Tenant Handbook
Federal Realty Welcomes You to e Offices at the Village at Shirlington!
e Management Team is here to provide you with a quick and courteous response to your requests, maintenance, and other building related concerns. Please take the time to review and read this handbook and familiarize yourself with its important and useful content. e handbook was designed to provide useful information, necessary contacts, management information and emergency protocol procedures.
Best WishesYour Property Management Team
OWNED AND MANAGED BY: Federal Realty
909 Rose Avenue, Suite 200, N Bethesda, MD 20852
T: 301.998.8100
www.federalrealty.com
For upcoming events and current information please go to:
www.villageatshirlington.com
e purpose of this handbook is to provide building guidelines and to bridge the gap between the time of an emergency and the arrival of emergency personnel. Federal Realty does not assume any liability for action undertaken by any person in utilizing the information contained within this handbook. Any person relying upon this information does so at his or her own risk.
SECTION 1 – PROPERTY CONTACTS AND HOURS MANAGEMENT TEAM
HOURS OF OPERATION
Building Hours of Operation
Monday - Friday: 8:00 a.m. – 6:00 p.m.
Building HVAC Hours of Operation also include Saturday: 9:00 a.m. – 1:00 p.m. However, the doors will be secure and there will not be any engineering or property management services on site.
HOLIDAYS
The building is closed on all Federal and State Holidays which include the following:
• New Year’s Day Observed
• Martin Luther King, Jr Day
• Presidents’ Day/Washington’s Birthday
• Memorial Day
• Juneteenth
• Independence Day Observed
• Labor Day
• Indigenous People’s Day/Columbus Day
• Veterans Day
• Thanksgiving Day
• Christmas Day
Please note that the building will be locked with no property management or engineering personnel on site, HVAC service is available upon request only as outlined in the “Requesting HVAC During Off-Hours” Section of the Tenant Handbook.
MAINTENANCE REQUESTS
WorkSpace / Tenant Tickets
To request engineering assistance please contact WorkSpace at any time!
Phone 800.241.8608
Web Portal http://my.workspace.cc
Your login is always your email address! If you do not have a login contact your management team to get set up in WorkSpace. If you have forgotten your password, please click on “Forgot Password” at the login screen.
You can also download the WorkSpace app on iPhone in the App Store or on Android in Google Play. Search for GoWorkSpace and download the app! It uses the same credentials as the website.
You can also now request reservations should you need to utilize the loading dock elevator and conference rooms.
AFTER HOURS SERVICES
Services for freight elevators, loading dock, security, engineering and janitorial after normal business hours and on holidays must be scheduled in advance and will be charged at the engineering overtime rates of the engineer present.
TENANT COMMUNICATION
Federal Realty uses MallCast, a rapid communication system, to relay information to all the tenants of The Village at Shirlington. During your move-in we set up each tenant to receive communications via MallCast. This system allows us to not only email our tenants but also to text, call and/or email communication to all of the tenants. We can incorporate as many email and cell phone numbers (to receive texts or calls) as requested by the tenant. To have these communications received (or to stop receipt of these messages) please contact property management. Please note communications received will be from “The Offices at The Village at Shirlington” <noreply@myrapidcast.com>”. You can also reply to any text or email directly from the message once received. Our management team will use this tool to communicate everything from tenant events to inclement weather, so please be sure that your spam filters will permit these communications from noreply@myrapidcast.com.
SECURITY GUARD SERVICES
Company: Allied Universal Services
Phone: 571.423.6159
Coverage: Monday-Saturday (10:00 a.m. – 12:00 a.m.) Sunday: (10:00 a.m. – 8:00 p.m.)
Security Guard Office on Property: 2700 South Quincy Street – Basement Level
RENTAL PAYMENT INFORMATION
Send rental payments to:
Address/Lockbox: c/o Federal Realty – Village at Shirlington Office Lockbox #9320 P. O. Box 8500 Philadelphia, PA 19178-9320
Wiring Instructions: For wiring instructions please contact Theresa Porter with Federal Realty at tporter@federalrealty.com
Versapay: Online Invoice and Payment System www.versapay.com
*Important points of reference to ensure the proper processing of your payment*
• Please include the property name with payment.
• Notify the Management Office in writing of any billing address changes.
SUBMETERED UTILITY BILLING INFORMATION
For Leases with submetered utilities, Federal Realty has contracted with Resource Energy to manage and bill submetered utility usage by tenants at the Offices at The Village at Shirlington
If you have any questions regarding a submetered utility bill from Resource Energy, please contact one of the following individuals:
Mira
CERTIFICATES OF INSURANCE
Owner entity, Federal Realty OP LP, Federal Realty GP, LLC, Federal Realty, together with the respective owners and each of the entities listed in Exhibit E, which own one or more of the properties at which Services may be provided (collectively, “Properties”), any other entity with an ownership interest in the Properties, the Owner’s Representative, other Indemnified Parties, and other persons or entities designated by the Owner (together, the “Additional Insureds” and each an “Additional Insured”) shall each be included in all policies required hereunder to be maintained by the Vendors (except for workers’ compensation insurance and professional liability) as additional insureds for claims against them relating to these properties. The additional insured status under the Commercial General Liability Insurance shall be effected using the ISO Additional Insured Endorsements forms CG 2010 07 04 (ongoing operations) and CG 20 37 07 04 (completed operations) or such other endorsements providing coverage at least as broad and approved by the Owner in writing and shall be maintained for a minimum of three (3) years following Final Completion of the Work. All of the Contractor’s liability policies shall be endorsed so as to indicate that such policies provide primary coverage (without any right of contribution by any other insurance or self‐insurance, including any deductible or retention, maintained by an Additional Insured) for all claims against the Additional Insureds arising out of the performance of this contract by the Contractor, or anyone for whom Contractor may be liable. These policies shall include a separation of insureds/severability of interests clause for claims against the Additional Insureds due to the negligence, act, omission or other conduct of the Contractor, or anyone for whom Contractor may be liable. The policy shall provide such Additional Insureds with a thirty (30) day notice of cancellation or non‐renewal. Any certificates of insurance furnished in accordance with this Contract shall specify who has been added as an additional insured and shall specify the required additional insured status applies to ongoing and completed operations and shall state that the policy shall provide the thirty (30) days advance notice.
Certificate Holder:
Federal Realty
Federal Realty OP, LP
Federal Realty GP, LLC
909 Rose Avenue, Suite 200
North Bethesda, MD 20852
Be sure to send a copy of the certificate of insurance to Property Management. Insurance Requirements, a Sample Certificate of Insurance and the Federal Realty Mid-Atlantic Signatories information is located in the appendix of this handbook.
If you need to send a copy of our requirements to your contractor/vendor, you can use THIS link.
SECTION 2 – PROPERTY INFORMATION
BUILDING ACCESS
Base Building Access Control Information
The Offices at The Village at Shirlington use Datawatch Systems for building access control services. Should you ever need to reach Datawatch either for your offices’ suite access or to update fobs for your employees, please go HERE for a full contact information sheet! You can also call them 24/7 at 800.899.9872.
Monday – Friday from 8:00AM-6:00PM the following doors are unlocked for ease of access: Front lobby doors and rear door by the loading dock of 2700 South Quincy Street and front entrance of 2788 South Arlington Mill Drive.
All office tenant fobs are programmed to permit access to the front lobby doors and rear door by the loading dock of 2700 South Quincy Street, stairwell A and B entrances in the lobby of 2700 South Quincy Street and the Town Hall Conference Room located in the ANNEX.
Tenant Access Control
Each tenant is set up to control their own space access (should they use Datawatch for their suite as well) or for just controlling their own employee base building access by Datawatch with a login for their DirectAccess portal. Datawatch can set up training to use this portal The web version of this portal can be found at https://d3000express.azurewebsites.net/
Click HERE to go to a User Guide for DirectAccess!
Programming Fobs
When programming your fobs, be sure to program the fobs for 2700 South Quincy Street and 2788 South Arlington Mill Drive, Arlington, VA.
Access Card/Fob Replacement
Access Card/Fob Replacement – The Landlord only provides Fobs per the lease language. Any additional keycards or fobs should be ordered directly through Datawatch Systems, to avoid additional fees. You can contact Datawatch Systems to order additional fobs for your employees by phone at (301) 654-3282 or by email at cardkey@datawatchsystems.com If you chose to order Fobs through management, there will be a charge of $30 per fob
Hard Keys – The Landlord only provides hard keys for suite access and key fobs (where applicable) per the lease language. Hard keys above and beyond the lease or replacement of lost keys is a $10 per key charge
The above fees may be adjusted periodically and are subject to a 20% administrative fee.
DELIVERY & LOADING DOCK INFORMATION
All deliveries for the office must be delivered through the loading dock service elevator which is located at the lower level of the building between 2700 South Quincy and 2788 South Arlington Mill Drive. Deliveries are not permitted through the front lobby entrance of the office building during office hours Should you need to schedule a large delivery off hours, please coordinate scheduling with the Management Office through WorkSpace
ENGINEERING/MAINTENANCE REQUESTS, INFORMATION AND SERVICES
Federal Realty has contracted with Lincoln Property Company for on-site engineering services. The Offices at the Village at Shirlington are currently serviced by two engineers (see Management Team for the names and contact information of the engineering staff). The employees of the maintenance/engineering company will be required to wear a uniform with the company or property name. You can also request meeting/conference room and freight elevator reservations.
General Maintenance Request/WorkSpace
Tenants of The Offices at The Village at Shirlington requesting engineering assistance, please contact WorkSpace. Phone: 800.241.8608
Web portal http://my.workspace.cc
Your login is always your email address. If you do not have a login or would like to have your password reset, please email the Management Team
Urgent Requests
Please notify WorkSpace of any URGENT maintenance, repairs, or requests requiring IMMEDIATE attention. The call center retains a current list of all of our management and engineering staff and will reach out to everyone listed during any urgent requests. Tenants should also feel free to directly reach out to the management staff. Be sure to call 911 emergency response for any issues that would normally require police, fire or ambulance services.
PEST CONTROL INFORMATION AND SERVICES
General Information
Federal Realty has currently contracted with American Pest. Periodically, the pest control provider may require access to your premises to ensure quality of services provided. Advanced notice will be provided, when possible. Please refer to Engineering/Maintenance Requests instructions on reporting any pest control issues to our Engineering staff.
Tips for Limiting Pest Issues
Ensure all food waste is properly disposed of prior to nightly cleanings to prevent food from being in the space overnight or over the weekend. Also be sure to keep sinks clean by putting all dishes directly into the dishwasher, if available. Occasionally interior plants will also be a hotbed of pest issues in a space (from aphids to gnats).
ELEVATORS
Access During Business Hours
There are two elevators inside the building that provide access from the basement up to the 5th floor. There is also a freight elevator that is located behind the loading dock that brings you to the second floor of the building. All elevators are accessible during all hours and there is no key fob needed at this time.
HVAC SYSTEM INFORMATION
General Information
Building heating, ventilation and air conditioning (HVAC) will be provided during the service hours as indicated under Hours of Operation unless otherwise noted in your lease. It is our goal to provide optimum HVAC to both your suite and the building at the industry standard set temperature by season. Our Engineering staff routinely maintains all of the components to the systems that provide HVAC to your suite and the building.
Hot/Cold Calls
If you are experiencing discomfort due to insufficient HVAC in your suite or notice an issue with the HVAC in the common areas, please immediately report the issue to the Engineering staff. Please refer to Engineering/Maintenance Requests for instructions on reporting an issue to our Engineering staff. It is the goal of our staff to remedy all HVAC issues as quickly as possible. During dramatic season changes, please be patient as most systems will experience difficulties with changing load requirements. You will be updated periodically as these issues are remedied.
Requesting HVAC During Off-Hours
To request HVAC overtime for your premises please refer to Engineering/Maintenance Requests for instructions on this request to our Engineering staff. Overtime HVAC requests should be submitted at least one business day prior to the day of the requested overtime to ensure that the request can be fulfilled. HVAC overtime will be provided at an hourly/zone rate, and your office will be billed accordingly for these requests. The current After-Hours HVAC Rate is $65 per hour Rates subject to change by owner.
JANITORIAL INFORMATION AND SERVICES
Janitorial Information
Federal Realty has contracted with Red Coats for interior office Janitorial services at the property The Janitorial team works Monday-Friday (excluding holidays). The employees of the janitorial company will be required to wear a uniform with the company name and/or wear an ID badge.
Services provided by our Janitorial team may include, but are not limited to, restroom checks, lobby sweeping, mat services during bad weather, glass cleaning, lavatories (check on and replenish all paper and soap products in all restrooms) and services will be provided without impeding your space unless special circumstances require special attention. Please refer to Engineering/Maintenance Requests for instructions to report an issue in the common area that needs attention during service hours to our engineering staff. *Should you like to be provided with more information about the Janitorial services provided, please reach out to Property Management*
Special Cleaning Requests
From time to time your premises may require additional services above and beyond the scope of work for the janitorial company (such as refrigerator cleaning, etc.). These services can be provided at an additional charge directly from the janitorial company Please contact Property Management for information to reach the janitorial company directly.
Carpet Cleaning
Carpet cleaning is not part of the janitorial scope. Tenants must upkeep and do carpet cleaning in their own space. We recommend using the company EcoInterior Maintenance, who is contracted for our property common areas. Please see the below for EcoInterior Maintenance contact information.
helpdesk@ecointeriormaintenance.com
ECO Interior Maintenance
1244 Ritchie Highway, Suite 14 Arnold, MD 21012
410.647.2800 or 301.261.1966
FAX 410.544.9540
www.ecointeriormaintenance.com
MAIL AND DROP BOX INFORMATION
Mail Box Location
The USPS mail carrier will deliver mail daily to each individual suite. There is a USPS physical location at The Village at Shirlington located at 2850 South Quincy Street down the street from Carlyle Restaurant.
Drop Box
There are no FedEx or UPS Drop Boxes currently in The Shirlington Office, however we do have a UPS Retail location on site at 2776 South Arlington Mill Drive which is located in the back of the property. There is also a Fedex Drop Box located at 2800 Shirlington Road which is 0.3 miles from the office.
MOVE-IN/MOVE-OUT INFORMATION
In preparation for your move, we have included the following checklist of forms and other information required by the Management Office.
It is requested that the Management Team be given at least two weeks’ notice of your move-in date for coordination purposes.
Information for your Move-In
Contact Information/New Tenant Form
Our Management Team will work with your offices’ primary contact to complete the New Tenant Information and Checklist form. This form will assist our office with setting up your office with everything from parking passes to access fobs to email distribution lists. Our team will input the information from your lease and work with your office on setting up everything so that you are all set for your move-in.
Move-In or Move-Out Hours
We request that your move be scheduled before 8:00 a.m. or after 6:00 p.m. Monday through Friday, anytime on Saturday, or Sunday. Arrangements must be made for after-hour’s engineering to be present during move-in or move-outs at the tenant’s sole cost by contacting the Management Office.
Mover’s Rules & Regulations
The form located HERE provides the guidelines to be followed by the moving company. Tenant is responsible for providing these rules and regulations to their movers and having it signed and returned to the Management Office prior to the scheduled move date.
Loading Dock
The building is equipped with a loading dock which can be made available for use during your move-in or move-out. Please contact the Management Office in advance to schedule use of the loading dock. The loading dock is also where any deliveries for your space should enter the building.
Movers Insurance
When moving, your moving company will be required to provide a Certificate of Insurance with coverage for General Liability, Worker's Compensation and Auto Liability. The building owner and manager must be named as Additional
Insured and as the Certificate Holder. A SAMPLE Certificate of Insurance with Additional Insured Endorsement has been provided.
Insurance certificates and information should be provided to the Management Office.
Move-In Checklist
Please refer to the following checklist, provided for your convenience, to ensure a smooth transition to your new offices.
1. Order new stationery, envelopes and business cards with new address and contact numbers
2. Contact your telecom/internet provider to set up services.
3. Notify the post office of your change of address and set up your new location.
4. Send a change of address card or note to clients, vendors and friends.
5. Complete required forms and return to the Management Office.
6. Furnish your moving company with a copy of the Moving Company Guidelines and insurance requirements included in this handbook.
PARKING INFORMATION
Village at Shirlington Office Building Parking
The Offices at The Village at Shirlington offer parking inside of the Shirlington Garage which is located at the back of 2700 South Quincy Street The main level is accessible through the back of 2700 and the rest of the levels are accessible from South Quincy Street.
Office Permits and Information
If reserved parking spaces are in your lease, Federal Realty and property management will be sure to have parking spots reserved for you and provide you with parking permits. To inquire for parking on site, please contact Property Management.
Public Parking
Currently we have three parking garages located at:
(Campbell Avenue Parking Garage) 4280 Campbell Avenue, Arlington, VA which is located off of Arlington Mill Drive and is attached to the Harris Teeter Parking Garage. There are 5 levels in the parking garage. All four (4) levels are designated for multiple uses except the 5th floor which is for apartment residents only.
(Randolph Square Garage) 2850 South Randolph Street, Arlington, VA which is located off of South Randolph Street. The Ground Floor and 2nd level are for retail parking and upper floors are open for retail parking after 5:00 p.m. All day Saturday, Sunday and Holidays.
(Quincy Garage) 2901 South Randolph Street, Arlington, VA which is also located off of South Randolph Street. Retail Parking is Monday-Friday after 6:00 p.m. All day Saturday and Sunday. Lower level spaces are available daily for retail parking.
There is also a surface parking lot which is available at: The corner of Arlington Mill Drive and South Randolph Street behind 2700 South Quincy Street.
Parking Operations and Contact Information
Should your vehicle get towed, please contact Henry’s Towing at 301 869 4800.
Parking Guidelines & Reminders
To ensure the safety of our visitors and proper use of our parking areas, please adhere to the following guidelines:
1. E-mail or call Property Management if you observe any hazards in the parking areas.
2. Always lock your vehicle and remove any valuables. All parking on the property is at your own risk.
3. Please be considerate and ask guests to be mindful of short-term parking restrictions.
4. Please observe all directional, speed limit and stop signs throughout the parking area.
5. Do not park illegally or in fire lanes. Cars parked in these areas are subject to citation and/or towing.
6. Trailers and towed vehicles are not permitted in the parking areas.
7. Handicapped spaces are reserved for disabled persons only. Cars illegally parked in these areas are subject to citations and/or towing.
8. All vehicles must be parked in designated spaces and may occupy only one space.
9. Please do not park in reserved spaces that are clearly marked with tenants names.
10. There is limited number of spaces on all lots/garages and parking spaces as specified in your lease language.
11. Should any violation of parking guidelines occur, your vehicle may be towed at the expense of the vehicle owner. Should your vehicle be towed, contact Henry’s Towing at 301-869-4800.
REPORTING AN INJURY
If ever an employee, client or visitor is injured on the property, please contact property management immediately. Property Management contact information is located here. A representative of the owner will take a report from your office on the incident.
Please be sure to record the following information for the incident report –
• Reporting office/contact (address, phone, email etc)
• Location of the incident
• Date & Time of the incident
• Date & Time Incident reported
• Any photos
• Description of bodily injury
• Contact information of Injured party (Incl address, phone, email, employer information and a statement from the injured party)
• Witness contact information and statement
A representative of the owner (manager, engineer or guard) will come immediately to take your report and will email you a copy as well.
REPORTING A LOSS OR THEFT
Property Management Company and Property Owner are not liable for any items stolen from the property or your suite at any time. We encourage you to report all losses to the local police by filing a police report. You can contact the non-emergency police number for Montgomery County to file a report. See Emergency Procedures for the local police department contact information
After filing a police report, contact the Management Office to file an Incident Report. You are encouraged to file the police report and Incident Report with your insurance company to attempt to replace any items lost.
Please be sure to record the following information for the incident report
• Reporting office/contact (address, phone, email etc)
• Location of the incident
• Date & Time of the incident
• Date & Time Incident reported
• Any photos
• Description of Property Damage/Theft/Incident
• Contact information of party who incurred the loss (Incl address, phone, email, employer information and a statement)
• Witness contact information and statement
• Copy of the Police Report/Report #
SAFETY GUIDELINES
It is important to understand that each tenant is fully responsible for the security of their own space. To minimize incidents that may occur in your premises, it is important that you establish and periodically review policies, procedures, rules and regulations as a means of preventing losses and identifying wrongdoing. All employees must understand the importance of their part in helping to ensure a more safe and secure working environment.
1. Collect keys and building access cards from employees who have resigned or have been terminated from your firm Contact Datawatch or Property Management to disable key fob (if applicable).
2. Develop and distribute your company’s safety policies and/or guidelines to each of your employees and also provide a copy to the Management Office.
3. We offer the following loss prevention guidelines to assist you in successfully maintaining a safe and secure working environment.
Loss Prevention Guidelines for Tenants and Their Employees
Immediately report any suspicious persons or activities (e.g., persons loitering in a public corridor, elevator, garage, rest rooms, or stairway, unknown persons in your leased space, the tying of several doors to other spaces, etc.) to the local police and notify the Management Office. Do not attempt to detain these people. Provide the following information: See Reporting Loss or Theft
Property address
Floor
Specific description of individual
Clothing worn
This may aid the police in locating a suspect being sought who has taken refuge on the property or inside your building immediately after committing a crime. It can also aid the police in apprehending a suspect whom they have earlier identified while investigating a crime reported in the vicinity.
Check doors to ensure locking mechanisms are in working order.
As a control measure, employees should sign for keys and be instructed never to loan their key to another employee for any reason. If a key is lost or stolen, you may wish to replace the lock cylinder. Please report all lost or stolen keys and access cards immediately.
When entering the building or your individual suite before or after hours, do not allow anyone to enter behind you without using his or her own security key.
A “Visitor Admit” authorization policy should be enacted and followed for the property where a tenant may require a large number of visitors on a regular basis (i.e., a tenant that conducts training). The “Visitor Admit” pass should indicate the tenant name, suite number and length of visitor status for the particular event, as necessary.
Receptionists are the first line of control to recognize a potential intruder. Therefore, it is important that they be responsible and properly trained. Reception desks should never be left unattended while your office door is open for entry.
Visitors, guests and applicants for employment should not be allowed beyond the reception desk without an escort. If the situation warrants, require ID tags for employees and visitors to your office. Arrange in advance for afterhours visitors to the building and give their names and expected times of arrival. Advise visitors of the correct
procedure for building entry during afterhours. Employees and visitors must be instructed that, when entering the building by use of access card or access entry phone, not to admit unauthorized entry to other persons. Authorized persons should understand they must, on each occasion, follow the proper entry procedure in order to maintain the integrity and proper continuity of loss prevention procedures.
Persons announcing a delivery, pick-up, repair or service of equipment should be identified and escorted on each occasion when responding to your suite. It may be advisable to appoint a person(s) as coordinator of these functions. If the repair or delivery person appears suspicious, obtain identification and phone his/her company for verification. As an added security measure, you may wish to institute a check-in or badge policy for all delivery and repair personnel.
Never be fooled by a uniform. Demand identification. Uniforms are easily obtainable and are often used as a disguise.
All members of the janitorial service providers must wear uniforms or have ID. If you encounter anyone who claims to be with the cleaning service and is not wearing appropriate identification or attire, call the Management Office or security immediately.
Do not accept bargains for sale by strangers. The merchandise may be stolen. Immediately notify the management office when there are solicitors on the property or in the building, as this is in violation of building rules and regulations.
All business equipment of value on the premises, whether large or small in size, should be registered in a master file by serial number or marked permanently in some identifiable fashion in the event of theft. Employees who use personal equipment for business should also personally mark or record serial numbers in the event items are stolen. With accurate description and identification, the police will be able to enter this information in the National Criminal Information Center computer, accessible by all U.S. law enforcement agencies. In the event items are found or recovered in the course of any police investigation, they can be confiscated and returned to the legal owner.
Employees should keep purses and small, yet easily concealed items of value under lock when not in their immediate control. Do not leave office equipment (calculators, recorders, laptops, etc.) visible on desks and tables in unoccupied offices. Also, it is important not to place purses under desks, or on the floor in a restroom stall. Employees should be cautioned against hanging coats containing wallets or their valuables on doors of unattended restroom stalls. Employees should be especially alert on elevators, bus stops or public transportation facilities to pickpockets. Employees should be informed that a door routinely kept locked should be tested on each occasion to be certain it has latched closed and locked. This is also important for the safety of fellow employees using restroom facilities in public corridors.
Never leave a rear or side entry door to your suite propped open. Immediately close any door you encounter which has been propped open and report this security violation to your office manager.
Doors to street, corridors or exits must be kept latched at all times. This is a fire protection requirement and also helps maintain the integrity of preventive and precautionary measures designed to restrict an intruder access to a limited area. Be conscious upon entering your suite prior to regular business hours (when a receptionist is not on duty) that your suite door handle is locked from outside and has latched securely when closed. This is also applicable for after-hours work and closing the office. If your office suite entrance door has a dead bolt lock, use it!
Keep any unoccupied or seldom used offices locked.
Never allow visitor traffic in storage areas. Do not make storage rooms easily accessible from the main business area.
Keep desks, file cabinets, safes, etc. locked when not in use and especially in unoccupied offices. Never leave a combination safe on a day-lock position. Thieves will turn the dial back to zero if it is in a day-lock setting. Always spin the dial when locking the safe.
Designate persons to be responsible for securing equipment and the office at close of business.
When securing the office at the end of the business day, check to make sure unauthorized persons are not in the office area.
Quietly leave if you are surprised by an unauthorized person in your suite. Call the police immediately.
If credit cards are stolen, report immediately to the issuing company and to the police.
In self-park garages, always remove keys from ignition, secure windows and lock doors. If keys must be left with an attendant, leave only the required key.
Avoid leaving valuable items in a parked vehicle. Any items that must be left should be placed out of sight or locked in the trunk.
Avoid leaving a registration card in a parked vehicle.
Have your car keys in your hand when leaving the office so you may enter your vehicle quickly. As you approach your parked vehicle, be on the lookout for loiterers in the area. Stay clear of alleys, abutments, and other parked vehicles when walking to your car. Always look inside your vehicle before entering.
Employees may wish to carry a small plastic police type whistle on a key ring when working, walking in a secluded area inside the building outside on the property or while traveling at night.
If you are the victim of a robbery, cooperate with the criminal by relinquishing your money or other personal objects. Personal items can be replaced. Appeasing the thief may discourage him from physically harming you.
You are law enforcement’s strongest ally in reducing crime, so be alert (and remove the opportunity for crime).
TRASH REMOVAL AND RECYCLING
Trash Removal
Trash from your suite is removed nightly by the janitorial company. All paper products in marked recycling containers and cardboard are removed and placed in the appropriate recycling containers for pick up. All garbage or contaminated recycling are placed in the appropriate trash receptacles for pick up. Trash will not be collected unless it has been placed in an appropriate trash receptacle. Cardboard boxes must be broken down and clearly marked as “TRASH/BASURA”.
Recycling
Property Management’s goal is to ensure that all building recycling is in accordance with the local, county and city codes. We force all janitorial to comply with laws and regulations. In accordance with Arlington County law businesses must comply with these recycling regulations within 30 days of operating within the County.
Recyclable Materials:
Mixed Paper – Please place all mixed paper in appropriate recycling containers.
White paper, colored paper including other dry, clean, dry paper
Corrugated cardboard/ boxboards flatten and emptied
Newspapers, including inserts
Magazines and catalogs
Telephone directories
Paperback and hardcover books
Unwanted mail
Shredded paper
Commingled Material – Please place all commingled materials in appropriate recycling containers.
Aluminum cans and foil products
Bi-metal steel/tin cans
Glass bottles and jars
Plastic bottles, containers, jars, tubs, lids, pails, buckets, and flower pots
Scrap Metal- Non-Ferrous and Ferrous
Yard Trims & Christmas Trees
UTILITY AND INTERNET/FIBER INFORMATION
The Village at Shirlington Internet/Fiber Information
The Offices at the Village at Shirlington only offers Comcast internet at the moment. Please reach out to Comcast at: 800.266.2279 to set-up service.
Utility Companies
Dominion Virginia Power: 866.366.4357
Washington Gas (Gas) www.washingtongas.com 844.927.4427
Water/Sewer Emergencies: 703.228.6555
Comcast: 800.266.2279
SECTION 3 – RULES AND REGULATIONS
Building/Tenant Rules and Regulations
Refer to your lease (typically exhibit C) for the standard rules and regulations relevant to your premises at the property The items below may be included in your standard rules and regulations but are listed for your convenience
Tenant expressly covenants and agrees, at all times during the Term, and at such other times as Tenant occupies the Leased Premises or any part thereof, to comply, at its own cost and expense, with the following:
1. Tenant shall not obstruct or permit its agents, clerks or servants to obstruct, in any way, the sidewalks, entry passages, corridors, halls, stairways or elevators of the Building, or use the same in any other way than as a means of passage to and from the offices of Tenant; bring in, store, test or use any materials in the Building which could cause a fire or an explosion or produce any fumes or vapor; make or permit any disruptive noises in the Building; smoke in the elevators; throw substances of any kind out of the windows or doors, or in the halls and passageways of the Building; sit on or place anything upon the window sills; or clean the exterior of the windows.
2. Waterclosets and urinals shall not be used for any purpose other than those for which they are constructed; and no sweepings, rubbish, ashes, newspaper or any other substances of any kind shall be thrown into them. Waste and excessive or unusual use of electricity or water is prohibited.
3. Tenant shall not (i) obstruct the windows, partitions and lights that reflect or admit light into the halls or other places in the Building, or (ii) inscribe, paint, affix, or otherwise display signs, advertisements or notices in, on, upon or behind any windows or on any door, partition or other part of the interior or exterior of the Building, without the prior written consent of Landlord. If such consent be given by Landlord, any such sign, advertisement, or notice shall be inscribed, painted or affixed by Tenant, or a company approved by Tenant, and the cost of the same shall be charged to and paid by Tenant, and Tenant agrees to pay the same promptly, on demand.
4. No contract of any kind with any supplier of towels, water, ice, toilet articles, waxing, rug shampooing, venetian blind washing, furniture polishing, lamp servicing, cleaning of electrical fixtures, removal of waste paper, rubbish or garbage, or other like services shall be entered into by Tenant, nor shall any vending machine of any kind be
installed in the Building, without the prior written consent of Landlord, which consent shall not be unreasonably withheld.
5. When electric wiring of any kind is introduced, it must be connected as directed by Landlord, and no stringing of any kind or cutting of wires will be allowed, except with the prior written consent of Landlord. The number and location of telephones, telegraph instruments, electric appliances, call boxes, etc., shall be subject to Landlord's approval. No tenants shall be in direct contact with the floor of the Leased Premises; and iflinoleum or other similar floor covering is desired to be used, an interlining of builder's deadening felt shall be first affixed to the floor by a paste or other material, the use of cement or similar adhesive material being expressly prohibited.
6. No additional lock or locks shall be placed by Tenant on any door in the Building without prior written consent of Landlord. Ten (10) keys will be furnished Tenant by Landlord; ten (10) additional keys will be supplied to Tenant by Landlord, upon request, without charge; any additional keys requested by Tenant shall be paid for by Tenant. Tenant, its agents and employees, shall not have any duplicate key made and shall not change any locks. All keys to doors and washrooms shall be returned to Landlord at the termination of the tenancy, and in the event of loss of any keys furnished, Tenant shall pay Landlord the cost of replacing the lock or locks to which such keys were fitted and the keys so lost.
7. Tenant shall not employ any person or persons other than Landlord's janitors for the purpose of cleaning the Leased Premises, without prior written consent of Landlord, which consent shall not be EXHIBIT C RULES AND REGULATIONS unreasonably withheld. Landlord shall not be responsible to Tenant for any loss of property from the Leased Premises however occurring, or for any damage done to the effects of Tenant by such janitors or any of its employees, or by any other person or any other cause.
8. No bicycles, vehicles or animals (other than bona fide service animals) of any kind shall be brought into or kept in or about the Leased Premises.
9. Tenant shall not conduct, or permit any other person to conduct, any auction upon the Leased Premises; manufacture or store goods, wares or merchandise upon the Leased Premises, without the prior written approval of Landlord, except the storage of usual supplies and inventory to be used by Tenant in the conduct of its business; permit the Leased Premises to be used for gambling; make any disruptive noises in the Building; permit to be played any musical instruments, recorded or wired music in such a loud manner as to disturb or annoy other tenants; or permit any unusual odors to be produced upon the Leased Premises. No awnings or other projections shall be attached to the outside walls of the Building. No curtains, shades or screens shall be attached to or hung in, or used in connection with, any window or door of the Leased Premises, without the prior written consent of Landlord. Such curtains, blinds and shades must be of a quality, type, design, and color, and attached in a manner, approved by Landlord.
10. Canvassing, soliciting and peddling in the Building are prohibited, and Tenant shall cooperate to prevent the same. Retail sales will be limited to the ground level and lower level retail store areas.
11. There shall not be used in the Leased Premises or in the Building, either by Tenant or by others in the delivery or receipt of merchandise, any hand trucks, except those equipped with rubber tires and side guards.
12. Tenant, before closing and leaving the Leased Premises, shall ensure that all entrance doors the Leased Premises are locked.
13. Landlord shall have the right to prohibit any advertising by Tenant which in Landlord's opinion tends to impair the reputation of the Building or its desirability as a building for offices, and upon written notice from Landlord, Tenant shall refrain from or discontinue such advertising.
14. Landlord hereby reserves to itself any and all rights not granted to Tenant hereunder, including, but not limited to, the following rights which are reserved to Landlord for its purpose in operating the Building: (i) the exclusive right to the use of the name of the Building for all purposes, except that Tenant may use the name as its business address and for no other purpose; (ii) the right to change the name or address of the Building without incurring any liability to Tenant for so doing; (iii) the right to install and maintain a sign or signs on the exterior of the Building; (iv) the exclusive right to use or dispose of the use of the roof of the Building; (v) intentionally deleted; and (vi) the right to grant to anyone the right to conduct any particular business or undertaking in the Building, subject to Addendum II hereunder.
EXHIBIT C RULES AND REGULATIONS
15. Tenant and Tenant's employees shall park their automobiles only in such number of spaces as Landlord may fix, taking into consideration the need for customer parking and other factors. The spaces assigned to Tenant and Tenant's employees shall be limited to any parking area designated by Landlord for use of office tenants, and the right to use spaces so assigned to Tenant and its employees shall be subject to such regulations as Landlord may reasonably promulgate from time to time to prevent parking by unauthorized parties or parking in prohibited areas.
16. All safes shall stand on a base of such size as shall be designated by the Landlord. The Landlord reserves the right to inspect all freight to be brought into the Building and to exclude from the Building all freight which violates any of these Rules and Regulations or the Lease of which these Rules and Regulations are a part. No machinery of any kind or articles of unusual weight or size will be allowed in the Building without the prior written consent of Landlord. Business machines and mechanical equipment, if so consented to by Landlord, shall be placed and maintained by Tenant, at Tenant's expense, in settings sufficient to absorb and prevent all vibration, noise and annoyance.
17. The Leased Premises shall not be used for lodging or sleeping purposes, and cooking therein is prohibited.
18. After 6:00 p.m. until 8:00 a.m. on weekdays, after 1:00 p.m. on Saturdays, and at all hours on Sundays and legal holidays, all persons entering or leaving the Building may be required to identify themselves to establish their rights to enter or leave the Building. Landlord or its agents may exclude from the Building during such periods all persons who do not present satisfactory identification. Each tenant shall be responsible for all persons for whom it requests admission and shall be liable to Landlord for all acts of such persons.
19. In addition to all other liabilities for breach of any provision of these Rules and Regulations, Tenant shall pay to Landlord all damages caused by such breach. The violation of any such provision may be restrained by injunction.
20. Landlord shall have the right to control and operate the public portions of the Building, facilities furnished for common use of the tenants, and Building amenity areas in such manner as Landlord deems best for the benefit of the tenants generally. Landlord reserves the right to exclusively use and establish separate rules and regulations regarding use of Building amenities including the conference rooms, bicycle storage rooms, tenant lounge area, and any such facilities added by Landlord in the future. Tenant and its employees shall at all times abide by such rules and regulations.
21. Tenant shall provide a minimum of 24 hours advance notice with Landlord's property management department all deliveries to the Building so that arrangements can be made to minimize interference and/or disruption to other tenants of the Building.
22. Tenant shall coordinate use of the conference rooms with 24 hours advance notice with Landlord's property management department. Following its use of the conference rooms, Tenant shall notify Landlord's property management department of any issues with the furniture, fixtures, and equipment, and shall be responsible for ensuring conference rooms are left in a clean and orderly condition following their use which is consistent with the
first class nature of the Building. Tenant also shall pay Landlord a fee of for set up/cleaning fee of $175 per occurrence, subject to adjustment from time to time, for Tenant's use of the Conference Facilities.
23. Landlord, at its election, shall have the right to condition Tenant and its employees to sign a waiver to authorize use of the bicycle storage facility or other Building amenities as it deems fit. Tenant EXHIBIT C RULES AND REGULATIONS and its employees that store bicycles in the bicycle storage facility shall observe reasonable safety precautions at all times in and around the Project. Landlord does not assume any responsibility, and shall not be held liable, for any damage or loss to any bicycle or personal property in or about the bicycle storage facility and tenant storage areas in the Building, or for any injury sustained by any person in connection with use of a bicycle in or about the Project.
24. Landlord, at its election, may provide wireless internet service in the common areas of the Building as a courtesy for Tenants of the Building and their guests. and is intended for use in the common areas only. Landlord does not assume any responsibility, and shall not be held liable, for any consequential damage or loss to Tenant, its employees, or its guests as a result of use of wireless internet service provided by Landlord. Tenant shall arrange for telephone, cable, internet, and/or other communications services to the Premises prior to move-in. Should such services require any new cabling or wiring to the Building itself, it is the responsibility of the Tenant to gain consent of the Landlord.
Contractors’ Rules and Regulations
Refer to your lease (typically exhibit D) for the standard contractors’ rules and regulations relevant to your premises at the property. The items below may be included in your standard contractors’ rules and regulations but are listed for your convenience.
1. All demolition and/or construction work generating sufficient noise to disturb Building occupants (e.g., core drilling and ramset shots) must be accomplished before or after normal operating hours. Determination of sufficient noise levels to cause a disturbance shall be made at the Landlord’s sole discretion.
2. Loading dock use for the delivery of materials and/or equipment or for the removal of trash shall be before or after the normal hours of operation for the Building. For isolated special cases, arrangements may be made with the property manager of the Building (“Property Manager”) for deliveries between 10AM – 7AM
3. Freight elevator use for the delivery of materials and/or equipment or the removal of trash shall normally be before or after the normal hours of operation for the Building and only with the express permission of the Property Manager. For isolated special cases, special arrangements may be made with the Property Manager for deliveries between 8AM-6PM. All elevator use must be with the full knowledge and consent of the Property Manager.
4. Construction debris must be removed from the Building in suitable containers. Removal must be accomplished in a manner which does not cause damages to the Building, create any disturbances to tenants, or create additional cleaning for Building personnel. Sufficient precautions must be taken to protect finishes in the path of removal. Damages resulting from negligence will result in an assessment to the contractor for damages.
5. Contractors are responsible for timely cleaning of all public areas affected by their construction activities. Contractors are further responsible for providing and promptly removing their own trash containers.
6. Any work not to be installed in strict adherence with the construction contract documents must be approved by the Landlord prior to installation.
7. All workmen must conduct themselves in a reasonable manner at all times. The removal of any workmen using profanity, loitering in the Building, or creating a disturbance to tenants will be required.
8. All of the contractor’s personnel are responsible for their own parking and the associated cost. Unauthorized vehicles found in loading areas or parking garages will be ticketed and towed.
9. All work requiring connection to the Building fire alarm system is subject to the Landlord’s requirements. The completion of the tie-in must be accomplished utilizing the Landlord’s specified contractor. Any warranties voided as a result of the contractor’s or subcontractor’s failure to comply with this requirement will result in the contractor’s replacing the voided warranty in compliance with the Landlord’s requirements.
10. Any roof penetrations required must be performed and repaired by the Landlord’s designated subcontractor. Any warranties voided as a result of failure to comply with this requirement will result in the contractor’s replacing the voided warranty in compliance with the Landlord’s requirements.
11. Any work requiring the partial or full shutdown of any base Building systems, including electrical, mechanical or plumbing, must be scheduled with and approved by the Property Manager 24 hours in advance. The shutdowns generally must be done on Monday through Friday between 3:00 a.m. and 7:00 a.m.
12. All painting utilizing oil-based or polymer-based paints shall be performed before or after Building operating hours. The contractor shall be responsible for scheduling with the Property Manager any HVAC required for proper ventilation of work areas and adjacent tenant spaces.
13. The protection of existing mechanical equipment, including but not limited to baseboard heaters, heat pumps, air handlers, air conditioners, ductwork and distribution equipment, from physical damage or damage from dust and debris is the responsibility of the contractor. Damage as a result of failure to protect equipment will result in an assessment against the contractor for such damages and the resulting required repairs.
14. All penetrations to slab materials require the review and approval of the Landlord’s structural engineer without exception. The cost of this review and approval is the contractor’s responsibility.
15. All testing of fire alarm equipment requiring the sounding of bells, sirens, or voice annunciation must be scheduled with the Property Manager 48 hours in advance of the test. Pre-testing of new fire alarm work is mandatory. Rescheduled test as a result of the contractor’s failure to coordinate with the Property Manager, the contractor’s failure to completely pre-test the system, or the contractor’s failure to pass municipal test shall be the contractor’s responsibility.
16. Normal Building operating hours are generally 8:00 a.m. to 6:00 p.m., Monday through Friday (except Holidays).
17. These rules are subject to change at the Landlord’s discretion.
SECTION 4 – AMENITIES
BUILDING AMENITIES
Bike Storage
The Village at Shirlington is equipped with a secure bike storage room on the basement level of the building. Access to the bike room is only granted as a secondary access once we receive your signed waiver of liability
Lockers
We have lockers located in the Bike Storage Room in the basement. The lockers are equipped with programmable digital locks. If a locker is locked/in use the LED light on the lock will flash RED indicating it is in use. Once you find an available locker (LED light will be green), simply put in your items and close the door. You will enter any 4-digit code to lock the door and simply re-enter the same 4-digit code to unlock the door.
We ask all tenants to be considerate when using the lockers. Please keep the floor clear of all bags, clothing, etc and use the lockers to store and hold your belongings. Dry off in the shower areas to limit tracking water throughout the locker rooms. Be considerate of others waiting for the showers. Misconduct in the locker rooms can cause immediate revocation of access to both the bike and lockers without notice.
Conference & Meeting Room
There are two Conference Rooms located in the Annex/Amenity Space Campbell Conference Room (the larger conference room) can accommodate up to 50 people and can be configured in various ways to accommodate your meeting needs.
The Quincy Conference Room can accommodate up to 5 people. This meeting room also features technology to present wired or wirelessly and conduct audio calls.
If you would like to utilize one of the conference rooms for a meeting/luncheon, please submit a request through Workspace or reach out to Property Management.
Wi-Fi
The Annex/Amenity space has Wi-Fi for office employees and their guests to use when in and around the amenity space.
The Wi-FI information is as follows:
Federal TownHall
Password:federal1962
PROPERTY AMENITIES
Property Map
For the most up to date property maps please go to: https://villageatshirlington.com
SECTION 5 – EMERGENCY PROCEDURES
It is tenant’s responsibility to review the Emergency Procedures with all employees and to ensure that the handbook is available for immediate reference in the event of an emergency. It is imperative that tenants understand these procedures are merely suggestions and should not be considered the wherewithal advice for safety of them or their employees. It is the SOLE responsibility of each tenant to develop/create, train and reiterate their company’s emergency/safety policies and procedures. The following information is given as general and common information for building emergencies.
EMERGENCY PHONE NUMBERS
Emergency: 911
Fire/Police Department (Non-Emergency) 703.558.2222
Poison Control 800 222 1222
Management Office: 800.241.8608
After-Hours Emergencies: 800.241.8608
Security (On-Site or Patrol Service) 571.423.6159
MEDICAL EMERGENCIES
Should a medical emergency situation develop which requires immediate intervention by trained personnel, proceed as follows:
Do you need help?
Is the person responsive?
• Ask for his/her name.
• If the person is not responsive, immediately call 911.
If the person is responsive, send someone to call 911 and ask the person
• Where does it hurt?
• What hurts?
• Do you have difficulty breathing?
• Do you have a headache, stomach pains or chest pains?
When calling 911
• State your name.
• State your exact location: e.g. 2700 South Quincy Street/2788 South Arlington Mill Drive, Kitchen
• State the reason you are calling: e.g. “My coworker is on the floor unresponsive. He/she complained about chest pains before becoming unconscious.”
• Send a co-worker to meet the paramedics and to lead them directly to your location.
• Follow the 911 operator’s instructions and wait calmly for further medical assistance.
• NOTE: Do not hang up until the emergency operator does so.
Notify the Management Office
Have someone notify the management office that 911 emergency responders have been requested and provide the following information:
✓ Your name and company name
✓ Nature of medical emergency
✓ Exact location and name of sick or injured person
✓ Whether or not you have called for trained assistance
✓ A number where you can be reached
• Direct any on-lookers away from the area of the injured person. Clear the area of any objects that might impede the rescue or interfere with emergency personnel.
• Remain with the victim. DO NOT move the victim unless there is immediate danger of further injury. Keep the victim comfortable and warm.
• Designate a responsible person to do the following:
• Wait at the building’s main entrance for medical personnel. When they arrive, direct them to the injured person.
• Whenever possible, have an elevator standing for the rescue team.
NOTE: CPR training and first aid courses are available through your local American Red Cross.
EMERGENCY RESPONSE TEAM
Designate at least one person per office (if your office space is over multiple floors, designate at least one person per floor) as a part of your office’s emergency response team. This individual will play a critical role during an emergency by learning how to properly act and lead during an emergency.
The designated individual, or individuals, should be responsible for:
✓ A list of all employees and their locations, including any handicapped personnel or other person(s) requiring special attention during an emergency.
✓ Contact information for all personnel, including cell phone numbers.
✓ Calmly leading any evacuations or shelter-in-place activity.
ASSEMBLY AREAS
Choose an assembly area that is not near any buildings on the property, typically a parking lot or grassy area nearby should be chosen. Be sure that all staff members are aware of the location should an emergency situation arise.
Nearby assembly areas at the property can be:
• The flat parking lot outside of 2788 South Arlington Mill Road (behind Enterprise and Subway).
EVACUATION OR BUILDING CLOSURE
In the event of an emergency or natural disaster, it may become necessary to evacuate or close the building. All personnel should be completely familiar with evacuation and closure procedures.
Evacuation Preparation
Create an emergency plan for your employees including a designated assembly area set away from the building.
• Study your evacuation route.
• Know where the emergency exits are on the property (i.e., stairwells, back door exits, etc.).
• Know the location of your designated assembly area.
• Request special needs.
• Report any handicapped personnel to management so that the information of their location can be relayed to first responders.
Evacuation Procedures
In an emergency situation or upon hearing alarms and seeing strobes, wait until management or designated SAFETY response team personnel indicated that it is safe and appropriate to evacuate the building.
Emergency response team members will:
• Lock their computers and gather personal belongings.
• Check all areas (offices, restrooms, conference rooms, etc.) provided it is safe to do so.
• Remind all personnel to take their cell phones and medical and emergency supplies.
• Acquire emergency Evacuation Routes for each floor and follow Evacuation Procedures.
Any individuals refusing to leave should be reported to a Security Guard or management office personnel.
Act:
Evacuate – remain calm and quiet, remove high heeled shoes, move quickly but do not run, assist those who may have trouble on the stairs or who have been injured.
• At the alarm and/or once instructed, go to the closest exit single file (stay to the right if exiting by stairwell) and depart the facility. Do not use elevators. Assume all alarms are real unless prior notification was sent by management.
• Do not impede actions of Fire Department personnel and equipment.
• Assemble. Report to your designated Assembly Area.
• Wait for directions from Security, Fire Department personnel or your building management team.
Recover:
Return to the building only when instructed by Security, Fire Department personnel or your building management team.
Take other action as instructed.
Evacuating the Injured
If you are alone with an injured person who is unable to leave the area unassisted, you may find that a “blanket drag” will provide you with the means to remove the person from the hazardous area. The drag can also be accomplished with a coat. If you are unable to carry the person, the “blanket drag” may be your only means of moving the person out of danger.
To get the person onto the blanket, turn the person on his/her side and roll the blanket up, lengthwise, so that when you roll them over to the other side, you can open the blanket. Grasp the corners nearest the head of the injured and pull the person out of the area.
Prepare:
In certain situations, such as during certain weather-related emergencies, it is advisable to not evacuate a building, but rather to seek shelter where you are.
Act:
Report. Call [insert phone number] if hazardous conditions (i.e., chemical accident, bad weather) are present.
Shelter-In-Place. Move away from windows and close doors of offices with windows. Listen for announcements and updates or call [insert phone number].
Assemble. Move to an interior room, hallway, conference room, bathroom, stairwell or any other location without windows.
Recover:
Return to workspace or evacuate when instructed by PA system, security or building management staff.
Building Closure Procedures
In the event that a natural disaster may result in the evacuation and closure of a building, the Management Office and Emergency Personnel will authorize the building closure. Prior to any building closure, the communication process will need to be initiated using message boards, call centers, etc., and building closure timelines established.
In order to coordinate the evacuation process and removal of essential hardware, files or other materials, the Management Team will coordinate access to all docks and elevators necessary for an expeditious evacuation process. Coordination of docks and elevators is essential to the evacuation process, since multiple tenants will need simultaneous access to these resources.
Once determined that the impending natural disaster will affect the safety of the building and all occupants, the building will be secured and non-essential personnel will be evacuated, per the Evacuations Procedures noted above.
If there is a potential for loss of power due to the natural disaster (i.e., hurricane, tornado, blizzard), the building will be evacuated and locked down manually. No tenants will have access to the building during the lockdown.
Tenants that need any on-site staff during the impact of the natural disaster will be required to provide an accounting of those identified personnel to the Management Office, and upon approval those identified personnel should be limited to a designated area inside the building. The Management Team reserves the right to evacuate any building completely, if a condition is determined to be dangerous.
UTILITY OUTAGE
During a utility outage (water, power, etc.) the property will be closed until the utility is restored. A building closure may include, but not be limited to, the building being securely locked down and no further additional services provided (i.e., engineering, etc.). Management will notify all tenant contacts with updates until service is restored. Building evacuation may be recommended. Tenants choosing to stay in the building during a utility outage do so at their own risk.
POWER FAILURE
In the event of a power failure the building is equipped with emergency systems which will provide power for emergency lighting, selected elevator service, life and safety security systems and water for the restrooms.
If you experience loss of power in your suite, immediately contact the Management Office. An Engineer will be dispatched to assist in restoring power, if the entire building is affected, the Electric Utility Company will be contacted for assistance and building personnel will keep all tenants advised.
If the power failure occurs during daylight hours, open the blinds to utilize available sunlight. This should be avoided, however, in emergency situations where procedures call for closed blinds.
Following is a list of items that all tenants should keep on hand in case an emergency of any kind causes the loss of power:
Emergency Lighting
flashlights, flares, light sticks.
Batteries – keep a fresh supply
Blankets – lightweight fire and shock retardant emergency blankets.
Radios – portable transistor radios with extra batteries and two-way radios
WEATHER EMERGENCIES
Weather emergencies can occur at any time. Before heading to the office on mornings when bad weather strikes, check with the local and federal government office operational statuses.
Check the status of government and school closures due to weather alerts/emergencies. When weather emergencies occur during working hours, follow your building’s PA announcements. The building management team will also send email updates to all tenant contacts.
Best Regards,
The Offices at The Village at Shirlington Property Management Team
INSURANCE REQUIREMENTS
Contractor shall obtain, pay for and keep in force at all times during the performance of the Work, the following insurance coverages placed with Insurance Companies have a minimum A.M. Best rating of A- VII or better; Workers’ Compensation Insurance as required by the laws of the State in which the Work is being performed and Employer’s Liability Insurance with limits of liability not less than; $500,000 each accident, $500,000 diseasepolicy limit and $500,000 disease- each employee. Said policy shall provide a waiver of subrogation in favor of the Additional Insureds and Contractor hereby waives all rights of recovery against the Additional Insureds arising out of claims made under the Worker’s Compensation and Employers Liability insurance required to be maintained under this contract.
Automobile Liability Insurance, including owned, hired and non-owned coverage with a combined single limit of not less than One Million Dollars ($1,000,000) per occurrence.
Commercial General Liability Insurance (including Personal and Advertising Injury, Blanket Contractual and Completed Operations) with limits of not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate. Products/Completed Operations Coverage shall be written with a limit of not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate. Completed Operations shall be maintained for three (3) years following Final Completion of the Work. If the policy covers other projects, the policy shall provide for aggregate limits per project.
Professional Liability- If this contract involves any professional services including, but not limited to, construction management, architectural, engineering or testing services then Professional Errors and Omissions Liability insurance with a limit of not less than One Million Dollars ($1,000,000) per occurrence/aggregate is required. Coverage written on a claims made form must remain in force for at least five (5) years after completion of construction.
Additional Insureds. Owner entity, Federal Realty OP LP, Federal Realty GP, LLC, Federal Realty Investment Trust, together with the respective owners and each of the entities listed in Exhibit E, which own one or more of the properties at which Services may be provided (collectively, “Properties”), any other entity with an ownership interest in the Properties, the Owner’s Representative, other Indemnified Parties, and other persons or entities designated by the Owner (together, the “Additional Insureds” and each an “Additional Insured”) shall each be included in all policies required hereunder to be maintained by the Vendors (except for workers’ compensation insurance and professional liability) as additional insureds for claims against them relating to these properties. The additional insured status under the Commercial General Liability Insurance shall be effected using the ISO Additional Insured Endorsements forms CG 2010 07 04 (ongoing operations) and CG 20 37 07 04 (completed operations) or such other endorsements providing cov erage at least as broad and approved by the Owner in writing and shall be maintained for a minimum of three (3) years following Final Completion of the Work. All of the Contractor’s liability policies shall be endorsed so as to indicate that such policies provide primary coverage (without any right of contribution by any other insurance or self‐insurance, including any deductible or retention, maintained by an Additional Insured) for all claims against the Additional Insureds arising out of the performance of this contract by the Contractor, or anyone for whom Contractor may be liable. These policies shall include a separation of insureds/ severability of interests clause for claims against the Additional Insureds due to the negligence, act, omission or other conduct of the Contractor, or anyone for whom Contractor may be liable. The policy shall provide such Additional Insureds with a thirty (30) day notice of cancellation or non‐renewal. Any certificates of insurance furnished in accordance with this Contract shall specify who has been added as an additional insured and shall specify the required additional insured status applies to ongoing and completed operations and shall state that the policy shall provide the thirty (30) days advance notice.
All insurance policies provided pursuant to the foregoing provisions of this section regarding insurance requirements shall be in a form and written by companies satisfactory to the Owner. Contractor may meet the limits of liability indicated by means of the use of an Umbrella liability policy. Any Commercial General Liability must be written on an occurrence basis (not claims-made).
Owner shall be furnished with certificates of insurance evidencing that all such insurance specified herein is in force prior to commencement of the Services/Work. If Contractor fails to furnish Owner with insurance certificates, Owner may, in addition to any other remedies which Owner may have at law or inequity, purchase the required insurance and deduct the cost thereof (together with reasonable charges for obtaining said insurance) from any sums due, or to become due, to Contractor.
THIS CERTIFICATE ISISSUEDASAMATTER OF INFORMATION ONLY ANDCONFERS NO RIGHTS UPON THE CERTIFICATEHOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THISCERTIFICATEOFINSURANCEDOESNOTCONSTITUTEACONTRACTBETWEENTHEISSUINGINSURER(S),AUTHORIZED REPRESENTATIVEORPRODUCER,ANDTHECERTIFICATEHOLDER.
INSURED PHONE (A/C,No, Ext): PRODUCER ADDRESS: E-MAIL FAX (A/C,No): CONTACT NAME: NAIC # INSURER A : INSURER B : INSURER C : INSURER D : INSURER E: INSURER F : INSURER(S)AFFORDING COVERAGE
6/1/2011 ABC Insurance Brokerage 123 Street Name City MD ZIP XYZ Contractor Name 789 Street Name City MD ZIP 1st Community A&M Services A. I. M. Mutual Ins. Co. 16578 18929 871737984 A GL Policy Number 6/1/2011 6/1/2022 1,000,000 1,000,000 5,000 1,000,000 2,000,000 2,000,000 X X B X XX Auto Policy Number 6/1/2011 6/1/2022 1,000,000 C WC Policy Number 6/1/2011 6/1/2022 X 500,000 500,000 500,000 A Professional Liability (Claims Made) (If Required by Contract) Prof Policy Number 6/1/2011 6/1/2022 $1,000,000 Each $1,000,000 Claim Aggregate
LOC JECT PRO- POLICY GEN'L AGGREGATE LIMIT APPLIES PER: OCCUR CLAIMS-MADE COMMERCIAL GENERAL LIABILITY GENERAL LIABILITY PREMISES (Ea occurrence) $ DAMAGE TO RENTED EACH OCCURRENCE$ MED EXP (Any one person)$ PERSONAL & ADV INJURY$ GENERAL AGGREGATE$ PRODUCTS - COMP/OP AGG$ $ RETENTION DED CLAIMS-MADE OCCUR $ AGGREGATE $ EACH OCCURRENCE$ UMBRELLA LIAB EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) INSR LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS WC STATUTORY LIMITS OTHER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ ANY PROPRIETOR/PARTNER/EXECUTIVE If yes, describe under DESCRIPTION OF OPERATIONS below (Mandatory in NH) OFFICER/MEMBER EXCLUDED? WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N AUTOMOBILE LIABILITY ANY AUTO ALL OWNEDSCHEDULED HIRED AUTOS NON-OWNED AUTOS AUTOS AUTOS COMBINED SINGLE LIMIT BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE $ $ $ $ THISIS TO CERTIFYTHATTHEPOLICIESOF
