73 Tremont Street Electronic Tenant® Portal Created on October 19, 2014

73 Tremont Street
Electronic Tenant® Portal
Created on October 19, 2014
Building Amenities: Bike Rack
There are two bicycle racks located on Tremont Place for your use. Building management does not provide
bike locks and assumes no liability for bikes.
Building Amenities: Conference Room
The Conference Center is available for tenant use on a first come first served basis. Please contact
building management via the building website, to reserve this room. The room set up forms can be found on
the building website as well.
We have the following rooms available for rent:
First floor amenities center
9th floor event
1st and 2nd floor Café
For set up cost and hours of reservations this information can be found in the Forms section.
Building Amenities: Fitness Center
The Fitness Center is located on the ground level of the building. Employees who wish to use the fitness
center must sign a waiver of liability form, which can be found in the Forms Section and the cost of joining
the fitness center is a one-time fee of $20.00, made payable to Suffolk University. An access card will be
issued after the form is filled out. We ask all tenants to wipe down fitness machines after use and to be
courteous to other people waiting to use the equipment.
Building Amenities: Hospitals
The following is a list of several hospitals in the area:
Massachusetts General Hospital
82 Devonshire St.
Boston, MA 02109
Ph: (617) 726-0650
Children's Hospital Boston
300 Longwood Avenue
Boston, MA 02115
Ph: 617-355-6000
Beth Israel Deaconess Medical Center
330 Brookline Ave
Boston, MA 02215
Ph: (617) 667-7000
Building Amenities: Hotels
There are several hotels in the area.
We have listed a few for your convenience:
Nine Zero Hotel, 90 Tremont Street, Boston, MA
(617) 772-5800
Omni Parker House, 60 School Street, Boston, MA,
(617) 227-8600
Building Amenities: News & Events
Welcome to our new website! If you have any questions, please contact Elizabeth Davis at
[email protected].
Read the latest issue of our newsletter -- click here.
Building Amenities: Parking
Parking is available for all tenants on a monthly basis at a rate of $400.00 per month/per space. Overnight
parking is prohibited. Daily parking is allowed and is billed at a rate of $32.00 per day and lower hourly rates
depending on the amount of time a vehicle is parked in the garage. Management will inspect parking every
day and offenders will be towed at owner’s expense. Unauthorized cars left on the property will be
considered abandoned and will be removed.
Quick Reference Guide
There are 127 spaces in the garage. The cars are brought in and out by the parking attendants. No one is
allowed into the garage except management and the valet attendants. The hours for the garage are:
Monday – Friday 6 a.m. -- 8 p.m.
Saturday
7.a.m. -- 4 p.m.
Sunday
8 a.m. -- 2 p.m.
All of the persons assigned a space in the garage will have an identification tag. The space tag colors will
change every month. This space tag will identify them when they are dropping off their vehicle and their
identification tag will identity them when they leave.
The garage is emptied of all cars every night with the exception being if the garage has been notified that a
person who occupies a space will be out of town for a certain length of time and wishes that their vehicle
remain there.
When picking up your vehicle, you could either go to the parking booth or call ahead for your car to be
brought up. The phone number to the booth is 617-742-5923.
The normal closing time for the garage on weekdays is 8:00 p.m. All vehicles still in the garage after 8:00
will be placed outside on Tremont Place (the entrance to the garage), locked and the keys given to the
security desk inside of the building. Persons retrieving their cars will go to the security desk for the keys.
Rates
Monthly parking rate:
Parking Coupons:
Daily parking rate:
Hourly parking rates:
$400.00 per vehicle
$145.00 per book of 5 ($29 per day)
$32.00 per day (Mon – Fri)
$9.00 per day (Sat – Sun)
½ hour = $7.00
½ -1 hour = $14.00
1 – 1 ½ hours = $20.00
1 ½ - 2 hours = $26.00
2 hours – closing = $32.00
Building Amenities: Tow Service
Boston Towing,
262-8 Norfolk Ave, Boston, MA 02119
(617) 422-0152,
(617) 442-3787
Building Operations: Property Management
The staff of 73 Tremont Street is dedicated to making your work environment as safe and pleasant as
possible. The Building Office is located on the 12th floor. Please do not hesitate to contact the management
office at:
Office Hours:
Monday through Friday
8:30 a.m. to 5:00 p.m.
Phone: (617) 725-4136
Fax: (617) 330-8150
Address:
73 Tremont Street 12th Floor
Boston, MA 02108
The following personnel are available to address your needs:
Title
Name
Account Manager Dennis Callahan
Property ManagerElizabeth Davis
Tenant
Coordinator
Paul Koslowski
Northeast
Security
Tom Patterson
BTE Lead
Technician
Jim MacDougall
73 Tremont
Street
Garage LAZ
Kirby Yohannes
Parking
Phone
Number
617 330-8115
617-725-4136
E-Mail
[email protected]
[email protected]
617-330-8117 [email protected]
617-742-2896
24-hours a day [email protected]
617-592-0137
[email protected]
617-742-5923
[email protected]
Building Operations: Holidays
For the purpose of building operations, holidays are as follows:
New Year's Day
Martin Luther King Day
Presidents Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
There will be no HVAC or cleaning services scheduled during the above mentioned holidays. If you require
either service, please notify the Management Office prior to 1:00 pm the day before the holiday, so the
appropriate arrangements may be made.
On the above-mentioned holidays the Management Office will be closed and the building will not be staffed
with maintenance personnel.
Please note that if the holiday schedule changes, notification will be sent out ahead of time.
Building Operations: Rent Payments
Rent payments are due on the first of each month.
Rent checks can be mailed to the following address:
Suffolk University
C/o Colliers International
160 Federal St
11th Floor
Boston Ma 02110
* Address is subject to change; tenants will be notified of any changes.
Building Security: Overview
Security
73 Tremont Street Security Desk
Northeast Security. – 24/7 Coverage
617-742-2896
Building Security: Building Access
BUILDING ACCESS AND HOURS OF OPERATION
The building is open to employees 24 hours a day, 7 days a week, via the Tremont Street entrance.
The main lobby is staffed with 24-hour security guard service, 7 days a week. After 8:00 pm on week days
and weekends, employees are required to sign in and out of the building.
Access will be granted for parking pass holders only through the rear entrance off Tremont Place
Mon - Thurs
6:00 am to 11:00 pm
Friday
6:00 am to 6:00 pm
Saturday
9:45 am to 6:00 pm
Sunday
12:45 pm to 9:00 pm
This entrance is by card access only.
Building Security: Elevators and Deliveries
Tenants must contact the Management Office to gain access to, and reserve time on, the freight elevator.
This is on a first-come, first-serve basis. All deliveries must come via the loading dock to the second floor
elevator and up through the freight elevator.
All vendors delivering to your space should be advised of this building policy. Deliveries will not be permitted
through the lobby without prior authorization from the Management Office.
No deliveries will be allowed to the loading dock from 8:00 am to 9:30 am and from 5:00 pm to 6:30 pm
unless special permission has been granted by the management office.
A certificate of insurance will be required for all vendor deliveries in the building. The certificate must list
Suffolk University, 73 Tremont Street Realty, LLC, and Colliers International, as additional insured entities.
NO VENDOR OR MOVING COMPANY WILL BE ALLOWED ACCESS TO THE BUILDING WITHOUT
PRIOR APPROVAL OF THE MANAGEMENT OFFICE.
Building Security: General Office Security
We ask the following precautions be taken by all tenants:
All tenant entrance doors should be locked at the close of business or by the last employee who
leaves for the day.
Never leave valuables such as purses, wallets, cameras and jewelry on or under your desk; keep
these items out of sight. Avoid leaving your wallet in a jacket hung over your chair or behind your
office door.
Never leave your reception area unattended.
Do not allow visitors or delivery persons to pass beyond the reception area unless the receptionist
who is aware of the nature of their business knows them.
Petty cash, etc. should always be kept in a locked file or drawer.
If upon entering your office suite you are surprised by an unauthorized person, quietly leave and call
the Management Office immediately.
Inspect the locking hardware on your suite doors.
Notify the Management Office if repair or replacement is necessary.
Do not keep valuable or movable belongings near doors. Record serial numbers of merchandise and
belongings.
Control the issuance of security cards and keys. Contact the Management Office to update your card
list. Report all lost cards to the Management Office.
Always lock your door from the inside when working late or early.
Be aware of persons who enter the office under the pretext of seeking employment. Should such a
person enter your office, keep them in your sight at all times while you phone your firm's personnel
manager or the Management Office.
Be aware of persons who enter the office under the pretext of repair/delivery personnel. All such
personnel should be wearing a uniform with their name prominently displayed.
Building Security: Key and Lock Policy
Please contact Building Management Office at (617) 725-4136 or by placing a work order request for all
lock change and additional key requests.
Building Security: Lost and Found
Please contact the Management Office at (617) 725-4136 to claim items that have been lost or found in the
buildings.
Building Security: Solicitation
Solicitation is not permitted. If someone is soliciting in your suite, then please notify the Management Office
at (617) 725-4136 and we will send appropriate personnel to escort them off of the premises.
Building Services: Building Signage and Directory
All building signage for invididual departments will comply with ADA requirements and these can be
requested from Building Management.
All changes to the directory will be done by Building Management.
Building Services: Cleaning Services
The cleaning staff at 73 Tremont Street is comprised of one on-site day porter, one night supervisor, and a
full cleaning staff at night.
The day porter is responsible for the continuous cleaning of the building common areas, exterior
maintenance, and special work requests throughout the business day from 7:00 a.m. to 3:30 p.m. The day
porter will respond promptly to work requests called into the Management Office.
The night supervisor and cleaning staff are responsible for the cleaning of tenant spaces 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 Management Office by
1:00 pm the day before the holiday, so the appropriate arrangements may be made. An "Additional Cleaning
Services" form is provided in the Forms Section of this manual.
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 Management Office should you
have a special cleaning requirement.
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 all tenants is sent
out in advance of the cleaners' arrival. Tenants are responsible for removing all items from the windowsills
before the cleaners begin their work.
Building Services: Elevators
Freight Elevator Specifications
Five electric traction Fujitech elevators serve floors 1-13 exclusively, one of which serves both basement
levels of the parking garage. One additional elevator serves as freight and travels from the subbasement to
the 13th floor (15 stops). All 5 passenger elevators have a capacity of 3,500 lbs and the freight has a
capacity of 5,000 lbs.
Building Services: Forms
For your convenience, we have included downloadable and printable PDF document forms that will expedite
various building management service requests. Hard copies of all forms are available from the Property
Management Office as well. To view and print PDF files, you need the Adobe Acrobat Reader software. If
not already installed on your computer, it can be obtained for free at www.adobe.com.
Conference room set up procedure and fee schedule
Contractor Rules and Regulations
Genera Rules and Regulations
Insurance Requirements
Fitness Center agreement
Parking request form
Single Stream Recycle Form
Tenant Emergency Forms:
a. After hours emergencies
b. Bomb Threat Checklist
c. Emergency evacuation personnel
d. Special assistance form
Building Services: Maintenance Requests
Please use the online work order system for all building requests.
For your convenience this Handbook includes an Electronic Tenant® Service Request System. Use this
system to submit routine maintenance requests directly to the engineering department; to track the status of
previously submitted requests; to download important documents; and to communicate with the property
management office.
1. Simply click on the link below,
2. Enter your username and password
3. Choose the action you would like to complete
Click here to log into the Electronic Tenant Service Request System
Once you have logged into the system, you will be presented with four options:
Complete a Maintenance Request Form
Update User Information
View Electronic Maintenance Request Log
Download Miscellaneous Administrative Forms
For detailed instructions for using the Electronic Tenant® Service Request System please see the following
pages or contact the Building Office.
Completing a Service Request Form
After logging in, click on the "Electronic Maintenance Request Form" Link. Users will be taken to a service
request form.
Step One- Confirm or complete all contact information.
Step Two- Choose the nature or type of request being submitted.
Step Three- If applicable, provide details of the contractor to be used.
Step Four - Review all information thoroughly. Click submit.
You will receive conformation via e-mail that your request was submitted to the management office.
Click here to log into the Electronic Tenant Service Request System
Updating User Information
Personalized user information is used to auto-fill the Electronic Maintenance Request Form for quick and
easy submission. In addition, accurate contact information will assist the management staff in expediting all
maintenance requests. Each user should check regularly to ensure that accurate information is on file.
Electronic Maintenance Request Log
This feature allows users to track and monitor all service requests submitted through the Electronic Tenant®
Service Request System. Service requests are sorted by month and will have the current month displayed
upon entry.
Miscellaneous Forms
Here users can download and print various administrative forms, reports and documents. In order to access
the forms and documents contained in this section, users must have Adobe Acrobat Reader 5.0 or higher
installed on their computers. This software is free and can be obtained by clicking here.
Questions regarding the Electronic Tenant Services Request System should be directed to the Management
Office.
Click here to log into the Electronic Tenant Service Request System
Building Services: Recycling Program
Recycling
We are currently using Capital Paper for the streamline recycling program in the building. A list of recyclable
materials is available in the FORMS SECTION.
Building Services: Waste Removal
Trash 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.
Small barrels for trash materials are located under individual desks. The small trash barrels are
emptied each night by the cleaning staff.
Special pick-ups may be arranged with the management office for hazardous waste. This would
include computers, paints, solvents, developing agents, and batteries.
Emergency Procedures: Accident Or Illness
In the event of an accident or illness of an employee or visitor takes place in your office area, please take
the following action:
Call 911 FIRST.
Give the 911 Operator the following information:
Company name and building address
Floor location of accident or illness
Type of injury, illness or symptoms
Do not move the injured or ill person; try to make them comfortable.
Call the Management Office (617) 725-4136 and give the details of the problem.
If possible, have someone meet the emergency units on the street level.
RESPONSE:
Emergency units will be dispatched as a result of your call to 911 and will arrive through the front
entrance of the building.
Building Management will notify building staff by radio for help.
Fire Rescue Squad and/or ambulance will be with you shortly and administer medical assistance or
take the ill or injured person to the hospital.
Emergency Procedures: After Hour Emergencies
All completed forms titled "Tenant Emergency Contact" are kept on file in the Management Office. In the
event of an after hours emergency affecting your space, a representative of your firm will be notified based
on the information provided on the form.
Any modifications to your list should be submitted to the Management Office to ensure the accuracy of the
information. It is extremely important to identify at least three (3) tenant/company contacts, including home
phone numbers, to ensure proper notification in case of an emergency. The Management office will ask
that these lists be updated annually or when there is a change.
Emergency Procedures: Assigned Responsibilities
Each tenant should designate an EVACUATION DIRECTOR to supervise activity within your office in the
event of an emergency, and be responsible for all assigned personnel.
An AREA EVACUATION DIRECTOR should be designated to coordinate emergency procedures within a
particular office area. The number of Area Evacuation Directors should correspond to the number of
occupants within your office. ALTERNATES should also be designated for each Evacuation Director, Area
Evacuation Director, and Assistant Evacuation Director.
EVACUATION DIRECTOR AND AREA EVACUATION DIRECTOR RESPONSIBILITIES:
1. Make note of all disabled persons on the floor or within your office area (including those temporarily
disabled). Assign people who are capable of evacuating to assist disabled personnel and pregnant
women who may not be able to evacuate the building via the stairwells. All disabled persons should
gather in the reception area closest to stairwell #1. This stairwell empties into the main lobby on the
first floor. The assembled group should call 911 and let the emergency personnel know its exact
location, including building and floor number. They should wait here for assistance.
2. Be sure that all employees are aware of the following:
Locations of emergency stairwells
Locations of fire extinguishers
Locations of fire alarm pull stations
Never use the elevators during an alarm
3. Plan ahead by selecting a place outside the building to use as a meeting place in case of an
evacuation. Be sure all personnel know where they should meet in such a case. This way you can be
sure all your employees have evacuated your space.
4. Report all employees unaccounted for to the proper authorities.
5. You should move any handicapped personnel to the elevator lobby or reception area. After all Area
Evacuation Directors have centralized the handicapped persons, await further instructions from the
emergency personnel or building staff.
6. The Evacuation Director, Area Evacuation Directors, and Assistant Evacuation Director should exit
the building after they have made sure that their space has been completely evacuated and all doors
in the office space have been closed. Notify the building personnel and/or emergency personnel of
your floor number and that it is all clear.
It is the responsibility of all employees to know whom their Evacuation Director and Area Evacuation
Director is, as well as their Alternates. They should also be familiar with their respective evacuation plans.
Emergency Procedures: Bomb Threat
In the event that a bomb threat is received, please take the following action:
If the bomb threat is called in, keep the caller on the line and follow the procedures outlined in the
Bomb Threat Checklist ( attached).
Immediately call the Management Office at (617) 725-4136
a. State "I have received a bomb threat"
b. Give your company name
c. Give your floor location
d. Give name of person receiving call
After you have notified the Management Office, notify the following:
a. Your designated Evacuation Director
b. Your Area Evacuation Director and Assistant Evacuation Director
c. Your Alternates
Commence a search of your area to determine if any strange objects are present. DO NOT TOUCH
SUSPICIOUS OBJECTS IF FOUND.
Report to building personnel on the scene the results of your search or report results to the
Management Office.
Attached is a guide on handling a bomb threat call and information to record and have available for
authorities.
RESPONSE:
Police are notified by the Management Office.
Police or Bomb Squad contacts and questions the person who received the bomb threat.
A building evacuation may take place. Refer to the EVACUATION PROCEDURE for proper action.
In case of evacuation, your Evacuation Director, Area Evacuation Director, or other authorized
persons must remain nearby the building so the Police may contact them.
In the event of an evacuation, turn off all familiar office equipment.
An "ALL CLEAR" announcement will be given by the Management Office once the building has been
deemed safe to re-enter.
If a full building evacuation is not necessary, move up two floors or down two floors away from the
troubled floor.
If you receive a bomb threat call, REMAIN CALM.
Have a pre-arranged signal to alert your manager or supervisory personnel to listen to the call and, if
possible, to record the call. Advise the caller, if you can, that the detonation of the bomb may kill or injure
innocent people. Obtain as much of the information as possible.
Click here to download a Bomb Threat Checklist
Emergency Procedures: Building Alarm Procedures
The following is what takes place when the building goes into Alarm.
1. The entire building is warned that the alarm has been activated by beeping tones, followed by a
recorded message, which can be heard over the red fire speakers located in each tenant space and
in the elevator lobbies. The message, repeated twice, will be as follows:
"Attention Please. Attention Please. The signal tone you have just heard indicates the report of an
emergency in the Building. If the evacuation tone sounds after this message, please walk to the
nearest stairwell and leave the building while the report is being verified. All other floors should await
further instructions."
2. Should the alarm be verified as false, the Fire Department would announce when it is "all clear."
Please do not re-enter the building until the Fire Department's approval has been given.
Please do not call the Management Office for fact-finding information, as all information will be
provided through your Area Evacuation Directors and Assistant Area Evacuation
Directors.
Emergency Procedures: Civil Disturbance
Should a riot or civil disturbance start outside the Building, the security guards will immediately lock all
entrances to the building. The police will be notified. We will keep you informed.
If a disturbance should occur in the main lobby, all elevators will be turned off at the first floor and the police
will be summoned.
Emergency Procedures: Earthquake
Earthquakes are one of the nation’s most frightening natural phenomena. When an earthquake occurs, the
ground will shake perceptibly for a relatively short time, perhaps only for a few seconds or for as much as a
minute in a great earthquake.
Precautions to take during the earthquake:
Try to remain calm and to reassure others.
If you are indoors, move immediately to a safe place. Get under a desk, table, or work bench if
possible. Stand in an interior doorway or in the corner of a room. Watch out for falling debris or tall
furniture. Stay away from windows and heavy objects (such as refrigerators and machinery) that may
topple or slide across the floor.
Don not dash for exits since stairways may be broken and jammed with people. Power for elevators
may fail and stop operating. Seek safety where you are at the time of the incident and then leave
calmly in evacuation is necessary.
Precautions to take during the earthquake (continued):
Do not be surprised if the power goes out, or if fire/sprinkler systems are activated. Expect to hear
noise from breaking glass, cracks in walls, and falling objects.
If you are outdoors, try to get into an open area away from buildings and power lines.
Do not be surprised if you feel more than one shock. After the first motion is felt there may be a
temporary decrease in the motion followed by another shock (this phenomenon is merely the arrival
of different seismic waves from the same earthquake). Also, aftershocks may occur – these are
separate quakes, which follow the main shock. Aftershocks may occur sever minutes, hours, or even
days after the initial quake. Sometimes aftershocks will cause damage or collapse structures that
were already weakened by the main earthquake.
Precautions to be taken after the earthquake:
When the shaking stops, there may be considerable damage and people may be injured. It is
especially important that everyone remain calm and being the task of taking care of one another. The
first concern is for those who are hurt, and the next is to prevent fires. After that, damage can be
assessed and remedial measures begun.
Remain calm and take time to assess your situation.
Help anyone who is hurt and administer emergency first aid when necessary. Cover injured persons
with blankets to keep them warm. Seek medical help for those who need it.
Precautions to be taken after the earthquake (continued):
Check for fires and fire hazards. Put out fires immediately if you can.
Check for damage to utilities and appliances. Shut off electricity if there is any chance of damage to
wiring.
Shut off water mains if breakage has occurred. In due time, report utility damage to the utility
companies and follow their instructions.
Do not light matches, use any open flames, or turn on electrical switches/appliances until you are
certain that there are no gas leaks.
Do not touch power lines, electric wiring, or objects in contact with them.
Precautions to be taken after the earthquake (continued):
Do not use the telephone except to call for help, to report serious emergencies (medical/fire/criminal),
or to perform some essential service. Jammed telephone lines interfere with emergency services and
it is thoughtless to use the phone for personal reasons or to satisfy curiosity. (When the emergency is
clearly over, contact relatives or friends so they will know you are safe and where you are.)
Be certain that sewer lines are not broken before resuming regular use of toilets.
Clean up and warn others of any spilled materials that are dangerous, such as chemicals, gasoline,
etc.
Listen to the radio for information about the earthquake and disaster procedures.
Use great caution when entering or moving about in a damaged building. Collapses can occur
without much warning, and there may be dangers from gas leaks, electric wiring, broken glass, etc.
Emergency Procedures: Elevator Interruption
The buildings elevators are designed to stop at the slightest indication of an unsafe situation. Occasionally
elevator service
can be interrupted if the elevator control system senses a potential dangerous situation.
If the elevator service is interrupted while you are a passenger, please take the following action:
Remain calm.
Do not try to force open an elevator door.
Open elevator telephone panel and pick up emergency phone.
Talk by intercom with security personnel.
Response:
The elevator company will be notified by personnel and they will get you out.
Passengers will be assisted as soon as possible.
Emergency Procedures: Emergency Contacts
All Emergencies
Boston Police
Building Management Office
Fire Department (non Emergency)
Boston Police Department (non
Emergency)
911
911
(617) 725-4136
(617) 343-3550
617-343-4911
Northeast Security - 24 hour manned guard service
Main Lobby
617-742-2896
Tom Patterson 8:00 am - 4:00 pm
BTE Maintenance
Jimmy MacDougall - Lead Technician
617-592-0137
Important notes
If you call 911 as a result of a medical emergency, please be sure also to notify building management with
your name, callback number, and location so that security may swiftly guide the paramedics to your exact
location.
If the audible alarm within the building sounds, please do not call the Management Office, unless you have
something specific to report. Building Management is aware of the noise, as well as the source of the
alarm, whether it’s false or a legitimate emergency. Please keep the telephone lines clear so that
Management may to attend to the situation as quickly and efficiently as possible.
Emergency Procedures: Evacuation
Personnel Evacuation List
All completed forms titled "Personnel Evacuation List" are kept on file in the Management Office. In the
event of an emergency affecting your space, these lists are utilized by the Management Office to inform
emergency personnel of persons in your space that require assistance exiting the building. Among those
that should be included on the list are physically disabled, pregnant, elderly, and any person unable to
utilize the stairs.
Any modification, deletions, or additions to your list should be submitted to the Management Office to
ensure the accuracy of the information.
EMERGENCY BUILDING EVACUATION PROCEDURES
Please take the following action:
Remain calm.
Follow the instructions of your Evacuation Director and Area Evacuation Director or Alternate.
Close the door of your office as you leave. Do not return for any personal items.
Make note of the location of all handicapped employees, who should assemble at the reception area
closest to stairwell #1. The individual Evacuation Directors and Area Evacuation Directors will
determine the method of evacuation of handicapped employees.
Form an evacuation line - two abreast.
Be prepared to merge with other people evacuating the building.
Use enclosed stairwell for evacuation. Stay to the right so that incoming emergency personnel can
utilize the stairwell. Use the handrails.
Do not try to use the elevators, they will not respond.
Once out of the building, assemble at your pre-designated meeting place.
Do not return to the office until the Management Office gives the “ALL CLEAR” announcement.
Emergency Procedures: Fire and Life Safety
FIRE PROCEDURES
Please take the following action if you discover a fire:
Remain calm.
Activate the nearest Alarm Pull Station.
Call the Fire Department (911).
Call the Management Office (617) 725-4136.
Give your floor, location and company name
Give details of the fire emergency
After you have notified the Management Office, please notify the following:
Your designated Evacuation Director
Your Area Evacuation Director and Assistant Evacuation Director
Your Alternates
FIRE PROCEDURES (Continued)
Do not attempt to fight the fire.
If an evacuation is necessary, follow the accompanying EVACUATION PROCEDURES.
Use enclosed stairwells only; do not use elevators.
If caught in heavy smoke, take short breaths, breathe through your nose, and crawl to the exit. The air
is clearer near the floor.
Check doors for heat before opening them, especially if you smell smoke. If the door handle is HOT,
do not open the door.
If your clothes catch fire: STOP, DROP & ROLL! This will put out the fire.
Do not rush into corridors or stairwells, especially if you smell smoke.
Close all doors behind you, especially the emergency stairwell doors.
Smoke Detectors
The operation of any smoke/heat detector, sprinkler water-flow device or manual fire alarm station will
automatically:
1. Notify the Fire Department.
2. Capture all elevators and return them to the lobby.
3. Sound the alert signal throughout the building.
4. Open the floor smoke exhaust damper and shut down the air-handling units via a control relay.
Building Design Features:
Fire Control Panel
This is the fire alarm annunciator which controls all alarm pull stations, sprinkler-flow alarms, building
intercom, smoke/heat detectors, and emergency signals to the Fire Department.
Alarm Pull Station
Alarm pull stations are available on each floor. There is an alarm pull station located near each emergency
stairwell.
Building Design Features (continued):
Sprinkler System
Each floor is equipped with ceiling-mounted sprinkler heads. When activated, alarms are automatically
sounded while simultaneously dispatching the Fire Department.
Smoke/Heat Detectors
Smoke/heat detectors are located in various areas of each floor of the buildings. These sensors make it
possible to detect combustible vapors, smoke or fire. Please do not cover any detectors without proper
authorization from building management.
Emergency Lighting
In the event of the loss of electrical power to the buildings, a complete system of emergency lighting is
provided to all floors throughout the buildings and each stairwell.
Fire Extinguishers
Fire extinguishers are located in all stairwell entrances and in tenant spaces.
Emergency Procedures: Flooding
In the event of a flood that may cause damage to tenant property or affect the normal operation of the
building, designated tenant representatives will be contacted by Building Management personnel,
regardless of the time of day.
The first priority is to ensure that no personal injury occurs as the result of a flood. The second priority is to
discover the cause and prevent or minimize additional flooding.
Once the flooding has been contained, clean-up operations will be commenced. Tenants will need to
contact their insurance carrier for any damage to their property.
Emergency Procedures: Homeland Security
Colliers International recommends that each tenant have an emergency action plan in place to help their
employees prepare for, and react quickly to, a regional emergency, including terrorist attacks. Click on the
links below to access a variety of resources that aid in preparing for a regional emergency.
Department of Homeland Security
http://www.dhs.gov/dhspublic
Federal Emergency Management Association
http://fema.gov/
American Red Cross
http://www.redcross.org/
Center for Diseases Control and Prevention Emergency Preparedness and Response
http://www.bt.cdc.gov/
Local media outlets will provide important information during an emergency situation.
Emergency Procedures: Hurricane
The weather bureau, in most cases, informs the public well enough in advance of an approaching hurricane
so that proper preparation may be taken. In the event of a hurricane, please take the following precautionary
measures:
Move all valuables from windowsills and table tops in perimeter offices to inside areas of your space.
If you have blinds, draw them closed.
Close all doors to perimeter offices.
The buildings will be officially closed and services will be shut down when the hurricane is predicted to arrive
in the Boston area.
All elevators will be parked at the ground level when the buildings are closed.
The buildings will be cleared of all tenants and personnel.
The buildings will not be reopened until the Management Office deems the building safe and all utilities are
restored.
Please note, the City of Boston has emergency evacuation procedures available on the City website.
www.cityofboston.gov. Please print a copy and incorporate this into your employee emergency plan. Signs
are posted through out the City “Evacuation Route”, directing traffic to proceed in a specific direction.
Emergency Procedures: Pandemic Preparedness
What you Need to Know
An influenza (flu) pandemic is a worldwide outbreak of flu disease that occurs when a new type of influenza
virus appears that people have not been exposed to before (or have not been exposed to in a long time).
The pandemic virus can cause serious illness because people do not have immunity to the new virus.
Pandemics are different from seasonal outbreaks of influenza that we see every year. Seasonal influenza is
caused by influenza virus types to which people have already been exposed. Its impact on society is less
severe than a pandemic, and influenza vaccines (flu shots and nasal-spray vaccine) are available to help
prevent widespread illness from seasonal flu.
Influenza pandemics are different from many of the other major public health and health care threats facing
our country and the world. A pandemic will last much longer than most flu outbreaks and may include
"waves" of influenza activity that last 6-8 weeks separated by months. The number of health care workers
and first responders able to work may be reduced. Public health officials will not know how severe a
pandemic will be until it begins.
Importance and Benefits of Being Prepared
The effects of a pandemic can be lessened if you prepare ahead of time. Preparing for a disaster will help
bring peace of mind and confidence to deal with a pandemic.
When a pandemic starts, everyone around the world could be at risk. The United States has been working
closely with other countries and the World Health Organization (WHO) to strengthen systems to detect
outbreaks of influenza that might cause a pandemic.
A pandemic would touch every aspect of society, so every part of society must begin to prepare. All have
roles in the event of a pandemic. Federal, state, tribal, and local governments are developing, improving,
and testing their plans for an influenza pandemic. Businesses, schools, universities, and other faith-based
and community organizations are also preparing plans.
As you begin your individual or family planning, you may want to review your state's planning efforts and
those of your local public health and emergency preparedness officials. State plans and other planning
information can be found at http://www.flu.gov/professional/checklists.html.
Importance and Benefits of Being Prepared (continued)
The Department of Health and Human Services (HHS) and other federal agencies are providing funding,
advice, and other support to your state. The federal government will provide up-to-date information and
guidance to the public if an influenza pandemic unfolds.
Pandemic Flu Resources
There are many publicly available resources in place to help communities, companies, and individuals plan
for a possible pandemic flu outbreak. A few of the most useful sites are linked below:
Pandemicflu.gov
This is the official U.S. Government site for information on pandemic and avian influenza. The
material on this site is organized by topic for easy reference.
Pandemic Flu Resources (continued)
Centers for Disease Control and Prevention (CDC)
The CDC Web site is another primary source of information on pandemic influenza. They also have a
hotline—1-800-CDC-INFO (1-800-232-4636)—that is available in English and Spanish, 24 hours a
day, 7 days a week (TTY: 1-888-232-6348). Or, if you prefer, questions can be e-mailed to
[email protected].
Department of Homeland Security (DHS)
DHS is working on a “Business Planning Guide,” which will be posted on the DHS home page and on
Pandemicflu.gov as soon as it is completed. Also, for business-specific questions, the DHS has
created an e-mailbox— [email protected].
BOMA Resources
BOMA/Greater Toronto Pandemic Flu Report
The report addresses the threat to commercial buildings from an avian flu pandemic.
The resources above will provide a lot of information, but we also encourage you to:
Listen to local and national radio
Watch news reports on television
Read your newspaper and other sources of printed and Web-based information
Look for information on your local and state government Web sites
Consider talking to your local health care providers and public health officials.
Emergency Procedures: Power Failure
The stairwells and a sufficient number of fixtures in the offices are equipped with emergency lights that will
automatically go on in the event of a power failure.
In the event of an electrical failure the following guidelines should be observed:
Contact the Management Office at 617-725-4136
Open blinds/draperies to let outside light in
Do not start an evacuation unless you are instructed to do so
Do not congregate in the lobby areas
If you are trapped in an elevator during a power failure wait for assistance. DO NOT PANIC. The elevators
are on emergency power and will return to the lobby one at a time. THE ELEVATORS WILL NOT FALL.
There are Call Buttons in each elevator for communication to the lobby security desk.
The Management Office will advise you regarding the length and cause as soon as possible.
Emergency Procedures: Severe Weather
When severe weather conditions become apparent, the U.S. Weather Bureau describes conditions by two
(2) classifications, a Watch or a Warning. This applies to the reporting of severe thunderstorms, the
approach of weather conditions favoring the formation of tornadoes, a hurricane condition, a winter storm
condition, etc. A Watch becomes effective when atmospheric conditions are present that can produce the
particular weather phenomenon. A Warning means that the weather condition has been spotted and prompt
action must be taken to enhance safety.
Except in very rare circumstances, the decision to evacuate the building based on the above weather
reports will not be made by Building Management, but rather by each Tenant Company.
However, in the event these conditions do exist, the following guidelines should adhered to:
Move away from outside windows. If the windows in your offices are supplied with blinds, close the
blinds (this will provide protection from broken glass).
Do not panic.
If evacuated, lock all desk drawers and take all items of value with you.
If evacuated, use a route that is in the building interior and stay away from large expanses of glass
and windows.
Use the stairwells rather than the elevators.
If evacuated, do not return to your office until advised to do so.
Emergency Procedures: Tornado
By definition: a Tornado Warning is an alert by the National Weather Service confirming a tornado sighting
and location.
The Weather Service will announce the approximate time of detection and direction of movement. Wind will
be 75 MPH or greater.
In the event of a tornado, please take the following action:
Stay away from perimeter of the buildings and exterior glass.
If you have an office which is located on an exterior wall, leave the office and close the door.
Go to the central corridor of the building.
Sit down in corridor and protect yourself by putting head as close to your lap as possible or kneel,
protecting your head.
If you are in transit in the buildings:
Go to enclosed stairwell for shelter.
Do not go to the first floor lobby.
If you are caught in an outside office:
Seek protection under a desk.
Emergency Procedures: Toxic Hazards
If there is a toxic spill or exposure, proceed immediately to an area where you are no longer exposed. Call
911. Provide the building’s address, your floor and phone number, and also what type of spill has occurred.
Take appropriate action to contain the hazard; close doors behind you, and always follow all safety
procedures when working with toxic materials.
Introduction: Welcome
This Tenant Handbook has been designed to provide you with all the building information, procedures and
policies which will help provide you with a pleasant work environment.
As the owner's agent, Colliers International is responsible for the management of the property.
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
Colliers International 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 Management Office, which is located on the 12th Floor at (617)
725-4136.
Introduction: About Colliers International
Colliers International is a Boston-based, full-service commercial real estate firm dedicated to providing its
clients with innovative solutions to meet their real estate challenges. With over 130 years of experience, our
firm combines unsurpassed market knowledge and a global reach to offer clients a broad range of
complementary services including:
Landlord Representation Services
Tenant Advisory Services
Retail Services
Capital Markets
Counseling & Valuation
Development & Advisory Services
Investment Sales
Property & Asset Management Services
Marketing & Research
Colliers International was founded in 1875 and has over 140 employees. In addition to representing its
numerous core clients in greater Boston and New England, Colliers International provides national and
international real estate services for its multi-market clients.
Colliers International is also one of 21 owner/members of Strategic Alliance Mortgage (SAM). SAM's goal is
to combine local entrepreneurial expertise with a nationwide network to deliver the very best capital markets
execution and alternatives to its clients.
Our client relationships are characterized by repeat assignments over many years. The common threads
through all of our real estate activities are professionalism, real estate expertise and integrity.
Introduction: About 73 Tremont Street
73 Tremont Street is a Class A office building located on the perimeter of Boston’s Financial District.
Amenities include a daytime parking facility with parking for up to 127 vehicles, a conference center, fitness
center and 24-hour security guard service in the main lobby. The building is also staffed with 3 full time
maintenance technicians and a day porter.
Owned by The Rosalie K. Stahl Trust, and represented locally by Colliers International, the site is located
directly on the Freedom Trail, with such distinctive neighbors as the Park Street Church, Boston Common
and the Granary Burying Ground. The property is a key element in the revitalization of the Tremont Street
corridor.
The building’s lobby is an elegant mix of marble, vaulted ceilings, brass handrails and mahogany wood.
Five electric traction passenger elevators service all 13 floors. One additional elevator serves as freight and
travels from the subbasement to the 13th floor (15 stops). Building services are 100% electric, with tenant
spaces separately metered. NSTAR is the local provider. All equipment is controllable floor-by- floor via an
energy management system.
PROPERTY SPECIFICATIONS
Year Built
Number Stories
Building Size
Parking
1889, Renovated 1988
13
303,975 SF
127 spaces
Introduction: Operating Instructions
Navigation
You move through The Electronic Tenant® Handbook just as you would a traditional Internet site. It’s as
simple as pointing and clicking. The main page features a Table of Contents that provides links to each
Chapter. Upon entering a Chapter, you will find links to the specific information provided in that chapter’s
Sub-Sections. You may return to the Table of Contents or Chapter Overview at any time by clicking the
clearly labeled link on every page.
Special Features
This Electronic Tenant® Handbook has special features, such as a Service Request System and Search
engine. In order to take advantage of these useful features, you must have Adobe Acrobat Reader installed
on your computer. This software is free and easy to use, and can be obtained by clicking here.
Updates
The Electronic Tenant® Handbook is updated on a regular basis, so please be sure to periodically check for
updates and new information.
If you are having trouble accessing the Electronic Tenant® Handbook or need assistance, please e-mail or
call the Management Office.
Policies and Procedures: Contractors
Please see the Contractors Rules and Regulations for work being done in the building under the forms
section.
Policies and Procedures: General Rules and Regulations
Please see building Rules and Regulations under the forms section
Policies and Procedures: Insurance Protection
Please find the insurance requirements for anyone doing work in the building under the forms section.
Policies and Procedures: Loading Dock Use
Loading dock hours are as follows: Monday to Friday from 9:00 am to 4:30 pm and after 6:30 pm. There is
an intercom system installed at the pedestrian door to the dock to allow communication between security
and deliveries.
Tenants must contact the Management Office to gain access to, and reserve time at, the loading dock. This
is on a first-come, first-serve basis. All deliveries must come via the loading dock to the second floor
elevator and up through the freight elevator.
Policies and Procedures: Moving Procedures
TENANT MOVES
All tenant moves in or out of 73 Tremont Street must be made during the weekends or after 6:00 p.m. on
weeknights. All moves must be scheduled at least one week in advance of the move and a certificate of
insurance for the mover must be provided to the Management Office. The certificate must list Suffolk
University, 73 Tremont Street Realty, LLC, and Colliers International, as additional insured entities.
As the time for your move into 73 Tremont Street approaches, we would like to call attention to some of the
items, which you may need to address:
Post Office:
Notify your local Post Office and carrier of your change of address. Notify the Management Office if you are
anticipating mail before your official move-in.
Telephone:
Contact your telephone company representative as soon as possible to set a date for disconnection in your
present office and activation of the telephones at your new office. To facilitate the installation, the location of
phones should be clearly marked on a plan of your new space.
Moving:
Retain the services of a competent commercial moving company and notify the Management Office of your
move-in date so they may make the necessary preparations. See " Elevator & Deliveries" section of this
manual.
Signage:
Let the Management Office know the exact wording of your directory and door sign before your move. Only
signs supplied by the Management Office will be allowed on building directories and exterior office doors,
conforming to building standard designs. This is done to maintain quality and present a uniform
appearance.
Clients & Suppliers:
Notify your clients and the various vendors and suppliers who service your office of your change in location.
Equipment:
Arrange with equipment manufacturers for the relocation of your equipment. Let the Management Office
know if there are any special electrical needs.
Insurance:
Notify your insurer of your location change to make the necessary revisions to your coverage.
Policies and Procedures: Smoking
SMOKING POLICY
73 Tremont Street is a smoke-free building.
Smoking is not permitted in any of the common areas of the buildings (i.e., the bathrooms, the lobbies,
corridors or emergency stairwells) or any entranceway into 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.
A smoking area is located in the front of the building on Tremont Street. Ashtrays are provided for your
convenience.
The Neighborhood: Driving Directions
73 Tremont Street is located on the perimeter of the financial district just down the hill from the state house
on the beacon street side. The building sits on the corner of Tremont and Beacon Street on a parcel of land
containing approximately 29,939 square feet of land and is bounded by Beacon Street, Tremont Street,
Tremont Place and the Granary Burial Ground.
From the North
I-93 South
Take exit 24A-B to Logan Airport/Gov’t Ctr
– go 0.1 mi
Turn left at Surface Rd. – go 0.1 mi
Turn right at State Street – go 0.3 mi
Bear right at Court Street – go 0.1 mi
Turn left at Tremont Street – go 0.1 mi
From the South
I-93 North
Take exit 23 Gov’t Ctr – go 0.3 mi
Bear left onto the Govt Ctr ramp to Faneuil Hall/Financial Dist/Aquarium – go 195 feet
Bear right at North Street – go 0.1 mi
Turn left at Congress Street – go 0.1 mi
Turn right at State Street – go 0.1 mi
Bear right at Court Street – go 0.1 mi
Turn left at Tremont Street – go 0.1 mi
From the West
I-90 East
Take exit 18 to Allston/Cambridge – go 0.5 mi
Turn right at Soldier’s Field Rd. – go 3.0 mi
Continue on David G Mugar Way / Storrow Drive – 0.2 mi
Continue on David G Mugar Way toward Govt Ctr/Kendall Sq – go 0.1 mi
Bear left at Cambridge St and head toward Govt Ctr/Downtown – go 0.7 mi
Bear right at Tremont Street – go 0.1 mi
For Parking: Turn right at Beacon Street. Turn left onto Tremont Place.