Tenant Handbook

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  1. About
    1. Welcome
    2. Owner, Manager and Leasing Agent
    3. Nearby Hotels
    4. Nearby Attractions
    5. Transportation
  2. Commuting Information
    1. Overview
    2. Driving Directions
    3. WMATA
    4. Bicycle Room
  3. 2100 Penn Garage
    1. Overview
    2. Entrance
    3. No Parking Areas
    4. Finding Your Way
    5. Taxi and Handicap Drop Off/Pick-up
    6. Parking Rates
    7. Monthly Parking Program
    8. Tenant Contractor Parking
  4. Building Management
    1. Property Management Office
    2. Important Phone Numbers
    3. Rent Payments
  5. Building Services
    1. Base Building Services
    2. Special Services
    3. Building Service Requests
    4. Fitness Center
    5. HVAC Systems
    6. Electrical Services
    7. Communication Services
    8. Recycling
    9. Office Keys
    10. Tenant Communication Contacts
    11. Holidays
  6. Moving
    1. Overview
    2. Tenant Relocation Checklist
    3. Moving Procedures
    4. Service Elevator Reservation
    5. Loading Dock Limitations
  7. Deliveries
    1. Mailing Address
    2. Deliveries Direct to Office Space
    3. Wheeled Delivery Equipment
  8. Service Elevator Information
    1. Service Elevator Usage
    2. Reservations for Service Elevators
    3. Service Elevator Dimensions
  9. Safety and Security
    1. Introduction
    2. Tenant Management Responsibilities
    3. Emergency Management Plan
    4. Security
    5. Emergency and Incident Reporting
    6. Security Awareness
  10. Access Control
    1. Overview
    2. Tenant Employees
    3. Access Control Coordinator
    4. Visitors
    5. Large Meetings, Parties, Functions
    6. Contractors
  11. Tenant "Workplace Violence" Issues
    1. Introduction
    2. Tenant Management Responsibilities
    3. Property Management Responsibilities
    4. Uniformed Security Services
    5. Security Response to Acts or Threats of Violence
    6. Security Response to Potential Threats
  12. Housekeeping and Material Storage
    1. Standard Materials
    2. Hazardous or Controlled Materials
  13. Miscellaneous Building Policies
    1. No Smoking Policy
    2. Solicitation and Distribution
    3. Animals
    4. Bicycles, Skateboards, In-Line Skates, Scooters
    5. Common Areas Housekeeping
    6. Holiday Decor
    7. Halogen Lights, Space Heaters, Coffee Makers
    8. Use of Stairwells
    9. Use of Freight Elevators
    10. Photography, Video Filming
  14. Building Improvements & Renovations
    1. Building Improvements and Renovations
    2. Additional Construction & Engineering Services

Moving Procedures

Move-In Contact Person  

It has been our experience that effective communications between landlord and tenant will prevent the vast majority of move-in problems. Accordingly, we request that one person be appointed as your move-in coordinator with responsibility for transmitting all requests for services and inquiries and for receiving notices and replies from Boston Properties.  We feel that this single contact person prevents duplication of effort and enables your organization to be sure your requests are being transmitted and acted upon.  Ideally this would be someone who is readily accessible and who has an overall working knowledge of your organization.

We would appreciate notification in writing of the name of this person and the name of an alternate in case of illness, vacations, etc.  Boston Properties requests that all communications from the tenant be transmitted through that person, except in the event of emergencies, in which case we will respond to any call.

The Boston Properties' contact will be the Property Manager. All requests should be directed to their attention. In addition, they will be issuing all notices from the landlord regarding status reports, inspections, and move-in dates. 

General

The moving contractor will perform all services required to move the furniture contents, office machines, records, and supplies.  These services will include pick-up, delivery, and placement of the equipment to the designated location on the appropriate floor in the building.  Freight or furniture may not be hauled on passenger elevators without permission from the Boston Properties Property Management Office.

All moving contractors working at 2100 Penn must utilize labor that will work in harmony with other labor at 2100 Penn.

Each employee of the moving contractor must be bonded and uniformly attired in the same type and color uniforms plainly lettered with the moving contractor’s name.  

Reasonable care must be exercised at all times to prevent personal injuries and property damages.  

 

Inspection of the Premises

The moving contractor will be responsible for inspecting the assets to be moved and the facilities of the new location prior to the move.  The moving contractor will acquaint itself with the conditions existing at the new location, so that it may furnish such equipment and labor necessary to provide for the orderly, timely, and efficient movement of the assets.  The contractor will acquaint itself with all available information regarding difficulties, which may be encountered, and the conditions, including safety precautions, under which the work must be accomplished.  Temporary staging of furniture and/or equipment in public areas is not permitted. Only furniture that can be put in place at the time of the move-in should be brought to the site. 

 

Supervision, Labor, Materials, and Equipment

The moving contractor will furnish all supervision, labor, materials, supplies, and equipment necessary to perform all the service contemplated in an orderly, timely, and efficient manner.  Such equipment includes, among other things, dollies, trucks, etc. as may be required.  All materials and handling vehicles used in the interior of the building must have rubber-tired wheels and must be maintained free from grease, dirt or other  materials that can soil and damage the flooring.  These vehicles are not allowed on the escalators or in the passenger elevators.  Masonite floor covering material, provided by the mover, must be laid down to protect finished floors or carpeting and corridor walls prior to moving any material and then removed at the completion of the move. 

 

Crating, Padding, and Packing Material

The moving contractor will take every precaution by means of crating and padding to safeguard property from damage.  All padding and packing materials are to be removed by the mover at the end of each day.  They may not be left overnight.  The moving contractor must also furnish, install, and remove protective materials wherever necessary to protect the building from damage.  

 

Floor and Wall Protection

The moving contractor must at all times protect and preserve all materials, supplies, and equipment.  All reasonable requests to enclose or specially protect such property will be complied with.  This means that:

  1. All corners must be taped.
  2. Masonite floor protection must be used on all floor surfaces.
  3. Materials transported in elevators must not exceed weight restrictions.
  4. Large, high-density items, such as safes, require special handling to ensure building and elevator floor loading limits are not exceeded.  The Property Management Office must be notified at least one week in advance before a tenant move that includes this type of equipment.

 

Clean-up After Move

The moving contractor must remove all Masonite, padding, and other trash after the move and ensure that no empty boxes are left behind. All areas are to be broom cleaned at the end of each workday.  Caution must be exercised so debris does not drop in the elevator shafts The Property Management staff will remove any leftover material and a charge will be made to the tenant for the post-move cleaning.

 

Permits, Franchises, Licenses or Other Lawful Authority

The moving contractor, at its own expense, will obtain and maintain any necessary permits, franchises, licenses, insurance or other lawful authority required for effecting the movement, handling, and other services to be performed.  Before the move is made, the moving contractor may be required to produce evidence of such authority to the Property Management Office.

 

Special Installation

Associated with the construction of every new tenant space are installations that exceed or vary from building standards.  Based on our experience we can anticipate the types of items that will require special attention, and by categorizing and discussing them here, we can help you avoid unnecessary delays and surprises.  In general, the majority of the problems can be avoided if all the information on special installations or equipment has been obtained and included on the construction drawings.  The following are some of the issues that may be associated with the construction of improvements in your offices: 

 

  1. Contact and coordinate with the telephone company representative early.  Depending on the phone system selected, particularly if it is a private system, special conduit and/or electrical or location requirements, different from building standard, may exist.  It is a good idea to review the telephone installation shown on the final working drawings with the telephone company representative as early as possible. 
  2. Copier machines usually have special electrical requirements.  The size and type of electrical service must be placed on the electrical working drawings.  In addition, these machines normally have special outlets that are furnished by the copier company.  They should be delivered to the landlord early enough to be installed prior to the move-in.
  3. Attention should be given to special equipment such as computers, word processors or telecopiers, which may require special electrical or mechanical installations to function properly.  If electrical consumption of special equipment is greater than normal office equipment, a means of calculating or measuring the excess cost of such energy must be determined.
  4. In some cases special equipment or concentrated files or bookcases may exceed the load limits of the floors and attention must be given to distribute the weight over a greater area.
  5. Cabinets, bookcases, special finishes, "built-in" construction, glasswork, folding partitions, etc., are examples of above standard improvements.  We will do our best to complete this type of work prior to move-in.  However, often the delivery of materials or specialized labor will cause delays beyond our control.  We cannot be responsible for any delays associated with this work.  Later completion of these improvements will not delay the Lease Commencement Date.