PAN AM BUILDING TENANT INFORMATION MANUAL

Transcription

1 PAN AM BUILDING TENANT INFORMATION MANUAL INDEX INTRODUCTION 3 IN CASE OF EMERGENCY 4 GENERAL INFORMATION 4 A. New Tenant Information 4 B. Building Hours & Holidays 5 C. Conference Room 6 D. Air Conditioning 6 E. Deliveries & Moves 7 F. Insurance 7 G. Bicycles & Mopeds 7 H. Office Entrance Doors & Stairwells 7 I. Restrooms 7 J. Keys 7 K. Maintenance Staff & Janitorial Personnel 8 L. Parking 10 EMERGENCY PROCEDURES 10 A. General 10 B. Fire Procedures 10 C. Fire Protection Equipment 11 D. Evacuation Procedures 11 E. Bomb Threat Procedures 12 F. Earthquake Procedures 13 BOMB THREAT PHONE CALL FORM 14 SECURITY PROCEDURES 14 A. Security Hours 14 B. After Hours Access 15 TENANT CONSTRUCTION 1/1/07 1

2 STANDARD OPERATING PROCEDURES FOR THE PAN AM BUILDING This booklet is presented to assist our tenants in understanding our Rules and Regulations as well as Emergency and Security Procedures. These guidelines are intended to inform Pan Am Building tenants and assure a safe, quiet and efficient working environment. Occasionally changes will be made to the Rules and Regulations printed in this booklet. When these occur, you will be notified. We hope that you will find this information helpful. Please refer any questions to Building Management. 1/1/07 2

3 EMERGENCY TELEPHONE NUMBERS: 911 or "0" Fire Department 911 or "0" Ambulance 911 or "0" Police Department PAN AM BUILDING IN CASE OF EMERGENCY Building Management (The Shidler Group) Building Engineer Parking Maintenance Janitorial / Guard Service (after hours/emergency cell: ) FIRE PROCEDURE: 1. REMAIN CALM. 2. PULL NEAREST FIRE ALARM BOX IN THE HALLWAY. 3. NOTIFY OTHERS ON FLOOR TO EVACUATE the building by way of the fire exits. 2. NOTIFY BUILDING MANAGEMENT OF FIRE LOCATION. 5. CLOSE ALL DOORS - LEAVE THEM UNLOCKED. 6. EVACUATE THE FIRE FLOOR and other floors as directed using the designated Fire Exit. Do Not Use the elevators. 7. Every effort will be made to keep you advised by means of our emergency communications system. 8. Notify Building Management if you are aware of a disabled person who requires assistance. ELEVATORS: During Fire and other emergencies, all elevators will be returned to lobby level where the doors will open. Passengers will exit after which the elevators will be secured under the control of the Fire Department. After the emergency has passed, elevators will be returned to normal service. BUILDING MANAGEMENT: The Shidler Group Management Office is located on the 10th floor, Suite 1006 and is open Monday through Friday from 8:00 A.M. to 5:00 P.M and closed between 12:00 and 1:00 p.m. After hours, emergency calls should be directed to Security. BUILDING GUARD SERVICE: Located in the Ground Floor Lobby and available 24 hours. 1/1/07 3

4 GENERAL INFORMATION A. NEW TENANT INFORMATION: When a new tenant moves into the building, they should come to the Building Manager's office where the following can be obtained: 1. Security and Emergency Access List. This is required so that our Guard Service will have a list of each tenant's employees who are to be admitted after hours. This list is important. If you want to enter the building after hours, your name MUST appear on this list or you will be denied access to the building. 2. Emergency Evacuation Form. List people who physically need assistance during evacuation of the building. 3. Lobby Directory, 4th Floor Directory, 2 nd Floor Directory, Floor Lobby, & Door Signs. Approximately two weeks after we receive your order for signage we will have your signage in place. 4. Obtaining a Post Box in Pan Am. To apply for a post box in the building, see the administrative assistant in the Building Management Office. B. BUILDING HOURS AND HOLIDAYS: 1. Regular Operating Hours: The building will be secured (Lobby doors, fire exits, and elevators closed) during all but the following hours. Monday - Friday Saturday Sunday Building Holidays 6:00 A.M. - 7:00 P.M. 6:00 A.M. - 4:00 P.M. Closed Closed 2. Building Holidays: Unless otherwise notified, the building will be closed to observe the following holidays: New Year's Day Independence Day Thanksgiving Day Memorial Day Labor Day Christmas Day C. CONFERENCE ROOM The Building Management office has a conference room which may be reserved for Tenant use. Rules for Conference Room Use follow: 1/1/07 4

5 CONFERENCE ROOM RULES The conference room, Suite 1016 is available by advance reservation Monday through Friday, 8:00 A.M. to 5:00 P.M. Requests for reservations beyond these hours may be accommodated by special arrangement with the Management Office. Please call for information. Reservations are made on a first come, first booked basis. If you do not need the reservation you are holding, please call as soon as possible to cancel. Allow for set-up time before the meeting and clean up time after. Recurring meetings (weekly or monthly) will be scheduled no more than two (2) meetings in advance. A request for several days or continuous meetings will be considered on a case by case basis. NO SMOKING. Please provide your own equipment. There is a dry erase board and electrical outlets. Please bring your own dry erase markers. Bring your own Restroom Keys with you. (Restroom keys will work on all floors). Tenants are responsible for their own provisions for coffee, tea, etc. including napkins. Tap water is available in the Management office. No hot foods are allowed except coffee and/or tea; use placemats and coasters. Please take precautions to avoid scratching or staining the tabletop. Use placemats under equipment, including projectors and coasters are under drinks. Please close the door at the scheduled meeting time. Tenant will be responsible for removing everything from the conference room after the meeting (i.e. displays, supplies, papers, cups, trash, spills, etc.) Be sure to end your meetings promptly. 1/1/07 5

6 D. AIR CONDITIONING: Air conditioning is provided from: Monday - Friday Saturday Sunday Building Holidays 5:00 A.M. to 7:00 P.M. 5:00 A.M. to 4:00 P.M. Not Operating Not Operating Request for air conditioning outside of these hours should be directed in writing to the Building Management. There is an additional charge for this service which must be scheduled 48 hours in advance. E. DELIVERIES AND MOVES: Sidewalk deliveries and moves through the lobby are NOT permitted. THE FREIGHT ELEVATOR MUST BE USED FOR ALL DELIVERIES AND MOVES except small deliveries that can be carried without the aid of hand trucks or other equipment. All deliveries requiring exclusive use of the freight elevator shall be scheduled with the Building Management. The Freight entrance is through the loading dock area, from Makaloa Street, and shall be used by tradesmen, suppliers or movers in making deliveries to or from your office. The delivery or removal of large objects or a quantity of items shall be prearranged by calling the Building Management. Notification of such should be at least two (2) working days in advance. The loading dock at the street level is for bulk loads. Trucks making deliveries may park in the loading dock area but MUST ADVISE THE GUARD OR MANAGEMENT OF THEIR DESTINATION IN THE BUILDING. THE VEHICLE MUST BE MOVED IF REQUESTED BY THE GUARD OR MANAGEMENT. NO OTHER PARKING IN THE LOADING DOCK IS PERMITTED. Contractors and trade people must find their own parking after unloading of materials. All deliveries or moves shall be arranged during freight elevator hours: Monday - Friday 8:30 A.M. to 12:00 P.M. And 1:00 P.M. to 4:30 P.M. Special arrangements can be made with Management for certain types of deliveries before 7 A.M. or after 6 P.M. or on weekends. 1/1/07 6

7 F. INSURANCE: Insurance coverage in accordance per the terms of your Lease is a requirement for building occupancy. A current certificate of insurance MUST be given to the Building Manager. See Building Management for additional insureds requirements. G. BICYCLES & MOPEDS: Bicycles and Mopeds are not allowed on the premises or in the building except in the bicycle rack area located on the ground floor, Makaloa side of the Bank parking. There is no charge for parking your bicycle or moped in this area. Please be sure to lock your transportation to the rack whenever possible. The building is not responsible for the security of bicycles and mopeds. H. OFFICE ENTRANCE DOORS & STAIRWELLS: For security reasons, it is good practice to make sure that your office entrance door is locked whenever unattended. The janitorial contractor will lock all entry doors after cleaning. Security will check each floor in the evening hours. All doors leading from the stairwells are locked at 6:00 p.m. Monday thru Friday and 4:00 pm on Saturday. I. RESTROOMS: J. KEYS: The restroom doors are locked for additional security. The standard key operation for the locked common area restrooms is not accessible to a person who cannot grasp, pinch or twist the wrist. If your company has an employee who is physically unable to turn the key please inform building management immediately. If you have a visitor who is physically unable to turn the key, please do it for them or ask security or management to do so. Two keys are issued to each office entrance door. Additional keys may be obtained by request in writing to the Building Management. There is a $2.50 charge for each additional key. At the termination of your lease, all keys are to be returned to the Building Manager. K. MAINTENANCE STAFF & JANITORIAL PERSONNEL: 1/1/07 7

8 All members of the Building Maintenance staff wear distinctive identification. Janitorial personnel begin work at 5:00 P.M. Monday through Thursday, and on Sunday morning from 7:00 A.M. to 11:00 A.M. Any maintenance or janitorial problems should be reported to the Building Management. L. PARKING: Monthly parking is available to tenants of the Pan Am Building under a separate parking agreement. To obtain parking, a parking agreement must first be completed and returned with the proper payment to the Parking Manager before a passcard is issued. Payments should be made payable to Ampco System Parking and are due on the 1st of the month. Monthly parking stalls are located on the third and fourth floors. Visitor parking stalls are located on the second and fourth floors. Parking charges (subject to change) are as follows, inclusive of tax: Reserved $ per month Unreserved $ per month Activation Fee $ Customer parking $2.50 per half hour (or fraction thereof) Lost ticket $40.00 Maximum charge $40.00 per 24 hours After hours $3.00 flat rate (quarters only) Validation stamps are also available for purchase from the parking booth. Validation books are sold in books of 100 stamps. Validation rates (subject to change) are as follows, including tax: 1/2 Hour Books $ Hour Books $ Phone Numbers Parking Booth Regional Office Anti-Passback 1/1/07 8

9 Each monthly parker is issued a numbered passcard which allows access into the parking facility. An electronic system ensures that only one vehicle per passcard is allowed in the facility at any time. The card readers at each gate will accept a passcard only when a vehicle is present to activate it. Once a passcard has allowed entrance to the facility, it will not allow re-entrance until after it has been used to exit the facility. After hours, the exit gate will open automatically to allow visitors to exit. Therefore, the passcard must still be inserted at all times even though the gate arm is up. Failure to do this will place the monthly card in "passback". Continued "passback" abuse could result in the forfeiture of parking privileges. Garage Hours An attendant is on duty according to the following schedule (except building holidays): Monday - Friday Saturday 6:00 AM to 10:00 PM 7:00 AM to 5:00 PM The parking manager is on duty from 10:00 AM to 12:30 PM Monday through Friday. The approximate height clearance for the garage is six feet, seven inches (6'7"). 1/1/07 9

10 EMERGENCY PROCEDURES A. GENERAL: 1. REMAIN CALM. Panic generally creates more problems than the emergency itself. 2. Follow directions. 3. If evacuation of the building is necessary, use the exit stairwells. DO NOT USE THE ELEVATORS. 4. It is strongly recommended that each Tenant establish their own internal procedures for handling emergency situations. 5. Know the location of all emergency exits in the building and the Emergency Procedures outlined herein. B. FIRE PROCEDURE: In Case of Fire: 1. PULL FIRE ALARM BOX LOCATED IN THE HALLWAY AT EITHER END OF THE ELEVATOR LOBBY. 2. Evacuate persons from danger area. 3. Immediately call the Building Management Office at and give the location (FLOOR AND SUITE NUMBER) of the fire. 4. Close doors and leave unlocked. 5. Leave the floor by using the stairwells. DO NOT USE THE ELEVATORS. C. FIRE PROTECTION EQUIPMENT: Fire Alarm Locations and Operations. Each Tenant Floor in the tower (Floors 5 through 17) has two (2) fire alarm pull boxes located in the hallway at either end of the lobby. TO SET OFF THE ALARM, PULL THE LEVER ALL THE WAY DOWN AND RELEASE IT. 1/1/07 10

11 D. EVACUATION PROCEDURES: In many cases, it may be unnecessary to evacuate the entire building in the event of a fire. After the evacuation of persons from the danger area, further evacuation may be required but only in severe circumstances. If these should occur, the Honolulu Fire Department will be on the scene shortly to advise whether further evacuation is warranted. If so, a general alarm will be sounded and you will be notified by means of our emergency communications system advising you to leave your offices. The emergency communication speakers are in the common area corridors. Emergency evacuation exits are marked on the floor plans at the back of the manual to assist you in planning your office emergency procedures. The Management Office should be notified if there are disabled persons in your area that will require assistance in the event an evacuation is warranted. Please refer to page 15 of your EMERGENCY PROCEDURES MANUAL should you have a disabled person in your office. Find the closest exit and mark your safety route. Walk to it in order to fix the route in your mind. When exiting, remember to exit outside the building. Each person should use the emergency exit stairwell at least once to see where it leads. (The more familiar you are the less danger you will face if an emergency should arise.) E. BOMB THREAT PROCEDURE: If you should receive a Bomb Threat Call: DO NOT USE THE ELEVATORS! 1. Keep the caller on the line as long as possible. 2. Notify someone near you of the Bomb Threat without terminating the call. Pass a note or use hand signals. Your co-worker must call HPD IMMEDIATELY (911 or "0"), then notify Building Management or Security at Try to determine location of the bomb and time of detonation. 4. Listen for background noises that help in identifying the area from which the call is coming. 5. Listen to voice characteristics of the caller. 6. WRITE DOWN ALL INFORMATION ON THE "THREATENING PHONE CALL FORM" (Page 12). 1/1/07 11

12 EVACUATION In case of a bomb threat, it is recommended that we evacuate the area where the bomb is suspected. Follow the directions of the police who are trained to handle such situations. F. EARTHQUAKE PROCEDURES: If we should experience an earthquake: 1. DO NOT attempt to evacuate the building as there will be no time. 2. Take cover under a desk or table; or in doorways, stairwells, elevator lobby, halls or against inside walls. 3. STAY AWAY FROM GLASS AND WINDOWS, FILE CABINETS OR ANY HEAVY EQUIPMENT/FURNITURE THAT CAN FALL ON YOU. 1/1/07 12

13 BOMB THREAT PHONE CALL FORM Time call received Time call ended Exact words of person calling: Questions to ask: 1. You surely don't want to kill or injure innocent people...we must notify everyone...when is the bomb going to explode? 2. We don't ant anyone to accidentally set it off and be injured or killed...where is the bomb right now? 3. We need to evacuate that area first...where exactly is the bomb located? 4. We may not have time to completely evacuate...what does the bomb look like? Can you describe it a little? Is it a fire bomb? High explosive? 5. We're not involved in any controversy, why did you place the bomb? Caller's voice description: Male Female Young Old Voice: Accent (kind) Loud Soft Weak Strong Friendly Whiny Somber Other Background Sounds: (music, bells, cars, etc.) Was the voice familiar, if so, who did it sound like? Your name Telephone 1/1/07 13

14 Employer Suite Number SECURITY PROCEDURES: Only authorized persons are allowed in the building when the building is secured. Your cooperation and understanding are necessary to maintain a good security system. The building contracts with a guard service. The guard is responsible for patrolling the public areas of the building and for carrying out patrol procedures laid down by management. It must be emphasized, however, that the security of tenant premises is the responsibility of tenants and neither the building owner nor management can be responsible for these areas. A. SECURITY ACCESS HOURS Monday - Friday Saturday Sunday & Building Holidays 7:00 P.M. - 6:00 A.M. 4:00 P.M. - on 24 Hours B. AFTER HOURS ACCESS 1. After-hour building access will be permitted only to individuals possessing a security access card or whose name appears on the security access list authorized by the tenant. Apply for the security access card, which is also used for parking garage entrance and exit for tenants with monthly parking, at the management office. 2. Security card readers are located at: 1st floor Makaloa Street entry 2nd floor parking entry to building 3rd floor parking entry to building, Diamond Head side 4th floor parking entry to building, Diamond Head side 3. If you do not have your card, or you have a visitor, there is a call button at the Makaloa Street entry door on the 1st floor. It directly dials the guard's radio. He/she will assist those who are authorized to enter by access list or memo. 4. Tenants who are expecting visitors, deliveries or salespersons to come to their offices after hours and on weekends are asked to send a memo to the Building Manager's office with information (i.e., time of arrival, number of people and their names if known, etc.) which will be passed on to the Guard so that they can allow access. Only those tenants authorized by the Security and Emergency Access List will be allowed to make such requests. 5. Access to the building is limited to those persons cleared for after-hours entry by building tenants (i.e., their employees) on the Security & Emergency Access form filed with Building Management and Security. It is important that this security list be updated regularly. 1/1/07 14

15 TENANT CONSTRUCTION YOUR CONTRACTOR SHOULD BE ADVISED OF THE FOLLOWING BUILDING RULES: REQUIREMENTS FOR TENANT ALTERATIONS/IMPROVEMENTS In order to insure consistent quality of tenant construction in the Pan Am building, the following conditions must be met in order to start any construction of tenant space for improvements or alterations. All interior work must be approved by either the Building Engineer or the Building Manager, in writing. If the construction is greater than $ , tenant must complete the following prior to construction: 1. Meet all the requirements of the current "Specifications for Tenant Improvements", which is a part of your Lease. Copies are also available in the Management Office. 2. Before starting any construction or alteration work, Tenant shall submit one set of plans and specifications to the Building Manager and obtain Landlord's written approval. Electrical and mechanical plans will be approved by a Registered Engineer of Landlord's choice. Plans for changes in air conditioning loads, air conditioning ducts or partition walls which might affect the air conditioning shall be approved by a Registered Mechanical Engineer specified by the Landlord. Contractor shall be responsible for relocating thermostats. 3. All work shall conform to the requirements of the Uniform Building Code, latest edition as modified by law. A Building Permit is required for all but the most minor undertakings. Should you have a question about whether your construction requires a building permit, we suggest you contact the Building Department of the City and County of Honolulu. The Management Office as a practice verifies with the Building Department whether specific jobs require permits. The Management Office will be happy to review your plans prior to the permit process, but construction cannot begin until this phase is completed. The building permit must be posted on the job site. 4. All contractors shall be bonded and will provide waiver of liens to the Landlord for all work completed. During construction, contractor will conform with the requirements of the "Specification for Tenant Improvements" and approved plans. Costs associated with the enforcement of these regulations, other than routine inspections, will be the sole responsibility of the tenant including, but not limited to clean up, returning of space to building standards, modifications to 1/1/07 15

16 5. Elevators electrical or air conditioning systems. 6. Parking Delivery of construction materials and equipment, etc. are to be made during the following hours: Monday thru Friday: 8:30 A.M. - 12:00 A.M. and 1:00 P.M. - 4:30 P.M. Special arrangements can be made with Management for deliveries before 7 A.M. or after 6 P.M. or on weekends. Advance reservations must be made with Building Management prior to using the freight elevator during the above hours. Call for reservations. Deliveries during peak elevator hours will not be allowed. If a reservation is not secured, then use of the freight elevator will be on a non-priority basis. Use of passenger elevators is prohibited for any construction activity. Elevators must be cleaned after use. Contractors are advised to investigate the size of the freight elevator to ensure that various materials can be accommodated. No cutting of materials in allowed in Pan Am Building hallways or loading zones. The unloading of materials from delivery trucks will be allowed in the loading zone. Once the truck has been unloaded, it must be moved immediately to allow others to use the area. Free parking is not available for construction personnel on the premises. 7. Construction Precautions a. Loud Noises - Construction which creates loud noises (i.e., core drilling, concrete sawing, etc.) must be scheduled before 7:00 A.M. or after 5:00 P.M. on week days, and after 3:00 P.M. on Saturdays, and Sundays at any time. b. Clean Up - Contractors who need to use dusty or dirty materials must take the necessary precautions to cover existing carpets in the construction area as well as hallways and elevators. The contractor shall be held accountable for any damage or clean up required as a result of the contractors' failure to follow this provision. Contractors should plan to furnish their own vacuum cleaners, etc., as no such equipment is available from the building. c. Common Areas - Damage to common areas, ceiling tiles, walls, etc. by the contractors as a result of tenant construction shall be reported to the Building Management. The contractor shall be held accountable for all damages. d. Rubbish - Contractor is responsible for removing all rubbish. Building bins are not 1/1/07 16

17 to be used. e. Electrical Distribution Box (Breaker Boxes) - covers must be put back in place prior to the completion of day's work. f. Moving Equipment - Contractors are required to provide their own moving equipment such as hand trucks, dollies, etc., or any similar type of moving equipment. g. Drills - Holes for electrical and telephone services or chases may be cut through the concrete floor slabs only with the prior written approval of and under the direction of the Landlord and its consultants. Chases and holes shall not be cut in any concrete wall or column without the prior written approval of and under the direction of the Landlord and its consultants. Prior to floor penetration, written authorization must be obtained from the tenant whose space is affected on floor below. Precautions must be taken to protect furnishings and equipment from damage. Unauthorized chases and/or holes will result in the general contractor being denied further access to the building. 9. The contractor shall provide adequate protection for all public areas. The contractor will be held accountable for any damages to these areas. The contractor should contact the Building Engineer at (FAX) or to advise him when work is to begin, the estimated time of construction, and when deliveries will start. a. Material draw will be through the Maintenance Office between the hours of 8:00 A.M. to 11:30 A.M., and 1:30 P.M. to 4:00 P.M. b. All common areas (i.e. lobbies, hallways, etc.) must be kept clean and clear of construction material. c. Hallway repair will be completed in a timely manner in order that other tenants on the floor are not adversely affected. d. The Building Engineer maintains electrical/mechanical Check-off Lists which must be completed prior to job completion. e. All contractors are to make arrangements to meet with the Building Engineer prior to start of construction. f. When working in an occupied suite, contractor must have a letter of authorization from the tenant. The letter must be delivered to the Management Office in advance of work to be done. The Guard will provide access. 1/1/07 17

18 10. Notification of Asbestos Containing Materials (ACM) Whenever a tenant intends to disrupt ACMs during the course of renovation or demolition, he or she will be notified of the presence of ACMs within his or her suite and of the actions that The Shidler Group Management Office will take to prevent asbestos fiber release. The Asbestos Program Manager (APM) (Property Manager) will review all tenant renovation and demolition plans prior to the commencement of any renovation or demolition work. The Shidler Group Management Office will have any suspect ACMs sampled and analyzed for asbestos. A tenant will at no time disturb an unidentified suspect ACM until he or she has received written permission from The Shidler Group Management Office indicating that the material does not contain asbestos and that it is safe to disturb. 1/1/07 18