the responsibility of the Tenant and/or Tenant’s freight, moving or delivery company and other vendors related to move in/out. 1. Protection should be installed prior to the move and removed immediately upon completion; Tenant (or its moving company) is responsible for leaving the area in as clean a condition as it was prior to the move. 2. The Building floor covering must be protected with masonite or plywood along the prescribed route of movement through the Building, as outlined by Landlord. 3. The elevator lobbies, building corridors and doors must be protected with cardboard, plywood or other materials pre-approved by Landlord. 4. The elevator and entrance doorframes must be protected. 5. The movement of materials, furniture, etc. is limited only to those corridors, stairwells, elevators and service areas designated by Landlord. 8. It is the Tenant’s responsibility to notify Landlord of items to be moved which are unusually large or heavy (in excess of 5,000 pounds) or which may require review by Landlord. Dimensions and weight may prohibit the safe transport and placement within acceptable structural guidelines. Any large items that cannot be placed in the service elevator will require special hoisting arrangements that will be made through the Landlord. Tenant’s Move Contractor should include in the bid price to the Tenant any additional charges required for extra services which may need to be provided by the elevator contractor to hoist large items. 9. Frost Bank Tower Security will be notified as to the move-in schedule and will monitor the progress of the move. Any changes in the move-in schedule must be reported to Landlord or Landlord’s representative immediately. An emergency phone number will be required by Security for the Tenant’s Move Contractor’s supervisor and for the Tenant’s Move Coordinator. 10. Building standard electricity, heating, ventilation and air conditioning will be provided at no charge for move-in when requested by Tenant at least twenty-four (24) hours prior to move-in. Tenant must request and identify specific time requirements for said service. Landlord or Landlord’s representative should be notified of any changes from the confirmed HVAC request. 11. Tenant’s moving company employees must adhere to Frost Bank Tower Building Rules and Regulations and must be easily identifiable by wearing company shirts and name badges. 12. Up to three (3) tractor semi-trailers or large trucks can be accommodated in the loading dock bays. Any trucks parked on the street are subject to restrictions imposed by the city. 13. Moving company employees and subcontractor must cooperate with Security procedures and directions. All moving personnel must check in at Security Headquarters on the loading dock. A picture ID must be surrendered in exchange for a Contractor’s ID badge. Security will return picture ID upon check out and return of Contractor Badge. 14. Moving company employees and subcontractor must adhere to the building’s “No Smoking Policy” in all interior and exterior areas, which includes building, loading dock, tenant floors, stairwells and all common areas. (A designated smoking area is located on the 5th level of the Parking Garage in the southwest corner.) 15. Moving company is responsible for their equipment and use thereof. Mover personnel are only authorized to be present in areas related to the move. Frost Bank Tower Building security will remove any personnel who are found in unauthorized areas (other floors, etc.). 16. The moving company is responsible to designate one person as an elevator operator for the service elevator during the move. 17. Duct tape is not to be used on any floors, walls, doorjambs or doors. 18. Normal cleaning services will commence on the first scheduled business day after the move. Tenant should instruct movers to remove all used and unpacked boxes from the Building, making arrangements for disposal other than using the waste facilities of the Building. 19. Landlord specifically reserves the right to modify any of these rules and regulations and to establish such additional reasonable rules and regulations as in its judgement shall from time-to-time be required for the safety, protection, care and cleanliness of the Building. 20. The landlord, at tenant’s expense, may employ two additional security officers to operate the loading dock and monitor the tenant’s move activity during the move. Movers Certificate of Purchase Please provide a Certificate of Insurance with the following minimum requirements. PLEASE CONTACT OUR OFFICE FOR CURRENT INSURANCE REQUIREMENTS. Commercial General Liability Insurance: Commercial Automobile Liability Insurance: Professional Liability Insurance: Excess / Umbrella Liability Insurance: Workers Compensation: Cancellation: $2,000,000 $1,000,000 If applicable $1,000,000 $1,000,000 Not less than 30 days And Additional Insured Endorsement Page CG 20 10 11 85 Below please find the correct list of owner entities that must be included as additional insured interests. 401 Congress LLC, located at 401 Congress Avenue, Austin, TX 78701 California State Teachers Retirement System CALSTRS, LLC OR A blanket automatic additional insured endorsement provision that provides additional insured status to the parties listed in said contract when there is a written contract between the named insured and the certificate holder that requires such status. List Certificate Holder as follows: Parkway Properties Information Pending Moving Checklist Three (3) months prior to move: Secure Moving Company. Schedule date with Moving Company. Schedule date with Property Management at current location and Property Management at Frost Bank Tower. (Remember at most buildings, moves are performed after 6:00 p.m. and are scheduled on a first come, first serve basis.) Schedule date with Frost Bank Tower Property Management to have moving company pick up moving boxes after move. Schedule date with Computer Vendor, Telephone Vendor, and Cabling Vendor. Two (2) months prior to move: Send list of employees, who will be working at Frost Bank Tower, to Frost Bank Tower Property Management for Access card request forms. (See Building Forms section.) Send exact name of your company for lobby directory. (See Building Forms section.) Update time schedule for move with moving company and Frost Bank Tower Property Management. One (1) month prior to move: Send moving company’s Certificate of Insurance to Frost Bank Tower Property Management. Order stationery with new address. Have employees fill out Access card request form. Schedule meeting with Frost Bank Tower Property Management, Tenant’s Move Coordinator, and all other parties involved in move – Movers, Property Management, Vendors, etc. Identify oversized item(s) that will not fit in service elevator, or will exceed the weight limit of elevator (5,000 lbs.) or of floor load limits (100 lbs. per square foot live load). Two (2) weeks prior to move: Return Access card request form to the Management Office. Confirm move date with all parties. Meet with all parties. One (1) week prior to move: Obtain access cards from the Management Office. Fill out Change of Address card with the United States Postal Service. Submit request for after hours air conditioning, if required. After the move: Make sure moving company is coming back to pick up moving boxes. Send out “We Have Moved” cards. Click here to view the Insurance Requirements Policies and Procedures: Smoking Designated Smoking Area The designated smoking area is in the southwest corner of the 5th level in the parking garage. Smoking is prohibited in all other common areas (exterior and interior) of the building. Please click here to view a diagram of designated smoking areas Policies and Procedures: Tenant Alterations Throughout the term of your occupancy, expansion or modification of your space may become necessary. These modifications may be simply relocating an outlet or may involve reconfiguring walls, doors, etc. In order to ensure that basic design criteria are complied with and records are updated, Frost Bank Tower Property Management approval is required for all construction prior to the start. The procedures to be followed during the planning, design and construction process are outlined in the following “Rules of the Site for Contractor’s Work”. Policies and Procedures: Vertical Cabling Policy Frost Bank Tower - Riser Policy Frost Bank Tower is adopting a riser access policy for Frost Bank Tower that will go into effect on October 1, 2009. The program is designed to maintain the security and integrity of the risers and their contents so that expanding telecommunications needs of tenants can be met in the future. Under the new policy, Tenants will remain free to select the telecom provider of their choice, and to select their own cabling contract for work within their suite. The change is that Summit Riser Systems (SRS) has been selected as the single approved contractor for all Vertical Riser cabling installations at Frost Bank Tower. Why the change? By establishing this policy, access to the buildingâs vertical riser system and telephone closets will be limited to a single vendor who will be fully accountable. Limiting riser access will improve security of the riser system and telephone closets and keep them organized and orderly. A single vendor will know the building, be familiar with cabling policies, have up to date insurance on file, and as a result, be able to work more efficiently. How will it work? Example: Your Company needs to add a phone line, fax line, T-1 data line or TV cable. Step 1: Call your telecommunications provider (AT&T, Time Warner Telecom, Time Warner Cable, etc.) and order the line as usual. Your provider will give you the installation date when the line will be dropped off at the minimum point of entry (MPOE), which is located in the buildingâs main phone room on level 2. At this time, the carrier may also give you the new telephone or fax number. Step 2: Next, call SRS to notify them of the proposed installation date. SRS will provide you a cost estimate for the vertical cabling portion to extend the new line from the MPOE to the backboard in your suite. Oftentimes, SRS will make the new riser connections prior to your telecom carrier delivering the line or circuit. Step 3: When your telecom provider arrives on the installation date, they will receive a key at the Loading Dock to the main telephone room (MPOE) on level 2, but they will not receive a key to the telephone closets on any of the upper floors. The only cabling contractor that will have access to the riser and telephone closets on each floor will be SRS. Step 4: Once your carrier has delivered the new line, and SRS has performed the vertical connections, your line should be active on the backboard in your suite. From here, the line or circuit can be extended to anywhere in your suite. In summary, Tenants can contact Summit Riser Systems at (866) 778-6648. In addition to performing the vertical riser work, SRS can also provide a quote for any cabling within your suite if you desire. Sustainability: Corporate Sustainability Information Pending Sustainability: Mission and Goals Information Pending Sustainability: Property Specific Green Programs Information Pending Sustainability: Sustainability Policies and Procedures Building Exterior Hardscape and Management Plan Cooling Tower Water Management Plan Green Cleaning Policy High Performance Cleaning Program IAQ Management and Alterations Plan Indoor Integrated Pest Management Plan Integrated Pest Management, Erosion Control and Landscape Management Plan Lamp Purchasing Policy Refrigerant Management Policy Solid Waste Management Policy Smoking Policy Sustainable Purchasing Policy Water Efficiency Program Sustainability: Sustainability Highlights Information Pending Sustainability: Green Tenant Programs Information Pending The Neighborhood: Parkway Properties Building Retailers Click on a building below for more information on the retail tenants: Frost Bank Tower One American Center San Jacinto Center One Congress Plaza 300 West 6th Street Frost Bank Tower Houndstooth Coffee https://squareup.com/directory/houndstooth-coffee-2 (512) 394-6051 Fresh brewed coffee, teas, beer, wine, and pastries. Free Wi-Fi is also available. Located on the ground floor near the 4th Street building entrance. Taco Shack www.tacoshack.com Authentic Tex-Mex taste for breakfast or lunch, home grown here in Austin. Located on the ground floor near the corner of 4th Street and Brazos. Blue Ribbon Barbecue www.brbbq.net Real smoked barbecue in the Texas Style tradition, serving breakfast and lunch. Located on the ground floor near the corner of 4th Street and Brazos. Willie G's http://www.williegs.com/locations/austin/index.asp (512) 236-9600 A restaurant featuring seafood and steaks. Located on ground floor near the corner of Congress and 4th Street. Westbank Dry Cleaners www.westbankdrycleaning.com Austin based dry-cleaning service located near the 4th Street garage entrance. Frost Executive Health Club http://www.fbthealthclub.com Take in 20-mile panoramic views from the 11th floor of the Frost Bank Tower while you get fit and enjoy the many club features. Executive Shoe Shine Visit Mr. Cain on the ground floor near the mail room to for a full service shoe shine. Drop off service available. Frost Bank www.frostbank.com Located inside the Frost Bank Tower at the north end of the main lobby. An ATM is located near the entrance of Texenza Coffee at the south end of the lobby. One American Center Athenian Grill www.athenianbargrill.com Located at the west side of the building on 6th Street, Mediterranean restaurant in the heart of downtown Austin. Murphy’s Deli www.murphysdeli.com Delicatessen offering breakfast, lunch and catering services. Located at the north side of the building on Congress Avenue. Starbuck’s Coffee www.starbucks.com Fresh brewed coffee, teas, pastries, sandwiches, salads and whole bean coffee. Located at the corner of 6th Street and Congress Avenue. Enchanté www.enchanteonline.com Specializing in toiletries, fine fragrances and skin care products, Enchanté is located in the lobby near the Congress Avenue building entrance. Horizon Bank www.horizonbanktexas.com Located at the South side of the building on 6th Street. An ATM is located in the vestibule building entry off of 6th Street. Alff’s Florist www.alffs.com Featuring unique arrangements, fruit and gourmet baskets and decorator plants. Located in the lobby near the Congress Avenue building entrance. Jamba Juice www.jambajuice.com Natural fruit smoothies and healthy snacks. Located at the east side of the building on Congress Avenue. San Jacinto Center Sweetish Hill Bakery & Deli www.sweetishhill.com Serving breakfast and lunch featuring coffee varieties, pastries, specialty sandwiches and daily lunch specials. Located near the Building Security off the southwest corridor of the lobby. One Congress Plaza Wells Fargo Bank www.wellsfargo.com Located at the north side of the building. Drive-thru available. Murphy’s Deli www.murphysdeli.com Delicatessen offering breakfast, lunch and catering services. Located on the ground floor of the building. The Hills Fitness Center www.thehillsfitness.com/facilities/one_congress_plaza.asp Full service, centrally located fitness center with machines, group classes and personal trainers. Located on the ground floor of the One Congress Plaza parking garage 300 West 6th Street Comerica Bank www.comerica.com Located on the 13th floor of 300 W 6th Street. Shiny Shoes http://shinyshoeshines.biz/Home.html Shoe shine and shoe repair services. Located in the lobby of 300 West 6th near the express mail room. The Hills Fitness Center Full service, centrally located fitness center with machines, group classes and personal trainers. Located at the northwest corner of the building at Guadalupe and 7th Street. Glorias https://www.gloriasrestaurants.com/locations/glorias-austin-downtown 512-236-1795 A blend of Latin cuisine and Salvadorian, Mexican, Tex Mex food. Gloriaâs combines a fine dining experience with Latin music and salsa.