One Charles Park
Cambridge, MA02142
TENANT
MANUAL
Version 2007
TABLE OF CONTENTS
Tenant ManualSection 1
Emergency ProceduresSection 2
Building Forms Section 3
Welcome to One Charles Park.
From all of us at Jones Lang LaSalle we would like to welcome you!
INTRODUCTION
This Tenant Handbook has been designed to supply you with building information, procedures and policies that will help to create a safe and pleasant work environment. For your convenience, you can find an electronic copy of this manual on the Charles Park One & Two website at along with other helpful information regarding the building and its surrounding area.
One Charles Park is owned by Charles Park One LLC and as the owner's agent, Jones Lang LaSalle, is responsible for the management, marketing and leasing efforts of the project. Jones Lang LaSalle isthe world's leading real estate services and money management firm, committed to delivering exceptional strategic, fully-integrated services for property owners, investors and occupiers.
This Tenant Manual should be made available to all individuals within your company responsible for coordination of activities within the building. Although the procedures that follow have been developed using Jones Lang LaSalle’s experience in building management, changes may occur; therefore, we will be providing updates and revisions as necessary. Should you have any questions or need additional information, please feel free to contact the Property Management Office, which is located on the First Floor of One Rogers Street or via phone at (617) 225-0477.
The following categories are included in this section:
BUILDING PROCEDURES
QC#
- Property Management
- Hours of Operation
- Heating, Ventilation and Air Conditioning
- Construction Services
- Cleaning Services
- Parking
- Waste Removal
- Rent Payments
- Smoking Policy
- Loading Dock Access and Deliveries
- Freight Elevators
- Amenities
- Miscellaneous
- Tenant Emergencies
- After HoursBuildingEmergencies
- Assistance for the Physically Impaired
PROPERTY MANAGEMENT
Staff:Laura Rogan, General Manager
Chelsey Stevens, Tenant Coordinator
Office Hours:Monday through Friday
9:00 a.m. to 5:00 p.m.
Phone Number:(617) 225-0477 (24 hours)
Fax Number:(617) 225-2017
Mailing Address:Jones Lang LaSalle
One Charles Park
Cambridge, MA02142
E-mail:
HOURS OF OPERATION
The building is open to the public 8:00 a.m. – 6:00 p.m. Monday through Friday.
BUILDING ACCESS PROCEDURES
Tenants may access the building after hours by using their building access card. No person will be allowed to enter the building and gain access to the floors after business hours, weekends and holidays without the use of a building access card.
For the purpose of building operations and building services holidays are as follows:
New Year’s Day
Martin Luther King Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
There will be no HVAC or cleaning services scheduled on the above holidays. If you require either service, please notify the Property Management Office, in writing at least 24 hours in advance so the appropriate arrangements may be made.
Please refer to your lease for company specific holiday schedules. The above holidays represent most union holidays that are acknowledged by our vendors, such as building maintenance, cleaning and security. Please note that there are additional charges to be paid by the tenant for any holiday or after-hours services, unless otherwise stipulated in your lease.
HEATING VENTILATION & AIR-
CONDITIONING
The operating schedule for the building HVAC system is 7 a.m.- 6 p.m., Monday through Friday, and 8 a.m. – 1 p.m. on Saturday.
There is no HVAC operation provided on Sunday or during holidays. If you require additional HVAC service, please notify the Property Management Office at least 24 hours in advance so the appropriate arrangements may be made.
Tenant Service Request (TSR) form is provided in this manual and may be faxed to the Property Management Office at (617) 225-2017. After hours HVAC is $70.00/hr* and billed monthly.
In order to minimize temperature needs throughout the offices, we may ask tenants close blinds on exterior windows throughout their offices to reduce solar loads on excessively hot days.
*Please note: rate is subject to change. Review your lease language for further specifics.
CONSTRUCTION SERVICES
Jones Lang LaSalle Construction is able to provide a diverse array of construction services, including performing design reviews for clients; construction management services, design-build construction and tenant build out.
Typically we provide these services through a negotiated agreement format. This approach has allowed us to work in partnership with our clients rather than a contract transaction-oriented vendor. The benefits we provide to our clients include:
#Ability to work on an accelerated schedule
#A non-adversarial relationship between team members
#Open book approach
#Pre-construction pricing and scheduling
#Value engineering
#Local experience with building and zoning code issues
The local Jones Lang LaSalle construction group (formerly Spaulding & Slye Construction) was founded 30 years ago to both manage the development projects of Spaulding and Slye and provide service to outside clients.
Today, our local construction group has completed over 20 million square feet of tenant fit-up/renovation, currently manages over $40 million of construction annually, and is ranked among the top regional construction firms in the Boston area.
CLEANING SERVICES
The cleaning staff at One Charles Park is comprised of two on-site day porters, one night supervisor, and a full cleaning staff at night.
The day porters are responsible for the continuous cleaning of the building common areas, exterior maintenance, requested locked office space and special work requests throughout the business day from 7:00 a.m. to 3:00 p.m. The day porters will respond promptly to work requests reported through our web based work order system, 360Facilities, to the Property Management Office. 360Facilities access and training will be provided to the individual at your firm that will be our main tenant contact.
The night supervisor and cleaning staff are responsible for the cleaning of tenant spaces, which are unlocked and accessible along with cleaning of all common areas. They are on site from 6:00 p.m. until 9:30 p.m., Monday through Friday.
If you require additional cleaning services for a scheduled holiday, please notify the Property Management Office at least 24 hours in advance so the appropriate arrangements may be made. TSR may be faxed to the Property Management Office at (617) 225-2017.
The cleaning company also provides special services such as shampooing carpets, waxing vinyl floors, spot removal, upholstered furniture cleaning and many more. Please call the Property Management Office should you have a special cleaning requirement. The Property Management Office will then send you a proposal for the work, which will require authorization prior to scheduling.
There is an additional charge for cleaning services performed on holidays or in addition to the services normally scheduled. This charge is dependent upon the work requested and the size of the space.
Window Cleaning
The interior and exterior window washing is done on a periodic basis. A memorandum to notify all tenants is sent out in advance. Tenants are responsible for removing all items from the windowsills before the cleaners begin their work.
Parking
Rules and Regulations
-Access to the garage is permitted only to personnel carrying valid access badges. Access badges are non transferable. Only individuals issued the badge will be allowed access to the garage. Entrances and exits to the garage are monitored by surveillance equipment.
-Visitors to 1 Rogers Street and 1 Charles Park will not be permitted access to the Rogers Street garage. Parking on a day-to-day basis is available at the Galleria Garage.
-Admittance into the parking garage does not guarantee a specific parking space and parking privileges may be modified or preempted as required by your employer.
-Rules and Regulations in the Rogers Street Garage are in effect at all times, even when gate arms are in the “up” position or gates are being repaired.
-Headlights will be required to be turned on 24 hours a day while traveling within the Rogers Street Garage. The maximum permissible speed limit in the parking garage shall be 5 miles per hour.
-Use of the entrances and exits of Rogers Street Garage is only permitted to automobiles, motorcycles, and individuals walking bicycles. Pedestrian traffic through entrances and exits is strictly prohibited.
-Tailgating through the entrance and exit is strictly prohibited and will be enforced. Failure to comply could result in the loss of parking privileges.
-The Rogers Street Garage may not be used for long-term storage or overnight parking without approval of Property Management.
-All lost or stolen access cards should be reported to Property Management immediately. A replacement card is $15.00. All access cards without activity for sixty (60) days will be deactivated.
-Property Management reserves the right to close any parking area or roadway for reasons of repair, safety, etc. Vehicles parked within designated closed areas may be towed at owner’s expense.
-Anyone involved in a motor vehicle accident, break-in, or theft inside the parking garage should report the incident immediately to Building Security located at 1 Rogers Street, Room #116. 617-225-0607/0608.
Identification of Valid Parking Spaces
-Parking will be permitted only in areas identified as valid parking areas or spaces.
-Parking is prohibited in areas with lines or markings indicating fire lanes and no parking areas.
-Vehicles must park in a valid parking space, facing inward, between the yellow lines.
-Only vehicles with a properly displayed handicap-parking permit will be allowed to park in the reserved handicap spaces.
-Vehicles are strictly prohibited from parking in two spaces. Violators will be towed at owner’s expense.
Driver Responsibility
-Drivers are responsible for finding an authorized parking space.
-Vehicles and personal belongings are the sole responsibility of the car owner. Management assumes no liability for loss, theft, or damage to any vehicle.
-Citations issued to illegally parked vehicles are also the sole responsibility of the car owner.
-Property Management reserves the right to tow vehicles that remain in the Rogers Street Garage in an inoperative, derelict, or abandoned condition and/or vehicles that are not in compliance with state regulations.
Bicycles
-Bicycle riding is not permitted within the garage. Bicycle riders who use the bicycle storage facility will be required to walk bicycles from the sidewalk located on First Street, through the garage, to the designated area. When exiting, riders will be required to walk bicycles until they reach the sidewalk.
-Bicycles should be secured in the designated bicycle cage.
-Bicycle riders will not be required to swipe their access card upon entering the garage. Bicyclists will only be required to swipe their access card to access the bike cage.
-The Rogers Street Garage may not be used for overnight or long-term storage of bicycles.
-Property Management assumes no liability for loss, theft, or damage to any bicycle.
Vehicle/Bike Owners not adhering to the Rogers Street Garage Rules and Regulations will be ticketed with a warning. Only one warning will be issued. A second violation of the same nature may result in the vehicle being towed and impounded at the owner’s expense.
Property Management reserves the right to change the Rogers Street Garage Rules and Regulations from time to time. The most current Garage Rules and Regulations will be posted outside the Building Security office at all times.
WASTE REMOVAL
Waste is removed from tenant spaces each night, Monday through Friday. Items for disposal, which will not fit in a waste receptacle, should be clearly marked "TRASH" for the cleaners to recognize.
Special pick-ups may be arranged with the Property Management Office for non-standard waste. This would include computers, paints, and solvents, developing agents, batteries. Non-standard waste will be removed as a TSR charge.
No household trash should be disposed on the property.
RECYCLING:
1 Charles Park is making a concerted effort to recycle. In an effort to recycle more material, E.L. Harvey & Sons, Inc. has instituted our Mixed Waste Recycling Program. This program allows us to send compacted loads of waste, primarily from office and retail environments, back to the E.L.Harvey facility where they collect recyclable material from the load.
The waste load is delivered to the Mixed Waste facility from the place of origin and deposited on the tipping floor, separated, and pushed on to the conveyer belt. The conveyer belt brings the waste to the sorting area.
As the material enters the sorting area, sorters go through the waste load and pull out the following: white paper, mixed paper, corrugated cardboard, metals, plastics, and glass. Depending on the load and the markets, the plastics may be just beverage containers or may include film, shrink wrap and other plastics. Metals range from tin and soda cans to various metal items to non-ferrous metals like brass and coppers.
At the end of the sorting area, the conveyer sends the waste load to a compacted transfer trailer for transportation to a waster energy plant. Our job is to reduce the waste load as much as possible. In most cases, a suitable load will be reduced from 40 to 60 percent, with the balance sent for recycling.
E.L. Harvey & Sons and Jones Lang LaSalle are proud of our efforts to reduce the amount of waste going to disposal. As a result, E.L. Harvey will be pleased to offer tours of our facility in Westborough to our clients and their tenantsat any time.
Rent Payments
Rent payments are due on the first of each month. Rent checks can be
mailed to the following address:
Principal Life Insurance Company- 024310
P.O. Box 6113
Property: 024310
Hicksville, NY11802-6113
* Address is subject to change; tenants will be notified of any changes.
SMOKING POLICY
One Charles Park is a smoke-free building.
Smoking is not permitted anywhere in the building.
Smoking in the emergency stairwells is expressly forbidden. Not only does this violate the smoke-free policy, it also is a safety hazard to all of the tenants in the buildings and violates fire regulations.
Please be courteous and smoke outside away from the building and any entrances. Thank you.
Loading Dock access and deliveries
The loading dock is available to all tenants for deliveries. Access to the loading dock is obtained using an intercom system and communicating with building security located in the main command center, off the first floor lobby of One Rogers. Tenants are asked to inform management of all scheduled deliveries 24 hours in advance, which can be done by faxing the attached “One Rogers Delivery” form to the Property Management Office at (617) 225-2017. This information will then be relayed to the building security staff. No vendor or moving company will be allowed access to the building without prior approval by the Property Management Office. Please inform us of all deliveries 24 hours in advance.
At the time of the delivery, security will phone the tenant contact to inform them that the delivery has arrived. It’s the tenants’ responsibility to be available at the time of delivery, to meet the delivery person in the loading dock, and to provide freight elevator access to the tenant’s space. Loading dock interior and exterior areas are monitored by surveillance equipment.
Freight elevator
Freight elevator access is secured and controlled by an access card reader. A limited number of employees should be selected by the tenant for loading dock and freight elevator privileges. Building management will provide those individuals with a building access card programmed only for access to their respective tenant floors.
Tenants must contact the Management office to reserve any extensive use of the freight elevator for large deliveries, on a first-come, first-serve basis.
Please note that certificates of insurance are required of all vendors making deliveries in the building. Certificates of Insurance must list the following as certificate holders and additional insureds: Charles Park Two, LLC and Jones Lang LaSalle Americas, Inc. and any of its subsidiaries and affiliates as now or hereinafter may be constituted.
All Day Tenant Moves:
All tenant moves in or out of One Charles Park or One Rogers Street must be made outside regular business hours: after 6:00 PM, Monday through Friday or on weekends. We request that all moves be scheduled one week in advance and a certificate of insurance for the mover be provided to the Management Office.
Depending on the size of the move, additional security personnel may be required.There is an additional charge of $25.00* per hour for security personnel to be paid by the Tenant.