BUILDING SYSTEMS & OPERATIONS

The exterior doors to the building are open from 7:00 AM to 7:00 PM Monday through Friday, after which time the building is automatically locked by the computerized building access system. The building will also be locked during building-recognized holidays. 

ACCESS CARD SYSTEM

Upon your move-in, access cards will be issued which provide building entry after hours. 

The following guidelines and rules should be followed for building access cards: 

1. Should you require additional or replacement cards, please submit a work order in Building Engines. There will be a $15.00 fee for any replaced access cards. 
2. All employees should be instructed not to lend their card to others and to keep the card in a safe place. 
3. Should an employee be terminated or leave the company and not return their card, please promptly complete a work order with the name of the person and the card number so that we may deactivate the card. 
4. Although the system has a record of card numbers and holders, we strongly recommend that each tenant maintain a record of employee names and card numbers for your files. 
5. Upon move-out, all access cards must be immediately turned in to the Management Office. 
6. All access card requests must be accompanied by a photo. Employees who need an access card may see security in main lobby to take a picture or provide a picture of their own to attach to the work order request.

Your building may be equipped to allow mobile credentials at building access points. Please contact the Property Management Office to inquire about this feature. 

VISITOR ACCESS

Visitors must be entered into Building Engines with their full name prior to arrival at the building. After a visitor has shown his or her photo ID to the lobby desk attendant(s), Security will notify the Tenant’s main contact of their arrival, to confirm if the visitor can be sent up to the Tenant’s premises at that time. 

Approved visitors will be permitted access into the elevator to their specific floor. Visitors must check in at security if they return the following day. Please be sure to enter all dates/times that each visitor will be onsite, as this will help make the process as seamless as possible.

HOURS & CONTACTS

Security services at 116 Huntington Avenue are provided 24 hours a day, seven days a week. Security officers assist visitors, monitor access, and prevent solicitors from entering the building. The security console is located the lobby front desk. Building entrances are secured after business hours and unlocked between 7:00 AM to 7:00 PM Monday through Friday. 

You may call the lobby security console anytime directly at 401.612.6832.

GOOD SECURITY PRACTICES

For your safety, we ask that you review and follow our recommended building safety guidelines available at the back of this book. While not exhaustive in scope, the list may be used as an aid in establishing adequate internal security procedures. Security is here for tenant and guest safety, so please utilize them as such. 

116 Huntington Avenue uses the Building Engines work order system, which allows tenants to submit work orders, cleaning requests, new access badge requests, notify the security console of expected visitors, and more. Building Engines immediately alerts the Property Management Office to an issue and is the preferred way to receive maintenance requests. 

TENANT ADMINISTRATOR

Each Tenant is responsible for designating at least two Tenant Administrators to authorize certain types of activities on behalf of the Tenant, including work orders.   

Your Tenant Administrators are empowered to determine the following for your firm: 

• Persons who will be granted after-hours access to the Building
• Lock changes and/or the ordering of additional keys
• Authorization for improvement work that is billable to the Tenant
• Persons who should be notified in case of an emergency
• Persons who will comprise your emergency life-safety team

If your designated Tenant Administrator should change, please contact the Property Management Office immediately to ensure that we have up-to-date records. 

All Tenant Administrators will have access to Building Engines, which will make it possible to track service requests; however, feel free to call the Property Management Office for any situations that require immediate attention.

SERVICE REQUESTS

Your Property Management Team is dedicated to servicing the needs of each tenant. We encourage you to share your questions, comments, concerns, and complaints with our team, so that we can best respond to ensure we maintain our standard of exceptional service. 

As a reminder, the Property Management Office is open 8:30 AM until 5:30 PM Monday through Friday, excluding holidays. After hours and on weekends, on-site security can be reached at 401.612.6832. In the event of an emergency, a member of the Property Management or Engineering teams can be reached after hours through on-site security. 

How to report a building problem/request (of any nature): 

1. Report the problem/request to your in-house Tenant Administrator
2. Tenant Administrator submits a request via Building Engines and follows up with a call to the Property Management Office
3. Identify the nature of problem/request, i.e., “office too hot/cold, light out, toilet overflow, needs special cleaning”
4. Identify location of problem/request, e.g., “18th Floor, Keith Hyde’s office, Northwest corner”, always report the name of the person experiencing the problem so that we can follow up with that person
5. Indicate the priority level of the request

The Property Management Team logs all calls and dispatches them to the appropriate party (engineering, cleaning, etc.).

MAINTENANCE REQUEST PRIORITY LEVELS

All problems/requests are handled on a priority basis and will be responded to as quickly as possible. For any situations that require our immediate attention, please also contact the Property Management Office. 

Priority Levels: 

• Priority 3: Immediate concern for safety and integrity of staff and items in your area.
• Priority 2: Zero concern for safety of staff and some concern for integrity and items and your area.
• Priority 1: Zero concern for safety of staff or integrity of your area but would like attention of building staff as soon as someone becomes available.

Routine service requests include: 

• Lock and key requests (must be coordinated by the building)
• Lighting requests (bulb out....)
• Plumbing requests
• Temperature/HVAC requests (too hot or too cold…)
• Electrical problems
• Mechanical problems
• Daytime janitorial “clean-ups”
• Restroom supply requests
• Telephone Closet/Electrical Closet Access

Please note, building personnel are not authorized to repair any personal property items including furniture, equipment, etc. The response time for common requests will be responded to as soon as possible but may take up to 24 hours depending on building activities. 

SPECIAL REQUESTS

From time-to-time, tenants may require additional services not provided for in their lease agreement. Should you require this type of service, our maintenance staff would be happy to assist you for a fee. Jobs scheduled after normal business hours will be charged at an overtime rate. Please contact the Property Management Office for current pricing for these services. 

Tenants may also require special services including minor remodeling or other construction work. Such alterations require approval by the Property Management Team prior to work commencement. Should you require an outside contractor, the Property Management Team will be happy to provide you with a list of approved contractors. Tenants with specific questions regarding alteration work should consult their Lease to familiarize themselves with applicable terms and conditions and contact the Property Management Office for assistance.

HOURS OF OPERATION

HVAC services are provided Monday through Friday, from 8:00 AM to 6:00 PM (excluding holidays) and 9:00AM – 1:00 PM on Saturdays excluding holidays. 

AFTER-HOURS REQUEST

After-hours HVAC service can be made available at the Tenant’s expense; however, please keep the following information in mind: 

• To provide after-hours HVAC services, engineering labor must be scheduled in advance. To make sure that an engineer is available to provide requested services, please submit your request through the Columbia Tenant Work Order System at least 48 hours in advance.
• Invoices for after - hours HVAC service will be sent to your firm following the date of service based upon the rated defined within your Lease.

PERSONAL HEATERS

As a reminder, personal heaters of any kind are not permitted anywhere in the building.

Indoor environmental quality is a critical component of healthy buildings. Numerous studies have confirmed the effect of the indoor environment on the health and productivity of building occupants. Ventilation, thermal comfort, air quality, and access to daylight and views are all factors which play a role in determining indoor environmental quality.

The building and individual elevator cabs have been equipped with the latest bipolar ionization (BPI) technology. BPI is an air purification system that restores clean air to indoor space by safely emitting both positively and negatively charged particulates that attach to and deactivate harmful substances like bacteria, allergens, smoke, mold, and viruses.

We regularly test the IAQ of your building to ensure our efforts are achieving an optimal indoor environmental quality for you and your team. For more information on your building’s IAQ, please contact your Property Management Team.

Common areas are maintained by the Building Janitorial team. Night cleaning is provided as per the scope of work defined in your company’s Lease. Additional porter services are available on request. Invoices for additional service will be sent to your firm following the date of service based upon the current rates.

PORTER HOURS & SERVICES

Day porters are on duty Monday through Friday from 7:00AM to 4:00 PM to keep the lobbies, corridors, restrooms and building perimeter clean during working hours. If you observe a janitorial problem in any of these areas or otherwise, please call our office so that we may immediately dispatch a day porter.

A tenant may request Day Porter assistance by submitting a request through Building Engines.

DUMPSTER/BIN REQUEST

For the removal of large amounts of paper, cardboard, and any other paper related recyclables, please request a plastic bin. All tenant requests for bins must be completed via Building Engines.

NIGHT CLEANING

Nightly janitorial services are provided Monday through Friday evenings. Routine cleaning includes dusting, vacuuming, emptying wastebaskets and damp-mopping your kitchen area. In addition, all restrooms and common areas are cleaned and stocked each night. Additional cleaning services are provided on a monthly, quarterly, and annual basis. If you discover that an area in your suite has been overlooked, please advise the Management Office so that we can ensure better service for you in the future.

As a reminder, please do not place any object near or against trash receptacles if the material is not to be thrown away. 

Please note that the janitorial crew will NOT dust any computer equipment, including terminals, hard drives, or keyboards; nor will they vacuum or dust near computer cables or wires. This is for your protection to avoid disrupting any sensitive computer equipment.

GREEN CLEANING POLICIES & PRODUCTS

116 Huntington Ave has a green cleaning policy and plan in place focused on reducing the overall impact of cleaning on health and the environment through a variety of measures, including the use of low-environmental impact cleaning products. For details, please see “Our Green Cleaning Policy” in this Handbook under “Sustainability, Energy Conservation, and Green Services.”

WINDOW CLEANING

Exterior window cleaning is performed biannually and interior window cleaning is performed annually. The Property Management Team will notify all Tenants in advance of the date(s) on which the window cleanings will occur. To protect your office and team’s belongings, we ask that all personal property, boxes, and equipment be moved away from the windows prior to when the window cleaning begins.   

E-Waste

The city does not permit any electronic waste in the regular trash flow.  Electronic waste includes computers, printers, copiers, telephones, remote controls, etc.  116 Huntington Avenue has a designated e-waste bin in the loading dock. E-waste pickup can be coordinated with property management. Please submit a work order through Building Engines and note that there may be an associated charge billed back depending on the items recycled. 

116 Huntington Ave manages indoor pests in a way that protects human health and the surrounding environment by adhering to the principles of the Integrated Pest Management (IPM) system. IPM is a sustainable, science-based, decision-making process that considers the life cycles of pests and the environments in which they thrive to control pest damage with minimal harm to people and the environment. IPM includes preventative measures to avoid the need for extermination while using safe, environmentally friendly pest control practices. Below are a few tips to help do your part:

• Do not keep open, unsealed food in desks or file cabinets.
• Clean up crumbs or spilled drinks — even a few crumbs or a small spill can attract unwanted pests.
• Do not over-water plants.
• Rinse and dry recyclables before placing in bins.
• Keep work areas neat and organized.
• If you do see a pest, call the Property Management Office promptly.

The building is equipped with 5 passenger elevators servicing the main building, 1 passenger elevator servicing the parking garage, and 1 freight elevator. Passenger elevators are for the exclusive use of people. Carts, dollies, hand trucks, large packages, etc. are not permitted on passenger elevators and must be transported via the service elevators. 

Delivery of all large materials and supplies must be done via the service elevators. Please note service elevators are restricted to building staff, contractors, delivery companies, and movers; if tenant employees need to move large items, please notify the Property Management Office. Vendors arriving during business hours (8:00 AM – 6:00 PM) Monday through Friday are limited to one trip in the service elevator. More information about the service elevator can be found under “Loading Dock and Deliveries” in this Handbook.

ELEVATOR MALFUNCTION / ENTRAPMENT 

All passenger and freight elevators are professionally maintained and are inspected regularly to ensure proper operation and safety.  Should you encounter any irregularity or interruption in the operation of the elevators, please note the car number and notify building security or the property management office immediately. If you become trapped in an elevator – 

1. Remain calm.
2. Use the car emergency call button, intercom or telephone to contact building or emergency personnel.
3. Please be prepared to provide the car number and location of the car if it is known.
4. Never attempt to force the elevator doors or exit the elevator yourself and never accept the help of anyone except building personnel, elevator company personnel or emergency responders to exit the car. Doing so can be highly dangerous and may result in serious injury.  Wait for help to arrive.

If Electrical Service Is Interrupted: 
If normal electrical service to the building is interrupted, elevator lights will blink, and elevators will stop temporarily. They will then automatically return to the lobby level one-by-one and open doors for you.

There are two emergency stairwells that service the building. They are located on the east side of the building and the west side of the building. 

Never prop stairwell doors open, as this may compromise the balance of the HVAC system and may create a serious breach to security and fire protection. The only way out of a stairwell is to go down to the ground floor and exit the building.

Stairwell doors are locked at all times to prevent entry onto a tenant floor.  Stairwells are for emergency use only and should not be used under normal circumstances. 

Deliveries of packages, supplies, or office equipment requiring the use of dollies or carts should be delivered via the Loading Dock, between the hours of 8:00 AM and 6:00 PM, Monday through Friday. Use of the service elevator(s) during this time is on a first-come, first-serve basis. Please note that no pallet jacks are allowed in the main lobby.

Any large deliveries (i.e. more than one trip on an elevator or deliveries requiring the use of elevator pads) should be made outside of normal business hours of Monday – Friday 8:00 AM – 6:00 PM, or by appointment Saturday or Sunday. These deliveries should be coordinated through the Property Management Office.

Building personnel including Engineering and Security are not permitted to accept deliveries of any kind (furniture, supplies, etc.) on your behalf. The Property Management Team cannot be held responsible for deliveries made to the building lobby.

Loading Dock Measurements 

• Loading Dock : 30’ W x 63’ D x 15’ H
   

Service Elevator Measurements 

• Cab: 6.5” W x 5.2” D x 9.3” H
• Front Door (opens to Lobby): 3.5” W x 8” H
• Rear Door (opens to service hallway): 3.5” W x 8”

116 Huntington Avenue has standard signage guidelines for the Main Lobby Building Directory, Floor Directory, and Suite entrance locations. Tenant Administrators should submit all signage requests and/or signage changes in writing to the Property Management Office. 

Requests should include the exact spelling, punctuation, capitalization, line presentation and spacing requested. The request will be reviewed for compliance with building standards as well as conformance with individual lease criteria. A quote will be provided for approval prior to implementation.