Harbor Court - Welcome to Harbor Court`s Tenant Handbook

Harbor Court
Electronic Tenant® Portal
Created on July 5, 2015
Building Amenities: On Site Amenities
The building has a retail sundry store, The Harbor Stop, on the ground floor.
A FedEx Drop Box is located in the lobby level opposite the mailroom. Pickups are Monday through Friday
by 2:30 p.m. For more information on our mailroom, please visit the Mail Service tab located under Building
Services.
Building Amenities: Parking
PRINCESS RIMANDO
Parking Manager
Phone: (808) 522-1240
Email: [email protected], [email protected]
The parking garage is managed by ABM Parking Services and the City & County of Honolulu. A cashier
attendant is available 24 hours. Contractors must call Security at least 24 hours in advance to schedule
loading dock usage. Tenants are onlyauthorized to use the loading dock for deliveries.
Parking may be: purchased monthly, validated or paid for with cash or check. Please click on the links
below for:
Parking Information Sheet: Form includes parking rules, rates & contact info.
Monthly Parking Agreement: A signed portion of the form must be submitted anytime there is a
change to the vehicle, license or employee information.
Monthly Parking Rate Increase Memo: Effective November 25, 2014.
See the Security Tips Section for useful information Parking Safety.
Building Operations: Accounting
nvoices for basic rent and miscellaneous charges will be sent by the 25th of the preceding month. Please
remember, though, that the basic rent is due on or before the first day of each month in accordance with the
terms of the lease.
Basic rent and service payments should be mailed or hand-delivered to:
DEG, LLC
55 Merchant Street, Suite C-100
Honolulu, Hawaii 96813
We accept wire transfers, ACH payments, money orders and checks. Instructions are as follows:
ABA # for payment by ACH/WIRE: 121000248
Wells Fargo Bank
San Francisco, CA
FOR: DOUGLAS EMMETT 2015, LLC
Account: 4283445062
REFERENCE: 2241-Harbor Court-Office
Include: Tenant Name, Suite(s), Lease ID(s), & Month Paid
Building Operations: Building Management
The Office of the Building Management is located in the Basement, Suite B-1. Our office hours are from
8:00 a.m. to 5:00 p.m., Monday through Friday, except holidays. Below is a quick glance at our contact
information:
E-mail Address: [email protected]. This email routes all correspondence to the Property
Manager and the Administrative Assistant.
Mailing Address:
Douglas Emmett Management Hawaii, LLC.
55 Merchant Street, Suite C-100
Honolulu, Hawaii 96813
Main Line: (808) 524-4188
Fax Line: (808) 524-4292
BETH LANI NOBRE (S)
Property Manager
Phone: (808) 541-4381
Email: [email protected]
CHRIS HEKEKIA
Chief Engineer
Phone: (808) 541-4383
Email: [email protected]
Amanda Kauffman
GLENN TRINIDAD
Administrative Assistant
Assistant Chief Engineer
Phone: (808) 541-4382
Phone: (808) 541-4387
Email: [email protected] Email: [email protected]
Please click on the Harbor Court Contact Information List for a PDF version of more detailed information.
Building Operations: Holidays
Security is available 24 hours. They can be reached at (808) 541-4385. Please take a look at the days
below for information on building and management office closure info.
Building Closed:
When the building is closed, FOBs will be required for building and elevator access. Air conditioning will be
shut-off unless thermostats are adjusted and After Hours A/C will be billed accordingly. Any maintenance
and janitorial requests will be taken care of on the following business day.
New Year's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
Management Office Closed:
The building will be open for business as usual, with limited staff. Engineers will be available to complete
any maintenance requests placed via NetFacilities.
New Year's Day
Martin Luther King, Jr.
Day
President's Day
Good Friday
Memorial Day
Fourth of July
Labor Day
Discoverers' Day (also known as Columbus
Day)
Veterans Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Building Operations: Leasing
CBRE is the leasing company for Harbor Court.
For leasing inquiries you may contact the authorized representatives below at (808) 521-1200.
C. KALANI SCHRADER (S)
ANDREW REENDERS (S)
Phone: (808) 541-5117
Phone: (808) 541-5146
Email: [email protected]: [email protected]
Their office is located at:
Bishop Square, Pauahi Tower
1003 Bishop Street, Suite 1800
Honolulu, Hawaii 96813.
Building Operations: Security
Security is contracted by Universal Protection Service. The Security Post is manned 24/7 and monitors all
life-safety systems.
Please click on the Building Security tab for more detailed information on: building access, key and lock
policy, property removal, solicitation and useful tips.
For emergencies, please call: (808) 536-0136 and state your name and location.
EYAD AHMAD
Post Commander
Phone: (808) 541-4385
Email: [email protected]
Building Security: Building Access
Harbor Court is open to the public from 6:30 a.m. to 6:00 p.m., Monday through Friday, and on Saturdays, it
is open from 8:00 a.m. to 2:00 p.m.
Tenants must fill out a Building Access Request form and submit a current Certificate of Insurance (COI) to
the Management Office at least 48 hours in advance to provide vendor/contractor access or use the freight
elevators.
If you have a last minute request, we still need to verify the vendor has current COI and a BAR form
authorizing them into your space.
Freight Elevators
The freight (service) elevator is for use by contractors, maintenance personnel and for deliveries into the
building.
Water - Related Work
All contractors or vendors coming into the building to work on anything "water-related" must be
accompanied by the building's Chief Engineer or Assistant Chief Engineer who will be present at the onset
of the work, up until the completion of such work. The cost of the Chief Engineer's time will be at the sole
cost of the contractor or vendor.
Examples of water-related work would include, but are not limited to: work on the fire sprinklers, the
domestic water system, a cooling tower drain down, Reg-4 water flow testing, miscellaneous plumbing and
valve repairs.
Please refer to the Tenant Improvement & Moving section regarding additional important information.
Building Security: After Hours Access
Harbor Court is open to the public from 6:30 a.m. to 6:00 p.m., Monday through Friday, and on Saturdays, it
is open from 8:00 a.m. to 2:00 p.m.
SIGN IN AT SECURITY DESK AFTER HOURS - If you are working any time after 6:00 p.m. Monday
through Friday, or anytime during the weekend (even when the building is open), be sure to sign-in at the
Security desk. If an after-hours emergency occurs in the building, emergency personnel (Honolulu Fire
Department, Honolulu Police Department, Civil Defense, etc.) will ask Security to provide them with the sign
in sheet of names of those individuals working in the building at that time.
PARKING GARAGE: Access here is accomplished through the use of your parking access card (for
monthly parkers). To open the gate arm for garage access, swipe your card in front of the card reader
located on the left side of the entrance ramp.
Visitors can take a ticket from the public parking ticket dispenser.
For access to your floor in the commercial office building, please swipe your FOB at the reader located in
the building entry. Use your FOB again, once in the elevator, to select your destination floor. If you need
assistance with this, please call the after-hours Security emergency number at 536-0136.
Building FOB's are necessary for after-hours access to the building.
VISITORS & GUESTS: All tenants must escort their guests.
FOB’s:
NEW FOB's: Tenant must submit a FOB Request form, signed by an authorized representative, in
order to obtain a FOB.
LOST OR STOLEN FOB's: Inform the Building Management office immediately if lost, stolen or not
received from an ex-employee.
TERMINATED EMPLOYEES:
Notify the Building Management Office right away.
Provide an updated Emergency Contact List (if the employee was listed on it).
All information pertaining to the ex-employee will be deleted from our computer system.
For the protection of the tenants in the building, it is imperative that the ex-employee’s FOB's
are recovered.
If a terminated employee is permitted to retain their FOB and you forget to notify the Building
Management Office of the termination, this person will still have access to the building
after-hours and may possibly have access to your suite. Tenants will be charged a fee for all
FOB’s lost or not recovered from ex-employees.
If a FOB is no longer needed or in use, please return the FOB and key.
All forms are located in the Building Services tab.
Building Security: Security Tips
Suspicious Persons or Calls
If any of you are faced with a “threatening” situation, we advise you to call 911 (Police) immediately. You
may also call the Security, at (808) 541-4385 or (808) 536-0136. If possible, make note of appearance,
clothing, etc. to assist building security in locating them.
Please be aware of strangers in your tenant areas and halls. Quite often a question such as “May I help you
locate someone?” is enough to deter a potential thief. Suspicious encounters of this type should be reported
to Security or the Office of the Building immediately.
If you have any questions concerning these matters, please call Security at 541-4385 or Building
Management at 524-4188.
Building Security: Solicitation
Our staff attempts to prevent undesirable persons, including solicitors, from entering the building. We are
successful in the majority of cases, but due to the volume of persons entering and exiting the building, these
people manage to elude our staff.
For your protection, the following procedures are suggested:
In the event a solicitor gains entrance to your suite, ask him to have a seat while you contact your office
manager. Your office manager should call the Building Management Office at 808-524-4188 immediately.
The Manager will request a member of the building staff to visit your suite immediately so that the solicitor
may be escorted off the premises.
THE SOLICITOR SHOULD NEVER BE LEFT ALONE OR UNOBSERVED WHILE IN YOUR SUITE.
If the solicitor leaves your suite prior to the arrival of the building staff, please make note of his or her general
description, approximate age and color of clothes, as this information will assist our staff in identifying the
solicitor.
Building Security: Parking Garage Theft-Prevention
While we have security patrolling the area, there are additional ways you can help prevent vehicle theft.
Please see below for useful tips:
Place items out of sight before reaching your destination. Someone may be watching when you
put your valuables under a seat or in the trunk and the moment you're gone, a thief could break into
your car.
Never leave a trace. Don't leave any sign that there might be valuables "out of sight" in your vehicle.
For example: the suction cup on your dashboard, might tell thieves, that you have a GPS system in
your vehicle.
Lock your vehicle. Even if you're walking away for a second, it only takes a second to steal
something from it.
Watch for any suspicious person(s) walking around or hanging out in the Parking Garage.
Building Security: General Office Security Checklist
For your own internal security and also for the security of the building, it is in your best interest to control the
number of keys issued. Only people needing after hour access should be issued a key.
The following is a list of general office security suggestions, which are offered to you as an aid in
establishing your internal security procedures:
Restrict office keys to those who actually need them.
Keep complete, up-to-date records of the distribution of all office keys.
Have adequate procedures for collecting keys prior to termination of employees.
Establish a rule that keys must not be left unguarded on desks or cabinets.
Require that filing cabinet keys be removed from locks and placed in a secure location after opening
cabinets.
Prevent unauthorized personnel from reporting a lost key and receiving a replacement.
A responsible person is in charge of issuing all keys.
Store keys systematically in a secured wall cabinet of either your own design or from a commercial
key control system.
Insist on identification from repairmen who come to work in your office.
Clear all desks of important papers.
When working alone in the office at night, lock the front door to prevent anyone else from entering.
Keep the police, fire department, and building security telephone numbers posted.
Double-check to see that all doors are securely locked before you leave.
Building Security: Key and Lock Policy
Control over issued office building keys is an integral part of our overall security system. In the event you
are locked out of your suite during normal business hours, you may obtain access to your suite by
contacting the Security Office. We will require valid identification before permitting access.
If a tenant forgets his/her key to the office suite or is locked out after-hours, the Building Management Office
will be unable to assist you. You will be required to contact someone from your firm to gain access to your
office space.
For each lockset installed, two keys are issued. If additional keys are required, they may be obtained at an
additional cost by contacting the Building Management Office.
All door hardware installed at Harbor Court must be the pre-selected building standard hardware. Tenants
are not permitted to change, modify, or install any other type of hardware unless it is pre-approved by the
Building Management Office.
Building Security: Lost and Found
Lost and found for the building is located at the Security Office next to the Loading Dock. It will be
necessary to present identification and describe the lost item in order to retrieve lost property.
Building Security: Property Removal
A Building Access Request Form must be filled out any time you want to bring or remove furniture,
equipment or large objects from Harbor Court.
Anyone removing items from Harbor Court must use the freight elevator and will be required to check-in with
the Security desk before the move. Persons attempting to remove property without proper authorization will
be referred back to the tenant’s office. Security guards may not permit removal of any tenant’s furniture,
equipment, etc. without proper authorization.
Please refer to the Moving Policy under Policies & Procedures.
Building Services: Building Signage and Directory
Signage/Graphics
Except as otherwise provided in your lease, no sign, placard, picture, advertisement, name or notice shall
be inscribed, displayed, printed or affixed on or to any part of the outside or inside of the building premises.
The Building Management Office reserves the right to remove any such sign without notice and at the
tenant’s expense.
Only signs approved in writing by the Building Management Office may be displayed in public view. This
includes but is not limited to: point-of-purchase displays, sales and clearance signs, seasonal signs, special
merchandising displays, placards, pictures, notices and the like.
The Building Management Office will provide an order form prior to your move-in for suite entry door
signage, which must be completed and returned to the Building Management Office. There is a two-week
lead-time for fabrication of the signage. Requests to change the lettering on suite doors should be made in
writing using the form provided by the Building Management Office. All changes to tenant’s suite signage
will be at the tenant’s expense and must conform to building standards.
Directories and Directory Strips
Each tenant may obtain identification in the lobby directories as specified in each lease. Please see the
terms of your lease for any applicable changes.
Building Services: Cleaning
Janitorial services are provided nightly Sunday through Thursday, with the exception of building holidays.
This includes dusting, emptying wastebaskets, vacuuming, etc. Cleaning standards of a first-class building
will be maintained, however, oversights occasionally will occur. When this happens, please notify the Office
of the Building as soon as possible, so appropriate corrective action can be taken.
Wastebaskets should contain only that trash which is to be removed by cleaning personnel. Any trash to be
removed that is not in the usual wastebasket should be clearly marked "Trash" or "Recycling". Stickers are
available for pick-up at the Management Office. Packing cases, shipping boxes, etc., must be broken down
by the Tenant and discarded in the dumpster provided on site. In addition, contact the Management Office
for pick-up of broken glass. Do not throw them in the regular trashcans. Additional information regarding
refuse & recycling can be found in our Refuse & Recycling section under Building Services.
Requests for special cleaning or other services of this nature should be directed to Building Maintenance at
least one (1) day in advance and will be at the expense of the Tenant. The responsibility of the cleaning staff
is to maintain each suite in a first class office building condition. If you require additional services that are
not currently provided please contact the Building Management Office, and special arrangements can be
made at your convenience, or you will be directed to appropriate vendor. These services will be billed at the
current hourly rate, which is subject to change from time to time.
The cleaning staff will start their duties at approximately 3:00 p.m.on Sundays and 5:30 p.m., Monday
through Thursday. Day porter services for the maintenance of the common areas are provided daily,
Monday through Friday, 7:00 a.m. to 4:00 p.m.
Our janitorial personnel have been instructed to, upon completion of their nightly duties,lock all corridor
doors and to leave interior doors as they find them, i.e., locked or unlocked, open or closed. Additionally,
janitors are instructed to turn lights off when they leave unoccupied offices. Below is a list of the basic
services provided in your suite and the appropriate frequency.
Janitorial Services:
Nightly
Empty all trash & recyclable containers. Please notify the Building Management if there is a large
amount of trash to help accommodate removal.
Clean empty sinks areas.
Dust mop hardwood and resilient tile flooring.
Vacuum and dusting all horizontal surfaces less than 7’ high. This runs on alternating schedule and is
done every other day. This means High-Rise may be done on Monday, Wednesday & Friday nights
while Low-Rise is done on Tuesday & Thursday night, with a switch the following week.
*Applicable dusting surfaces must be clear of all tenant belongings & paperwork: Janitors are instructed to
not move items from surfaces.
Weekly
Damp mopping (where applicable, on Sundays)
Detailed vacuuming - to include edge areas.
Monthly
Hard-floor buffing
High space dusting (on spaces over 7' in height).
Window blind dusting.
Please note the services do NOT include:
Dishwashing
Interior cleaning of: refrigerators, microwaves or other kitchen appliances.
Cleaning or servicing of any electronic/office equipment, such as: copiers, fax machines, computer
monitors, televisions and/or servers.
Moving of any furniture, tenant belongings, or equipment.
Carpet shampooing.
Removal of excess or bulk trash..
The responsibility of the cleaning staff is to maintain each suite in a first class office building condition. If you
require any additional services not listed above please contact the Building Management Office to make
arrangements. These services will be billed at the current hourly rate.
Building Services: Elevators
Passenger Elevators
Installed at Harbor Court are five passenger elevators and one freight elevator servicing the building.
Each elevator, including the freight elevator, is equipped with a telephone system, which connects directly to
Security Office. Should an elevator malfunction and you are unable to exit the elevator, press the emergency
telephone button and you will be connected to the Security Office. The officer on duty will then notify the
appropriate personnel to assist you in safely exiting the elevator. Remember, guards are available 24/7.
While inside the elevator, please remain calm. We will get you out. Under no circumstances are you to
attempt to climb out on top of the cab roof.
Freight Elevators
The inside dimensions of the service elevator cab 1 (servicing 3 levels - Basement, P1, and Restaurant) are
64" wide by 94" deep by 9' high. Dimensions of freight elevator cab 10 (servicing both commercial and
residential towers) are 54" wide by 54" deep by 9' 8" high.
To request the use of a freight elevator, return completed Building Access Request form to the Building
Management. Hours of availability for the Freight Elevator are as follows:
Monday to Thursday 6 AM to 8 AM
9 AM to 12 PM
1 PM to 4:30 PM
Friday 6 AM to 8 AM
9 AM to 12 PM
1 PM to 6 PM
Saturday - 10 AM to 5 PM
Sunday - Requires Management Office approval.
Maximum weight capacity of the freight cab is 3,000 pounds. However, it is your responsibility to ensure
that the cab is not overloaded, resulting in damage to the equipment and/or cab finishes. Be sure that your
employees and all vendors providing services to your company are aware of the weight limitation.
Employees and delivery people sometimes fail to realize that a power jack to move pallets and a pallet can
add up to 1,000 additional pounds to the load being transported. Also be aware that improperly balanced
loads can cause damage to the elevator rails and related equipment.
Building Services: Forms
For your convenience, we have included downloadable, fillable and printable PDF document forms that will
expedite various building management service requests. Hard copies of all forms are available upon
request 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.
Tenant Forms Package
Certificate of Insurance (COI) Requirements - Tenant
Certificate of Insurance (COI) Requirements - Vendor
Construction Rules & Regulations
FOB Request
Key/Lock Request
Moving/Delivery Policy
Parking Agreement
Parking Information Sheet
Tool & Equipment Check-out and Liability Release
Building Services: HVAC
The standard hours of air conditioning service are as follows:
Monday through Friday, 6:00 a.m. to 6:00 p.m.
Saturday, 7:00 a.m. to 2:00 p.m.
Tenants can program their thermostats for air conditioning outside these hours. If you need assistance on
how to do this, please place a work order for our building engineers to show you how. After-hours air
conditioning requests will be billed on your monthly rent statement. Air conditioning thermostats are to be
adjusted by the Building Engineer Staff ONLY. Please contact the Building Management Office if, for any
reason, you feel uncomfortable with the existing temperature in your office.
The window coverings installed at each perimeter window are an important part of maintaining
comfortable temperatures. In the evening, the window coverings should be closed to help maintain
existing temperatures. During periods of high sun intensity and hot temperatures, the window
coverings should be closed to assist in limiting increased suite temperatures.
Building Services: Mail Service
A U.S. Postal Service mail drop box is located on the lobby level near the elevators.
Your regular mail will be picked-up at the mailroom on the lobby level. The nearest U.S. Post Office is
located Downtown on 335 Merchant Street.
Building Services: Maintenance Requests
For emergencies such as water leaks and floods, please CALL the management office.
For non-emergencies, customers are encouraged to use the NetFacilities Work Order System to submit,
track and manage all service requests. If you have not established an account and would like to do so
please contact the Management Office at (808) 524-4188 or via email [email protected].
First time users must verify their profile information and save it before moving forward.
To access the system:
1. Go to https://www.netfacilities.com/login.aspx
2. Enter your username and password provided by the Office of the Building
3. Once logged into the Net Facilities system users are taken to the "Dashboard"
The Dashboard is the home page or administrative hub where users can:
View and track the status existing work orders
Create a new work order
View invoices for completed work orders
View a complete history of work orders
Use the blue navigation bar on the top of the page to choose the area of the system you would like to enter.
To submit a work order:
1. Click on the "Work Order" link in the blue navigation bar on the top of the Dashboard page
2. Which: Choose the type of service required
3. When: Select a date and time for the service.
4. Where: Choose a Building Area ( optional)
5. What: Describe the work to be done in as much detail as possible
6. Click Submit and your work order request will be routed to the appropriate personnel
Once completed, you will receive a work order completion notice via e-mail. Any updates, such as notes
from engineers, will be sent via e-mail.
Please feel free to contact Building Management at (808) 524-4188 should you need any assistance with
the NetFacilities system
If computer access is limited or your maintenance request requires immediate attention during normal
business hours, please call the Office of the Building at (808) 524-4188 to make the request. Any calls
received after 4:00 p.m. will be addressed the following business day.
Building Services: Refuse & Recycling
There is a multi-bin in the trash room for paper and cardboard.
Janitorial will empty all trash & recyclable containers.
As part of Rolloffs' E-Z Recycling program, customers can co-mingle all of their acceptable recycling into
one container. Please take a moment to review the brief reminder below, regarding refuse and recycling
programs at Harbor Court.
REFUSE:
Regular office trash is picked up from waste receptacles, nightly, Sunday through Thursday. If you expect
high volume of trash please contact property management office to make arrangements. No trash bags,
boxes or other loose items designated for disposal are to be left in the common area corridors.
Items such as electronic waste, fluorescent tubes, consumer batteries and furniture will not be accepted and
should not be placed in trash receptacles.
RECYCLE:
Please comingle your recycling into one bin. For this recycling program to be effective, it is important that
you observe the following guidelines for what is acceptable recyclable material:
Acceptable Materials for Recycling
White and Colored Paper
Newspaper
Plastic Bottles / Jugs
Glass Bottles
Cardboard
Aluminum Cans
Unacceptable Materials for
Recycling
Coated/Glossy Paper/
Magazines/Catalogues
Telephone Books
Ceramics
Polystyrene Foam
Plastic Bags
Shredded Paper or Confetti
Do not mix your trash and recycling.
Items placed outside of the receptacles have to be labeled accordingly and will be picked up on space
available basis. TRASH and RECYCLE labels are available for pick-up at the Management Office, located
in the basement.
Please click on the link below for a printable PDF format of this information.
Refuse & Recycling Program
The Rolloffs' website provides additional information regarding this program:
http://www.rolloffshawaii.net/ez_recycling.html.
Also, if you're interested in other waste management information, such as the plastic bag ban, it can be
found in: http://www.opala.org/
Additional information can be found in the Cleaning section.
Emergency Procedures: Bomb Threat
Telephone Threat
When a bomb threat is made over the telephone, obtain the following information from the caller:
Exact location of the device
Time set for explosion
Description of the device
Reason the caller has placed the bomb
Exact words used by the caller
Keep this information as confidential as possible.
Notify the Police Department. Call 911.
Notify the Management Office at 808-524-4188 or Security at 808-541-4385.
Once the Management Office has been notified of a bomb threat, it is our policy to advise your firm’s
manager or officer. It is up to the manager or officer to decide whether it is appropriate to evacuate the
office.
In the event that you are asked to evacuate the Building, move away from the Building to allow for the clear
passage of emergency personnel. Do not re-enter the Building until the Management Office or the Police or
Fire Department has given clearance.
Suspicious Packages or Mail Bombs
Letter bombs are usually sent through the mail addressed to a specific individual in the company, usually
disguised to look like some sort of gift or a small package. Letter bombs have the power to kill or maim
anyone close to them if they go off. Letter bombs are usually a large size manila envelope ¼” to ½” thick
and are fairly rigid. They have been mailed from cities or small towns in the United States, as well as from
foreign countries. They are usually mailed to a person by title, such as Chairman, President, Manager,
Security Officer, etc.
If a letter is suspected to be a letter bomb:
Clear everyone out of the area for at least 25 feet around it.
Notify the police at 911 and Building Management at 808-524-4188.
DO NOT HANDLE IT UNDER ANY CIRCUMSTANCES!
DO NOT ATTEMPT TO DEACTIVATE IT YOURSELF!
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
Before an Earthquake
Plan your course of action before an earthquake occurs. Employees should establish an out of state
telephone contact and make sure family members can act independently for at least 72 hours.
Store essential emergency supplies such as food, water, first-aid kit, radio, and batteries. Enough
supplies should be stored to support every employee for a minimum of 72 hours.
Secure objects such as files, office equipment, bookshelves and other potentially dangerous objects.
Be familiar with your immediate work area and floor plan. This will help you react effectively when it
is necessary to find the closest and safest shelter point.
During an Earthquake
Get under a sturdy table or desk and hold on or move towards the center of the building. The building
core is the strongest part of the structure.
Keep your back to all glass objects if you cannot avoid them completely.
Be aware of falling debris. Cover your head as much as possible.
Do not panic. A clear mind will help you through the dilemma.
After the Earthquake
Remain calm and stay in your area (unless any emergency dictates otherwise).
Look for injured people and administer first aid where needed.
Barricade hazardous areas to prevent other persons from accessing a dangerous area.
Use telephones for emergencies only.
Be alert for aftershocks. Their intensity can produce further damage. Respond to the aftershock as
though it is the original earthquake.
Check your food and water supplies.
Building Security will attempt to contact tenants via the public address system to advise on building
and local conditions.
Evacuation
Normally, it is not recommended to evacuate a building after an earthquake. Outside one may
experience falling glass from the buildings.
However, if an evacuation is required, use the stairs. Do not use the elevators. Walk down at a
steady pace. Do not run.
If you are outside when an earthquake occurs
Immediately find the safest cover, perhaps an alcove, a doorway, a parking garage or a building.
Stay away from storefront windows. The primary danger is from falling debris, particularly glass.
Stay under cover as aftershocks may cause further damage.
Emergency Procedures: Elevator Malfunction
In the event that an elevator stops with passengers in it, remember to remain calm. Pressing the
emergency telephone button within the cab will automatically call the Security office who will send out a
technician to assist in removing the passengers from the elevator.
In the event of a power outage, please remain calm. Should an outage occur, elevator lights will remain on.
Pressing the emergency telephone button within the cab will automatically call the Security office who will
send out a technician to assist in removing the passengers from the elevator.
All elevators function on a Fireman’s Return System, which automatically returns the elevators to the main
floor without stopping when smoke is detected in the elevator lobby. IN THE EVENT OF A FIRE,
ELEVATORS MUST NOT BE USED FOR EVACUATION. USE THE STAIRWELLS.
Emergency Procedures: Emergency Contacts
Please keep in mind whether your phone system requires an additional digit to access an outside line (for
example: 9-911).
Emergency
Police (Non-Emergency)
Fire Department
(Non-Emergency)
Paramedics
Hospital (nearby)
911
(808) 529-3111 Main Station
(808) 831-7761 General Information
911
(808) 538-9011 Queen’s Medical Center
1301 Punchbowl Street Honolulu, Hawaii
96813
Emergency Procedures: Evacuation
If it becomes necessary to evacuate a floor or floors due to a large fire or a great amount of smoke,
the items below are of extreme importance.
Keep calm; do not panic.
Do not attempt to use the passenger or freight elevators. The elevators will be removed from service
or will be rendered inoperable by the building’s “Fire Life Safety” system or will be under the Fire
Department’s control.
Use the exit stairwells. Enter the stairwells and proceed to evacuate the building to the ground floor.
The exit stairwells are the safest evacuation routes for all office tower personnel. Remember, in case
of fire, and evacuation becomes necessary, do not attempt to utilize the elevators.
Walk rapidly; do not run.
Before opening any doors, feel the door and, if it is hot, do not open it.
If possible, close all doors, as this will slow the spread of the fire.
If you are caught in smoke, take short breaths; breathe through your nose. Crawl along the floor; the
air is cooler. If forced to make a dash through smoke or flames, hold your breath.
Do not go back for personal belongings.
The building's designated evacuation area or "Safe Place" is Fort Street Mall or you should evacuate
at least 200 yards away from the building.
Emergency Procedures: Fire and Life Safety
Fire Safety Director:
Douglas Emmett has developed a comprehensive Fire/Life Safety Emergency Preparedness Plan
that includes fire, explosion, bomb threats, medical emergencies and earthquake preparedness. The
Building Management Office will schedule training sessions for you and your employees to familiarize
you with the plan. The Building Manager is currently designated as the Fire Safety Director.
The following elements represent the major aspects of the Harbor Court Emergency Preparedness
Plan.
Instruct all building occupants on the procedures to be followed in the event of fire,
earthquake, or other emergencies, including evacuation procedures. Documentation of
occupant instruction shall be maintained.
Appoint Floor Wardens on each floor with alternates, who will assist in emergency
evacuation procedures.
Conduct annual fire drills.
Maintain a list of disabled persons located within the building who would require
assistance during emergency evacuation.
Floor Wardens:
There should be appointed at least one Floor Warden for each floor. If there are multiple tenants on a floor,
one person in each firm should be appointed as a Floor Warden to oversee their space.
The responsibilities of the Assistant or Alternate Floor Wardens are as follows:
Coordinate with the Fire Safety Director the training of all alternates, assistants, stairwell monitors,
and any other team member designated.
Coordinate the evacuation drills for their particular floor in conjunction with the Fire Safety Director.
Oversee the safe and orderly evacuation of a particular floor in case of an actual emergency.
Be responsible to check that all persons have left a floor in an evacuation, using the “Final Search
Pattern” method taught in initial training and provide a “Status Report” to the Fire Safety Director.
Check strobe lights and speakers on the designated floor for proper operation during fire drills and
report any malfunctions.
Assistant Floor Wardens:
Assistant or Alternate Floor Wardens Responsibilities:
A complete understanding of the Floor Warden’s responsibility.
Assisting the Floor Warden during an evacuation to see that all persons have been evacuated from
their suite or floor.
Being ready to assume the Floor Warden’s responsibilities in his or her absence or injury.
Stairwell Monitors:
There will be two stairwell monitors on each floor. From a multi-tenant floor, these monitors may come from
any suite, but will be responsible to the Floor Warden.
When alerted, take up assigned position at a stairwell to assist in the evacuation of occupants.
Hold door open and remind entrants of the proper stairwell safety procedures and make sure the door is
completely closed upon leaving.
Stairwell Safety Instruction for Building Evacuees:
Move quickly; do not run.
Remove high-heeled shoes if necessary.
Do not bring liquid items (coffee, soda, etc.), as they create slipping hazards
Use handrails, moving to the right when emergency crews are encountered.
Allow room for others, but do not unnecessarily hold up travel.
Allow no smoking.
Dispel all faulty information and rumors.
Assist those who are slower moving or disabled.
Treat all injured evacuees at stairwell landings unless to do so would be life threatening.
Fire & Explosion:
Any person discovering fire or smoke should immediately call 911 and then proceed in the following manner:
Activate one of the manual fire alarm stations located in the building. Manual fire alarm stations are
installed on each floor in the passenger and freight elevator lobby areas and adjacent to both fire exit
stairwells. Once the station is activated, the fire alarms, located throughout the floor, will sound off to
notify other personnel on the floor that a fire condition exists.
Call the Security Office at (808)541-4385 and report the location of the fire and what is burning. Notify
the Building Management Office, telephone (808) 524-4188. After-hours or when the Building
Management Office is closed, the fire department will be automatically notified by our alarm monitor.
Return to the fire area and do as much with available firefighting equipment as possible. There are
Class “ABC” dry chemical fire extinguishers located in wall panel boxes throughout the floor. Attempt
actions without placing yourself or others in jeopardy of harm or injury.
If you feel that you are in danger, evacuate the building.
Upon arrival, the Fire Department will take charge of extinguishing the fire.
Emergency Procedures: Flooding
If possible, remove all desktop items and close file drawers to limit damage.
Engineers will turn off the water source and shut down electrical power as required.
Emergency Procedures: Medical Emergency
Building Management is prepared to respond to medical emergencies in the following manner:
In the event that an accident or illness of an employee or visitor takes place in your office area:
1. Call Emergency at 911.
2. Give Emergency Dispatcher the following information:
a. Your name
b. Building name and address
c. Floor number and location of emergency on floor
d. Any details of accident or illness
3. Do not move injured/ill person. Try to make them as comfortable as possible.
4. Whenever possible, have someone meet the emergency unit in the lobby.
5. Call the Building Management Office at (808) 524-4188 or Security at 536-0136.
Inform them you have called 911 and briefly describe the nature of the emergency.
6. The emergency unit will be with you shortly and will administer necessary medical assistance.
7. Determine, if possible:
a. Name, address and age of injured/ill person
b. Nature of problem
c. Allergies and if currently on any medication
d. Local doctor
The Management, Engineering and Security staff will do all we can to make the person comfortable while
awaiting the arrival of the medical rescue team. Although we assume no liability for our assistance, we
strongly encourage Tenants and employees to become familiar with First Aid and how and when to contact
emergency services.
Emergency Procedures: Power Failure
Remain calm and in place. Notify building Management at (808) 524-4188 or (808) 541-4385.
Turn on battery-powered radio to find out what is happening in area.
Unplug all electrical equipment, movie projectors, TV sets, computers, audiovisual equipment and turn off
light switches unless needed. When power returns it may be in a surge and blow out light bulbs and other
equipment.
Open window shades as it will provide natural lighting.
If evacuation is necessary, use flashlights or light sticks to evacuate to your designated area.
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 right to produce the particular
weather phenomenon. A Warning means that the weather condition has been spotted and prompt action
must be taken for 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 be kept in mind:
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: Toxic Hazards
If there is a toxic spill or exposure, immediately get to an area where you are not exposed and call 911.
Give building address, floor and phone number, and also what type of spill. Take action to contain the
hazard; close doors behind you, and always follow all safety procedures when working with toxic materials.
Introduction: Welcome
On behalf of Douglas Emmett, Landlord for the Harbor Court Commercial Tower, the entire staff would like
to personally welcome you and your associates. Douglas Emmett is honored to be associated with this
prestigious project, and we are extraordinarily proud of the fine management team assembled here led by
your Property Manager, Beth Lani Nobre and Chief Engineer, Chris Hekekia of Hawaiian Building
Maintenance. Harbor Court is a unique property as unlike other properties owned by Douglas Emmett,
Harbor Court is managed and operated by contracted, third-party service providers who partner with
Douglas Emmett to provide quality services to Harbor Court.
This handbook serves as a convenient resource to answer frequently asked questions about your property’s
operations, rules and regulations, and to assist you in acclimating to your new home. It also contains
necessary forms that are frequently utilized.
Your happiness and satisfaction during your tenancy are of the utmost importance to us. To learn more
about Douglas Emmett we invite you to visit our website at www.douglasemmett.com.
Once again, welcome to Harbor Court!
Introduction: About Douglas Emmett
Douglas Emmett, Inc. (NYSE: DEI) is a fully integrated, self-administered and self-managed real estate
investment trust (REIT), and one of the largest owners and operators of high-quality office and multifamily
properties located in targeted submarkets in California and Hawaii. The Company has a consistent and
focused strategy of identifying submarkets that are supply constrained, have high barriers to entry and
exhibit strong economic characteristics such as population and job growth and a diverse economic base.
Douglas Emmett focuses primarily on owning and acquiring a substantial share of top-tier office properties
within these submarkets, which are located near high-end executive housing and key lifestyle amenities.
The Company focuses primarily on owning and acquiring select multifamily properties in premier locations
within these same submarkets. Its extensive acquisition and operating expertise is directly linked to its
competitive advantage through superior acquisition sourcing, focused leasing programs, active asset and
property management and unsurpassed tenant service. Douglas Emmett is proud to serve entrepreneurial,
service-oriented tenants that comprise our client base, fostering positive tenant relations and ensuring a
comfortable workplace environment for a variety of tenants.
People make the difference, and Douglas Emmett is proud to have kept intact a core group of executives
and managers for many years; most have been with the company ten years or more. The stability within the
company proves invaluable to achieving our long-term goal of remaining an integral fixture in the Los
Angeles and Honolulu commercial and residential real estate markets.
The Company's office and multi-family portfolio is currently located in nine California submarkets, six of
which are located on Los Angeles' Westside - Brentwood, Century City, Santa Monica, Beverly Hills, the
Olympic Corridor and Westwood. Three submarkets are in the San Fernando Valley - Sherman
Oaks/Encino, Warner Center/Woodland Hills, and Burbank. The Company's Hawaii office portfolio is located
in the downtown central business district of Honolulu with multi-family properties in nearby suburban
communities.
Introduction: About Harbor Court
Harbor Court is located at 55 Merchant Street along the Honolulu waterfront in the heart of Honolulu’s
central business and financial district. The Harbor Court mixed-use project consists of a commercial office
tower comprising 200,000 square feet of:
commercial office and retail space
luxury residential tower (comprising of 120 one and two bedroom units)
municipal parking lot able to accommodate 535 cars.
It is estimated that there are over 200 residents living in Harbor Court and in excess of 900 office employees
working in the property.
Harbor Court is within a minute’s walk for over 60,000 daily workers in the Honolulu central business
district, including the Executive Center Hotel and Aloha Tower Marketplace. Also located within a few blocks
of us are over 1,000 existing and under-construction condominium units. Located off of Bishop Street
(downtown Honolulu’s primary thoroughfare) Harbor Court is situated on approximately two-thirds of a city
block and is bordered by three major street frontages – Merchant Street, Bethel Street, and Queen Street,
and is located off of Bishop Street, Downtown Honolulu’s primary thoroughfare. The property is easily
located near Honolulu Harbor and just a short distance from downtown Waikiki and the Airport.
Introduction: Operating Instructions
Navigation
You move through The Electronic Tenant® Handbook just as you would a traditional internet site. After
clicking anywhere on the main page, there is a Table of Contents that provides links to various Chapters.
Upon entering a Chapter, links to specific information are provided in Sub-Sections. You may return to the
Table of Contents or Chapter Overview by clicking the appropriate link on every page.
Special Features
This Electronic Tenant® Handbook has special features, such as a Forms section that contains a number of
downloadable and printable administrative forms. In order to be able use these features, you must have
Adobe Acrobat Reader installed on your computer. This software is free and easy to use. To obtain the
software for free, click here.
Updates
The Electronic Tenant® Handbook is updated on a regular basis. Please be sure to continuously check back
for updates and new information. In order to keep you informed about your property’s operations, we have
included a monthly Building Calendar and Announcement Board. Here, you will find information regarding
scheduled maintenance and events taking place at your property. If you have trouble accessing the
Electronic Tenant® Handbook or need assistance, please e-mail or call the Property Management Office.
Policies and Procedures: Contractors
The Building Management Office must have written notification prior to the commencement of any tenant
construction or repair work. At least 2 business days in advance, tenants must submit a Building Access
Request Form with the Certificate of Insurance for all contractors (to include subcontractors) and a signed
copy of the Procedures for Construction. Copies of these and other forms can be found in the Tenant
Forms section located under the Building Services tab.
All work must be approved in writing by the Building Management Office prior to the
commencement of any construction. All construction or repair personnel must sign-in with Security.
Contractors may park in the parking garage for the normal vendor rates. All rates can be found in
our Parking Section under the Building Amenities section.
Policies and Procedures: General Rules and Regulations
Windows are to remain clear at all times. This includes, but is not limited to: tape, aluminum foil, signs,
paper, etc on the perimeter (outside) windows.
Energy Conservation/Hot Weather Tips
The last person leaving the office should turn out the lights. For a cooler office: lower your blinds against the
morning/afternoon sun.
Tenant Alterations
All construction and remodeling, including electrical, must be arranged through the Office of the Building.
When planning any construction or remodeling, the Landlord must approve the scope of work. It is
imperative that plans are submitted for approval prior to commencement of any work. All electrical, plumbing
and HVAC work must be performed by the Landlord’s contractor, unless otherwise approved in advance by
Landlord.
Heating, Ventilation, and Air Conditioning (HVAC)
It is our objective to keep your suite as comfortable as possible. We are committed to conserving energy by
operating our building efficiently. Any requests or reports of problems in this area should be made to the
Office of the Building. With the exception of holidays, heating, ventilation, and air conditioning hours of
operation are: Monday through Friday from 6:00 AM to 6:00 PM and Saturdays from 7:00 AM to 2:00 PM.
Tenant Kitchens
Kitchen Counters - No food items are to be left on counters, desks, tables, etc., at the end of the business
day. Janitors dispose of all visible food items unless placed in refrigerators. This is standard procedure to
prevent anymajor pest control issues.
Food Deliveries to Tenant’s Suite (either by catering or staff, etc.) - Tenant is responsible for ensuring that
no food or beverages are spilled in the corridor, lobby or on the elevator carpeting. In the event of spills,
please notify the Office of the Building immediately.
Animals (Pets)
We do not permit any pets such as dogs, cats, birds, fish, etc., to enter the building unless they are service
animals. Please click on the American's with Disability Act link for more information on service animals.
Stairwell Doors
The stairwells are for emergency exit ONLY. Hallways leading to the stairwell must be clear at
ALL times. Under no circumstances are tenants allowed to use the exit stairwells for any other
purpose. The stairwell doors are locked from inside the stairwells and can be unlocked by the
building in case of an emergency. If you inadvertently get locked out of your floor in the stairwell,
proceed down to the ground floor level where the door will be unlocked. Stairwell doors are not to
be propped open under any circumstance.
Policies and Procedures: Good Neighbor Policy
Harbor Court realizes the importance of building security. We all benefit from being alert for unusual
occurrences in our building.
With this in mind, please report to the Office of the Building should any of the following be observed:
Unusual circumstances such as, people loitering in the corridors, throughout the buildinggrounds, or
anything that seems out of place.
Trash or safety hazards in the corridors, lobby, restrooms, garage, or any other public areas. Be alert
for obstructions of fire doors, or any other place that could result in an injury or fatality.
Deliver to the Office of the Building or Security any lost & found items . Please note where you found
the object and the time discovered so that we may attempt to locate the owner.
Burned out lights throughout the building or grounds- these must be replaced as soon as possible for
your safety and the safety of others.
It is especially important to remember that your FOB is to be used for authorized after-hour access. By not
allowing strangers to enter the building with you, you are most certainly being aware of building security.
This kind of alertness will be beneficial to all tenants of Harbor Court.
Policies and Procedures: Moving Policy
When your move-in date has been established, please submit a Building Access Request & Contractor's
current Certificate of Insurance (COI) to the Office of the Building. This must be done in advance to confirm
the date and time of the move and reserve the freight elevator.
To facilitate your move, we request your cooperation by adherence to the following:
Moves must take place during freight elevator hours. No move-in's will be scheduled for Sundays or
holidays. It is the moving company’s responsibility to have an understanding of the building rules &
procedures. They may contact the office of the building to discuss the availability of parking and parking
restrictions for loading purposes prior to move. As a reminder, the movers must protect all door frames, to
include elevators. In addition, movers must protect all building flooring and carpeting to prevent abrasion
and buckling under heavy loads.
For the protection of the building, all hand trucks and carts must be equipped with rubber tires and
side guards.
Policies and Procedures: Smoking – Harbor Court is a non-smoking property.
Smoking has been prohibited in all public areas since November 16, 2006. It is the EMPLOYER'S
RESPONSIBILITY to enforce this new law. Inform your employees of HI law SB 3262, as there is no
smoking in your suite or on property areas, to include:
All elevator lobby waiting areas
All public corridors
All restrooms
The main lobby on the first floor of the building
All internal stairwells or stairwell balconies
Parking garage
All public places on the ground floor level of the building, except for the specially designated smoking
area
Policies and Procedures: Tenant Improvement Work
All plans for tenant alterations in Harbor Court must be submitted to the Office of the Building/Landlord for
approval prior to commencement of work, i.e. relocation of walls, electrical, plumbing, etc. This prior review
and approval ensures that the design harmony and structural integrity will be maintained throughout the
entire Building and ensures compliance with all governmental regulatory agency requirements.
Water - Related Work
All contractors or vendors coming into the building to work on anything "water-related” must be
accompanied by the building's Chief Engineer or Assistant Chief Engineer who will be present at the onset
of the work, up until the completion of such work. The cost of the Chief Engineer's time will be at the sole
cost of the contractor or vendor.
Examples of water-related work would include, but are not limited to: work on the fire sprinklers,
the domestic water system, a cooling tower drain down, Reg-4 water flow testing, miscellaneous
plumbing and valve repairs.