Contractor Handbook A GUIDE TO WORKING AT 10 EXCHANGE PLACE. Revision

Transcription

1 A GUIDE TO WORKING AT 10 EXCHANGE PLACE Revision

2 Dear Contractor / Vendor, This manual is designed to act as a reference guide to policies and procedures while working at 10 Exchange Place. It also outlines the required processes to work effectively in the building. Please take a few minutes to familiarize yourself with its contents and layout. We want your working day at 10 Exchange Place to be productive and safe, with minimal inconvenience to our Tenants. We encourage you to work with us in upholding our service goals and to provide feedback to improve our services and enhance your business environment. Sincerely, The Building Management and Staff Page 2

3 Table of Contents Building Services Contact List... 4 Building Rules And Regulations... 5 Building Services... 5 Building Management Office... 5 Building Engineers... 5 Construction by Tenant... 5 Deliveries... 5 Freight Elevator... 6 Loading Dock... 6 Moving Policy & Procedures... 6 Contractor Authorization... 8 Freight Elevator Reservations Policy... 9 During Normal Business Hours... 9 Outside of Normal Business Hours... 9 Building Access Insurance Requirements...11 Page 3

4 Building Services Contact List Building Management Office FAX Building Engineering John Hancock Property Director Assistant Property Manager Sr. Administrative Assistant Chief Engineer Assistant Chief Engineer Peter Baracskai Hamne Colon Christine Williams David Defino Greg Aker Collins Building Services Cleaning Manager Helen Tolentino Allied Barton Security Manager Bohdan Jakubowski Fire Safety Directors David Defino Greg Aker Mike Pompei Jim Hamilton Sherwin Benn Page 4

5 Building Rules And Regulations The Contractor is responsible for obtaining a copy of the Building Rules and Regulations and ensuring its entire staff and all subcontractors staff abides by all policies and procedures. Building Services Building Management Office The Management Office is located at 10 Exchange Place, on the 10 th Floor. The Management Office normal business hours are 8:30 AM to 5:00 PM from Monday through Friday. Please note that although the Office may be closed, the phone lines are answered by the Security Console in the Lobby and there are Building Services staff working after hours. The Management Office will be closed on all Federal Holidays. Building Engineers The Building is staffed with Engineers, 24 hours a day from Monday through Friday and on Saturday from Midnight to 3:00 PM. Construction by Tenant Tenants needing to perform any construction in their premises must submit plans to the Building s Management Office for approval prior to commencement of any work or modifications. Please refer to the Building s Rules & Regulations for contractor s specific requirements. Deliveries Any deliveries that are not properly scheduled will be turned away. Please reference the Contractor Authorization and Freight Elevator Reservations Policy for clarification. Delivery vendors are responsible for removing any and all trash, packaging materials and pallets from the building. Vendor must supply masonite if making a delivery to a multi-tenant floor. Page 5

6 Freight Elevator The Building has only 1 Freight Elevator to accommodate all of the floors. Elevator Cab Size: Weight Limit: Door Opening: 6 5 W x 9 L x 15 H 6,500 lbs. 5 W x 8 5 H The Freight Elevator is required to be used for transporting supplies, furniture, pushcarts, large messenger deliveries, etc. Freight Elevator reservations are required for exclusive use during moves. To make a freight reservation, please reference the Freight Elevator Reservations Policy section. Please refer to the Moving section below for large moves. Loading Dock The Loading Dock is located off of Christopher Columbus Drive. Only vehicles with Commercial License Plates will be allowed into the Loading Dock. The Loading Dock is for unloading and loading of material, and in no instances will parking be allowed. The Loading Dock has 3 bays 2 large bays and 1 smaller bay. Moving Policy & Procedures Tenants should contact the Building Management Office as far in advance as possible, but not less than 2 weeks before, to coordinate their move. All moves in/out must take place between the hours of 6:00 PM and 8:00 AM, Monday through Friday, or anytime on Saturday and Sunday. Additional charges for extra security personnel or porter service may be applicable. As a brief checklist, please provide the following to the Building Management Office at least 5 days prior to move-in: Certificate of Insurance with named additional insured Tenant telephone contact list with fax numbers Name of Tenant Manager or other Administrative Liaison All movers must adhere to the following: Where furniture or equipment is being moved with wheel or skid-type dollies, clean Masonite sections provided by the tenant s moving company will be used as runners on all finished floor areas. The Masonite sections must be at least 1/4 thick, 4 x 8 wide sheets in elevator lobbies and corridors, and 32 wide sheets through doors in the tenant s space. All Masonite sections must be taped to prohibit sliding. Page 6

7 The mover must provide and install protective coverings on all walls, corners, door facings, elevator cabs, and other areas along the route to be followed during the move. These areas will be inspected for damage after the move. Damage to the building or fixtures caused by the move are the responsibility of the Tenant. They will be responsible for any cost incurred to repair or restore damages. Tenant must arrange freight elevator usage with the Building Management Office for all moves. A firm arrival time must be established. If Management supervision (or additional security personnel) is required, as determined by the Management Office, a nominal fee will be charged to the tenant. Movers will be required to remove all boxes, trash, etc., when leaving the building. Remaining materials will be disposed of, and the tenant will be billed for the disposal charges. Movers must carry insurance in accordance with the following Tenant Manual section entitled Insurance Requirements. Page 7

8 Contractor Authorization In order to provide access only to contractors who are authorized to work in the building, entry into the building for contractors requires prior authorization as follows: The Tenant or the Tenant s General Contractor / Construction Manager (provided Tenant has submitted written authorization in advance) must provide authorization of the contractors and/or vendors that are allowed to perform work in their premises. Although the term Tenant is used below, it may include the Tenant s General Contractor or Construction Manager. Prior to the commencement of construction, Tenant is to provide a list of all contractors, subcontractors, and vendors that are requested to work in their premises to Building Management for approval. This list will also be reviewed to determine if valid Certificates of Insurance (COI s) are on file. A list of contractors without valid COI s will be sent back to the Tenant. All contractors, subcontractors, and vendors will require a valid COI. A Notification List of all contractors, subcontractors, vendors, and deliveries that are scheduled for the building must be submitted to Building Management no later than 3:00 PM for work the following day or by Friday at Noon for weekend work or work the following week. Freight Elevator usage is defined in the next section. The format can be a simple outline of all contractor and all subcontractor names, dates and times they will be in the building, along with the Tenant name and floor and can be ed to 10ExchangePlaceNJ@jhancock.com. However, for weekend work, the list should be separated by Saturday and Sunday and include the approximate working hours (as Engineering coverage may be needed). This list will be reviewed and COI s will be checked, and then forwarded to Security and Engineering. Example of Notification List: Tenant X 30th Floor Saturday Contractor A 7 AM 3 PM Subcontractor B 7 AM 7 PM Monday Friday Contractor A 7 AM 3 PM Subcontractor B 6 AM 3 PM Contractor C 7 AM 3 PM Subcontractor D 7 AM 3 PM Vendor E 7 AM 8 AM delivery freight reservation not required Page 8

9 Freight Elevator Reservations Policy The Freight Elevator is to be used for contractor personnel and deliveries. Please reference the other sections in this handbook for personnel. All deliveries must be scheduled via the Contractor Authorization procedure above. However, depending on the size and type of delivery, the freight elevator may need to be reserved as outlined below: During Normal Business Hours The freight elevator will be used for personnel and minor construction deliveries only. The intent is to allow the freight elevator to be used for normal building operations in automatic mode without the doors being held open. Normal Business Hours for the freight elevator are defined as Monday through Friday from 8:00 AM through 6:00 PM minor construction deliveries are defined as small enough in size to occupy less than half of the entire freight elevator and limited in quantity to 2 trips, and excludes furniture deliveries. o Any delivery on a pallet (or otherwise requiring a pallet jack) will automatically be excluded from minor delivery classification and will require a Freight Reservation. Outside of Normal Business Hours The freight elevator must be reserved for major construction deliveries. Please send a notice at least 48 hours in advance to 10ExchangePlaceNJ@jhancock.com advising of the date, time period, tenant name, floor, and contractors. Booking of the freight elevator will be subject to the following rules: The freight elevator will be reserved on a first come, first served basis. The freight elevator will be booked for one hour periods, with a maximum of two hours concurrently. (If more than two hours are required, special advance notification must be provided with the reason for the extended period and then only with the approval of Property Management.) The intent is to allow the numerous contractors a dedicated time frame in which to schedule deliveries. Booking of the freight elevator does not guarantee exclusive use. The elevator must be shared to accommodate personnel and minor deliveries from other contractors. However, by booking the freight, your firm has the primary right for deliveries. An operator is required to run the elevator. The cost of this operator will be charged back to the Tenant booking the elevator. Page 9

10 Building Access All contractor and subcontractor personnel are to enter the building via the Loading Dock located on Christopher Columbus Drive. All personnel are to stop in the Security Office to sign in and receive a Visitor s Pass. The Freight Elevator is to be used to travel to and from the Tenant s floor. The Passenger Elevators are NOT to be used. The Visitor s Pass is to be kept on hand and displayed for re-entry into the building. Access will be provided ONLY to personnel from contractors and subcontractors that are authorized by the policy outlined above AND have a valid Certificate of Insurance on file in the Building Management Office. Page 10

11 Insurance Requirements Prior to commencement of work and/or providing services on or at the Property and at all times during the performance of such all such work or providing of services, all approved Contractors, Subcontractors and every other contracted third party performing work or providing service on or at the Property (each, a Contractor ) must maintain and provide ownership with an insurance certificate(s) as set forth below and other documentation requested by Owner (and prior to any subsequent renewal of insurance) in form and substance satisfactory to Owner, evidencing the following minimum insurance coverage: a. Workers Compensation Insurance required in the State where the work/services are being performed, and including Employers Liability Insurance with limits no less than $1,000,000 each accident for bodily injury by accident and $1,000,00 each employee and policy limit for bodily injury by disease. b. Automobile Liability with limits no less than $1,000,000 each accident covering all owned, leased, borrowed and non-owned vehicles. c. Commercial General Liability and limits no less than $1,000,000 per occurrence and $2,000,000 general aggregate, and $2,000,000 products and completed operations aggregate covering bodily injury, property damage and personal injury including product liability and completed operations coverage s. Policy shall include extended completed operations coverage, for at least three (3) years after after acceptance of the Contractor s work either through policies in force or through an extended reporting period endorsement for products/completed operations liability. d. Umbrella Liability with limited no less than $5,000,000 per occurrence, $5,000,000 general aggregate, and $5,000,000 products and completed operations aggregate ($10,000,000 for high hazard operations i.e., certain services and/or certain work to be preformed reasonably determined by John Hancock Life Insurance Company (U.S.A.) (and, to the extent Owner is a joint venture or partnership, any partner or joint venturer in such partnership or joint venture) to have a heightened risk of harm) providing limits in excess of a-c above per location. Policies shall be written as follow form or with a form that provides coverage that is at least as broad as the primary insurance policies. e. Environmental Impairment Liability Insurance for any contract involving Asbestos or Mold remediation or use of pesticides or other hazardous substances. Coverage shall be with limits appropriate to the contract but no less than $2,000,000 per occurrence and $2,000,000 annual aggregate. f. Shall name John Hancock Life Insurance Company (U.S.A.), with an address of 10 Exchange Place, Jersey City, NJ as the Certificate Holder. g. With respect to Commercial General Liability coverage, all such policies shall name Manulife Financial Corporation and all subsidiaries including, but not limited to, John Hancock Life Insurance Company (U.S.A.) as additional insureds for all operations, using an endorsement form at least as broad as the most recent edition of Additional Page 11

12 Insured-Owner Lessors or Contractors Form B (CG /85) and otherwise, in form and substance satisfactory to Owner. h. If Contractor s work includes professional design or engineering services, by professionals on staff or under consulting agreement, Contractor must secure, acquire and maintain or require its independent consultant to acquire and maintain Architects and Engineers Professional Liability insurance in limits no less than $3,000,000 per occurrence and $3,000,000 general aggregate covering the professional services performed in connection with the project and continuing in force by renewal or extended reporting provision for not less than three years after completion of the project. This coverage form may be made claims made and include defense expense within the limit of liability. Each policy shall be written on an occurrence basis with the exception that a claims made form can be used for Environmental Impairment Liability and Architects and Engineers Professional Liability insurance as long as the policy (a) has a retroactive date prior to the date of project commencement and (b) is maintained by Contractor throughout the performance of services under this Agreement and for at least three (3) years thereafter either through policies in force or through an extended reporting period. Contractor shall use commercially reasonable efforts to require all of its contractors and subcontractors to maintain policies in compliance with the duties, obligations, and requirements of the insurance provisions required herein. Prior to the commencement of operations as provided for under the Agreement and within seven (7) days of any policy renewal thereafter, Contractor and all of its contractors and subcontractors shall furnish Certificates of Insurance ( Certificates ) to Purchaser on Acord 25 or a substitute equivalent form. These Certificates shall evidence the following for each and every policy: (i) insurance company name, (ii) policy number, (iii) policy period, (iv) per occurrence and aggregate limits, (v) deductibles or self insured retentions, and (vi) any applicable additional insured or waiver of subrogation endorsements. These Certificates shall also expressly provide that the insurance companies issuing the specified policies shall endeavor to mail at least thirty (30) days advance written notice of cancellation or nonrenewal to all certificate holders. Each insurance company listed in the Certificate shall be (i) admitted to do business in the state where the project is located and (ii) rated by AM Best Company as having a financial strength rating of A- or better and a financial size category of VIII or greater or otherwise be satisfactory to Owner. The policy evidencing General Liability Coverage shall state that such policies are primary in all respects and any insurance carried by Manulife Financial Corporation and all subsidiaries including, but not limited to, John Hancock Life Insurance Company (U.S.A.), is noncontributing with such policies. Page 12

13 The General Liability insurance policy shall further provide for (i) severability of interests wherein Contractor is insured against any claims that may be brought by the additional insureds, and (ii) if Contractor s General Liability insurance is provided by means of a so called blanket policy, then the aggregate limit must apply to John Hancock Life Insurance Company (U.S.A.) per project or location. Each policy endorsement must waive the insurer s right of cancellation, without at least thirty (30) day s prior written notice (10 days notice, if cancellation is for non-payment of premium) to be delivered by certified or registered mail to John Hancock Life Insurance Company (U.S.A.). All policies shall provide that the insurer unequivocally waives any right of subrogation against Manulife Financial Corporation and all subsidiaries including, but not limited to, John Hancock Life Insurance Company (U.S.A.). All policies required by shall be written by insurance carriers licensed to do business in each state in which Contractor is doing business, which must include the Sate of New Jersey, which carriers are rated no less than B+ VIII by the most recent edition of Best s Key Rating Guide, and are otherwise reasonably satisfactory to John Hancock Life Insurance Company (U.S.A.). Self-insurance of any coverage, or part thereof, is acceptable only upon written consent of John Hancock Life Insurance Company (U.S.A.) after Contractor has provided proof of financial ability to support such self-insurance, and shall be entirely for the account of the Contractor, waiving all rights of recovery against Manulife Financial Corporation and all subsidiaries including, but not limited to, John Hancock Life Insurance Company (U.S.A.), for any sums expended by Contractor. All policies shall provide that the insurer unequivocally waives any right of subrogation against Manulife Financial Corporation and all subsidiaries including, but not limited to, John Hancock Life Insurance Company (U.S.A.). Contractor may also carry such other insurance as it deems necessary for its own protection, and any such insurance must include a waiver of the insurers rights of subrogation against Manulife Financial Corporation and all subsidiaries including, but not limited to, John Hancock Life Insurance Company (U.S.A.). Page 13

14 PRODUCER ACORD CERTIFICATE OF INSURANCE ISSUE DATE (MM/DD/YY) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. [ Insurance Broker Name and Address] COMPANIES AFFORDING COVERAGE COMPANY LETTER A [Name of Insurance Carrier] CODE SUB-CODE COMPANY INSURED [Vendor's Name and Address] COVERAGES LETTER COMPANY LETTER COMPANY LETTER COMPANY LETTER THIS IS TO CERTIFY THAT THEPOLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECTS TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CO. POLICY POLICY POLICY LTR TYPE OF INSURANCE NUMBER EFFECTIVE EXPIRATION LIMITS GENERAL LIABILITY GENERAL AGGREGATE $ 2,000,000 X COMMERCIAL GENRL LIABILITY [Policy Number] [xx/xx/xx] [xx/xx/xx] PRODUCTS-COMP/OPS AGGREGATE $ 1,000,000 A CLAIMS MADE X OCCUR. PERSONAL & ADVertising INJURY $ 1,000,000 OWNER'S & CONTRACTR'S PROT. EACH OCCURRENCE $ 1,000,000 FIRE DAMAGE (Any one fire) $ 1,000,000 A MEDICAL EXPENSE (Any one person) $ 1,000,000 AUTOMOBILE LIABILITY COMBINED $1,000,000 X ANY AUTO [Policy Number] [xx/xx/xx] [xx/xx/xx] SINGLE LIMIT ALL OWNED AUTOS BODILY INJURY SCHEDULED AUTOS (PER PERSON) $1,000,000 HIRED AUTOS BODILY INJURY NON-OWNED AUTOS (PER ACCIDENT) $1,000,000 GARAGE LIABILITY PROPERTY DAMAGE $1,000,000 EXCESS LIABILITY EACH AGGREGATE X OCCURRENCE OTHER THAN UMBRELLA FORM $5,000,000$ STATUTORY A WORKER'S COMPENSATION [Policy Number] [xx/xx/xx] [xx/xx/xx] $ 1,000,000 (EACH ACCIDENT) AND $ (DISEASE-POLICY LIMIT) EMPLOYER'S LIABILITY $ (DISEASE-EACH EMPLOYEE) OTHER B C D E DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL TERMS Manulife Financial Corporation and all subsidiaries including, but not limited to, John Hancock Life Insurance Company (U.S.A.) as additional insureds. CERTIFICATE HOLDER John Hancock Life Insurance Company (U.S.A.) 10 Exchange Place Jersey City, NJ CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL MAIL_30_ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NOOBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE ACORD 25-S (3/88) ACORD CORPORATION 1988 Page 14