45 Fremont Street Electronic Tenant® Portal Created on October 22, 2014 Amenities: Bicycle Parking Free bicycle parking for tenants is available in the basement. All bicycle riders must come through the Loading Dock delivery door via Building card access. Parking space is limited and will be provided on a first come first served basis. Bicycle parking is at the bicycle owner's risk. Building Management assumes no responsibility for the security or safety of bicycles parked at the property. Please provide a completed Bicycle Policy form to Property Management for Building card access. Amenities: Conference Room The 45 Fremont Building has a conference room available exclusively for tenant use in the basement. The conference room consists of approximately 600 square feet of usable space and can accommodate up to 15 people. The rental rate for the conference room is $50.00/hour. For reservation or more information about the conference room, please contact the 45 Fremont Building Office. Amenities: Parking Monthly parking may be available at the following locations: 425 Market Street (415) 495-3578 333 Market Street (415) 777-0178 50 Fremont Street (415) 243-2135 50 Beale Street (415) 768-6013 Emergency Procedures: Emergency Contacts DIAL 9-1-1 IN EMERGENCY FOR FIRE, POLICE, MEDICAL, AMBULANCE San Francisco Fire Department Non-Emergency: 415-558-3200 Night 415-558-3268 San Francisco Police Department Non-Emergency: 415-553-0123 Ambulance: 415-931-1400 Building Management Office: 415-512-1080 Building Engineering Office: 415-512-1080 Building Security (If after-hours, dial 0 during the voice message):415-512-1080 Important notes If you call 9-1-1 for a medical emergency, please be sure to notify building management with your name, callback number, and location so that security can guide the paramedics to the correct place. In an alarm situation, unless you have something to report, please do not call the building office. Building management needs to attend to the situation, whether it is a false alarm or a true emergency, and telephone lines must be kept clear in the event of an emergency. Emergency Procedures: Introduction This Facility Emergency Plan is endorsed by the San Francisco Fire Department. It is the approved plan to be employed in the event of emergency by the Building Management and Life Safety Team at 45 Fremont. Should an emergency occur, for the sake of everyone’s safety, the guidelines in this manual should be followed as closely as possible. Please review the Tenant Emergency Communication Guide for further details on how to receive building information during an emergency Everyone has been affected in some way by the dreadful events of September 11 and subsequently the current state of the world and our nation. While we have attempted to address everything reasonably conceivable, it is impossible to plan for (or prevent) every type of disaster. Please realize that the following Facility Emergency Plan is meant to guide you through “normal” emergency procedures. Of course the actual execution of the plan would depend on the situation itself. To that end, please always use your best judgment and common sense, and try to remain calm and orderly in any type of emergency situation that may arise. “As required by Title 19, California Code of Regulations, California Fire Code, California Health & Safety Code, and the San Francisco Fire Code, an emergency plan shall be prepared, implemented, maintained, and annually reviewed for this building.” Building Information Opened in 1978, 45 Fremont Street is a 34-story, 588,000 square-foot office tower constructed of steel and concrete. Nineteen high-speed elevators grouped in three banks provide access to the low-, mid-and high-rise floors. In addition, a freight elevator serves the tower and shuttle elevator provides service between the lobby and the basement. Zones on each floor direct a thermostatically controlled air conditioning and heating system. A Life Safety System incorporates smoke detectors and sprinklers throughout the building. More information on the Life Safety System is explained on the following pages. An emergency generator provides power for emergency lighting, limited elevator service, and the Life Safety System with emergency communications. Emergency Procedures Fortunately, emergencies do not occur very often, but should an urgent situation arise, this information will enable us to assist each other through an emergency. In an emergency situation, there will be a coordinated effort between Tenants, Building Management, and the Fire and Police Departments. Success of an emergency procedure is dependent on advanced planning and training. With everyone’s cooperation, we can minimize panic and confusion and keep everyone safe. Fire & Other Disasters The plan is to establish a safe and orderly method of moving people away from a fire area, or entirely out of the building, to a safe location. The capacity to move people from offices and entire floors in the event of an emergency rests with the FIRE SAFETY DIRECTOR and the FLOOR WARDENS. Upon arrival to the scene, The San Francisco FIRE DEPARTMENT has total authority for relocating people and for evacuating all or part of the building. Top of page Emergency Procedures: Safety Features Introduction The high-rise building has the best safety record of any type structure and 45 Fremont is designed to be one of the safest high-rises of its kind. The building is a steel and concrete structure enveloped in aluminum, constructed in accordance with all fire and earthquake codes. The building is fully sprinklered and features a modern electronic Life Safety System that provides for the safe movement of employees during an emergency. Sensors & Alarms Smoke sensors are located throughout each floor to continually measure for products of combustion. When a sensor is activated, the Life Safety System will transmit a high-pitched warbling sound on the affected floor. Manual alarm pull stations are also located near the stairwells and in the elevator lobbies on each floor. See the floor plans for the locations in Appendix 2 of this manual. Activating these will cause a similar response to that created by the smoke sensors. When an alarm is activated, a signal is automatically sent to a central reporting station that immediately summons the Fire Department. This ensures that the Fire Department responds as quickly as possible. Sprinklers The building is fully sprinklered. If the temperature becomes hot enough at an individual sprinkler head, it will go off. Only that sprinkler head will be activated; the surrounding sprinkler heads will only activate when the temperature at the head reaches the preset temperature. Fire Extinguishers There are at least four fire extinguishers on each floor, one located at each corner of the building’s exit corridor, for emergency use. Each fire extinguisher is the “A.B.C” dry chemical type. These should only be used by individuals who have been properly trained. Exit Stairwells Two enclosed stairwells give direct access to the street level and are located at the north and south ends of the building. These stairwells are designed to withstand fire for two hours. Red telephones to contact Security are in the stairwells on every other floor. Public Address System Ceiling speakers are located on every floor in the stairwells and will be used to communicate information to Tenants concerning the nature of the problem and to give special instructions. Please follow these directions. Scroll down for sample announcements. Emergency Power & Water An emergency power generator is present and will supply energy for emergency lighting, limited elevator service and paging capabilities. A reserve water supply is ready and available for use in the sprinkler system if necessary. It is strongly recommended that tenants have enough emergency supplies (food, water, first aid) for each employee for three days. Elevators Each elevator is equipped with an emergency intercom connected to the lobby security panel. It will be possible for the lobby Security to speak to you in any elevator where there might be a problem. During an emergency when the smoke detectors in an elevator lobby are activated, all elevators in that bank will be recalled to the lobby level automatically. The elevators may then be used by the Fire Department. Fire Windows (break-away windows), made of safety glass are at specific locations on the east side of the building. These are ONLY for the FIRE DEPARTMENT’S USE in an EMERGENCY. Each fire window is marked with a red reflector button for easy recognition. Tenants must not remove or tamper with these buttons. Smoke Control System The heating, ventilation and air conditioning (HVAC) have a smoke control system, which ensures that the dampers operate in such a way as to prevent more smoke from entering the floors. Announcements Below are examples of the types of announcements you may hear over the Public Address System in the event of an emergency, Life Safety System testing, or a false alarm: Relocation Announcement Relocation Floors 8 and above will hear: Attention. Attention. May I have your attention please. We have an emergency on the ___ floor. Please move to the exit stairwells, slowly walk down four floors and re-enter the building. Do not use the elevators. Relocation Floors 7 and below will hear: Attention. Attention. May I have your attention please. We have an emergency on the ___floor. Please move to the exit stairwells and slowly walk down the stairs to the relocation site outside of the building. Receiving Floors will hear: Attention. Attention. May I have your attention please. We have an alarm on one of the upper floors. Please prepare to receive relocating persons on your floor. Earthquake Announcement Attention. Attention. May I have your attention please. We have just experienced an earthquake. Please remain calm and stay away from the perimeter windows. An announcement will follow shortly. False Alarm Announcement (only made under Fire Department authorization) Attention. Attention. May I have your attention please. The alarm experienced was false. Relocated persons from the above floors may now return to their workstations. Please use the elevators when returning to your floor. Top of page Emergency Procedures: Organization and Responsibilities Responsibilities Once the Fire Department arrives on the scene, they will assume responsibility for the suppression of the fire and the safe relocation of all people. Prior to the Fire Department’s arrival, the responsibility for reporting the fire to the San Francisco Fire Department, the attempt to extinguish the fire, and the movement of employees rests with the Tenant Floor Wardens and the Building Fire Safety Director. In the event of fire or other disaster, The Command Post for the San Francisco Fire Department, 45 Fremont Fire Safety Director, Property Manager and Building Engineers , will be the Firemen’s Control Center (FCC), which is located in the Building’s main lobby on the ground level. The 45 Fremont Fire Safety Director is, Assistant Chief Engineer, Todd Edwards. The Deputy Fire Safety Director is Chief Engineer, David Kent. The Deputy Fire Safety Director will assume the duties of the Fire Safety Director in his absence. The primary non-emergency responsibilities of the Fire Safety Director are: Implement and maintain the Facility Emergency Plan Organize, train, and direct activities of the Floor Teams & Building Staff Make decisions and recommendations about emergency procedures Facilitate and keep log of building fire drills Keep building keys, floor-plans and disabled occupants list accessible and current Inspect and maintain Life Safety equipment Each Tenant will establish a Floor Warden System for each floor of occupancy to handle emergency situations. Floor Wardens will be appointed by the Tenants and given responsibility to coordinate fire emergency procedures with other Tenants on their floor and in cooperation with the Fire Safety Director and Fire Department. Tenants are responsible for keeping their floor warden and emergency contact information current with Building Management. Tenant Emergency Teams The size and configuration of each Tenant Warden System will vary, depending on the size and configuration of the floor(s) occupied. The Team should include the following: Floor Warden(s) Alternate Floor Warden(s) Stair/Exit Wardens Elevator Safety Monitors Search Person(s) Floor Wardens The Floor Wardens are responsible for the safety of all persons, including visitors on their floor and must be familiar with all emergency exits, fire stairways, emergency phone numbers, relocation routes and all emergency procedures. Floor Wardens shall maintain order and help everyone remain calm. The daily responsibilities of the Floor Warden are: Appoint Area Wardens, assign Stair Exit Wardens, Elevator Safety Monitors and a Search Team Be completely familiar with the floor arrangement, the number of floor occupants and the location of the floor exits. On a daily basis, examine and determine that all fire doors to stairs are properly maintained and that exit doors are not obstructed, blocked open, or inoperable. Maintain a current listing of all identified personnel who cannot use the stair exits without assistance. Solicit voluntary aides to assist them when an evacuation is directed. Ensure that Building Management always has current list for Fire Department use. During an Emergency the Floor Warden must: Convey confidence and direction to prevent confusion among personnel. Assure that all persons on the floor are notified of a fire or other emergency and that, if necessary, all are evacuated to a safe area. Delegate Team Members to begin search, relocation, etc. Stair/Exit Wardens Under the direction of the Floor Warden, Stair/Exit Wardens assist in monitoring stairwells and exits, directing people along pre-planned evacuation routes. Elevator Safety Monitors Under the direction of the Floor Warden, Elevator Safety Monitors shall station themselves at the elevators to ensure that no one uses the elevators, and direct people to the stairwells. Search Team Under the direction of the Floor Warden, the Search Team will check all restrooms, offices, conference rooms, closets, etc. to assure that everyone has relocated, and report “All Clear” to the Floor Warden. POSITIVE LEADERSHIP GUIDELINES Inform your personnel what is expected of them in an emergency. Exemplify strong, competent leadership. Be prepared to: Remove the injured from public view. Clear away debris that may impede evacuation. Quickly control small fire --nothing bigger than trashcan fire --if possible. Take command and issue calm, decisive instructions. Do not be emotional. Provide assurance. Exert positive leadership. Dispel rumors. Top of page Emergency Procedures: Relocations The way to leave a fire area is to walk, not run, down the stairs to a safe place. In a high-rise building, such as 45 Fremont, only a certain number of people can pass down a flight of stairs, and through a door, within a given period of time. The Fire Department and the Fire Safety Director have total control of whom and when to relocate floors other than the emergency floor. The Floor Warden and/or the Fire Safety Director should move people away from the emergency floor to a designated relocation area. As soon as an alarm is heard, relocation should commence. In the event that relocation is required, four (4) floors are relocated down (With the exception of the 34th floor which relocates 5 floors down): the emergency floor, the floor above the emergency floor and two (2) floors below the emergency floor. For example, if a fire occurs on the 10th floor, floors 8, 9, 10, and 11 would relocate, 4 floors down, as shown in the diagram. The stairwells have colored symbols, such as those in the diagram, that repeat every four floors. Look for the symbol that matches the one on the floor you departed. The floors 11, 10, 9, and 8, in the above illustration, would relocate to floors 7, 6, 5, and 4, respectively. The receiving floors will be advised and prepared to receive people from the floors being relocated. Floors 7 and below should relocate outside to the street level. Do not go down into the basement, or the lobby. This relocation procedure will avoid disorder in the stairwells and street and keep the access open for emergency personnel to get through. Additionally, each floor is fire-rated for at least one hour, thereby keeping people several floors away quite safe for a period of time. It is important to stay towards the wall as you descend, and then enter the floor where you are relocating to await further instructions. The fire department will arrive within a few minutes and will be using the stairwells to fight the fire. It is important that the stairwells are clear when the fire department arrives so their efforts are not hindered. When directed to relocate from your floor, please follow these guidelines: Do not panic; remain calm and orderly. Walk, do not run and stay towards the wall. Do not use elevators. If exposed to heat or smoke, stay low to the floor. Do not open doors that feel hot. Do not prop open stairwell doors. Do not return to an evacuated area, for any reason, until authorized to do so. If trapped you will need to “defend in place”. Follow these guidelines: Seal doors and transoms with wet towels Call 9-1-1 to report location and condition Do not break windows unless in absolute danger of smoke inhalation Hang bright object in window Breathe through wet towel and keep low to the floor If trapped in a smoke-filled room, crawl to a safe area and try to get into an enclosed stairway or smoke-free location. Relocation of Non-Ambulatory and Physically Disabled In the event it becomes necessary to relocate certain floors within the building, or evacuate the entire building, it is essential to have a plan to assist physically disabled personnel. The following outlines the responsibilities of the Emergency Team in the event relocation or evacuation becomes necessary. The Tenant must inform Building Manager of any identified disabled employees who may require additional assistance in the event of an emergency, and maintain a current list on file, noting any changes, with Building Management. This confidential list will be kept on file in the management office, and with the Fire Safety Director. Prior to an emergency, the Floor Warden must encourage employees who feel they may have difficulty exiting the floor quickly in an emergency to select a willing aide and an alternate to assist them, each should be informed of their responsibilities. If relocation or evacuation is necessary, the disabled individuals are to be assisted by the selected personnel and taken to the first landing in the stairwell, out of the way of the flow of traffic. Wheel chairs are to be left outside of the stairwells. The Floor Warden is to inform the Fire Safety Director or Building Manager of the location of the individual(s) during an emergency. If it is not possible to relocate, the aide shall assist in the afore-mentioned “defend in place” procedures. Top of page Emergency Procedures: Fire Provisions If you discover a fire, activate the pull station located in the elevator lobby or by the stairwell doors. Get to a safe location and report the fire to the San Francisco Fire Department, phone 9-1-1 or 415-558-3200. Then notify the Building Office, or Security if after-hours. Building Office telephone is 415-512-1080, if after-hours, dial 0 during the message to reach Security. Never assume that someone else has, or will, report the fire. An intermittent high-pitched warbling noise will sound on your floor. Relocation should commence at that time. Follow instructions described in Relocation Procedures. Floor Wardens should first make sure the fire has properly been reported, and then supervise the immediate relocation of personnel from the floor. Personnel familiar and trained in the use of fire extinguishers should attempt to extinguish SMALL MANAGEABLE FIRES only (no larger than a trash can) and if safe to do so. Do NOT allow the fire to get between you and your means of escape. To use a fire extinguisher: Ensure the alarm has been sounded Check the fire extinguisher – is it the proper type and in good condition? Carry extinguisher to fire, pull ring and aim at the base of the fire. Crouch low, squeeze handle and sweep from side to side in an upward motion. Remain calm. Follow instructions of your Floor Warden. Listen for emergency communications through the Public Address System. Follow instructions from Fire Department or Fire Safety Director. Unless you have something to report, do NOT tie up phone lines. DO NOT USE ELEVATORS. Walk to the stairwell exits. In emergency situations, elevators will be used only by the Fire Department. When an alarm occurs, all elevators serving that area will be recalled to the lobby and shut off. Assist disabled personnel. Assign at least two people to help move them to a safe area. The Fire Department will also help, provided Building Management has been advised of name(s) and location(s). DO NOT OPEN HOT DOORS. Before opening any door, touch it near the top, with the back of your hand to see if it is hot. A fire on the other side will blast through the slightest opening with tremendous force and heat. CLOSE ALL DOORS ALONG THE EXIT ROUTE. DO NOT BREAK WINDOWS to vent smoke. Falling glass is a serious threat to people below. The Building Fire Safety Director will ensure that the fire department has been notified, elevators are recalled to ground level and that all keys, floor-plans, and the disabled list are readily available for the fire department, and will work with the Floor Wardens to facilitate relocation/evacuation. He will prepare the entrance for emergency response, communicate situation details with the fire department and instruct Security to make emergency public address announcements. False Alarms On rare occasions, a smoke detector or other alarm may malfunction and activate when there is no fire or other emergency. Until the source of the alarm is investigated and confirmed to be false, the alarm must be treated as real. Relocation procedures may be implemented for your safety, follow the instructions given over the public address system. Fire Prevention Measures Do not accumulate discarded files and paper trash in your office or storage areas. Pay special attention to housekeeping in areas that produce a lot of trash, such as copy areas and mailrooms. Keep your electrical appliances and electrical cords in good repair. Inspect all electrical cords for damage. Do not overload electrical outlets; the use of extension cords and space heaters is prohibited. Do not store large quantities of flammable solvents or duplication fluids. Store all flammable fluids in a well-marked, safe, cool location. When furnishing the office, consider the potential for toxic gas, smoke, and flames which synthetic materials can produce. Check on the safety and fire resistance of each material selected in your office. In areas of increased fire danger, install extra fire extinguishers. Top of page Top of page Emergency Procedures: Earthquake Earthquake Preparedness Keep an earthquake preparedness kit on hand. Include the following: Food and water – minimum 3 day supply (7 day supply ideal for each employee) First Aid kit and First Aid manual Large and small heavy-duty plastic bags, duct tape and scissors Extra prescriptions and eyewear Heavy-duty shoes and gloves Extra clothing Rescue tools, whistle Portable TV and/or radio with extra batteries Flashlight and extra batteries Cash (ATMs and credit cards may not work) Emergency Phone List including family at work, school, daycare, etc. Long-distance message check-in phone number Cell phone During an Earthquake Most injuries resulting from an earthquake are caused by falling objects or debris dislodged by the quake. During an earthquake, observe the following: Take cover under tables, desks, or strong doorways. Remain calm, do not panic. Stay in office area. Keep away from windows and glass doors. Keep clear of filing cabinets, shelves and tall stacks of materials. Check for any injured personnel and administer first aid where necessary. Floor Wardens should check damage and injuries and be prepared to expedite evacuation of serious cases. In the event of a fire resulting from an earthquake, follow the fire emergency procedures. Elevators are equipped with seismic detectors and when activated will automatically stop at the nearest floor. People in an elevator during such time should exit the car and follow instructions from the Floor Warden. Following an Earthquake Be prepared for aftershocks. Generally, the aftershocks are smaller than the main quake, however, some may be large enough to cause additional damage. If you smell gas, notify the Building Office or Security immediately. Check immediate location – make sure you are safe. Check for injuries and apply first aid as needed. Be prepared to go without emergency services and help yourself and others. Extinguish any fires; do not light matches or smoke. Listen for news or instructions on radio or television. Do not use the telephone unless for dire emergencies; make certain that all telephone receivers on are on their phone cradles. Ration food and water. Top of page Emergency Procedures: Medical Emergencies If you, or someone in your area, need(s) immediate medical attention, inform the nearest person to phone 9-1-1 for help; if no one is around, dial 9-1-1 from the closest telephone. Be sure to give the operator: Your name The building name and address Your floor and location Your telephone number Inform Building Management or Security that you have called 9-1-1 and that an emergency team will be arriving; give them your name, phone number and location so they can recall an elevator and guide the response team to the correct place. Emergency Procedures: Bomb Threat Because not all bomb threats are the same, good judgment and the cooperation of employees are especially necessary. A particular area or floor, a number of floors, or possibly the entire building may have to be relocated in the event of a bomb threat. In the event that a bomb threat is phoned into your office, it is imperative that the person receiving the threat not risk breaking the telephone connection by attempting to transfer the call. Have someone else call 9-1-1 to report the call. The call should be extended for as long as possible, gathering as much information as possible and perhaps having the call traced. Click here to download Bomb Threat Checklist. Immediate arbitrary relocation or evacuation is not recommended. If the City Police or Fire Department suggest that you evacuate your area due to a bomb threat, it is important to have personnel first make a visual search of their own desks and surrounding areas. Since the employees are familiar with the workplace surroundings and what belongs (or doesn’t belong) there they are more likely to be able to identify any unusual items. Suspicious items could include boxes, cigarette packs, bags or purses, etc. If a suspicious item is located, do not touch it or cover it. In case of an evacuation due to a bomb threat, the elevators can be used. However, in the case of a bomb explosion or fire, you should not use elevators, unless specifically instructed by Fire Department or Police to do so. It is also good practice to assign someone to make a final inspection of the area to be sure everyone has been relocated. Building Management will quickly make a search of the public areas involved. They will also assist the Police and Fire Departments in searching the Tenant areas. Whenever possible, the Tenant should have representatives available to assist with the search of areas requested. The Bomb Threat Checklist can be found by clicking here. Please be sure that all employees have the checklist handy at their desks. As much detail as possible should be recorded and all descriptions that apply should be checked off or circled. Top of page Emergency Procedures: Toxic Hazards If there is a toxic spill or exposure, immediately get to an area where you are not exposed and call 9-1-1. Give building address, floor and phone number, and also what type of spill. Take action to contain the hazard; close doors behind you, and always follow all safety procedures when working with toxic materials. MSDS: The building Engineering Department keeps an MSDS (Material Safety and Data Sheet) log on file for all chemicals used in the building. It lists what is in the products, possible side effects from exposure, and First Aid for exposure, ingestion, inhalation, etc. Tenants are encouraged to maintain an MSDS log of all materials used on their premises and made available to all employees. MSDS sheets are widely available for just about any product you can think of, even whiteout and dish detergent. Just contact the company that manufactures the products. Emergency Procedures: Civil Disturbances Do not go through an unruly crowd to exit or enter the building. If there is violence involved, call 9-1-1 and inform of the situation, and answer questions asked by the operator. Inform Building Management or Security that you have called 9-1-1. Emergency Procedures: Communication During An Emergency Click here to download information on Communications During An Emergency Green: Introduction Going Green Shorenstein is committed to creating and protecting green real estate environments. To research responsibly and thoughtfully, Shorenstein has formed a sustainability committee, known internally as the G.R.E.E.N. Committee â Green Real Estate Environments Now! The Mission Statement for the Committee is “Promote environmental stewardship through the implementation of sustainable ecological initiatives that benefit our assets, investors, customers, employees & planet. Why? According to the United States Green Building Council (“USGBC”), the commercial office buildings generate 18% of greenhouse gas emissions in the United States. Electricity is one of the largest expenses tenants incur. It is estimated that 50-55,000 species of life are going extinct every year due to a lack of resources left available to them resulting from humans’ use of resources. Every living system on the planet is in decline—none are stable. The reduction of emissions is not only crucial for the health of the planet but also for a company’s bottom line. What are We Doing? Shorenstein signed up in 2008 to take the Building Owners and Managers Association (BOMA) 7 Point Challenge, which primarily involves a reduction in greenhouse gas emissions of 30% by the year 2012. See the following link for more information on the BOMA 7 Point Challenge. Shorenstein has signed on to be an Energy Star Partner. See what’s involved. Click here for more information on Energy Star. Shorenstein has mandated that every building in its portfolio put energy consumption data in the Energy Star website and work to achieve an Energy Star certificate as soon as practically feasible. Click here to see the Energy Star score link for the most recent Energy Star score for your building. Please note that buildings must achieve a minimum rating of 75 to receive an Energy Star certification. Shorenstein implemented green cleaning and supply purchase across its portfolio in 2007 and 2008. Shorenstein continues to roll out initiatives to further promote “Green Real Estate Environments Now”. Click on the link here to see a full list of Green Building Initiatives implemented at this building. How Can You Help? Shorenstein will send you a Green Tip of the Month each month to all of its tenants. A cumulative list of Green Tips will be housed on this site. To access, click on Green Tip of the Month. We will also post other best practices and links to resource sites under Green Suggestions & Resources for Tenants. We hope you find this site a useful resource and that you will join us in our green practices so that together we can make a measurable difference in the world! Top of page Green: Green Tip of the Month Please click here for all green tips. Green Tip of the Month - June 2014 When purchasing office supplies, choose products made from recycled content, rapidly renewable resources, and local sources. Consider sharing your purchasing invoices with your Property Manager to help your building achieve green building designations. Visit the Shorenstein sustainable purchasing webpage for more information. Green: Green Suggestions and Resources for Tenants Facts – Energy Star Qualified CFL’s Energy Star ENERGY STAR – Bring Your Green to Work Green: Green Building Initiatives Please click here to view the Property Scorecard for 45 Fremont Street Green: Tenant Sustainability Site Click here to go to the Tenant Sustainability Site Introduction: Welcome The information presented in this Electronic Tenant® Web Portal is meant to provide you with an understanding of 45 Fremont's operational and facility procidures. There is a great deal of information contained in this portal. Take time to familiarize yourself with this portal and it will become a valuable resource. Additionally the Building Management Office is available to help in any way possible. The contact information for the Management Office is: Suite 1950 Telephone: 415-512-1080 Fax: 415-512-7570 E-mail: [email protected] Every attempt has been made to provide current and accurate information in this portal, but it is possible that some items will change over time. The Management Office will promptly notify you of any such changes. Please feel free to contact the Management Office with any questions you may have. Welcome to 45 Fremont Street! Introduction: About Shorenstein Shorenstein Company is one of the country's largest and oldest real estate organizations active on a national scale in all aspects of ownership, management, leasing, and development of high-quality office properties. The company is privately owned and is headquartered in San Francisco and owns over 14 million square feet of premier office projects around the country. Shorenstein Company provides leasing, management and construction services to all of its properties through its wholly owned property services affiliate, Shorenstein Realty Services. It is the close coordination between the investment professionals within Shorenstein Company and the operating professionals within Shorenstein Realty Services that is the key to our ability to deliver exceptional services to our tenants and exceptional value to our clients and partners. With our extensive internal resources and shared commitment of excellence, we have an ability to address issues and to capitalize on opportunities that are unsurpassed in our industry. Shorenstein Company operates based on the principle that our tenants are not only leasing space in our buildings, but additionally are seeking a broad range of occupancy services to support and enhance their core business operations. Delivery of a physical product that is maintained and operated to the highest industry standard is only the beginning. We strive to learn and remain abreast of our tenants' businesses in order to meet their current needs, anticipate their future requirements and be in a position to work cooperatively with them in responding to unanticipated developments. Shorenstein Realty Services' experienced leasing, management; construction and financial professionals are trained to think as first-tier service providers. All of our employees understand that it is their job to ensure that each Shorenstein-managed property offers the highest quality business environment and occupancy services in its marketplace. We believe that the consistently high occupancy levels in Shorenstein-managed properties is the strongest testament to the validity of our operating philosophy and the best evidence of our successful implementation of that philosophy. Top of page Introduction: About 45 Fremont Street Designed by the renowned architects Skidmore, Owings & Merrill, 45 Fremont Street is handsomely finished in aluminum and glass. Adjoining the building is a spacious and beautifully landscaped plaza with benches, trees, flowers and seasonal plantings. 45 Fremont Street is situated in San Francisco's Financial District South of Market submarket, which has witnessed explosive growth in recent years due in part to the explosion in high tech and multimedia companies. The building's location offers exceptional convenience through direct access to BART, MUNI, AC Transit and all major freeways. Additionally, the project's proximity to the trendy Spear Street Corridor provides excellent dining and retail options for the tenant base. Click here to visit the 45 Fremont Street website Introduction: Operating Instructions Navigation You move through The Electronic Tenant® Web Portal just as you would a traditional internet site. After clicking anywhere on the main page, there is a Table of Contents that provides links to various Chapters. Upon entering a Chapter, links to specific information are provided in Sub-Sections. You may return to the Table of Contents or Chapter Overview by clicking the appropriate link on every page. Special Features This Electronic Tenant® Portal has special features, such as an Interactive site map and a Tenant Services section that contains a number of downloadable and printable administrative forms. In order to be able use these features, you must have Adobe Acrobat Reader installed on your computer. This software is free and easy to use. To obtain the software for free, click here. Updates The Electronic Tenant® Portal is updated on a regular basis. Please be sure to continuously check back for updates and new information. If you have trouble accessing the Electronic Tenant® Portal or need assistance, please e-mail or call the Building Management Office. Introduction: Mobile Property Go Mobile...With Mobile Property! Your Electronic Tenant Portal is now in the palm of your hand! By downloading / bookmarking 45 Fremont Street's Mobile Property app to your Smartphone, you can add an icon to the 'home screen' of your mobile device and have all the information and features of your Electronic Tenant Portal wherever you go. Simply follow these 2 steps to add Mobile Property to your Smartphone's home screen: Step 1: Access the Mobile Site: Type, or copy and paste, the Portal URL into your Smartphone's Web browser: http://45fremontstreet.info The Portal will automatically redirect to the mobile site. Step 2: Add the App to your Mobile Device's home screen: iPhone / iPad: 1. When you have the mobile property app displayed in your web browser, click on the share icon (bottom/center - box with arrow icon) and choose "Add to Home Screen." 2. Choose a name for the new application, or leave as is, and click "Add." BlackBerry: 1. When you have the mobile property app displayed in your web browser, use the menu button and choose "Add to Home Screen." 2. Choose the name and location for your application, or leave the default settings, and press "Add." Android: 1. When you have mobile property app displayed in your web browser, use the menu button and choose "Add Bookmark." 2. Go to your desktop / home screen and hold down a finger on any blank area until prompt comes up. At this prompt - select shortcuts - Bookmarks - Mobile Site. Operations: Building Management Office We at Shorenstein Realty Services (SRS) take pride in our ability to provide first class office space and manage its physical and financial aspects efficiently and effectively. We believe that by managing the properties we ourselves own we can make certain our tenants and the space they occupy are both well cared for. We welcome your comments and suggestions and sincerely hope your tenancy here is productive and successful. The Building Office is located on the 19th floor in Suite 1950. You may visit or telephone the Building Office between the hours of 8:00 am and 5:30 pm Monday through Friday. Weekends, holidays and after-hours calls will be handled by Security. Phone: 415-512-1080 Fax: 415-512-7570 The following personnel are available to assist you: Property Manager: Assistant Property Manager: Tenant Services Coordinator: Ann McNee [email protected] Gabriel Roberts [email protected] Sindy Fabrizio [email protected] Operations: Building Holidays Listed below are the Building Holidays observed each year that will assist you in planning your operations during the year. New Year's Day Martin Luther King Day President's Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day On these Building Holidays, 45 Fremont Street will not have standard services (i.e. janitorial, HVAC, engineering). A Building Security Officer is on duty 24 hours a day and may be contacted at 415-512-1080. Operations: Security At 45 Fremont, we strive to maintain as a safe and secure building. All employees must have a valid building-issued photo access card to enter the building. Please enter through the front of the building, on Fremont Street; the rear doors on the east side of the building are for exit only. Please make sure that your employees and guests are aware of this. Uniformed Security Officers patrol 45 Fremont, 24 hours a day, 7 days a week. They are trained in emergency response and can contact Building Management at any time. They are not authorized to enter tenant suites without prior written approval by the Building Management. For more information regarding secuirty procedures at 45 Fremont Street click here to go to the Building Security Chapter. Operations: Leasing The leasing company for 45 Fremont is Shorenstein Realty Services, LP, and is located at 235 Montgomery Street, 16th Floor, San Francisco, CA. The phone number is 415-772-7000. Click here to view space currently available at 45 Fremont Street. Operations: Emergency Contacts DIAL 9-1-1 IN EMERGENCY FOR FIRE, POLICE, MEDICAL, AMBULANCE 45 Fremont Street Building Office San Francisco Fire Department Non-Emergency San Francisco Police Department Non-Emergency Ambulance (San Francisco) (King American) 415-512-1080 415-861-8020 Night: 415-558-3268 415-553-0123 415-431-2800 415-775-4321 Operations: Rent Payments Rent and escalations are due on the first of the month, unless otherwise stipulated in the Lease. Miscellaneous charges are due within 30 days of the invoice date. All payments that are delinquent are subject to late fees as allowable by the Lease. All payments should be mailed to the following address: Shorenstein Realty Services Trustee for 45 Fremont Associates Lockbox No. 72776 P.O. Box 61000 San Francisco, CA 94161-2776 Please do not send correspondence to the lockbox address, unless it pertains to the payment remittance. Policies and Procedures: General Rules and Regulations 1. No sign, placard, picture, advertisement, name or notice shall be inscribed, displayed or printed or affixed on or to any part of the outside or inside of the Building or any part of the Premises visible from the exterior of the Premises without the prior written consent of Landlord, which consent may be withheld in Landlord’s sole discretion. Landlord shall have the right to remove, at Tenant’s expense and without notice to Tenant, any such sign, placard, picture, advertisement, name or notice that has not been approved by Landlord. All approved signs or lettering on doors and walls shall be printed, painted, affixed or inscribed at the expense of Tenant by a person approved of by Landlord. If Landlord notifies Tenant in writing that Landlord objects to any curtains, blinds, shades or screens attached to or hung in or used in connection with any window or door of the Premises, such use of such curtains, blinds, shades or screens shall be removed immediately by Tenant. No awning shall be permitted on any part of the Premises. 2. No ice, drinking water, towel, barbering or bootblacking, shoeshining or repair services, or other similar services shall be provided to the Premises, except from persons authorized by Landlord and at the hours and under regulations fixed by Landlord. 3. The bulletin board or directory of the Building will be provided exclusively for the display of the name and location of tenants only and Landlord reserves the right to exclude any other names therefrom. 4. The sidewalks, halls, passages, exits, entrances, elevators and stairways shall not be obstructed by any of the Tenant Parties or used by Tenant for any purpose other than for ingress to and egress from its Premises. The halls, passages, exits, entrances, elevators, stairways, balconies and roof are not for the use of the general public and Landlord shall in all cases retain the right to control and prevent access thereto by all persons whose presence in the judgment of Landlord shall be prejudicial to the safety, character, reputation and interests of the Building and its tenants. No tenant and no employees or invitees of any tenant shall go upon the roof of the Building. 5. Tenant shall not alter any lock or install any new or additional locks or any bolts on any interior or exterior door of the Premises without the prior written consent of Landlord. 6. The toilet rooms, toilets, urinals, wash bowls and other apparatus shall not be used for any purpose other than that for which they were constructed and no foreign substance of any kind whatsoever shall be thrown therein and the expense of any breakage, stoppage or damage resulting from the violation of this rule shall be borne by the tenant who, or whose employees or invitees, shall have caused it. 7. Tenant shall not overload the floor of the Premises or mark, drive nails, screw or drill into the partitions, woodwork or plaster or in any way deface the Premises or any part thereof. 8. No furniture, freight or equipment of any kind shall be brought into the Building without the consent of Landlord and all moving of the same into or out of the Building shall be done at such time and in such manner as Landlord shall designate. Landlord shall have the right to prescribe the weight, size and position of all safes and other heavy equipment brought into the Building and also the times and manner of moving the same in and out of the Building. Safes or other heavy objects shall, if considered necessary by Landlord, stand on a platform of such thickness as is necessary to properly distribute the weight. Landlord will not be responsible for loss of or damage to any such safe or property from any cause, and all damage done to the Building by moving or maintaining any such safe or other property shall be repaired at the expense of Tenant. The elevator designated for freight by Landlord shall be available for use by all tenants in the Building during the hours and pursuant to such procedures as Landlord may determine from time to time. The persons employed to move Tenant’s equipment, material, furniture or other property in or out of the Building must be acceptable to Landlord. The moving company must be a locally recognized professional mover, whose primary business is the performing of relocation services, and must be bonded and fully insured. In no event shall Tenant employ any person or company whose presence may give rise to a labor or other disturbance in the Real Property. A certificate or other verification of such insurance must be received and approved by Landlord prior to the start of any moving operations. Insurance must be sufficient in Landlord’s sole opinion, to cover all personal liability, theft or damage to the Project, including, but not limited to, floor coverings, doors, walls, elevators, stairs, foliage and landscaping. Special care must be taken to prevent damage to foliage and landscaping during adverse weather. All moving operations shall be conducted at such times and in such a manner as Landlord shall direct, and all moving shall take place during non-business hours unless Landlord agrees in writing otherwise. 9. Tenant shall not employ any person or persons other than the janitor of Landlord for the purpose of cleaning the Premises, unless otherwise agreed to by Landlord. Except with the written consent of Landlord, no person or persons other than those approved by Landlord shall be permitted to enter the Building for the purpose of cleaning the Building or the Premises. Tenant shall not cause any unnecessary labor by reason of Tenant’s carelessness or indifference in the preservation of good order and cleanliness. 10. Tenant shall not use, keep or permit to be used or kept any foul or noxious gas or substance in the Premises, or permit or suffer the Premises to be occupied or used in a manner offensive or objectionable to Landlord or other occupants of the Building by reason of noise, odors and/or vibrations, or interfere in any way with other tenants or those having business therein, nor shall any animals or birds be brought in or kept in or about the Premises or the Building. In no event shall Tenant keep, use, or permit to be used in the Premises or the Building any guns, firearm, explosive devices or ammunition. 11. No cooking shall be done or permitted by Tenant in the Premises, nor shall the Premises be used for the storage of merchandise, for washing clothes, for lodging, or for any improper, objectionable or immoral purposes. Notwithstanding the foregoing, however, Tenant may maintain and use microwave ovens and equipment for brewing coffee, tea, hot chocolate and similar beverages, provided that Tenant shall (i) prevent the emission of any food or cooking odor from leaving the Premises, (ii) be solely responsible for cleaning the areas where such equipment is located and removing food-related waste from the Premises and the Building, or shall pay Landlord’s standard rate for such service as an addition to cleaning services ordinarily provided, (iii) maintain and use such areas solely for Tenant’s employees and business invitees, not as public facilities, and (iv) keep the Premises free of vermin and other pest infestation and shall exterminate, as needed, in a manner and through contractors reasonably approved by Landlord, preventing any emission of odors, due to extermination, from leaving the Premises. 12. Tenant shall not use or keep in the Premises or the Building any kerosene, gasoline, or inflammable or combustible fluid or material, or use any method of heating or air conditioning other than that supplied by Landlord. Space heaters are not permitted in the Building. 13. Landlord will direct electricians as to where and how telephone and telegraph wires are to be introduced into the Premises and the Building. No boring or cutting for wires will be allowed without the prior consent of Landlord. The location of telephones, call boxes and other office equipment affixed to the Premises shall be subject to the prior approval of Landlord. 14. Upon the expiration or earlier termination of the Lease, Tenant shall deliver to Landlord the keys of offices, rooms and toilet rooms which have been furnished by Landlord to Tenant and any copies of such keys which Tenant has made. In the event Tenant has lost any keys furnished by Landlord, Tenant shall pay Landlord for such keys. 15. Tenant shall not lay linoleum, tile, carpet or other similar floor covering so that the same shall be affixed to the floor of the Premises, except to the extent and in the manner approved in advance by Landlord. The expense of repairing any damage resulting from a violation of this rule or removal of any floor covering shall be borne by the tenant by whom, or by whose contractors, employees or invitees, the damage shall have been caused. 16. No furniture, packages, supplies, equipment or merchandise will be received in the Building or carried up or down in the elevators, except between such hours and in such elevators as shall be designated by Landlord, which elevator usage shall be subject to the Building’s customary charge therefor as established from time to time by Landlord. 17. On Saturdays, Sundays and legal holidays, and on other days between the hours of 6:00 P.M. and 8:00 A.M., access to the Building, or to the halls, corridors, elevators or stairways in the Building, or to the Premises may be refused unless the person seeking access is known to the person or employee of the Building in charge and has a pass or is properly identified. Landlord shall in no case be liable for damages for any error with regard to the admission to or exclusion from the Building of any person. In case of invasion, mob, riot, public excitement, or other commotion, Landlord reserves the right to prevent access to the Building during the continuance of the same by closing the doors or otherwise, for the safety of the tenants and protection of property in the Building. 18. Tenant shall be responsible for insuring that the doors of the Premises are closed and securely locked before leaving the Building and must observe strict care and caution that all water faucets or water apparatus are entirely shut off before Tenant or Tenant’s employees leave the Building, and that all electricity, gas or air shall likewise be carefully shut off, so as to prevent waste or damage, and for any default or carelessness Tenant shall make good all injuries sustained by other tenants or occupants of the Building or Landlord. Landlord shall not be responsible to Tenant for loss of property on the Premises, however occurring, or for any damage to the property of Tenant caused by the employees or independent contractors of Landlord or by any other person. 19. Landlord reserves the right to exclude or expel from the Building any person who, in the judgment of Landlord, is intoxicated or under the influence of liquor or drugs, or who shall in any manner do any act in violation of any of the rules and regulations of the Building. 20. The requirements of any tenant will be attended to only upon application at the office of the Building. Employees of Landlord shall not perform any work or do anything outside of their regular duties unless under special instructions from Landlord, and no employee will admit any person (tenant or otherwise) to any office without specific instructions from Landlord. 21. No vending machine or machines of any description shall be installed, maintained or operated upon the Premises without the prior written consent of Landlord. 22. Subject to Tenant’s right of access to the Premises in accordance with Building security procedures, Landlord reserves the right to close and keep locked all entrance and exit doors of the Building on Saturdays, Sundays and legal holidays and on other days between the hours of 6:00 P.M. and 8:00 A.M., and during such further hours as Landlord may deem advisable for the adequate protection of the Building and the property of its tenants. Top of page Policies and Procedures: Forms Please fill out the following forms and return to the Building Office as soon as possible. They can be faxed to 415-512-7570 or dropped off at 45 Fremont, Suite 1950. It is the Tenant’s responsibility to maintain current information on file with Building Management. Authorized Signature List Tenant Contact Form Mobile Impaired List Bomb Threat Check List Bike Policy Policies and Procedures: Construction Please inform the Building Office at least 48 hours in advance of any contractors performing minor work in the building. Shorenstein Realty Services requires all 45 Fremont tenants as well as their contractors and vendors to provide evidence of insurance. Incomplete insurance information may delay work. Work that does not have prior Building Management approval may be stopped at any time, regardless of a tenant’s intended work schedule. Larger scale projects must be presented with appropriate drawings as soon as a tenant has them available. Your Lease outlines the requirements for Landlord Approval for tenant improvements within your space. For further details please refer to the 45 Fremont “Conditions for Construction & Tenant Construction Standards” handbook, which is available upon request from the Building Office. Policies and Procedures: Moving Procedures 1. The Building Office must be notified 48 hours in advance and in writing of the exact date and time of your move. Please contact the Building Services Coordinator, either by telephone at 415.512.1080, or via email at [email protected], to confirm all arrangements prior to your move. 2. Large moves must be completed after-hours but small deliveries can be accommodated during normal business hours. This must be arranged at least 48 hours in advance through the Building Office. 3. All moves and deliveries will take place through the loading dock, the loading freight and internal service elevator. No access through the main lobby will be permitted without specific permission from the Building Office. 4. Use of the designated entrance and elevators is strictly on a first-come, first-serve basis during business hours and are limited to twenty minutes parking in the loading dock and two trips in the freight elevator. After-hours reservations may be necessary for larger deliveries. If passenger elevators are needed for a move, arrangements must be made in advance through the Building Office to have the elevators padded and the mover will be responsible for installing protective masonite in the elevator and on all paths of travel. Please make your requests in Workspeed under the Shared Resources category to reserve the freight, or padded passenger elevators, and the loading dock. 5. Per your Lease, the tenant is responsible for any and all damage that occurs in the building as a result of its actions or negligence, or the actions or negligence of its guests or contractors. In order to protect you from damage caused by your mover, both the tenant and the mover as a prerequisite to the move must submit a Certificate of Insurance to the Building Office. For further details, please refer to the “Certificates of Insurance” section. 6. The tenant is responsible for the removal of all moving boxes, pallets, packing materials and other debris from the property. It is recommended that you arrange for the mover to dispose of all such debris. Under no circumstances is trash to be left in the corridors or piled up in the loading dock. If necessary, the Building Office can arrange for disposal at the tenant’s cost. 7. The mover is responsible for providing floor protection and other materials necessary to protect the building during the move. The mover shall pad, masonite, and otherwise protect all entrances, common areas, and paths of travel. Top of page Policies and Procedures: Insurance Requirements Shorenstein Realty Services requires all tenants as well as their contractors and vendors to provide evidence of insurance. Tenant Insurance Prior to occupying the premises, tenants are required to provide the Landlord with evidence of insurance as stipulated in the lease. Shorenstein Realty Services outsources the tenant insurance tracking to a company called Insurance Data Services (IDS) and certificates should be sent to the following address: Shorenstein Realty Insurance Compliance C/O Insurance Data Services P.O. Box 12010-SR Hemet, CA 92546-8010 Vendor Insurance Building Management handles vendor insurance tracking. Please request that all of your vendors performing work or moves within your space provide the Building Office with a current original Certificate of Insurance well in advance of scheduling projects, deliveries, etc. Depending on the nature of the work, the amount of required coverage varies; Shorenstein’s vendor insurance requirements are available upon request. The additional insured endorsement must always include the following named as additional insured: Shorenstein Properties LLC, Shorenstein Company LLC, Shorenstein Realty Services L.P, Shorenstein Management Inc, their respective members, partners, executive officers, directors, stockholders and Forty-Five Fremont Associates. Should you need any further information regarding insurance requirements, please contact the Building Services Coordinator. Top of Page Policies and Procedures: Tenant Chargeback Rates After-hours Air Conditioning* $197.75/hour After-hours Heating* $184.45/hour After-hours Fans Only* $128.21/hour *These rates reflect the straight time engineering labor rate. Engineering overtime and double-time labor rates may be applicable depending on days and times of service. Four-hour minimum applies when not coupled with the Saturday engineering shift. Engineering Labor (Does not inlcude holidays) Regular Time $65.00/hour Overtime $97.50/hour Double Time $130.00/hour Extra Janitorial (Including Trash Removal) Straight time $32.00/hour Extra Janitorial (Including Trash Removal) Overtime $48.00/hour Trash or White Paper Toter $20.00 each Office Keys $3.00 each Replacement Access Cards $25.00 each Refrigerator Cleaning As quoted Microwave Cleaning As quoted Carpet Cleaning As quoted The above is current pricing for commonly used services and is subject to change. All other non-standard items will be quoted upon request. Tenants are billed for miscellaneous items. Policies and Procedures: Smoking Per California Assembly Bill 13, which prohibits smoking in the workplace, smoking is not permitted anywhere inside the 45 Fremont Street Building. This includes emergency stairwells and restrooms! Security: Building Access At 45 Fremont, we strive to maintain as a safe and secure building. All employees must have a valid building-issued photo access card to enter the building. Please return the “Authorized Signature List” (included with this book) to the Building Office and update as needed. It is important that you keep the Building Office informed of employee status changes, as well as changes to your Authorized Signature and Emergency Contact forms. Please enter through the front of the building, on Fremont Street; the rear doors on the east side of the building are for exit only. Please make sure that your employees and guests are aware of this. Security: Building Access Cards Access cards are issued through the Building Office. Please contact the Building Office for pricing; replacements are $25.00 each. Access cards and after-hours access requests received after 3:00pm will be processed the following business day. Please note that access cards are not transferable. Access card requests must be submitted through Workspeed, under the Security category by an authorized tenant representative. Upon receipt of an authorized access card request, the employee may come to the Security Badge Office, Suite 1960 during scheduled photo sessions (Tuesday between 10:00am - 12:00pm and Thursday between 1:00pm - 3:00pm). Building Security will then keep the card on file at the front lobby console for tenant pick-up the following morning. Lost or stolen access cards and terminated employees should be reported immediately. The Building Office can provide you with a list of active access cards for your company. We will make every effort to distribute active lists at least once a year but please feel free to request this list whenever you see fit. We need your cooperation in maintaining an updated database. Security: Vendors & Guests If your off-site employees, guests, and vendors need access on an “as-needed” basis, please enter the visitor information in Workspeed. The information is transmitted to the Security console on a real-time basis. Upon arrival, the visitor will need to check in with Security and show picture ID. They will be issued a temporary badge, valid for that day. If a visitor’s name is not entered into Workspeed, Security will call either the guest’s contact or the main tenant for instructions. If the contact gives verbal approval for the guest to have access to the tenant space, Security will create a badge and will direct the visitor to the proper elevator bank. If the contact advises that an escort is needed, Security will advise the guest accordingly, and issue the guest a badge once the escort has arrived in the lobby. There is no “ongoing” guest or employees list. For large visitor requests of 10 or more individuals, a tenant representative must be present in the Lobby to meet and escort the group to the tenant floor. A list of regular vendors can be provided to the Building Office so that on-going deliveries can be expedited. If you have any questions regarding Workspeed, please contact the Building Office. Security: Deliveries & Moves All deliveries must come through the loading dock (except for messengers and non-cart food delivery) and are limited to twenty-minutes and two freight elevator trips during business hours. If the vendor is on your list of regular vendors previously submitted to the Building Office, Security will allow access. If they are not on the list, you will need to contact the Tenant Services Coordinator and make arrangements 48 hours in advance for access. Note: Pallet Jacks are NOT permitted in the Building at any time. For deliveries of heavy equipment, the delivery company must make arrangements to off-load the items onto smaller, more manageable carts before taking them into the Freight Elevator. Longer deliveries and moves will need to be scheduled after-hours (6:00 pm - 7:00 am). Reservations for the loading dock and freight can be requested through Workspeed. Large deliveries must be submitted to the Building Office 48 hours prior to delivery, are subject to Building Management approval and will require a Certificate of Insurance. Security: Lobby Security Officers Uniformed Security Officers patrol 45 Fremont 24 hours a day, 7 days a week. They are trained in emergency response and can contact Building Management at any time. They are not authorized to enter tenant suites without prior written authorization from the tenant and approval by the Building Management. Security: Lock-outs If you are locked out of your suite or office or forgot your keys during business hours, please get in touch with a main contact for your floor. If this person is not available, then please contact the Building Office and a tenant contact will be notified to authorize the request. You will be asked to present identification and fill out a request form. A tenant contact will be notified to authorize this request. Please note that multiple lockouts are subject to a $10.00 fee. If a lock-out occurs after-hours, there will be a $35 charge for Security to access the master key. Security: Property Removal For the protection of your office and equipment, each time boxes, furniture, plants, electronics or any other equipment, personal or otherwise, are taken out of the building, the person removing the items(s) will be required to present a Property Removal Pass to security upon exiting the building. Property Removal Passes can be obtained through the Building Office. We are happy to provide you with as many as you need to keep a supply on hand. An authorized tenant representative must sign these. Unsigned passes will not be honored, nor will those signed by someone not on the Authorized Signature List. To avoid any problems, it is best to periodically update your Authorized Signature List with the Building Office. Security: Security Precautions 1. Be aware of all janitorial, repair and delivery personnel who enter your office. Don’t be fooled by uniforms . If the person appears suspicious, ask for identification and telephone the Building Office for verification. Institute a check-in/badge policy for contractors and vendors. 2. Never leave the reception area unattended. Do not allow visitors to enter past reception without an escort. 3. Wallets, purses, laptops, PDAs, I-Pods, and other valuables should always be locked up our of sight. 4. Never leave rear or side entries propped open. Immediately close such doors you encounter and notify Building Office or Security if suspicious. 5. Immediately report any lost or stolen access cards to the Building Office (or to Security, if after-hours). 6. Always lock your door when working before or after normal business hours. 7. Report solicitors or any suspicious activity immediately to the Building Office or Security. Please give a detailed description so a Security Officer can easily identify them. 8. Do not enter an elevator if occupied by a suspicious looking person(s). Walk away and notify Security. Be sure to get elevator car number if possible, or the location of the car. Security: Security Tip of the Month September is FEMA's National Preparedness Month September is National Preparedness Month. Across the United States, workplaces and communities will promote emergency preparedness, which makes this month a great time to create or revisit your emergency plan. There are many resources available on-line to help you get started, including the following: http://www.ready.gov/september http://www.redcross.org/prepare http://www.fema.gov/what-mitigation/plan-prepare http://www.community.fema.gov/connect.ti/AmericasPrepareathon Services: Tenant Service Requests In order to facilitate communications, we ask that you appoint one or two tenant service representatives (and an alternate), who are authorized to incur expenses for your company. Only your “Authorized Tenant Representative” or those designated should make requests for repairs or services through Workspeed. All requests for services should be made through Workspeed (https://shorenstein2.workspeed.com). If there is a maintenance or janitorial request that needs immediate attention, please call the Building Office. Please do not make requests with the janitorial or engineering crew directly. You will need to enter the type of service request, a description of the service needed, the exact location and a contact person. Once entered into Workspeed, the Building Office receives this information and dispatches the service request to the appropriate maintenance staff. When a job is finished, the service request is summarized and closed out or charged back to the tenant. Every step of the service request can be tracked in Workspeed. If the request is beyond what is included per terms of your lease, a cost quote may need to be approved prior to work being performed. Response times will vary according to the number and complexity of service requests received. In the case of a building emergency or special project, which would delay response to your request, we will inform you as soon as possible. Similarly, should we need an outside contractor’s expertise or supplies, we will let you know. Should your request involve an expenditure of funds for which your company will be responsible, we will ask you to authorize a cost quote before services are rendered. All work performed will be billed to the tenant by the management office. A 20% administrative fee will be included on the invoice unless otherwise noted in lease provisions. The following items are considered services not covered under the lease, but commonly serviced by the 45 Fremont staff or outside vendors for an additional charge: Light bulb replacement for non-standard lamps Re-keying of tenant doors and locks (after initial installation) and additional keys Hanging pictures, bulletin boards etc. in tenant space Maintaining carpets, tile floors, cleaning, interior partitions, glass, etc. Emergency clean-up of spills/accidents Unclogging/repair of kitchen sinks and disposals Installation or changing of water filters Removal/disposal of excessive trash Extra painting, touch-ups or carpentry work Paper towels for kitchens Please note that our staff does not move or repair furniture; It is against union policy and insurance regulations. Please do not ask the Engineers or Janitorial Staff to move furniture or other heavy objects. Also, for safety reasons, we are unable to lend out ladders, vacuums, and other tools. Services: Janitorial Services 45 Fremont is responsible for maintaining a clean environment for all tenants per your Lease terms. This includes restocking of restrooms and common areas during business hours, and nightly cleaning services. Additional services such as carpet, tile, interior glass cleaning, floor polishing, refrigerator and microwave cleaning and other special requests can be provided at additional charge to the tenant. Services: Light Bulb Replacement All building standard lights will be replaced at no charge. Any non-standard bulbs for tenant suites can be ordered, at the tenant’s expense, and kept in stock to be replaced as necessary. Services: Engineering Services Shorenstein Realty Services takes great pride in providing attentive and courteous maintenance to the tenants of 45 Fremont. We have a full staff of qualified engineers to ensure the efficient mechanical operation of the building. Please submit requests through Workspeed should you need maintenance services, such as temperature discomfort, plumbing problems, lighting, etc. Services: Telecommunications 45 Fremont has a riser system for telecommunication needs which runs from the main point of entry (MPOE) in the basement through telephone and equipment closets located on each floor. For security purposes, these doors are locked at all times. In order to maintain the integrity of the building infrastructure, Shorenstein Realty Services has contracted with Montgomery Technologies to oversee all work in the telephone closets. Montgomery Technologies will only grant access to these closets upon approval. Please contact Montgomery Technologies at 1-866-824-8362 to obtain a work order. Once the Building Office receives a work order from Montgomery Technologies, you or your vendor may enter the approved closet(s) after signing in with Security and providing valid identification. Services: Signage Signage arrangement for you individual floor elevator lobby must be approved in advance. Please submit your request in writing to the Building Office and please include detailed specs such as the size and color of the sign. No signs of any type are to be on the interior or exterior of the building without approval from the Building Office. Services: Elevators 45 Fremont is equipped with three banks of elevators, providing rapid access to all floors. There is also a shuttle elevator that provides service from the lobby to the basement, one service car that goes to all floors, and one freight car servicing the loading dock and basement. During a power outage, one car per bank and the freight elevator will operate normally. All other cars will return and stay in the main lobby. Authorized building personnel will manage use of these cars. In the event of a non-emergency elevator problem (such as passing requested floors, lights or bells out of order, or car not leveling properly) please notify the Building Office with a Workspeed Elevator Service Request. Please make a note of the car number, located on the panel above the door, inside the elevator. Services: Mail Service & Deliveries The Building address is: Your Name Your Company Name 45 Fremont Street Suite or Floor # San Francisco, CA 94105 The post office suggests using your 4-digit code at the end of your zip code for more efficient service. Since the number varies according to suite number, you must call the postal service to obtain this code. For questions regarding postal service please dial 1-800-ASK-USPS (1-800-275-8777) or visit www.usps.com. Please always fill in the floor or suite number and encourage all employees to do the same to ensure that your mail is delivered to you timely and accurately. For questions regarding UPS services, please call UPS directly at 1-800-PICK-UPS (1-800-742-5877). For Federal Ex Federal Express locations and services call 1-800-GO-FEDEX (1-800-463-3339). If your company will be arranging nightly courier service, please provide the Building Office with the vendor name and a schedule of pick-ups/deliveries. Please note that the building staff and security are not permitted to sign for packages or other deliveries to tenants. If you are expecting a delivery in your absence, please make alternate arrangements to have it delivered or picked up upon your return or rerouted to another address. Services: Recycling Why we recycle Environmental conservation -one ton of paper manufactured from waste paper conserves 17 trees! Air and Water Pollution Prevention – the production of recycled paper produces 60% less air and water pollution than that of virgin paper production. Energy Conservation -Each ton of paper recycled saves the energy equivalent of 380 gallons of oil. Landfill Considerations – Recycling reduces our reliance on already scarce landfill resources. The City has mandated that businesses increase their recycling by 50%. Economic Incentive – By increasing recycling we are able to decrease the amount of un-recyclable garbage, thereby reducing scavenger fees for a savings passed onto Tenants! Feel free to contact the Building Office for a list of vendors that recycle old business equipment, furniture and electronics. We encourage you to recycle used batteries; most hardware stores have battery-recycling programs. For more recycling information on the Internet, go to: Golden Gate Disposal: http://www.recologysf.com/ SF Recycles: http://www.sfrecycles.org/ Computer Recycling: http://sfrecyclinganddisposal.com/index.php/for-businesses/electronic-waste-commercial View the 45 Fremont Recycling Summary What We Recycle Only wet waste, which is not recyclable, should be thrown in the trash bins with the clear liners. Clear liners go directly to the landfill rather than through the sorting center (where all of our waste presently goes). This includes coffee grounds, plant material, food scraps and wrappers, used cups/plates/cutlery, etc. All paper products should go into the gray recycling bins, which are emptied by night crew. There is no distinction between white paper and any other paper products including colored paper, newspapers, magazines, junk mail, envelopes or cardboard. Please call the building office if you need paper recycling trays for your desk or gray bins for common/copy area. Additionally, cans and bottles can be also be put into the grey recycling bins. These items include glass bottles, plastic bottles, cans, and plastic tubs. To keep pests and odors away, please rinse bottles and cans before tossing. NEVER put hazardous materials in the trash! Fluorescent light-bulbs, paint, glue, used hypodermic needles, batteries, and computer monitors are examples of items that require special methods of disposal. Please do not throw these items in the trash, for the safety of our janitorial crew, and trash collectors, as well as cleanliness of the landfill. If you need a list of companies who will dispose of these products, please contact the Building Office. If you have any suggestions for improvements to our current recycling plan or would like more information on ways you can help reduce your waste, please contact the Building Office at [email protected] View the 45 Fremont Recycling Summary Top of page Services: Lost and Found Any item that is found should be brought to the Building Office (or left with Security if after-hours). Please indicate where and when the article was found. Every effort will be made to return property to the rightful owner. Should you lose something, please report it to the Building Office. Lost and found items will be held in the Building Office for 30 days, after which time they will be discarded or donated.
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