DENVER METRO BOMA TOBY Competition Property Information Guide

Transcription

1 DENVER METRO BOMA TOBY Competition Property Information Guide The purpose of the Property Information Guide is to serve as an outline to be customized for your property and used during your presentation to the judging team. Following completion of your presentation and building tour, members of the judging team may take their copy of the Property Information Guide with them to use as a guideline and quick reference when completing the scoring sheet specific to your building. The following policies established by the TOBY Recognition Committee, and approved by the Board of Directors, shall be strictly adhered to: No photographs shall be included. Graphs depicting the results of outstanding property management, such as energy savings and/or tenant surveys, are acceptable. Use standard 8 ½ x 11 copy paper; do not bind; do not place in a notebook; staple sheets together at upper left-hand corner. Keep it simple and direct. It s a tool to be used by the members of the judging team.

2 DENVER METRO BOMA TOBY Competition Property Information Guide (Outline) The outline below represents an overview of the entry requirements that will need to be summarized in the online submittal at the Regional/International level by buildings that have won the local competition. For the purpose of the local TOBY competition, this information may be simplified into bullet points and discussed in greater detail during your oral presentation to the judging team. I. Building Description and Standards (0-5 pts.) Building name, owner, # of floors & floor plate sq. footage, # of acres, type of construction, rentable square footage Building age & year completed Floor plan of lobby & site plan or aerial photo Document use of BOMA floor measurement standard (section from lease), or other standard, if applicable Description of lobby, corridor, restroom & typical tenant suite finishes Description of elevators, utility distribution, HVAC distribution, fire/life safety and emergency backup systems Describe certifications/awards Any special attributes/capital improvements Budget, Policy/ Procedures Manual (available for review) II. III. IV. Community Impact (0-15 pts.) Jobs provided, amenities to community, blood drives, special events, contributions (quantify if applicable) and duration of each program Awards/letters of recognition Tax impact Corporate donations/activities if onsite management team personally participated Tenant/Employee Relations (0-15 pts.) Building s Work Order Management System Communication programs informing tenants of building operations issues Building amenities, i.e. health facilities, childcare, food service Tenant Surveys, including frequency/results/action plans Samples of tenant appreciation letters, newsletters Tenant Handbook Tenant Appreciation Events/gifts Energy Conservation (0-20 pts.) Energy Star benchmarking (include Statement of Energy Performance) Education of staff/tenants on energy conservation EMS/BAS Monitoring Systems Sensor/control calibration Preventative maintenance measures/ programs Energy reduction initiatives

3 V. Environmental, Regulatory & Sustainability (0-15 pts.) Environmental/Regulatory programs Describe a minimum of 7 programs (may include ADA Plan, IAQ mgmt/testing, storage tank mgmt., generator testing, hazardous waste mgmt., asbestos mgmt, emergency clean up, pandemic preparedness, tenant environmental mgmt/compliance or any other not mentioned. Waste Management/recycling plan, exterior maintenance plan, green programs Sustainability programs Describe at least 3 (may include policies/procedures for storm water mgmt., green landscape mgmt., integrated pest control mgmt., green cleaning, green purchasing policy, exterior bldg. maintenance plan, waste mgmt., recycling, lamp disposal, water reduction/mgmt., and traffic reduction initiatives or any other sustainability programs not mentioned. VI. VII. Emergency Preparedness & Safety Standards (0-15 pts.) Emergency Evacuation Plan (copy) Security Procedures manual ADA Plan/AED Access Control/Surveillance systems Training for staff/tenants Business Continuity Plan Building Personnel Training (0-15 pts.) Describe qualifications of building staff Professional designations Industry certifications or degrees Engineers licenses, SMA s, Refrigeration license On-going training programs & continuing education Participation in BOMA sponsored events

4 DENVER METRO BOMA TOBY Competition Anticipating the Inspection The judging team includes two property managers and an operating engineer. Prepare for your informal interview accordingly. You may include appropriate people from your staff. While a beverage is a good idea during the interview, do not provide breakfast or lunch. The judges are congenial, but are there to do the business of judging. It is a good idea to open by outlining for the judges how you intend to provide the information they are seeking pursuant to the judging form. Make certain that you structure your remarks around the judging criteria. Remember that the time is limited to two hours it s best to use as much time as needed, but don t exceed it. You may want to plan 30 minutes for your remarks and one hour and 30 minutes for the building tour. (The larger buildings may require more than two hours). Have tenant handbooks, emergency procedures manuals, policy manuals, budgets, etc., available in the room. Be sure to allow enough time for the judges to look through your manuals. Expect the judges to ask detailed questions. Often the discussion can get sidetracked on matters that may even seem somewhat insignificant. It is from these discussions that you can benefit from some very interesting ideas for improvements to your property or operating procedures. Carefully plan your building tour to cover all areas on the inspection sheets. Be sure to end your tour in a good final impression location. Be sure to have a copy of your Property Information Guide for each judge to take with them. Have fun. Brag about your property and don t be threatened by any questions. No one knows it all. This is a great opportunity for entrants and judges alike to learn from their peers.

5 THE OUTSTANDING BUILDING OF THE YEAR (TOBY) LOCAL BUILDING JUDGING SHEET Building Name: Category: A. Building Inspection (Carryover from Inspection Form) Pass or Fail B. Building Description and Standards/ Owners Goals and Objectives Point Scale 0-5 Consider: * Overall Aesthetic Appeal Category Total * Typical Floor Plans/Building Standards * Financial Performance/Leasing Performance * Capital Improvements * Leasing Performance * Tenant Satisfaction D. Community Impact Point Scale 0-15 Consider: * Charitable Organizations/Events Category Total * Medical/Health Facilities/Community Amenities * Concerts/Special Events * Awards/Letters from Local Governments * Jobs Provided to Community * Tax Impact * Parks/Day Care E. Tenant/Employee Relations Point Scale 0-15 Consider: * Building Amenities Category Total * Tenant Handbook/Newsletters * Restaurants/Food Service * Tenant Parties/Holiday Gifts * Employee Parties/Recognition * Blood Drives * Tenant Surveys & Satisfaction F. Energy Conservation Point Scale 0-20 Consider: * EMS/BAS Utilization Category Total * Energy Retrofits and Education * Preventative Maintenance * Cost Savings * Energy Star Score (below 74 = 3pts, = 4 pts, = 5 pts, 95+=6 pts) G. Environmental, Regulatory & Sustainability Point Scale 0-15 Consider: * Environmental/Regulatory Programs Category Total (ADA accessibility, Compliance, IAQ, Generator testing/mgmt, Storage Tank Mgmt, Hazardous Waste, Asbestos Mgmt) * Sustainability Programs (storm water mgmt, or green programs such as cleaning, landscape, purchasing, Waste mgmt/recycling, water reduction) H. Emergency Preparedness & Security Standards Point Scale 0-15 Consider: * Emergency evacuation training/drills Category Total * Security Manual (if applicable) I. Building Personnel Training Point Scale 0-15 Consider: * First Aid/CPR Category Total * Professional Designations/Organizations * Seminars/Courses * MSDS/Hazardous Materials * Operational/Policy and Procedures POINT SCALE TOTAL POINTS (Minimum Required 70) As one of the judges for the local The Office Building of the Year awards program, I have inspected the above named building. The scores shown for each category reflect my opinions for the purpose of judging this entry. JUDGE: DATE:

6 THE OUTSTANDING BUILDING BUILDING NAME: OF THE YEAR (TOBY ) CATEGORY: INSTRUCTION FOR THE JUDGES: This inspection is organized geographically within the building to ensure efficient inspection. Please grade each item listed on a scale of 0 to 4 using the following guidelines: 0 = Poor/Unacceptable 1 = Below Average 2 = Fair/Average 3 = Good/Above Average 4 = Excellent BUILDING INSPECTION FORM Add up the values for each item to arrive at the category total. Divide the category total by the number of questions answered to derive an average rating for each category. IF THERE ARE ITEMS WITHIN CATEGORIES OR ENTIRE CATEGORIES WHICH DO NOT APPLY TO A PARTICULAR PROPERTY, BE SURE THAT THEY ARE NOT INCLUDED WHEN CALCULATING THE OVERALL PERCENTAGE AT THE END OF THE INSPECTION FORM. (*When calculating maximum possible points, multiply the number of items judged in the category by 4 (the highest score). Do not include items that are not applicable or are not judged. Example: If there are 9 items in a category, and all are judged, the maximum possible points = 36. If only 7 are judged, maximum possible points = 28). Entrance/Main Lobby Grade Comments Greeting/Helpfulness of Lobby Attendants Housekeeping/Maintenance Aesthetic Appeal Directory/Signage Lighting Lobby Desk/Equipment Accessibility (ADA) Provisions Category Total Points/Maximum Possible* / Security/Life Safety Access Control/Lobby Professionalism of Staff Cameras After Hours Access Security Manual/Emergency Procedures Staff Training and Development Access Control/Loading Dock Fire and Life Safety Equipment Fire Safety Plan Emergency Generator (cleanliness, testing procedures, safety) Evidence of Evacuation Drills conducted within past 12 months Category Total Points/Maximum Possible / Management Office/Administrative Housekeeping/ Maintenance Aesthetic Appeal Responsiveness to Tenant Issues Policies and Procedures Manual (risk management, contract administration, performance appraisals, insurance certificate administration, tenant manuals) Annual Budget/Reporting Procedures Operating Expenses (consider what is being done for the amount being spent) Appropriateness of Staffing/Level of Professionalism Technology (are computers on a network; does the office use ; an interactive Web site; desktop publishing, etc.) Staff Training and Development Service Call Procedures Construction/Floor Plans (current plans should be on site in Property Management Office or in Chief Engineer s Office) Construction Administration Key and Inventory Control

7 BUILDING INSPECTION FORM page THE OUTSTANDING BUILDING BUILDING NAME: OF THE YEAR (TOBY ) CATEGORY: Elevators Grade Comments Housekeeping/Maintenance Aesthetic Appeal Operation (consider proper leveling, door timing, response time, etc.) Lighting Accessibility (ADA) Provisions Emergency Provisions Multi-Tenant Corridors Housekeeping/Maintenance/Aesthetic Appeal/Signage Lighting Accessibility (ADA) Provisions Fire Extinguishers Floor Janitorial Closet/ Electrical and Telephone Closet(s) Restrooms (consider time of day) Housekeeping (consider air quality, adequate paper and soap supplies and refuse handling) and Attractiveness Accessibility (ADA) Provisions Category Total Points/Maximum Possible / Stairwells Housekeeping/Maintenance/ Aesthetic Appeal/ Lighting/ Signage/ Fire Extinguishers and Hoses (have extinguishers been checked as required by fire code?) Category Total Points/Maximum Possible / Typical Tenant Suite Housekeeping/Maintenance Aesthetic Appeal (consider quality of standard tenant build-out) Comfort (consider lighting, room temperature, etc.) Central Plant/Engineering Office Housekeeping/Maintenance Lighting Safety/Security (consider first aid supplies, signage, HazCom program, product labeling, storage methods, fire extinguishers, etc.) OSHA Compliance/Lockout/Tagout Energy Management System (optimal start, chiller/boiler sequencing, condenser/chilled water reset) Equipment Maintenance Logs (should be current and in an organized, ready-to-use format) Preventive Maintenance Schedule and Tenant Request Program/Procedures Level of Physical Organization Inspection Procedures Use of Current Technology

8 BUILDING INSPECTION FORM page THE OUTSTANDING BUILDING BUILDING NAME: OF THE YEAR (TOBY ) CATEGORY: Equipment Rooms/Service Areas Grade Comments Electrical (cleanliness, labeled panels, safety) Air Handler (cleanliness, filter condition, safety) Telephone (cleanliness) Shop (cleanliness, organization, safety) Janitorial Closet (cleanliness, organization, safety) Roof Cleanliness Repair and Maintenance (consider water ponding areas, blisters, bubbles, exposed roof felts, etc.) Parking Facilities (grade only if Owner/Agent Operated) Cleanliness/Maintenance/Striping Attractiveness (consider whether or not covered, user-friendliness, signage, etc.) Proximity to Building Security/Safety/Lighting Security/Safety/Lighting Accessibility (ADA) Provisions Landscaping/Grounds Cleanliness/Maintenance/Attractiveness Refuse Removal and Loading Dock Areas Cleanliness/Air Quality/Free from Insects Overall Appearance/Maintenance Recycling Compliance Tenant Amenities Outside Plaza Seating Area Inside/Atrium Seating Area Cafeteria (open to all tenants) Health Club Facilities and Conveniences (Sundry, dry clean, car wash, etc.) Management Office Implemented Amenities Total of All Points/Total Maximum Possible / (45 Minimum points required to pass) (Divided by maximum number of points possible. Indicate Pass or Fail on line A of local judging sheet.) IF THERE ARE ITEMS WITHIN CATEGORIES OR ENTIRE CATEGORIES WHICH DO NOT APPLY TO A PARTICULAR PROPERTY, BE SURE THAT THEY ARE NOT INCLUDED WHEN CALCULATING THE OVERALL PERCENTAGE AT THE END OF THE INSPECTION FORM. INDICATE N/A IN GRADE SCORE AREA IF LINE ITEM IS NOT APPLICABLE.

9 BUILDING INSPECTION FORM page THE OUTSTANDING BUILDING BUILDING NAME: OF THE YEAR (TOBY ) CATEGORY: Additional Comments: Judge s Affidavit As one of the judges for the local BOMA TOBY Awards Program I have reviewed the written submission of the above entry on this judging form. The scores shown for each item listed above reflect my opinion for the purpose of judging this entry. In addition, I have reviewed the category definition for which this building has entered, and I am satisfied that this building has entered the appropriate category based on the TOBY Entry Requirements. Judge s Name (please print): Judge s Signature: Date: