2014 Avison Young Property Management 70 University Avenue
Tenant Services Manual - 70 University Avenue 2014 Avison Young Property Management 70 University Avenue Tenant Services Manual Updated: January 2014 Tenant Services Manual - 70 University Avenue 2014 TENANT SERVICES MANUAL WELCOME! 4 IMPORTANT CONTACT INFORMATION 5 BUILDING DETAILS 6 MOVE-IN / BUILDING INFORMATION 8 Design Restrictions 8 Scheduling Moves and Large Deliveries 8 Service Elevator Reservations 8 Signage Request & Recommendations 8 Keys and Security Access Cards 8 Work Permits & Building Permits 9 Drawings & Specifications Approval 9 After Hours Building Access 9 Standard Construction Regulations for Avison Young 10 Insurance & Workplace Safety & Insurance Board (WSIB) Certificates 10 Payment of Rent and Other Charges 10 Tenant Information 10 Emergency Tenant Contact Information 11 Property Removal 11 GENERAL INFORMATION 11 Building Hours of Operation 11 Smoking & the Smoke Free Ontario Act 11 Storage Facilities 11 Security 12 Statutory Holiday Schedule 13 2 Tenant Services Manual - 70 University Avenue 2014 Mail Service 13 Deliveries 14 Parking 14 Garbage and Recycling Disposal 15 Cleaning Services 16 Hand Hygiene 17 Integrated Pest Management 17 LEED & Energy Efficiency 18 Lighting 18 Heating, Ventilation and Air Conditioning 18 EMERGENCY RESPONSE GUIDE 19 Fire Safety 19 Medical Emergency 20 EVACUATION PROCEDURES 20 Bomb Threat 21 Threatening Call Report 21 Power Failure Procedures 22 Elevator Emergency Procedures 22 Criminal Activity 22 Natural Gas Leak 23 Acts of Nature 23 TENANT SERVICES 25 Service Requests 25 Tenant Request Form 25 3 Tenant Services Manual - 70 University Avenue 2014 WELCOME! Avison Young Property Management extends to you our warmest wishes as you begin your tenancy at 70 University Avenue. Our objective is to offer all tenants a clean, secure and efficient working environment. This Tenant Services Manual is a small part of our objective. The Manual will serve as a welcome guide to introduce you to 70 University Avenue, and your Property Management Team, Avison Young Property Management. All of us at Avison Young Property Management sincerely wish that you enjoy your stay at 70 University Avenue. Please do not hesitate to contact us with questions, concerns or ideas - we can be reached at 416.979.9969 or feel free to drop in the management office (Suite 1070). 4 Tenant Services Manual - 70 University Avenue 2014 IMPORTANT CONTACT INFORMATION Emergency Phone Numbers Ambulance/Fire/Police 911 Maintenance Requests 416.979.9969 Security Desk 416.979.6578 Avison Young After-Hours Line 416.969.0701 Online Tenant Requests http://avisonyoungadvantage.ca Building Contacts Main Telephone Line 416.979.9969 Andy Mondello Senior Property Manager 416.979.6576 [email protected] Jill David Administrative Assistant 416.979.9969 [email protected] Mike Tedesco Senior Building Operator 416.979.6577 (Office) 416.717.4352 (Cell) [email protected] Joe Cardoso Building Mechanic 416.979.6577 (Office) 647.212.6057 (Cell) [email protected] Security Desk 416.979.6578 [email protected] Ovi Margarit Senior Parking Manager Impark Parking 416.369.1801 x 294 (Office) 416.568.2757 (Cell) [email protected] 5 Tenant Services Manual - 70 University Avenue 2014 BUILDING DETAILS Year Completed: 1982 Location: University & Wellington Gross Leasable Area: 236,665 Floor & Sizes: 13 Floors, approx. 20,522 sf per floor Elevators: 5 Passenger, 1 Freight, 1 Parking Building Module: Curtain Wall Electrical: The building operates on 600 volt 3-phase service. Life Safety Features: All fire system components including smoke detectors, pull stations, heat detectors, sprinklers flow switches and shut off valves are monitored 24 hours a day, 7 days a week. Avison Young maintains a comprehensive Floor Warden Training and support program. Ceiling & Lighting: Lighting is 65 foot candles at desktop by way of single Sylvania F32 T8 XL SPX30 Eco Long Life cool white fluorescent tube. These are located in every second ceiling module with one fixture for every 24 square feet of usable space. Lamp life in hours is 30 000 or 3.42 years. The Eco Long Life lamps were made building standard in 2002. Security: Contracted labour with in-house supervision 7:00 am to midnight (weekdays) with surveillance via patrols and closed circuit television in public areas, alarm point monitoring. Intercon Security access card system securing the building and critical tenants entry points. 6 Tenant Services Manual - 70 University Avenue 2014 Underground Parking: 200 Spaces Currently $230.09/month for unreserved Currently $274.34/month for reserved Please contact Ovi Margarit (Senior Parking Manager) at Impark Parking for further details. Ovi’s contact information is provided above (Important Contact Information, Building Contacts). Floor Loading: 75 lbs per square foot HVAC Hours of Operation: 7:00 a.m. to 7:00 p.m. Monday to Friday Lighting: Hours of Operation: 7:00 a.m. to 7:00 p.m. Monday to Friday Note for after hours: override buttons are located in all elevator lobbies. This will turn lights on for 1 hour. After Hours HVAC & Lighting Cost per Floor: $50.00/hr plus 15% admin fee and applicable taxes Number of Air Turnovers Approx. 7 turnovers per hour for supply air C.F.M. Fresh Air/SF Approx. 1 C.F.M. Fresh Air/sf of supply air available In-Floor Duct System: The building has in-floor duct system. 7 Tenant Services Manual - 70 University Avenue 2014 MOVING IN / BUILDING INFORMATION Design Restrictions All improvements or changes to your leased premises are subject to prior approval by the Avison Young Property Management Office. Please give us 5 to 10 business days to review. This is done to maintain a cohesive design throughout the building and to ensure that all government regulations and requirements are met. Please consult the Tenant Construction Manual for further details. Scheduling Moves and Large Deliveries All moves are scheduled outside of business hours to minimize inconvenience to other tenants. Moving hours are between 6:00 p.m. and 7:00 a.m. on weekdays and anytime on Saturdays, Sundays and holidays. Please note, if you require to move in after midnight on weekdays, on a weekend or holiday, you will also have to book a security guard. To schedule your move, please fill out the Building Request Form (Appendix A) and email/deliver to the Property Management office. The service elevator must be used for all large deliveries and moves. Service Elevator Reservations As the service elevator is in high demand, please request the elevator booking at least 48 hours in advance of your planned move in date. The elevator can be booked through the Building Request Form (Appendix A). Signage Request & Recommendations To have your company name listed on the directory board or the lobby directory, or if you require building standard signage for your suite, please fill in the Signage Form (Appendix A) and email/deliver to the Property Management office. Keys and Security Access Cards Doors of tenant premises are fitted with high security cylinders that are controlled through the building locksmith. Additionally, elevator access and common areas are controlled by a programmable computer access system. Additional keys and access cards to a tenant’s suite will be provided upon request by filling out the Building Request Form. If required, we can contact the locksmith for a quote/estimate price. Please provide us with 24 hours notice to allow time for programming of the access cards. With respect to keys, please allow 48 hours. 8 Tenant Services Manual - 70 University Avenue 2014 Work Permits & Building Permits Once a Designer and Engineer have been selected, the Property Management office may require a meeting with the tenant and their designer. A standard request form will be presented to all parties outlining the requirements to be met prior to construction commencement. Once these conditions have been met, we require that you submit a Tenant Work Permit Request Form (see Construction Manual) to allow your move-in crews and any trades to work and be in the premises during the construction. Please provide details for construction dates, construction trades and contact numbers. Any work restrictions should be indicated to ensure that security has full information and can act on your behalf. A building permit issued by the City Of Toronto is required as prescribed by the Ontario Building Code. A copy of the permit must be provided to the Property Management Office, prior to construction, and posted for the public on the construction site. Please contact the Property Management Office to request a copy of the Tenant Construction Manual and any associated forms. Drawings & Specifications Approval The Property Management Office must receive two (2) hard copies and an electronic copy of construction drawings at least five (5) business days prior to the anticipated start of construction. All drawings will be reviewed to ensure compliance with building design and may be returned to the tenant for any changes. In accordance with their lease, tenants may be charged for review, supervision and construction coordination fees. Please refer to your lease for specific requirements. After Hours Building Access Please provide a list of the names of contractors and sub-trades working after hours in your premises to the Property Management Office at least 24 hours prior to the work date. Upon verification of your request, contractors can be given a programmed freight elevator access card upon photo identification. Tenants should advise their contractors and sub trades that access is through the loading docks only. 9 Tenant Services Manual - 70 University Avenue 2014 Standard Construction Regulations for Avison Young Smoking is not permitted at 70 University, this includes in the loading dock or parking garage. Construction workers found smoking within the building will be dismissed from the site. Construction personnel are required to use the freight elevator for transportation at all times. It is the responsibility of the contractor to dispose of all garbage and debris. If a garbage bin is required, arrangements can be made with the Property Management Office to place a bin at the loading dock. Absolutely no work that causes emission of strong odours (millwork finishing, oil based painting, concrete sealing) is permitted during business hours. Proper notice must be provided for this work and precautions must be taken prior to its commencement. A penalty will be charged for fire alarms that are triggered as a result of construction procedures not adhered to. Please refer to the Tenant Construction Manual for more details. Insurance & Workplace Safety & Insurance Board (WSIB) Certificates All contractors working in any of the Avison Young buildings are required to have adequate insurance coverage including Workplace Safety & Insurance Board (WSIB) and liability coverage. Please refer to the Tenant Construction Manual for insurance details. The Property Management Office must be supplied with copies of the Insurance certificate and WSIB Clearance Certificate before work is authorized. Payment of Rent and Other Charges Rental cheques are due on the first day of each month and should be made out to “70 University Acquisition Inc.” If you have any questions with regards to your rent, please call the Property Management Office at 416.979.9969. Tenant Information In order to ensure that regular notices and emergency information are relayed to the appropriate individuals, it is important that an updated list of contacts is provided to the Property Management Office upon moving in the building and as staff/contacts change. 10 Tenant Services Manual - 70 University Avenue 2014 Emergency Tenant Contact Information We also require emergency after-hours contact information for all tenants. Please be assured this information will be kept strictly confidential. You can provide your emergency contact information on the Tenant Contact Sheet. Property Removal In order to remove personal property from the Building, authorization from the tenant’s office is required. Please fill out the Building Request Form and return to the Property Management office. Please ensure that all parties have signed the form; a signed copy of the form must be presented to the Security Desk upon your departure. GENERAL INFORMATION Building Hours of Operation The regular hours of operation are 7:00 a.m. to 7:00 p.m. Tenants, clients and visitors have access to the building elevators during these hours. The building is closed to the general public outside of these hours. Tenants will require security cards to access the elevators beyond the above stated hours. The Management Office is open from 8:30 a.m. to 5:00 p.m. Monday to Friday. Smoking & the Smoke Free Ontario Act In May 2006, the Ontario government prohibited smoking in all enclosed workplaces and public places across Ontario to protect workers and the public from the hazards of second hand smoke. In relation to 70 University Avenue, restrictive areas include, but are not limited to: the lobby; office areas; mechanical areas; within 9 meters of all entrances, outdoor air intakes and operable windows; the parking garage; and loading areas. The Landlord prohibits smoking in the above noted areas. Smoker poles are located on the north side of the building for smokers’ convenience, to ensure they butt out before coming back to the building. Storage Facilities A variety of on-site storage facilities are available in various locations throughout 70 University for the use of our tenants. For information on current storage availability and rates, please call the Property Management Office (416.979.9969) 11 Tenant Services Manual - 70 University Avenue 2014 Security The building has a 24-hour security that includes the following: Security personnel posted at the security desk 24/7 around the clock. Regular evening and weekend patrols. Offsite monitoring. Security escorts are available to the garage by request at security desk. Here are some recommendations and measures to safeguard tenants and employee property: Keep your suite doors leading into the common areas closed at all times. The doors provide a fire/smoke separation (Fire Department requirement), and keep undesirables from gaining easy access to your premises. Report thefts, threats, and suspicious or criminal activity to security immediately. Do the same for undesirables and suspicious persons. Check to see ID or the request order form from service personnel on your floor. Report any lost or stolen access cards to the Property Management office immediately so they can be voided. Ensure that your suite is always locked when no one is present. Assign individuals to lock your doors at the end of the day. Instruct receptionist to discourage persons from soliciting for funds. Many times, these persons are scouring the premises for later theft. Let Security know of any suspicious individual in your suite or on property. Encourage a clean desk policy in your office. Leaving laptops and other articles of value on your desk is asking for trouble. Lock up all valuables before you leave. Please ask all guests to sign in, also beneficial in case of fire drill. If you need a security guard to be present after hours or on weekends, please complete the Building Request Form and submit it to the Property Management office. There is a minimum security guard charge of four 12 Tenant Services Manual - 70 University Avenue 2014 hours, and the cost is $25.00 per hour plus the standard 15% administration fee and applicable taxes. Statutory Holiday Schedule On statutory holidays, the building will operate under weekend security procedures and the building will be closed. Tenants will require an access card to enter the building. Garbage removal and cleaning services will resume on the next workday. A statutory holiday schedule will be provided to the tenants at the start of each calendar year. Please advise the Property Management office if your company’s holiday schedule differs from the building schedule. The building is closed on the following annual statutory holidays: New Years Day (January) Family Day (February) Good Friday (April) Victoria Day (May) Canada Day (July) Civic Holiday (August) Labour Day (September) Thanksgiving (October) Christmas Day (December) Boxing Day (December) Mail Service Contact the Property Management office to find out your company’s assigned mailbox and arrange to pick up keys. For your convenience, there is a mail drop box near the Loading Dock Doors under the mailboxes (in the mailroom). Canada Post picks up the mail every weeknight after 5 p.m. Please note, we have been advised by Canada Post that they will not pick up pieces of oversized mail and/or packages left outside the mailroom door. We kindly ask that tenants bring these items to a post office for delivery. Canada Post has several locations in close proximity to 70 University, as follows: 13 Tenant Services Manual - 70 University Avenue 2014 Canada Post First Canadian Place 100 King Street West Shopper’s Drug Mart 200 Bay Street Please visit the Canada Post website for additional locations and further details (www.canadapost.ca). FedEx and Purolator drop off boxes are also located in the 70 University mailroom. Packages will be picked up every weeknight after 5:45 pm. Deliveries All deliveries are restricted to the loading docks and freight elevators. The exterior loading dock is accessible from Emily Street, which is located off of Wellington Street. The Security Guard, who is on site from 7:00 a.m. to midnight (weekdays only) controls loading dock operations. Please instruct delivery personnel to use the buzzer to open the doors. All delivery personnel must sign in at the security desk upon arrival. All large deliveries must be made using the freight elevator. Parking For monthly cardholders, parking is available 24 hours a day, 7 days a week. The entrance to the underground parking garage is off of Emily Street, between University Street and Wellington Street. All monthly cardholders will require a programmed parking access card to enter the parking garage through the ramp. Permanent monthly parking is allocated based on your lease. Additional parking may be requested by contacting Impark Parking at 416.369.1801 x 294. Charges for parking are not based on usage and the full monthly fee is in effect whether or not the customer uses the parking facility everyday. A comprehensive list of rules and regulations for parking in the underground is provided with each monthly parking application. Currently, monthly parking is $230.09 per month for unreserved parking and $274.34 per month for reserved parking. Please contact Impark Parking for further details. 14 Tenant Services Manual - 70 University Avenue 2014 Garbage and Recycling Disposal Removal of garbage from tenant premises will be carried out nightly Monday to Friday by our contract janitorial staff. All waste receptacles from desks, lunchrooms, coffee stations, etc. will be emptied nightly and brought down to the loading dock. Small, blue recycling bins are provided to all tenants, free of cost. Garbage bins are the tenant’s responsibility. If you require a recycling bin for your desk, please contact the Management Office. Items that are recyclable include: Paper (bond white, coloured, NCR, and fax paper) File folders Newspaper Pop cans Bottles Envelopes Magazines Post-it notes White ledger For removal of delivery boxes, please ensure all corrugated cardboard is flattened and bundled for disposal. Please clearly mark all waste not placed in usual containers with an orange “Garbage Please Remove” sticker. The Management Office can provide you with these stickers. In 2011, Avison Young began the LEED gold certification process and is on course to obtain this certification in early 2013. During the certification process, we have enhanced our building recycling programs. Avison Young provides its tenants with easy-to-use, recycling containers for the following additional products: Batteries Toner cartridges Cell phones 15 Tenant Services Manual - 70 University Avenue 2014 These containers will be located in the loading dock area for tenant use. They will be installed in spring 2012. Avison Young has a storage unit available for tenants to dispose of the following durable goods: Office equipment (i.e. computers, monitors, copiers, printers, scanners, fax machines, etc.) Appliances (i.e. refrigerators, dishwashers, water coolers) External power adaptors Televisions and other audiovisual equipment Please contact the Management Office if you have durable goods to dispose of. Our building garbage removal contractor will remove these items on a regular basis. Cleaning Services Frequent inspections of tenant areas are made by Avison Young Property Management to monitor the quality of janitorial service. Management meets regularly with the contract-cleaning supervisors to assess performance and ensure our quality standards are maintained. If you have any comments or concerns regarding cleaning, please call 416.979.9969 and a cleaning person will respond to the dispatch to address your concern. Should you require any additional services above our building standard provision (for example, special functions, appliance cleaning) please call the Management Office. The building cleaner adheres to the building’s LEED Gold Green Cleaning Policy. The policy ensures custodial effectiveness and the use of sustainable cleaning products and washroom supplies. The cleaning contractor services all tenant offices and common areas. Nightly cleaning starts at 5:30 p.m. Monday through Friday, except Building Holidays. Tenant office premises cleaned include all areas, unless specifically secured and requested to be omitted. Building common areas cleaned include rest rooms, elevator lobbies and corridors, stairwells and all public areas. Daytime cleaning staff is on site attending to Building common areas from 7:00 a.m. to 3:00 p.m. Monday through Friday, except Building Holidays. 16 Tenant Services Manual - 70 University Avenue 2014 Cleaning staff are instructed to lock all entrance doors and not to open these doors for any person. They have also been advised to leave internal doors as they find them. The building cleaner also does periodic cleaning of all employee desks. A card will be placed on your desk in the evening, advising that the cleaner will be cleaning your desk the following evening. If you would like your desk cleaned, we ask that you clear your desk of all papers and materials to allow for cleaning. If you do not want your desk cleaned, you are not required to clear their space (and can indicate your preference on the desk card). For the regular and periodic cleaning schedules, please contact the Property Management office at 416.979.9969. Hand Hygiene Proper hand washing is the single most effective method for preventing illness. Additional signage regarding hand-washing is posted during cold and flu season. Hands-free, waterless hand sanitizer dispensers are located in the ground floor elevator lobby for tenant convenience. Hands-free faucets are in all building washrooms, to help prevent the spread of germs. Integrated Pest Management The building pest management service provider visits the building on a monthly basis, inspects all common areas and washrooms, and ensures preventative measures are in place. The pest management provider adheres to the building’s LEED Gold Integrated Pest Management Plan and employs low impact pest management practices (i.e. use of non-chemical and least-toxic pesticide methods). If a pesticide, other than a least-toxic pesticide, is required to treat a problem, tenants will be provided a minimum of 72 hours notice under normal conditions and 24 hours notice in emergency situations. Please contact the Management Office for further details on the pest management plan (416.979.9969), including a list of pesticides that the pest management contractor may use. 17 Tenant Services Manual - 70 University Avenue 2014 LEED & Energy Efficiency The building owner and Avison Young Property Management are committed to environmental sustainability and the use of green building operations and maintenance practices for 70 University. In February 2012, 70 University was registered with Canada Green Building Council and obtained LEED-EB Gold certification in August 2013. Benefits of LEED Certifications for Tenants: Commitment of property management staff to building tenants and the environment Rigorous ongoing monitoring and maintenance of building HVAC, electrical, and envelope system Best-in-class energy and water management practices Improved indoor air quality and healthier work environment Lower energy costs (resulting in operating costs savings for tenants) and reduced carbon footprint Lighting Tenants are requested to shut off all non-essential lighting, task lighting, and office equipment when leaving at the end of the day. In addition, the building lighting control program automatically shuts off all lights in tenanted areas at 7:00 pm on weekdays (the lights are off on the weekend). This cost-effective measure ensures that the building is run efficiently, helps keep the building’s operating cost down and is bird-friendly. During the summer months, we encourage tenants to switch off all lighting and office equipment, as well as close all perimeter blinds. This will help to keep the building cooler, while conserving energy. Should you require after-hours lighting, please complete the Building Request Form and submit to the Management Office. Please note, all Building Requests should be submitted 48 hours in advance. Heating, Ventilation and Air Conditioning The building’s heating, ventilation and air conditioning systems are operational from 7:00 am to 7:00 pm Monday to Friday, except Building Holidays. HVAC outside 18 Tenant Services Manual - 70 University Avenue 2014 of these hours (or according to your lease) will be subject to a charge of $50.00 per hour/per floor plus 15% administration fee and applicable taxes (subject to change) and will require written authorization from the tenant contact. Please note, all Building Requests should be submitted 48 hours in advance. EMERGENCY RESPONSE GUIDE Fire Safety In accordance with the Ontario Fire Code, 70 University is required to hold fire drills for the safety and education of tenants and staff. A full evacuation fire drill is held in the fall of each year. Prior notice will be sent to all tenant contacts. In addition to the fire drill, an audio demo of the fire bell tones is generally held in March and October of each year. Fire warden training is held in the spring of each year. We recommend that all fire wardens and key members of the fire safety team are present at the training. Once your company has occupied your premises, you will be provided with a copy of the approved fire plan for your building. Each company is required by law to take responsibility for their employee’s safety and to designate fire wardens and deputy wardens to coordinate safety planning; as noted above each company must attend Fire Safety meetings and participate in fire drills. Fire Alarm Audio Tones The building has a two-stage fire alarm tone system. The first, temporal tone signals a warning. The second, “whoop” tone signals evacuation from the building. Audio clips can be emailed on request. In case of Fire: Operate the nearest fire alarm pull station. (Located at all emergency exit stairwells.) Do NOT use elevators. Use stairwells and emergency exits only. If caught in heavy smoke, take short breaths, breathe through your nose and crawl to escape on your knees if necessary, as there is less smoke at floor level. Call 911 and give the building name and address, give the floor and detail of the fire. Then, call the front desk of your building and give them the same details. 19 Tenant Services Manual - 70 University Avenue 2014 Persons requiring assistance should wait by the service elevator (if safe to do so). They will be brought down by the Fire Department when they deem it appropriate. Medical Emergency In the event of an accident or illness of an employee or visitor in your premises: DO NOT MOVE the person. Administer first aid if you have the proper training. Call 911 and tell them the building name, address, floor, suite number and medical emergency. You may be asked to describe the condition of the victim. Call the front desk of your building and advise them of the situation. They will hold an elevator ready for the emergency medical team. Emergency Phone stickers available on request. Building security personnel are trained in first aid, CPR and the use of Automated External Defibrillators (note: there are no AED’s located on site) Post one person at the elevator lobby on your floor to lead the medical team to the person in distress. While waiting for the medical team, keep the person warm and comfortable. EVACUATION PROCEDURES It is mandatory that tenants provide us with a current list of Persons Requiring Assistance within in their company (or confirm there are no PRAs) and provides us with a list of emergency contacts. Please complete the Persons Requiring Assistance form and Emergency Contact form (see Appendix A) and return to the property management office as soon as possible. Tenants are required to advise the management office if any changes are made to either form. Evacuation Do’s: Keep calm in an emergency Close each door of your office as you leave. Used the enclosed stairwell for evacuation. Use the handrails. 20 Tenant Services Manual - 70 University Avenue 2014 Listen for instructions and follow them. Clear the way for the Fire Department coming up the stairwell. Be ready to merge with other people evacuating the building. Once out of the building, go a reasonable distance away from the emergency. The method of evacuation of handicapped should be determined by the individual tenant in conjunction with the Building Fire Plan. Assistance from the building staff will be available if required. Evacuation Don’ts: DO NOT USE THE ELEVATORS. Do not run in the stairwell. Do not return to your premises until the authority in charge gives the “all clear”. Bomb Threat All bomb threats must be taken seriously. If the caller is familiar with the building and specific about the location of the bomb, it is very likely a real threat. If you receive a bomb threat: Call the Police at 911 and advise them of the building and location of the treat. Call the front desk of your building and inform them of the situation. Advise your designated wardens of the call. They will determine whether to institute a search of the premises. If you locate an unidentified package, call the Police immediately at 911 and the Security desk of your building. DO NOT touch the package, shake it or listen to it. Threatening Call Report Threats of physical harm, harassment, etc. received over the phone should be recorded. Call Security to advise them of the call. 21 Tenant Services Manual - 70 University Avenue 2014 Power Failure Procedures The building is equipped with an emergency back up diesel generator that supplies the building with emergency power in the event of a power failure. Emergency power feeds critical equipment and systems such as elevators, emergency lighting, fire protection and life safety systems. Once a power failure occurs, there will be a short delay until the generator starts. Building evacuation is not mandatory unless directed by the Property Management Office. Please listen carefully to announcements for further instructions. Elevator Emergency Procedures If you are trapped in an elevator: Do not panic. Try to remain calm. Press the “Press for Alarm” button located on the elevator panel. Advise Security that you are trapped in an elevator. Indicate the floor in which the elevator malfunctioned. Inform Security of any medical condition and if emergency personnel are required. Do not attempt to pry the doors open. Only a licensed elevator technician is qualified to free a trapped individual. Criminal Activity Every effort is made by building staff to deter, detect and report any activity that may impact the building’s day-to-day operations. Some of these activities include vandalism, assault, break and enter, fights, riots, drug activity, theft, gunfire, etc. Proper preventive measures can reduce or even eliminate the chances of a crime occurring. All tenants can assist in the prevention of these activities. Here are some suggestions: Report any flickering or burnt out lights. Report any dimly lit corridors, stairwells, washrooms and other areas. Report doors that do not lock properly. Report broken windows. Report any unknown or questionable individuals within your premises. 22 Tenant Services Manual - 70 University Avenue 2014 In the event that there is an occurrence in spite of all precautions taken, call 911 (if necessary) and then report the crime to Security. Remain calm. Stay away from the potentially dangerous situation and do not attempt to block the escape of an assailant or thief. If possible, get a full description of the individual including height, weight, age, sex, hair colour, distinguishing features, type of clothing, type of vehicle used, colour and license number. Note: Building Security is available to provide after hour escort to the parking garage or alternate location within the Building. Natural Gas Leak Licensed natural gas service personnel perform all repairs to natural gas supply equipment. If there is the slightest suspicion of a gas odour similar to rotten eggs or a hissing sound of escaping gas, the following procedures should be taken: Contact the Property Management Office at 416.979.9969. Building personnel will immediately be dispatched to investigate. Open all doors. Do not operate electrical switches or equipment. Keep the area clear and barricade where necessary. The Fire Department, Consumers Gas and police may be called depending on the findings of the investigation. An evacuation may be necessary if there is the possibility of fire, explosion or other safety hazards. Acts of Nature Acts of nature can come in the following forms: Earthquakes: An earthquake is a sudden shaking of the earth caused by the breaking and shifting of rock or layer beneath the earth’s surface. The province of Ontario is on a mild fault line, and there have been previous reports of some mild tremors in the area. Here are some procedures to follow in case of an earthquake: Position yourself under a sturdy desk or table against an interior wall. DO NOT take cover near an exterior wall or window. 23 Tenant Services Manual - 70 University Avenue 2014 Crouch under the furniture tucking your head under your knees. Protect your head with your arms. Try and move with the furniture. Be aware of falling plaster, light fixtures, heavy items on shelves, mirrors, wall hangings, glass from windows and swinging doors. If caught in an elevator, DO NOT ATTEMPT TO LEAVE THE ELEVATOR CAB. Be prepared should there be a power shut down and jamming of the elevator in the shaft. Be patient as it may take some time for help to arrive. After the earthquake, remain calm. Do not rush to exits as surging crowds in stairwells and exit points are just as dangerous as the quake itself. Wait for an “all clear” announcement from building management as aftershocks may occur. Do not attempt to move seriously injured persons unless a matter of life and death. If phone lines are dead, contact Security via the red fire phones located at each stairwell. Turn off all appliances such as computers, dishwashers, copiers, etc. as soon as possible. Do not turn light switches on or off. A spark may ignite any leaking gas fumes. Use flashlights only – no matches or candles. Floods: Flooding can occur in a building as a result of an internal or external cause. Flooding becomes a crisis when there is a threat to an individual’s safety, building structure or the environment. In case of flooding, contact the Property Management office at 416.979.9969 to advise them of the situation. Be cautious of live wires. Keep all electrical equipment turned off until an “all clear” is given. Tornadoes: A tornado is a violent storm with swirling winds, which appears as a rotating, funnel shaped cloud. When it strikes, a tornado sounds like the roaring of an airplane or a locomotive. In the event a tornado is sighted, report it to the police department. 24 Tenant Services Manual - 70 University Avenue 2014 Notify the Property Management office at 416.979.9969. Advise employees to stay away from windows and to take cover in an interior hallway of the building’s lowest floor. Hurricanes: Hurricanes are tropical cyclones in which the winds attain speeds greater than 121 kph. Hurricanes can be tracked for several days allowing sufficient time for preparation and implementation of preventive measures. In the event of an impending hurricane, all occupants should be confined indoors to a designated shelter or basement. Wear a hard hat if available. Do not leave the shelter until the “all clear” is given - a lull of about 30 minutes is not abnormal during a hurricane. After the hurricane, move around the building with extreme caution paying particular attention to loose wires, loose structural components and shattered glass. TENANT SERVICES Tenant Services Requests In order to deliver on our commitment of providing you with a comfortable, efficient working environment and the highest level of service, please ensure that all service request calls are placed to the Management Office at 416.979.9969 or via Avison Young Advantage (http://avisonyoungadvantage.ca). Avison Young Advantage, our online tenant maintenance request system, provides the tenant with the ability to create a request, and access the status of their request, from the time the call is placed to the time the solution is implemented and/or the work is complete. Please contact the Management Office for further details on Avison Young Advantage and to be signed up for the system. Once a tenant is set up in the system, the tenant will receive a username and password to access the system. When a maintenance request has been made, the tenant will receive a confirmation number, allowing them to track the request to completion. Tenant Request Form 25 REQUEST FOR BUILDING SERVICES Building: ________________ Tenant Name:_______________ Telephone:___________ Contractor: _________________ Telephone:__________ Security and After Hours Services: Security Card Request # of Cards: Charge: Security Guard Coverage (4 hr minimum) Date(s): $25.75 per hour Total: Time: Date(s) & Times: $50 per hour ($50 for each additional floor) HVAC and Lights (4 hr minimum) Floor(s): Service Elevator Bookings Date(s): Time: (after 6:00 pm only) Other Requests: Engineering Services: (Attach Insurance Notification form) Floor Date Sprinkler System: Drain & fill Charge $200 per occurrence Standpipe System Drain & fill $200 per occurrence Sprinkler? Fire Alarm By-pass $200 per occurrence Tenant Authorization: _____________________ Total Date:_______________ Office use only: Operations Property Administrator All Charges are subject to HST and a 15% Administrative charge Tenant must give at least 48 hrs. notice to book and cancel all requests
© Copyright 2025