EMERGENCY PREPAREDNESS & PROCEDURES

The full Emergency Action Plan for 116 Huntington Avenue is available at https://tenants.116huntington.com/tenant-resources/ or can be requested from the Property Management Team; sections of the plan are detailed below.

LIFE SAFETY SYSTEMS

All of the systems and components described below are designed to detect, report and, in some cases, control the spread of fire. Each system has emergency power capabilities supplied from generators and internal batteries should a loss of normal electrical power occur. Each system is periodically tested by licensed fire alarm technicians and sprinkler contractors.

Alarm initiation devices such as smoke detectors, heat detectors and manual fire alarm pull stations automatically alert the Boston Fire Department and 116 Huntington Avenue Security when fire or smoke is detected. Sprinkler systems discharge water to contain a fire while simultaneously activating an alarm to summon the Boston Fire Department.

Stairwell doors automatically unlock when an alarm activates to permit access onto any floor.

A voice communication system enables 116 Huntington Avenue Security, 116 Huntington Avenue Management and the Boston Fire Department to communicate information throughout 116 Huntington Avenue.

Back-up power for emergency lighting and life safety system components, if needed, is provided by generators and batteries.

EMERGENCY MANAGEMENT TEAM

116 Huntington Avenue utilizes a management team approach to ensure that emergency situations are handled in a well-ordered manner. Depending on specific circumstances, an Emergency Management Team will be assembled under the direction of the 116 Huntington Avenue Executive Emergency Coordinator. In most incidents, the Executive Emergency Coordinator is the 116 Huntington Avenue Property Manager.

The Emergency Management Team works very closely with tenant management, the Boston Fire Department, Boston Police and Emergency Medical Services during an emergency situation. When the emergency has been mitigated and the danger to life safety has subsided, the Emergency Management Team shifts its focus to recovery and clean up operations to enable the affected area to be re-occupied and restored to normal conditions.

FLOOR EVACUATION TEAMS

Tenant management should select employees on each floor to comprise an evacuation team. Each team includes a Floor Evacuation Director, Search Wardens, Exit Wardens, Elevator Wardens and Aides to the Disabled. Each warden is assigned specific duties, which are described herein, to direct, guide or assist people in an orderly evacuation.

EVACUATION DRILLS

Evacuation drills are offered twice each year to all tenants to provide familiarity with the 116 Huntington Avenue’s life safety systems, exit routes and evacuation procedures. These training exercises are a critical component of our Plan and we strongly encourage active participation by all tenant employees. 116 Huntington Avenue Management will schedule the drills with our tenant representative contacts and/or the Floor Evacuation Directors.

EMPLOYEE AWARENESS

The success of any Life Safety and Security Program depends on the informed participation and cooperation of all tenant employees. All employees should receive periodic training and instruction by tenant management regarding the 116 Huntington Avenue’s Life Safety and Security Program. Tenant management should conduct periodic training sessions and inform all their employees of the life safety policies and emergency procedures of 116 Huntington Avenue. A representative of Boston Properties is available to participate in tenant safety and security awareness sessions.

SHELTER IN PLACE

Shelter in place is the terminology used by public safety officials and building managers to advise occupants within a building or facility to remain where they are and take temporary refuge during an actual emergency.

Shelter in place is typically used only when physical conditions outside an occupied building present a clear or immediate potential danger to the occupants of that facility. Shelter in place can also be ordered when physical conditions present a localized hazard within a building. In both cases, it may be safer for occupants to remain where they are rather than to attempt to exit the building.

Shelter in Place Emergencies
Emergencies for which shelter in place orders may be issued include both man- made and natural phenomena.

The following are examples of specific emergencies for which shelter in place may be used to protect life safety:

• Severe weather
• Major building system failure (power loss, internal flooding, etc.)
• Natural disasters (earthquake, external flooding, etc.)
• Violent criminal activity
• Civil unrest and disturbances
• Hazardous chemical, radiological or biological substance release

In commercial buildings, shelter in place orders are usually issued for durations of a few hours, not days or weeks. There is little chance that occupants will exhaust basic necessities (water, food, oxygen) to sustain life during a shelter in place emergency.

Orders to Shelter in Place
Public safety officials, building owners or managers, or other professionals who are directly and/or lawfully engaged in the emergency, are typically the only persons authorized to order occupants of a building or facility to shelter in place.

Shelter in place orders are issued on the premise that it may be safer for occupants to remain where they are rather than to attempt an evacuation or relocation from their present location.

Directions to Tenants and Building Occupants
When shelter in place orders are issued, it can be assumed that an immediate hazard exists other than that in which occupants are currently located.

Occupants should be directed to follow these basic principles during a shelter in place emergency:

• Remain calm, do not panic.
• Do not attempt to leave the building unless directed by authorized officials.
• Stay on your primary floor; do not travel from floor to floor in your building.
• Listen to live public address announcements from the building.

Follow instructions and directions given by public safety and/or building management.

FIRE OR SMOKE EMERGENCY

Activate the nearest fire alarm pull station located next to the emergency stairwells by breaking the glass and pulling the handle down. By activating this alarm, the Boston Fire Department will automatically be summoned to that specific location.

Notify 116 Huntington Avenue Security at 401.612.6832 to confirm the fire location.

Walk to the nearest stairwell and begin evacuation procedures, or await instructions from the Boston Fire Department or 116 Huntington Avenue Management.

FIRE ALARMS

Activation Sequence
When the fire alarm system has been activated, the following sequence of events will occur:

• An alert signal, a series of four (4) "beep tones" repeated three times, is broadcast throughout the building over the voice communication system and the flashing strobe lights on the alarm notification devices will activate to gain the attention of building occupants.
• A pre-recorded voice message is then broadcast three times throughout the building as follows: “Attention please. The signal tone you have just heard indicates an emergency in this building. If your floor evacuation signal sounds after this message, walk to the nearest stairway exit and leave the floor. While the report is being verified, occupants on other floors should await further instructions."
• The evacuation signal, which is a temporal “gong” tone, is broadcast only to the floor of alarm and the next contiguous floors directly above and below the alarm floor.
• Live messages over the voice communication system from 116 Huntington Avenue Security or the Boston Fire Department may provide supplemental information and instructions.

Building elevators may be automatically recalled to the lobby level during certain types of alarms.

What to Do When Fire Alarm System Activates

• Listen carefully.
• Wait for the evacuation signal to be given to your floor. The evacuation signal will only sound on the floor of alarm and the next contiguous floors directly above and below the alarm floor.
• If you hear the evacuation signal faintly soundingfrom an adjacent floor, prepare for a possible evacuation.
• Remain in place and listen for furtherinstructions given over the voice communication system or for the evacuation signal to activate directly on yourfloor.
• It is generally not necessary to evacuate the entire building. Only the Boston Fire Department, based upon their assessment of the emergency, orders a total buildingevacuation during a fire or smoke condition.

What to Do When Evacuation Signal Sounds

• Remain calm – do not panic.
• Look, listen, smell, and feel for smoke or fire in your office area or in the corridor.
• Do not use the elevators.
• Walk; do not run, to the nearest stairwellexit and leave the floor.
• Proceed down the stairwell to the designated relocation floor, generally three floors below, unless otherwiseinstructed.
• If the stairwell you are using appears impassable, cross over to the other stairwell and continue down. You should only proceed to a higher floor if specifically instructed by the voice communication system.
• Remain on your relocation floor until an “all clear” announcement is given over the voice communicationsystem.
• Occupants with mobility impairments should wait in the corridor adjacent to the stairwell nearest the freight elevator lobby for assistance by the Boston Fire Department. If the corridor becomes untenable, then the occupants should enter the stairwell and wait at the landing area for assistance. If the occupant cannot physically descend the stairs, the stairwell is fire rated and offers refuge until emergency personnel arrive to provide evacuation assistance.

Evacuation Beyond the Relocation Floor
It is only necessary to evacuate all the way down the stairwell, beyond the relocation floor, if one of the following events occur:

• The evacuation signal is soundingon the relocation floor.
• You see smoke or fire on the relocation floor.
• You are nstructed over the voicecommunication system to evacuate the building.

If one of the above events does occur:

• Continue all the way down the stairwell to the lobby or the building’s loading dock and leave the building.
• Wait outside the building at your assembly area for further instructions.

For medical emergencies, bomb threats, suspected criminal activity, water leaks or other emergencies, immediately call 116 Huntington Avenue Security at 401.612.6832, or notify the appropriate emergency agency directly by dialing 911.

If the emergency agency is contacted directly, you must also notify 116 Huntington Avenue Security at 401.612.6832. Response to the specific location of the emergency will be faster if 116 Huntington Avenue Security is aware of, and prepared for, the arrival of the emergency agency you summoned.

Bomb threats can be delivered in a variety of ways. The majority of threats are telephone threats. Occasionally, a bomb threat is communicated in writing or via a voice mail recording.

Rationale of Bomb Threats
Terrorist organizations and criminal bombers wishing to cause personal injury or property damage generally do not make bomb threats. They simply plant and detonate an explosive device without warning. They will sometimes claim responsibility for the incident after the fact. Therefore, the two most common reasons a bomb threat is made are:

1. The caller has definite knowledge, or truly believes, that an explosive device has been, or will be, placed in the facility and wishes to minimize personal injury or property damage. This caller may be the actual person who placed the device, or someone who has become aware of it.
2. The caller wishes to create an atmosphere of anxiety or panic which in turn results in a disruption of business or a cessation of other activities in the receiving facility.

Almost all threats fall into the second category and are classified as hoaxes after a proper assessment. However, any bomb threat will certainly cause some sort of reaction. A primary objective of this Plan is to minimize any potentially uncontrollable reactions.

Threat Assessment  
Although 99% of bomb threats are hoaxes, all threats must be taken seriously and reported immediately. Evacuation will be ordered only if an assessment of the threat indicates a reasonable likelihood that an actual explosive or incendiary device is present.

116 Huntington Avenue Management’s decision to evacuate subsequent to a bomb threat is based on the amount of specific information obtained from the actual threat and consultation with the local police. An immediate evacuation is likely to be exactly what the perpetrator is expecting.

If a full or partial building evacuation is warranted, the building’s PA system is generally utilized to communicate information to the affected occupants.

Note: Regardless of 116 Huntington Avenue Management’s position, it always remains the individual tenant management’s decision as to whether to evacuate their own employees.

Receptionists, telephone operators and all tenant evacuation team members should be familiar with the Bomb Threat Checklist procedure.

Telephone Threats   
The call receiver should refer to the Bomb Threat Checklist in the Exhibit section of this manual to assist in gathering accurate information and should also:

• Remain calm – do not panic.
• Take the caller seriously.
• Write down every word spoken.
• Ask the caller for specifics, such as bomb location and detonation time, why he or she has planted the device, etc.
• Listen closely to the background sounds. Is there music? Does it sound like an outdoor phone?  cars? trains? etc.
• Note the caller's mannerisms: accent, expressions, speech impediments.
• Keep the caller on the line as long as possible.
• Notify 116 Huntington Avenue Security immediately at 401.612.6832.
• Complete the Bomb Threat Checklist, while the information is still fresh.
• If the threat is on voicemail, save the recording.

Written Threats         

• The person receiving the threat should save all material including the note, envelope or package wrappings.
• After the written threat is identified, avoid unnecessary handling of the letter or package to preserve any latent fingerprints or other evidence.
• Do not move the letter or package from its current location.
• Notify 116 Huntington Avenue Security immediately at 401.612.6832.

116 Huntington Avenue Management Response
116 Huntington Avenue Management will notify the Boston Police Bomb Squad and assemble the Emergency Management Team.

In implementing the Emergency Procedures and Evacuation Plan, 116 Huntington Avenue Management will:

• Gather information and perform a preliminary impact assessment.
• Determine whether evacuation is appropriate and/or to close 116 Huntington Avenue.
• Notify tenant contacts.
• Install notification signage at the building entrances, where feasible.
• Begin conducting a search of the common areas, where appropriate, by on- site security and maintenance departments.
• Coordinate with the Boston Police Bomb Squad.
• Continue to monitor the situation and assess any new information.
• Prepare and deliver media communications and updates as appropriate.
• Notify tenant contacts upon completion of search and Bomb Squad assessment.
• Remove notification signage from the building entrances.

Tenant Response
Upon receipt of a threat directly, or upon notification by 116 Huntington Avenue Management:

• Remain calm - do not panic.
• Implement your company’s internal procedures regarding notifications of the threat to your executive management and/or your employee population.
• Notify tenant evacuation team members to be prepared for a partial or full evacuation, if it is determined that an emergency evacuation is warranted.
• All inquiries by customers or media should be referred to 116 Huntington Avenue Management.
• If the threat was specific to a floor or company, or if requested by 116 Huntington Avenue Management, tenants should conduct a search of their office space (refer to the Exhibits for detailed search instructions). Please note that the Bomb Squad will not search your area, because the most efficient search can only be conducted by those familiar with the facility or floor.
  1. A search can be conducted by employees searching their own work areas and can be accomplished quickly with minimal disruption to normal activities. Employee search teams can be organized by using existing employee Floor Evacuation teams.
  2. Each search team member is instructed:
     1. Search for items that appear to be “out of place” or that “do not belong” in the search area(s), especially noting any new objects or signs of alteration.
     2. Do not touch any suspicious or “out of place” item. No attempt to examine or move the suspect item should be made.
     3. Notify 116 Huntington Avenue Security to investigate if any such suspicious or “out of place” items are found. At this point the Bomb Squad will respond and take over.
     4. Notify tenant management when the search of the assigned area is complete.
  3. Tenant management should notify 116 Huntington Avenue Management when all affected tenant space has been searched.

Power failures generally do not pose an immediate threat of personal injury. All critical life safety system components are supported by back-up emergency power. Sufficient back-up lighting is provided in tenant spaces, common areas and in the stairwells. Should a power failure occur:

• Stay calm.
• Remain where you are and listen carefully to instructions received over the voice communication system.
• 116 Huntington Avenue Management will notify tenant contacts regarding the expected duration of the outage and whether the area should be evacuated.
• Should evacuation be necessary, the emergency evacuation procedures detailed in this manual should be followed. Do not use elevators, unless directed otherwise. Power consumption for the elevators will be limited and reserved for emergency response personnel.

EMERGENCY GENERATOR

The building is equipped with an emergency generator. Please note this generator will only supply power to building emergency systems in the event of a power outage.

NATURAL DISASTERS

Although natural disasters, such as hurricanes, tornadoes and earthquakes, do not occur frequently in New England, it is prudent to be prepared.

Should a natural disaster strike while in the building, there are several generic safety precautions recommended for all occupants. It is important to note that falling objects and/or flying glass and debris are generally the greatest danger.

During an Incident

• Remain calm.
• Get under a sturdy table or desk, where feasible.
• Stay away from windows and the building’s exterior walls.
• Move to an inside corridor and/or walls adjacent to the center core of the building, where possible.
• Stay on your floor, unless otherwise directed. Remaining in the building is generally considered safer than outdoors.
• Do not use elevators.

After an Incident

• Check for injuries to other occupants on the floor. Do not attempt to move seriously injured persons, unless there is immediate threat of further injury.
• Wear shoes for protection from debris and broken glass.
• Use a flashlight, if additional lighting is needed. Do not use matches, cigarette lighters or electric switches or appliances for lighting.
• Do not use telephones, except for emergencies.
• Remain in place and listen for instructions. Remaining in place may initially be the safest location.
• Stay calm and be patient. It will take time to perform a damage assessment and research the most appropriate time and means of evacuation.
• If the floor becomes untenable, proceed to the nearest stairwell exit and relocate down at least three floors to a lower floor that is tenable.
• Avoid going all the way down to the building’s lobby or outdoors unless otherwise directed.

Again, remaining in the building may be the safest temporary location. Until an assessment is complete, it may be more dangerous outdoors. Additionally, natural disasters are generally geographically widespread and initially there may be no other place to go to wait or to seek alternative shelter. Roads and public transportation may be temporarily closed. Priority will be placed on emergency services and dealing with injured persons.

It is recommended that all tenants have a thorough internal natural disaster preparedness plan, including a pre-incident survey and checklist, as well as internal business resumption plans for dealing with the aftermath of a natural disaster.

The possibility of being involved in an active shooter incident is very remote. However, these type incidents have occurred more frequently in society over the past several years and it is appropriate to provide some guidance in this manual. The following information was excerpted from a document developed by the U.S. Department of Homeland Security. This advice and guidance is provided by them and it is incorporated into this manual for your reference.

PROFILE OF AN ACTIVE SHOOTER

An active shooter is an individual actively engaged in killing or attempting to kill people in a populated area; in most cases, active shooters use firearms(s) and there is no pattern or method to their selection of victims.

Active shooter situations are unpredictable and evolve quickly. Typically, the immediate deployment of law enforcement is required to stop the shooting and mitigate harm to victims.

Because active shooter situations are often over within 10 to 15 minutes, before law enforcement arrives on the scene, individuals must be prepared both mentally and physically to deal with an active shooter situation.

How to Respond When an Active Shooter is in Your Vicinity
Quickly determine the most reasonable way to protect your own life. Remember that customers and clients are likely to follow the lead of employees and managers during an active shooter situation.

1. Evacuate: If there is an accessible escape path, attempt to evacuate the premises. Be sure to:

• Have an escape route and plan in mind
• Evacuate regardless of whether others agree to follow
• Leave your belongings behind
• Help others escape, if possible
• Prevent individuals from entering an area where the active shooter may be
• Keep your hands visible
• Follow the instructions of any police officers
• Do not attempt to move wounded people
• Call 911 when you are safe
   

2. Hide out: If evacuation is not possible, find a place to hide where the active shooter is less likely to find you. 

Your hiding place should:

• Be out of the active shooter’s view
• Provide protection if shots are fired in your direction (an enclosed/locked room)
• Not trap you or restrict your options for movement

To prevent an active shooter from entering your hiding place:

• Lock the door
• Blockade the door with heavy furniture

If the active shooter is nearby:

• Lock the door
• Silence your cell phone and/or pager
• Turn off any source of noise (i.e., radios, televisions)
• Hide behind large items (i.e., cabinets, desks)
• Remain quiet

If evacuation and hiding out are not possible:

• Remain calm
• Dial 911, if possible, to alert police to the active shooter’s location
• If you cannot speak, leave the line open and allow the dispatcher to listen
   

3. Take action against the active shooter: As a last resort, and only when your life is in imminent danger, attempt to disrupt and/or incapacitate the active shooter by:

• Acting as aggressively as possible against him/her
• Throwing items and improvising weapons
• Yelling
• Committing to your actions

HOW TO RESPOND WHEN LAW ENFORCEMENT ARRIVES

Law enforcement’s purpose is to stop the active shooter as soon as possible. Officers will proceed directly to the area in which the last shots were heard.

• Officers usually arrive in teams of four (4)
• Officers may wear regular patrol uniforms or tactical equipment
• Officers may be armed with rifles, shotguns, handguns
• Officers may use pepper spray or tear gas to control the situation
• Officers may shout commands and push people to the ground for their safety

How to react when law enforcement arrives:

• Remain calm, and follow officers’ instructions
• Put down any items in your hands (i.e., bags, jackets)
• Immediately raise hands and spread fingers
• Keep hands visible at all times
• Avoid making quick movements toward officers
• Do not attempt to hold on to officers for safety
• Avoid pointing, screaming and/or yelling
• Do not stop to ask officers for help or direction when evacuating
• Proceed in the direction from which officers are entering the premises

Information to provide to law enforcement or 911 operator:

• Location of the active shooter
• Number of shooters, if more than one
• Physical description of shooters
• Number and type of weapons held by the shooters
• Number of potential victims at the location

Law enforcement and EMS procedures:

The first officers to arrive to the scene will not stop to help injured persons. Expect rescue teams comprised of additional officers and emergency medical personnel to follow the initial officers. These rescue teams will treat and remove any injured persons. They may also call upon able-bodied individuals to assist in removing the wounded from the premises.

Once you have reached a safe location or an assembly point, you will likely be held in that area by law enforcement until the situation is under control, and all witnesses have been identified and questioned. Do not leave the safe location or assembly point until law enforcement authorities have instructed you to do so.