301 Congress Electronic Tenant® Portal Created on July 4, 2015 Building Amenities: Amenities SEMINAR ROOM: The 301 Congress Seminar Room is available for building tenants for a nominal charge and must be reserved in advance through the ETS System or by calling the Property Management Office. Located on the 3rd Floor of the building, the Seminar Room can be furnished with up to twenty-four (5) eight-foot tables and up to 100 rolling chairs. The tables and chairs can be set-up in various configurations as requested. Tenants are responsible for cleaning the seminar room of all litter after its use. Occasionally tenants may reserve the seminar room back-to-back; therefore, it is helpful to the next user if the room is cleaned up immediately. Contact the Property Management Office in Suite 110 at 512-320-4141 or click on the link to the "Seminar Room Fees and Information" for more information. FITNESS CENTER: Also located on the 3rd Floor is the newly remodeled 301 Congress Fitness Center. Available only to building tenants, the Fitness Center offers full showers and locker room facilities, circuit and free weights, cardio equipment with individual cable televisions and spin bikes. All users must complete a waiver form provided by the Property Management Office to receive access to the Fitness center. Click on the "Fitness Center Rules & Regulations" form and the "Fitness Center Waiver" form for more information. Completed forms must be provided to the Property Management Office in Suite 110 for access card activation. STORAGE SPACE: There are storage areas available for rent throughout the garage. These are available on a short or long term basis. Contact the Property Management Office for further information on rates, location and availability. Building Amenities: Parking PARKING GARAGE INFORMATION AND RULES: The 301 Congress parking garage is managed by Ampco (Garage Manager) and serves the parking needs of Tenants of 301 Congress, including their employees and visitors. Ampco has an on-site office located in the garage on level P2 (near the attendant booth); phone 320-4178. To ensure equitable fulfillment of each Tenant's parking requirements, all Tenants are requested to cooperate in the enforcement of the garage rules and regulations. All parking allocations for Tenants of the Building are defined in the Building Lease; therefore, all spaces outside provisions of the Building Lease are considered month-to-month and are cancelable upon thirty (30) days written notice by the Garage Manager or the Building Owner. The parking garage is located adjacent to 301 Congress on the north side and below the building. The garage is connected to the 3rd floor of 301 Congress. There are three elevators in the garage providing service to all levels of the garage and the office tower main lobby. All three contract parking areas (entrances/exits) are controlled via an access card. The lower level garage entrances/exits are located on 3rd and 4th Streets. The upper level garage entrance/exit is located on Brazos Street. Please direct all guests of your company to the “upper level” entrance. Visitor rates are posted at the entrance of the garage. The Booth is attended from 8:00 a.m. through 7:00 p.m. Monday through Friday. The days and hours are subject to change from time to time and at any time. PARKING AREA ASSIGNMENTS: There are designated parking areas for reserved contract parkers. Non-Reserved Contract parking is on a first come, first served basis. Contract parkers are allowed unlimited entrances/exits in the lower-level garage (entrances on 3rd and 4th Streets). For current parking rates and availability, please contact Ampco at 320-4178 during regular business hours. CLIENT VALIDATION PROGRAMS: Tenants wishing to pay for their guest parking may do so by entering into a Validation Agreement with Ampco. Contact Ampco at 320-4178 during regular business hours for further information. GENERAL PARKING RULES: 1. An access card will be used to enter the 301 Congress Parking Facility (the “Parking Facility”). 2. The access card is to be used at all times to operate the entrance and exit gates to the Parking Facility. If your access card does not work, contact Ampco. It is important to remember that your access card must be used in the entrance/exit sequence. FAILURE TO EXECUTE THIS SEQUENCE CAUSES THE COMPUTER TO AUTOMATICALLY LOCKOUT YOUR ACCESS CARD AND PREVENTS IT FROM OPENING ANY GATE UNTIL IT IS PLACED BACK IN PROPER SEQUENCE. 3. Employees of Tenants of 301 Congress (the “Owner”) are authorized to park in the Parking Facility, subject to Tenants’ allotment of parking spaces and provisions of the Tenants’ Lease. The Tenants’ allocated space must be administered through the Office Manager or designated liaison. Garage Manager/Owner shall not be responsible for assigning Lease Allocated space in the Parking Facility. 4. Access cards shall be distributed by the Property Management Office. 5. Access cards are not transferable to another person or vehicle. FAILURE TO OBSERVE THIS RULE MAY RESULT IN THE TERMINATION OF PARKING PRIVILEGES IN THE PARKING FACILITY. 6. The speed limit in the Parking Facility is FIVE (5) MILES PER HOUR. 7. If you damage any personal property in the Parking Facility, or damage any Parking Facility equipment, in addition to the liability you may have for any claims, damages, losses or costs arising out of any such damage or violation, the Garage Manager/Owner may cancel your right to use the Parking Facility and void, and/or render your access card ineffective. 8. Please attempt to park in the center of each space. Vehicle operators/owners that continually neglect to park their vehicle between the lines shall be subject to having their vehicles removed from the Parking Facility at the expense of the vehicle operator/owner. Furthermore, stalls labeled for compact cars only should not be used for full-sized automobiles. 9. Garage Manager/Owner reserves the right to close the Parking Facility for repairs and maintenance. When closing the Parking Facility for repairs, maintenance, and/or modifications, the Garage Manager/Owner shall seek to avoid any inconvenience to you and your guests. NO REFUNDS SHALL BE GIVEN WHEN THE PARKING FACILITY IS CLOSED. 10. Only vehicles authorized by the Garage Manager/Owner may park in handicapped, reserved or visitor parking spaces, as designated by identifying signs. No other vehicles may be parked in parking spaces dedicated and identified by signs as handicapped, reserved or visitor parking spaces. Observe all handicapped, reserved and visitor parking spaces as handicapped, reserved and visitor parking spaces. Unauthorized vehicles parked in handicapped, reserved and visitor parking spaces may be towed at the vehicle owner/Operator’s expense. A violation sticker may be placed on a Contract Parker’s vehicle if parked in a traffic aisle, no parking zone, in two designated spaces, reserved space, visitor space or handicapped space and may be towed at the vehicle Owner/Operator’s expense. IF A CONTRACT PARKER CONTINUES THEREAFTER TO PARK IN VISITOR, TRAFFIC AISLE, NO PARKING ZONE, TWO DESIGNATED SPACES, HANDICAPPED, OR OTHER CONTRACT HOLDER’S RESERVED SPACE, then: The Garage Manager/Owner has the right to have your vehicle towed away at the vehicle Owner’s/Operator’s expense, and/or, Terminate your right to use the Parking Facility, void and render your access card ineffective. 11. Garage Manager/Owner reserves the right from time to time and at any time to change these rules and regulations or to void access cards. If you park or operate your vehicle in violation of these rules and regulations or fail to observe or perform your obligations under these Rules and Regulations, the Garage Manager/Owner may have: The right to have your vehicle towed away at vehicle Owner/Operator’s expense and/or, May terminate your right to use the Parking Facility, void and render your access card ineffective. 12. New/terminated employees with garage access must be reported, in writing, to the Property Management Office immediately. 13. Payment is due on or before the 1st of each month. Payments not received by the 1st of the month shall be considered past due and are subject to cancellation without notice. 14. All payments must be current before any contract can be issued or canceled. 15. Please do not dump ashtrays or other trash in the garage. 16. Please be sure to lock your car at all times. Garage Manager/Owner shall not be responsible for theft or vandalism in the Parking Facility, however caused. 17. All traffic aisles are two-way traffic. Drive slowly and exercise extreme caution when rounding corners. Reckless driving may result in a revocation of parking privileges. Building Amenities: Parking Access System Access to the contract parking areas is controlled by a computerized card access system. The following are considerations when using the parking garage access system: 1. Each contract parker must register his/her vehicle (license plate #) with the Management Office. 2. A replacement charge of $15.00 (plus tax) per access card is assessed for lost, damaged (i.e. warped, cracked) or stolen cards. 3. Should the access card not allow access to the parking facility, please contact Ampco. If the card is defective, it will be replaced without charge. 4. The access card must be used on each entry/exit to the parking facility. The card access system is operational 24 hours. 5. The following may cause damage to the access card: direct exposure to sunlight and/or heat paper clips/magnetic objects, including magnetic money clip, will de-magnetize card carrying in wallet in back pocket may warp card eel skin wallets will de-magnetize card 6. The access card will allow access to the specific parking area assigned. Should parking-related problems exist, please advise Ampco at 320-4178. Building Operations: Accounting RENTAL PAYMENTS: Under the terms of each Lease Agreement, rental payments are due on or before the first of each month. You will not receive a rental invoice or statement. It is the tenant’s responsibility to forward the rental payment to the address provided in the Lease Agreement. MISCELLANEOUS CHARGES: Around the 15th of each month, you will receive an invoice for any miscellaneous charges you may have incurred from the previous month (i.e. overtime HVAC, meter charges, etc.). These charges are due and payable upon receipt. Please contact the Property Management Office if you need further information regarding payments. Building Operations: Building Management The 301 Congress Property Management Office is located in Suite 110 and is open Monday - Friday from 8:00 a.m. to 5:00 p.m., excluding holidays. Please feel free to call with any questions. After hours, the telephone is forwarded to the 24-hour security desk located in the lobby of the building. The telephone number for Property Management and after-hour emergencies is 320-4141. Management of 301 Congress is provided by the on-site personnel of CommonWealth Partners. Please do not hesitate to contact the management office at: Phone: (512) 320-4141 Fax: (512) 320-4125 Address: NOP 301 Congress LP 301 Congress Avenue Suite 110 Austin, Texas 78701-4096 The following personnel are available to address your needs: Title Property Manager Assistant Property Manager Administrative Assistant Chief Engineer Assistant Operations Manager Building Engineer Name Mary Harrington Phone (512) 320-4141 (512) Lara Jones 320-4141 Tina Peterson (512) 320-4141 (512) David Smith 320-4141 (512) Gary Smith 320-4141 Bryan Sullivan (512) 320-4141 Email [email protected] [email protected] [email protected] Building Operations: Hours of Operation and Holidays BUILDING HOURS OF OPERATION: Building Access All perimeter building access is from 7:00 a.m. to 7:00 p.m. weekdays, 8:00 a.m. to 1:00 p.m. Saturdays. At all other times, an access card is required to access the building. After-Hours Interior Temperature Control In accordance with federal and local energy consumption guidelines, the normal business hours for temperature control are as follows: Monday - Friday Saturday 7:00 a.m. - 7:00 p.m. 8:00 a.m. - 1:00 p.m. Those desiring air conditioning or heating outside the above mentioned hours, please use the automated system with your HVAC programming code. Or, you may coordinate a request with your company “contact person” in writing with Property Management. The hourly cost for this service may be obtained from the Property Management Office. BUILDING HOLIDAYS: Following are the holidays that are recognized by the building and are specified in the majority of Lease Agreements. On these days, building access will be limited to authorized access card holders, the HVAC system will not be in standard operation and no janitorial service will be provided. Should you have any special needs on one of these days, please contact the Property Management Office 72 hours prior to the holiday. NEW YEAR’S DAY MEMORIAL DAY INDEPENDENCE DAY LABOR DAY THANKSGIVING DAY CHRISTMAS DAY In addition to these building holidays, there may be other holidays recognized by individual tenants or the Property Management Office (i.e., Martin Luther King, Jr. Day, President’s Day, Good Friday, Columbus Day, the day after Thanksgiving, or Christmas Eve). The Property Management Office will provide advance notice of any building services that might be affected during these holidays and will attempt to accommodate any special needs that you may have on these days. Building Operations: Leasing The leasing company for 301 Congress is AQUILA Commercia, located at 1717 W. 6th Street, Suite 351, Austin, Texas 78703 . The main phone number is 512-684-3800. Listed below is the contact information for the authorized representatives. Title Principal Principal Principal Phone Name Number Bart Matheney 512-684-3808 Chad Barrett 512-684-3807 David Putman 512-684-3820 E-Mail [email protected] [email protected] [email protected] Building Operations: Mailing Addresses and Telephone Numbers TENANT MAIL: A central postal service center is located on the first floor of 301 Congress. Sort and parcel boxes are also located here for oversized packages and bulk mail as well as collection chutes for outgoing mail. Pick-up times will be posted by the U.S. Postal Service and are subject to change. Mailbox assignments for 301 Congress are handled through the Property Management Office at 320-4141. To ensure that your mail is delivered to the proper Suite, it must be addressed as shown in the following example: INDIVIDUAL’S NAME (if applicable) COMPANY NAME 301 Congress Avenue Suite XXXX Austin, Texas 78701-4096 SECURITY DESK: Telephone: (512) 320-5043 PARKING GARAGE OFFICE: Telephone: (512) 320-4178 Building Security: Overview Building security is designed for tenant comfort and to provide convenient after-hours access to the Building. The system provides controlled access after normal building business hours. Those persons with building access cards or who have been authorized in writing by their employer/tenant will be allowed access to the Building in a controlled manner. In addition, one elevator per elevator bank is equipped with a cardreader for after-hours operation. All other elevator cars in each bank shut off at 7:00 p.m. Cardreaders allow tenants access only to their authorized floors. Remember, the best security is you. Immediately report any suspicious persons or activities in or about the Building to Property Management or Security. SECURITY IS EVERYONE’S RESPONSIILITY: Valuables should be stored in a safe place and doors locked after hours. The Property Management Office and/or the Security Office should be contacted if any strangers behaving in a suspicious manner are noticed in the building. Only with tenant cooperation can a secure building be maintained. Building Security: Building Access and Egress BUILDING ENTRANCES: Employees and guests of 301 Congress may use one of the following building entrances during normal building hours. Congress Avenue 3rd Street Brazos Street 4th Street - Plaza Employees of 301 Congress may use one of the following building entrances after normal building hours with the use of their building access card. Card readers are located at each of these entrances: 3rd Street 4th Street - Plaza PARKING GARAGE ENTRANCES: The lower level garage entrances/exits are located on 3rd and 4th Streets. The upper level garage entrance/exit is located on Brazos Street. Both garages are open 24 hours a day to contract parkers. Entrance to the building may be gained by accessing the parking garage elevators to the “lobby” level. A card reader is located to the right of the double glass doors after exiting the garage elevators. LOADING DOCK: Entrances to the loading dock are located on Brazos Street and 4th Street. Dock hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday. After hours use of the loading dock must be scheduled in advance through the Property Management Office. The dock door is equipped with a card reader and intercom. The plaza area between 301 Congress Avenue and the Davis Building on 4th Street is a short-term loading and unloading area; parking in the plaza is prohibited. Building Security: Incident Reports To record the details of any accident, theft or injury that occurs either within your leased premises or at the building, incident reports must be filed. Notify the Property Management Office as soon as an incident occurs so the appropriate actions can be taken. Building Security: Office Security As an added precaution, it is suggested that the following preventative security measures be communicated to all staff to insure their safety and the security of their personal belongings as well as those of the company: 1. When you secure your premises at the end of the business day, lock all doors and then verify that they are properly locked. We recommend locking your suite entry door at 5:00 p.m., even if people are working late. 2. Do not leave briefcases or handbags in clear view. Coats should be hung in a coat closet, since thieves often rifle through pockets looking for keys or money. Do not leave wallets in jackets hanging on chair backs or behind doors, or other articles of value unguarded -- even for a few minutes. Small articles, left in plain view, are easy targets for thieves. 3. Keep all vault and safe combinations in a locked desk drawer. Remind personnel to keep copies of their credit card numbers and contact addresses in a safe place. 4. Notify the Property Management Office or Security Staff immediately if you notice a suspicious person loitering in or about your premises. Be suspicious of any person who enters your suite, and when confronted, makes excuses that they are lost or looking for another company. 5. Offices are most vulnerable to thieves during lunchtime and right before closing. At these times, there is often a lot of movement and people are frequently away from their desks. 6. Document serial numbers and complete detailed information of all business equipment to aid police in locating the equipment if it is stolen. 7. If an employee is terminated for any reason, consider changing the cylinders on the locks, resetting any safe or vault combination that they might have been entrusted with, and canceling security access cards through the Property Management Office. 8. Do not let anyone into the building as you enter with our access card; advise Security Staff should they do so. 9. Lock your car before leaving the garage and secure convertible tops, T-tops and windows. Open vehicles are prime targets for thefts and vandalism. 10. When going to your vehicle, get your door keys ready. Be alert for suspicious people in the garage; report such to garage attendant or Security Staff. 11. Look at your vehicle as you approach for missing hubcaps, broken glass or other abnormal circumstances. EMERGENCIES: Any emergency should be reported to Security in person or via telephone by calling 320-5043, or by calling the Property Management Office at 320-4141. Building Security: Keys/Locks/Access Cards KEYS/LOCKS: You are provided with an initial supply of keys for your lease space. Additional keys are available at a nominal cost with written tenant authorization. Keys are tightly controlled for security purposes. All keys must be returned to Property Management at lease termination. Permission must be received from Property Management prior to the installation of any and all locks. The locks must be keyed to the building’s keying system. Keying and re-keying cylinders by an outside locksmith are not allowed. KEYS FOR SPECIAL ACCESS: Occasionally it will be necessary for various persons to have access to locked areas of the Building, i.e. telephone installers, repairmen, contractors, etc. In order to maintain the security of the Building, keys for this purpose may be obtained from the Property Management Office on a daily sign-out basis. All keys must be returned to the office by 5:00 p.m. daily. BUILDING ACCESS CARD INSTRUCTIONS: ACCESS CARDS: Cards will allow after-hours access to selected exterior doors, tenant floors and, when applicable, the fitness center. Access to the parking garage is allowed via the same access card. Cards are programmed to allow access to specific floor(s) only. All card use is recorded in a transaction log in the security computer. Information such as name, date and time is logged for possible future reference. Since the name recorded is from the card-encoded information, please do not loan or transfer these cards without notifying Property Management. 301 Congress utilizes a picture I.D. badge that is easily affixed/removed on building access cards. All employees of the Building should have their badges readily available after-hours for identification purposes should the need arise. All new employees will need to arrange to have their photo taken through the Property Management Office. Any problems or changes should be reported as soon as possible to the Property Management Office at 320-4141. A $15.00 (plus tax) replacement fee will be charged for all lost, stolen or damaged cards. TO USE ACCESS CARD: Simply wave your access card in front of card reader. Red light will turn green indicating access has been granted. Should any problems occur, all readers (except the Fitness Center) have an intercom to communicate with Security or Parking Management for assistance. Please note that the Fitness Center reader (Suite 340) is always locked. Before your card can be activated for Fitness Center access, you must sign up for Fitness Center use at the Property Management Office (Suite 110). 301 Congress is locked during the following periods: 7:00 p.m. to 7:00 a.m. Monday - Thursday 7:00 p.m. Friday to 8:00 a.m. Saturday 1:00 p.m. Saturday to 7:00 a.m. Monday It will be necessary to use your access card at these times. Building hours are subject to change at a future date. Building Security: Lost and Found Please contact the Management Office at (512) 320-4141 to claim items that have been lost or found in the building. Building Security: Property Removal Any removals or relocations of large, bulky or voluminous items, such as furniture, office machinery and equipment, etc., can be made only after obtaining approval from Property Management. (Large pieces of furniture or equipment need to be scheduled after hours.) All such movement shall be coordinated in advance with and supervised by Property Management. Two- and four-wheel dollies, carts, or other type conveyances will not be taken into passenger elevators at any time. Only packages, cartons or other items that can be carried by hand may be transported on passenger elevators. Other items must be transported on the freight elevator. All dollies and conveyances of materials, supplies or equipment will enter the building through the truck/loading dock. A certificate of insurance must be approved by the Property Management Office in order for vendors, movers or contractors to be allowed access to the building. Please make arrangements in advance to schedule access as well as submit the required insurance documentation. These arrangements can be made by calling the Property Management Office at 512-320-4141 or e-mailing [email protected]. Building Security: Solicitation Soliciting is prohibited in 301 Congress. If someone is soliciting in your suite, please notify the Property Management Office immediately. Report as much specific information about the person’s appearance and behavior. Someone from our Security Staff will locate the person as quickly as possible and escort him or her off the premises. Building Security: Stairwells There are five stairwells in the building. 1. Stair “A” is located on the south side of the building near the men’s restroom (on most floors) and provides an emergency exit to the 1st floor of the building next to the mailroom. Exit from the building can be gained by using the 3rd Street doors. 2. Stair “B” is located on the north side of the building near the women’s restroom (on most floors) and provides an emergency exit at the ground level on Brazos Street near the upper level garage exit. 3. Stair “C” is located on the southwest corner of the building (accessible only from the 2nd and 3rd floors of the building down to Level B-4 of the parking garage) and provides an emergency exit at the ground level on 3rd Street. 4. Stair “D” is located on the northwest corner of the parking garage near the elevators. This stairwell serves levels P6-B4 only. There is no access to this stairwell from the building. This stairwell exits into the 4th Street Plaza area. 5. Stair “E” is located on the northeast corner of the parking garage. This stairwell serves levels P6- B4 only. There is no access to this stairwell from the building. This stairwell exits into the loading dock area. Building Security: Thefts Report any suspected theft, no matter how small, to the Property Management Office immediately. In some instances, it may also be advisable for you to notify the Police Department. The building’s insurance policy does not cover the theft of tenant’s personal belongings. Personal property insurance is the responsibility of each tenant. Building Services: Billable Items Click here to download a copy of the below Labor Rate (8:00 a.m. 5:00 p.m.) - For tenant requests other than building standard or those addressed in lease Overtime Labor Rate (after 5:00 p.m.) Overtime HVAC One Man $56.00 per hour plus material Two Men $89.75 per hour plus material (Minimum one hour charge) Keys (BEST keys/building standard) Recombinate Cores $6.00 per key New Core (Combinated) Locksets All Other Keys Light Bulb Labor (non-standard bulbs) Non-Standard Light Bulb $83.50 per hour (Minimum three hours) $33.00 per hour (Building standard rate - refer to lease) $25.00 per core plus minimum one hour Rush request $40.00 per core plus minimum one hour $40.00 per core plus minimum one hour $460.00 (building standard lockset) + 1 hour Labor Cost of material plus time spent $25.00 per hour plus cost of material (minimum one hour) Cost varies by type - ranges from $5.00 bulb to $48.00 ballast Tenant requests are considered billable items when the item or action requested does not fall within base building criteria, i.e., repairs to cabinets, refrigerators, ice makers, garbage disposals, furniture, etc. If repairs cannot be completed by building engineers, an outside contractor may be employed. The tenant will be notified before an outside contractor is called. If this occurs, the contractor's actual cost and time incurred by the engineering staff to resolve the problem will be billed to the tenant. If building management is requested to arrange for special repairs by an outside contractor, the contractor's actual cost plus an administrative fee, specified in the lease, will be billed to the tenant. Building Services: Building Signage and Directory Each tenant will be provided with a listing of their company name and key employees on the computerized building directory in the lobby. Additionally, suite identification (company name and suite number) is provided near the entrance to their suite. Graphics, signage, or tenant identification, other than the building standard, is not permitted unless defined in the Lease Agreement or approved in writing by the Landlord in advance. All directory and signage requests must be in writing to ensure the accuracy of the information. Building Services: Communication Your company is asked to provide Property Management with the name of one individual designated as the “contact person” to communicate with Property Management. Questions concerning interior temperature, parking and other items should be channeled through this individual. This process greatly increases Property Management’s ability to respond effectively to your needs. Please notify the Property Management Office immediately upon a change in your “contact person”. Building Services: Elevator Service and Deliveries ELEVATOR SERVICE: The elevator system at 301 Congress is structured as follows: Low-Rise - four elevators serve levels 1 and 4 through 10. Low-Rise Shuttle - three elevators serve levels 1, 2 and 3. High-Rise - four elevators serve levels 1 and 11 through 20. High-Rise Shuttle - two elevators serve levels 21 and 22 (transfer on 20th floor). Garage - three elevators serve above ground levels P2, P3, P4, P5 and P6; underground levels B1, B2, B3, and B4. Freight - one elevator serves levels B1 through 22. The freight elevator is accessible from the loading dock hallway and level B1. Freight Elevator Dimenstions Doors - 48” wide and 6’11” high Capacity - 4,500 lbs. Inside clearance - 5’1” wide and 7’9” high Building Services: Forms For your convenience, we have included downloadable and printable PDF document forms that will expedite various building management service requests. Hard copies of all forms are available from the Property Management Office as well. To view and print PDF files, you need the Adobe Acrobat Reader software. If not already installed on your computer, it can be obtained for free at www.adobe.com. After Hours Tenant Contact Form Fire Warden Assignments Overtime HVAC Request Form Building Services: HVAC Air conditioning and heating are provided from 7:00 a.m. until 7:00 p.m. Monday through Friday (excluding holidays) and from 8:00 a.m. until 1:00 p.m. on Saturday. Air conditioning and heating during hours other than those stated above can be provided at an extra charge by using the building’s automated system with your HVAC programming code. Or, you may coordinate a request with your company “contact person” in writing with Property Management. THERMOSTATS Thermostats are not to be tampered with since they are set in order to properly provide comfortable temperatures and efficient operation. Click here to download an Overtime HVAC Request Form Building Services: Janitorial Services Office, restroom and public area cleaning is provided on a five day per week (Sunday - Thursday) basis. Specific janitorial services provided are contained in your Lease Agreement. Please report any dissatisfaction with cleaning services or any special requests for cleaning to your “contact person” who will contact Property Management. Special requests may be subject to a service charge. Building Services: Lights Please report burned-out bulbs to Property Management. They will be changed as soon as possible. Building standard bulbs and ballasts will be replaced in tenant lease spaces and public areas at no charge. Labor and material to replace non-building standard bulbs and ballasts will be billed to you. PLEASE TURN OUT LIGHTS WHEN NOT IN USE TO CONSERVE ENERGY. Building Services: Mail Service USPS mail drop boxes are located in the building mail room on the first floor. UPS and FedEx drop boxes are located in the loading dock hallway on the first floor. To check on mail status, please call 512-320-4137. 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. 1. Simply click on the link below, 2. Enter your username and password 3. 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. Click here to log into the Electronic Tenant Service Request System 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. Questions regarding the Electronic Tenant Services Request System should be directed to the Management Office. Click here to log into the Electronic Tenant Service Request System Building Services: Pest Control Pest control service is provided for common areas in the building. Common areas include restrooms, janitorial closets, stairwells, mechanical areas, public corridors, etc. Pest control services are provided within tenant premises upon request should you experience a pest-related problem. Pest Control services follow CommonWealth Partners Integrated Pest Management Policy. Planned pest inspections occur on the 1st and 3rd Tuesday of each month. During the planned inspections, there in not a routine planned application of a toxic pesticide. Notice will be given if a toxic pesticide is required. Please notify the Property Management Office if you experience any pest-related problems. Click here to view the Pest Control Management Plan Click here to view the Pest Control Notice of Inspection Building Services: Trash Removal Please DO NOT leave items that are not trash on top of wastebaskets. When a considerable amount of trash needs to be discarded, such as boxes from delivery of supplies or equipment, please notify the Property Management Office to make arrangements for removal by the night cleaning staff. Please affix a red trash sticker on any item you wish to have removed by cleaning personnel and clearly separate these items from non-trash items. Stickers are available in the Property Management Office. Please DO NOT leave boxes or other items in the freight elevator vestibule area, unless they are to be thrown away. Deliveries should not be left in the freight elevator vestibule; all items left in the vestibule will be thrown away each night by the cleaning staff. Do not place trash in corridors or stairwells. Building Services: Recycling The building recycling program allows tenants to use recycling receptacles for recyclable materials, including all types of paper, cardboard, plastic bottles, aluminum cans, and glass. The building provides each tenant with a desk side container which can be used for collecting all of these items. Additional collection bins can be provided by the tenant. Recycling of ink and toner cartridges is available by dropping your materials in the marked bins in the loading dock hallway on the first floor of the building. Batteries can be recycled by bringing them to the Property Management Office in Suite 110. Computer and electronic equipment can also be recycled in the large plastic bin in the loading dock, which is accessible from the first floor. For a list of accepted items please refer to the attached recycling Guide. New and used office supplies can also be recycled by contacting the Property Management Office, where a drop off can be arranged for them to be donated to Sanchez Elementary. Please contact Property Management to request additional desk side recycle receptacles if needed. The recycling receptacles are the property of the Building and should be left in your space upon move out. Any other recycling receptacles should be provided by the tenant at their cost. Should you have any questions concerning the recycling program, please contact the Property Management Office. Please click here for the Recycling Guide Emergency Procedures: Armed Intruder 1. Call 911 immediately, followed by the Property Management Office at 320-4141. 2. If an armed intruder is present in the building, lock all exterior office doors and remain inside. 3. If an armed intruder is present on a floor, gather inside innermost location within the suite and lock all doors leading to this point. 4. Do not access common areas or use stairwells and elevators. 5. The public address system or alternate form of communication will be used to broadcast information throughout the building. 6. If an armed intruder is within sight, complete description checklist. Click here to download an Armed Intruder Checklist Emergency Procedures: Bomb Threat RECEIVING A BOMB THREAT: 1. By telephone: If possible, have the call monitored Keep the caller on the line as long as possible Obtain as much information as possible Ask for location of bomb Notify the Property Management Office at 320-4141 Complete the information sheet 2. By letter: Notify the Property Management Office at 320-4141 Do not handle the letter more than necessary to adequately pass the proper information to Property Management AREA CHECK: 1. If time permits, the department head, supervisor or office manager should direct a search of the area within his/her responsibility. Particular note should be made of objects, packages, or other items not belonging in the area. 2. If a suspect object is located, do not handle or move the object, but notify the Property Management Office at 320-4141, giving an accurate description and location. 3. The Building engineering staff will be responsible for searching all public areas, restrooms, electrical and mechanical closets, ceiling lights, etc. Click here to download a Bomb Threat Information Sheet EVACUATION: 1. If your floor is not threatened, remain in your office for further instructions. Keep clear of elevator lobby area. 2. If a suspect object is on your floor, clear the floor immediately; If on an upper floor, proceed by stair to a floor two levels above or below. If on the ground level or in the basement, proceed by stair to the street. 3. Leave all office doors open to minimize possible blast damage. 4. Secure currency and important records -- time permitting. COMMUNICATIONS: 1. When authorized emergency crews are on your floor, deal directly with them. 2. The public address system or alternate form of communication will be used to broadcast information throughout building. 3. All personnel must be alert to pass on information to those in their area who are not within hearing distance or those who are hearing impaired. Emergency Procedures: Civil Disorder 1. On any floor involved: Notify the Property Management Office at 320-4141 Secure all cash records. Disconnect all office machines, appliances, and lock doors -- time permitting Report any suspected presence of flammable or explosive materials to the Property Management Office at 320-4141 Evacuate the floor and move to a safe location 2. On floors not involved: Notify the Property Management Office at 320-4141 Alert your supervisor Remain in your office for further instructions Be alert for any suspect persons in your area 3. Fire or explosion: In the event a fire or explosion occurs on a floor already evacuated, report the occurrence to the Property Management Office at 320-4141 and do not re-enter that floor until authorized to do so. Emergency Procedures: Elevator Malfunction In the event that an elevator stops with a passenger in it, please REMAIN CALM. All of the elevators in the building and garage are equipped with an intercom system that is connected to the security console. Simply push the alarm button located on the panel. A security officer will answer the alarm and assist you in getting out of the elevator. All high-speed elevators (low and high-rise elevators only) have an automatic error reporting system that calls Otis Elevator when an elevator shuts down. Otis will then call security to alert them of a problem. In the event of a power outage, all elevators will automatically go to the 1st floor and the door will open. One elevator in each bank (including shuttle elevators) will operate off the building emergency generator. Emergency Procedures: Emergency Contacts All Emergencies Buiding Management Office Building Security/After Hours Emergencies Fire Department (non Emergency) Police Department (non Emergency) 911 (512) 320-4141 (512) 320-4141 311 311 Important notes If you call 911 as a result of a medical emergency, please be sure also to notify building management with your name, callback number, and location so that security may swiftly guide the paramedics 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 alarm, as well as the source of the alarm, whether it’s false or a legitimate emergency. Please keep the telephone lines clear so that Management may attend to the situation as quickly and efficiently as possible. Emergency Procedures: Emergency Fire/Life Safety Equipment 301 Congress is equipped with a sophisticated, automated life safety system composed of smoke detection and alarm devices, sprinkler system, fire extinguisher cabinets on every floor, and a central Security Command Center. Stairwells are pressurized in the event of an alarm, reducing the possibility of smoke entering the stairwells. Emergency Procedures: Evacuation The order for evacuation will be given only in extreme cases. Should evacuation be necessary, instruction will be given over the public address system or by your floor Fire Warden. Unless otherwise instructed, use the stairwells only for evacuation. Should conditions warrant immediate evacuation, you need not wait for instructions to evacuate. Do not evacuate the building by car. Emergency personnel need to ensure all persons have evacuated the building. Exiting cars could impede emergency services. Click here to view 301 Congress Floor Plans and Exit Information Emergency Procedures: Fire and Area Warden Responsibility Each tenant must have persons designated as Fire Warden and Alternate Fire Warden. Fire Wardens are responsible for disseminating information regarding fire and safety emergency plans. In the event of an emergency, Fire Wardens will assume leadership roles in the implementation of the emergency plan. SPECIFIC RESPONSIBILITIES INCLUDE: 1. Be thoroughly familiar with the Fire and Safety Emergency Plan. 2. Identify disabled employees in your area, including the nature of the disability. Be prepared to communicate emergency information to employees or guests with hearing impairments. Disabled employees or guests that are not able to walk down stairs should be located on a fire stair landing following evacuation of all other personnel on the floor. The Fire Warden should communicate the exact location of any disabled employees to authorized emergency personnel or building management personnel by phone, stairwell communications equipment, or personal contact when they reach the ground floor. Do not attempt to carry a disabled individual down the stairwell; emergency personnel are trained in transporting personnel during an emergency. Also, stairwells are designed to provide a safe area for an extended period during a fire. 3. Review the contents of the Fire and Safety Emergency Plan at regular intervals, such as the use and location of fire hoses, fire extinguishers, manual alarm pulls and the manner of dealing with various types of emergencies. 4. Ensure that the Fire and Safety Emergency Plan is available to anyone in your area. 5. Know the physical layout of your floor. 6. In coordination with other Fire Wardens on your floor, ensure that capable individuals are available and prepared at all times to act as stairwell and elevator monitors or in other capacities deemed necessary for your floor. 7. Update Fire Warden Assignment Form to Property Management Office quarterly Click here to download a Fire Warden Assignment Form DURING AN EMERGENCY: 1. Ensure that the Fire and Safety Emergency Plan is carried out in your area. 2. Maintain an accounting of all persons in your area throughout the duration of an emergency. This accounting must continue during and after the evacuation. 3. Promote safe and orderly conduct of all persons. Act to control conditions leading to panic. Do not use physical force to prevent rash or impulsive actions, but take steps to induce orderly conduct. 4. Clear your floor immediately if it becomes apparent that remaining longer would jeopardize life safety. Otherwise, evacuate only when instructed to do so. INSTRUCTIONS FOR IMPLEMENTING EMERGENCY PLAN The best emergency plan in the world is of no value if it is not understood at the employee level. For this to happen, the fire warden must take the plan seriously. Make time in your schedule to attend safety meetings and familiarize yourself with the Fire Department's emergency procedures. The following steps will assist you in implementing the emergency plan for your section. 1. Read all parts of the emergency procedures. 2. Select a meeting place for your department. Notify the Property Management Office of your meeting place by using the assignment form at the end of this section. A meeting place is a designated area where all personnel under a specific fire warden will reassemble after an emergency evacuation. Reason 1. It is easy for personnel to become separated. 2. It is important for your section to reassemble as a unit after evacuation. Will allow you to take a head count for missing personnel. Will reduce confusion when the "all clear" is sounded so normal business may resume in an orderly fashion. Will allow you to see if anyone needs medical attention. Criteria Close to your section's emergency exit. Away from traffic hazards and emergency vehicles. Large enough for all personnel in your section. Coordinated with other fire wardens, so multiple sections do not have the same meeting place. 3. Select a Severe Weather Refuge area. A Severe Weather Refuge area is a location within the building where employees will assemble for protection during a weather situation which may threaten the integrity of the structure. This area should be coordinated with other fire wardens so areas are not overloaded. Notify the Property Management Office of this location on the response form. Reason 1. Austin is in "Tornado Alley." 2. Austin is subject to hurricane residue from storms which hit in the Galveston to Corpus Christi area. 3. Personnel in specific areas are subject to danger during severe weather. These areas include: Personnel on upper floors. Personnel in offices with exterior doors and windows. Personnel in very large rooms. Criteria 1. Lower floors 2. Smaller rooms Utility rooms Bathrooms Small Offices 3. Approximately 3 square feet per employee 4. Away from Exterior walls and windows Long corridors 4. Select an Area Warden and Backup Area Warden. Area Wardens coordinate the evacuation of the area and ensure that all personnel follow the proper procedures. Whenever an Area Warden or Backup Warden transfers out of the section, they should be replaced immediately. Reason 1. Implement standard evacuation procedures. 2. Ensures that the exit ways and protection systems are not blocked or disabled within a specific area. Criteria 1. Level headed. The Area Warden cannot panic in an emergency situation. 2. Ability to carry through on assignments without close supervision. 5. Have meeting with department personnel. Reason 1. Introduce employees to plan. 2. Ensure understanding of plan. Topics 1. Employee packet (give one packet to each employee). 2. Discussion of plan. Be sure receptionist knows the plan to better field questions. Be sure office manager has a clear understanding of the plan. 3. Announcement of Area Wardens. 4. Identification of disabled employees. 5. Selection of volunteers to assist disabled employees, at least one (preferably two) volunteers per disabled person. Include plan as part of employee orientation. Include plan as part of employee orientation. Reason: Ensure new employees are familiar with plan. Method 1. Employee packet (include as part of orientation material). 2. Discuss evacuation procedures. 3. Introduce to Area Warden. Assign assistant to new employee if disabled FUNCTION OF AREA WARDEN AND BACKUP AREA WARDEN Area Wardens ensure everyone evacuates the premises in an orderly fashion. There shall be two area or floor wardens for each section of the building which functions independently. One of these will be a Backup Warden, who will assume the duties of the regular Area Warden when appropriate. The Area Wardens shall perform the following duties: 1. Ensure that all new employees are familiar with the evacuation procedures, and that each employee has a copy of the building emergency plan. 2. Keep an accurate count of the number of personnel that are currently employed in his/her area of responsibility. 3. During an evacuation, the Area Warden will be the last person out of his/her section, and will ensure that all other personnel are out of the area. The Area Warden will not delay his/her own evacuation past the point of safety. 4. After area personnel have been evacuated, the Area Warden will take a head count at the department's designated meeting place to ensure that all personnel are present. Communicate any deficiencies or injuries to authorized emergency personnel. 5. Report any blockage of emergency exits, fire extinguishers which need servicing, or any other condition which would be dangerous to Property Management. 6. Ensure that any posted notices of emergency procedures are up to date. 7. Update Assignment Form to Property Management Office bi-annually. 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 commence. Tenants will need to contact their insurance carrier to report any damage to their property. Emergency Procedures: Homeland Security Threats 301 Congress 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 Agency 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. Emergency Procedures: Medical Emergency PERSONAL INJURY In case of personal injury: 1. Contact Emergency Medical Services (EMS) at 911, if necessary. 2. Notify the Property Management Office at 320-4141. Emergency Procedures: Power Failure 301 Congress common areas are served by an emergency generator. In the event of power failure, the generator will provide emergency power for certain basic building functions. Those functions include: Activating emergency lights on each floor throughout the building, including all Exit signs. Activating all stairwell lighting. Activating the building’s emergency Fire, Life and Safety Systems as well as the building’s communication systems. Recalling all elevators to the ground floor lobby. (One elevator will remain operative for use by security to assist handicapped persons or to take service crews and equipment into the building, as needed.) It is seldom necessary to evacuate the building during a power failure. Unless you are directed to do so through the emergency communication system, please remain in your offices. Please...DO NOT CALL the Management Office unless you need to notify us of the location of a disabled employee. Emergency Procedures: Returning to the Property Only trained emergency personnel can determine if it is safe to re-enter a building after an emergency. Occupants should not be allowed to go back into the building until the person in charge of handling the emergency has said it is safe. Building personnel will be stationed at each building entry after an evacuation. They will restrict re-entry until authorized to allow access, at which time they will notify evacuees. Emergency Procedures: Severe Weather/Tornado When a tornado warning is sounded in the downtown Austin area: 1. Instructions will be broadcast over the public address system or alternate form of communication. 2. Move away from all windows and stand in interior hallway, closing corridor doors. 3. If necessary, further information will be communicated. Emergency Procedures: Toxic Hazards If there is a toxic spill or exposure, proceed immediately to an area where you are no longer exposed. Call 911. 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: Welcome The tenant information provided in this Electronic Tenant Handbook is meant to provide you with a better understanding of 301 Congress and to facilitate your company’s operations. There is a great deal of information contained within this handbook; take the time to familiarize yourself with this handbook and it will become a valuable resource for you and your company. Please note that the Building Management Office is available to help in any way possible. Your first call for any problem or question can always be directed to the Building Management Office, and we will assist you from there. Every attempt has been made to provide current and accurate information in this handbook, but it is possible that some items will change over time. The Building Management Office will promptly notify you of any such changes. Please feel free to contact the Building Management Office with any questions you may have. We are here to serve you. Welcome to 301 Congress, a premier CommonWealth Partners property. Introduction: About 301 Congress Location: Building Size: Number of Floors: Owner: Management: Leasing: Year Built: Architect: Exterior Materials: Lobby Materials: Elevators: Amenities: 301 Congress Avenue Austin, Texas 78701 418,338 Rentable Square Feet 22 NOP 301 Congress LP CommonWealth Partners AQUILA Commercial 1986 HKS and Hilton-Dey Associates Polished balmora red granite panels, double pane thermal insulated glass and Spanish pink flame-cut pre-cast panels. Polished balmora red granite walls, polished marble floors (consisting of Delta Topaz, Talvassalo and Rossa Collenandia). 17 total: 13 Passenger; 3 Garage; 1 Freight Seminar Room, Fitness Center, Storage Facilities, Deli, full service Bank and ATM, on-site Management Office. Introduction: About CommonWealth Partners CommonWealth Partners was founded in 1995 by senior members of a diversified development and operating team that had worked together for 15 years. Together they developed over 20 million square feet of large-scale, premier-quality office and mixed-use projects that set new standards of excellence in serving the needs of corporations, professional firms and financial institutions. CommonWealth Partners has been successful in establishing strong tenant relationships: we believe that the tenant-landlord relationship is a partnership that benefits from an owner-operator approach. In other words, the owner-operator (and not a third party) is in the best position to control property management services. Managing the properties we own results in both cost-efficiency and superior tenant service. CWP operates based on the belief that our customers demand not only high quality office space but also a broad range of services to support and enhance their core business operations. CWP strives to understand our customers’ businesses, and to work cooperatively with them to provide targeted building amenities and service programs- programs that will serve their needs and enhance their productivity, as well as meticulously maintain the physical foundation of each asset. For more information on CommonWealth Partners, access www.commonwealth-partners.com 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 The Electronic Tenant® Handbook has special features, such as a Maintenance Request System 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: Alterations and Remodeling All alterations and remodeling work must be approved by Property Management prior to starting construction. Please contact the Property Management Office for further information. Policies and Procedures: Building Rules and Regulations 1. Sidewalks, halls, passageways, exits, entrances, elevators, escalators, stairways, and other common areas shall not be obstructed by Tenant or used by Tenant for any purpose other than for ingress to and egress from the Premises. Landlord shall in all cases retain the right to control and prevent access thereto by all persons whose presence, in the judgment of the Landlord, shall be prejudicial to the safety, character, reputation or interests of the Building, including its tenants and occupants. Nothing shall be swept or thrown into the corridors, halls, elevators or stairways. 2. No sign, placard, picture, name, advertisement or notice (a “Sign”) visible from the exterior of the Premises shall be inscribed, painted, affixed, installed or displayed by Tenant without the prior written consent of Landlord. Absent any such consent, Landlord shall have the right to remove any Sign without notice to and at the expense of Tenant. Any such consent shall be deemed to relate to only the particular Sign so consented to by Landlord and shall not be construed as dispensing with the necessity of obtaining the prior written consent of Landlord with respect to any other Sign. All approved Signs or lettering on doors and walls shall be inscribed, painted, affixed, installed, printed or otherwise displayed, at the expense of Tenant, by a person approved by Landlord and in a manner or style acceptable to Landlord. 3. No curtains, draperies, blinds, shutters, shades, screens or other coverings, awnings, hangings or decorations shall be installed or used in connection with any window or door of the Premises without the prior written consent of Landlord, except for normal and customary interior decorations to the Premises not visible from the exterior of the Building. In any event, any such items shall be installed so as to face the interior surface of the standard window treatment established by Landlord and shall in no way be visible from the exterior of the Building. No articles shall be placed or kept on the windowsills or any terraces so as to be visible from the exterior of the Building. No articles shall be placed against glass partitions or doors which might appear unsightly from the outside the Premises. No sashes, sash doors, skylights, windows or doors that reflect or admit light or air into the halls, passageways or other public places in the Building shall be covered or obstructed by Tenant without the prior written consent of Landlord. 4. Tenant shall not employ or permit any person(s) other than the janitorial contractor of the Landlord to clean the Premises without the prior written consent of Landlord. In the event of any permitted person being employed by Tenant to do janitorial work, while in the Building and outside of the Premises such person(s) shall be subject to the control and direction of the Building’s management office (not as an agent or servant of Landlord); however, Tenant shall in all cases be responsible for the acts of such person(s). 5. Tenant and its employees, upon daily departure, shall cause (a) the doors of the Premises to be securely locked, and (b) to the extent practical shut off all faucets, valves and other control apparatuses to water and other resources, so as to prevent waste or damage. With the exception of permitting ingress and egress to the Building, Tenant shall keep doors(s) to the Building’s corridors on multi-tenant floors of the Building closed at all times. 6. Tenant shall not waste electricity, water, heating, air-conditioning or any other resources and shall cooperate fully with Landlord to assure the most effective utilization of such Building resources. Tenant shall not attempt to adjust any Building resource controls other than any thermostats specifically installed for Tenant’s use. No heating, air-conditioning unit or other similar apparatus shall be installed or used by Tenant without the prior written consent of Landlord. 7. Tenant shall not alter any lock or access device, nor shall Tenant install any new or additional lock, access device or bolt on any door of the Premises without the prior written consent of Landlord. In the event of any permitted installation, Tenant shall in each case furnish Landlord with a key for any such lock or device. 8. Landlord shall furnish Tenant, at no cost to Tenant, two (2) keys to the Premises. Tenant shall pay a reasonable charge for any additional keys furnished by Landlord. Any card-keys issued by Landlord shall upon such issuance require payment of a refundable deposit in an amount reasonably determined from time to time by Landlord. Tenant shall not make or have made copies of any keys or card-keys furnished by Landlord. Tenant shall, upon the expiration or sooner termination of its tenancy, deliver to Landlord all of such keys and card-keys, together with any of the keys relating to the Premises including, but not limited to, all keys to any vaults or safes which remain on the Premises. In the event of the loss of any keys furnished by Landlord to Tenant, Tenant shall pay Landlord (a) the cost thereof (less any deposit paid by Tenant) or (b) the cost of changing the subject lock(s) or access device(s) if landlord deems it necessary to make such change. 9. The toilet rooms, toilets, urinals, washbowls, plumbing fixtures and any other Building apparatus shall not be used for any purpose other than that for which they were constructed; and no foreign substance of any kind shall be thrown therein. Any loss, cost or expense relating to any breakage, stoppage or damage resulting from any violation of this rule shall be borne by Tenant. 10. Tenant shall not permit any cooking on the Premises (except that private, non commercial use by Tenant and its employees of Underwriters’ Laboratory-approved equipment for the preparation of coffee, tea, hot chocolate and similar beverages, and for the heating of foods, shall be permitted; provided that such equipment is used in accordance with all applicable federal, state and city laws, codes, ordinances, rules and regulations). The Premises shall not be used for lodging or sleeping purposes. If the Premises becomes infested with vermin or pests, Tenant, at its sole cost and expense, shall have such pests exterminated by Landlord approved exterminators. 11. All tenants will refer any contractors, contractor’s representatives and installation technicians rendering any services to them to Landlord for Landlord’s supervision and approval prior to commencement of any work. 12. Tenant shall not install any radio or television antenna, loudspeaker or other device on the roof or exterior of the Building. Tenant shall not interfere with any radio or television broadcast or reception from within the Building. 13. The freight elevator shall be available for use by Tenant, subject to reasonable scheduling by Landlord. No furniture, freight, equipment, materials, supplies, packages, merchandise or other property shall be received in the Building or carried up or down the elevators, except between such hours and in such elevators designated by Landlord. Any deliveries, removals or relocations of large, bulky or voluminous items, such as furniture, office machinery and equipment, etc., can only be made after obtaining approval from the Landlord, which approval shall not be unreasonably withheld or delayed. The tenants assume all risks and shall indemnify and hold Landlord harmless against claims of damage to articles moved and injury to persons engaged in such movement, including without limitation damages and injury to equipment, property and personnel of Landlord resulting from acts in connection with such delivery, removal or relocation. All damages done to the Building by the installation or removal of any tenant’s property or caused by any tenant’s property within the Building, shall be repaired at the expense of such tenant. 14. Tenant shall not place a load upon any floor of the Premises which exceeds the load per square foot the floor was designed to carry, or any load allowed by law. Landlord shall have the right to prescribe the weight, size and position of safes, any library or other shelving, furniture or other heavy equipment brought into the Building, and Tenant shall bear the reasonable fees of any structural engineer hired by Landlord in connection therewith. Safes or other heavy objects shall, if considered necessary to Landlord, stand on wood strips of such thickness as determined by Landlord to be necessary to properly distribute the weight thereof. Landlord shall not be responsible for loss of or damage to any such safes or other heavy objects for any cause; all damages done to the Building by moving or maintaining of any such items shall be repaired at the expense of Tenant. 15. No machinery other than the kind considered usual and standard for general office use shall be operated by any tenant in its leased area without the prior written consent of Landlord. Business machines or mechanical equipment of Tenant, which causes noise or vibration that may be transmitted to the structure of the Building or any space therein to such a degree objectionable to Landlord or any other tenants or occupants of the Building, shall be placed and maintained by Tenant, at Tenant’s expense, on vibration eliminators or other devices sufficient to eliminate such noise or vibration. Tenant shall bear the reasonable fees of any acoustical or structural engineer hired by Landlord in connection therewith. 16. Tenant shall not mark, drive nails or screws, or drill into the partitions, ceilings or floors of the Premises or in any way deface the Premises except for normal and customary interior decorations. 17. Tenant shall not install, maintain or operate on the Premises any vending machine without the prior written consent of Landlord. 18. No animals (other than those assisting the handicapped), including reptiles, birds, fish (or aquariums), or other non-human, non-plant living things or organic Christmas decor of any kind shall be allowed in the Building. 19. There shall not be used in the Building any hand trucks, except those equipped with rubber tires and side guards, or any other material handling equipment, except as approved in advance in writing by Landlord. No scooters, roller skates, roller blades, bicycles, and no other vehicles of any kind shall be brought into and operated within the Project. Bicycles and vehicles may only be parked in areas designated for such purpose. 20. Tenant shall store all of its trash and garbage within the interior of the Premises. No materials shall be placed in the Building’s trash boxes or receptacles if such material is of such a nature that it may not be disposed of in the ordinary and customary manner, or if such an act would violate any law or ordinance governing such removal and disposal. 21. Canvassing, soliciting, distributing of handbills or any other written material, and peddling in the Building are prohibited; Tenant shall cooperate to prevent such activity. Tenant shall not engage in office-to-office solicitation of business from other tenants or occupants of the Building. 22. Landlord reserves the right to exclude or to expel from the Building any person who, in Landlord’s judgment, is intoxicated or under the influence of liquor or drugs, or who is in violation of any of these Rules and Regulations. 23. Tenant shall comply with all safety, fire protection and evacuation procedures and regulations established by Landlord or any governmental agency. No firearms or weapons of any kind are allowed within the Premises or the Building. 24. No tenant shall invite to its premises, or permit the visit of, persons in such numbers or under such conditions to interfere with the use and enjoyment of any of the plazas, entrances, corridors, escalators, elevators, and other facilities of the Building by other tenants. 25. Landlord will not be responsible for lost or stolen personal property, money or jewelry from any tenant’s Premises or public or common areas regardless of whether such loss occurs when the area is locked against entry or not, except as may be otherwise set forth in the Lease. Tenant assumes any and all responsibility for protecting the Premises from theft, robbery and pilferage by taking necessary steps including, but not limited to, keeping doors locked and other means of entry to the Premises closed. 26. Any additional or special requirements of Tenant shall be attended to only upon application to the office of the Building by an authorized individual. Employees of Landlord shall not perform any work or do anything outside of the regular duties unless under special instructions from Landlord. No such employees shall admit any person (Tenant or otherwise) to any office without specific instructions from Landlord. 27. Landlord may waive any of these Rules and Regulations for the benefit of any particular tenant or occupant of the Building in any particular instance; however, no such waiver by Landlord shall be construed as a waiver of these Rules and Regulations with respect to any other tenant or occupant thereof. Any revised rules and regulations, when made and written notice thereof is given to a tenant, shall be binding upon it in like manner as if originally herein prescribed. These Rules and Regulations including the addendum attached hereto are provided as a general guideline. Please refer to your Lease Agreement for information specific to your tenancy. ADDENDUM TO BUILDING RULES AND REGULATIONS THIS ADDENDUM is attached to and made part of the Rules and Regulations for the Building known as 301 Congress Avenue, Austin, Texas. 1. Tenant shall provide Landlord with a list of all personnel authorized to enter the Building after hours (7:00 p.m. to 7:00 a.m., Monday through Friday and 24 hours a day on weekends and holidays). 2. Anyone entering or leaving the Building after hours must sign their name, company, suite number and time of entry into the Building Register, and shall also show proper identification if requested. 3. Any air conditioning/heating required during the periods of 7:00 p.m. to 7:00 a.m. Monday through Friday, 1:00 p.m. to midnight Saturday (unless otherwise stipulated in the Lease), and 24 hours a day Sundays and holidays, shall be accessed by Tenant using the Building’s computerized system for such overtime services. Tenant shall be charged the prevailing hourly rate for such additional heating or air conditioning. 4. Any furniture or equipment removed from the Building after hours must be coordinated with Property Management prior to removal. Person removing articles from the Building must sign in at the security desk prior to removal of articles from the Building. 5. Use of the freight elevator for furniture is limited to after hours on weekdays and on weekends and must be coordinated with Property Management and Building Security to give better assistance. 6. Names to be placed on or removed from the electronic Directory in the lobby of the Building should be furnished to the Property Management Office in writing on Tenant’s letterhead. 7. Tenant shall not use the Premises or permit the Premises to be used for photographic or multigraph reproductions, except in connection with its own business. 8. Tenant shall place solid pads under all rolling chairs such as may be used at desks or tables. Any damages caused to carpet by not having it shall be repaired or replaced at the expense of the Tenant. 9. Open flames, including but not limited to burning candles, shall be prohibited in the Building. Policies and Procedures: Insurance Protection A certificate of insurance must be approved by the Property Management Office in order for vendors, movers or contractors to be allowed access to the building. Please make arrangements in advance to schedule access as well as submit the required insurance documentation. These arrangements can be made by calling the Property Management Office at 512-320-4141 or e-mailing [email protected]. The following insurance coverage must be provided by any vendors or contractors working at 301 Congress. Click here to download a copy of the below information. 301 Congress Certificate of Insurance Requirements Commercial General Liability Bodily Injury Property Damage Commercial Automobile Liability Bodily Injury/Property Damage Workers' Compensation Workers' Compensation Employer's Liability Commercial Umbrella Excess Liability Insurance Special Form Property $2,000,000 general aggregate $1,000,000 per occurrence $1,000,000 Combined Single Limit per accident for all owned, hired and non-owned automobiles Statutory Limits $1,000,000 per occurrence Minimum Limit of $5,000,000 per occurrence 100% replacement cost of vendor’s equipment, materials, and other personal property PLEASE BE SURE THE BOTTOM PORTION OF THE CERTIFICATE READS EXACTLY AS FOLLOWS: DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS Additional Insured - with respect to General Liability and Automobile Liability) NOP 301 Congress LP, The State of California Public Employees' Retirement System, an agency of the State of California, CommonWealth Partners Management Services, L.P., National Office Partners, LLC, CWP Capital Management, LLC, Wells Fargo Bank, N.A. and their respective members, managers, partners, officers, directors, affiliates, agents, representatives, employees, successors and assignees are additional insureds. The coverage under this policy is primary insurance with regard to work performed by or at the direction of [INSERT INSURED COMPANY HERE]. Certificate Holder NOP 301 Congress LP 301 Congress Avenue Suite 110 Austin, TX 78701-2961 Policies and Procedures: Move-in & Deliveries Any deliveries, removals or relocations of large, bulky or voluminous items, such as furniture, office machinery and equipment, etc., can be made only after obtaining approval from Property Management. (Large pieces of furniture or equipment need to be scheduled after hours.) All such movement shall be coordinated in advance with and supervised by Property Management. Two- and four-wheel dollies, carts, or other type conveyances will not be taken into passenger elevators at any time. Only packages, cartons or other items that can be carried by hand may be transported on passenger elevators. Other items must be transported on the freight elevator. All dollies and conveyances of materials, supplies or equipment will enter the building through the truck/loading dock. Policies and Procedures: Smoking Per city ordinance, 301 Congress is a non-smoking building. Smoking is prohibited within common areas, restrooms, stairwells, elevator vestibules and tenant suites. Smoking will not be permitted any closer than the public sidewalks, which are at least 25 feet from the building doors, windows and ventilation equipment. The designated outdoor smoking areas are located in the Plaza and in the northwest corners of the upper garage levels on P3 and P4 - please see the attached map for the exact location. Click here to view the Designated Smoking Areas Click here to view the Smoking Policy Sustainability: Overview CommonWealth Partners is dedicated to minimizing our environmental impact and creating efficient, healthy and productive working spaces. Our Sustainability Policies and Programs are an integral part of the day-to-day operations at this property. These policies serve to maximize the efficiencies of our property management practices, minimize the environmental impact of building operations, and reduce operating expenses. As a tenant, you do not have to abide by these policies but in so doing, your participation helps us: 1. Have a positive and sustainable impact on our community 2. Create a healthier working environment for our tenants Sustainability: Austin Green Business Leaders Austin Green Business Leaders is a program developed by the City of Austin's Office of Sustainability. It is designed to enhance sustainability efforts within your company and recognize the impact your office is currently making. CommonWealth Partners has received recognition for the reaching the Gold Level of the program for the sustainability initiatives in place at 301 Congress. To find out more about the program or how your company can participate visit: http://www.austintexas.gov/department/austin-green-business-leaders. Sustainability: Corporate Sustainability For more information about our sustainability programs, please visit our Corporate Sustainability website. Sustainability: Sustainability Policies and Procedures Your go-to source for specific procedures, tenant guidelines or forms related to sustainability, including the Green Office Guide, Green Tenant Improvement Guide, Smoking Policy, and the Sustainable Purchasing Policy. Green Office Guide: The Green Office Guide provides simple, low-cost behavior strategies, best practices, and resources our tenants can use to create a green office. This guide is a starting place for you to learn more about the benefits of green buildings and inspire you to explore the many ways you can join us in providing a healthy work environment for your employees and be a positive image as a leader in sustainability. For further details, please refer to the Green Office Guide PDF. Green Tenant Improvement Guide: The Green Tenant Improvement Guide serves to educate you, the tenant, about a variety of strategies you can use to green your interior space. This handbook will show you how greening your tenant space can result in employee health and productivity. For more specific tips on tenant improvements, please refer to the Green Tenant Improvement Guide PDF. Smoking Policy:This policy is intended to prevent or minimize exposure of building occupants, indoor surfaces and systems to environmental tobacco smoke (ETS). Smoking Policy PDF Sustainable Purchasing Policy: The goal of the Sustainable Purchasing Policy is to reduce the negative environmental impacts of materials and supplies purchased, and to provide guidance toward responsible management practices. Sustainable Purchasing Policy PDF Waste Management Policy: The goal for this policy is to reduce the amount of waste and toxins hauled to and disposed of in landfills by recycling. You qualify for the MRP2 Prerequisite just by having this policy in place. The goal is to reuse, recycle, or compost at least 50% of ongoing consumable goods and reuse or recycle 75% of durable goods, recycle 100% of batteries and mercury containing lamps. Waste Management Policy PDF Sustainability: Energy Conversation As tenants, you have the biggest impact in reducing your building’s operating costs and saving energy. You can do your part by following a few simple energy conservation measures and educating your employees about the importance of using energy wisely. Here are some examples on things you and your employees can do right now to lower energy costs: Have task lighting at individual workstations Install lighting occupancy sensors to automatically turn off lights Install power strips or smart strips to eliminate vampire loads & switch power off when not in use Turn off equipment, computers, printers, TVs, power strips and lights when leaving office Install ENERGY STAR Equipment Find additional strategies in our Green Office Guide. Sustainability: Recycling Program CommonWealth Partners fully supports waste reduction at this property. 301 Congress holds the distinction of being the first office building in downtown Austin to recycle paper in the early 1990’s. We currently offer recycling of paper, plastic, glass, aluminum and cardboard with our single-stream program available by using your desk side recycling bin. Please contact the Property Management Office to obtain additional desk side recycling containers as needed. Additionally, we offer recycling collection sites for ink/toner cartridges, batteries, light bulbs and computers/electronics. Our recycling program has a goal of recovering and recycling over 75% of the total waste that is generated at this site. Through this program, we want to educate you on how to reduce waste. Here are a few strategies you can implement now that will help toward this effort: Print media and marketing materials on recycled and FSC certified paper Properly dispose of furniture and office equipment (Donate and/or Recycle) Refill toner and printer cartridges For external printing, request soy vegetable based ink Print media and marketing materials on recycled and FSC certified paper The Building provides a desk side recycling container for each Tenant employee Cancel unwanted paper publications and subscriptions or register for e-newsletters Find additional strategies in our Green Office Guide. Please click here for the Recycling Guide Sustainability: E-Waste Recycling All of CommonWealth’s properties participate in an annual E-waste event that typically takes place during Earth Day week in April. In addition, 301 Congress offers e-waste collection throughout the year. We have a container located in the loading dock where Tenants can leave their electronics to be recycled at any time. Please contact the Property Management Office for the next scheduled E-waste event or for more information on our collection site. Sustainability: Transportation Program Transportation programs to encourage carpooling, use of public transit and minimizing unnecessary travel can lower employee costs and reduce greenhouse gas emissions to benefit local communities. Some strategies for alternative transportation and sustainable commuting behavior include: Have an Alternative Commuting Transportation Program in place Perform an alternative transportation employee survey Provide transit fare reimbursement for employee commutes Use teleconferences and videoconferences to reduce travel Find additional strategies in our Green Office Guide. Sustainability: Indoor Air Quality Reporting OCCUPANT COMPLAINTS: Commonwealth has a comprehensive Indoor Air Quality program in place. If you have a complaint: Contact your Office Manager (tenant representative). The Office Manager should submit an online work order and an on-site staff member will be dispatched to follow up with it. Property Management will ensure that appropriate action is taken to mitigate the issue. Resolution is reported to the Office Manager. The Neighborhood: BBVA Compass Location: Lobby Level Website: http://www.bbvacompass.com Phone Number: (512) 495-9411
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