TENANT HANDBOOK
TABLE OF CONTENTS WELCOME LETTER..3 GENERAL INFORMATION 4 PROPERTY MANAGEMENT OFFICE SERVICE REQUESTS MAILBOXES SECURITY BUILDING ACCESS LOBBY DIRECTORY PARKING JANITORIAL SERVICES HVAC TRASH & RECYCLING MOVE-IN PROCEDURES AND VENDOR REQUIREMENTS..... 7 INSURANCE UNLOADING/DELIVERIES FREIGHT ELEVATOR TRASH BUILDING RULES & REGULATIONS....9 EMERGENCY PROCEDURES/EVACUATION PLAN.....12 EXHIBIT A TENANT INFORMATION EXHIBIT B IMPAK SETUP FORM EXHIBIT C ACCESS CARD REQUEST FORM EXHIBIT D LOBBY DIRECTORY SETUP FORM EXHIBIT E GYM RELEASE FORM EXHIBIT F JANITORIAL QUESTIONNAIRE EXHIBIT G MOVE-IN INFORMATION
WELCOME LETTER Dear Tenant, As your new property management team, we would like to welcome you to the building. We are pleased that you have chosen 211 Seventh as your business location. The purpose of this handbook is to provide you with answers to many of the immediate questions you may have about the property, building regulations, and operating procedures. In addition, we would greatly appreciate you completing the attached forms to help us prepare for your occupancy. You may return them in person to Suite 709 or via email to Angela Odom at aodom@highlandresources.net. We take great pride in providing high-quality tenant services and responsive attention to building maintenance and tenant requests. We look forward to working with you. Sincerely, Your Property Management Team
GENERAL INFORMATION PROPERTY MANAGEMENT OFFICE Highland Resources, Inc. 211 E. 7 th Street Suite 709 Austin, Texas 78701 Hours: Monday Friday 8:30 am 5:00 pm Management: Angela Odom (512) 380-5551 aodom@highlandresources.net Building Engineers: Jamie Tamayo (512) 380-5045 jtamayo@highlandresources.net Rey Hernandez (512) 380-5045 rhernandez@highlandresources.net SERVICE REQUESTS All service requests are to be submitted through the IMPAK work order system. Please complete the attached setup form, Exhibit B, and return it to the management office. MAILBOXES You will be provided with (1) mail box key upon move-in along with your box assignment. To begin receiving mail, you will need to complete a change of address form with USPS either online or at the 823 Congress Ave location. We also have FedEx, and Lone Star Overnight drop boxes in the mailroom for your convenience. SECURITY On-site security is present at 211 Seventh 24/7, in the lobby or garage booth. If you have a security concern or would like to request a guard escort to your vehicle, please call the site phone at (512) 380-5557. Please note that guards will NOT provide building access to anyone unless it is prearranged with the management office. You must have your own building access card and your own office key to gain entry into your office after business hours. Security guards will deny any requests for access regardless of if identification is provided. Please anticipate any after-hours access requirements and make appropriate arrangements in advance.
BUILDING ACCESS Access cards can be programmed for access to the building. Prior to move-in, please complete our access card request form, Exhibit C. For any additional access cards needed after move-in, please submit a request through the IMPAK work order system. LOBBY DIRECTORY The digital directory listing all tenants is located in the main building lobby. Please indicate on the attached setup form, Exhibit D, how you would like your company to appear. PARKING Garage, roof, and uncovered lot parking spaces have been specified in your lease. Garage parkers will be provided a parking sticker. Lot parkers will be provided a yellow hangtag to hang from the rear-view mirror. Lot parkers can move their vehicles to the garage after 5:30pm, Monday through Friday, and all day Saturday and Sunday. Please notify our management office if you are driving a different vehicle, even if it is temporary. JANITORIAL SERVICES Standard janitorial services are provided for your space five nights per week. In preparation for your occupancy, ABM has put together a brief questionnaire so they can best understand your specific cleaning needs. Please contact the property management office or ABM directly to schedule a meeting with the janitorial company prior to movein. Should you need additional services, such as spot cleaning the carpet, please submit a request through IMPAK. HVAC HVAC is provided during daylight hours. TRASH & RECYCLING Trash and recycling are provided to the building through the City of Austin. We offer single stream recycling and have included information on the next page indicating the materials accepted. The janitorial staff will remove all trash and recycling from your space each night. To avoid any confusion, please write Basura on any items that are trash but won t fit in the trash container(s).
Moving Policy and Insurance Requirements Please coordinate your moving schedule & plans with Angela Odom aodom@highlandresources.net AND Jamie Tamayo jtamayo@highlandresources.net The following rules pertain to moving furniture, equipment and supplies in and out of the 211 Seventh building. Tenant should provide a copy of these requirements to their mover(s). ANY MOVERS THAT DO NOT ADHERE TO THE FOLLOWING RULES WILL NOT BE ALLOWED TO ENTER THE PREMISES OR WILL BE REQUIRED TO DISCONTINUE THE MOVE. A. All walls, door facings, elevator cabs and other areas along the route to be followed will be inspected by the movers in conjunction with the Building Manager before and after the move. In the event the move shall take longer than one day, the Building Manager shall walk the route with the movers each day to insure there has been no damage. The mover must provide and install protective coverings on all walls, flooring, door facings, elevator cabs and other areas along the route to be followed during the move. B. The personal safety of moving personnel, tenants, visitors, and all persons is of the highest priority and these policies are for the protection of persons as well as property. Movers must take all precautions for the protection from trip hazards, and must defer to People traffic on ramps and at entrances at all times. C. Any damage to the Building or fixtures caused by the move will be repaired and/or paid for by the moving company and/or the Tenant. D. Only the service elevator will be used for the movement of furniture, equipment and supplies. The weight limit is 3,000 pounds. The dimensions of the elevator are: 54 deep, 77" wide, 8' 6" high with high hat of 3 5.5", and 8 3 wide doors. E. The Tenant must make arrangements with the Building Management Office 24 hours in advance for use of the freight elevator for each move and a firm arrival time will then be established prior to finalization of move-in plans. All moves in or out of the building must take place before 7:30 a.m. or after 5:30 p.m. if Monday thru Friday.
F. The moving company must carry the insurance coverage(s) listed below and must adhere to these requirements: 1. General aggregate, $2,000,000. Auto $1,000,000. Umbrella $5,000,000 Workman s Comp $1,000,000 2. Each moving company which moves supplies, furniture, and/or equipment through this building shall make arrangement with their insurance company to supply the Building Management with a certificate reflecting these coverage s at least 48 hours before the move takes place. G. In addition to the above insurance requirements, the moving company must agree to protect, indemnify and save Landlord harmless from and against all claims, demand and causes of action of every kind in character arising in favor of moving company s employees, Landlord s employees or other third parties on account of bodily injury, personal injury, death or damage to Property in any way resulting from willful or negligent acts or omissions of moving company, its agents, employees or representatives or subcontractors. The moving company shall be responsible for all damages and losses sustained by them to their tools and equipment utilized in the performance of all work there under. H. All trash or refuse generated as a result of the move shall be hauled off the property by the moving company during the same day that the move takes place. I. No items shall be authorized to leave the building without authorization on your firm s letterhead and verbal coordination with the Building Management Office in advance. J. The moving company is required to supply an operator/attendant for the freight elevator. This person is to stay with the elevator at all times. This is to insure the security and safety of the building. Failure to comply with this will mean access to the building for moving will be denied. K. Landlord reserves the right to rescind any of these rules and make sure other and further rules and regulations as in the judgment of Landlord shall from time to time be needed for the safety, protection, care and cleanliness of the Building, the operation thereof, the preservation of good order therein, and the protection and comfort of its tenants, their agents, employees and invitees, which rules when made and notice thereof given to a moving company and Tenant shall be binding upon them in a like manner as if originally herein prescribed
BUILDING RULES & REGULATIONS Landlord's Entry. Landlord may enter the premises at all reasonable hours to perform its obligations under the Lease. During the last 12 months of the Term, Landlord may enter the Premises with reasonable prior notice to Tenant to show the Premises to prospective tenants. Right to Exclude. Landlord may require that Tenant, its affiliates, and guests comply with each reasonable security measure that the Landlord may establish as a condition entry to the Premises, Building or Project. These measures may include submitting to a search by persons or devices employed by Landlord, presenting an identification card or pass issued by the government, Landlord, or both, being announced to Tenant and accepted by a visitor by Tenant, and signing a register on entry and exit. Any person who cannot comply with these requirements may be excluded from the Project. If Landlord requires a building pass issued by Landlord as a condition of entry of the Premises, Building, or Project, Landlord will furnish a building pass to all persons reasonably designated by Tenant in writing. Landlord may exclude or expel from the Project any person who, in Landlord 's reasonable opinion, is intoxicated or under the influence of alcohol or drugs. Obstructions. Tenant will not cause the common areas, sidewalks or driveways outside the Building to be obstructed. Landlord may, at Tenant's expense, remove any such obstruction without prior notice to Tenant. Trash. Tenant will place trash in proper receptacles in the Premises provided by Tenant at Tenant's cost, or in Building receptacles designated by Landlord. Tenant may not litter in the common areas, sidewalks or driveways outside the Building. Public Safety. Tenant will not throw anything out of doors, windows, skylights, or down passageways. Tenant will not use any fire exits or stairways in the building except in case of emergency. Keys, Locks, and Access Cards. Landlord may from time to time install and change locks on entrances to the Project, Building, Commons Area or Premises, and will provide Tenant with keys or access cards to meet Tenant's reasonable requirements. Additional keys or access cards may be provided by Landlord at Tenant's cost. At the end of the Term, Tenant will promptly return to Landlord all keys and access cards for the Project, Building and Premises issued by the Landlord to Tenant. Unless Tenant obtains Landlord's prior written consent, Tenant will not add any locks or change existing locks on any door to the Premises. Lost or damaged access cards may be replaced at a cost to Tenant of $20/card.
Aesthetics. Unless Tenant obtains Landlord's prior written consent (which may be withheld in Landlord 's sole discretion), Tenant may not: - Attach any awnings, signs, displays or projections to either the outside walls or windows of the building, or to any part of the Premises visible from the outside of the Premises; or in common area hallways. - Hang any non-building standard curtains, blinds, shades or screens in any window or door of the Premises; - Coat or sunscreen the interior or exterior of any windows; or - Place any objects on the outer windowsills. Directories and Signs. Subject to any space limitations, Tenant will be entitled to listing in the Building's directory in the main lobby, and one Building Standard tenant identification sign (consisting of Tenant s name and suite number). The initial lobby directory listing and premises sign will be at Landlord's cost and expense, and any changes to the listing or sign will be made at Tenant's cost and expense. HVAC Operation. Tenant will not obstruct the HVAC convectors or diffusers, or adjust or interfere with the HVAC system. Tenant will assist the HVAC system in maintaining comfort in the Premises by drawing shades, blinds and other window coverings in the Premises as may be reasonably required. Tenant may not use any method of heating or cooling the premises other than supplied by the Landlord. Plumbing. Tenant will use plumbing fixtures only for the purpose for which they are constructed. Tenant will reimburse Landlord for any damage caused by Tenant's misuse of plumbing fixtures. Equipment Location. Landlord may specify the location of any of Tenant's business machines, mechanical equipment or other property that are unusually heavy, may damage the Building, or may cause vibration, noise or annoyance to other tenants. Tenant will reimburse Landlord for any professional engineering certification or assistance reasonably required to determine the location of these items. Bicycles. Tenant may not bring bicycles or other vehicles into the Building or Premises. Bicycles and other vehicles may only be parked in areas designated by Landlord. A bicycle rack is located on the 2N garage parking level, at the north wall, close to the handicap parking spaces.
Animals. Tenant may not bring any animals, except seeing-eye/assistance dogs, into the Building or Premises. Elevators. Any use of the elevators for purposes other than normal passenger use (such as moving to or from the Building or delivering freight), whether it be during or after business hours, must be scheduled through the Building Management office. Tenant will reimburse Landlord for any extra costs incurred by Landlord in connection with any such non-passenger use of the elevators. Moving and Deliveries. Moving of tenant's personal property and deliveries of materials and supplies to the Premises must be made during business hours and through the entrances, elevators and corridors reasonably designated by Landlord. Moving and deliveries may not be made through any of the main entrances to the Building without Landlord 's prior permission. Any hand truck or other conveyance used in the common areas must be equipped with rubber tires and rubber side guards to prevent damage to the Building and its property. Tenant will promptly reimburse for the cost of repairing any damage to the Building or its property caused by any person making deliveries to the Premises. Solicitation. Canvassing, soliciting and peddling in the Building are prohibited, and Tenant will cooperate in preventing the same. Food. Only persons approved from time to time by Landlord may prepare, solicit orders for, sell, serve or distribute food in or around the Project. Except as may be specified in the Lease or on construction drawings for the Premises approved by Landlord, and except for microwave cooking, Tenant will not use the Premises for preparing or dispensing of food, soliciting of orders for sale, or for the serving and distribution of food. Tenant shall not install or use garbage disposals in the Building. Work Orders. Only authorized representatives of Tenant may request services or work on behalf of Tenant. Tenant may not request that Building employees perform any work outside of their duties assigned by Landlord. Smoking. Neither Tenant nor its affiliates shall smoke or permit smoking in any part of the Project in which Landlord, in Landlord 's sole discretion, prohibits smoking. Landlord may designate the entire Project a no-smoking area. The loading dock is NOT a smoking area. Rules Applied. These Rules and Regulations apply equally to Tenant parties and others permitted by Tenant to access, use or occupy the Premises.
Installation and Repair Work. Tenant shall refer all contractors, contractors' representatives, and installation technicians who render any service on or to Tenant's Premises to the Property Manager for approval and supervision before performance of any service, which approval shall not be unreasonably withheld or delayed. This provision shall apply to all work performed in the building, including installations of telephones, electrical lines and other electrical devices where such installation affects the floors, walls, woodwork, trim, windows, ceilings, mechanical equipment, or any other part of the Building. If Tenant desires telephone or other electronic connections, Tenant shall notify the Property Manager, and the Property Manager shall then direct installation servicemen as to where and how wire may be introduced. Without such directions, no such installations shall be permitted, which consent shall not be unreasonably withheld or delayed. If Tenant desires data or telephone connections, the Property Manager will direct the electricians as to where and how the wires are to be introduced, and without such written direction, which direction shall not be unreasonably withheld or delayed, no boring or cutting for wires shall be permitted. Hazardous Materials. Tenant shall not place, install, or operate on the Leased Premises or any part of the building, any explosive, gasoline, kerosene, oil, acids, caustics, or any other inflammable, explosive, or hazardous materials without the consent of Building Management. Tenant shall not operate electric space heaters, stoves, engines, or other equipment without written consent of Building Management, which consent shall not be unreasonably withheld or delayed. Theft and Damages. Landlord shall not be responsible for lost or stolen personal property, equipment, money, or jewelry from Tenant's Leased Premises, or from the public areas of the building. Landlord will not be liable to Tenant, or Tenant's employees, customers, or invitees, for any damages or losses caused by theft, burglary, assault, vandalism, or other crimes. Owner shall not be liable for personal injury or loss of Tenant's property from fire, flood, water leaks, rain, ice, snow, smoke, lightning, wind, explosions, interruption of utilities, or other occurrences unless such injury or damage is caused by negligence of Landlord. Landlord strongly recommends that Tenant secures Tenant's own insurance to protect against the above occurrences. Nothing herein shall be deemed to indemnify Landlord against or exculpate Landlord from its negligence or willful misconduct. Disturbances. Tenant shall not obstruct, disturb, or interfere with the rights of other Tenants or occupants, or in any way injure or annoy them. Tenant shall not make any noises by any means which, in the reasonable judgment of Landlord, are likely to disturb other Tenants or occupants of the Building.
Landlord reserves the right to rescind any of these rules and regulations, and to make other and rules and regulations as in its reasonable judgment that shall be required for the safety, protection, care and cleanliness of the Project, Building and Premises, and the operation thereof, as well as the preservation of good order therein and the protection and comfort of the tenants and their agents, employees and invitees. Such rules and regulations, shall be binding upon it in like manner as if originally herein prescribed. In the event of any conflict with the Lease between Tenant and Landlord and these Rules and Regulations, the Lease shall control.
EMERGENCY PROCEDURES In the interest of fire preparedness, we will be holding annual fire drills at the building. Tenant s will be given advanced notice of these drills.
EXHIBIT A TENANT INFORMATION DATE: TENANT: SUITE: HOURS OF OPERATION: NUMBER OF EMPLOYEES: DAILY CONTACT NAME/POSITION: PHONE NUMBER: EMAIL ADDRESS: ACCOUNTS PAYABLE CONTACT: ACCOUNTS PAYABLE CONTACT EMAIL: AFTER HOURS EMERGENCY CONTACT(S) 1 ST CONTACT: TITLE: OFFICE PHONE NUMBER: HOME: MOBILE: 2 nd CONTACT: TITLE: OFFICE PHONE NUMBER: HOME: MOBILE:
EXHIBIT B IMPAK SETUP FORM DATE: TENANT: SUITE: Please fill in the requested information below for individuals that are to be set up with IMPAK access. These individuals will be able to submit service requests on behalf of the tenant. Once the form is returned to the management office, you will receive an email from IMPAK confirming you are setup. To login, please visit: www.impaksolutions.com/highland. EMPLOYEE: USERNAME: PASSWORD: EMPLOYEE: USERNAME: PASSWORD: EMPLOYEE: USERNAME: PASSWORD:
EXHIBIT C ACCESS CARD REQUEST FORM DATE: TENANT: SUITE: NAME: NUMBER OF ACCESS CARDS REQUESTED: PLEASE READ BEFORE SIGNING: I, the undersigned, have been issued access cards by the Highland Management Office at 211 E. 7 th Street, Suite 709, Austin, Texas 78701, (512) 380-5551. I understand this card is for the undersigned s use only. Also, I understand that if the card is lost, a fee of $20.00 will be charged to me in order to obtain a new card. I understand that I will notify the Highland Management Office immediately to report a stolen or misplaced building access card. I understand that any time my card is used, the security computer on location records the date and time of use. EMPLOYEE AUTHORIZED SIGNATURE DATE / / EMPLOYEE PRINTED NAME
EXHIBIT D LOBBY DIRECTORY SETUP FORM The information provided on this form will be available on the digital directory located in the main lobby. If you wish to have your company s logo appear with your information, please send a.jpeg with this form to aodom@highlandresources.net. SUITE NUMBER: COMPANY NAME: COMPANY WEBSITE: COMPANY DESCRIPTION: COMPANY CONTACTS: (MAXIMUM OF 4) NAME: JOB TITLE: PHONE NUMBER: EMAIL: NAME: JOB TITLE: PHONE NUMBER: EMAIL: NAME: JOB TITLE: PHONE NUMBER: EMAIL: NAME: JOB TITLE: PHONE NUMBER: EMAIL:
EXHIBIT E GYM RELEASE OF LIABILITY The undersigned ("Participant") agrees that the following terms and conditions shall apply to their use of the area designated for exercise and recreation (the Gym ), including the use of any equipment contained in the Gym, that is provided by Highland RI 211, LLC ("Owners"), at 211 Seventh Street, Austin, TX 78701. Participant agrees to adhere to safe exercise and recreation practices at all times. Participant understands that their use of the Gym is at their own risk and that no attendants or supervision of any kind will be provided. Participant understands that Participant is responsible for reading and complying with all equipment instructions and posted Gym rules. Participant agrees that no children under the age of 18 or Participant guests may use the Gym without express written permission from Owners. Participant acknowledges that exercise and recreation activities can result in personal injury, bodily injury, illness, property damage or death (collectively, "Injury") to the person and others. As consideration for being allowed to use the Gym for exercise and recreation, Participant, on behalf of Participant and Participant s respective heirs, executors, legal representatives, administrators, personal representatives, beneficiaries and assigns, hereby RELEASES OWNERS and their heirs, beneficiaries, executors, assigns and agents (collectively, the "Released Parties") from all liability for Injury suffered by Participant which is CAUSED, IN WHOLE OR IN PART, BY ANY ACTIVITY OR CONDITION RELATED TO USE OF THE GYM, EVEN IF THE INJURY IS CAUSED, IN WHOLE OR IN PART, BY THE NEGLIGENCE, INCLUDING ORDINARY OR GROSS NEGLIGENCE, STRICT LIABILITY OR STATUTORY LIABILITY OF ONE OR MORE OF THE RELEASED PARTIES. Participant understands that neither Participant nor Participant's respective heirs, executors, legal representatives, administrators, beneficiaries, personal representatives or assigns will be able to sue any of the Released Parties for any Injury suffered related to Gym use. PARTICIPANTINDEMNIFIES, DEFENDS AND HOLDS THE RELEASED PARTIES HARMLESS FROM ANY LIABILITY TO PERSONS OR ENTITES WHO SUFFER AN INJURY IN ANY WAY RELATED TO PARTICIPANT S USE OF THE GYM, EVEN IF THE RELEASED PARTIES OWN NEGLIGENCE, INCLUDING ORDINARY OR GROSS NEGLIGENCE, WILLFUL MISCONDUCT OR STATUTORY LIABILITY IS A CAUSE (IN WHOLE OR IN PARTY) OF THAT INJURY. If any part of this Release & Indemnification is invalid, the balance will be valid with the expunction of the invalid part.
PARTICIPANT: NAME: BADGE NUMBER: DATE OF BIRTH: DATE: TENANT: SIGNATURE: EMERGENCY CONTACT: NAME: PHONE:
EXHIBIT F JANITORIAL QUESTIONNAIRE CONTACT NAME: TITLE: BUILDING: SUITE: *PLEASE FILL OUT THE FOLLOWING INFORMATION FOR ABM, THE JANITORIAL COMPANY, SO THAT THEY MAY BETTER ASSIST YOU. 1. Are there special needs or requests for your suite/office? Please explain in detail. 2. Are there any door codes, keys, or alarm codes that the cleaning staff might need? 3. Are there any doors that must be locked after cleaning? 4. Are there any rooms or spaces that cleaning staff should NOT enter? 5. If there is anything you would like to make us aware of, please list it below.
Additional Services Strip and refinish Floor (ESD, VCT, Etc.) Shampoo and Extract Carpets Marble and Stone Sealing Dish Washing Sanitization of Interior Kitchen Appliances Window Cleaning (High rise boom lift for exterior work) Pressure Washing Services Critical Cleaning Services (Virex TB) (Meets OSHA pathogen standards) * If you require services that are not listed above, please contact Building Management. Notes:
EXHIBIT G MOVE-IN INFORMATION DATE: TENANT: SUITE: MOVE-IN DATE: / / MOVING COMPANY: Please provide us with the name of the moving company and the person who will be contacting us regarding moving hours and insurance requirements. Please note, a certificate of insurance is required to be on file prior to the moving date. CONTACT: PHONE NUMBER: EMAIL ADDRESS: EXPECTED TIME OF ARRIVAL: ESTIMATED DURATION OF ENTIRE MOVE: