255 State Street Electronic Tenant® Portal Created on July 4, 2015 Building Amenities: Building Amenities 255 State Street provides tenants with a number of building amenities including: On-site property management 24-hour on-site security Concierge services Parking services Recycling services Transportation to Logan Airport, Hingham, Hull & Quincy Legal Sea Foods City Landing Emack & Bolios Building Operations: Accounting Please make payment to: 255 State Street LLC Please remit payment to: 255 State Street LLC P.O. Box 906016 Charlotte, NC 28290-6016 Overnight / Courier Address: JPMorgan Chase 806 Tyvola Road, Suite 108 Charlotte, NC 28217 Attn: 255 State Street LLC / Lockbox 906016 Wires: Property: Bank Name: Account #: ABA #: 255 State Street LLC JP Morgan Chase 747497352 021000021 Building Operations: Building Management The staff of 255 State Street is dedicated to making your work environment as safe and pleasant as possible. The Building Office is located on the 2nd Floor, north side of the building. Please do not hesitate to contact the management office at: Phone: (617) 227-0016 Fax: (617) 367-5099 Address: 255 State Street Boston, MA 02109 The following personnel are available to address your needs: Title Name General Manager Assistant Property Manager Keely Calkins Tenant Coordinator Nicole Balchunas Nick Mello Ryan Adams Anthony Canzurlo Lead Engineer Engineer Concierge Kendra Hart Phone E-Mail Number (617) 830-5781 [email protected] (617) [email protected] 830-5789 (617) 830-5790 [email protected] (617) 594-0281 [email protected] (617) 921-1549 [email protected] (617) 392-1199 [email protected] Building Operations: Holidays The Building Holidays observed each year are listed below in order to aid your planning operations during the year. New Year's Day Martin Luther King Jr. Day Memorial Day Independence Day Labor Day Thanksgiving Day Day After Thanksgiving Christmas Eve Christmas Day New Years Eve Certain services are not provided on weekends and the holidays listed above. Building Security will be on duty 24 hours a day and may be contacted at (617) 392-1199. Building Operations: Leasing Listed below is the contact information for authorized 255 State Street leasing representatives. Phone Number (617) Executive Director Debra Gould 330-6966 (617) Executive Director William Anderson 330-6966 Director Timothy Bianchi (617) 330-6966 Title Name E-Mail [email protected] [email protected] [email protected] Building Operations: Security Guard Services are provided through Security. The security staff is based on the first floor lobby area and is available to assist tenants. To contact security, please call (617) 392-1199. Security’s major roles are to enforce all building rules and regulations, report security and safety related incidents or potential hazards, to lock and unlock building entrances at designated times, to assist as needed in the event of a police or fire related incident, and to contact appropriate personnel in response to maintenance and life safety emergencies. Surveillance Equipment In addition to the security staff, 255 State Street is equipped with camera surveillance. These cameras are monitored by Securitas and JLL personnel. Building Security: Access Cards In an effort to protect people and property at 255 State Street an access card system has been installed. As previously stated employees will require their access card to gain entry to the elevator and their office space. After hours and on weekends, they also need their access card to enter the building. Should a tenant wish to restrict an employee’s admittance to their premises outside of normal business hours, their access card can be programmed accordingly. Access cards are requested through the tenant representative and will be issued by JLL in accordance with the tenant’s direction. Request for Access Cards The access system at 255 State Street has been installed for the safety of all tenants and the protection of valuables. Building access cards will be issued in accordance with tenant representative direction and programmed accordingly. Tenant representatives can receive additional building access cards by placing work orders request in the Vision system. Upon employee termination, please return the building access card to the management office or front desk, along with placing a work orders request in the Vision system notifying building management of the terminated employee so the card can be deactivated. In instances of lost or stolen cards, please notify JLL immediately. The original card will be voided and a new card issued as soon as possible. Building Security: Building Access Building Hours 255 State Street’s regular business hours are 8:00 am – 6:00 pm., Monday through Friday and Saturday from 9:00 am – 1:00 pm. Employees are required to utilize their access cards to enter the building, elevator and tenant space during off-hours, weekends and holidays. Building Security: Deliveries The loading dock is located on the south side of the building on Central Street. All deliveries will come in from the loading dock and will then be transferred to the basement via the scissor lift and then to tenant space via the freight elevator (elevator cab #4). Any large deliveries (i.e. furniture, etc.) must be brought in “after hours” (6pm-8am). All “after hours” deliveries must be scheduled with the JLL Management Office at least 2 business days in advance. Again, please note that building operating hours are 8:00 a.m. – 6:00 p.m., Monday through Friday and 9:00 a.m. – 1:00 p.m. on Saturday. A certificate of insurance must be provided to the JLL Management Office prior to the move where the certificate holder should be State Street, LLC with JLL, Pembroke Real Estate and FMR Corp listed as additional insured. Building Security: General Office Security Tenants should feel free to contact either security or the JLL Management Office for help at any time. Tenants can do a great deal to enhance the security of their premises and we encourage all tenants to participate in the following procedures: Report lost or stolen keys or access cards immediately. Do not allow unauthorized persons to piggy-back into the building or restricted spaces without requesting positive identification. Tenants who have doubts as to whether a person should be allowed into a tenant area should not hesitate to request assistance. Keep equipment and valuables in a secure, locked space. Building Security: Key and Lock Policy A copy of each tenant’s main entry key must be turned over to the JLL management office. The master key will be kept in a lock box at the front desk with Security. Building Security: Lost and Found Please contact the Front Desk at 617-392-1199 to report or claim items that have been lost and/or found at 255 State Street. Building Security: Property Removal Anyone leaving the property with items of value will require a property removal pass. This pass is necessary to protect 255 State Street tenants from having equipment and materials removed from their offices without their permission. Property removal passes can only be signed and approved by authorized personnel. An updated list of people who are authorized to sign property removal passes is available both at the lobby desk and the JLL Management Office. Click here to download a Property Removal Pass Building Security: Solicitation As a courtesy to our tenants, soliciting is not allowed at 255 State Street. One of the challenges in the enforcement of this policy is to identify solicitors from those visiting 255 State Street to conduct legitimate business. Tenants can assist in this identification by calling the JLL Management Office at (617) 227-0016 or the Front Desk at 617-392-1199, should any such individuals visit their premises. By notifying building management we may ensure that this individual is escorted from the building. Building Services: Building Signage All building signage must be submitted to JLL for approval prior to production and installation in order to insure a high level of design quality and clear, concise and functional communication. The Landlord reserves the right to refuse approval of any sign submission which fails to adhere to the consistent look and quality of building. All proposed signage must be submitted as a package of five sets of detailed drawings of each sign for approval by the Landlord as follows: Location Elevation drawing showing sign in context at 1/2"=1'-0" Full scale drawings, full color, dimensioned layout showing accurate facsimile of all typestyles and logos Section view showing materials, construction and mounting details Samples of all colors and materials Building Services: Cleaning Pride in performance and attention to detail are hallmarks of our cleaning program at 255 State Street. Cleaning services are provided Monday through Friday, with day and evening shifts. The day staff is comprised of a porter and matron. Their duties include, but are not limited to, policing the lobby area, restrooms, and the perimeter of the building. The daily policing of the restrooms includes, picking up paper and miscellaneous trash, refilling soap, towel, and tissue dispensers, damp wiping and sanitizing washbasins and spot mopping the floors. The evening staff is responsible for all general cleaning services. Please see your lease exhibit for a detailed breakdown of cleaning services provided at 255 State Street. In addition to the general cleaning services listed in accordance with the lease terms, a tenant may wish to supplement or provide other cleaning services in their space. These cleaning services are available and can be coordinated through Building Management by calling (617) 227-0016. Building Services: Elevators The elevators at 255 State Street are maintained by: Stanley Elevator Company Inc. PO Box 843 Nashua, NH 03061 1-800-258-1016 Building Services: Fee Schedule Please contact the management office for a list of service fees. Building Services: HVAC Heating, ventilation and air conditioning are provided to all 255 State Street tenants during normal business hours in accordance with your lease. During normal hours of building operation, hot or cold complaints should be submitted via the online work order system by the tenant contact(s) and the building personnel will make any adjustments to the temperature that is needed. Additional heating or cooling services can be provided beyond the hours stated in your lease by scheduling dates and times with JLL. We request that requisitions for additional HVAC services be received 1 business day in advance. All overtime HVAC requested by tenants will be invoiced on a monthly basis. Building Services: Maintenance Requests For your convenience this Handbook includes an Electronic Tenant® Service Request System. Use this system to submit routine maintenance requests directly to the engineering department; to track the status of previously submitted requests; to download important documents; and to communicate with the property management office. Simply click on the link below, Enter your username and password Choose the action you would like to complete Click here to log into the Electronic Tenant Service Request System Once you have logged into the system, you will be presented with four options: Complete a Maintenance Request Form Update User Information View Electronic Maintenance Request Log Download Miscellaneous Administrative Forms For detailed instructions for using the Electronic Tenant® Service Request System please see the following pages or contact the Building Office. Completing a Service Request Form After logging in, click on the "Electronic Maintenance Request Form" Link. Users will be taken to a service request form. Step One- Confirm or complete all contact information. Step Two- Choose the nature or type of request being submitted. Step Three- If applicable, provide details of the contractor to be used. Step Four - Review all information thoroughly. Click submit. You will receive conformation via e-mail that your request was submitted to the management office. Updating User Information Personalized user information is used to auto-fill the Electronic Maintenance Request Form for quick and easy submission. In addition, accurate contact information will assist the management staff in expediting all maintenance requests. Each user should check regularly to ensure that accurate information is on file. Electronic Maintenance Request Log This feature allows users to track and monitor all service requests submitted through the Electronic Tenant® Service Request System. Service requests are sorted by month and will have the current month displayed upon entry. Miscellaneous Forms Here users can download and print various administrative forms, reports and documents. In order to access the forms and documents contained in this section, users must have Adobe Acrobat Reader 5.0 or higher installed on their computers. This software is free and can be obtained by clicking here. Property Removal Form Building Rules & Regulations Questions regarding the Electronic Tenant Services Request System should be directed to the Management Office. Building Services: Parking Parking for 255 State Street is available at the Boston Harbor Garage and can be administered by the JLL Management Office. The Boston Harbor Garage is located at 70 East India Row, across the street from 255 State Street. Monthly parking passes are available from the JLL Management Offcie to tenants through their employers only. Building Services: Sustainability Pembroke Real Estate is strongly committed to owning and developing distinct, high quality properties in an environmentally conscious and sustainable manner. As long-term investors, we understand that the advantages associated with resource reduction, energy efficiency and improving the quality of the workplace environment are measured over the life of the property and strengthen the sustainability of our investments. Our goal is to continually implement proven sustainable solutions that benefit our tenants, investors and the greater communities in which our projects are located. SUSTAINABLE SITES Alternative Transportation 255 State Street is serviced by the MBTA Blue Line and Rowes Wharf Water Transportation Company, a private water transportation company that provides service between the Seaport District, New England Aquarium and Rowes Wharf. The MBTA Blue Line is part of Boston’s subway system, which provides access to the greater Boston metropolitan area. 255 State Street has two bike racks located at the curb line at the building’s main entrance with a 10-bike capacity. Fitness Center shower facilities are located next door at the Long Wharf Hotel and are available for a fee paid directly to the Fitness Center. 255 State Street is in discussion with the Harbor Garage to identify parking spaces that can be dedicated for HYBRID and electric vehicles that require a 120 Volt outlet for recharging. Green Exterior Management 255 State Street’s JLL management team is working with Valley Crest Landscaping to maintain the native plantings in the beds on the State Street side of the building that are resistant to salt air, high winds and other weather conditions typically found along the New England Coast. 255 State Street snow removal crews reduce the need for de-icing chemicals by using large snow brushes attached to motorized equipment to keep walkways clear. 255 State Street snow removal crews, when necessary, use de-icing materials that consist of magnesium chloride, which is a less toxic and less damaging chemical compound to plants, concrete, carpeting and hard surfaces. WATER EFFICIENCY Water Efficient Landscape 255 State Street’s JLL management team and Valley Crest Landscaping are testing drip sprinkler modifications that may improve efficiency while providing necessary ground coverage in the planting beds on State Street. Water Efficient Restrooms 255 State Street complies with EPA Energy Act 1992 (LEED EB requirement). In addition, engineers are testing dual flow toilets and faucet aerators that use one-half gallon (.5) per minute by adding air to the water flow, thereby giving the effect of more water flow with fewer resources utilized. ENERGY AND ATMOSPHERE U.S. EPA ENERGY STAR Standards 255 State Street engineers and consultants are working together to satisfy ENERGY STAR requirements for minimum LEED certification. This is being accomplished by reviewing the HVAC System Sequence of Operation, the programming of the Building Management System software and looking for energy efficient opportunities. 255 State Street air handlers and pumps utilize variable frequency drives (VFDs) that control the speed of the HVAC equipment and maximize the energy efficiency of the HVAC system. In addition, the VFDs help maximize and extend the useful life of the equipment. 255 State Street has an Andover Controls direct digital control system that monitors and adjusts the HVAC equipment as necessary to control outside air flow for maximum efficiency while maintaining tenant comfort in all office spaces. MATERIALS AND RESOURCES Source Reduction 255 State Street is using new toilet tissues and towels with high recycled fiber content. The new Scott S-fold paper towels in the lavatories will save approximately $1,200 per year due to the reduction in occupant usage. C-fold paper towels are used at 3.2 sheets per person, while S-folds are consumed at a rate of 1.7 sheets per person. Converting to Coreless toilet paper tissue will save approximately $500 per year due to the reduction in unused tissue sheets. Standard rolled toilet paper is discarded by the janitorial staff with 40-80 sheets remaining. Coreless is discarded with 10-12 sheets remaining. Sustainable Cleaning Products and Materials 255 State Street uses Green Seal cleaning products. Green Seal awards certification to products that have the least impact on the environment and perform as well as or better than similar, non-green products. Green Seal’s website states “Green Seal is an independent, nonprofit organization that strives to achieve a healthier and cleaner environment by identifying and promoting products and services that cause less toxic pollution and waste, conserve resources and habitats and minimize global warming and ozone depletion.” In addition to using bio-renewable chemicals where appropriate, dual filtration, low decibel vacuum cleaners are also utilized where possible. Occupant Recycling Programs The 255 State Street Resource Management Program includes recycling mixed paper, recyclable plastics, glass, metal, cardboard, dry cell batteries, fluorescent lamps, computers, IT equipment, furniture and print cartridges. INDOOR ENVIRONMENTAL QUALITY Air Quality Management In order to help sustain the comfort and well-being of the building occupants, 255 State Street is developing a new policy that will prevent indoor air quality problems resulting from construction and renovation projects. The policy will be based on the SMACNA (Sheet Metal and Air Conditioning National Contractors Association) Guidelines for recommended Control Measures in five areas: HVAC protection, source control, pathway interruption, housekeeping and scheduling. Green Cleaning Program The 255 State Street green cleaning program takes into account the building’s function, activities of the occupants, and specific cleaning and sanitation requirements in order to develop a service plan that minimizes risk to the environment and promotes the health and safety of staff and guests. The green cleaning program includes certified products and, where appropriate, equipment modification. The program is distinguished by professional process training, service and support. U.S. GREEN BUILDING COUNCIL LEED ACCREDITATIONS The USGBC Leadership in Energy and Environmental Design (LEED) program states that buildings can become certified and individuals can become accredited. 255 State Street currently has a LEED Accredited Professional (AP) in a supervisory role: General Manager, Stephen Howard, LEED AP, RPA. Steve will lead the implementation of the JLL Standards of Sustainability at 255 State Street. As a first step toward LEED Green Building Certification, JLL and Pembroke Real Estate have registered 255 State Street with the U.S. Green Building Council to achieve LEED certification. Building Services: Recycling The recycling program at 255 State Street has been developed to conserve natural resources. By participating in our building-wide recycling program, each tenant helps conserve trees, water, and reduce the amount of trash generated at the building. Please note that in addition to improving the environment in which we live, recycling also reduces the waste removal expense incurred by the tenants. Therefore, we ask that each individual make a conscious effort to recycle as much material as possible. Please be advised that our recycling program is source separated. Therefore, we ask that everyone make an effort to separate recyclable materials at their desks, prior to being discarded. Recycled bottles and cans are donated to Cans for Charity. The evening cleaning staff will remove the recyclable material, along with the trash, Monday through Friday. The following page details materials that are recycled at 255 State Street: MIXED PAPER RECYCLING FOR DESK SIDE CONTAINERS The following items can be recycled: Bond Grade Catalogues and Brochures Adding Machine Tape Computer Printout – Green Bar or White Letterhead, Stationary, Writing Paper, and Copy Paper Fax Paper Post It Notes Envelopes with or without Windows File Stock, Manila File Folders, and Kraft Envelopes NCR or Carbonless Forms Newspapers and Inserts Coated or Glossy Paper Blends Magazines Phone Books Corrugated Boxes Carbon Paper All paper may be colored, white or shredded. Staples or paper clips do not need to be removed. The following items cannot be recycled: Blueprint Stock Paper Towels, Tissues, Plates, Cups, or Food Wrappers Plastic Styrofoam Wax Paper Aluminum Foil Thank you for your cooperation! Emergency Procedures: Introduction In the event of an emergency such as a fire, bomb threat, medical condition, or a power outage, JLL asks that you follow a few simple steps that will provide for efficient and appropriate responses to any situation. The following sections of the Tenant Information Guide outline the procedures we ask all tenants to follow. To compliment this section, JLL will provide supplemental training throughout the year. Any tenant wishing to learn more about emergency procedures and responses around the complex should contact JLL at (617) 227-0016 or the Front Desk at (617) 392-1199. Emergency Procedures: Bomb Threat All bomb threats should be taken seriously. If you receive a bomb-threat, try to obtain as much information as possible before the caller hangs up. If your office receives a bomb threat, the following policies must be adhered to: Contact Security at (617) 293-0434. Notify building management at (617) 227-0016. JLL will then notify all other building tenants, if deemed necessary. Unless directed by the Boston Police Department, the decision to evacuate is left to the discretion of each tenant. Building Management will work closely with all tenants should such a situation develop. Emergency Procedures: Civil Disturbance Should a riot or civil disturbance start outside the Building, the security guards will immediately lock all entrances to the building. The police will be notified. We will keep you informed. If a disturbance should occur in the main lobby, all elevators will be turned off at the first floor and the police will be summoned. Emergency Procedures: Elevator Malfunction If you are in the elevator and it stops for no apparent reason, remember to remain calm. Pressing the emergency button within the cab will alert Building Management that the elevator is malfunctioning. The cab number will be identified, and so too, the specific floor on which it is stuck. The Guard will establish two-way communication with elevators occupants until help has arrived. In the event of a power outage, elevators will continue to operate using our emergency power generator. Should an outage occur, elevator lights will remain on, but the car itself will temporarily cease moving. Each elevator will automatically return to the lobby, their doors will open, and they will remain inoperable until the power has been restored. IN THE EVENT OF A FIRE, ELEVATORS MUST NOT BE USED FOR EVACUATION. USE THE STAIRWELLS. Emergency Procedures: Emergency Contacts All Emergencies Building Management Office Building Security/After Hours Emergencies Fire Department (non Emergency) Police Department (non Emergency) 911 (617) 227-0016 (617) 392-1199 (617) 343-3415 (617) 343-4200 Important notes Please always call the front desk at 617-392-1199 in the event of an emergency as we have designated first responders on site which can attend to the situation immediately. The security representatives will then call 9-1-1 to direct them to the location and provide them with the necessary details. If you do call 911 first as a result of a medical emergency, please be sure also to notify the front desk at 617-392-1199 with your name, callback number, floor and location so that security may swiftly guide the emergency personnel to your exact location. If the audible alarm within the building sounds, please do not call the Management Office, unless you have something specific to report. Building Management is aware of the noise, as well as the source of the alarm, whether it’s false or a legitimate emergency. Please keep the telephone lines clear so that Building Management may to attend to the situation as quickly and efficiently as possible. Emergency Procedures: Fire Evacuation Procedures Should anyone see fire or smoke, any individual should immediately sound the alarm by activating the nearest pull box station. This action will automatically alert the Boston Fire Department and activate the fire alarm system. The person sounding the alarm should be prepared to work with Building Management to prepare a full report with regard to the fire department. 255 State Street fire detection and alarm systems are fully automatic. When an alarm is activated, the following occurs simultaneously: Boston Fire Department is notified immediately. Building Management personnel are dispatched. The pre-alert signal/message sounds throughout the building. The evacuation alarm sounds on the floor which activated the alarm. In addition, the alarm will sound on the floor above and the floor below. Stairwell pressurization activates. Fire doors on the floor which activated the alarm, the floor below, and the floor above automatically close to prevent the spread of fire. A white strobe light flashes at each alarm station. The pre-alert signal/message should not be mistaken for an evacuation alarm. It is alerting occupants of the building that there is a possibility of a fire. In the event that an alarm is activated while you are in the building and you hear the pre-alert signal/message remain where you are. In the event that the situation escalates to an evacuation you will be given instructions, via the public address system, to evacuate. Evacuate the building by using the stairwells. Please note that there are two fire staircases (north and south). Both staircases are located in the interior of the building. In the event of a fire, all occupants should vacate the building via the stairwells, since the elevators will be recalled to the lobby. Please take a moment to familiarize yourself with stairway locations. Emergency Procedures: Flooding In the event of a flood that may cause damage to tenant property or affect the normal operation of the building, designated tenant representatives will be contacted by Building Management personnel, regardless of the time of day. The first priority is to ensure that no personal injury occurs as the result of a flood. The second priority is to discover the cause and prevent or minimize additional flooding. Once the flooding has been contained, clean-up operations will be commenced. Tenants will need to contact their insurance carrier for any damage to their property. Emergency Procedures: Homeland Security Building Management recommends that each tenant have an emergency action plan in place to help their employees prepare for, and react quickly to, a regional emergency, including terrorist attacks. Click on the links below to access a variety of resources that aid in preparing for a regional emergency. Department of Homeland Security http://www.dhs.gov/dhspublic Federal Emergency Management Association http://fema.gov/ American Red Cross http://www.redcross.org/ Center for Diseases Control and Prevention Emergency Preparedness and Response http://www.bt.cdc.gov/ Local media outlets will provide important information during an emergency situation. WCVB 5 www.thebostonchannel.com WHDH 7 www.whdh.com WFXT 25 www.fox25.com WBZ 4 www.wbz4.com Emergency Procedures: Medical Emergency Call Security at (617) 392-1199. Once notified, security will respond to the emergency in addition to contacting the Boston Police Department and will coordinate the arrival of any emergency vehicles. Notify Building Management at (617) 227-0016. In the event of cardiac arrest, a defibrillator is located on-site. Emergency Procedures: Pandemic Preparedness What you Need to Know An influenza (flu) pandemic is a worldwide outbreak of flu disease that occurs when a new type of influenza virus appears that people have not been exposed to before (or have not been exposed to in a long time). The pandemic virus can cause serious illness because people do not have immunity to the new virus. Pandemics are different from seasonal outbreaks of influenza that we see every year. Seasonal influenza is caused by influenza virus types to which people have already been exposed. Its impact on society is less severe than a pandemic, and influenza vaccines (flu shots and nasal-spray vaccine) are available to help prevent widespread illness from seasonal flu. Influenza pandemics are different from many of the other major public health and health care threats facing our country and the world. A pandemic will last much longer than most flu outbreaks and may include "waves" of influenza activity that last 6-8 weeks separated by months. The number of health care workers and first responders able to work may be reduced. Public health officials will not know how severe a pandemic will be until it begins. Importance and Benefits of Being Prepared The effects of a pandemic can be lessened if you prepare ahead of time. Preparing for a disaster will help bring peace of mind and confidence to deal with a pandemic. When a pandemic starts, everyone around the world could be at risk. The United States has been working closely with other countries and the World Health Organization (WHO) to strengthen systems to detect outbreaks of influenza that might cause a pandemic. A pandemic would touch every aspect of society, so every part of society must begin to prepare. All have roles in the event of a pandemic. Federal, state, tribal, and local governments are developing, improving, and testing their plans for an influenza pandemic. Businesses, schools, universities, and other faith-based and community organizations are also preparing plans. Importance and Benefits of Being Prepared (continued) As you begin your individual or family planning, you may want to review your state's planning efforts and those of your local public health and emergency preparedness officials. State plans and other planning information can be found at www.pandemicflu.gov/plan/checklists.html. The Department of Health and Human Services (HHS) and other federal agencies are providing funding, advice, and other support to your state. The federal government will provide up-to-date information and guidance to the public if an influenza pandemic unfolds. Pandemic Flu Resources There are many publicly available resources in place to help communities, companies, and individuals plan for a possible pandemic flu outbreak. A few of the most useful sites are linked below: Pandemicflu.gov This is the official U.S. Government site for information on pandemic and avian influenza. The material on this site is organized by topic for easy reference. Centers for Disease Control and Prevention (CDC) The CDC Web site is another primary source of information on pandemic influenza. They also have a hotline—1-800-CDC-INFO (1-800-232-4636)—that is available in English and Spanish, 24 hours a day, 7 days a week (TTY: 1-888-232-6348). Or, if you prefer, questions can be e-mailed to [email protected] Department of Homeland Security (DHS) DHS is working on a “Business Planning Guide,” which will be posted on the DHS home page and on Pandemicflu.gov as soon as it is completed. Also, for business-specific questions, the DHS has created an e-mailbox— [email protected] Pandemic Flu Resources (continued) BOMA Resources BOMA/Greater Toronto Pandemic Flu Report The report addresses the threat to commercial buildings from an avian flu pandemic. The resources above will provide a lot of information, but we also encourage you to: Listen to local and national radio Watch news reports on television Read your newspaper and other sources of printed and Web-based information Look for information on your local and state government Web sites Consider talking to your local health care providers and public health officials. Emergency Procedures: Power Failure Should a power outage occur during normal business hours, please contact Building Management at 617-227-0016. JLL efforts will be coordinated with NStar, to keep each tenant informed of the situation and attempt to estimate when power may return. Should you experience a power outage after normal business hours, please Building Management by calling (617) 227-0016. Building personnel and emergency contacts submitted by each tenant will be notified and the procedures outlined above will again be followed. Emergency Procedures: Severe Weather When severe weather conditions become apparent, the U.S. Weather Bureau describes conditions by two (2) classifications, a Watch or a Warning. This applies to the reporting of severe thunderstorms, the approach of weather conditions favoring the formation of tornadoes, a hurricane condition, a winter storm condition, etc. A Watch becomes effective when atmospheric conditions are present that can produce the particular weather phenomenon. A Warning means that the weather condition has been spotted and prompt action must be taken to enhance safety. Except in very rare circumstances, the decision to evacuate the building based on the above weather reports will not be made by Building Management, but rather by each Tenant Company. However, in the event these conditions do exist, the following guidelines should adhered to: Move away from outside windows. If the windows in your offices are supplied with blinds, close the blinds (this will provide protection from broken glass). Do not panic. If evacuated, lock all desk drawers and take all items of value with you. If evacuated, use a route that is in the building interior and stay away from large expanses of glass and windows. Use the stairwells rather than the elevators. If evacuated, do not return to your office until advised to do so. Emergency Procedures: Toxic Hazards If there is a toxic spill or exposure, proceed immediately to an area where you are no longer exposed. Call 9-1-1. Provide the building’s address, your floor and phone number, and also what type of spill has occurred. Take appropriate action to contain the hazard; close doors behind you, and always follow all safety procedures when working with toxic materials. Introduction: About 255 State Street 255 State Street is a first-class office building ideally situated on Boston's waterfront, adjacent to the New England Aquarium and directly across from the open parks and green space created by the Rose Kennedy Greenway. The 12 story, 220,000 square foot building offers breathtaking views of Boston Harbor. 255 State Street houses Legal Sea Foods and City Landing, two distinguished Boston restaurants which occupy the harbor and citysides respectively on the ground floor. In the summer months, these restaurants transform the historic brick sidewalks into outdoor cafés, where patrons enjoy the scenic waterfront and the bustle of Central Wharf. Building tenants on the floors enjoy expansive water and skyline views and are only minutes from many of Boston’s finest attractions, including Faneuil Hall and Quincy Market, Boston’s North End and waterfront neighborhoods, making 255 State Street a superior downtown location. Numerous services and amenities are provided at 255 State Street including: On-site property management 24-hour on-site security Concierge services Parking located at the Harbor Garage Recycling services Legal Sea Foods City Landing Emack & Bolio’s Ice Cream Shop Introduction: Operating Instructions Navigation You move through The Electronic Tenant® Handbook just as you would a traditional Internet site. It’s as simple as pointing and clicking. The main page features a Table of Contents that provides links to each Chapter. Upon entering a Chapter, you will find links to the specific information provided in that chapter’s Sub-Sections. You may return to the Table of Contents or Chapter Overview at any time by clicking the clearly labeled link on every page. Special Features This Electronic Tenant® Handbook has special features, such as a Service Request feature and Search engine. In order to take advantage of these useful features, you must have Adobe Acrobat Reader installed on your computer. This software is free and easy to use, and can be obtained by clicking here. Updates The Electronic Tenant® Handbook is updated on a regular basis, so please be sure to periodically check for updates and new information. In order to keep you abreast of your property’s operations, we have included a monthly Building Calendar and Announcement Board. Here, you will find information regarding scheduled maintenance and events taking place at the property. If you are having trouble accessing the Electronic Tenant® Handbook or need assistance, please e-mail or call the Management Office. Policies and Procedures: Contractors JLL requires written notification two working days in advance when outside contractors are to perform work in the building. This is especially important when the contractor requires access to the building after normal business hours. All contractors must provide a certificate of insurance with the 255 State Street LLC as the certificate holder, and listing JLL, Pembroke Real Estate, FMR Corporation, and, as additional insureds. All contractors are required to sign-in and out at the lobby desk. Policies and Procedures: General Rules and Regulations Attached for each tenant’s reference is a copy of the rules and regulations for 255 State Street as they appear in your lease. As stated in the attached, these rules and regulations may, from time to time, be revised by JLL. Should JLL opt to make such a change, a copy of the modified rules and regulations shall be forwarded to each tenant. Click here to download the General Rules and Regulations Policies and Procedures: Moving Procedures MOVE-IN PROCEDURES Please notify JLL of the date and time of your company’s move-in, along with the name, telephone number and contact at the moving company your office will be using. We will need this information as soon as possible. Once the dates have been submitted, JLL will make arrangements as needed for freight elevator service, additional maintenance, cleaning and/or security services, and off-hours HVAC. Telephone The telephone installation service is to be coordinated directly by your company with the telephone company. Keys for access to all telephone and electrical rooms can be signed out at JLL Management office. MOVE-IN PROCEDURES (continued) Delivery of Furniture and Equipment All deliveries must come through the loading dock area and be transported to your office via the freight elevator. All elevator usage must be cleared with JLL. Staging of any materials in the halls or lobby area is prohibited. Prior to the delivery of materials, the moving company must provide a certificate of insurance to JLL with 255 State Street, LLC named as the Certificate Holder and JLL, FMR Corp, Pembroke Real Estate, Inc. as additional insured. MOVE-IN PROCEDURES (continued) Tenant Signage Signage requirements of any tenant can be discussed with JLL. Initial signage to identify your company on the lobby directory and the floor directory (when applicable) can be arranged by contacting JLL. All building signage must be submitted to JLL for approval prior to production and installation in order to insure a high level of design quality and clear, concise and functional communication. The Landlord reserves the right to refuse approval of any sign submission which fails to adhere to the consistent look and quality of building. Signage for your suite entry also needs to be approved prior to installation and is the responsibility of the tenant. MOVE-IN PROCEDURES (continued) Keys and Building Access Cards Keys to the main entry and office spaces are each tenant’s responsibility. A copy of the main entry key must be turned over to the JLL management office. JLL is capable and would be happy to make additional keys for any tenant at 255 State Street for an additional charge. Card access capabilities can also be installed to lock and unlock tenant spaces. Any tenant wishing to utilize this service must contact the JLL management office. Please provide the JLL management office with a list of all employees who will require after hours access to the building. Initial access cards are provided free of charge. There is a $10.00 charge to replace lost, stolen, or broken cards. MOVE – OUT PROCEDURES Please notify the JLL management office of the date and time of your company’s move-out, along with the name, telephone number and contact at the moving company your office will be using. We will need this information as soon as possible. Once the dates have been submitted, JLL will make arrangements as needed for freight elevator service, additional maintenance, and cleaning and/or security services. Telephone It is the tenant’s responsibility to contact their telephone service representative to remove telephone cabling and equipment. Keys and Building Access Cards When moving out of 255 State Street, all building keys and access cards must be returned to the JLL management office. Policies and Procedures: Smoking Smokers should be directed to exit the building, as there is no smoking allowed at 255 State Street. In an effort to keep the north and the south clear of pedestrians in the event of an emergency egress, we ask that smokers not stand in front of any entrance. Smoking is only permitted outside the south entrance. Policies and Procedures: Tenant Alterations Any modification to tenant space requires the prior written consent of JLL. Please review the section of your lease entitled "Installation, Alterations or Additions" for complete requirements. Any questions should be directed to JLL at (617) 227-0016.
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